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Owner Dashboard

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    Terms and Additional Notes:

    Below are a few terms and items you will need to be aware of when looking at the Owners Dashboard:

    • The Owners Dashboard will only include work orders that were marked Tech Completed within the selected date range you used when running the Owners Dashboard.
    • Dashboard reports should not be used when comparing information from other reports. Each report has its own set of criteria which determines what information is included/excluded in a report. 
    • Creation Date: Date a record was created in SmartWare
    • Demand: Work orders where the Warranty checkbox = unselected
    • Warranty: Work orders where the Warranty checkbox = selected
    • Diagnostic Only: Work orders where the Warranty checkbox = unselected and only accepted task on work order is a Diagnostic Task (Task #: OO4 or OO5)
    • New Customer: Defined as customers who have a creation date that is the same date as when the work order was created.  (Customer Record Creation Date = Work Order Creation Date)
    • Existing Customer: Defined as customers who have a creation date that is before when the work order was created. (Customer Record Creation Date < Work Order Creation Date)

    Navigate to Owners Dashboard

    You can access the Owners Dashboard by navigating to the following location:

    • From the main menu on the left side of the screen, select Dashboards and then select Owners
    _Info.png Owners Dashboard is only available to individuals whose user account is setup with role:  Owner


    How to run the Owners Dashboard

    The Owners Dashboard is divided into two main sections: Filters and Owners Dashboard

    • Filters: Allows you to customize the criteria used to display the Owners Dashboard
    • Owners Dashboard: Will display dashboard information based off the filter criteria selected
      Dashboard_-_Owners__2_.png
      Dashboard – Owners

    Report Filters:

    The filters section allows you to customize the criteria used to display the dashboard.
    DashboardFilters.png
    Dashboard - Filters

    Below is an explanation of the available filter options for use with the Owners Dashboard:

    Filter Functionality
     ViewCurrentFilter.png

    Allows for quick selection of viewing the dashboard for a single day, week, month, quarter, or year without the need to type in a date range.

    • Click on one of the designated buttons (Day, Week, Month, Qtr, YTD) will automatically set the From Date & To Date fields for you
     FromDate.png Used in determining date range report will run for:  Represents date report should start from.
     ToDate.png Used in determining date range report will run for:  Represents date report should end on.
     ShowPicturesFilter.png

    Filter only applies to the owner’s version of Technician Big Board Determines if technician photos will appear on the dashboard

    • CheckboxChecked.png Checked: Technician’s employee photo will appear next to their name
    • CheckboxUnchecked.png Unchecked: No photo will appear next to the technician’s name
     IncludeWarrantyJobsInTurnsData.png

    Filter only applies to the owner’s version of Technician Big Board Determines if warranty jobs are included in the Turns Analysis section of dashboard

    • CheckboxChecked.png Checked: Will include warranty work orders in the Turns Analysis
      section of the Owner’s dashboard
    • CheckboxUnchecked.png Unchecked: Will exclude warranty work orders in the Turns Analysis section of the Owner’s dashboard
     AccountingClassCode.png

    Determines if dashboard will display information for all work orders or only work orders with a certain class code

    • Blank:  All work orders regardless of class code will appear displayed on the dashboard
    • Accounting Class Code selected:  dashboard will be filtered to only display information for the selected class code(s)
     TechnicianFilter.png

    Determines if the dashboard will display information for all technicians or only a specific selection of technician(s):

    • Blank:  All technician’s will appear displayed on the dashboard
    • Technician selected:  Dashboard will be filtered to only display information for the selected technician(s)
     TerritoriesFilter.png

    Filter only applies to offices with more than one territory setup in SmartWare.  Determines if dashboard will display information for all territories or only selected territories:

    • Blank:  All work orders will appear regardless of territory
    • Territory Selected:  Only work orders that have a Zone within the selected territory will be included in the dashboard
     UpdateButton.png Will updated the report based off the selected filters


    Owners Dashboard (Details):

    The Owners Dashboard is broken down into the following different sections:

    • Service Analysis
    • Average Service Cycle
    • Closed Job Statistics
    • Warranty
    • Recall Jobs
    • Turns Analysis

    Below you will find an explanation of each section of the Owners Dashboard.

    Service Analysis

    The Service Analysis is broken down into two sections:

    • The left-hand side is a breakdown of revenue by Demand (COD) and Warranty
    • The right-hand side is a breakdown of jobs by Demand (COD) and Warranty

      Dashboard – Service Analysis

    Service Analysis – Left Side

    Below is an explanation of the left-hand side of the Service Analysis section:

    Dashboard – Service Analysis (left side)

    Labor: Represents the Labor amount for all work orders that were marked Tech Completed within the selected date range.

    • Calculations can be confirmed by looking at the Owner’s Dashboard – Detail Export report for the following columns and conditions:
      • Demand: Labor Total (column) of all work orders where Demand Closed (column) is flagged
      • Warranty: Labor Total (column) of all work orders where Warranty (column) is flagged
      • Combined: Labor Total (column) for all work orders that were included in the export
      • Closed: Labor Total (column) for all closed work orders included in the export
      • Closed %: Percentage of Labor Total that consisted of closed work orders

    Parts: Represents the Total Part amount for all work orders that were marked Tech Completed within the selected date range.

    • Calculations can be confirmed by looking at the Owner’s Dashboard – Detail Export report for the following columns and conditions:
      • Demand: Part Total (column) of all work orders where Demand Closed (column) is flagged
      • Warranty: Part Total (column) of all work orders where Warranty (column) is flagged
      • Combined: Part Total (column) for all work orders that were included in the report

    Revenue: Represents the total revenue (labor + parts) of all work orders that were marked Tech Completed within the selected date range.

    • Calculations can be confirmed by looking at the Owner’s Dashboard – Detail Export report for the following columns and conditions:
      • Demand: Revenue Total (column) of all work orders where Demand Closed (column) is flagged
      • Warranty: Revenue Total (column) of all work orders where Warranty (column) is flagged
      • Combined: Revenue Total (column) for all work orders that were included in the export

    Avg Labor: Represents the average labor amount for all work orders that were marked Tech Completed within the selected date range.

    • Calculations can be confirmed by looking at the Owner’s Dashboard for the following columns
      • Demand: Labor (Demand) / Total Jobs (Demand)
      • Warranty: Labor (Warranty) / Total Jobs (Warranty)
      • Combined: Labor (Combined) / Total Jobs (Combined)

    Avg Part: Represents the average part amount for all work orders that were marked Tech Completed within the selected date range.

    • Calculations can be confirmed by looking at the Owner’s Dashboard for the following columns
      • Demand: Part (Demand) / Total Jobs (Demand)
      • Warranty: Part (Warranty) / Total Jobs (Warranty)
      • Combined: Part (Combined) / Total Jobs (Combined)

    Avg Revenue: Represents the average revenue amount for all work orders that were marked Tech Completed within the selected date range.

    • Calculations can be confirmed by looking at the Owner’s Dashboard for the following columns
      • Demand: Revenue (Demand) / Total Jobs (Demand)
      • Warranty: Revenue (Warranty) / Total Jobs (Warranty)
      • Combined: Revenue (Combined) / Total Jobs (Combined)


    Service Analysis – Right Side

    Below is an explanation of the right-hand side of the Service Analysis section:

    Calculations can be confirmed by looking at the Owner’s Dashboard – Detail Export report for the following columns and conditions:

    Dashboard – Service Analysis (right side)

    Total Jobs: Represents the count of work orders that were marked Tech Completed within the selected date range.

    Row Count % (percentage)
    Total Jobs: Demand Count of all work orders where Warranty (column) is not flagged on Detail Export (Total Jobs: Demand) / (Total Jobs: Combined)
    Total Jobs: Warranty Count of all work orders where Warranty (column) is flagged on Detail Export (Total Jobs: Warranty) / (Total Jobs: Combined)
    Total Jobs: Combined Count of all work orders that were included in the Detail Export  


    Existing Customers    : Represents the count of work orders that were for an existing customer and were marked Tech Completed within the selected date range

    Row Count % (percentage)
    Existing Customer: Demand Count of all work orders where Warranty (column) is not flagged and New Customer (column) is not flagged on Detail Export (Existing Customer: Demand) / (Total Jobs: Demand)
    Existing Customer: Warranty Count of all work orders where Warranty (column) is flagged and New Customer (column) is not flagged on Detail Export (Existing Customer: Warranty) / (Total Jobs: Warranty)
    Existing Customer: Combined Count of all work orders where New Customer (column) is not flagged on Detail Export (Existing Customer: Combined) / (Total Jobs: Combined)


    New Customers    : Represents the count of work orders that were for a new customer and were marked Tech Completed within the selected date range.

    Row Count % (percentage)
    New Customer: Demand Count of all work orders where Warranty (column) is not flagged and New Customer (column) is flagged on Detail Export (New Customer: Demand) / (Total Jobs: Demand)
    New Customer: Warranty Count of all work orders where Warranty (column) is flagged and New Customer (column) is flagged on Detail Export (New Customer: Warranty) / (Total Jobs: Warranty)
    New Customer: Combined Count of all work orders where New Customer (column) is flagged on Detail Export (New Customer: Combined) / (Total Jobs: Combined)


    FCC:     Stands for First Call Completes and represents the count of all work orders where the work order was marked Tech Completed on the same day that the work order was changed to Status = ‘Active’ for the first time and completed on the same day.

    Row Count % (percentage)
    FCC: Demand Count of all work orders where Warranty (column) is not flagged and FCC (column) is flagged on Detail Export (FCC: Demand) / (Total Jobs: Demand)
    FCC: Warranty Count of all work orders where Warranty (column) is flagged and FCC (column) is flagged on Detail Export (FCC: Warranty) / (Total Jobs: Warranty)
    FCC: Combined Count of all work orders where FCC (column) is flagged on Detail Export (FCC: Combined) / (Total Jobs: Combined)


    CRP:     Stands for Calls Requiring Parts and represents the number of work orders that were completed within the report date range and where the work order has parts marked as ‘Used’ and the used part is on an ‘Accepted’ Task.

    Row Count % (percentage)
    CRP: Demand Count of all work orders where Warranty (column) is not flagged and CRP (column) is flagged on Detail Export (CRP: Demand) / (Total Jobs: Demand)
    CRP: Warranty Count of all work orders where Warranty (column) is flagged and CRP (column) is flagged on Detail Export (CRP: Warranty) / (Total Jobs: Warranty)
    CRP: Combined Count of all work orders where CRP (column) is flagged on Detail Export (CRP: Combined) / (Total Jobs: Combined)


    Part FCC:     Stands for Part First Call Completes. This represents the number of work orders that are considered both FCC and where a part was used on the work order. 

    Row Count % (percentage)
    Part FCC: Demand Count of all work orders where Warranty (column) is not flagged and Part FCC (column) is flagged on Detail Export (Part FCC: Demand) / (CRP: Demand)
    Part FCC: Warranty Count of all work orders where Warranty (column) is flagged and Part FCC (column) is flagged on Detail Export (Part FCC: Warranty) / (CRP: Warranty)
    Part FCC: Combined Count of all work orders where Part FCC (column) is flagged on Detail Export (Part FCC: Combined) / (CRP: Combined)


    Average Service Cycle

    Below is an explanation of the Average Service Cycle section:

    • Calculations can be confirmed by looking at both the ‘Detail Export’ report and Owners Dashboard
      Dashboard_-_Average_Service_Cycle.png
      Dashboard – Average Service Cycle
    • Average Service Cycle: Represents the average number of days it takes for a work order to be completed, from start (1st time WO marked active) to finish (WO marked Tech Completed).
      • Demand: (Total number of Service Days for demand work orders) / (Total Jobs: Demand)
      • Warranty: (Total number of Service Days for warranty work orders) / (Total Jobs: Warranty)
      • Combined: (Total number of Service Days for all work orders) / (Total Jobs: Combined)

    Closed Job Statistics

    Below is an explanation of the Closed Job Statistics section:

    • Calculations can be confirmed by looking at both the ‘Detail Export’ report and Owners Dashboard
      DashboardClosedJobStats.png
      Dashboard – Closed Job Statistics
    • Closed Job Statistics: Represents the number of work orders that were marked as completed and not a warranty job or diagnostic only job
      • Closed #: Count of all work orders where Demand Closed (column) is flagged on ‘Detail Export’ report
      • Closed %: Closed # / Total Jobs (Demand)

    Warranty

    Below is an explanation of the Warranty section:

    • Calculations can be confirmed by looking at the Owner’s Dashboard for the following columns
      DashboardWarranty.png
      Dashboard – Warranty
    • Warranty Revenue: Revenue (Warranty) / Revenue (Combined)
    • Warranty Jobs: Total Jobs (Warranty) / Total Jobs (Combined)

    Call Back Jobs

    Below is an explanation of the Call Back Jobs section:

    • Calculations can be confirmed by looking at both the ‘Detail Export’ report and Owners Dashboard
      mceclip0.png
      Dashboard – Call Back Jobs
    • Call Back Jobs: Represents number of work orders that were marked completed and have the Call Back
      • Call Back #: Count of all work orders where Call Back (column) is flagged on the ‘Export Detail’ report
      • Call Back (%): (Call Back #) / Total Jobs (Combined)

    Turns Analysis

    Below is an explanation of the Turns Analysis section:

    Dashboard – Turns Analysis

    Turns Analysis: The Turns Analysis is a count of all parts that were used on work orders during the date range you selected to run the Owner’s Dashboard.  

    • Parts will appear sorted by the number of times each part was used (Turns)
    • Turns information will pull from work order PO’s where a PO exist

    The Turns Analysis section will take the following filter options into consideration when displaying information:

    Filter Functionality
     IncludeWarrantyJobsInTurnsData.png

    Determines if warranty jobs are included in the Turns Analysis

    • CheckboxChecked.png Checked: Will include warranty work orders in the Turns Analysis
      section of the Owner’s dashboard
    • CheckboxUnchecked.png Unchecked: Will exclude warranty work orders in the Turns Analysis section of the Owner’s dashboard
     TechnicianFilter.png

    Determines if Turns Analysis will display information for all technicians or only a specific selection of technician(s):

    • Blank:  All parts regardless of primary technician listed on work order will be displayed
    • Technician selected:  Turns Analysis will only display parts where the filter technician was the primary technician listed on the work order. 
      • Filtering by technician may result in the same part appearing multiple times on the Turns Analysis report since you are changing from displaying the total occurrences of a single part to the total occurrences of a single part by technician
      • Technician (column) will only populate when using the ‘Technician’ filter option
      • Technician column will display the primary technician that was listed on the work order where the part was used


    Additional Turns Analysis Items:

    Below is a brief explanation of additional Turns Analysis features:

    Field/Feature Functionality
    Total Extended Cost Represents Total Extended Cost amount for all parts listed in Turns Analysis section
    Total Extended Retail Represents Total Extended Retail amount for all parts listed in Turns Analysis section
     ExportTurnsDataButton.png Export Turns Data (button) will export all turns analysis information to an excel file
    Export Detail (button) will export all detail information to an excel file


    Owners Dashboard – Export Detail

    The Owners Dashboard – Export Detail was designed to help provide users with a detailed view of information appearing in the Owners Dashboard

    Below is an explanation of all columns available from the Owner’s export:

    Column Functionality
    Franchise Name Name of franchise the owner has created an Export Detail for
    Ticket # Work Order (ticket) number listed on the work order
    Customer Name Customer name as it appears on the work order
    Tech Completed Date the work order was marked Status: Tech Completed
    Employee Primary Technician listed on the work order
    Revenue Total

    Sub Total listed on work order

    • Labor Total + Part Total
    Labor Total Total Labor amount listed on work order
    Part Total Total Part amount listed on work order
    Diagnostic Only

    Indicates if the work order was a Diagnostic Only job

    • Exclamation.png (exclamation):  Diagnostic Only
    • NoExclamation.png (no exclamation): Non-Diagnostic Only
    Call Back

    Indicates if the work order was a Call Back job (has the Call Back box checked and linked to previous work order)

    • RedExclamation.png (exclamation):  Call Back
    • NoExclamation.png (no exclamation): Non-Call Back
    Demand Closed

    Indicates a work order that was not a warranty job or diagnostic only job

    • GreenCheck.png (checked):  Demand Closed
    • NoGreenCheck.png (unchecked) Non-Demand Closed
    New Customer

    Indicates if the customer listed on the work order was a new customer or existing customer

    • GreenCheck.png (checked):  New Customer
    • NoGreenCheck.png (unchecked): Existing Customer
    CRP

    Stands for Calls Requiring Parts and represents a work order that has parts listed on the work order (regardless of if the parts were used or the task they were on is accepted).  This is a representation of a potential call requiring parts.  

    • GreenCheck.png (checked):  CRP
    • NoGreenCheck.png (unchecked): Non-CRP
    FCC

    Stands for First Call Completes and represents a work order that was marked Tech Completed on the same day that the work order was changed to Status = ‘Active’ for the first time and completed on the same day

    • GreenCheck.png (checked):  FCC
    • NoGreenCheck.png (unchecked):  Non-FCC
    Part FCC

    Indicates if the work order was a first call complete (FCC) and requiring parts

    • GreenCheck.png (checked):  Part FCC
    • NoGreenCheck.png (unchecked):  Non-Part FCC
    Warranty

    Indicates a warranty work order

    • GreenCheck.png (checked):  Warranty
    • NoGreenCheck.png (unchecked): Demand (non-warranty)
    Service Days Represents the number of days it took for a work order to be completed, from start (1st time work order was marked active) to finish (work order marked Job Status: Tech Completed)
    Split Pay Type Split Pay Type that was selected on the work order
    Customer Acquired Date the customer record was created in SmartWare


    Owners Dashboard – Export Turns Data

    Below is an explanation of all columns available from the Turns Analysis export:

    Column Functionality
    Turns Number of times the part was marked used on an accepted task for a completed work order during the time frame selected
    Manufacture Represents manufacture name associated with part
    MFG # Represents manufacture number associated with part
    Description Represents the part name (description) that is associated with the part
    Cost

    Represents the average cost per part rounded to the nearest cent

    • (Extended Cost) / (Turns) 
    Retail

    Represents the average retail price per part rounded to the nearest cent

    • (Extended Retail) / (Turns) 
    Extended Cost

    Represents the total cost of all parts that were marked ‘used’ and where that part was listed on an ‘active’ task for a completed work order for the report time frame

    • Part Cost Calculation:
      • Part Cost will first attempt to pull from work order PO’s where a PO exist
        • Work order part must be marked as ‘Used’ and listed on an ‘Accepted’ Task
        • Work Order must be marked Status: Tech Completed within the reporting time frame
        • Work order PO must be marked ‘Is Active’ and the Part listed on the PO must be marked as ‘active’
      • Otherwise, Part Cost will pull from parts listed on work order
        • Work order part must be marked as ‘Used’ and listed on an ‘Accepted’ Task
        • Work Order must be marked Status: Tech Completed within the reporting time frame
    Extended Retail

    Represents the total retail price of all parts that were marked ‘used’ on a work order for the report time frame

    • Retail Price will pull from parts listed on work order
      • Part must be marked as ‘Used’ and listed on an ‘Accepted’ Task
      • Work Order must be marked Status: Tech Completed within the reporting time frame
    Technician

    Only populated when ‘Technician’ filter option is used

    • Technician column will display the primary technician that was listed on the work order where the part was used
    • Filtering by technician may result in the same part appearing multiple times on Turns Analysis since section is displaying total occurrences of a single part by technician

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