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.

Available from 6.3.0.0

Support for Daily frequency PPMs has been added, fields have been re-organised along with new fields for the SFG20 Facilities iQ integration.

Available from 6.5.0.0

Support for Instruction Step versioning along with the ability to set and change the status of Instruction Steps has been added.

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.

The Instruction Sets grid is a hierarchical grid. The Instruction Set is the 'parent' and the Instruction Steps assigned to the Instruction Set are the 'children'.

The chevron icon, highlighted below, is a toggle to show or hide the Instruction Steps assigned to the Instruction Set. The assigned Instruction Steps can be opened directly from the grid, without the need to open the parent Instruction Set.

Available from 6.5.0.0

With the addition of Instruction Step Group versioning, only the latest Step Group version with either an Active, Draft or Suspended status will be displayed. Step Groups with a status of In Design or Superseded will not be displayed.

To add a new Instruction Set click New , to edit an 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. The field label is a hyperlink to open the selected record.
Priority	From the drop down, select the Priority - for more information see Priority The field label is a hyperlink to open the selected record.
Discipline	From the drop down, select the Discipline - for more information see Discipline The field label is a hyperlink to open the selected record.
Instruction Group	From the drop down, select the Instruction Set Group - for more information see Instruction Set Groups. The field label is a hyperlink to open the selected record.
Compliance	Available from 4.3.0 From the drop down, select the Compliance Type - for more information see Compliance Types. The field label is a hyperlink to open the selected record.
Code	The code of the Instruction Set.
Schedule	Available from 6.3.0.0 From the drop down, select the Instruction Set Schedule - for more information see Instruction Set Schedules. Only Instruction Set Schedules with a status of Active appear in the drop down. The field label is a hyperlink to open the selected record. Note: The Schedule value will be changed if the Instruction Set is assigned to an Instruction Set Schedule within the Instruction Set Schedule input panel.
Version	Optional free type field to store a manual version number.
Version Date	Optional date field to manually set the date the version changed.
Fault Code	Available from 5.7.0.0 From the drop down select the default Fault Code, where applicable, for this Instruction Set. Available from 6.3.0.0 The field label has been made a hyperlink to open the selected Fault Code record.
Usage & Behaviour
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 At Your Service Available from 5.7.0.0 Note: Check the @yourService release notes for a compatible version to enable the At Your Service, Use For flag. 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.
Broadcast Status	Available from 5.7.0.0 This setting controls whether Tasks created with this Instruction Set can be Broadcast to the Building Feed for users of the MRI Dreamscape @yourService app. From the drop down select the Broadcast Task Status relevant for the Instruction Set: Never Broadcast Broadcast Available Broadcast by Default Note: The Broadcast Status field will only be visible when the At Your Service Purchase Key is present.
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.
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. The field label is a hyperlink to open the selected record.
Risk Assessment	Not currently in use.
Frequency & Scheduling
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. Available from 6.3.0.0 Daily has been added to the Frequency drop down.
Days	Available from 6.3.0.0 This field will be disabled unless the Frequency is set to Daily. Select the days of the week that the Daily frequency PPM Tasks will be issued.
Estimates
No. Staff	The number of Staff required to carry out the Task detailed in the Instruction Set.
Est. Time	The Estimated Time required to carry out the Task using this Instruction Set.
Total Man Hours (hh:mm)	Auto-calculated value derived by multiplying the No. Staff by the Est. Time in hours and minutes.
Est. Labour Cost	The Estimated Labour Costs for Tasks using this Instruction Set.
Est. Stock Cost	The Estimated Stock Costs for Tasks using this Instruction Set.
Est. Plant Cost	Available from 5.7.0.0 The Estimated Plant Costs for Tasks using this Instruction Set.
Est. Total Cost	Available from 6.3.0.0 Auto-calculated value that's the sum of Est. Labour Cost + Est. Stock Cost + Est. Plant Cost.

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 sub navigations will appear to allow additional entities to be assigned / created.

These include:

Instruction Steps
Requirements
Stock
Associated Contracts
Regulations

Available from 5.5.0.0

Instruction Sets are one of the system entities that can have Work & Access Surveys enabled in Table Catalog, in a similar way to enabling Hazard / Alert Types against an entity.

Once enabled against the Instruction Sets entity, a new sub navigation will become available in the System sub navigation group of the Instruction Sets input panel:

Surveys

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 and so on) using Feedback Types.

Available from 6.5.0.0

Support for Instruction Step Group versioning along with the ability to set and change the status of Instruction Step Groups has been added.

Settings > Tasks > Instruction Sets - Instruction Steps

The link will open the Instruction Set / Instruction Step grid.

The upper part of the page contains a Version dropdown, the lower part of the page contains a grid of the Instruction Steps that make up the Instruction Step Group.

Selecting a Version from the dropdown will refresh the Instruction Step grid to show the Step records related to the Version.

Step Group Version Status	Functional Behaviour	Toolbar Buttons
Draft	Where no Instruction Steps exist against an Instruction Set, including those created prior to version 6.5.0.0, the Status will automatically be set to Draft New Instruction Steps can be added, edited, deleted, order changed and so on The status can only be changed from Draft to Active, if Instruction Steps exist Until the status is Active, the Steps cannot be associated with Tasks	New - Add a new Step Edit - Edit the selected Step Move Up - Move the selected Step up Move Down - Move the selected Step down Create Child Step - Add a child Step to the selected Step Delete - Delete the selected Step Activate - Activate the Step version Suspend - Disabled Refresh - Refresh the grid
Active	For Instruction Sets created prior to version 6.5.0.0, that have existing Instruction Steps, the status will automatically be set to Active Instruction Step Groups with a status of Active may be associated with 'live' Tasks assigned to Resources and as such no changes to the Instruction Steps are allowed in this state to ensure the data integrity of the Step Answers In order to make changes to the Instruction Steps, a new Version, with a status of In Design, must be added and the changes can be carried out in the new version New versions of the Instruction Step Group will have a version number that's incremented by one The status can be changed from Active to Suspended Once Suspended, the Steps cannot be associated with Tasks	Activate - Disabled Suspend - Suspend the Step version New Version - Create new Step version Refresh - Refresh the grid
In Design	New Instruction Steps can be added, edited, deleted, order changed and so on The status can be changed from In Design to Active Once Active, the Steps can be associated with Tasks and Resources can begin answering the Step Questions therein The status can only be changed from In Design to Active, if Instruction Steps exist Changing the status from In Design to Active will have the effect of changing the status of any related Instruction Step Groups from either Active to Superseded or Suspended to Superseded	New - Add a new Step Edit - Edit the selected Step Move Up - Move the selected Step up Move Down - Move the selected Step down Create Child Step - Add a child Step to the selected Step Delete - Delete the selected Step Activate - Activate the Step version Suspend - Disabled Refresh - Refresh the grid
Suspended	Once Suspended, the Steps cannot be associated with Tasks No updates can occur to Instruction Step Groups with a status of Suspended In order to make changes to the Instruction Steps, a new Version, with a status of In Design, must be added and the changes can be carried out in the new version New versions of the Instruction Step Group will have a version number that's incremented by one	Activate - Disabled Suspend - Activate the Step version New Version - Create new Step version Refresh - Refresh the grid
Superseded	Once Superseded, the Steps cannot be associated with Tasks No updates can occur to Instruction Step Groups with a status of Superseded	Activate - Disabled Suspend - Disabled Refresh - Refresh the grid

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
Details Tab
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 the Task can be: signed off to History in MRI Evolution marked as Complete in the Evolution Go, Task Activity
Criticality	Available from 5.7.0.0 Free text field to enter the criticality of the Instruction Step
Read Only for Resource	Available from 5.7.0.0 Check the box if this step is to be made read only when displayed to a Resource.
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
Notes Tab
Step Summary	Available from 5.7.0.0 Free text field to enter a summary for the Instruction Step
SFG20 Smart Words	Available from 6.3.0.0 Read only field containing the relevant SFG20 Smart Words for the current Instruction Step, created as part of the SFG20 Facilities iQ integration. Click the icon to open the SFG20 website in order to view details of the current Instruction Step. Note: This field will only be visible if the SFG20 Module Licence is present.
Notes	Available from 5.7.0.0 Free text field to enter any pertinent notes for the Instruction Step.

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 .

Requirements

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 an 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 .

Permits

Associated Contracts

Regulations

Master Rate Items

Additional Icons - Instruction Sets Status

Available from 4.5.0

An Instruction Set's 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.

Click the button to run the GL-DT007 Details of Instruction set report.

Instruction Sets

Settings > Tasks > Instruction Sets

Click to view - Instruction Sets Details Tab Fields and Descriptions

Click to view - Instruction Set Text Tab Fields and Descriptions

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

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

Instruction Steps

Settings > Tasks > Instruction Sets - Instruction Steps

Click to view - Instruction Step Fields and Descriptions

Requirements

Settings > Tasks > Instruction Sets - Requirements

Stock - Stock Module only

Settings > Tasks > Instruction Sets - Stock

Click to view - Stock Fields and Descriptions

Permits

Settings >Tasks > Instruction Sets - Permits

Associated Contracts

Settings >Tasks > Instruction Sets - Associated Contracts

Regulations

Settings >Tasks > Instruction Sets - Regulations

Master Rate Items

Settings >Tasks > Instruction Sets - Master Rate Items

Additional Icons - Instruction Sets Status