Misc updates

Peter Steffey 2025-03-10 09:22:11 -04:00
parent 7fc4f9a1f5
commit 3ce20bb62d
5 changed files with 195 additions and 47 deletions

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- Dean is parts manager, not big into electronic platform, takes notes on paper throughout the day as far as what goes out, he will work with Lowell to keep inventory up to date in the system. Dean pulls the parts from the work order a day before and makes packages for the teams to take
- Residential may have customizations while the job is going on, so don't really know inventory change until it is completed
- Job card is what the guys see, need to clock into the card and see info. Only address for commercial, but also sales order for residential so they know exactly what they are supposed to be doing
- System is mostly in place, Kris just wants reassurance that the way he is implementing things is correct and for everything to flow well
- System is mostly in place, Kris just wants reassurance that the way he is implementing things is correct and for everything to flow well
### Courtney - 4 MAR 25
- Jason is in custom landscape architecture
- Courtney's tasks
- Looks through third-party platforms, adds details to spreadsheet, sometimes prints out packet, guys don't fill it out
- Commercial, quote at beginning, not for each site
- EPO - additional work not included in original contract for specific site
- 25th-billers, monthly statement (overall, list of addresses) and invoices (for each address)
- Lennar/Hayden, just click done in their system
- All credit card over $500, customer is charged 3%
- Courtney adds date estimates to spreadsheet
- QB time, each american individually tracks their time, guatamalans are tracked as a group
- Drivers are paid from beginning of drivers, extra 30 mins
- Tablet for each company
- Candy does HR
- Kayla may adjust timesheet as needed for lunch
- Wants to track timesheets to projects, but not needed immediately
- Service is good with paperworks
- 1 year warranty (not all written out yet, want to get to) - group email for warranty requests
- Wants to talk to homeowner of commercial if there is one
- Talk through customer with care
- 15 day walk, show face, upsell, reduce warranty, should always be done
- Marty does collections
- Essential: distribution of details to crew leads and get information back from them
- Workers want status updates and if they've completed any key milestones
- Need to ask Kris/Josh about plans for phones/tablets
- Separate crew for hydroseeding (end), curbing (beginning/end) - can't be done in the rain
- Kyle is manager under Chris
### John - 6 MAR 25
- QB Desktop
- 10 Service technicians
- Sprinkler start-up in spring (repairs as needed), backflow tests (required annually)
- Major repairs on systems
- Light fertilizing in summer
- Fall winterization, sprinkler turn off, blow water out of lines
- Modified QB to print out work order and backflow test report form
- Modified existing fields to have map of yard
- Made field-level modifications to invoice
- Has mapping program MapBusinessOnline, downloads CSV and uploads to MBO ($500/year), populates properties on a local map, can make routes
- Prints out work order and backflow test form for crew
- Office scans and sends over
- Wants map that shows all existing customers, color-coded to see new installs (past year, under warranty) vs existing customers (out-of-warranty)
- Ways to see what customers are nearby for a tech to do extra work if they finish earlier
- Wants service tech to pull the info from QB like past notes and history
- Wants most new installs become service, but only getting about half of them
- QR code scan for converting installs to service customers, packet to go into house
- 8 routes per day, 10-60 on a route
- Can do a lot more blow-outs in fall than turn-ons in the spring
- John checks in throughout the day (10am, 1pm) to see where they are at
- Wants techs to mark addresses as complete as they go
- Wants to get stuff out of his head
- Making 6000 phone calls right now
- Need to handle re-schedules
- Get confirmations and reminders, then mark as complete as they go
- Wants report of what didn't get complete that was supposed to be, doesn't like that sometimes they forget to follow up with people when needs

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Org-Chart.md Normal file

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Josh Brotherton is owner of companies
- Sprinklers NW
- Kris - head of new installs
- Kyle - field manager
- Courtney - accounts receivable and admin staff
- Lowell - admin staff
- John - head of service
- Dean - parts manager (inventory)
- Candy - HR & accounting
- Jason - custom landscape architect
- Lowes
- Candy - accounting
- NUCO
- Kayla - accounting

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## Process for new installs (Kris's department)
### 1. Incoming phone call -> gather info from phone call: name, address, time, date of meeting
- Current process ?
- New process: Create a Lead in ERPNext, then ?
- Person responsible: ?
### Residential Installs
1. Front office or anyone else creates Opportunity
2. Front office or Courtney schedules on-site, updates on-site date on Opportunity
- ? What kind of calendar should this be done on? Opportunity calendar? Appointment List? Need to show on same calendar as Kris's hand-off meetings? 15-day walk?
3. Kris/Josh go on on-site, take notes, creates and sends Quotation
4. Customer accepts, putting the Quotation on Courtney's queue to handle
5. Courtney asks for half-down, creates Sales Order
6. Half-down comes in, Candy (?) creates Payment Entry linked to Sales Order, putting it back in Courtney's queue to handle
7. Courtney creates project for scheduling
8. Project is scheduled and completed. Time is tracked by foreman and distributed to crew.
9. Kris creates sales invoice from sales order, makes adjustments as needed, uses this to track inventory.
10. ? Schedules 15-day walk through
### 2. Estimator meets on-site with customer to gather info
- Current process: ?
- New process: ?
- Person responsible: Kris
#### 1. Incoming phone call -> gather info from phone call: name, address, time, date of meeting
- Current process: Front office answers calls, or calls are routed to specific groups
- Where is information from call written down?
- New process: Create an Opportunity in ERPNext, then Kris or Josh can work down the list of "Open" opportunities
- ?How are these on-site visits scheduled?
- Person responsible: Front office, or misc others
### 3. Estimator sends estimate to customer with pricing based on on-site meeting
#### 2. Estimator meets on-site with customer to gather info
- Current process: QBO
- New process: Create Quotation from Opportunity in ERPNext with all the details from the in-person meeting. When quotation is submitted, Opportunity status changes from Open to Quotation
- Person responsible: Kris/Kyle
#### 3. Estimator sends estimate to customer with pricing based on on-site meeting
- Current process: QBO, which has a button for customer to accept
- New process: Create a Quotation in ERPNext, send email to customer using ERPNext
- Person responsible: ?
- Person responsible: Kris
- If customer does not respond within 5 days, office staff should follow up - need report to show them who they need to follow up with?
- If customer does not answer or declines, ask why and how we can service differently - where do they enter this information?
- Landry notes: (to discuss)
- add cost of materials. Auto correct to one way address, Address and email validation. Bypass on new streets.
- Auto populate map with address. Right now dropping pin where address is, go to actual location to address.
- Quotation cannot be created unless it is linked to a customer
### 4. Customer accepts or declines estimate
- Current process: QBO
- New process: ? (does ERPNext have a place for the client to auto-accept?)
#### 4. Customer accepts or declines estimate
- Current process: Email sent to Kayla for button, or installs@snw
- New process: Email template, button to API call
### 5. Create Sales Order
- Current process: ?
- New Process: Create Sales Order, get items from estimate
#### 5. Add job to queue
- Current process: Add to spreadsheet
- New Process: Check estimate in list and Create > Sales Order. Once new sales order is submitted, Quotation will change from Open to Ordered
- Person responsible: Courtney/Lowell?
### 6. Office asks for and collects half-down/commitment payment
- Current process: ?
#### 6. Office asks for and collects half-down/commitment payment
- Current process: Reach out for phone call QBO, or credit card over phone, or check, cash
- New Process: Create Payment Request from the sales order, link to payment page with woocommerce?
- Person responsible: Courtney/Lowell
- Person responsible: Courtney/Lowell handles initial communication after acceptance
### 7. Job packet to be created for field (why is this before the admin jobs start?)
#### 7. Job packet to be created for field (why is this before the admin jobs start?)
- Send customer general start date based on current schedule
- Current process: ?
- New process: Create Work Order, then ??
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- Go on calendar, print work orders,
- Person responsible: Courtney/Lowell?
### 8. Start job tasks - two weeks till initial proposed date
#### 8. Start job tasks - two weeks till initial proposed date
- Send 3-5 day job start window to client
- Current process: ?
- New process: ?
- Person responsible: Courtney/Lowell?
- Person responsible: Kris/Lowell
- Not been doing this consistently
- Foreman looks over paperwork and makes sure they have the materials and equipment needed (day or two ahead of job)
- Current process: ?
- New process: ?
- Person responsible: Foreman on job
- 811/Locate called in min of 3 days prior to installation start date (what is 811?)
- Current process: ?
- Current process: Ad-hoc
- New process: ?
- Person responsible: Courtney/Lowell?
- Person responsible: Courtney/Lowell
- Permit(s) called in and paid for
- Current process: ?
- Current process: On calendar, bright red
- New process: ?
- Person responsible: Courtney/Lowell?
- Person responsible: Courtney/Lowell & front office
When does scheduling crew take place?
### 9. Final communication to customer and hand-off to foreman
#### 9. Final communication to customer and hand-off to foreman
- Send customer 2-3 day window of start date
- Current process: ?
- New process: ?
- Person responsible: ?
### 10. Execute Job
#### 10. Execute Job
Need to decide if work order or project fits better here. Can use Work Order + BOM to group items and attach timesheet, or can use Project + Product Bundle on Sales Invoice to affect inventory.
- Current process: ?
- New process: ?
- Person responsible: ?
- Time tracking: (is this the right place for it? who's time is tracked?)
- add table for crew lead and multiple roles
- After job complete, Foreman returns field packet to office
- Do pre-built routes fit in here?
- New process:
- When foreman arrives at shop, he picks up crew and clocks in to the driving project
- When foreman arrives at work location, he completes that and starts timer for the project they are working
- When foreman completes the job timer, that triggers a server script that copies that time to all the workers that are on the same crew as that foreman
- Foreman starts timer for driving again for the drive back
- Foreman should mark project tasks as complete as needed throughout the day
- Person responsible: Foreman assigned to project
- After job complete, Foreman returns field packet (?) to office
### 11. Update invoice with any change orders (final billing/payment collection)
#### 11. Update invoice with any change orders / EPO (final billing/payment collection)
- Update invoice and send to customer
- Current process: ?
- Current process: QBO
- New process: ?
- Person responsible: ?
- Person responsible: Kris
### 12. Customer review
#### 12. Customer review
- Communicate with customer via phone on how project went and schedule & complete 15 day walk
- Current process: ?
- New process: ?
- Person responsible: ?
- Person responsible:
### 13. Collect final payment & warranty follow up
#### 13. Collect final payment & warranty follow up
- Send final (paid) invoice to customer and warranty letter, and file paperwork
- auto populate with start and end dates
- Current process: ?
- New process: ?
- Person responsible: ?
- Person responsible: Marty
### Commercial Installs
Josh/Kris works with the builders and gives an estimate of what it would cost per-address.
Once the deal is signed, SNW is given access to the builder's software. This software has a queue of addresses to work.
Courtney checks the builder's portals and transfers relevant info to her spreadsheet.
In the short term, she could turn this info into a Sales Order instead.
In the long term we should auto-create sales orders based on integrations from these systems.
There may be per-address EPOs/change orders that the builders put in that affect the work and price, these would need to go on the Sales Order and transfer to the invoice.
When the project is complete, they either
- click a button in the builder's software
- send a monthly summary of the work that was done on the 25th, along with an invoice per-address
## Process for service (John's department)
Something about pre-built routes
## Questions
- How does the spring/fall service fit into above process?
- There's a lot on Taiga about the address and contacts, need to figure out how much of that is left to do
- When is there next slow season?
- For Kris: How are field units going to communicate info back to courtney? I've heard that paper packets hasn't worked great in the past. Do you have plans to distribute a tablet to each field team or just have foreman use their personal devices? Courtney wants to know when each task on a project is complete, so that she can take the appropriate steps.
- For Kris: The way courtney described time sheets working now is a lot different than what it sounded like he was asking for, need clarification on how we want to handle these. Maybe Kris was only talking about non-americans
- For Candy: How does she need timesheets to work for payroll

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Plan.md Normal file

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# Phase 1 - SNW Installs
- Make sure Opportunity doc-type has all fields needed, remove unneeded fields (2h)
- Create a dashboard or calendar for Josh/Kris to handle going on-sites (3h)
- Same calendar may need to also show Kris's project hand-off meetings, so that he can make sure they don't overlap
- Make sure Estimate doc-type has all fields needed, remove unneeded fields (2h)
- Email template with button that triggers to API for estimate acceptance or denial (5h)
- Report for Courtney that should which estimates are accepting or declined so she can handle accordingly (1h)
- Make sure Sales Order doc-type has all fields need, remove unneeded fields, make sure pulling items from quote is smooth (maybe button on quote to convert directly to sales order) (3h)
- Auto-create project from sales order or make it easy to create project from a sales order (1h)
- Create project calendar for scheduling (investigation needed to see what is currently available)
- Implement view and roles for all users (10h)
- Customize employee record to track each crew member to the crew they are on, make crew a select list instead of link so that we can create a kanban board to move people between crews. (2h)
- Time tracking automation, distribute from foreman to crew for HR purposes on timesheet save when tracked to a project (3h)
# Phase 2 - Lowe Fencing
This should be simpler than SNW, the company is smaller
# Phase 3 - SNW Service
This needs to be done before fall scheduling

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Views-and-Permissions.md Normal file

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This should detail what pages and reports each person or groups needs, and how those map to roles and permissions.
- Kris/Josh:
- List of Opportunities, filtered to "Open" status
- Front Office:
- Full access to Opportunity
- Full access to Customer
- Dashboard:
- Report of all quotations that were sent to client more than 5 days ago (in "Sent" status still)
- Courtney:
- Full access to everything
- Dashboard:
- List of accepted quotations that need to be followed up with
- Foreman:
- list of projects they are assigned
- Button to start timer for open timesheet (or open a new one), pick project or driving
- Quick way to see the sales order for the current project (needed if residential)