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Program Navigator

This diagram is similar to a form within the program called the Navigator, which provides an alternative to the pull-down menu system.  The Navigator contains buttons and links to the various program functions.  Shown in the diagram are the major parts of the system and the interconnections between the parts.

Call/Requests

The request or call management system lets you log requests for work.  You can maintain status of the requests, assign who is responsible for resolution, create work orders, and more.

Simplify management and tracking of  multiple work locations or projects for each customer.  Assign contacts, record contract information, maintain a history of owners or work performed, and get directions for each location with a simple touch of your keyboard (requires MS MapPoint).

Follow these links for more project site related screen shots. Contacts, Contracts, Equipment, History, Information, Owner, User Defined Parameters.

Track the equipment at your customer's locations.  All the details of each piece are easy to find.  You can pull up a complete history of all work performed, create standard jobs to go with each item, and assign recurring tasks by meter reading or time period. 

Follow these links for more equipment related screen shots.  General Information, Details, History, User Defined Parameters, Recurring Tasks, Warranty Information

The flexible Work Order module allows you to create comprehensive work orders that take into account labor, materials, subcontracting, and other items. 

On a work order, the totals for planned cost, customer estimates, actual costs, and billed amounts are tracked separately.  This gives you the ability to see planned and actual profits.  Invoicing can be done based on estimates, or actual costs.   Markups can be set in a number of ways, including who is paying for the work, what the work is for, and the cost of the items.  A work order can also be billed or partially billed to the customer, to the company, or to any number of third parties like a warranty company, insurance company, or renter.

Work Orders are composed of one or more tasks.  These task items include material, labor, subcontracts, and other miscellaneous items.  The planned cost, customer estimates and actual costs are tracked right down to the individual task item.  The totals for all items make up the task totals.

Each task has an earliest, scheduled, and actual set of dates that are created from the dates and durations associated with the task items.  Labor hours are added up to determine the duration of a task.  Material availability dates are used to calculate when a task can start.  You can also delay a task making it dependent on another task.  Task item and task completion can also be tracked for status reporting and management control.

Follow these links for more Work Order Task related screen shots.  Labor Task Item, Material Task Item, Other Task Item, Sublet Task Item.

The schedule for a work order includes dates like requested completion, promised completion, earliest start, earliest finish, scheduled start, scheduled finish, actual start and actual finish.  The earliest dates are calculated based on the availability of material.  This includes looking at inventory quantities and purchase orders.  The scheduled dates are adjustable based on when work is planned to be done.  Actual dates are determined based on when material is issued and when labor is actually performed.  Numerous tools and reports are available for scheduling work assignments.

When a project is too big for one work order to organize the work, a work breakdown structure (WBS) is used.  A WBS takes a big project and divides the work into smaller work packages.  The structure is hierarchal with up to 6 levels deep.  Each item in the structure can be a single work order, or a single task within a work order.

Each item has an effectively date so items can be assigned to a base contract or to supplemental change orders.  A contract value can be assigned to the work package with retainage and earned value used to measure the progress of the work package and the amount that can be billed for progress billing.

The Inventory Management system is used to track materials on hand and facilitate ordering of new parts.  Material or parts can be tracked with quantity on hand, quantity on reserve, and quantity on order.  A reorder point and reorder quantity is used to replenish stock and automatically create a demand that is used to create purchase orders.  A powerful system for managing part numbers is included.  When a purchase order being prepared, the preferred vendor is used by default, but the user can choose an alternate vendor, and that vendor part number will be used on the purchase order.

Follow these links for more inventory related screen shots.  General Inventory, Purchase History, Receive Parts, Vendors.

Labor tracking is used to record actual work performed on a work order, task, and/or task item. 

PICS also keeps track of non-work order activities as well as start of shift and end of shift punch in/out times.  Time can be entered in a batch mode, or an employee can use a simulated time clock to enter their time.

Material is purchased for two reasons:  replenish inventory or order against a work order.  When a buyer decides to order, a list of all material needed is displayed and the buyer can assign which parts will be bought from which vendors.  Quantities are automatically entered based on the work order demand or the reorder quantity, but this can be manually overwritten as well.

Material from the same vendor with the same delivery address is combined into one purchase order.  Material can be optionally dropped shipped to a work location.

Follow these links for more purchase related screen shots. Order Parts, Parts Catalog, Edit Purchase Orders.

Manage tools, supplies, vehicles, equipment, etc. that your workers use.  Asset details include class, name, serial number, description, manufacturer, vendor, purchase date and value.  Check out and check in your assets by employee and by work location.

PICS handles communications of different types and formats including mail, email, fax, phone call, meeting, etc.  You can electronically fax or email to any number of people.  You have the ability to track open items, and do a variety of searches.

The communication system within PICS can be used as a totally integrated email system or, you can link your emails with Outlook.  There is also a voice message option so messages can be recorded, stored within the PICS database, and played back.  This is great for those users who want to quickly send a message and not have to type it out.

There is an extensive set of commands for dealing with related communications.  A single communication can have one or more replies.  You can create a reply with a single button and fields will be automatically filled in the reply communication.

Document Details

With the document library, you can maintain documentation directly through PICS including creation of documents using other application software.  Manage distribution of documentation and track who received copies of documents. PICS includes a number of other document properties including the ability to check a document out and back in so only one person can make a change.  An approval system can be used to track contacts that must approve the document before it is released.  Revision tracking, child documents, and parent documents are other optional capabilities.

PICS allows you to attach notes and/or documents to almost anything in the system.  This includes customers, work locations, work items, vendors, employees, documents, communications, inventory items, work requests, work orders, work tasks, task items, and assets.

There is no limit to the number of notes and/or documents that can be attached to any item.  Each note is date/time stamped, can be identified as a special type of note, and can be initialed by the individual that created it.  The attached document can be any type of external file, or a document in the document library.

This software features a powerful and flexible reporting system.  Whether you run the predefined reports or create an ad hoc report, all the information you need to run your company is only minutes away.   The user can take a pre-defined report and make new reports changing sorting and filtering.

Several options exist for various reporting functions including previewing a report on the screen, sending it to a printer, exporting it to an Excel file, or saving it as a snapshot report for later viewing.  Some reports are just straight text reports, others are graphs, some create labels, and some are also interactive using pivot table and pivot graph technology.

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