ABOUT THIS GUIDE:

This document outlines the usage of Mobile Ops and associated functionality.  

WHO SHOULD READ THIS

This Training Guide is intended for all users of MobileOps. The guide assumes that you have prior knowledge of mobile worker or the mobile ops app and the purpose of using the App to carry out your duties. It also assumes that the device has been set up and the App is already installed.      

INTRODUCTION

This document is to be used as a training guide and reference guide for MobileOps.

FURTHER SUPPORT AND GUIDANCE

All documentation will be available on our Help Centre. Once your project has been transitioned into support. For further support and guidance, please contact Abavus support at [email protected].

KEY FEATURES

MobileOps works by sending information to a smart phone or tablet device that the appropriate operative is logged into. This enables the operative to receive the original information reported by the public and to collect more ‘on-site’ information to provide further updates on the report.

Tasks & Service requests will be allocated to operatives based on the location of the report or manually by a supervisor allocating ownership.

This enables the operative to:

1. Receive reports automatically relevant to their area,
2. Update and add information on site,  
3. Pick up other work up whilst working out on location.  

The system also enables:

• Operatives to plan their work out on site avoiding unnecessary travel,
• Avoids duplication i.e.  printing off reports and keying back into systems when back in the office,
• The operative to collect more information and to update the system on site, including updating the member of the public who initially reported the incident.

MobileOps is accessed by downloading the MobileOps App from Google Playstore or Apple’s App Store. The app is not native and is universal, so you don’t need to wait for a bespoke link from our team, just download and log in as you would on the admin portal (using the same credentials for admin portal).  

The App uses an internet connection but will work in areas where there is no network connectivity, the operative can continue to record information and subsequently update once connectivity is resumed.

What process needs to be used

When a Service Request is received by a member of the public into the system, it will be allocated out to the operative based on criteria such as an Area or request type. It will also generate a ‘task’ to denote that an operative is required to carry out an activity.  If required, the task allows the operative to collect further information including photos on site about incident using a ‘task form’.

Once the required activity has been carried out, the operative will complete the ‘task’ with relevant information collected on site.   

The Service Request is updated with the relevant status once the ‘task’ is complete.  This will automatically update the customer with progress.

            Area by location)      operative)      site)

Using MobileOps

1. Logging onto a mobile device to view Service Requests and Tasks allocated to you

To access MobileOps, an operative will need the relevant App installed on a Smartphone or tablet with network connectivity enabled, either via 3G/4G/5G or Wi-Fi.   

If there is no network connectivity, the app will still operate but will require connectivity to send and receive further updates.  The operative can continue to work without network connectivity.

The user will need to log onto the App using their Admin account as follows:-

Enter email address and password. Click on ‘Login’

Once logged on the Mobile operators will be taken to a view similar to this. From this screen you have the ability to access any area of MobileOps, all the options can be accessed rolled. Each of the blue options (in this picture) lets you manage the main elements of mobile ops.

From this screen you can select:

Lone – This is lone worker, if you are familiar with the lone working capability on the previous app (Mobile worker) then you will know how to operate this option. The way Lone worker works hasn’t changed.

Work – This is where you will manage any tasks that come through to your mobile device.

Waste – This will allow you to see all your waste collection tasks, adhoc or scheduled waste tasks will appear here.

Inspect – Inspect sometimes referred to as observations (on admin portal) will allow users to record any observation/inspection against any assets configured in the system.

Request – Request allows an admin user to report service request from their mobile device in the same way they would from the admin portal

Work

Within the work section you are able to see all tasks allocated to you. If you are an owner of a task or a contributor of a task, the task will display in your work list. Example to the right à

Each task can be expanded. When expanded you have ability to view the task detail and add more detail or actions to the task. (Example below, please continue scrolling)

Before proceeding on to the next section please be aware that you are able to swipe to view tasks from different time periods i.e. next week, last month, today, tomorrow etc.

At the very top of the screen, you also have a variety of buttons. These buttons allow you to do different things.

2. The second button is a filter for tasks.  

3. The third button is a calendar view for tasks.

Information

You have the ability to view the task information which consist of the task id number, tasks status and type is also displayed at the top of the screen. Within the information section you also have the task subject, the action and the description section. You also have the ability to see the task priority, this can also be changed if clicked on. Lastly, if the task is associated with a particular asset, the linked asset will appear within task information. 

Time

Within the time section of a task, you can see the planned and scheduled start and end time of a task. You can also update the actual start and end time of the task and update your travel time.

Other

The other tab allows you to see the task location, if there are any attachments against the task it would also appear in this section under ‘images and documents’ if you have any contacts against the task it would appear under people. You can also see associated task forms against the task and you can add one if needed by clicking on the hyperlink. 

Charge

If you have a charge added against a task, it will display under the charge section of the task detail screen.  You can add a charge from the ‘Action’ tab or you can add from the desktop UI.

Tasks

The task section allows you add a new subtask and complete any checklist that are configured against that task.

Notes

In the notes section you will be able to see any notes added against a task. You will   also have the ability to add a note using the hyperlink or alternatively adding a note via the actions tab.

Action

The action section allows you complete a variety of actions i.e. adding details to your tasks, updating the details of your tasks and viewing the details of your tasks.

Inspect

The inspect element of the app allows you to make an observation against all assets within the system. On the admin portal (desktop version) inspect is referred to as Observation. You can inspect/observe an asset and then add notes and photos against the asset, generate a task associated with the asset, view and update asset details and also navigate to the assets all within the MobileOps app.

In the picture below, you can click on inspect to get started with the inspect module

Inspect filter page

This page allows you to filter for the assets you want to inspect. You can filter by site, type of asset, category or for assets on a particular route.   

In the example on the right-hand side, Barley lane is the site of interest. Once you have selected your filter choice you can proceed by clicking ‘Next’ .

Inspect main page

This is the main inspect page.

Visited – Here you can select  to mark the asset as visited. This will mean the asset will be marked as done for the day and will return on the list after 24hrs.

Photo – Take a quick snapshot of an asset by clicking on  and upload straight back to the portal where it will save against the asset. The picture will also be available on mobile device against the asset.  You can also add a photo from your library too.

Inspect/observe – You make an observation of an asset by clicking on the  button. It will then take you through to a screen where you can make an entire observation by providing observation reason, concern, cause and an action. You can also add condition and components to the observation. Please see the photo to the right à

NB: The options displayed under each section is preconfigured in the system. We have a separate guide on how to configure this in your admin portal. There is no free typing when completing an observation apart from the adding a note element which will be shown in the next few pages.

At the very bottom of the screen, you have the ability to complete the observation by clicking ‘Finish’ you can also complete the same action by clicking ‘Submit’ at the top right. You may want to do more with your observation i.e. add photos to support your observation or add notes or create a task. You can also update the location

Exploring the additional things, you can do when making an observation. If you didn’t want to finish the observation and you wanted to add more detail you can by clicking on the other tabs for example Photo.

Add a photo to your observation - You can add a photo to your observation from your camera or from your phone’s gallery by clicking on the + button.

Add a note to your observation -   You can easily add a note to your observation .

Add a task to your observation – You can easily add a task when completing an observation, this will then be against the asset and also appear on a mobile workers device in ‘Work’. You will need to select a task type. You can also choose when you want that task to be scheduled for, for example in the picture the task will be for tomorrow as its in 1 day. Subject is also compulsory so please provide a subject for your task.

Add a risk score against your observation – You also have the ability to add a risk to your task. Using the probability and severity, the system will generate a priority for this task. This is done by a 5x5 matrix scoring system.

Request

Request allows you to submit service requests, similar to how you would in service desk on the admin portal.

The first page of request is a filter screen. Enter your catalogue and form. You will then be able to search for the form and fill the form out and submit.

Mobile Ops and Access Control

As an admin user, you have the ability to choose what is seen for different Mobile Ops users by managing their access via Administration>Access Control. To do this, you need to click into a created role or add a new role and then scroll down to the MobileOps section of an access role.

The app is split into different categories which can be seen at the top of the above screenshot (Main, Further, Data, General, Checks) First off, you have the main section. – This is what you will see the on the first page when logging in. If the options in Main section are ticked you will a screen similar to below – (Depending on if you have all or a few access checklist ticked)

As you can see in the above photo, you also have Further, Data and information merged together, if you click View all it will show all the options you ticked for each section/category at the access role level. You are also able to get to the same screen by clicking on the fifth option at the bottom of the screen named ‘Apps’  – Please see picture below for reference.

Any questions, please contact support at [email protected]

Options

Good Practice & Troubleshooting 

Send updates regularly

Remember that when you update any SR or Tasks that you pull your finger down the screen to send the updated data back to the main database (When using iOS). For Andriod, you will need exit work and go back into the work section for the changes to apply. This will ensure your work list has completed work removed and any new work is received. If you are in an area with no signal you can continue to complete your work but remember to send your updates back with a down swipe (or for Android exiting work and going back into it) when you have signal again

Close the App completely at the end of the work day

To ensure your App is kept up to date with any changes to forms or tasks at the end of the day close the App completely. To do this on an android device, click the square Icon at the bottom of the screen and swipe the App upwards to the top of the screen. When you select the App again from the icon on your device it will automatically check for updates. You can also use this method if your App isn’t working as expected. If there are any updates to forms & tasks (Meta data) you will see a message like below when you relaunch the App.

Keeping your device App up to date 

How to update the App on an Android mobile device  

Occasionally a new version of the App may be released, you will be notified of this and will be able to update the App from the Play Store (or if using an apple device, the App store).