Jobs and Projects

Jobs and Projects

• Enable users to create new jobs and quotes.
• Option to receive customer deposits to jobs.
• Safety prestart checklist
• Instructions and linked documents can be defined for jobs.
• Multiple Corrective Actions or Corrective Maintenance can be recorded as a Ticket to be quoted, or to be done in the future, or create a job to be done immediately.
• Use the Assignment Board to schedule your onsite installation projects or contracting work, or dispatch jobs to your field staff by service zone and automatically update assignments on the Ostendo Freeway app. The schedule can be updated as assignments are started and bump other assignments along. Options are available for employees to accept or decline an assignment.
• Maps – integrates with Google maps for directions from your current position.
• Timesheets – record job and work order times by Start Stop button, manually by time of day, hours or fixed times. Time can be booked directly to jobs, create a new time sheet or add to an existing time sheet. Work team timesheets for individual members can be entered by a supervisor or team leader.
• Barcode scanning for items that works on devices with an inbuilt barcode scanner, with external bluetooth barcode scanner or with the device's camera. Can read all barcode types including QR Codes.
• Pick and transfer materials for jobs to a van.
• Material and Charges – record materials used on a job and charges to be made. Standard lists of charges and materials with a quick prefill list option. Inventory can be issued from van stock.
• Purchase orders can be raised for jobs for delivery or picked up from a wholesaler. Record any receipt, invoice and payment details.
• Mobility Team Pooling – group employees into teams which work on a “pooled” basis and assign work to the Mobility Team. Anyone in the team can take a job in the queue assigned to the pool. Once a team member takes a job, it will not be available to anyone else in the team. The assignment will then be assigned to that individual team member only and the assignment board will be updated accordingly.
• Sub-Contractors – allows you to deploy work directly to them so they may enter their time and materials and charges through a Datasheet. Once completed and returned to Ostendo, the relevant jobs or timesheets are updated. Further to this you may optionally create a Buyer Created Invoice or simply a Purchase Receipt awaiting their invoice.
• Scan On – a feature that allows the user to simply scan a barcode to initiate the creation of a Datasheet. This is especially useful if the user primarily only deals in one type of transaction.
• Notify – an option in Freeway that allows a user to send a text or email from within Freeway to one or more nominated staff or sub-contractors. This could be a standard pre-defined message eg "Running 15 mins late" or a short custom message where the user types the contents. GPS Co-ordinates can optionally be sent as well to log that user’s physical location for back office staff.
• SMS – two way text messaging to other staff.
• Phone – phone the customer from the app.
• Hazards can be defined for inventory, bills of material, job types, jobs, customers or customer sites. Typical hazards for items will be related to material safety data sheets or handling instructions, for customers they will be site related (eg dangerous chemicals stored on site), or for jobs it could be the kind of tools used (eg scaffolding or ladders). Hazards are listed first in order of Risk Level (Extreme, High, Moderate, Low).
• New Hazards can be added from the Ostendo Freeway app.

Business Process Checklists

• Business Process checklists can be used to ensure that employees follow a disciplined and consistent process.
• Pre-Start Checklists – allows for an initial checklist that must be completed prior to anything further being done eg, user signs off that they read and understood the Hazards before proceeding with the job.
• Checklists – mandatory or optional checklists and data capture. A checklist is a pre-defined list of questions or pointers to guide a user and ensure that employees follow a disciplined and consistent process.
• Conditional Checklists – can be used to help employees follow a pre-defined process to carry out tasks such as business processes, problem diagnosis, compliance certifications, quality assurance and so on. Conditional Checklists make the process dynamic. Depending on the answers to the preceding questions, the Conditional Checklist can take a variety of paths so that the relevant set of questions are asked and responded to, according to the actual situation. The checklist can finish with a 'Pass' or 'Fail' result.
• Dynamic Checklists - can be added adhoc to capture information relating to this specific job.

Process Management

• Update user defined colour coded Tracking Codes against records to update the business process status.
• Forwarding – allows an employee to forward a partially completed Datasheet to another user, eg to a Supervisor for approval.
• GPS Tracking – GPS coordinates and time stamps for On & Off site. Plot the location of employees on a Google map within Ostendo.

Data Capture

• Barcoding – that works on devices with an inbuilt barcode scanner or with external bluetooth barcode scanner to scan asset numbers. 
• Scan On – a feature that allows the user to simply scan a barcode to initiate the creation of a Datasheet. This is especially useful if the user primarily only deals in one type of transaction.Can read all barcode types including QR Codes.
• Photos – integrates with device camera to take photos or link to existing images on the device. 
• Sketches – Draw on photos to highlight points of note, or draw freeform sketches.
• Typed Notes – add internal or external notes which can update specific note fields in Ostendo Operations. View past history notes against jobs, sales orders, sales deliveries, purchase orders, manufacturing work orders, stock counts, assets, customers or suppliers.
• Audio Recording – use voice recordings instead of typing notes, or record noises for service purposes.
• Signatures – capture multiple signatures with mandatory or optional setting. Options to prevent changes to data sheets after customer signature.
• Statistical Quantities – are used to record quantities or to collect statistical data such as recording quantity complete, measuring productivity rates, capturing quality control data such as temperature readings or number of rejects, or to keep track of work performed to date. The recorded quantities can be set to update statistics of the associated Customer, Supplier, Site or Item.
• Email & Print – email and/or print details to the customer or the office.

Business Intelligence

• View previous job notes.
• User-defined Inquiries which can have a combination of a chart, scorecard (multiple KPIs), and a listing report style.
• The output within Freeway can be sent to a PDF file and emailed.
• A snapshot can be taken of a portion of the inquiry display and annotated with an audio note. This is much faster than typing an email.
• Scorecard KPIs or statistics can be defined, with highlighted conditional values.
• Restriction counts in the data can be defined, eg top 10 customers.

Setup and Security

• Styles - user-defined solutions using any combination of objects.
• Security – define the employees who use the Ostendo Freeway app and what they can do.
• Branding- user-defined background and button styles. Options include branding and logo in the background and user-defined buttons.