Uptick provides some reports to help you keep your data clean. It's important to check these reports before generating your monthly programme maintenance work, or you could miss servicing visits or attend in the wrong month.
To access the Data Review Dashboard:
Select Tools from the top navigational menu and click Intelligence, then hit the Data Review button under Operations section.
There are many sections that aim to ensure you are at "0" before you generate your monthly tasks. The most important reports are:
- Service contracts due before starting
- Service contract next due blank
- Properties without map coordinates
- Service contract next due date passed
- Either Unscheduled service contracts ideally due next month if you're generating a few days before the end of the month, for next months work.
- Or Unscheduled service contracts ideally due this month if you're generating in the first few days of the month.
1. Properties with Access Schedule Set to Needs Review
In this case, the office should follow up with the client to verify the proper access protocol. Office personnel can easily fix this issue by looking up the property profile, contacting the manager of the property and then completing the access field with the proper details.
2. Service contract next due blank:
To address this issue, office personnel can look up timeline notes by client. If nothing is indicated in timeline notes or correspondence, the office personnel should contact the client to verify the situation. Be sure to add notes under timeline to communicate action has been taken on the issue, generate the task [servicing, tasks, generate tasks] and send a task due notice [servicing, tasks, send due task notice].
3. Active tasks over 2 months old
Check the status of the task. Go to timeline notes to verify the status of the task. If no additional information is supplied, office personnel should contact the client directly.
If the task still needs to be completed, you can reissue the task, and set it as a high priority item. Add notes under timelines to communicate action has been taken on the issue, generate the task [link or servicing >tasks> send due task notice.]
If the task is active but pending service, you can adjust the task details by opening the task profile and changing the due date under details. Be sure to add a note to communicate the update and reason for extending the due date.
If the task is no longer active, go to servicing, tasks, manage tasks, search by task ID, click update, and un-check the box that reads "Is active". Change the status if necessary.
Add notes under the timeline to communicate action has been taken on the issue, generate the task [servicing, tasks, generate tasks] and send a task due notice [servicing, tasks, send due task notice].
4. Properties without map coordinates
These properties have not been geocoded properly. Open the property detail page and scroll to the bottom where it says Update Address. You can then use the geocode functionality by typing into the freeform field and hitting geocode until you're happy Google has resolved the location of that site.
5. Unscheduled service contracts ideally due this month / next month
As an example, these service contracts have a next due date in November. However, when examining each properties schedule block you'll see they should actually have a next due date in October.
To resolve this issue, first verify that it is in fact an error -- maybe although the task should ideally be due in October it was requested by the client to be done in November.
If you're confident that it was simply a data entry error, then edit each service contract and set the next due to align with the current month.
6. Properties with Access Schedule set to Needs Review
An office personnel should follow through with the review process of each property listed. This can be as simple as a phone call or email to the property manager to verify proper entry protocol and filling in the required information on the property form under Access Schedule. We advise you to add a note to the timeline to communicate the preferred form of entry has been established with the client.