Estimated duration is a labour estimate drawn from service quotes, routines and products which carry over into generated tasks and defect quotes. It should be used as a way to understand how your technicians are performing on maintenance and repair jobs and a way to assess the health of your maintenance contracts (budgeted vs actual).
Setup
You will need access to routines on a property to setup estimated duration on a single routine level.
Can create and update properties
You will need access to the product catalogue and the ability to edit products.
Can change product
Can view product list and detail page
You will need access to the control panel to set up estimated duration on a service quote. Contact your system administrator if you are unable to access this or reach out to our support team for assistance
How to set up estimated duration on routines for an individual property (to apply to I&T tasks)
Estimated durations can be configured per routine level on the property and will inform the estimated duration of the tasks generated from them. Please note, changes to a routine's estimated duration will only apply to tasks created after the update, and existing tasks will not be adjusted automatically.
1. Go to a property, then click on the Routines tab.
2. You can change the estimated duration:
For a single routine on the property: Click on the name of the routine to view it, then select the appropriate level on the right hand side. Edit the Estimated duration field by double clicking on Xh Xm or use plus and minus button to reach the desired duration. Remember to click Save changes when you finalised the duration. Review Add routine to a property for further help on managing routines.
For all routines on the property in the same Service group: Click on the XhX visible below the Service Group name in the routines grid. The pop-up window will display the estimated durations for all levels falling within this Service group, which you can adjust from that window. Remember to click Save when finalised.
Example of how this works
A property with the following routines:
Fire extinguisher routine with an estimated duration of 60 mins on the 6 monthly level
Fire blanket routine with an estimated duration of 30 mins on the 6 monthly level
When you generate routine tasks, if both routines have the same service group, they will generate on the same task and will have a combined total estimated duration of 90 minutes.
How to set up estimated duration for all routines in the Control Panel (to be applied for Sales Quotes and routines on properties)
Navigate to Control Panel -> Routines, click on the Routine name. Then click the pencil icon next the the relevant level, provide the Estimated Duration - Asset or Estimated Duration - Visit fields and click Update level.
Please note
the estimated duration from the Control panel will only be applied if there is no estimated duration on the level added against property
If the duration is provided for both visit and asset, the final estimated duration will include both: Estimated Duration - Visit + (Estimated Duration - Asset x # of assets)
Where multiple routine levels are specified on the same line item on a service quote, Uptick will apply the estimated duration from the longest frequency level to the service quote (e.g. If you set 5 mins estimated duration on a six-monthly and 30 minutes on an annual, the service quote will populate with 30 minutes as the estimated duration)
Learn more on managing the routine service level types and levels in Create or update standards, routine service types and levels
How to setup estimated duration on material products (to apply on defect quotes and the resulting task)
When estimated duration is set on material products, these will factor into defect quotes. The total duration on all the products quoted will populate the estimated duration on a task raised from the quote.
1. Go to Billing > Product Catalogue
2. Find the product you want to add estimated duration to, and click View
3. Click Update
4. Scroll to Quoting section and add in Estimated time. If you are creating a new product, this field will also be available for editing before saving.
Formatting:
When inputting estimated time against a product, you only have to give a number in minutes (i.e. 120 = 120 minutes = 2 hours).
Example
A material product for the replacement of a 4.5kg extinguisher has an estimated duration of 10 minutes. 2 of these are added to a defect quote.
A material product for the replacement of a smoke alarm has an estimated duration of 15 minutes. 3 of these are added to the defect quote.
In the above example, the task raised from the approved defect quote will be 35 minutes (2x10 + 3x15).