Jobs
From aeonscope
Jobs is the tracking system for your company's work flow. It provides a way to track orders through the processes your company performs so that you know what stage a job is at, and together with timesheets, how many hours have been spent either on a particular task, or the job as a whole.
Jobs are created as part of the Sales Order Process. When an Order is placed with your company aeonscope automatically generates Jobs to track the process of the Order. As Jobs are only relevant for time-based tasks, a Job will be created for Orders involving time-based Items, such as Scheduled Service or Work Centre Service Items.
Contents |
Jobs Icons
Calendar (ALt +D)
Chart (Alt + H)
Reschedule (Alt + R)
Clear all fields (Alt + C)
Tasks (Alt + K)
Completed (Alt +O)
History (Alt + Y)
Save & Exit (Alt + X)
Notes
Uncomplete (Revert status from Completed)
Hold
Resume
Modify start date/time
Modify length of time taken/anticipated to complete Task.
Use to move forward and backward through multiple records
A specialised Copy button for the Job Priority and Uncompleted Tasks Lookup windows. Clicking this button will copy the the displayed results from the Job Priority and Uncompleted Tasks Lookup windows (in tab delimited formation). This information can then be pasted into a text document or spreadsheet.
Jobs Terminology
Jobs uses the following terminology:
- Job Code - the unique alpha-numeric code used to identify a Job
- Debtor - a client or customer
- Completed - the Job or Task has been finished. No work remains to be completed.
- Site - the location work is carried out
- Priority - the level of importance. 1 is the highest Priority, requiring immediate action. 99 is the lowest Priority.
- On Hold - work on the Job or Task is suspended
- History - activity relating to the Job and Task status
Working with Jobs
Launch aeonscope from the 
icon in the system tray. Select Production → Jobs.
This will open the Jobs window.
Locating an Existing Job
To find an existing Job you can browse results either by Site or Job Code using the Search/Lookup 
button next to the respective field.
The Job Code Lookup window has some unusual fields:
You can search for Jobs by Site (Location), by Debtor (Client/Customer), Description, Item, Order Number, Invoice (Invoice number), Job Code, Job Status (Completed, Pending etc), Date Ordered (including a date range eg 12/3/06 .. 20/3/06), or any combination of the above. T/S Employee is an abbreviation of Time Sheet Employee. Use this field to search by Employee - this will list all the Jobs that an employee has included in his/her timesheets.
The Job Code and Site Lookup windows have an added ability in that you can select several of the results at one time. For example, clicking on the Search/Lookup button next to the Job Code field will launch the Job Lookup window. After initiating a Search in this window you will notice that each result has a checkbox to the left. By placing checks in the checkbox you can elect to look at more than one Job at a time.
When you have selected the Jobs you wish to examine click on the button at the top of the window.
This will return you to the Jobs window. Notice how the buttons are now available. These buttons can be used to switch between the results you selected from the Lookup window.
Jobs Calendar 
The Jobs Calendar gives you a visual breakdown of the time needed to complete each of the Tasks that make up a Job. The Calendar takes the data from the Task Chart and applies it to a Calendar. This allows you to schedule, edit and reschedule the progress of a Job using an accurate calendar, taking into account weekends and public holidays.
To view a Job Calendar, locate the Job in the Job window, then click on the Calendar button.
The Calendar displays each Task in a list on the left, and the corresponding time allocated to each task as a white box that spans the dates the Task will take to complete. The buttons at the top of the Calendar display can be used to flag tasks as completed, or change the start dates or estimated duration of each task. The grey bands are non-working days, such as weekends or Public Holidays. At the bottom of the Job Task Calendar window you will see the Start Date, the Required date, and the Site address. To edit a Task, select it from the list of Tasks on the left and then use one of the following buttons:
Edit - to change any of the details of a Task, or to swap one Task for another.
Complete - marks the Task as completed.
Uncomplete - reverts the Task from completed.
Hold - puts the Task on Hold. This will delay other Tasks requiring this Task to be completed before they can commence.
Resume - Resumes a Task that has been put on Hold.
Modify Start - changes the start date/ time of a Task
Duration - changes the time required to complete the Task.
Save & Exit - saves the changes and closes the Calendar.
For further information on any of these functions please refer to the sub-heading of the same name.
These functions can also be accessed by right-clicking on the Task in the list, or right-clicking on the white box relating to the task in the Calendar, and then selecting the function from the pop-up list. Changes made to the Job will not effect the Item template used to generate the Calendar, or any of the other Jobs using the same template.
Editing a Task
Selecting a Task from the Task list in the Jobs Calendar and clicking the Edit 
button will open a Job Task Entry window.
You can use this window to Change the Task to another Task, or create a new Task by clicking on the 
button.
Clicking on the Edit button will allow you to change the details of the Task, but not the time taken to complete the Task. Click the OK button to save the changes and close the Job Task Entry WIndow.
Completing a Task
To mark a Task as Completed, select it from the Task list on the left and then click the Complete button. A Complete Task dialogue box will open:
The date will automatically default to todays date, but you may backdate or futuredate the completion of the Task. The description field can be a useful way of noting anything unusual - if a Task has been completed ahead of schedule or the reasons for any delays. Click OK when you have completed this window and Save the changes. aeonscope will display a Saving window while it records the changes.
Because this Task was completed ahead of schedule the remaining Tasks have been moved back, changing the estimated time of completion.
Uncompleting a Task
Once a Task has been Completed the Hold, Start Time and Change Duration buttons are no longer available, as you can see in the final Calendar view in the section above. To change any of the details about the Task it must first be Uncompleted using the button.
Select the Task in the list, then click the button. An Uncomplete Task window will appear.
The date will automatically default to todays date, but you may backdate or futuredate the uncompletion of the Task. The description field can be a useful way of noting the reason for the Uncompletion. Click OK when you have completed this window and Save the changes. aeonscope will display a Saving window while it records the changes.
The uncompleted Task will now be re-shaded white in the Calendar, and any scheduling changes will be reverted.
Putting a Task On Hold
A Task in the Job Calendar can be put on Hold at any time. To put a Task on hold, select it from the Task list on the left and click the button. A "Put Task On Hold" window will appear.
The date will automatically default to todays date, but you may backdate or futuredate the Hold. The description field can be a useful way of noting the reason for the delay. Click OK when you have completed this window and Save the changes. aeonscope will display a Saving window while it records the changes.
Resuming a Task
Once a Task has been placed on Hold, the Complete, Start Time and Change Duration buttons are no longer available, as you can see in the final Calendar view in the section above. To change any of the details about the Task it must first be resumed using the button.
Select the Task in the list, then click the button. A Resume Task window will appear.
The date will automatically default to todays date, but you may backdate or futuredate the resumption of the Task. The description field can be a useful way of noting the reson the Task will be resumed. Click OK when you have completed this window and Save the changes. aeonscope will display a Saving window while it records the changes.
The Resumed Task will now be re-shaded white in the Calendar, and any scheduling changes will be reverted.
Modifying the Start Date of a Task (Delaying a Task)
If a Task can not be started as scheduled due to an unforseen Delay, you can allow for the the delay using the button. To Delay the start date of a Task, select the Task in list on the left and click the button. A Delay Modification window will appear.
Enter the reason for the delay in the Description field, and the days/hours/minutes the delay is expected to take. Click the OK button and Save the changes. aeonscope will display a Saving window while it records the changes.
The calendar will be redrawn to take into account the delay. The delay will be marked as a thin line arrow linking the previous Task with the delayed Task.
Modifying the Duration of a Task
Tasks can be modified if the estimated time to complete the Task is extended or reduced. To change the Duration Task, select it from the Task list on the left and click the button. A Duration Modification window will appear.
Enter a reason for the modification of the time taken to complete the Task in the Description field, and the days/hours/minutes the duration is to be changed by. To reduce the Duration of the task put a minus symbol before the time (eg: -1d).
Click the OK button and Save the changes. aeonscope will display a Saving window while it records the changes.
The calendar will be redrawn to take into account the new Task Duration.
Jobs Chart 
The Jobs Task Chart is similar to the Item Task Chart in that it displays a flow-chart of the various Tasks and how they relate to eachother to become a complete unit. To view the Chart for a specific Job, locate the Job in the Job window and then click the button.
At the top of the window you can see the Job number, Job Description and the Total time expected to complete the Job. Each of the Tasks that contribute to the Job are represented by a rectangle. The Tasks can be edited by double-clicking inside the rectangle. This will open a Job Task Entry window. For more information on the Job Task Entry window, please refer to Editing a Task in this document.
Click on the button to save the change and close the Job Chart window.
Rescheduling 
To Reschedule a Job, find the Job you wish to reschedule in the Jobs window and then click the Reschedule button. This will open a Reschedule Job window.
Type in the date that the Job will commence. Use the Calendar button to select the date using a calendar. Click OK to save the changes. A Rescheduling dialogue will appear while aeonscope maps the changes.
Jobs Tasks 
The Jobs Tasks window can be used to see how many hours have been spent on a given Job. aeonscope gathers the information from your employees timesheets to show how much time has been spent on specific Tasks, as compared with the estimated amount of time for each Task.
Click on the Tasks button in the Jobs window to open the Jobs Tasks window:
This view allows you to see the details of the Tasks that make up a Job. The Jobs Tasks window breaks down each Job into Processes, which are then broken down again into Work Centeres and Tasks. It is not possible to edit the Jobs or Tasks in this window.
Completing Tasks
To open the Job Task Completion window click on the Completed button in the Jobs window.
This view of Uncompleted Tasks may be helpful to those whose work involves working on a large number of a specific Task, or Tasks that relate to a specific Work Area. For Example, if you work in a Copy room of a busy office there are probably a few Task numbers that relate specifically to your job function, and all of those Tasks would relate to the Process preformed at your Work Centre. You may find it helpfult to search for all the Uncompleted Tasks to be completed as a PRINT Processes, and mark all the Tasks you have completed in that day as Complete.
Note: To be able to use this function you must have the User Priviledge PSADMIN
This window is divided into two sections, at the top is a list of all Uncompleted Tasks for Uncompleted jobs, the window at the bottom shows Tasks that have been Completed, but are part of Jobs that are still Uncomplete. To change an Uncomplete Task to Complete, find it in the list at the top, and use the 
to add it to the list of Completed Tasks. Click the Save & Exit button to save the changes.
Jobs History 
The Jobs History button will show open the History of Job Tracking Entries window. This window displays each of the Tasks in a given job, and the changes that have been made to each of the Tasks, including the time the change was made, and the Employee making the changes.
If you are the Employee that has made changes to the Job you are able to remove History Items. FOr example if you accidentally flagged a Task as Completed, and then Uncompleted it when you noticed your mistake you may wish to remove the accidental HIstory entries for Completing and Uncompleting. To remove an Event, highlight it in the list and then click the 
button.
Uncompleted Tasks
The main function of this window is to be able to change the estimated production time of all of the instances of a Task in the database. For instance, in the Jobs Calendar example the Whitegoods manufacturer had a fire, which delayed all products coming from that source by an additional two days. This window enables you to search for every Uncompleted instance of the Task related to the Whitegoods manufacturer, and delay it by 2 days.
To open the Uncompleted Jobs for Task window click on the View menu at the top of the Jobs window, and then select Uncompleted Tasks.
The Uncompleted Jobs for Task window is shown below:
Type the Task code into the Task field at the top of the window, or use the Search/Lookup button to locate the Task using the Task Lookup window. Click the Search button. A list of all instances of the uncompleted Task will appear in the list. Check the boxes on the left next to the instances of that Task you wish to delay. In the example Mr. Cyote's order has not been selected as his job was previously maked as Delayed in an example above. Enter the number of days/hours/minutes you wish the Task to be Delayed by and then click the Set button.
This window can also be used to display all the Uncompleted Tasks associated with a Debtor. This could be useful if a Debtor's account has been placed on hold and all work on their projects suspended. The process is similar to the one above, but instead of entering the Task code in the Task field, substitute the Debtor code in the Debtor field.
Job Priority
The Job Priority window allows you to view and edit the priority of all Jobs currently pending in the aeonscope database. To open the Job Priority View, click on View → Job Priority on the Jobs window.
This will open the Job Priority View window.
To search for all of the pending jobs, click on the Search button with all of the fields empty. Overdue Jobs will be marked with an asterisk on the left.
You can also search for all Jobs by a particular Debtor (customer) by entering the Debtor code in the Debtor field (or using the Search/Lookup button), and clicking the Search button.
The results will be displayed with Jobs with the highest Priority at the top. Overdue Jobs are automatically given a high Priority (?!). To change the Priority of a Job, select it from the list and then use the 
to grant a higher or lower Priority. Alternatively, highlight the Job in the list and then type the Priority number you wish it to have in the Priority field, then click the Set button.
To export all the data from your Priority search, click on the button. This will copy all of the listed results to the 'clipboard'. The data can then be pasted into a spreadsheet or text program.
Job Notes
To attach a Note to a particular Job, find the Job record in the Jobs window and then click the Notes button.
This will open a Job Note Entry window.
Several different Types of Notes are available, these Note Types are created by your company's aeonscope administrator. Select the Note Type that best describes the content, use the Search/Lookup button next to the Type field to search the various types of Notes. Type the Note into the Description field. If the Note involves a date, enter that date in the Date field, then click OK to save the note.
The Note will be visible by looking at the Job History for that Job.
