|
Liftdata Basic Management
To run an efficient company, a structure of management is required to complete a series of stages that lead to.
1 Running the employment of personnel
To establish the integration of the above, a database is the most effective way to manage & share information.
It is important that staff receive clear documented directions for duties and operations required to complete their jobs, this should be in the form of written schedules of tasks to be performed, especially those to be scheduled on a regular basis.
Management should also operate in the same manner, checking staff have completed work schedules. It is too often expected staff are required to know their duties without written instructions or direction from management.
Management should not verbally instruct staff duties; they should ensure tasks are added to existing written schedules and agreed with staff for any time implications to existing work schedules.
Verbal instructions and memos should be used for one off or temporary instructions only.
Management should be responsible for ensuring staff operate a department as a defined structured team.
Staff are responsible for carrying out the tasks required by the manager.
Liftdata is a data input and management evaluation tool.
Data input staff enter information, evaluation and assessment of that information is management responsibility in three basic respects.
1 to ensure data is entered correctly.
Liftdata can provide a great deal of output information, far more in total than most companies need, however, different companies require different information, Liftdata caters for these requirements.
It is for the Lift Company to decide what information is required, who is to perform what task and discuss this requirement with Eyedearz Design Ltd to formulate a training plan.
The Lift Company should fully document processes and procedures Staff Structure and Job Descriptions required to formulate an effective QA, Management and Training system for Company Management.
Procedures need to be documented by the lift company (which can be incorporated within the company QA) and training given to relevant personnel.
Recommended Minimum Management Procedures
The Liftdata Infoscreen & Task Manager should be used as a first line of management, this gives an overview of the main areas required for tasks required.
1 Service Manager
1. Annual renewal of service contracts (Weekly)
2 Service and Call Managers
3 Call Administrators/Managers/Supervisors
4 Repairs
5 Sales (repair)
6 Accounts
7 Construction
8 Sales (construction)
9 Personnel (HR)
10 Administration
11 Purchasing
12 Asset Management
2 Completion of work to finance the company
3 Accounting for the cash flow of the company
4 Running the place of work from which the business is performed
5 Running the logistics of the company & its assets e.g. Vehicles, telephones, computer systems, stock.
2 to retrieve information in the form of reports and documents (e.g. service route lists, job costing, call evaluations)
3 to action tasks the system requires from the data inputted (e.g. create invoices, test instruments, apply for retentions)
a) Check service portfolio status & action items as required. (Daily/weekly)
b) Error check portfolio & action as required. (Monthly/weekly)
c) Action any reporting required for customers. (Weekly)
d) Designate responsibilities 1 -11 below to service staff & ensure they are carried out using the Liftdata Infoscreen:
2. Invoice service premiums (Daily/weekly)
3. Update address book for new customers/suppliers/contacts (As Required
4. Enter service visits from engineer sheets (Daily/weekly)
5. Enter call outs and despatch to engineers (As Required)
6. Amend status of any contracts lost (As Required)
7. Add any new contracts (As Required)
8. Amend/Check status of accounts on hold (Daily/weekly)
9. Amend/Check status of lifts out of service (Daily)
10. Amend personnel details (As Required)
11. Issue equipment to engineers & amend on Asset Register (As Required)
12. Check ststus of Warranty jobs
a) Check status of service visits (2 visits or more due/overdue) (Weekly)
b) Check status of overdue call outs (calls not complete within 30 days) (Daily)
c) Check for any inclusive LG1 inspections (FOC). (Monthly)
d) Check status of call out system for calls requiring data input (Daily)
a) Check - Calls to be Actioned (Daily)
b) Check - Incomplete Calls (Daily)
c) Check - Calls Awaiting Report (Daily)
d) Check - Calls Not Yet Costed (Daily)
e) Check - Calls Not Yet Invoiced (min Weekly)
f) Check - Calls to be invoiced Now (min Weekly)
a) Check Status of all Work In Progress and amend if required (min Weekly)
b) Check any incosted jobs and amend if required (min Weekly)
c) Check any uninvoiced jobs and action if required (min Weekly)
d) Check for any retentions due to be invoiced (Monthly)
a) Check service portfolio for any work to be quoted. (Daily)
b) Check for any LG1’s to be quoted. (Weekly)
Check current quotations and chase customer or make Lost where required
a) Check for service premiums to be invoiced. (Daily)
b) Check invoices to be issued. (Daily)
c) Check invoices to be exported to Sage or other accounts database. (Weekly)
a) Check for outstanding retentions for application (Monthly)
b) Check applications for payment required (Weekly)
c) Track projects for CDM requirements etc (Weekly)
a) Check current quotations and chase customer or make Lost where required (Monthly)
a) Administer holiday entitlements, training details etc
b) Enter time sheet information for job costing
c) Keep personnel file up to date by amending personal details, setting company defaults for type of personnel, adding new employees and setting termination dates for ex employees.
a) Enter or amend address book for new contacts, changes of address or creation of new customer and supplier accounts.
a) Check on overdue orders
b) Complete and assess receipt of good on orders received for QA
a) Check for any items requiring re testing e.g. certification or Vehicle MOT/Tax