COMPLIMENTING THE AUSTRALIAN GOVERNMENT INNOVATION REVOLUTION

FREQUENTLY ASKED QUESTIONS

Contents

     What Jobs or tasks can I Schedule?

     Please explain the stages of Establishment of a Job or Project.

     Please provide an example of Fabric8 scheduling

What jobs or Tasks can I Schedule?

Any task or process that include a task name, a start and finish date and task notes.

“Scheduling” usually includes access to Business Rules and Policies together with any documentation necessary to complete the task.

• Diary items scheduling. (Once only or auto reoccurring tasks)
• General Office, inter office and remote offices/sites scheduling and communication.
• Quotation Jobs (Scheduling of tasks, Communication of required scheduling, documentation accessibility, Time frame and documentation compliance and accountability.
• Project Management - scheduling and Management.
• Construction/Builders, Jobs and tasks scheduling and Management.
• Quotation Scheduling and Management.
• Procurement Scheduling and Management.
• Progress Payment and Budget scheduling.
• Resource scheduling.
• Staff holiday and training scheduling.
• Industrial processing Jobs scheduling and Management.
• Asset Management scheduling.
• Architects /Designers fee proposal scheduling
• Architects/Designers Construction documentation preparation and collaboration.
• Architects Project Management with Critical Stage scheduling and Gantt Chart reporting.
• Contractor task Scheduling, documentation accessibility, communication and Accountability.
• Maintenance scheduling.
• Risk Management Scheduling.
• Essential Service scheduling.
• Quality Assurance scheduling and reporting.(Easy auditing of systems and plans)
• Emergency Preparedness and Business Continuity planning and scheduling.
• Compliance scheduling.
• Special Events Scheduling.
• Delay management scheduling, communication to effected “participants”, contract changes,

Etc.

Basically with Fabric8 you can allocate any Job or task, schedule its start and completion period, include notes necessary to complete the task, provide individual 24/7 access to all required scheduling and documentation (Job documents as well as Business Policies and Procedures documentation), manage and communicate scheduling and document changes and provide access to task reporting via individual Job Reports, multiple job reports together with a monthly calendar report.

Please explain the stages of Establishment of a Job or Project.

These could be as follows;

Job/Project Establishment.

1. Enter new Staff, Suppliers and Contractors (Local and remote) into Fabric8. Verify any access requirements to scheduling of (Tasks, Company Policy documentation, Job specific documentation, marking of tasks as completed or rescheduling of re-occurring tasks, viewing of a monthly calendar task report, access to Gantt chart reporting of jobs (All Tasks or Critical Tasks only for Job or selected dates Consider including the “Client” in scheduling for communication purposes.
2. Prepare a new Job” schedule in Fabric8 (from new, “own” or Fabric8 templates.)
3. Finalise scheduling of all allocated tasks as required from the New Job Setup section of Fabric8.
4. Upload all Job Specific documentation to Fabric8 as required. Plans, processes, Specifications, Compliance requirements, etc. if applicable in a format to upload eg. Pdf.,xlsx. docx etc.
5. Quickly and easily verify scheduling, task allocations, note additions, check task conflicts of Staff, Contractors and Suppliers via Job Setup checks.
6. Have all applicable areas of Management review and approve all scheduling, allocations, task notes and job documentation via quick Job Setup checks.
7. Activate job scheduling on the internet auto advising participants as nominated re their allocated task scheduling requirements. Prepare scheduling reports of forecast scheduling. (For later comparisons with actual)

Job/Project Management.

8. Review feedback from Staff Suppliers and Contractors re their identified Job scheduling, documentation etc. conflicts. Adjust or reallocate as required. Review original scheduling documentation.
9. Update scheduling reports or changes. (For later comparisons with final scheduling)
10. Manage scheduling as job progresses extending/ shortening critical tasks as required. (We recommend minimum changes only as these may impact severely on other “participants” scheduling.)
11. Manage Extensions of Contract completion time, auto advising Clients , Staff, Contractors and Suppliers as required of new scheduling.
12. Manage changes to documentation, by auto advising Staff, Contractors, and Suppliers as required of any new document uploads to the Job.
13. Nominated persons/Supervisors to mark tasks as completed.
14. Manage progress payments and scheduling of budget reporting compilation.
15. Manage Job finalization, handover documentation, certificates of completion, warranties etc

Job/Project Review.

16. Prepare and review of forecast scheduling compared to actual scheduling,  scheduling errors, scheduling blockages, wastage reports, documentation reviews, staff, Contractor and Supplier performance reviews as required.
17. Management review of Reports with all relevant departments.
18. Action of report findings. Implement changes to systems as required, review and make changes to templates as required.
19. Copy Job files required from Fabric8. Close the job.

Please provide an example of Fabric8 scheduling.

Job description – A tenanted investment property located at a remote location required the following

• A kitchen replacement.
• Kitchen vinyl floor replacement.
• Replacement of unusual Laundry washing machine taps
• Removal of mold on external brickwork (an identified health issue by tenant)
• Levelling of rear access path to remove trip hazards.
• Replacement of vanity located in bathroom
• Replacement of front balcony and stair balustrading.
• Works had to be undertaken whilst tenant was in occupation
• Tenant was concerned re having “tradies” in her home and general dust issues. Builder and tenant agreed re details security (Rooms obtaining valuables to be temporarily locked) and of final clean.

Quotation management. Site visit.

1. Site visit by builder to determine of works and to prepare quotation. Numerous photos were taken of all works to enable subcontractors to view proposed works without a site visit eg photo of meter box indicating that no upgrade of box to supply authority requirements was required. Extent of mold on external walls, Existing Kitchen details (With approx. measurements) (Any unknown factors were noted as items not quoted on)
2. Plans and specifications of proposed works were created.
3. Extent of works approved by owners.
4. Quotation job created in Fabric8 template and amended for this job scenario.
5. Required photos, Plans, Specifications and Site Work Health & safety  uploaded to Fabric8 for Quote referencing
6. Tenants site security measures (locks on all bedroom doors with all valuables to be held behind locked doors) implemented and WH&S communicated and signed. This information is included in documentation uploaded.
7. Quotation Job is activated on the “cloud” all tenderers receive auto emails to prepare a quotation based on documentation supplied Phone Contact is made to those who have not accessed F8 for downloading and preparation of a quote. Alternative persons asked to quote as required.
8. Auto reminder is received by estimator to check on outstanding quotations prior to quotation closing date.
9. As quotes come in tasks in Fabric8 are marked as completed by estimator.
10. All quotations received by due date

Contract Preparation

13. Quotation to owner prepared
14. Quotation accepted
15. Contracts prepared
16. Contracts signed

Premininary works.

17. Scheduling prepared from preset template. (Lead time of 3 weeks provided for preparations and kitchen manufacture)
18. Staff, Suppliers and Contractors task allocated and time frames determined.
19. Plans and Specifications photos and WHS uploaded to a Fabric8 Job.
20. All scheduling task allocations, documentation verified by Estimator, Scheduler, Site foreman as required. Progress payment scheduling entered for budget forecasting.
21. Landlord and Tenant approved scheduling.

Job activation

24. Job is activated on Fabric8 and participants given formal email notice of acceptance of work with access provided 24/7 to all Company Policy documentation and procedures, Job specific documentation and forecast scheduling requirements.
25. Owners verify Kitchen design, Floor coverings and wall and floor tiles. Kitchen Manufacturer confirms final site measurements and commences fabrication.
26. Job commences three weeks from activation to allow for task preparations.
27. Feedback received re participants own scheduling conflicts, possible overscheduling of participants tasks. Scheduling problems are overcome and adjusted on the internet.
28. Participants who have poor or doubtful compliance with scheduling, have duplicate call forward notices sent to the Supervisor to make phone contact to confirm their “call forward” scheduling.

Site works

30. Works proceed as per scheduling with all participants receiving call forward notices as agreed.
31. Variation required by Floor layer (Costs for timber floor levelling and the provision of hardboard underlay approved) Extension of time and additional costs provided automatically to the owner with automatic delay emails of 1 day forwarded as required

Completion.

32. Final clean and removal of site signage, safety barriers rubbish bin etc.
33. Client and Tenant walked through all rooms photos taken of all works, tenant signed as to satisfactory completions and no missing items.
34. Client authorized final payment. Warranties etc given to owner.
35. Defects liability period commenced.
36. End of Defects liability period.

 Review.

All quotes were prepared and forwarded without any site visit.

Only 2 persons visited the site during quotation stage ensuring minimum tenant disruption. (Estimator and Kitchen manufacturer)

Only 1 variation (Vinyl floor layer) -  customer was aware of this possibility and a variation approved and paid for immediately. Extra day for vinyl floor layer approved and communicated by Fabric8

Works completed, client happy, tenant happy, Suppliers and Contractors happy, Builder happy due to on time (except for 1 day) and on budget.

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