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Instruction Sets

Instruction Sets can be used for anything from generic guidelines for performing Tasks to a very specific set of instructions to be followed during Planned Maintenance for PPM Tasks. Adding the number of staff required to carry out a Task and the estimated time and costs related to a Task, will provide more accurate information for planning of budgets and staffing levels.

Instruction Sets can also be used for reactive Tasks. The description forms the drop down Problem code from the Advanced Helpdesk and the Instruction Set Text can be used for prompting questions to aid the Helpdesk advisor.

The list of Instruction Sets are maintained here.

Settings > Tasks > Instruction Sets

The link will open the Instruction Set grid. It is a grid view which can be searched, sorted and customised as normal.

To add a new Instruction Set click New , to edit and existing Instruction Set click Edit . A pop up window will appear which will allow the creation or amendment of a Instruction Set.

Click to view - Instruction Sets Details Tab Fields and Descriptions

Field Name	Description
Instruction Details
Description	The description of the Instruction Set - this will be visible from the PPM or Advanced Helpdesk.
Category	From the drop down select the Category - for more information see Task Category.
Discipline	From the drop down select the Discipline - for more information see Discipline
Priority	From the drop down select the Priority - for more information see Priority
Compliance	From the drop down select the Compliance Type - for more information see Compliance Types. Available from 4.3.0
Instruction Group	From the drop down select the Instruction Set Group - for more information see Instruction Set Groups.
Code	The code of the Instruction Set.
Use For	Available from 4.5.0 From the drop down select the Task Type the instruction set is to be used for: Call Logging PPM Scheduled Tasks Note: In version 4.4.5 this drop down replaced the 2 check boxes to make an Instruction set available for Call Logging or Scheduled Tasks
Master Instruction	Check the box if this is to be a Master Instruction - only Users with the account permission to edit master instructions will be able to edit this Instruction Set.
Generate Req. Quote	Available from 4.4.8 Check the box if a Requested Quote is to be auto created when a Task is raised using this Instruction Set, if the Instruction Set has Master Rates Items these will be used to create the Requested Quote line items. Leave the box unchecked if the instruction set is to use the Master Rates Cost Matrix to generate Costs if the Instruction Set has Master Rate Items assigned.
Instruction Set Image	Available from 4.4.8 Click Browse to upload an image to the Instruction set. The image must be in a valid format, GIF, PNG, JPG, JPEG and BMP can be uploaded - image is for use with the Service Catalogue Widget.
Default Frequency
Enabled	Available from 4.5.0 Check the box to enable the Instruction Set to auto apply the set period and frequency to PPMs created using this Instruction Set. Leaving this unchecked will allow the User to apply the required periods and frequencies.
Period	Available from 4.5.0 Period and frequency are used in conjunction to set the repeat rate for the PPM, if a 6 monthly PPM was being created, the period would be set to 6 and the frequency set to monthly.
Frequency	Available from 4.5.0 Period and frequency are used in conjunction to set the repeat rate for the PPM, if a 6 monthly PPM was being created, the period would be set to 6 and the frequency set to monthly.
Financial Information
Risk Assessment	Not currently in use.
Asset Code	From the drop down select the Asset this Instruction Set is linked to - This will only be visible if the Task Preferences have been turned on.
Est Labour Cost	The estimated labour costs for the Task detailed in the Instruction Set.
No Staff	The number of staff required to carry out the Task detailed in the Instruction Set.
Est Stock Cost	The estimated stock costs for the Task detailed in the Instruction Set.
Est Time	The estimated time required to carry out the Task detailed in the Instruction Set.
Total Man Hours (hh:mm)	Auto calculated by multiplying the No Staff by the Est Time in hours and minutes.

Click to view - Instruction Set Text Tab Fields and Descriptions

Field Name	Description
Instruction Text	Free Text field to enter the details of the Task.

Click to view - Instruction Set Compulsory Documents Tab Available from 4.3.0

Field Name	Description
Compulsory Complete Documents
Document Class	From the drop down select the Document Class. This will force a User to upload a document with this class before moving the Task to Complete - for more information see Document Classes
Document Sub-Class	From the drop down select the Document Sub-Class - this will filter according to the Document Class selected. This will force a User to upload a document with this sub-class before moving the Task to Complete - for more information see Document Sub-Classes.
Compulsory History Documents
Document Class	From the drop down select the Document Class. This will force a User to upload a document with this class before moving the Task to History.
Document Sub - Class	From the drop down select the Document Sub-Class This will force a User to upload a document with this sub - class before moving the Task to History.

Click to view - Payment Mechanism Tab Fields and Descriptions - Payment Mechanism Module only

Field Name	Description
SLS	From the drop down select the SLS - for more information see Service Level Specification (SLS).
PMS Priority	From the drop down select the Priority - for more information see PMS Priority.
PMS Code 1	Free text PMS Code for the Instruction Set.
PMS Code 2	Free text PMS Code for the Instruction Set.
PMS Flag	Check the box to utilise the flag within Payment mechanisms- this flag can be used as a trigger in the PMS workflows.
Quality Failure	Check the box to utilise Quality Failure within Payment mechanisms- this flag can be used as a trigger in the PMS workflows.

Complete the fields and click Save . Once the Instruction Set header has been completed and saved a sub navigation will appear to allow additional entities to be assigned / created.

These include:

Instruction Steps
Stock
Associated Contracts
Regulations

Instruction Steps

Click to view more detail.

Instruction Steps are used to insert questions into Instruction Sets.

Instruction Steps are similar to the Instruction Set Text, but in a question form, which allow specific types of answers to be entered (pass /fail, yes /no, numbers, temperature readings etc.) using Feedback Types.

Settings > Tasks > Instruction Sets - Instruction Steps

The link will open the Instruction Set / Instruction Step grid. It is a grid view that can be customised and sorted as normal.

To add a new Instruction Step click New , to edit an existing Instruction Step click Edit . A pop up window will appear which will allow the creation or amendment of an Instruction Step.

Click to view - Instruction Step Fields and Descriptions

Field Name	Description
Number	The question number for the Instruction Step.
Parent Number	If this question is a child step the parent number will auto populate.
Step description	Free text step description or question.
Feedback Type	From the drop down select the Feedback Type - feedback types must be used within Instruction Steps.
Discipline	From the drop down select the Discipline.
Minimum	If using a numerical Feedback enter the minimum value required.
Maximum	If using numerical Feedback enter the maximum value required.
Event	If this is a Child Step from the drop down select the event to trigger the child step.
Compulsory	Check the box if this step is to be made Compulsory to answer before Completing the Task.
Period	Available from 4.5.0 Period and frequency are used in conjunction to set the repeat rate for the PPM, if a 6 monthly PPM was being created, the period would be set to 6 and the frequency set to monthly. This is used on Instruction Steps for information only
Frequency	Available from 4.5.0 Period and frequency are used in conjunction to set the repeat rate for the PPM, if a 6 monthly PPM was being created, the period would be set to 6 and the frequency set to monthly. This is used on Instruction Steps for information only

Complete the fields and click Save . Once the Instruction Steps have been created the order the steps will appear can be altered using Move Up and Move Down .

Child questions can be created by highlighting the parent question and clicking Create new child step .

Additional Icons	Feature	Description
	Move Up	Moves the highlighted question up in the list.
	Move down	Moves the highlighted question down in the list.
	Create New Child Step	Child steps can be created. Highlight the Parent Step and click Create New Child Step .

Stock - Stock Module only

Click to view more detail.

Stock can be assigned to an Instruction set. Once the Instruction Set is used the Stock will show as allocated within the Stores Module.

Settings > Tasks > Instruction Sets- Stock

To add a new Stock click New , to edit and existing Stock click Edit .A pop up window will appear which will allow the creation or amendment of a Stock.

Click to view - Stock Fields and Descriptions

Field Name	Description
Group	From the drop down select the Stock Group.
Stock Part Code	From the drop down select the Stock Part Code - If a group has been selected this will filter the available Part Codes.
Quantity	Enter the quantity of the Stock required to complete the Task.

Complete the fields and click Save and Close .

Associated Contracts

Regulations

Master Rate Items

Additional Icons - Instruction Sets Status

Available from 4.5.0

An Instructions Sets Status can be changed by clicking Change Instruction Set Status .

Instruction Sets have three generic states:

Active
Suspended
History

To create Instruction Set Status see Instruction Set Status

Note: Multiple Instruction Set Statuses can be changed at once from the Instruction Set grid. Highlight the required Instruction Sets and click Change Instruction Set Status . A pop up window will appear to allow the highlighted Instruction Sets to have there status changed.