Advanced Helpdesk - Schedule Of Rates

If Schedule Of Rates (SOR) are being used for financial calculations and invoicing, the required number of Schedule Of Rate Items must be added to the Task.

Available from 6.0.1.0

The Schedule Of Rates sub navigation will be hidden if the current Task's Contract has no Schedule Of Rate Items defined with a non-Historic status.

Available from 6.3.1.0

The State indicator in the upper corner of the page has been updated to show the new Work Status and the new Approval Status.

The page has been updated to contain three tabs, new fields have been added and some existing fields have been moved to group them more logically in the new tabs:

Details
Progress
Financials

The toolbar buttons have been updated as follows:

The legacy Status toolbar buttons have been removed
Functionality has been added to make it possible to manage the Work Status of the Task SOR Item
Functionality has been added to make it possible to manage the Approval Status of the Task SOR Item
An Upload toolbar button group has been added to make it possible to perform bulk actions for the current Task SOR Item:
- Uploading Documents
- Adding Events

The save and update system methods for Schedule Of Rates have been updated to be aware of the new Contract Preferences.

Certain automated updates will occur when changing the Work State or changing the Approval State.

Task Management > Advanced Helpdesk - Schedule Of Rates

The link will open the Task / Schedule Of Rates grid. It is a grid view which can be searched, sorted and customised as normal.

Records in the grid have the following icons:

Icon	Feature	Description
/	View / Add Events	Left clicking on the icon will produce a pop up window showing Events, there is also a hyper-link within the pop up window to add Events.
/	View / Add Documents	Left clicking on the icon will produce a pop up window showing attached Documents, there is also a hyper-link within the pop up window to add Documents.

To add a new Schedule Of Rate click New , to edit an existing Schedule Of Rates click Edit . A pop up window will appear which will allow the creation or amendment of a Task Schedule Of Rates.

Click to view - Schedule Of Rates Details Tab Fields and Descriptions

Field Name	Description
Filters
Task Category	When a Task Category value is selected it will filter the SOR field to show matching records. This filter works in conjunction with the other filter fields on the page. Available from 6.0.1.0 Depending on the values defined in the Schedule Of Rates Preferences for the Task Category Filter, this field may be hidden and no filter applied or displayed and possibly auto-populated with the Task's Category, this can be manually altered if required. Available from 5.8.1.0 The field label is a hyperlink to open the populated record directly.
Task Discipline	When a Task Discipline value is selected it will filter the SOR field to show matching records. This filter works in conjunction with the other filter fields on the page. Available from 6.0.1.0 Depending on the values defined in the Schedule Of Rates Preferences for the Task Discipline Filter, this field may be hidden and no filter applied or displayed and possibly auto-populated with the Task's Discipline, this can be manually altered if required. Available from 5.8.1.0 The field label is a hyperlink to open the populated record directly.
Location Type	When a Location Type value is selected it will filter the SOR field to show matching records. This filter works in conjunction with the other filter fields on the page. Available from 6.0.1.0 Depending on the values defined in the Schedule Of Rates Preferences for the Task Location Type Filter, this field may be hidden and no filter applied or displayed and possibly auto-populated with the Location Type associated with the Task's Location, this can be manually altered if required. Available from 5.8.1.0 The field label is a hyperlink to open the populated record directly.
SOR Category	When a Schedule Of Rates Category value is selected it will filter the SOR field to show matching records. This filter works in conjunction with the other filter fields on the page. Available from 5.8.1.0 The field label is a hyperlink to open the populated record directly.
SOR Sub Category	When a Schedule Of Rates Sub Category value is selected it will filter the SOR field to show matching records. This filter works in conjunction with the other filter fields on the page. Available from 5.8.1.0 The field label is a hyperlink to open the populated record directly. Note: Where the Unit Type is Required / Not Required, a tick box will be displayed. It will be ticked by default. When ticked, the Quantity field will be set to the Default Quantity defined in the selected SOR. All Labour, Stock and Plant cost calculations will be based on costs x Quantity (i.e. the Default Quantity of the associated Schedule Of Rate). When unchecked, the Quantity will be set to 0.
Item Details
SOR	From the drop down select the Schedule Of Rates - for more information see Schedule Of Rates Master Groups. Available from 5.8.1.0 Schedule Of Rate records with a status of Suspended or History will not be shown in the drop down. The field label is a hyperlink to open the populated record directly.
Clear button	When clicked the page will reset all values in the page that have been populated based on the selected SOR.
Short Description	Auto-populated from the selection of the SOR, this can be manually altered if required.
Qty	The QTY value will change depending on the unit type of the selected SOR, this can be manually altered if required.
Time	Auto-populated from the selected SOR, this can be manually altered if required.
Unit Type	Read only field that is auto-populated from the selected SOR, possible values as follows: Quantity Quantity - Decimal Squared Cubed Hours Required / Not Required Available from 5.8.1.0
Unit Desc	Read only field that is auto-populated from the selected SOR.
Location Type	When a Location Type value is selected it will filter the SOR field to show matching records. This filter works in conjunction with the other filter fields on the page. Available from 6.0.1.0 Depending on the values defined in the Schedule Of Rates Preferences for the Task Location Type Filter, this field may be hidden and no filter applied or displayed and possibly auto-populated with the Location Type associated with the Task's Location, this can be manually altered if required. Available from 5.8.1.0 The field label is a hyperlink to open the populated record directly.
Other Ref	Available from 5.8.1.0 Read only field that is auto-populated from the selected SOR.
Location	Available from 6.3.1.0 From the drop down select the Location for the SOR. The drop down will contain Locations linked to the Building of the current Task.
Priority	Read only field that is auto-populated from the selected SOR.
Comments	Available from 6.3.1.0 Free format field to enter comments relevant to the SOR.
Currency	Available from 6.4.0.0 Read only field that displays the Currency of the current SOR. The Currency value is derived from the parent Task.

Click to view - Schedule Of Rates Progress Tab Fields and Descriptions

Field Name	Description
Note: Access to this tab is controlled by a new Allow permission in the Tasks Securable Group Task Schedule of Rates - View Financials
Long Description	Read only field auto-populated from the selected SOR.
Source	Available from 6.3.1.0 Read only field to display the originating source of the SOR.
Created By	Available from 6.3.1.0 Read only field to display the Name of the User Account that created the SOR.
Created Date	Available from 6.3.1.0 Read only field to display the date that the SOR was created.
Visible Damage	Available from 6.3.1.0 Check box to indicate that there is visible damage related to the SOR.
Damage Details	Available from 6.3.1.0 Free format field to enter comments relevant to the visible damage related to the SOR.
Progress
Due Date	The date the selected SOR. is due.
Completion Date	The date the selected SOR is completed.
Work Status	Available from 6.3.1.0 Read only field to display the current Work Status of the SOR.
Approval Status	Available from 6.3.1.0 Read only field to display the current Approval Status of the SOR.
Approval Reviewed By	Available from 6.3.1.0 Read only field to display the Name of the User Account that reviewed the SOR.
Approval Review Date	Available from 6.3.1.0 Read only field to display the date that the SOR was reviewed.

Click to view - Schedule Of Rates Financials Tab Fields and Descriptions

Field Name	Description
Qty	Read-only version of the Qty field shown in the main Details tab.
Minimum Qty	Available from 5.8.1.0 Read only field that is auto-populated from the selected SOR.
Cost Prices
Labour	Calculated field based on the Quantity x the Labour Cost of the selected SOR.
Stock	Calculated field based on the Quantity x the Stock Cost of the selected SOR.
Plant	Calculated field based on the Quantity x the Plant Cost of the selected SOR.
Labour Total	Read only calculated field based upon the Unit Qty, Unit Type and Unit values.
Stock Total	Read only calculated field based upon the Unit Qty, Unit Type and Unit values.
Plant Total	Read only calculated field based upon the Unit Qty, Unit Type and Unit values.
Cost Total	Read only calculated field based upon the Labour Total, Stock Total and Plant Total values.
Sale Prices
Labour	Calculated field based on the Quantity x the Labour Sale Price of the selected SOR.
Stock	Calculated field based on the Quantity x the Stock Sale Price of the selected SOR.
Plant	Calculated field based on the Quantity x the Plant Sale Price of the selected SOR.
Labour Total	Read only calculated field based upon the Unit Qty, Unit Type and Unit values.
Stock Total	Read only calculated field based upon the Unit Qty, Unit Type and Unit values.
Plant Total	Read only calculated field based upon the Unit Qty, Unit Type and Unit values.
Cost Total	Read only calculated field based upon the Labour Total, Stock Total and Plant Total values.

Complete the fields and click Save and Close . If additional SORs need to be added repeat the process until all costs have been recorded.

Logic Applied Upon Insert Of A Schedule Of Rate Against A Task

Available from 6.3.1.0

Click to view more detail.

Setting the Source

If an explicit value has not been provided for Source (e.g. when a value is set by a call to the web service) the system will set a value in the Source field that reflects whether the Schedule Of Rate was created in Evolution or Connect.

Check for Approval Required

The system will check the value of the Require Approval for new SORs preference for the Contract of the current Task:

If not enabled no further actions required
If enabled:
- The system will check the value of the Approval Required for SOR Sources preference for the Contract of the current Task
  - If not enabled no new actions required
  - If enabled:
    - The system will check whether the Cost Total of the Schedule Of Rate exceeds the value of the SOR Approval Threshold preference for the Contract of the current Task:
      - If the Cost Total value does not exceed the SOR Approval Threshold value then no further actions required
      - If the Cost Total value does exceed the SOR Approval Threshold value, the system will set the Approval State to be Approval Required

Logic Applied Upon An Update To The Quantity Of An Existing Schedule Of Rate Against A Task

Available from 6.3.1.0

Click to view more detail.

Check for Approval Required

The system will check if the Quantity value has increased:

If the Quantity has not increased no further actions required
If the Quantity has increased:

The system will check the value of the Require Approval for new SORs preference for the Contract of the current Task:
If not enabled no further actions required
If enabled:
- The system will check the value of the Approval Required for SOR Sources preference for the Contract of the current Task
  - If not enabled no new actions required
  - If enabled:
    - The system will check whether the Cost Total of the Schedule Of Rate exceeds the value of the SOR Approval Threshold preference for the Contract of the current Task:
      - If the Cost Total value does not exceed the SOR Approval Threshold value then no further actions required
      - If the Cost Total value does exceed the SOR Approval Threshold value, the system will set the Approval State to be Approval Required

Schedule Of Rates - Work State Model

Available from 6.3.1.0

Click to view more detail.

State Model - Work States

State Name	Is Default	Description	Display Name
Active	Yes	Mark as Active	Active
Completed	No	Complete	Completed
Not Required	No	Not Required	Not Required
Approved	No	Approve	Approved
Returned	No	Return	Returned
Rejected	No	Reject	Rejected

Permitted Work State Transitions

Name	Description	From State	To State
Work Complete	Mark SOR Item as Complete	Active	Complete
Not Required	Mark SOR Work Status as Not Required	Active	Not Required
Approve	Approve Work Completion for SOR Item	Active	Approved
Return	Return SOR Item to request more supporting information	Active	Returned
Reject	Reject Work Completion for SOR Item	Active	Rejected
Mark as Active	Mark SOR Work Status as Active	Completed	Active
Approve	Approve Work Completion for SOR Item	Completed	Approved
Return	Return SOR Item to request more supporting information	Completed	Returned
Reject	Reject Work Completion for SOR Item	Completed	Rejected
Mark as Active	Mark SOR Work Status as Active	Not Required	Active
Work Complete	Mark SOR Item as Complete	Returned	Complete
Not Required	Mark SOR Work Status as Not Required	Returned	Not Required
Reject	Reject Work Completion for SOR Item	Returned	Rejected
Mark as Active	Mark SOR Work Status as Active	Rejected	Active
Return	Return SOR Item to request more supporting information	Rejected	Returned

Work State Change Permissions

A new Permission has been added to control Work state changes in addition to the standard Create, Read, Update and Delete permissions for Task Schedule Of Rates:

Approve and Reject Task Schedule Of Rates Work Status - ALLOW
- Controls access to set the following Work States:
  - Approved
  - Rejected
  - Returned

Work State Change Comments and Events

The user that instigates a change of the Work State for a Schedule Of Rate will be presented with a pop up, allowing them to optionally add comments to explain why they are changing the Work State. An Event will automatically be created for the Work State change. Any comments entered will be stored against the Event.

Other Work State Change Actions

When moving to the Completed state

All existing logic that sets values for Completed Date fields will be invoked when the Status changes to Complete.

When moving to the Active state

Values in the Completed Date fields will be reset to Null.

Schedule Of Rates - Approval State Model

Available from 6.3.1.0

Click to view more detail.

State Model - Approval States

State Name	Is Default	Description	Display Name
Not Required	Yes	Not Required	Not Required
Pre-Approved	No	Pre-Approved	Pre-Approved
Approval Required	No	Approval Required	Approval Required
Approved	No	Approve	Approved
Returned	No	Return	Returned
Rejected	No	Reject	Rejected

Permitted Approval State Transitions

Name	Description	From State	To State
Approval Required	Request Approval for SOR Item Costs	Not Required	Approval Required
Approval Required	Pre-approve SOR Item Costs	Pre-Approved	Approval Required
Approve	Approve SOR Item Costs	Approval Required	Approved
Return	Return SOR Item for more Cost supporting information	Approval Required	Returned
Reject	Reject SOR Item Costs	Approval Required	Rejected
Approval Required		Return SOR Item for more Cost supporting information	Returned
Approve	Approve SOR Item Costs	Returned	Approved
Reject	Reject SOR Item Costs	Returned	Rejected

Approval State Change Permissions

A new Permission has been added to control Approval state changes in addition to the standard Create, Read, Update and Delete permissions for Task Schedule Of Rates:

Approve and Reject Task Schedule Of Rates Approval Status - ALLOW
- Controls access to set all Approval States

Advanced Helpdesk - Schedule Of Rates

Task Management > Advanced Helpdesk - Schedule Of Rates

Click to view - Schedule Of Rates Details Tab Fields and Descriptions

Click to view - Schedule Of Rates Progress Tab Fields and Descriptions

Click to view - Schedule Of Rates Financials Tab Fields and Descriptions

Logic Applied Upon Insert Of A Schedule Of Rate Against A Task

Setting the Source

Check for Approval Required

Logic Applied Upon An Update To The Quantity Of An Existing Schedule Of Rate Against A Task

Check for Approval Required

Schedule Of Rates - Work State Model

State Model - Work States

Permitted Work State Transitions

Work State Change Permissions

Work State Change Comments and Events

Other Work State Change Actions

When moving to the Completed state

When moving to the Active state

Schedule Of Rates - Approval State Model

State Model - Approval States

Permitted Approval State Transitions

Approval State Change Permissions

Approval State Change Comments and Events

Other Approval State Change Actions

When moving to the Completed state

When moving to the Approved, Returned or Rejected state