Using Logistics Data Entry

A Logistics Programme is a list of activities required to be completed or actioned on site during the construction of a home. As with a traditional Call Forward programme, the activities set out the supplier and key work flow dates associated with each activity.

Planning and creation of a Logistics Programme also takes into account the number of days required to complete the task and the order in which the tasks should ideally be completed. For further information, refer to Best Practice - Creating a Logistics Call Forward Programme.

In Framework ECM there are two options to record Logistics data;

• Logistics Data Entry
• Logistics Construction Programme.

This guide is specifically for Logistics Data Entry.

Benefits Of Using Logistics Data Entry

The information collected in a logistics programme can be entered into the Logistics Data Entry screen to allow for:

• Reporting on job progress.
• Recording contract delays.
• Recording supplier delays and reporting on performance.
• Raising claims.
• Supervisor comments on the progress of the job.

The Screen

The Logistics Data Entry screen has a drop down list of Progress Periods and four tabs, each with a different set of data.

Select A Progress Period

When the data entry is entered, a Progress Period needs to be selected to ensure that the information entered is associated with the relevant period in time. With the correct period selected, the comments, progress and activity completion information entered that week is time specific.

For further information on Progress Periods, refer to the Best Practice topic – Managing Progress Periods.

Programme Tab

The Programme tab contains the activities associated with the Logistics Programme allocated to the job. On this screen, the activities are editable and each activity can have detail recorded against it by launching the Logistics Item dialog.

Logistics Item Dialog

A Logistics Item (data entry) dialog has the following components:

Delays Tab

The Delays tab displays the days and dates of the Progress Period and has two main functions; capturing details of delays against specific days and applying comments to the progress period.

There are two distinct delay types.

Contract Delays

Contract Delays refer to a weather or client-specific delay that, according to the terms of the building contract, can make that particular day unworkable. These delays, once approved, effectively extend the contract duration, which is reflected in the Revised Anticipated Completion Date.

The types of contract delays generally allowable in a building contract are weather delays, such as Rain, Rain from Previous Days, Heat or Wind; or a delay to production due to the activities of the client, such as Client Works, when, for example, a client halts work to have some speaker cabling fitted.

Progress Delays

Progress delays can be applied to individual days to signify an issue that affected the progress of the work on the job, but these do not have any impact on the Contract days count or the Anticipated Completion Date. These delays are a way of recording issues related to supplier performance or to track issues related to company process.

Progress Delays allow for reporting on recurring issues and problems on site, building a picture of the true problems being experienced on site.

Example: If Supplier Late or Supplier Error is being applied often to jobs, management has the opportunity to find out specifics about the order and the job and use this detail to address the problems with the relevant supplier.

Supervisor Notes

Supervisor notes are applied to the Progress Period and are intended to be a summary of where the job is at that week. These notes are displayed on the Construction Overview screen for that week and are included in a variety of standard construction reports. They are also visible on the Logistics History screen, against each of the relevant progress periods.

Though the detail of the progress of the job is available, these notes can be used to create a “quick glance” summary so management can easily understand the progress, without the need to delve too far to find out. For this reason, it is recommended that a standard be implemented that guides supervisors on how to refer to the status.

Example: it is not necessary to put “At Frame” because the stage is available on the screen and in reporting. It would be more useful to say “Frame up, waiting on inspection”, because it provides a more detailed idea of where in the process the job is.

Operator Notes

Operator notes are intended for data entry personnel. These notes are saved with the progress period and may be displayed on the Construction Overview screen, but are not generally included in reports. They are used to remark on any issues in relation to the data entry of the data for that week.

Work Flow Tab

The Work Flow tab displays the construction supervisor and manager allocations and all the key forecast and actual start and complete dates for each key stage in the construction programme.

Though these can be manually entered, they can be linked through to the activities in the logistics programme, so that they will reflect the information entered. These dates will also be visible in the Construction Overview screen.

By default, the stage completion dates raise a claim for that stage.

Summary Tab

The Summary tb contains statistical information about the impact the activity information has had within that progress period, overall and how it has affected the anticipated completion.

What To Do

Requirements

In order to use the data entry screen Construction Logistics Programmes must have been created and assigned to jobs. Progress Periods must also have been created and called.

Planning

Data Entry/Meeting Day(S) Determined

Determining the data entry day will depend on your current process. The following are recommendations based on two different procedures.

1. The construction meeting is used to gather the weekly progress from the supervisors. Updated progress reports are run after the meeting:
   • Data entry should occur on or directly after the construction meeting day. The construction supervisors and managers meet to review and update their progress for the week. Data entry is performed at the conclusion of that meeting. Reports are then run to show the updated progress.
2. The construction meeting is used to review the weekly progress with the supervisors. Up-to-date progress reports are run before, and reviewed during the meeting:
   • Data entry should be performed the day before or the morning of the construction meeting day. Remember that the updated progress needs to be provided to the data entry staff before the meeting and with enough time to update the system. Once complete the progress reports are run and given to the supervisors and Managers for use at the meeting.

The decision on the data entry day should also take into account when construction claims are invoiced as updating the system using the Data Entry screen will raise claims based on the progress for that week.

Labour Allocation

Determining when the labour is allocated to jobs will depend on the chosen process in the above step.

1. Assigning Labour After Construction Meeting: The labour allocation is discussed and decided upon in the construction meeting. Once complete, this list is given to the data entry staff member for entry into Framework ECM.
2. Assigning Labour Before Construction Meeting: The labour allocation is decided upon before the construction meeting and given to the data entry staff member. The labour is allocated in Framework ECM and printed out before the construction meeting.

Staff Training And Resource Allocation

Sufficient time should be blocked out to account for staff training. Training resources such as location, rooms, projectors and the like need to be established prior to the training being scheduled.

Staff Member(S) That Are Responsible For Entering The Data

The staff members responsible for the data entry must be chosen and advised of what the new role consists of. It is important that they are trained thoroughly and it is worth considering having other staff trained as back-up, should the full compliment of data entry staff be unavailable on a construction day. Consistency in data entry method is vital for consistency in data for reporting, progress, job history and claims.

Supplier Allocation

The Construction Logistics activities need to be reviewed and suppliers allocated to them. Though suppliers can be entered as free text if they are unavailable to select from the list, this is not recommended. Having the entity lists updated and ready for allocations can be achieved by co-ordinating with accounts or construction managers to know what suppliers and trades are entitled to be allocated.

For further information on how to enter and maintain the Entity lists, refer to the Best Practice topic - Managing Entities /Staff Allocations.

Implementation

Complete And Check Off Activities Specified In The Project Plan

The activities must be completed and signed off by the project manager.

UATs & Signoff

User Acceptance Testing (UATs) must be performed prior to going live. Once testing is complete, the implementation must be signed off.

Staff Training

As per the scheduling, staff training is undertaken.

Go Live

Commence using logistics data entry.

Ongoing Management

Consistent Data Entry Days

Data entry must be performed consistently. This will ensure that progress reporting is always up to date and correct. This also ensures that claims are raised and able to be invoiced once the work has been completed.

Ongoing Staff Training

As staff members/roles change in the business, revision training should be undertaken to ensure that the processes are being followed correctly.

Manage Process Based On Reporting Outcomes

Framework reporting should be a guide to managing the data entry process. The data entry times/days should be revised based on when reports are being run to ensure that the data is up to date when those reports are produced.

Regular Review Of Logistics Programmes

Periodic reviews of the logistics programmes should be done. This will ensure that any changes to the construction processes are being captured and accounted for. It will also assist in improving construction efficiencies by creating a clearer picture on the time taken to complete a job versus the time allocated by the business.

Regular Analysis Of Results/Reporting

Construction reports should run and reviewed regularly. These will highlight any deficiencies in the programmes and on site processes and give the business a complete picture of how it is travelling on-site.

With data being captured accurately, consistently and in a timely manner, the reporting available can extend from an individual’s weekly performance to an annual review of the entire department. To discuss the reporting options currently available and what can be done to tailor reports for individual needs, contact Insula Software.