Variable service templates are used to manage a service contract with different requirements at different intervals.

For example, you can create a base periodic template for equipment that requires monthly servicing, and add variable services for equipment that only requires quarterly or annual servicing.

The table below provides an example of a service contract which includes monthly, quarterly and annual servicing of equipment.

Create the base periodic template

The example service contract provided above specifies monthly, quarterly and annual services. In this case, we would create a monthly periodic template as the base, and then create two variable service templates for the Quarterly and Annual services.

Refer to Create a Periodic Task Template for step-by-step instructions.

Add assets

Equipment is registered within AroFlo as an asset against a client (or a business unit) and location. Access client assets via the Assets tab on the periodic template, and from here you can select the necessary assets specified within the service contract.

We now need to add the assets that require monthly servicing to our base periodic template. Click the Assets tab. Click Add Assets. Select the required assets from the asset register.   Create new asset If an asset does not exist in the register, click Add Asset to create a new asset. For more information, see Create an Asset.   Close the Search Assets window. Select a Service Action Group (if configured). What's a Service Action Group? Service actions allow Field users to quickly add documents, materials and compliance forms to tasks based on predefined services in a group. They can be linked to assets and/or task checklists. For information on how to configure a service action group, see Service Actions.     Enter the equipment location into the Description field (optional). Save.

 

Add variable service templates

From the base monthly periodic template, you can now create two variable service templates: Quarterly Service and Annual Service. Each variable service can have its own:

• Checklist
• Documents
• Materials
• Assets
• Compliance Forms

To add a Variable Service Template, click the Frequency Details tab (if necessary), then: Click Add / Edit Variable Service Template. Click Add Service Template. Complete the required fields as described in the table below. Save Repeat to Add Service Template as necessary.

Add assets to each variable service

We now need to add the assets required for each variable service.

1. If not already expanded, click the arrow next to the Service Template name to expand the details.
2. Click the Assets tab.
3. Click Add Assets.
4. Select the assets required for each variable service, i.e.: equipment requiring a quarterly service.
5. Close the Search Assets window.
6. Select a Service Action Group (if configured).
7. Enter the equipment location into the Description field (optional).
8. Save.
9. Repeat for each variable service template.

 

Add compliance forms to periodic assets

Compliance forms for a specific asset and service interval can be linked to assets listed on the variable service template. This allows your Field users to quickly and easily access the correct form for the type of service they are performing.

1. On the variable service template, click the Assets tab.
2. Click Forms.
3. Click View Forms.
4. Click Add Asset Compliance Form.  
   

   Asset compliance forms

   This list will only display the compliance forms that are linked to the asset on the asset card. If there are no compliance forms in this list, you can click the asset name to access the asset card and add the required compliance forms. For more information, see Create an Asset.

    
5. Double-click the compliance forms you require.
6. Close the Select Compliance Form window.
7. Save.

How do Field users find periodic asset forms?

When the task is generated for the periodic service, Field users will be able to access these compliance forms via More > Assets > options button on the asset > Forms > View Forms > Spec Forms > Periodic Asset Forms. Breakdown of available forms in this image Heading  Description Periodic Asset Forms Compliance forms linked to the selected asset, on the periodic task template. Asset Forms Compliance forms linked to the asset card of the asset you have selected. Periodic Forms Compliance forms added to the Compliance tab of the periodic task template. Linked Forms Compliance forms that have been linked to the task type.

 

 

 

Completed periodic template with variable services

We now have a single periodic template that will satisfy all of the service requirements of our maintenance contract:

• Every month, a task will automatically generate for the monthly servicing using the information set on the base period task template.
• Every quarter, a new task will automatically generate based on the information set on the quarterly variable service template.
• And finally, a task will automatically generate to suit the annual variable service template.

Set a specific commencement date for variable services

If you are creating a new variable service template for a service contract that is already in effect, you will need to use the Set Commencement Date function to ensure that each variable service is generated correctly.

Click the (calendar icon) button - top right of Variable Service Templates area). Select the Service Template you want to use as the start date. Select the starting Month/Year for that template. You can specify when the first variable service task will generate. This allows the system to predict the next generation date for each variable service template listed. For example, if the current month is May and you'd like to commence a 6 monthly service in July, then select the 6 monthly service template and July.   Save. All variable service templates will now be updated with a generation date based on your selection.

 

Variable Service Templates in Reports

When reporting on your periodic tasks, you can use Variable Service Template-related fields. Start typing ‘vari…’ to choose the fields you need. These fields are useful to help you distinguish if items added came from Variable Service Templates or the Periodic base template itself.

See an example

 

 

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