To create a new planned works programme

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The procedure to create a new planned works programme is as follows:

  1. Navigate to Quick Menu > Planned & Servicing Lite > Management > Planned Program Management. The Planned Program Management window is displayed.
  2. Click on New Program 1. All fields are activated ready for data entry.
  3. Enter a Program name for the planned works programme into the field provided 2.
  4. Use the Description field to add contextual information in support of the planned works programme.
  5. Using the Company drop-down field, select a company for which this planned works programme is relevant.
  6. Enter the Target start date using the calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY) i.e. the proposed commencement date of the planned works programme.
  7. Enter the Target completion date using the calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY) i.e. the provisional end date of the planned works programme.
  8. Where an additional Fee will be incurred as part of the planned works programme, enter the overall value into the field provided e.g. professional fees, management fees, etc. The Up and Down arrows are available to increment or decrement the value, as required.
  9. Using the VAT drop-down field, select the VAT rate appropriate for the planned works programme e.g. Standard Rate, Zero Rated, etc.
  10. Enter the maximum Budget value assigned to the planned works programme into the field provided. The Up and Down arrows are available to increment or decrement the value, as required.
  11. Using the Priority drop-down field, select a parameter value to denote the priority weighting assigned to the planned works programme i.e. the default priority that will be cascaded to the resulting repair works orders.
  12. Using the Repair type drop-down field, select a parameter value to define the classification of each repair works order generated through the planned programme.
  13. Using the Contractor drop-down field, select the service provider to be awarded the planned works; the associated Default contract can also be specified using the adjacent field 3.
  14. Enter the Actual start date, once confirmed, using the calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY) i.e. the actual commencement date of the planned works programme.
  15. Enter the Actual end date, as appropriate, using the calendar icon (), or type in the value directly (format DD/MM/YY or DD/MM/YYYY) i.e. the actual planned works programme completion date.
  16. Choose an Effective from date for this planned works programme i.e. the date on which it came into effect 4.
  17. Choose an Effective to date if the planned works programme is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the programme will be continually valid.
  18. Click on Save 5. A system-generated reference number is assigned to the planned works programme and the status is set to Entered.


Note

1 Upon first access, all fields are automatically activated ready for data entry; hence the New Program button is inactive.

2 System validation rules ensure that the name entered for each new planned works programme is unique for the effective period.

3 The list of contracts available for selection is automatically filtered to match the chosen contractor.

4 The Effective from date defaults to the current system date and cannot be left blank.

5 To amend the details of an existing planned works programme, expand the status progression heading and select an entry from the alphabetical list, or type its name into the Search Programs field. By default the list is filtered to show All planned programmes. An alternative filter can be applied using the Select view drop-down field: Authorised, Awaiting Authorisation, Cancelled, Complete, Entered, On Hold, Work In Progress, etc. Only a limited number of values can be updated once a record has been created.


See related topics...

Planned programme maintenance overview

To authorise a planned works programme

To update the status of a planned works programme

To add a SOR template to a planned works programme

To add multiple assets to a planned works programme