Maintenance Appointment Approval

 

The Maintenance Appointment Approval frame allows department contacts or fleet coordination personnel to approve, deny, or reschedule appointment requests. The calendar on this frame functions in much the same way as the calendar on the Maintenance Appointment Request frame.

 

As with the Maintenance Appointment Request frame, access control for this frame is menu-based -- only users who are designated as department contacts or fleet coordinators and are allowed to approve appointment requests for units should have this frame on their menu.

 

APPROVE AN APPOINTMENT:

 

  1. Click on an appointment in a “Requested” status (BLUE) to launch the approval details window shown above.

  2. Click the ‘Approve’ radio button in the top right corner of the window.

  3. Enter Scheduler Notes and a Primary Meter reading if required by System Flags 5405 and 5406. You will not see a meter entry field if that flag is set to 'N'.

  4. To create the Work Request for the appointment, click the ‘New Work Request’ button.

  5. Enter the appropriate work request information and click ‘Process Work Request’ when finished.

  6. The appointment is now in an ‘Approved’ status and users can add the work request for the appointment on Work Order Main.

 

APPROVE AN APPOINTMENT (with existing Work Requests/Work Plans):

 

If the Unit has an existing Work Plan you can click on the Unassigned Work Plan hyperlink to add the Work Plan. Follow the same steps listed above and then do the following:

 

  1. Click on the Unassigned Work Plan hyperlink.

  2. Click ‘Add’ on the Work Plans for Unit popup next to the work plan you want to add.

  3. Click the ‘X’ to exit the popup window.

  4. The Work Plan will be added to the appointment. You can then choose which work requests from the plan you want to add by checking the/unchecking the ‘Add’ flag next to the job.

  5. If there are other existing work requests that are not a part of a Work Plan, you can add those to the appointment as well by clicking the ‘Add’ flag next to the job. They will automatically be assigned to the work plan.

  6. If there are multiple existing work requests added to the appointment, M5 will automatically create a work plan for those requests.

 

REJECT AN APPOINTMENT:

 

  1. Click on the requested appointment.

  2. Enter notes and primary meter reading if required.

  3. Click the ‘Deny’ radio button.

  4. Click the ‘Save’ button to reject the request.

  5. The color of the request will change from BLUE to RED on the calendar.

 

NOTE: You can also change the appointment time length and extend the duration of the appointment by dragging down on the bottom of the appointment icon box via the calendar feature.

 

Notification Manager

 
There are five different notifications that M5 offers for the Maintenance Appointment Module. These notifications must be enabled and configured via the Notification Manager frame.

  1. Appointment Request Made
  2. Appointment Request Approved
  3. Appointment Request Denied
  4. Appointment Request Canceled
  5. Appointment Request Rescheduled

 

You have the ability to assign notifications to the email addresses of the Maintenance Location of the Unit, Owning Department of the Unit, Parking Location of the Unit, Using Department of the Unit, and the Vehicle Operator.

 

To assign any of the available entities to receive a notification, navigate to the Notification Manager frame.

 

Click on the entity in the available column and click the >> button to move it over to the ‘Assigned’ column. When finished, click ‘Save’ at the top of the frame to update the notification settings.

 

Work Order Main

 

When it is time for the unit to come in for service, you can add the Work Request(s) or Work Plan associated with the appointment to the work order by clicking the Work Request or Work Request Plan List hyperlink on Work Order Main.

 

Check the ‘Add’ flag in the popup window to add the Work Request or Work Plan to the work order.

 

Once all applicable jobs on the work order for the Maintenance Appointment are marked ‘DON’, the appointment request icon on the calendar will change from GREEN to GRAY to indicate the appointment is complete.

 

System Flags

 

5405 - Require Requestor Notes on Maintenance Appt? (Y/N)

 

5406 - Require Primary Meter Entry on Maintenance Appt? (Y/N)

 

Last Updated: 05/02/2017

 

 

NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.

 

Additional training and technical documents on this subject may be available in the Resource Files area.