An order (or maintenance order) refers to a maintenance task that is scheduled for a green area or partial area in VertiGIS FM Greenspaces.
Orders for other assets are managed differently. Refer to Orders in the VertiGIS FM Maintenance documentation for more information.
In VertiGIS FM Greenspaces, orders are generated according to data entered in various catalogs in the VertiGIS FM administration. Users in the field can then complete individual orders generated for a given green area or for a partial area within the green area.
Intervals
Intervals are sets of criteria that determine during what time(s) of the year and how often orders for a given green area or partial area must be completed. Intervals generate orders (for example, an inspection or routine maintenance work) for workers in the field to complete.
Green Areas
Intervals for a green area are listed in the Standing Orders section on the green area's details page. Orders generated by the interval, as well as their current status, are listed in the Inspections section.
All orders are associated with an interval assigned to the green area. You can see the interval associated with each order in the Type column in the Inspections section.
Interval and Orders for a Green Area
Create an Interval for a Green Area
To create an interval for a green area, an entry that specifies how often the interval should generate orders (for example, monthly, every 6 months, or annually) and the billing rate associated with the work must exist in the Type of Inspection catalog.
You can create an interval for a green area on the green area's details page.
To Create an Interval for a Green Area
1.Navigate to the details page for the green area for which you want the interval to generate orders.
2.Expand the Standing Orders section and click the Add (
) icon.
3.Click the > in the Type menu and select the interval template whose data you want to generate orders based on. Selectable options are saved in the Type of Inspection catalog and contains the frequency associated with orders generated by the interval (for example, annually or weekly) and the current billing rate (or tariff).
VertiGIS FM populates the Tariff field with the current billing rate for the entry selected in the Type field.
4.In the Responsible field, select the user to whom orders generated by the interval should be assigned. By default, the user signed in to the application who is creating the interval is selected.
Refer to Interval Details for descriptions of all form fields.
5.Review the information in the Standing Orders form and then click Save or Save and Close.
The new interval is now listed in the Standing Orders section on the green area's details page. If the interval's Mode property is set to Activated, orders generated by the interval will appear in the Inspections section.
Orders Generated by New Interval
Field |
Description |
|---|---|
Type |
The order template for the interval. 1.For green areas, selectable options are saved in the Type of Inspection catalog and contain the frequency associated with orders generated by the interval (for example, annually or weekly) and the current billing rate (or tariff). 2.For partial areas, selectable options are saved in the Type of Maintenance Order catalog and contain the maintenance period, service levels and associated frequencies, and the current billing rate (or tariff). |
Responsible |
The employee or contact that will be assigned orders generated by the interval. By default, the user signed in to the application when a partial area's Area Type and Service Level are selected is selected in this field. |
Area [m2] |
The area in square meters covered by the order. By default, VertiGIS FM populates this field with the Area (Entered) in the green area or partial area's details. |
Planned costs/unit [cost/m²] |
The cost of the work per m2 of the area associated orders generated by the interval. The value is associated with the catalog entry selected in the Type field. |
Planned time/unit [h/m²] |
The amount of time per m2 it will take to complete orders generated by the intervalThe value is associated with the catalog entry selected in the Type field. |
Planned costs [costs] |
The annual planned costs for orders generated by the interval. This value is yielded by the following algorithm: Area [m2] × Planned costs/unit [cost/m²] × Appointment current fiscal year |
Planned time [h] |
The annual working time for orders generated by the interval. This value is yielded by the following algorithm: Area [m2] × Planned time/unit [h/m²] × Appointment current fiscal year |
State |
The current state of the interval. The interval will only generate orders if its State property is Active. An interval's State property says Active when the current date is between the dates in the From and Until fields in the interval details. |
Mode |
Whether the interval is active. The interval will not generate orders if you select Deactivated from this menu. |
Interval |
How frequently orders generated by the interval must be completed. |
Appointment current fiscal year |
The number of orders that will be generated in the current fiscal year. This number is used to calculate the annual costs and planned time for orders generated by the interval. |
From |
The date from which the interval is valid. |
Until |
The date until which the interval is valid. VertiGIS FM populates this field with the date in the Until field for the current tariff associated catalog entry selected in the Type field. |
Appointment |
|
Basis for previous target date (otherwise execution) |
|
Description |
Additional notes regarding the maintenance interval. |
Maintenance period |
For partial areas only, the period(s) of the year during which the interval will generate orders. Selectable options are saved in the Maintenance Period catalog and associated with the entry selected in the Type field. |
Partial Areas
VertiGIS FM programmatically establishes maintenance intervals for partial areas using the Area Type and Service Level properties in its core details, as well as data entered in various catalogs. If order data is preconfigured in the appropriate catalogs, you can assign intervals and immediately generate orders for a partial area when you create or edit it.
You can also manually create maintenance intervals for partial areas using Type of Maintenance Order templates not associated with the partial area's Area Type property.
Area Type
In the Area Type menu in the partial area's details, select an entry stored in the Area Type catalog.
Area Type Menu in Partial Area Details
In its catalog entry, the selected area type has a list of maintenance order types, whose entries are saved in the Type of Maintenance Order catalog.
Area Type Catalog Entry and Associated Order Types
Order types associated with the area type are automatically assigned to partial areas with the same area type selected in their Area Type menu. The Type of Maintenance Order catalog entries associated with the selected Area Type property specify
•maintenance periods (the times of the year the interval will generate orders),
•service levels (various levels associated with an interval of time for order generation), and
•billing rates for orders generated by the maintenance strategy.
Service Level
In the Service Level menu in the partial area details, select a service level from the Service Level catalog.
Service Level Menu in Partial Area Details
The selected service level corresponds to a time interval in the Type of Maintenance Order entries associated with the partial area's Area Type.
Service Levels Associated with Type of Maintenance Orders
The interval will generate orders according to the frequency associated with the selected service level. Using the data outlined in the example above, VertiGIS FM will create an interval for Fertilizing that generates an order every 6 months. Intervals can be seen in the Standing Orders section on the partial area details page.
Maintenance Interval for Partial Area
Manually Create Maintenance Intervals for Partial Areas
You can also manually create maintenance intervals for partial areas. This allows you to create an interval using a Type of Maintenance Order catalog entry that is not associated with the partial area's Area Type. This can be helpful for one-off orders that are not normally scheduled for an area of the partial area's nature.
You can manually create an interval for a partial area on the partial area's details page.
To Create an Interval for a Partial Area
1.Navigate to the details page for the partial area for which you want the interval to generate orders.
2.Expand the Standing Orders section and click the Add () icon.
3.Click the > in the Type menu and select the interval template whose data you want to generate orders based on. Selectable options are saved in the Type of Maintenance catalog and contains the frequency associated with orders generated by the interval (for example, annually or weekly), the maintenance periods during which the order will be generated, and the current billing rate (or tariff).
VertiGIS FM populates the Tariff field with the current billing rate for the entry selected in the Type field.
4.In the Responsible field, select the user to whom orders generated by the interval should be assigned. By default, the user signed in to the application who is creating the interval is selected.
Refer to Interval Details for descriptions of all form fields.
5.Review the information in the Standing Orders form and then click Save or Save and Close.
Partial Area Interval Catalogs
Refer below for a full list of catalogs in which you must enter data to establish maintenance intervals for green areas and partial areas.
VertiGIS FM Greenspaces Maintenance Catalog
Catalog |
Data Object |
Description |
|---|---|---|
Partial area |
Associated with partial areas by selecting an entry in the Area Type field in the partial area's details. |
|
Partial area |
Stores the time intervals (for example, "every 1 week," "every 6 months," or "every 1 year") that can be associated with service levels in a Type of Maintenance Order entries. |
|
Partial area |
Stores annual periods (for example, June 1 to August 31) that can be assigned to Type of Maintenance Order entries. Orders are only generated during the maintenance periods assigned to the order's Type of Maintenance Order catalog entry. |
|
Partial area |
Stores names for service levels (for example, High, Medium, or Low) that can be associated with intervals in a Type of Maintenance Order entries. Entries saved in this catalog can be selected from the Service Level menu in a partial area's details to specify how frequently VertiGIS FM should generate maintenance orders for the partial area. |
|
Green Area |
Attached to maintenance intervals for green areas. Specifies how often orders are generated and the billing rate associated work completed as part of the orders. |
|
Partial area |
Stores and connects all data for required to establish maintenance order intervals for partial areas. In each entry, you must specify a maintenance period (assignable options saved in the Maintenance Periods catalog), which service levels (stored in the Service Level catalog) are associated with which intervals (stored in the Interval catalog), and billing information for orders associated with the catalog entry. |
Orders
Orders are work items scheduled for a green area or partial area. They are generated by intervals established for the green area or partial area.
VertiGIS FM programmatically generates orders for green areas and partial areas if
•intervals are established in the Standing Orders section on the green area's or partial area's details page.
•the From date in the interval details has elapsed, and the Until date has not yet elapsed (i.e., the interval's Status property is Active).
•the interval's Mode property is set to Activated.
Orders for a green area are listed in the Inspections section on the green area's details page. Orders for a partial area are listed in the Maintenance Orders section on the partial area's details page.
Section Listing Individual Orders
By default, the leftmost column in the section table details indicates the order's status.
Order Statuses
Status |
Description |
|---|---|
Planned |
No work associated with the order has begun. |
In progress |
Work items associated with the order are underway. This status is only applicable to orders associated with VertiGIS FM Maintenance. |
Finished |
The order is complete. The search page only shows these orders if you select the Include History check box in the Filter menu. |
The icon symbol that accompanies the order in search pages and on details pages is based on its deadlines and not necessarily its status.
Order Status Symbols
Symbol |
Description |
|---|---|
|
The intended deadline is in the future. |
|
The intended deadline has passed, and the order is overdue. |
|
The present time is between the lead time and the intended time, or the present time is between the intended time and the follow-up time. |
|
The order is complete. |
|
The order was closed, but the work associated with the order was not completed. Refer to Not Carried Out. |
You can double-click an order in the Inspections or Maintenance Orders section to view its full details.
Field |
Description |
|---|---|
Type |
The Type of Inspection or Type of Maintenance Order catalog entry associated with the order. |
Responsible |
The employee or contact to whom the order is assigned. |
Planned Date |
The date the order is scheduled to take place. |
Interval |
The time between orders associated with this interval. |
Planned costs/unit [cost/m²] |
The cost of the work per m2 of the area associated orders generated by the interval. The value is associated with the catalog entry selected in the Type field. |
Planned time/unit [h/m²] |
The amount of time per m2 it will take to complete orders generated by the intervalThe value is associated with the catalog entry selected in the Type field. |
Planned time [h] |
The estimated time in hours the orders will take to complete. |
Planned costs [costs] |
The projected costs to complete the order. |
State |
The current state of the order. Refer to Order Statuses. VertiGIS FM programmatically selects the Completed check box when you select Finished from this menu. |
Not carried out |
A check box that can be selected if the order is being closed without all of the required work being completed. Refer to Not Carried Out. |
Completed |
A check box that, if selected, indicates the work associated with the order is complete. Selecting this check box programmatically updates the order's State property to Finished. |
Follow-up |
An information field to indicate that the completion of the order requires some level of follow-up action. This check box is not associated with the follow-up order functionality in VertiGIS FM Maintenance. |
Start of execution |
The date the order was started. This field is only visible if the Completed check box is selected. |
End of execution |
Programmatically filled with the date the Completed check box is selected. |
Executed by |
The person who completed the order. You must select a contact or company stored in the Contact Management module. This field is only visible if the Completed check box is selected. |
Basis for previous target date (otherwise execution) |
|
Inspection and approval on |
|
Inspection and approval by |
|
Finish report comment |
Additional comments that can be reported regarding the asset or order. |
Mark Order as Complete
If the work associated with an order has been completed, you can update its status to Finished by editing it.
To Mark an Order as Complete
1.Navigate to the details page for the green area or partial area associated with the order.
2.Expand the Inspections section (green area) or Maintenance Orders section (partial area).
3.Select the order you want to mark as complete and click the Edit (
) icon.
4.Do either of the following:
▪In the State menu, select Finished.
▪Select the Completed check box.
5.Ensure the Completed check box is selected.
6.Enter additional order details as required (for example, select the date and time work on the order began in the Start of Execution field). Refer to Order Details for descriptions of all form fields.
7.Click Save or Save and Close.
The order's status is now updated to Complete.
Maintenance Orders Section
When an order is marked completed, VertiGIS FM generates new orders associated with the interval, based on the interval's scheduling frequency. In the example below, orders for the Removing Leaves and Sweeping, Vacuuming intervals are scheduled 6 weeks and 3 months after the Planned Date of the completed orders, respectively.
Completed and Newly Scheduled Orders
You cannot complete two orders generated by the same interval on the same date.
Not Carried Out
When editing an order, you can select the Not Carried Out check box to indicate that the order is being closed despite the associated work not being completed.
Not Carried Out Check Box
When you select this check box, VertiGIS FM updates the order's State to Finished. When you click Save and Close, the order's status icon indicates that the work was not completed.
Status Icon for Order Not Carried Out
You saving an order as Not Carried Out, you may include a note in the Description field explaining that the work was deemed not necessary or otherwise cancelled.
Refer to Order Statuses.
