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Entities can also be linked to specific Region/Divisions, or be used by all of them. This means that allocation lists are kept relevant to each job.
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| A staff member who administers a job from Pre-Administration to Maintenance should be set up as the one person with roles associated for Pre-Administration Administrator, Permit Administrator, Construction Administrator and so on for the Region/Division for which they are responsible. This staff member has all their details, such as contact numbers, recorded once against this entity, but for each of the activities for which this person is responsible, a role is assigned. When reporting, only the particular role need be used as criteria, but when changing the person's details, it only needs to be done once within one central record. |
Entities for trades and suppliers can be vital for allocations and orders within the construction process. Assigning trades and suppliers to activities in a construction programme means that they can be reported on to determine their allocated jobs and to record specific details and issues against them on a job-by-job basis.
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All of these tabs are described below.
| Tab | Types | Description | |
|---|---|---|---|
| General | There are a number of different entity types that can be created. The difference between them is limited to the General tab. | Person Entity | Contains information about the individual, including how to address them, some personal details and notes. |
| Corporation Entity | Contains information specific to business registration. | ||
| Name Only | Contains only name details and is intended to be used to create a contact for a Corporation Entity Type. | ||
| Distribution Group | In a similar way to the Name Only Type, this type is intended for use as contacts for a Corporation Entity Type. | ||
| Profile | Information and fields can be set for mail merge details, the notification methods applicable for the entity, and membership numbers. | ||
| Address | Items can be created to capture street or postal addresses | ||
| Telephone | Items can be created to record telephone contact details. | Email addresses should always be created on the Telephone tab. Framework has some areas that link to these details to launch contact functions and require the emails to be telephone contacts to work. | |
| Roles | Created roles are listed under this tab, showing for each the entity group name, the region/division, valid dates and whether the role is inactive. New roles can be created in this tab or if they are created using a different process, will be displayed and are editable. | ||
| Contact | This tab is used to create contacts where Framework has the ability to record an allocated company and the person to contact. This is particularly important for corporations. When creating contacts, it is possible to use the Name Only entity type, rather than record a full Person entity type. There is still the opportunity to record the telephone and address details, but the personal details are not required. | ||
| Image | A single image associated with the entity can be added in this tab. This image can be used to store an ID photo of a staff member, a company logo for a corporation or a signature image for a staff member which could be applied to a customised report. | ||
| Integration | Entity integration link items can be created and managed. |
Planning
Selecting Entity Groups To Populate
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Most of the essential entities will be identified and populated during the conversion and prior to going live. In most cases, this will consist of:
Administration Location | Entity Type | Entity Group | Area | Screen |
|---|---|---|---|---|
Product | Data | Product | All | Job Overview/Context Bar |
Product | Data | Class | All | Job Overview/Context Bar |
Product | Data | Type | All | Job Overview/Context Bar |
Product | Data | Façade | All | Job Overview/Context Bar |
Product | Data | Series | All | Job Overview/Context Bar |
Product | Data | Validity | All | Job Overview/Context Bar |
Product | Data | Elevation | All | Job Overview/Context Bar |
Product | Data | Package | All | Job Overview/Context Bar |
Product | Data | Promotion | All | Job Overview/Context Bar |
Product | Data | Specification | All | Job Overview/Context Bar |
Organisation | Data | Enterprise | All | Job Overview |
Organisation | Data | Region | All | Job Overview |
Organisation | Data | Division | All | Job Overview |
Organisation | Data | Department | All | CRM |
Organisation | Data | Region Division | All | Job Overview |
Organisation | Data | RD Sale Type | All | Job Overview |
Organisation | Data | RD Team | All | Job Overview |
Organisation | Data | Sale Type | All | Job Overview |
Organisation | Data | Location | Pre-Admin | Pre-Admin Overview |
Diary | Validity | Diary Description Location | Diary | All |
Diary | Validity | Diary Description Staff | Diary | All |
Diary | Data | Diary Entry Location | Diary | All |
Entity | Staff | Administrator | Administration | Admin Overview |
Entity | Staff | Colour Consultant | Administration | Colour Selection |
Entity | Staff | Colour Estimator | Administration | Colour Selection |
Entity | Staff | Construction Drawings Draftsperson | Administration | Drafting |
Entity | Staff | Construction Drawings Supplier | Administration | Drafting |
Entity | Staff | Contract Presenter | Administration | Building Contract |
Entity | Supplier | Drawings Supplier | Administration | Drafting |
Entity | Staff | Energy Staff | Administration | Energy |
Entity | Supplier | Engineer Computations Supplier | Administration | Admin Overview |
Entity | Staff | Estimator | Administration | Admin Overview |
Entity | Staff | Final Drawings Draftsperson | Administration | Drafting |
Entity | Supplier | Final Drawings Supplier | Administration | Drafting |
Entity | Supplier | Foundation Design Supplier | Administration | Foundation |
Entity | Supplier | Issuing Authority | Administration | Permit |
Entity | Staff | Job Siting Draftsperson | Administration | Siting |
Entity | Supplier | Job Siting Supplier | Administration | Siting |
Entity | Staff | Ordering Estimator | Administration | Order |
Entity | Staff | Permit Administrator | Administration | Permit |
Entity | Staff | Tender Presenter | Administration | Tender |
Entity | Staff | Staff Member | All | Document/CRM |
Entity | Staff | Construction Administrator | Construction | Construction Overview |
Entity | Staff | Construction Manager | Construction | Construction Overview |
Entity | Staff | Construction Supervisor | Construction | Construction Overview |
Entity | Supplier | Contour Survey Field Work Supplier | Land Mgt | Survey |
Entity | Supplier | Contour Survey Site Plan Supplier | Land Mgt | Survey |
Entity | Supplier | Re-Establishment Survey Supplier | Land Mgt | Survey |
Entity | Supplier | Soil Report Supplier | Land Mgt | Soil |
Entity | Supplier | Title Search Supplier | Land Mgt | Title |
Entity | Staff | Maintenance Administrator | Maintenance | Maintenance Overview |
Entity | Staff/Supplier | Maintenance Inspector | Maintenance | Maintenance Overview |
Entity | Staff | Maintenance Manager | Maintenance | Maintenance Overview |
Entity | Staff | Maintenance Supervisor | Maintenance | Maintenance Overview |
Entity | Staff | Pre-Admin Administrator | Pre-Admin | Pre-Admin Overview |
Entity | Staff | Salesperson | Pre-Admin | Pre-Admin Overview |
Land | Data | Estate | Land Mgt | Land Overview |
Land | Supplier | Estate Stage | Land Mgt | Land Overview |
Land | Supplier | Land Developer | Land Mgt | Land Overview |
Land | Supplier | Municipality | Land Mgt | Land Overview |
Phase 2: Non-Essential Entities
The entities below are not necessarily required to achieve immediate progress and may not have been captured previously but are important for capturing more comprehensive work flow detail.
Administration Location | Entity Type | Entity Group | Area | Screen |
|---|---|---|---|---|
Entity | Supplier | All construction call forward entities | Construction | Call Forward/Logistics |
Entity | Staff | Finance Administrator | Client | Client Finance |
Entity | Staff/Supplier | Finance Consultant | Client | Finance Application |
Entity | Supplier | Finance Lending Body | Client | Finance Application |
Entity | Supplier | Finance Lending Branch | Client | Finance Application |
Entity | Supplier | Maintenance Contractor | Maintenance | Maintenance Request |
Entity | Supplier | Maintenance Original Supplier | Maintenance | Maintenance Request |
Entity | Supplier | Maintenance Supplier | Maintenance | Maintenance Request |
Entity | Staff | Planning Administrator | Administration | Planning |
Entity | Supplier | Planning Drawings Draftsperson | Administration | Planning |
Entity | Supplier | Planning Drawings Supplier | Administration | Planning |
Entity | Supplier | Preliminary Requirements Supplier | Administration | Preliminaries |
Entity | Supplier | Sewer Plan Supplier | Administration | Preliminaries |
Entity | Supplier | Truss Computations Supplier | Administration | Permit |
Entity | Supplier | Warranty Supplier | Administration | Admin Overview |
Organisation | Data | RD Team | All | Job Overview |
Phase 3: Optional & Ad Hoc
Not all entities available will be relevant for every business. However, it is worth considering what is available so that as business needs change, there is the opportunity to capture further information that may not have been relevant previously.
Administration Location | Entity Type | Entity Group | Area | Screen |
|---|---|---|---|---|
Entity | Staff/Supplier | Accountant | Administration | Contact |
Entity | Data | Accounts Company Entity | All | Job Overview |
Entity | Supplier | Bank | Administration | Contact |
Entity | Staff | Construction Program Allocator | Construction | |
Entity | Supplier | Contract Valuer | Administration | |
Entity | Supplier | Contract Vendor | Administration | |
Entity | Supplier | Home Builder | Client | Finance Application |
Entity | Supplier | Landlord (or Agent) | Client | Savings Program |
Entity | Supplier | Lending Body | Client | Client Finance |
Entity | Supplier | Lending Branch | Client | Client Finance |
Entity | Supplier | Planning Supplier | Administration | Planning |
Entity | Staff | Preliminary Requirements Site Inspector | Administration | Preliminaries |
Entity | Data | Referral Source | Client | Finance Application |
Entity | Staff | Sales Lead Operator | Client | Marketing |
Entity | Staff | Savings Program Administrator | Client | Savings Program |
Entity | Supplier | Savings Program Body | Client | Savings Program |
Entity | Supplier | Savings Program Branch | Client | Savings Program |
Entity | Supplier | Solicitor | Client | Contact |
Land | Supplier | Land Agent | Land Mgt | Land Control |
Implementation
Creating Entities
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Creating a new entity can be done from within an entity group, automatically creating that role for the new entity, then further roles can be added from within each of the entity groups, or on the Roles tab of the Entity dialog.
| Tip |
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To avoid creating duplicates, always search for an entity first before creating it. This is done by selecting No on the Create/Select Entity prompt. |
For step-by-step information on how to create entities, please refer to the Entity topic in the User Guide.
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It is possible to have an entity appear for all Region/Divisions simply by assigning [All region/Divisions] to it. This means that the entity will be available for allocation in every Region/Division. However, if an entity should not be available to all, then roles are created for each relevant Region/Division.
| Info |
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| If a bricklayer is available to be allocated to the East division and the Display division, but not the West division, then the one entity would be set up to have a role of Bricklayer for East Region/Division and another role of Bricklayer for Display Region/Division. |
Determining Entity Type
The entity type to be assigned to the entity will depend on whether it is more important to have business registration numbers or personal details.
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The procedure for removing these entities is covered in the Entity topic (see Entity). However, it is important to note that removing the entity only makes it inactive. This means that it will not be available to select to assign to a job, but it is still displayed where it had been previously allocated, and in most cases is still available for reporting.
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