Job System Progression Chart Job System Functions Corrective Action Requests - CARs Other Helpful System Functions 3 to 24 25 to 29 30 to 33 ...
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Job System Progression Chart 2
Job System Functions 3 to 24
Corrective Action Requests – CARs 25 to 29
Other Helpful System Functions 30 to 33
May 2021
Applies to all
Work Categories
Job System Progression
Reschedule
START Notify Tenant If you have
to change the day
P 11
Add a Note URG / URS / GNL
Trade attended
Trade attended RSC / VSC / PP Name person work is
to a job at any time
as arranged See your Cover Sheet
P3 as arranged Completed By
to Start Job for job information
Respond to a Note to Start P 21
P 11 Job P 16
P4 P 11
URG / URS / GNL
URG / URS / GNL RSC / VSC / PP URG / URS / GNL
Trade Delayed to Site As
Make an Appointment aranged Remove a job line Follow-on Work
or Contact Tenant to Start Job you entered Is required
P 5, 6, 7 P 17 P 22
P 12
URS / GNL RSC / VSC / PP
Variation - VO
Variation - VO
URG / URS / GNL
Notify Tenant Add a Job Line
Remove an incorrect Other Trade Required
24 hours and 30 min’s
to your Job Work is for a different trade
before attending a job
P 13 scoped job line P 23
P8 P 18
URG / URS / GNL URG / URS / GNL
URG / URS / GNL
Trade Delayed Same Day RSC / VSC You did Additional Work
Pre-approval
Notify Tenant Quote-type Job or Additional Work is
is required over $500
IF you will be late P 19 Required
P 14
P9 P 24
RSC / VSC / PP Attach
No Access
Send your Variation - VO Before and after photos Complete the Job
Leave a Calling Card
P 10
for approval to your job P 24
P 15 P 20
FINISH
Page 2
All Jobs
Add a Note to a Job
Adding notes to jobs is a vital part of job management
Add a New Note
When you independently manage GNL and URS jobs for us, we rely on your notes to let us know, and
to let our clients know, about anything that affects the job.
Your notes let us know we need to send an update to our clients or request an exemption if required.
You can add a note to a job at any time before it is completed.
1. Go to the Notes tab
2. Click
3. Select the Note Type
4. Enter the note information
5. Click
It is important to add notes to your jobs,
and it is important to respond to notes too.
Page 3
All Jobs
Respond to a Note
Notes help us all know what’s doing on with a job,
and make sure we both follow up on anything that needs to be dealt with
Respond to a Note
● You can show that you have read a note in Te Mana by clicking on the
● When you acknowledge a note, the will turn into a
● Spencers people will respond to your notes this way too.
It is important to add notes to your jobs,
and it is important to respond to notes too.
Page 4
URG/URS/GNL
Appointment Made or Contact Made 1 of 3
Trade tries to make an appointment with the Tenant within 2 says of receiving the job
Auto-schedule Appointment OR Log Tenant Contact
1 If the Tenant has a mobile number in the system, you can use Auto-schedule Appointment (page 6)
Auto-schedule Appointment will only appear if the
tenant’s preferred contact method is SMS/TXT message
OR
2 You will need to make a phone call to the Tenant and note you did so using Log Tenant Contact (page 7)
Page 5
URG/URS/GNL
Appointment Made or Contact Made 2 of 3
To meet the KPI either Auto-schedule Appointment OR Log Tenant Contact must be done within 2 days of receiving the job
Auto-schedule Appointment
● After you click Auto-schedule Appointment, the box below will pop up with the dates and times that the tenant is available.
Select the date and time you will be attending and click Schedule Appointment
● The tenant will receive a text message with the appointment date and time you selected.
● If the appointment time doesn’t suit the tenant they can call the 0800 number provided
and speak with our admin team to change it
Page 6
URG/URS/GNL
Appointment Made or Contact Made 3 of 3
To meet the KPI either Auto-schedule Appointment OR Log Tenant Contact must be done within 2 days of receiving the job
Log Tenant Contact
● If you call the tenant, you need to Log Tenant Contact with the date and time of your call to the
tenant, and the Outcome of the call
● Possible outcomes are:
₋ Appointment was made for – Enter date and time
₋ Failed appointment attempt – When the Tenant’s
phone number is wrong, or you’ve called the
Tenant and had no answer
If you log 2 failed appointment attempts the job will be
closed and sent to Spencers admin to action.
₋ Appointment refused – Only used when you have
spoken to the tenant, but they refused the
appointment. A comment must be entered.
● Click OK
Page 7
GNL / URS
24 Hour and 30 Minute Notifications
Tenant must be notified 24 hours before AND 30 minutes before the appointment
24 hour notification (GNL)
Automatically sent to the tenant 24 hours before the appointment time.
30 minute notification (GNL/URS)
Trade must notify the tenant via the Portal or App:
● Click 30 Minute Notification
● If the tenant has a mobile number, click
OK and a text will be sent to the tenant
● Otherwise you need to call the tenant, and
Have you phoned the tenant?
● Then click
Page 8URG/URS/GNL
Trade Delayed – Later Same Day or Another Day
Tenant must be notified if you are going to be late or need to Come Another Day
Trade Delayed
You must notify the tenant via the Portal or App if you are
running late and will arrive later the same day.
● Click Trade Delayed
● Enter the Date and Time you will be at the job.
● If the tenant has a mobile number, click OK ● Otherwise you need to call the tenant, and Have you phoned the tenant?
and a text will be sent to the tenant
● Then click
Page 9All Jobs
No Access – Leave a Calling Card
If the Tenant isn’t home at the arranged time, Trade must leave a calling card
and notify Spencers and the client
Leaving a Calling Card
Trade notifies Spencers via the Portal or App
● In Job Details, click Card left
● Enter the date and time you left the card
● Upload a Photo showing the card you left
● Click Confirm 1st card has been left
● If you leave a second card, repeat this process.
After the second card is left, the job status will automatically change to
Completed and it will flow back to the Spencers admin team to action.
Page 10All Jobs
Trade Attended Site as Arranged
Trade indicates they are on site to Start Job
Start job
Trade notifies Spencers via the Portal or App
● Click Start Job
If you notify that work has started on the job, via the portal later in the day, you
will need to enter the actual date and time that the trade attended the site.
Note: Time is in 24 hour format on the portal
Page 11URG/URS/GNL
Trade Delayed to Site as Arranged
Trade indicates they delayed to site to Start Job Per their Delayed Message
Start job
If your Start Job Date/Time is not the same Date/Time as your appointment or is
out of KPI timeframe, you are prompted Trade Delayed – Attend message
● After entering the Start Job Date/Time, click OK on the confirmation
● Enter the Delayed By and Reason for Delay, then click OK
If you notify that work has started on the job, via the portal later in the day, you
will need to enter the actual date and time that the trade attended the site.
Note: Time is in 24 hour format on the portal
Page 12All Jobs
Adding Job Lines – Your Charges
You can add a variation (VO) to a Void or Planned job (VSC or RSC)
If a Spencers Supervisor asks you to do extra work, you will need to add the work to the
job via the portal.
To add a VO open the Job Details tab and enter:
● Location of the work
● Job Code that shows what you did e.g. CLI200 – Plasterboard Patch
● Quantity (Qty) based on the job code’s Unit of Measure (UOM) such as meters, number, etc. That
will show after adding the line.
● Notes adding further detail to what needs to be done
● Whether the job was general maintenance, or repairing damage done by a tenant:
M for Maintenance
D for Damage caused by Tenant
Example:
The subcontractor has been to bedroom 1 and patched one They added a Note saying which wall was done, and that
hole in a wall that wasn’t scoped for. they think the Damage was caused by the Tenant.
Page 13URG/URS/GNL
Pre-Approval is Required
Kāinga Ora must pre-approve jobs over $500
Pre-Approval
Trade requests approval via the Portal or App
If you know the cost of a job is more than $500 do not start the work without approval
● If the job value is over $500, Get Pre-Approval will appear. Click
● Enter what needs to be done to complete the job
● Check all job lines and upload photos
● Click Request Pre-Approval for the Job
After the request is sent the job will be locked You will receive an email advising whether the job has been approved or declined.
and you won’t be able to upload photos, or add ● If it is approved it will be unlocked and you go ahead as normal.
or remove job lines. So you must check all lines ● If it is declined it will be cancelled.
and attach photos before sending the request. Page 14Planned Jobs
Send your Variation for Approval
When you make a variation (VO) to a job it must be sent for approval
● If, when doing the work, you notice that something is worse than originally
scoped – say the wall is water damaged, and the whole thing needs to be
replaced.
● If the work that you have to do to fix it is going to cost more than what was
scoped, call the Spencers Supervisor and get verbal approval before you do
the work. (If you do the work without approval, it might be declined and you
won’t be paid.)
● To send the VO for approval, make all the changes to the job lines, then, at
the top of the screen, click Send Variations for Approval. This will lock the
job.
Page 15Planned Jobs
Use the Cover Sheet
Every supervised job has a Cover Sheet that gives you information
● The Cover Sheet tells you the start and finish dates of the job.
● And it tells you the dates that other trades will be attending the site.
The Cover Sheet is on the bottom of the job card that is emailed to you
when the job is released. And you can find it on the portal by opening
the job and clicking on the Cover Sheet tab.
Page 16Planned Jobs
Remove a Job Line you Entered
If you enter a job line by mistake, you can remove it
● If you make an error while adding a job line, click on the trash can icon and the job line
will move back up into the white boxes.
● Then you can adjust the Job Code, Location or Quantity if you need to.
Page 17Planned Jobs
Remove a Scoped Line
When you have added a VO, you will need to exclude the incorrect lines
● You will need to exclude the incorrect lines to make sure they are not paid as well.
● To exclude the line, tick Exclude. The line will move down and the cost will be removed.
● If you need to move a line back up to be included, tick Include
Page 18Planned Jobs
Quote Type Jobs
Spencers may ask you to attend an RSC or VSC job to scope and quote it
Spencers will submit your quote to Kāinga Ora for approval.
If the job is approved it will be dispatched as a Trade type job.
Page 19All Jobs
Before and After Photos
Before and After Photos verify the quality of our work
Before and After Photos
Photos validate pre-approval requirements and charges made by Spencers and our clients through
desktop auditing and are attached via the Portal or the App
● Select a Doc Code from the drop-down list: BEFORE – Before Photo or AFTER – After Photo
Note: You can change the Doc Code after you have uploaded the photo
Page 20All Jobs
Select ‘Completed By’ Person
The name of the person the job was Completed By must be entered
Completed By
Job lines can be selected one-by-one or in groups
For multiple job lines
● To update the lines, tick the boxes on the left of each job line
● Select the person who completed the work, from the dropdown box
● Click Update Completed By to update all selected lines
For single job lines
● the Complete box on the job line
● Select person from the dropdown list
Page 21Follow-On Work is Required
If another trade is required after your work to finish this job
Follow-on Work
When you have done your work and there is follow on work needed to finish to job, notify Spencers via
the Portal or the App
For example: You have finished a Gib patch and plaster but another subcontractor is
needed to paint it. Use the Notes tab to request a follow on for a painter to attend.
● Click Create a Note
● Make sure the note type is FOLLOW ON
● Enter the follow on work required
and the location code
Page 22Other Trade Required
When the work is for another Trade
Other Trade Required
If you arrive on site and cannot complete the job as the
work is for another trade:
● Select Other Trade Required
- Select the trade from Other Trade Required list
- Write description of which trade is required
and the reason
● If you did some additional work, add job lines
● Click Complete the Job
Page 23All Jobs
Job Completed & Additional Work
When the work is complete, the job is ‘Completed’ in the system
Completing the Job
The last step in preparing it for invoicing, is to record that the job has been completed.
● Click
● Enter the Date and Time you or your team finished on site
● Select an Outcome from the drop-down list:
− If work is all done select Completed Successfully
− If you could not access the property and are charging
a futile fee, select No Access
Additional Work Completed
Additional work s work you completed while you were at the job, that wasn’t in the job description..
● If you did not carry out any additional work, select None
● If you did do additional work, indicate whether you, as the Contractor,
or the Tenant, identified the need for the additional work
− Write a description of the additional work you did.
Please see the Subcontractor Company Handbook for details about when you can complete additional work Page 24Page 25
CAR Process Flowchart
A Corrective Action Request (CAR) lets you know about a QA audit finding on your job
Job dispatched
Job is sent to your portal to contractor
Key
Agree or Disagree with QAs
findings
Agree Disagree CAR Open
CAR to be Car is sent to
CAR Closed
Supervisor/Admi
0 actioned n Manager to
and closed review
Supervisor or Agree with Disagree
Admin Manager makes decision QA with QA
Dispute Closed,
CAR returned to CAR is sent
Job is sent back to your portal to be to the QA to
your portal actioned and review
closed
QA Sticks
QA Disagrees
with their
Job is sent to the original auditor with original
original
findings
findings
CAR Closed, Quality team
Job is sent back to your No Action leader
portal Reqiured makes the
final decision
Dispute Closed,
CAR returned to CAR closed,
Job is sent back to your portal your portal to be No action
actioned and required
closed
Page 26To Agree with a QA Finding
You can agree or disagree with a QA Finding
If you agree with the auditor’s finding:
1. Start the job
2. Enter a comment e.g. Agree with fault, I have returned and fixed
3. Tick Complete
4. Upload a photo of the rectified works via the traffic light if outcome is Return and Rectify
5. Click Complete Job
Page 27To Disagree with a QA Finding
You can agree or disagree with a QA Finding
If you disagree with an auditor’s finding, you will need to do the following:
1. Start the job
2. Enter a comment e.g. I disagree with fault because the correct procurement item was used. Please review
3. Change the Agree/Disagree dropdown to “I disagree with Fault”
4. Complete the job
I disagree with the QAs findings, please review
NOTE:
If the job is returned to you
after you disagree, you will
have to action the CAR as per
the original finding.
Page 28To Disagree with an Observation
You can disagree with an Auditor’s Observation
If you disagree with an Observation, enter a note into the Notes section of the job
Entering a Note is the same as on any normal job, but choose which line you are referring to:
1. Click Add a New Note
2. Select the job line you want to comment on or disagree with
3. Click Enter Note
When the note has been seen by the supervisor, they will acknowledge it, and the will change to a
Page 29Page 30
Checking Your Payments
You can check how much you were paid for your jobs, or when your they are due to be paid
1 Click Payment Enquiry in the grey bar
2 Choose the Order Status and Payment Status that you want
3 Run Order Status can be: Completed, Invoiced, In Progress.
Payment Status can be: All Unpaid, Paid, Payment due etc
Page 31Your Codebook
Your codebook contains all the job codes available, and the correct codes for your work
To access your codebook:
1 Click Info in the grey bar
2 Click Codebook 3 From here you can:
− View all your codes
− Check your rates for job codes
− Print the codebook
− Extract the codebook to Excel
Page 32Resources and Training Manuals
The Training section of the portal contains all quality notices and manuals
our QA team produces, procurement items books, health and safety forms etc
To access Training material:
1 Click Info in the grey bar
2 Click Training
3 Click the blue link to download a file
Page 33Company & Staff Details
In the Company & Staff details tab you can update all your companies contact details,
your staff details and request inductions for new staff, all of which is covered in the
following slides.
The first time you click on Company & Staff Details you see this declaration
This is a reminder of our contractual obligations, to complete the declaration you just
type your name and position in the company.
If you aren’t working in Tamaki you will not see the declaration for paying the living wage
If you are not working for Kāinga Ora you will not see the no subcontracting reminder.
This reminder will appear annually after first completion.Company Details (1/2)
In the company details section, you can update your companies email addresses and
phone numbers we have stored in the portal.
To update a field, you just update the phone/email address and change the comment to
who the new contact is, then click save.
After the change is saved, a confirmation email or text message will be sent to the new
recipient, if you don’t receive this confirmation message within 5 minutes, please
double check the information.Company Details (2/2)
In the portal, we have multiple email address fields required, each field is used as follows:
Email Name Purpose
Dispatch Email Automatically generated notification of New Jobs, New notes, approved
variations etc.
Contractor Invoice Email Remittance advice from the Spencers accounts team
Email General communications not related to jobs
E.g. This notification
Confidential Email This address is in place for escalation of urgent or confidential matters
Because of system requirements, you cannot outright
remove an email address or phone number without
replacing it.
If you need something removed, you can use the Other
Updates box to request this, and where possible we will
remove it for you.Staff Details
The staff details section contains a list of the active inducted staff we have on file under
your company, in here, you can update the certifications of your team or mark them for
termination if they’re no longer with the business.
Any updates you make will have confirmation emails sent to yourself and to the trades
teams to action the changes.
If you tick to terminate one of your employees and click the save
button, the checkbox will update to say Pending and therefore this
cannot be unticked, once the trades team finalizes the termination
they will be removed from this list.
You can touch base with the trades team to undo the termination
request.Request Induction
The request induction section is a way to send an induction request to our regional
managers.
The sections in Red below are required to be filled out, once you hit the save button an
induction request is sent to the regional manager selected.
A copy of the request form is emailed to you too.Performance Dashboard
The Dashboard tab shows you reports on your quality performance and KPI performance, month
by month, starting from the beginning of each financial year – 1st July.You can also read
