When using SiteOwl, you’ll find that there are various fields available for each Device and Task included in a Project or Live Site. While many of these fields are self-explanatory, we’ve found there are some fields which can be used in different ways to reflect the work to be done onsite. This guide will help you to better understand these fields and the best practices for using them effectively.
Determining the best way to utilize Devices and Tasks on a Plan depends on the work to be performed. With SiteOwl, you can use Devices and Tasks individually, or in groups of related Primary and Secondary items, to represent every aspects of the work to be completed at a precise location on the Plan.
For more details on using Devices and Tasks, refer to the Introduction to Devices and Tasks Training Course.
Let’s take a look at some examples:
Tracking Peripheral Hardware Items for Primary Devices
Example: You need to install a camera but there are requirements to have additional mounting hardware in order to install the camera.
Best Practice: Place a Camera Device on the Plan. To this Primary Device, add the required mount(s) as Secondary Devices.
By organizing the Devices into a group, you can capture each piece of hardware needed for installation as part of the Project Parts List, helping to ensure nothing is forgotten during the procurement stage. In addition, the installer can mark each individual item as Installed as they complete them, providing an overview of installation status for the Primary Device. Furthermore, if there is an issue with an element of the mount, the installer can raise a Flag on that individual Device, making it very clear where the issue lies.
For more information on using Flags, refer to the Using SiteOwl Flags Training Course.
Removal of Existing Devices
Example: When walking a site, you find an existing camera which needs to be removed as part of the new Project. In this case, there is no need to capture details about the camera as it’s only being removed and won’t impact the new system.
Best Practice: Place a Video Surveillance Task on the Plan at the location of the camera to be removed. Within the Task, use the Installation Hours field to show the duration of time estimated to complete the Task. This will allow you to include the hours in the Project scope.
Here are the steps to add the Task to the Plan:
- Locate the Device to be removed on the Plan.
- Add a Task to the Plan at that location.
- Enter the Task Name (e.g., Remove Camera).
Add any other information needed, such as:
- Assignee
- Date Due
- Images
- Description
- Technicians can view the Task in SiteOwl Mobile and mark the Task complete once the camera is removed.
- A benefit of using a Task rather than a Device for this action is that it will not be published to the Live Site Plan when the Project is transitioned to service.
Incorporating Existing Devices into a New Project
Example: When walking a site, you find an existing Device which needs to be incorporated into the new Project design. This could be an existing camera, access control door, or even network equipment that the account is providing for connectivity.
Best Practice: Place a Device on the Plan to show its current location, along with any relevant information such as Image, Manufacturer and Part Number. It’s helpful to preface the Part Number with ‘Existing’ or ‘CPE’, for Customer Provided Equipment. By doing so, it will be clear when viewing reports such as the Part List that this Device is previously installed equipment that doesn’t need to be ordered.
Device Fields: Installation Hours and Replacement Cost
These fields can be especially useful when viewing Project reports in SiteOwl. Establishing standardized rules for how this data will be entered for your business will help to ensure everyone in your organization is align and maximize the benefits of the reports. Installation Hours should be entered to track the budgeted hours for a particular Device to be installed or Task to be completed. This should match the total labor hours which are then quoted for the Project. When generating a Project report such as the Punch List, you can include this data, allowing you to see the total hours related to the Project along with the calculated hours remaining for Devices and Tasks not yet completed.
The Installation Hours entered in SiteOwl should match the hours on the proposal approved by the account, in order to accurately track hours remaining against the approval. It’s also recommended to not edit the hours on Devices and Tasks after the Design Project has been completed.
The overall Project data will provide info on the total number of hours (for Devices and Tasks) for that Project but the Punch List report will allow you to view this at the Device or Task level, even filtering to just Devices or Tasks to see them independently.
Keep in mind that the Punch List will only show Devices which are not Installed and/or Tasks which are not marked as Done.
Replacement Cost can be used in two ways:
- Use this field to show the sale price of the Device. Think of this as ‘What would it cost the account to purchase a replacement from me?'
- Use this field to show the replacement cost of the Device along with the estimated cost to remove an old Device and install a replacement. By including these billable labor hours, you can provide the End User with a more accurate estimate of the total cost of replacement.
The Replacement Cost can later be viewed at the Project level in reports such as the Parts List which includes:
- Total Cost: The summation of the Replacement Cost value for all Devices with the same Part Number in the Project.
- Average Cost: The summation of the Replacement Cost value for all Devices of the same Part Number, divided by the total number of these Devices in the Project.
Note that if you enter a Replacement Cost value for some Devices/Tasks but not others with the same Part Number, these costs will be inaccurate for the Project. The best practice is to enter the same Replacement Cost for all items with the same Part Number to ensure accuracy of the Average and Total Costs for the item.
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