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Jim2® Business Engine Help File

tools status

 

Jim2 is a real-time, status-driven system. The performance of an action and who is responsible for that within the workflow is indicated by a Status.

 

Specific statuses can be used to track where things are up to, and what to do next in terms of the overall progress of:

Jobs – sales/service/manufacturing

Stock showing in the job stock grid

Tests or checks (Applies stock) showing in the job stock grid

Invoices

Purchases

Stock Transfers

Returns From Customers

Returns to Vendors

Stock Adjustments

Quotes

Cheques.

 

Quality

The changes to a status within any of the above should follow known work practices, so decisions to stop and/or continue work are tracked. By using statuses, easily monitor, measure and chart the progress of the workflow, and identify bottlenecks. As users change a status, a time/date/initial stamp is automatically added to the record. Jim2 can use these real-time records to calculate and report statistically on issues of productivity, supply and work practices.

 

When setting up Jim2 for the first time, or if reviewing work practices at a later date, careful consideration is required as to the impact of the Status grid and the changes or additions made. Users can own a status as part of their job description, eg. the purchasing officer can own the statuses of Parts and Ordered.

 

Quality

This Status grid can also be used as a training tool and quality assurance document, as well as a guide for users as to what they should do next.

 

In the Status screen shown here, there are 19 tabs at the top, with the Sales Job tab currently selected. These relate to the respective object areas within Jim2.

 

There are 15 default statuses (rows), some of which can be configured, and more can be added.

 

statusnew

 

Following is a brief explanation of each status. As seen in the above image, more detailed information about each status is displayed in the Comments column.

 

Status

Explanation

Can Deactivate

Can Rename

Can Delete

Booked

The default status applied to a new object.

No

No

No

Burn In

Serviced and undergoing tests.

Yes

Yes

Yes

Call

The customer needs to be contacted, eg. to provide a quotation.

Yes

Yes

No

Cancel

Used internally to cancel an object.

No

No

No

Finish

The final status of successfully completed objects.

No

No

No

Info

Feedback from customer or supplier is required before continuing.

Yes

Yes

Yes

OKed

Customer has given the go ahead.

Yes

Yes

Yes

Ordered

Order raised. Waiting for stock or parts. Job is on hold.

No

No

No

Out

For various reasons the job is not physically in the building.

Yes

Yes

Yes

Parts

The job requires stock or parts to continue.

Yes

No

No

Problem

The job cannot be completed for some reason not covered by other statuses.

Yes

Yes

Yes

Proceed

This is normally the next step after Ordered or Info.

No

No

No

RAI.NR

Return As Is – Not Repaired. For service jobs only.

Yes

No

No

RAI.US

Return As Is – Unserviceable. For service jobs only.

Yes

No

No

Wait

This normally follows on from Call, eg. when a customer needs to make a decision and call back.

Yes

Yes

Yes

 

The Status grid has 14 columns which are explained below (ticked boxes).

 

status columns

 

Column

Explanation

In Object

This status is available within the Jim2 object, ie. based on which tab in the header, ie. Sales Job.

In List

This status is available to use within the Jim2 object list.

Active

This status is active.

Status

The name of the status.

Responsibility

The person(s) responsible for the status – used for quality and training purposes.

Comments

A description of the status and its use within the workflow.

Due Days

Sets the maximum number of days that the job can remain on this status before becoming overdue.

Due Hours

Sets the maximum number of hours that the job can remain on this status before becoming overdue.

Due Mins

Sets the maximum number of minutes that the job can remain on this status before becoming overdue.

Sec. Level

The security level required to access this status.

Exclude from committed

Prevents stock from being committed when a job is at this status level, ie. select this option for each status below the level of OK, to prevent stock from being committed until the go ahead has been given.

Exclude from Benchmark

Exclude this status from performance benchmarking, ie. if used on the Wait status of a service job, the performance benchmark will not be affected should a customer fail to respond to a quotation in a timely manner.

Publish Status

Set how this status is displayed when published to the web, ie. an internal job status of Problem could be displayed as In Progress when this job is viewed online.

Highlight in List

Show status in list.

 

Refer to Strict Workflow for more information.

 

Please contact sales@happen.biz to discuss report development that includes status benchmarking.

 

Further information

Security on Individual Statuses

Setting up or Changing a Status

Add a New Status