How to Complete an Occurrence
All occurrences within a maintenance plan can be found in the Schedule widget. When an occurrence is created, it is automatically set to status Open. When the tolerance set for the occurrence is reached, the occurrence is automatically set to status Pending. This is when the occurrence can be actioned.
If the occurrence has reached an 'Overdue' status, it can still be actioned.
Every pending or overdue occurrence will have the option to move it to In Verification status by clicking the Documents received icon.
You will be required to upload any supporting documents when completing the occurrence. Document upload when completing an occurrence is mandatory.
To upload a document, click Upload documents to select a document from your computer or click Select from DMS to select a document existing in the Document Management System (DMS). When you select a document, select a library to upload the document to.
Click Add to complete the occurrence. This will change the occurrence status to Completed.
Alternatively, occurrence documents can be sent in and uploaded via email.
The document attached to the email needs to be named in the format of ;
PPMid_ddmmyyyy_filename.docx
for example:
The Status of the occurrence will then change to In Verification, you can then complete or reject the occurrence.
If you click the Complete occurrence icon, you will be able to select the date of completion using the calendar, the approved by will be auto-populated. Then select Confirm.
The Status of the occurrence will change to 'Complete'.
How to Reject an Occurrence
All occurrences within a maintenance plan can be found in the Schedule widget. When an occurrence is created, it is automatically set to status Open. When the tolerance set for the occurrence is reached, the occurrence is automatically set to status Pending. This is when the occurrence can be actioned.
If the occurrence has reached an 'Overdue' status, it can still be actioned.
Every pending or overdue occurrence will have the option to move it to In Verification status by clicking the Documents received icon.
You will be required to upload any supporting documents when completing the occurrence. Document upload when completing an occurrence is mandatory.
To upload a document, click Upload documents to select a document from your computer or click Select from DMS to select a document existing in the Document Management System (DMS). When you select a document, select a library to upload the document to.
Click Add to complete the occurrence. This will change the occurrence status to Completed.
The Status of the occurrence will then change to In Verification, you can then complete or reject the occurrence.
If you click the Reject occurrence icon, you will be able to select the date of rejection using the calendar. The Approved by field is auto-populated, provide a comment as to why the upload is being rejected.
Provide a Rejection code from the dropdown list given. Then click Confirm.
The status of the occurrence will then change to Rejected.
When you receive further documentation from the supplier you will be able to click the Documents received icon and reject or complete the occurrence again. When the occurrence is rejected, the supplier will receive an email notification informing them that their work has been rejected.
Dockets
On some occasions, on-site engineers have to use a macro to build their self-delivery dockets. Within iSite there is the functionality so that the user has the ability to produce a docket that will be generated by the system to allow the user to print off and sign whilst having all the relevant details pre-populated on the docket. The user will be able to download the docket via the print icon.
If a docket is required, the docket can be produced via the icon and it will look like the screenshot below. All the engineer requires is his/her signature and this can then be uploaded against the occurrence record id for evidence
If the user forgets to print the docket, then they can use the Include Completed Filter to bring back the completed occurrence into the schedule. From there, they will have the print option to print the docket. If the occurrence has broken the 90 Day validation rule for work to be completed, then the status will have gone to Failed and the filter will not bring back the occurrence into the schedule. This would be for older occurrences. The failed occurrence will be found in the History tab.
