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Tech Report letter template

jbowman — Wed, 02 Jul 2008 12:55:41 +1000

Tech Report Letter Template

For testing purposes, a Letter Template called ME Tech Report has been created. When viewing a Case record, and selecting the "letter" icon, the template titled "ME Tech Report" is available. This template will generate an MS Word document, which has the layout of our Tech Reports with auto-generated data from within the Case form. e.g. Case Number, Contact details, Incoming message etc.

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Water Tanks

admin — Tue, 01 Jul 2008 18:00:09 +1000

Tank Inspections

Tank Liners

TUFF STUFF is Rhino Linings premium liner product. A thick “grippy” liner that will provide maximum slip resistance for your cargo whilst providing maximum protection against corrosion, dings and dents.

Providing seamless protection against Impact, Corrosion, Abrasion, Chemical Attack and Containment

Rhino Linings flexible, seamless and impervious linings offer an incredibly strong and easy to apply solution to meeting EPA requirements and will provide long term cost effective protection for your company’s assets.

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Alarm Signalling Equipment

rporteous — Wed, 25 Jun 2008 15:39:27 +1000

Isolation of ASE

There are now two types of ASE isolation possible: Site ASE isolation - use of the isolation ‘key’ at the ASE. This isolates the entire ASE for a maximum of 10 or 12 hours, after which time the system will au- tomatically de-isolate. You may also use your key to de-isolate at any time. A typical use would be to perform standard maintenance works or checks on the system.

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Tips & Gratuities

rporteous — Thu, 19 Jun 2008 20:11:01 +1000

Tips or gratuities are not to be made in respect of official hospitality provided in Australia. If employees
wish to provide tips or gratuities it is to be at their own expense.

Tips and gratuities may be made in international settings where it is culturally appropriate but should
normally be no more than 10% of the bill.

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Employee Recruitment & Selection

rporteous — Thu, 19 Jun 2008 00:16:36 +1000

Maintenance Essentials seeks to recruit and attract high quality employees. Several challenges impact on the Companies capacity to recruit and select staff with the required capabilities. These challenges include a diminishing labour market, increasing competition among employers for staff and the changing demographics of the working population. In response to these challenges, Maintenance Essentials engages employees to develop a comprehensive and rigorous yet simplified approach to recruiting and selecting talented employees.

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Workers’ Compensation

rporteous — Wed, 18 Jun 2008 23:50:08 +1000

All employees, including part-time, temporary, and probationary employees, are eligible for workers’ compensation benefits in the event of an injury arising from, or in the course and scope of, their employment.

The process to be followed if an injury occurs is as follows:

the first priority in the event of an injury at work is medical attention
the injured worker or nearest colleague should initially contact one of Maintenance Essentials’s registered first aid attendants

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Alcohol, Drugs & Other Substance Abuse

rporteous — Wed, 18 Jun 2008 23:46:26 +1000

This policy applies to all levels throughout Maintenance Essentials. The policy is not concerned with social drinking or the taking of prescribed drugs for medical purposes, the concern is directed to instances where alcohol or other drug dependence or abuse affects the job performance and or/safety of any employee(s).

Maintenance Essentials is concerned by factors affecting an employee’s ability to safely and effectively perform work to a satisfactory standard. The Company recognises alcohol or other drug abuse will cause short-term or long-term impairment to such work performance.

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Conflict of Interest

rporteous — Wed, 18 Jun 2008 23:32:25 +1000

Prior to your employment with Maintenance Essentials, you may be conducting business activities which potentially give rise to real or perceived conflict of interest with Maintenance Essentials objectives and future activities.

In such circumstances, any business or other external interests that have a real or perceived conflict of interest should be declared to Maintenance Essentials.

The Company will review the potential areas of conflict with the employee and mutually agree on practical, commercial arrangements, which may include, but is not limited to, the following:

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Intellectual Property & Security

rporteous — Wed, 18 Jun 2008 23:30:15 +1000

During your employment with Maintenance Essentials all intellectual property developed by you, discoveries or inventions made by you in the performance of your duties related in any way to the business of Maintenance Essentials or any related bodies corporate will be the property of Maintenance Essentials or its related bodies corporate.

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Grievance

rporteous — Wed, 18 Jun 2008 23:27:55 +1000

Maintenance Essentials supports the right of every employee to lodge a grievance with his/her manager if the individual believes a decision, behaviour or action that affects their employment is unfair. We aim to resolve problems and grievances promptly and as close to the source as possible with graduated steps for further discussions and resolution at higher levels of authority as necessary.

Grievances should be actioned discreetly and promptly dealt with in an objective manner.

Process

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Gross or Serious Misconduct

rporteous — Wed, 18 Jun 2008 23:24:25 +1000

Summary (instant) dismissal for gross or very serious misconduct is possible (depending on the facts involved) for the following: insubordination, drunkenness, dishonesty, assault, deliberately endangering the safety of others, commission of a criminal offence on our site, and objectionable language**. Managers must, however, consult with senior management prior to taking this action*.

In such cases follow the procedure below:

investigate the alleged offence thoroughly, including talking to witnesses, if any

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Misconduct

rporteous — Wed, 18 Jun 2008 23:21:06 +1000

Managers are expected to investigate misconduct and proceed through the following steps:

a verbal warning should be given to an employee for minor misconduct. A record of the warning must be kept by the manager and should be signed by the employee. The employee must be given the opportunity to respond
if the unacceptable behaviour continues, a written warning will be issued, and signed by the employee as being received and understood. The employee must be given the opportunity to respond

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Poor & Unnaceptable Performance

rporteous — Wed, 18 Jun 2008 23:18:38 +1000

Wherever possible the Performance Management System should be used to manage employee performance. However, there may be times when performance, conduct or employee attitude need to be immediately addressed.

If employees fall below required performance standards and performance management processes have not been adequate to address the issue they must be personally counselled and then given written confirmation of their deficiencies in performance (a written warning).

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Employee Relations

rporteous — Wed, 18 Jun 2008 23:16:53 +1000

Employee Relations

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Discipiline

rporteous — Wed, 18 Jun 2008 23:15:04 +1000

Maintenance Essentials has a human resources’ strategy that recognises the value of its people. Part of this strategy is the fair treatment of all employees. This requires a minimum standard of conduct and performance be agreed, set and communicated with all employees. If employees do not meet this standard, appropriate corrective action, such as training, should be undertaken. Discipline should only be engaged with an employee on a performance issue if all other corrective action has failed to achieve the desired result.

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Professional & Personal Development

rporteous — Wed, 18 Jun 2008 23:11:16 +1000

Maintenance Essentials, in partnership with the employee, will maintain a professional and personal development plan for each employee. Maintenance Essentials role in this is as a supportive facilitator. It will be up to the employee to take a leading role in managing their own development within an approved structure.

Funding for professional and personal development will be considered for support by Maintenance Essentials on its merits.

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Emergency Services Leave

rporteous — Wed, 18 Jun 2008 22:43:17 +1000

If an employee needs to take temporary absence from work because of voluntary emergency management activities (e.g. dealing with an emergency/natural disaster on a voluntary basis, as a member of SES, CFA, Army Reserve etc) then they must make a request to management for leave.

The total absence for such leave must be reasonable (take into account current work deadlines etc) and must be agreed between the employee and management.

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Jury Duty

rporteous — Wed, 18 Jun 2008 22:40:03 +1000

Employees are entitled to paid leave to serve on a jury. An employee on jury service should provide official evidence of requirement to attend and attendance at the court.

Employees should declare the amount paid to them by the court and Maintenance Essentials will reimburse them the difference between the amount received and their base salary.

Jury duty leave will count towards continuous service.

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Leave without pay

rporteous — Wed, 18 Jun 2008 22:39:06 +1000

Approval of leave without pay is at the discretion of management.

An application giving personal details, employment details, the amount of time and the reason for the leave should be submitted by the employee.

Other types of appropriate paid leave should be used before approval for leave without pay can proceed.

Failure to return to work on the date stipulated may result in loss of continuity or termination. Extension of leave will be considered on an individual basis. An exchange of letters is required setting out all conditions.

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Time-in-lieu

rporteous — Wed, 18 Jun 2008 22:37:57 +1000

Time-in-lieu will be granted to those employees who are required by their manager to work outside of their normal job function. All time-in-lieu granted will be added to the employee’s annual leave.

Maintenance Essentials will maintain time-in-lieu register which will record time-in-lieu credits and debits. This allows management to provide time-in-lieu as a discretionary benefit. Generally, time-in-lieu should be taken within the same financial year within which it is accrued.

Time-in-lieu must be pre-approved by the appropriate manager.

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Long Service Leave

rporteous — Wed, 18 Jun 2008 22:36:02 +1000

Employees are entitled to long service leave in line with the provisions of the appropriate legislation in your state.

Employees should give reasonable notice of intention to take long service leave and payment will be made at the normal hourly rate of pay.

Long Service Leave will count towards continuous service.

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Compassionate/Bereavement Leave

rporteous — Wed, 18 Jun 2008 22:34:52 +1000

Compassionate leave is paid leave taken by an employee for the purposes of spending time with a family member/member of employee’s household, who has a personal illness, or injury, that poses a serious threat to his/her life, or after the death of a family member/member of the employee’s household.

Each employee is entitled to a period of two days paid compassionate leave for each occasion where a family member has died or the employee needs to spend time with a seriously ill family member

Each application for compassionate leave will be assessed individually by management.

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Annual Leave

rporteous — Wed, 18 Jun 2008 22:33:53 +1000

All employees are entitled to a minimum of 20 days annual leave a year on completion of 12 months of service. Leave entitlements are calculated from date of commencement.

It is preferred annual leave is not accrued from year to year. Employees are expected to cooperate in taking annual leave as requested when the business closes for the traditional public holidays.

In the first 12 months of employment, employees can only take annual leave once it has accrued (or at management’s discretion), unless required by management to take annual leave over the Christmas period.

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Personal Leave

rporteous — Wed, 18 Jun 2008 22:31:38 +1000

As per the Workplace Relations Amendment (Work Choices) Act 2005, personal leave, carer’s leave and sick leave have all been aggregated under the title personal leave.

An employee should notify his/her manager as soon as possible if he/she is unable to attend work due to illness or injury. Absences of two or more days in a row require a medical certificate.

Employees are entitled to 10 days of personal leave every 12 months.
Paid personal leave accrues on a pro-rata basis and is cumulative.

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Leave Entitlements

rporteous — Wed, 18 Jun 2008 22:29:01 +1000

Maintenance Essentials leave policy is all employees are entitled to leave in accordance with the relevant awards/agreements and statutory provisions. Where the attached practices conflict with employment law for an employee, or group of employees, the law will take precedence. Leave for full time employees will generally be 20 days per annum plus gazetted public holidays in the workplace jurisdiction.

Objective

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Standard Operating Procedures

rporteous — Mon, 16 Jun 2008 17:09:02 +1000

A Standard Operating Procedure (SOP) is a set of written instructions that document a routine or repetitive activity followed by Maintenance Essentials. The development and use of SOPs are an integral part of our quality system as they provides employees with the information to perform a job correctly, and facilitates consistency in the quality and integrity of a product or end-result.

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Generate Tax Reporting Periods for Full Year

rporteous — Sat, 14 Jun 2008 16:01:33 +1000

In NetSuite, transactions are posted in real time. If you choose to use accounting periods, you can enter a transaction and select its posting period from a dropdown list on the transaction page. The posting period can be future or past, depending on an administrator's choice for locking these periods.

This guide shows you how to setup or Generate Tax Reporting Periods for Full Year.

To setup a full year you need to establish the following variables;

First Fiscal Month: July (default)

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NetSuite Accounting

rporteous — Sat, 14 Jun 2008 15:46:49 +1000

NetSuite Accounting Practices

* Generate Tax Reporting Periods for Full Year

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Personal Blog Guidelines

rporteous — Tue, 10 Jun 2008 22:54:31 +1000

Maintenance Essentials encourages employees to participate in the online community and supports blogging as a valid method of communication. These Guidelines have been developed for employees who maintain personal blogs that contain postings about Maintenance Essentials business, products, or fellow employees and the work they do. They are also applicable to employees who post about the company on the blogs of others. The guidelines outline the legal implications of blogging about the company and also include recommended best practices to consider when posting about Maintenance Essentials.

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Batteries & Lead-Acid Battery Maintenance

rporteous — Sun, 08 Jun 2008 23:09:44 +1000

The sealed lead acid battery, known as valve regulated lead acid (VRLA), is designed with a low over-voltage potential. This is done to prevent water depletion. Consequently, these systems never get fully charged and some sulfation will develop over time.

Intranet

Syncing your Google Calendar with your Phone

rporteous — Fri, 06 Jun 2008 16:05:40 +1000

Synchronize your Google Calendar with your mobile phone or PDA.

GooSync will seamlessly synchronize almost any mobile device with your Google Calendar. It's quick and simple, sign-up and start syncing.

Upgrade your free account to our premium subscription and get access to GooSync Contacts and Tasks as well as advanced calendar sync features.

http://www.goosync.com/

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Jamie & Louise meeting - Jun 5th, 2008

jbowman — Thu, 05 Jun 2008 14:38:27 +1000

Job Profitability was the focus for our meeting

We referenced Jim's comments here http://www.testedgroup.com/book/training/deb-reidy-training-day-may-13th...
e.g. Objective No.1

What do we need to record?

Expenses

Labour
Materials
Consulting

Income

Invoiced amounts on Customer invoices

More specifically:-
Labour Expenses - Labour costs against the Job can be broken down into:-
1. different employee rates

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Vendor discussion - Jim/Di/Jamie 28 May 2008

jbowman — Wed, 28 May 2008 12:04:04 +1000

Meeting - Wed 28 May 2008

Discussed a number of vendor related issues.

What categories of vendors exist e.g. subcontractors who do or don't go on site, or suppliers whose product we do or don't on sell to customers
The various subcontractor entities e.g. Pty Ltd, Partnership, Sole Trader
The impact of WorkSafe changes, and a shifting responsibility for who provides workcover insurance
Which category of vendors, require us to keep Insurance details

Intranet

Vendor classification in Netsuite

jbowman — Wed, 21 May 2008 09:25:45 +1000

The relationship that Maintenance Essentials has with different Vendors varies.

Currently in Netsuite Vendors are all classified the same way. But Vendors can be further classified according to their relationship with us. e.g. Officeworks is different to Security Power... Where Officeworks typically provide us with products we consume internally as compared to Security Power where we may provide us with a subcontracted service on behalf of our clients.

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Management KPI - Technician utilisation percentages

jbowman — Wed, 14 May 2008 12:28:56 +1000

Netsuite Key Performance Indicators, or KPIs, shape our raw data into critical business metrics that we can see right on our dashboard in the formats we choose.

Netreturn (via Deb Reidy) has shown us their Consultant Utilisation Summaries, which Management display on their dashboards. These summaries are in a table format, with column headers titled Consultant, Avail Hrs to Bill, Timesheet Hrs, Billed Hrs, % utilisation and GAP.

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Deb Reidy training day - May 13th, 2008

jbowman — Wed, 14 May 2008 10:23:39 +1000

As was evidenced by time focus on Netsuites 'Invoice Billable Customers', the best way for us to manage the following are essential to our daily business operation:-

Job Costings
Job Invoicing
Job Profitability

The other issue discussed with Deb on the day was the ability to track and review Technician Utilisation as a management KPI. see here for more on this... http://www.testedgroup.com/book/training/management-kpi-technician-utilisation-percentages

The following is a more detailed treatment of the above

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End of Line (EOL) values

rporteous — Mon, 12 May 2008 12:01:53 +1000

Wormald

Wormald ST/SMT Panel

Although there are not many of these panels left any more, I thought i would add in a few of the different end of line values for the various zone cards for this panel. The ST panel can be identified by the rotary knobs on the front with left position alarm test, centre position normal, and right position is reset / isolate.

Minerva, 138, 24v, 82K 
SS Thermal MK4, 152 = 12v, 4K7 
Thermal, 181 = 24v, 12K 
Minerva, 256 = 24v, 82K 
Minerva MK3, 312 = 24v, 82K 
SS Thermal, 420 = 24v, 12K 
Minerva, 511 = 24v, 82KIntranet
read more

Item Codes - Labour

rporteous — Mon, 12 May 2008 11:42:49 +1000

NetSuite (service) item codes for labour;

Internal Labour Codes

LABBH: Labour, Business Hours
LABAH: Labour, After Hours

LAB-SC: Service charge, covers the administrative cost of performing a service

Subcontractor Labour Codes

LABBH-SC: Labour, Business Hours - (Subcontract)
LABAH-SC: Labour, After Hours - (Subcontract)

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Item Codes - Fire Alarms

rporteous — Fri, 09 May 2008 10:47:55 +1000

See attached

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NetSuite Invoice Billable Customers

jbowman — Thu, 08 May 2008 11:05:22 +1000

You can bulk invoice customers for billable expenses, items and time when you use the Transactions>Customers>Invoice Billable Customers feature. Bulk billing can decrease the time you spend billing customers.

For each transaction you mark as billable, an invoice is created using your preferred invoice form. The Results page lists all invoices created in this bulk process.

There are time saving benefits for administrative staff at Maintenance Essentials in deploying this feature of NetSuite.

Issues needing clarification include:-

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Debt Collection Workflow

rporteous — Wed, 07 May 2008 20:42:02 +1000

Collecting money from customers (debtors) is critical to maintaining good cash flow. While Maintenance Essentials has a standardised process, every customer and each debt must be considered on its own merit.

Purpose

To collect outstanding debts by owed by customers and inform internal stakeholders of potential risks.

Who is responsible

Debt collection is ultimately the responsibility of the company accountant. however this person may nominate other people to carry out specific tasks.

Communication

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Security of Payment Act 2002

rporteous — Wed, 07 May 2008 09:34:39 +1000

The Building and Construction Industry Security of Payment Act 2002 improves payment practices in the Victorian Building and Construction Industry.

The Act helps to ensure that any person who carries out construction work or supplies related goods and services under a construction contract gets paid. The Act is designed to increase cash flow and provide a fast, cheap, non-legalistic way of resolving payment for work done or materials or services supplied.

The Act covers both verbal and written construction agreements

Intranet

Managing Cases in Progress

jbowman — Tue, 06 May 2008 16:11:21 +1000

To assist staff managing cases in progress, a saved search called "Open Cases in Progress" has been created. This search view is colour coded to assist users in visually assessing the priority of each open case.

Intranet

Northern Territory Fire Alarm System Transmission (NTFAST)

rporteous — Tue, 06 May 2008 10:48:03 +1000

An innovative fire alarm monitoring system developed by the Northern Territory Fire and Rescue Service (NTFRS) known as Northern Territory Fire Alarm System Transmission (NTFAST) has been recognised as leading edge technology as a result of recent awards.

http://www.pfes.nt.gov.au/index.cfm?fuseaction=page&p=240&m=100

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Administrator - training queries

jbowman — Tue, 06 May 2008 10:23:02 +1000

Administrator - Training Queries

How to automate the emailing of statements to Customers on a monthly basis
How to enable vendors to update their insurance details online (if possible?) - this should be integrated into a scheduled email system
Invoice billable customers - our approach - timesheet consolidation, best practice, PO and Item Groups - see further info here http://www.testedgroup.com/book/training/invoice-billable-customers
General 'health' check of how we use Netsuite

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ME Tech Support - training queries

jbowman — Tue, 06 May 2008 09:36:01 +1000

ME Tech Support - training queries

Purchase Order: search for a particular PO using the JC for which it was created
Item List: to be able to search for items using a part of the item description .e.g. fire doors should be able to list all items containing these words within the description

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ME Accountant - training queries

jbowman — Tue, 06 May 2008 09:33:56 +1000

ME Accountant - training queries

When creating ABA files why is there no alert to say that this customer has no banking details recorded
Bank Reconciliation. If you perform a bank rec to a given date and there are carried forward outstanding items why do we have to back date to pick them up
The GST reports are sub standard. Why isn't there standard reports on codes and summary reports
Custom field called Trading Name, and cannot Global Search on it

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Netsuite Identified Training Queries

jbowman — Tue, 06 May 2008 09:16:48 +1000

Netsuite - Identified Training Queries

Maintenance Essentials users are assigned a job specific User Role. Training needs will arise as you use Netsuite day to day. We encourage you to log and describe your needs here. This will allow other users to be aware of them and allow support staff to provide updates.

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V2008 Periodic version update

jbowman — Tue, 29 Apr 2008 12:34:49 +1000

Accounting Related Features - Vsn 2008

The following upgraded features in Version 2008, may be of potential interest to staff who have administrative/accounting User Roles e.g. ME Bookkeeper, ME Accountant

1. Tax Calculation Rounding Settings
2. extra controls for editing Transactions in Closed Periods
3. Customer deposit enhancements, showing the balance of open deposits and refunding deposits
4. Inter company allocation schedules (journal transfers at month end)
5. 6 new reports in Revenue Recognition reporting

An attachment on upgraded features is attached. (PDF)

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Netsuite Updates

jbowman — Tue, 29 Apr 2008 11:02:49 +1000

Netsuite Periodic Software Upgrades

Periodically there are upgrades made to the version of Netsuite we use. Typically these version upgrades are preceded by a period of testing and review. In order to minimise any disruption to users, when an upgrade is scheduled to take place, it will normally occur over a weekend. (e.g. often a Saturday night).

After an upgrade there are often a number of new features made available. Netsuite supports users by making available training documents on these new features for download in PDF format.

Intranet