CONTROLLED DOCUMENT: WI-ABM-1108
QMS STANDARDS
BUSINESS UNIT:
ABM 551 Fifth Avenue, Suite 300, New York, NY 10176
STANDARD TYPE:
Work Instruction
PROCEDURE TITLE: UW Field Work Activity - Onboarding
AREA: Operations TYPE OF PROCEDURE:
Transition and Validation
DOCUMENT NUMBER: WI-ABM-1108 REVISION: 1.2
PROCEDURE STATUS IMPLEMENTED DATE REVISION DATE
Released 03/05/15 03/05/15
UNLOCK DOCUMENT TO EDIT BEYOND THIS POINT 1.0 PURPOSE/SCOPE Through Field Work Activity, Unified Workforce provides a work activity interaction for field labor resources with a transactional work order management system. The device and operating system agnostic tool allows field personnel to check in and out of work activity, see related activity data, check into equipment, list materials, locate location based subject matter experts and compete for four over all social awards (efficient, effective, equipped and overall). The effective use of any solution is dependent on a proper onboarding process. This Work Instruction (WI) defines the onboarding process of Field Work Activity in UW. 2.0 RESPONSIBILITIES 2.1 TASK RESPONSIBILITIES
It is the responsibility of all participants of UW and Field Work Activity to read, understand and abide by the provisions of this WI. It is the responsibility of managers from locations or divisions that will implement the use of UW to read and abide by the provision of this WI. It is the responsibility of the UW Support Team to ensure the validity and effectiveness of the configuration process.
2.2 APPROVAL / ESCALATION RESPONSIBILITIES The Senior Vice President of Learning and Quality is the point of escalation for all matters contested or inquired upon this WI.
Procedure Title: Field Work Activity Onboarding
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CONTROLLED DOCUMENT: WI-ABM-1108
QMS STANDARDS
3.0 PROCEDURE (SOP OR WI STEPS) 3.1 AREAS OF ONBOARDING The onboarding process for Field Work Activity includes the following areas: Access to Unified Workforce o Field Work Activity o Work Activity Queue (if leveraged) o Learning Management Communication Training Support 3.2 FIELD WORK ACTIVITY AND HOPPER WORK ACTIVITY Typically, the use of UW for work activity management begins with Field Work Activity (WA). UW members can use Field WA without the Queue. However, the Queue can’t be used without Field WA. In other words, the onboarding process when using UW for work activity management begins with Field WA. 3.3 CONFIGURATION The configuration of information in the UW Admin Portal works hand-in-hand with the onboarding process. This is a critical step that is performed by the UW Support Team with information derived from the work order management system and batch user import process. See Section 5.0 to read WI-ABM-1111 UW Field Work Activity Configuration for additional information 3.4 TYPES OF ONBOARDING There two types of onboarding methods into UW and Field WA: By Location or Division – as part of an implementation initiative; see Section 3.5 on the step-by-step process for onboarding a location or division. By Individual User (New Hire) – see Section 3.6 on the step-by-step process for onboarding a new hire. 3.5 ONBOARDING BY LOCATION An office, location or division can be on boarded into UW in partnership with an EASI Location or Solution Supporter. This method can be the simpler way of provisioning access to UW for multiple numbers of users through a batch import process. It eliminates the need for each user (during the implementation process) to register individually. STEP WHAT 1. 1Follow UW Location . Onboarding Process (includes batch import process) 2.
3.
Integrate Work Order Management System (WOM) with UW Series of communication is initiated (1, 2 and 3 of 6)
WHEN Decision is made to start using the Queue
When initiating the use of SC and SD Implementation Phase – as prompted by LQ Team or Project Manager
Procedure Title: Field Work Activity Onboarding
COMPETENCY (WHO) > UW Support Team > LQ Team/Project Manager > Location or Solution Supporters UW Support Team WOM Administrator
HOW (TOOLS) WI-ABM-1103 UW Onboarding Location
Location or Solution Supporters
Email communication series
WI-ABM-1111 UW Configuration Field Work Activity
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CONTROLLED DOCUMENT: WI-ABM-1108
STEP 4.
QMS STANDARDS
WHAT Training is scheduled and completed
WHEN Deployment Phase
5.
Send out next set of communication (4 and 5 of 6)
6.
Initial log in of users
Deployment Phase – as prompted by LQ Team or Project Manager Deployment Phase
7.
Support process is followed
PostDeployment
8.
Send out final communication (6 of 6) – Mainstreamed
PostDeployment Phase
COMPETENCY (WHO) > LQ Team/Project Manager > Location or Solution Supporters > End Users Location or Solution Supporters
HOW (TOOLS) Web conference
End Users
QuickTip: Logging into UW for the first time
> UW Support Team > Location or Solution Supporters Corporate Quality Manager
WI-ABM-1551 UW Support and Notifications
Email communication series
Email communication series
3.6 ONBOARDING INDIVIDUAL USERS OR NEW HIRES When new individual users need access to UW and/or the Queue, outside of an initiative to deploy UW to an entire location or division, the following steps must be followed: STEP
WHAT
WHEN
COMPETENCY (WHO) Location or Solution Supporters
HOW (TOOLS)
1. 1Send . communication to New Hire/New UW User that guides them on the registration process
At Start Date
2.
Registration process is followed
At Start Date
New Hire
QuickTip: How to create a new UW account
3.
Contact new user to complete registration process Send welcome email with log-in information and end user learning content links
Upon receipt of registration
UW Support Team
Manual process
To complete process
UW Support Team
Email Template
4.
Procedure Title: Field Work Activity Onboarding
Email communication templates
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CONTROLLED DOCUMENT: WI-ABM-1108
5.
6.
7.
QMS STANDARDS
Send training information on Solution Supporter role User logs into UW
If new hire is a Solution Supporter
Corporate Education Manager
http://www.abmlq.com/wiab m1507c
To complete process
New Hire
QuickTip: Logging into UW for the first time
Support process is followed
Long-term use of UW
> End User > Location or Solution Supporter > UW Support Team
WI-ABM-1551 UW Support and Notifications
4.0 SPECIAL DEFINITIONS THE FOLLOWING TERMS ARE REFERRED TO IN THIS STANDARD; TO VIEW THE DEFINITION OF EACH TERM PLEASE CLICK ON THE LEXICON LIBRARY LINK: LEXICON LIBRARY TERM ABM LQ, Learning and Quality Admin Portal Field Work Activity QuickTips TNT, Types Normalization Table UW, Unified Workforce WI, Work Instruction Work Activity, Queue
5.0 ASSOCIATED REFERENCE DOCUMENTS THE FOLLOWING DOCUMENTS PROVIDE ADDITIONAL INFORMATION: DOCUMENT NAME WI-ABM-1102 UW Onboarding Locations WI-ABM-1551 UW Support and Notifications
Procedure Title: Field Work Activity Onboarding
LOCATION http://www.abmlq.com/wiabm1102 http://www.abmlq.com/wiabm1551
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CONTROLLED DOCUMENT: WI-ABM-1108
QMS STANDARDS
6.0 ASSOCIATED KNOWLEDGE DATABASE THE FOLLOWING KNOWLEDGE DATABASES PROVIDE ADDITIONAL INFORMATION: KNOWLEDGE DATABASE Email Communication Templates QuickTip - How to Create a New UW Account QuickTip – How to log into UW for the First Time
LOCATION http://www.abmlq.com/wiabm1108a http://www.abmlq.com/wiabm1102a http://www.abmlq.com/firstuwlogin
QuickTip – How to log into UW in Outline Mode Video: UW Queue Overview
http://www.abmlq.com/uwoutlinemode http://www.abmlq.com/uwqueueovervie wvideo http://www.abmlq.com/qmsabm0005 http://www.abmlq.com/wiabm1111 http://www.abmlq.com/wiabm1105 http://www.abmlq.com/wiabm1107
QMS-ABM-0005 UW Quality Manual WI-ABM-1111 UW Field Work Activity Configuration WI-ABM-1105 UW Work Activity Queue Onboarding WI-ABM-1107 UW Work Activity Queue Usage and Adoption WI-ABM-1110 UW Work Activity Queue Configuration WI-ABM-1551 UW Support and Notifications
http://www.abmlq.com/wiabm1110 http://www.abmlq.com/wiabm1551
7.0 ASSOCIATED TOOLS THE FOLLOWING TOOLS MAY BE REQUIRED FOR COMPLIANCE TO THIS STANDARD: ASSOCIATED TOOLS R-WI-ABM-1105-3 TNT Table Excel File Unified Workforce
LOCATION http://www.abmlq.com/wiabm1105c https://unifiedworkforce.abm.com
8.0 REVISION HISTORY REVISION (X.X) DATE OF LAST REVISION (MM/DD/YY) LAST APPROVAL DATE (MM/DD/YY)
1.2 03/05/15 02/16/15
DOCUMENT AUTHORS: Melissa Cipriani; Matt Sexton; Mike Walker
Procedure Title: Field Work Activity Onboarding
DOCUMENT MANAGER: Melissa Cipriani
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CONTROLLED DOCUMENT: WI-ABM-1108
QMS STANDARDS
REASON FOR CHANGE:
Revision 1.0 1.1 1.2
SECTION / PARAGRAPH CHANGED All All All
DATE OF REVISION MM/DD/YY
CHANGE MADE
Initial Entry Prepare for final review; update references of “Hopper” to “Queue” Prepare for release
08/20/14 01/15/15 03/05/15
9.0 ELECTRONIC NOTIFICATION LIST: ELECTRONIC NOTIFICATIONS PERSONNEL IN THESE ROLES MUST BE NOTIFIED WHEN THIS WI IS UPDATED OR RE-RELEASED: ABMLQ, Senior Vice President ABMLQ Team ABMLQ UW Support Team Solution or Location Supporters
10.0
APPROVALS
PLEASE GO TO THE LINK BELOW FOR THE ELECTRONIC RECORD OF THE REVIEW AND APPROVAL OF THIS POLICY. DOCUMENT REVIEW FIRST APPROVER NAME: GREG LUSH BUSINESS UNIT: ABM
SECOND APPROVER NAME: MATT SEXTON BUSINESS UNIT: ABM
TITLE: SENIOR VP, LEARNING AND QUALITY TITLE: UW DEPLOYMENT SIGNATURE: ELECTRONIC APPROVAL SIGNATURE: ELECTRONIC APPROVAL
THIRD APPROVER NAME: MIKE WALKER BUSINESS UNIT: ABM
TITLE: MANAGER, EMERGING INNOVATIONS SIGNATURE: ELECTRONIC APPROVAL
DOCUMENT HISTORY SECTION: Document Created on 08/20/14 by Melissa Cipriani Document Modified on 01/15/15 by Melissa Cipriani Document Modified on 03/05/15 by Melissa Cipriani
Procedure Title: Field Work Activity Onboarding
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