Review of what a Supervisor can and can't do in the system and how to do it.
Supervisors have several capabilities in the system to help manage their staff and assets.
In addition to everything that a maintenance user can do, a supervisor can:
- Assign tasks, inspections, and work orders to users they supervise.
- Create scheduled tasks. Edit and maintain scheduled tasks they created.
- Create buckets and bucket tasks for users they manage.
- View and assign work requests for assets they manage.
- Create quick assignments for easier task assigning.
- Create projects to track work requiring multiple tasks.
- Build inspections and edit the ones they created.
- Use a more robust reporting dashboard
A supervisor can not:
- Create new assets or modify existing assets they do not manage.
- Add or modify task categories and types.
- Modify work, expenditure, or hours types menus.
Here is an overview of how to do these things.
A supervisor's home screen looks similar to an administrator's home screen. The key difference is that supervisors only see staff who report to them. To learn how to get staff to report to a supervisor, see the Setting Up a Supervisor Role training.
Creating a Task
Learn the basics of creating a task. Once you understand the fundamentals of task creation, it's easier to build out more advanced tasks like scheduled tasks and bucket tasks.
https://knowledgebase.productiveparks.com/knowledge/create-a-task
Creating Task from a Work Request
If you are an asset manager, you will be able to see work requests for the assets you manage. You can easily view and convert those work requests to tasks for your maintenance team.
https://knowledgebase.productiveparks.com/knowledge/converting-a-work-request-to-a-task
Here is a general overview video of how work requests are created.
As a supervisor, you don't necessarily need to create a work request. Work requests are more for non-maintenance staff or maintenance staff who notice something they cannot get to right away. Instead of creating a work request, you can directly assign a task to a staff or task bucket and save yourself a step.
Scheduled Tasks
Start developing your maintenance plan with scheduled tasks. Scheduled tasks are similar to creating a task, except you determine the frequency and duration you want them to recur. Then, the system automatically populates the scheduled task series for you.
https://knowledgebase.productiveparks.com/knowledge/scheduled-tasks
You can also see a video overview of scheduled tasks.
Supervisors can only edit scheduled tasks that they create.
Bucket Tasks
Bucket tasks are a great solution for teams that are relatively independent. Supervisors can put tasks in a "bucket" where select staff can see them. Predetermined staff can view and pull those tasks as they become available.
https://knowledgebase.productiveparks.com/knowledge/bucket-tasks
You can only add the staff that report to you to the task buckets you create.
Quick Assignments
Quick assignments are a great way to save time and clicks when assigning tasks. Create templates for tasks you do frequently but not necessarily on a regular schedule—graffiti removal, for example. Once created, simply choose the quick assignment, and the task information automatically populates. You can still add variables (like location) or change anything in the template while creating a specific task.
https://knowledgebase.productiveparks.com/knowledge/quick-assignments
Projects
Projects allow you to assign any number of tasks to a specific project for tracking purposes. Then, you can report all the different tasks as a group. Projects are helpful when you want an easy way to track things like building remodels, playground replacements, or preparing for special events.
https://knowledgebase.productiveparks.com/knowledge/projects
Create and Edit Inspections
Our inspection builder is a great way to create safety inspections and procedural directives, multiple tasks on one screen, and more. Here is a basic overview of creating an inspection.
https://knowledgebase.productiveparks.com/knowledge/inspections-and-checklists
Supervisors can create new inspection templates for their teams. They can edit the ones they create, but cannot edit inspections others (like administrators) create.
Printing Tasks for the Day
Some agencies choose to make a paper copy of upcoming tasks to hand out to staff. While this doesn’t take advantage of all of Productive Parks' features, it is possible to do with the software. Here are some ways to do it.
https://knowledgebase.productiveparks.com/knowledge/printing-tasks