The JOBTRAK Service Management System
product family is modular and includes the following optional system
The core system includes functions for creating jobs and projects, job progress management,
job document printing, product database, recording time, non-stocked materials and completion
text, performing on the fly job list queries, tracking responses, maintaining
clients and technicians. It also includes all the core supporting
databases such as technicians, clients etc.
Equipment Registration / Tracking
This module is tightly integrated with the base System and other JOBTRAK
modules and can be configured for warranty, asset, machines in the field,
loan machines etc tracking requirements.
Broadly, it allows products to be tracked by serial or other identifiers and
can manage related data and rules for each item. At Job Entry, jobs can be created
by templating from this
equipment data. Job Entry can be configured to actively search the Equipment Database and
days left to run or days expired on any particular item. An item
under warranty may set the creation of a job as being under warranty
automatically with the job containing all relevant equipment information,
thereby reducing data entry errors.
Job Planner (Scheduling and Auto Create)
Job Planner encompasses two separate programs, 'Job Scheduling' and "Job Auto-Create". The
Scheduler is similar to a whiteboard that contains jobs (or notes, annual leave, sick
leave entries) to be done that day or in the future. It has easy to use
drag, drop and copy mouse functions. A scheduled entry can be made at Job Entry or at any
time after a job is created. Schedules can be looked at for individuals or
for groups of
technicians. The Scheduler supersedes many functions of the standard JOBTRAK
Technician Job Lists. The Job Auto-Create program allows jobs to be
automatically created at future dates. It is ideal for generating preventative maintenance jobs,
periodic billing or for recurring jobs. Jobs can be created and left in an open state,
ready for further
data input before closing. Alternatively, without any user intervention
required, Jobs can be processed completely,
whereby they are left in a
closed and invoiced state with the invoice being generated automatically. A
common application for this is the automatic billing of regular monthly Service Contracts.
Escalation and Routing / Messaging
Escalation provides the time-based event monitoring whilst Routing /
Messaging provides triggers for real-world alerts and actions.
Together these sophisticated programs can be used to monitor performance
against agreed customer service levels and
to provide automatic escalation actions as required. The programs can be
configured to recognise escalation profiles based on clients, equipment and
other factors, monitor the time from when jobs are created then, when escalation
points are calculated, automatically trigger multiple events such as emails, pager messages, network messages,
reassignment of job
to another technician and/or changes in urgency. Most major Jobtrak
rely on these programs to manage SLA performance for their major customers.
This program allows the User to create a library of often used job
completion transaction items or sets of items. These Standard
Solutions, i.e., sets of transactions, can be used rapidly to add
pre-determined Time, Materials and/or Narrative to a job. This can save considerable data entry time when completing standard types of repair work.
It is also possible to automatically apply a
Standard Solution code, related to the Work Type of that job, when a new job is being created at Job Entry.
Typical usage is for the automatic addition of a 'call out' fee transaction
to the job when it is created.
The stock programs can be configured to manage multiple stocking points (e.g. van stocks), serialized items
tracked from goods receipt or sale, allocated quantities, quantity discounting, pricing
level adjustments based on client settings. As well as providing parts codes lists,
this module includes
various utilities to allow efficient stock management (e.g., stock take
processing). Like other JOBTRAK
programs, Inventory Management is fully integrated with the other programs.
This module enables purchasing of goods directly for jobs and/or for
inventory replenishment. Purchase order rows can be based on stock
codes or can be manually typed for
non-stocked codes. A single Purchase Order can include mixed job
order and inventory replenishment. Where a Purchase Order row for a job
remains outstanding, indication is given on that job that there are outstanding orders and you can
directly to that Purchase Order from the job (and vice versa). The Purchase
Order module can be configured to manage all aspects
of ordering and receipting goods, including the management of approvals
(with limits), management of back-orders and the printing of purchase
Point Of Sale
Performs all requirements of selling inventory or non-stocked items over a counter. The
counter sales receipts can be cash, cheques, credit cards etc., or a rolling
monthly account that is closed at month end. Creation of Point Of Sale
counter backorders is another feature.
Accounting Systems Integration
Accounting system interfaces are available for the creation of file output
in the prescribed
format for many accounting systems. In this way
invoices generated in JOBTRAK can be exported to accounting
systems so that debtors statements and receipts processing can be retained
in these accounting systems. The interfaces also manage the billing
and transfer status of these invoices within JOBTRAK so that they can be
reported on easily and so they cannot be transferred twice in error.
Job Document Printing
We have developed a program that connects to the widely used report writer, Crystal
Reports to print Job Documents. With this we can produce a wide range of
job related documents in Crystal Reports
and print these automatically from within JOBTRAK. Examples of the use of this are: Packing Slips, Invoices, Warranty
Dockets, Purchase Orders and Point of Sale dockets. The advantage of this system is the
ability to support customising of printed job documents to exactly the
layout/style/standard you require. When used in
conjunction with a scheduling program, such as Microsoft System Agent and/or the
router program, one can also set various management or client reports to run at a suitable
time, e.g. outside normal business hours, and produce printer, file, or email outputs
(with attachments) automatically.
While it is possible to generate
immediate management information by using the Job List function to make complex on the fly queries within JOBTRAK™,
comprehensive reporting from JOBTRAK data is
best created through a
report writer. We recommend and use Crystal Reports to create custom reports
for our customers. The list of reports we have written for our clients
is long, examples are: Work in Progress Reporting, Work type and Labour Analysis,
Revenue reporting, Turnaround time reporting, Inventory reporting (e.g. Re-ordering, stock
master listing, stock auditing), Purchasing reporting (e.g. Outstanding orders/status).
All reports can be integrated into and launched from, the Reports Menu program.
Meter Billing / Block Billing
Ontrack has considerable experience with the copier and other meter billing
industries. This module covers all meter and block billing algorithms
including estimated and predicative billing. It is integrated tightly
with the Equipment Tracking module (see above) for the management of
machines in the field.
JOBTRAK Web View provides real-time Web access to JOBTRAK
from any browser. A secure login process ensures different users will only see Web pages
that have been created specifically for their requirements. Generally Web View users fall
into two groups; firstly, the service company's customers who wish to log and reviews jobs
and, secondly, the service company's call centre, technical and management staff who wish
to access part or all of the JOBTRAK functions. Sophisticated reporting
is also available.
JOBTRAK Mobile View provides real-time access to JOBTRAK
from the latest PDA and mobile phone devices. Typical application is in automating the dialogue between the call
centre and field service staff. Jobs can be assigned, accepted and updated without the
need for voice communication. The assignment process can include the transmission of all Job
and equipment details to the field technician who can review these before accepting the
Job. Updating of the Job status, time and materials and other completion details can be
coded to reduce keystrokes at the mobile device.