Fleet-Net® for Windows Product of Avail Technologies, Inc.

Fleet-Net Automated Dispatch (FNAD) is a versatile product that allows dispatchers to maintain runs.

The Automated Dispatch module is intended to be used to assign drivers to the extra board, rotate the extra board according to the criteria specified, list all the open runs for easy scheduling, easily assign drivers to open pieces of work, and have hold down operators execute the work of drivers on vacation. The module also allows you to make adjustments to runs such as adding late time or subtracting turn in time, splitting up a run between 2 or more drivers, canceling runs due to weather, printing several reports illustrating drivers and work assigned, assigning footnotes to run, sort by run class codes or report time. Verifying that the runs are correct for a specific date pay time may be easily transferred to the payroll module.

Automated Dispatch Implementation

It is understood that the Systems Administration Guide had been followed completely and that all other modules are working prior to the Automated Dispatch installation.

As with all Fleet-Net® modules, the module must first be installed as directed in the System Administration Guide. Briefly, this includes (1) copying the data files, program files, server database, and the client master database, (2) running the configuration program, (3) copying the client master for individual use, (4) utilizing the Automated Dispatch import tool.

Automated Dispatch Checklist

Initial Setup Checklist

This checklist follows the instructions outlined on the following pages.

Done	Menu		Program/Procedure
	AD01	(a)	Setup Miscellaneous Codes in AD defined utilizing Edit MiscCodes.
	SYSTEM	(b)	Setup Miscellaneous Codes in WS for Vehicle Parking utilizing EditMisc System Codes.
	AD01	(c)	Define & prioritize Seniority Misc Codes for drivers, utilizing DefineSeniority Sort.
	AD01	(d)	Define Departments to populate employees from identified departments in Employee Master Setup, to populate employee in Driver Status option. Utilize Identify Operations Depts to select applicable departments.
	AD01	(e)	Define work weeks for Signups. Using Modify Weeks Worked.
	AD01	(f)	Define status categories to identify type of driver/operator, utilizing Status Code Setup.

The following setup is required to auto-populate pay codes for drivers/operator time off.

	OT	(a)	Define Attendance codes and run name to move driver/operator pay records to. Utilize Edit Operator Timekeeping MiscellaneousCode. Enter information in DefaultOperatorOffRun.
	PR0402	(a)	Set up Attendance codes utilizing Misc Codes Setup: Attendance Codes.
	PR0402	(c)	Enter or select Attendance Codes to be attached to selected PayCode.

Once these steps are completed setup is complete and you are ready to get started.

Building Daily Board Checklist

The cycle below is a sample procedure that can be followed in order to schedule tomorrow’s work, and make changes, run assignments that impact the current day. Since each property has its own unique set of regulations the user may have to alter, eliminate, or add extra steps to the procedure listed below to accommodate needs.

Done	Menu		Program/Procedure
	AD	(a)	Add/Define drivers within applicable status code, extra board #’s etc. using Driver Status.
	AD	(b)	Enter in all PLANNED absences via OperatoroffEntry.
	AD	(c)	Create time off records utilizing GenerateoffRecords.
	AD	(d)	Generate OperatoroffReport to review all operator off records to determine missing coverage on routes
	AD	(e)	Execute the OperatoroffWorksheet for Dispatch to track daily operator coverage to assist in building the board from next day.
	AD	(f)	Perform Build Tomorrow’sBoard using tomorrow’s date. This program creates a working file which assigns all regular drivers their standard work and will also look at Operator’s Off Entryto determine which runs will become unassigned due to regular driver’s absence.
	AD	(g)	Once Build Board if needs to be revised utilize DeleteADay’sAssignments.
	AD	(h)	Run Extra BoardPosting Report is required.
	AD	(i)	Once Build Board is executed proceed to Dispatching.

 

Standard Cycle Checklist

Done	Menu		Program/Procedure
	AD	(a)	Changes need to be made to daily run schedule; it should be made via Dispatching in Modify Runs.
	AD	(b)	If run(s) must be added, use Add Run option.
	AD	(c)	Once all changes are entered via Dispatching, Select RunVariances. Verify all generated variances are correct as pay records are generated from Automated Dispatch to Payroll to pay drivers.
	AD	(d)	Run Pay Review to generate reporting to review prior to Transfer to Payroll is executed.
	AD	(e)	Once all entries are balanced and reviewed pay records need to be Transfer to Payroll. Perform this function only once for each day. If this option is performed repeatedly for the same day duplication of the day’s transaction will occur within the Payroll module.
	AD	(f)	Transactions remain within AD module until they are purged via Delete a Day’s Assignments.
	AD	(g)	Optional: At the end of day/week go to Reports and run the Time Summary Report. This report will list weekly totals for each driver.

 

Setup Automated Dispatch

Click AutomatedDispatch Setup to enter all required setups for the Automated Dispatch module.

Edit Misc Codes

Click Edit Misc Codes to define all codes used throughout the Accounts Receivable module. Each Fleet- Net application includes a list of miscellaneous codes that are used within the system. Some of these codes are preset by Fleet-Net (Specific) while others are user defined.

Select Type from drop down option or leave blank to generate the report including all Miscellaneous Codes and their values.

Field Name	Description
Type	Enter or select an existing code from drop down option.
Code	Enter a code, either user defined or specific.
Value	Enter a description to define the code.

Click Print to generate a report showing all miscellaneous codes and their values.

Following are examples and specifics for miscellaneous codes used in the Accounts Receivable module. DispatchControl (Specific) - Enter Codes and Values as shown in table below.

Code	Value
RoundUpPayCode	Enter default pay code for auto-rounding
RoundUpRunMinutes	True = Turned on or False = Turned off.

 

DispatchReports (Specific) - Enter Codes and Values as shown in table below.

Code	Value
Driver Listing Report with Phone #’s	FNAD_DriverListingReport
Driver Posting Report	FNAD_DriverPostingReport
Driver Run List Reports	FNAD_DriverRunListReport

DriverStatusGroupId (User Defined)

ModifyRunsSort (Specific) - Enter Codes and Values as shown in table below.

Code	Value
1	Class, Hours, Report Time
2	Employee #, Report Time
3	Employee Name, Report Time
4	Report Time
5	Class, Report Time
6	End Time

MyAvail (User Defined- Fleet-Net will assist with this setup).

PayCodeGroupId (Specific) - Enter Codes and Values AD = All Drivers, all other codes need to match Codes setup in DriverStatusGroupId.

SeniortySort (Specific) - Enter Codes and Values Seniority Sort utilized in Define Seniority Sort options. (Page 16). Will auto populated based on numbers defined.

Code	Value
FullTimeDate	Auto populates from Define Seniority Sort (1-5)
HireDate	Auto populates from Define Seniority Sort (1-5)
PayrollStatus	Auto populates from Define Seniority Sort (1-5)
SeniorityDate	Auto populates from Define Seniority Sort (1-5)
SeniorityNo	Auto populates from Define Seniority Sort (1-5)

UserStatusCode (User Defined) – Codes N No Driver or R Reported are default options in Dispatching Modify Runs. Additional codes can be added.

Edit Misc Codes (WS System)

Go to SYSTEM Menu

Click Edit Misc System Codes to enter the required Miscellaneous Code for Parking Spaces.

Enter or select WS for module field

Parking Spaces (User Defined)

Define Seniority Sort

Seniority sort options are defined in Miscellaneous Code Setup. This form defines the method by which the drivers will be assigned an extra board number in Driver Status. Rank the 5 options in ascending order of importance, usually based on contract stipulations.

Click Define Seniority Sort to change order for the sort only.

Identify Operations Depts

Enter Signup & Division.

If utilizing Operator Time Keeping & Payroll modules, this setup is required to populate data.

Click Operations Depts to enter Department ID used in Employee Master Setup for Payroll. Departments entered in this setup will populate all employees with that code in Driver Status option.

Modify Weeks Worked

Click Modify Weeks Worked to setup work week starting & ending dates for selected number of weeks.

Allows for a report to be generated that determines how many hours drivers have worked for a particular week.

Build Weeks

Enter Signup, Division, Start Date, & # of Weeks.

Click Build Weeks to auto-populate Start & End dates based on information entered.

Field	Description
Signup	Enter or select current or future sign-up from drop down options, for which work weeks are to be defined.
Division	Enter or select current or future division from drop down options.
Start Date	To automatically build the weeks, enter start date or select date utilizing calendar icon, for the first day of first week.
# of Weeks	Enter the # of weeks for specified signup. (52 weeks would equal 1 year)
Start Date	Enter start date (mm/dd/yyyy) of each week or click on calendar icon to choose your start date, when manually entering weeks.
End Date	Enter end date (mm/dd/yyyy) of each week or click on calendar icon to choose your end date, when manually entering weeks.

Status Code Setup

Click Status Code Setup to setup a Code that defines different types of drivers and the order they will appear in drop down options.

Field	Description
Status Code	Enter Value from Miscellaneous Code setup for DriverStatusGroupId
Description	Enter Code from Miscellaneous Code setup for DriverStatusGroupId.
Sort Value	Enter sort value (how drop-down options will display). The lower number the higher priority.

Operator Time Keeping Miscellaneous Code Setup

Go to OT04 Menu

Click Edit Operator Timekeeping Miscellaneous Codes.

DefaultOperatorOffRun (Specific) ADJ is required. All other codes will be user defined utilizing the same codes that are setup in PR Attendance code setup. The values for each of the codes will define the run name in Dispatching when Operator Off utilized attendance codes.

Payroll Miscellaneous Code Setup

Go to PR0402 Menu. To setup Attendance Codes and select attendance codes in Pay Code setup.

Click Misc Codes Setup to setup Attendance codes

AttendanceCode (Specific) codes in Attendance Codes must mirror DefaultOperatorOffRun Codes in Operator Time Keeping.

Assign Attendance Codes to Pay Codes

Click Pay Code Setup to enter or select Attendance code associated with the pay code.

Driver Status

Driver’s names, employee number, phone #, department # will auto-populated based on selected departments in Identify Operations Depts.

Driver Status setups up all drivers/operators in Automated Dispatch. Once drivers/operators have been setup once they can be cloned to new signups. Driver Status provides the setup for Status Codes attached to employees for reporting purposes. Extra Board numbers can be assigned, or AD will automatically generate Extra Board numbers. Footnotes concerning drivers can be entered on this form.

Click Driver Status to enter or view driver/operator’s information.

Enter Drivers

Enter Signup and Division.

Click Enter Drivers to modify/add Driver’s & Assign Extra Board #’s. If Clone Driver option has been executed, then Driver’s will auto-populate or new entries for drivers can be made.

To Add Driver: Proceed to first open record at bottom of form.

Field	Description
Status Code	Enter or select from drop down option, status code applicable to driver/operator for reporting by status groups.
Employee #	Enter or select from drop down option employee number. Drop down is populated based on departments determined in Identify Operation Department setup and employee’s department setup in Employee Master Setup.
Employee Name	Auto populates when employee number is entered or selected.
Extra-Board #	Manual enter Extra Board numbers or Automated Dispatch will generate numbers automatically if Assign New Extra Board #’s is utilized. (See additional instructions below).
Phone #	Auto populates when employee number is entered or selected.
Dept #	Auto populates when employee number is selected, and department is identified on the employee in Customer Master Setup.
Seniority #	Auto populates when seniority #’s are assigned in Employee Master Setup.
Footnotes	Box below day of the week allows for footnotes to be entered for selected driver/operator by day of the week.

Assign New Extra Board #’s

Click Assign New Extra Board #’s to assign or change extra board numbering based on Seniority Sort Option.

Click the Icon to review the Seniority Sort Option.

Print Driver Status

Enter or select Signup & Division

Click Print Driver Status to generate a report by Driver Status Codes.

Field	Description
Status Code	System defaults to checkmark in All Status Codes box.
All Status Codes	Uncheck to enter or select only one status code from drop down options.
Include Footnotes	System defaults to include all footnotes. Un-check box to omit footnotes from report.

Click Print Report to view/print the report based on the selections.

Rotate Extra Board

Rotate Extra Board is usually used on first day of new signup to assign an Extra Board number to each driver (usually in order of seniority).

Enter or select Signup and Division.

Click Rotate Extra Board to rotate extra board drivers by a “magic number” (this number should be changed often to allow for equality) and by criteria that was previously set up in seniority sort.

Field	Description
Status Code	Enter or select status code from drop down options.
Magic #	Enter total number of drivers that should be rotated to bottom of list, which in turn will rotate the extra board rotation.

Once magic number is entered.

Click Rotate Extra Board. Note: Once executed the driver’s will be manually rotated by the magic number.

Assign Days Worked from Bids

Enter Signup, Division, & Status Code.

Click Assign Days Worked from Bids to populate days worked checkboxes based on Bid Assignment for the selected signup & status code.

The following form displays:

Assign Days Worked

Click Assign Days Worked to assign work days for employees under the selected Status Code. Once transfer is completed. The following message displays.

Click OK.

Operator Off

Operator Off

Click Operator Off to generate time off records (manually or by date range), add, modify or review previously entered time off records and print Reports from time off records.

Enter or Select Signup, Division and Date Range. Start & End Date – Enter or use calendar icon to determine start & end dates for individual employee time off record.

Field Name	Description
Employee #	Enter or select employee # to record time off for the selected date(s).
Employee Name	Auto populates when employee # is selected.
Attendance Codes	Enter or select applicable attendance code from drop down options, for time off record.
Holddown Employee #	If hold down operator is known, enter or select employee # from drop down options. System will auto populate this employee as designated driver for off employee’s run, transfer all applicable pay codes to holddown driver. Employee that is off will be populated in appropriate run, based on program setup.
Comment	Enter a comment if applicable.
Missing Holddown Only	When printing Operator Off Report, checkbox to populate only employees off records that have no Hold down Employees assigned.

Generate Off Records

Click Generate Off Records to generate off record(s). The following form displays.

Operator Off Entry

Click Operator Off Entry to add single or multiple employees off records. Modify or review previously entered time off records.

Field Name	Description
Date Off	Review or enter date (mm/dd/yyyy) or use calendar icon to select day off date.
Signup	Auto populates once date is entered.
Div #	Auto populates once date is entered.
Attendance Codes	Enter or select attendance code applicable to day off record.
Employee #	Enter or select employee # from drop down options taking time off.
Hold down Employee #	If Hold down operator is known, enter or select employee # covering for off employee.
Employee # / Holddown Employee #	Auto populates name for selected employee #’s
Hours	If employee is taking paid time off enter number of hours being paid for. Information will create pay records for time off.
Comment	Enter a comment if applicable.

If holddown driver selected has already been assigned to a run. The following warning message will display. Employee will still be assigned. If holddown employee selected was incorrect. X out and return to Operator Off Entry form.

Click OK.

Generate Off Records

Once all time off entries are completed.

Click Generate Off Records to record time off. The following form displays.

Operator Off Report

Enter or Select Signup, Division and Date Range.

For viewing only time off records without a holddown employee. Check box Missing Holddown Only. Click Operator Off Report to view/print report for all employees that have been entered with time off.

The following confirmation message displays to limit the worksheet to only signup & division entered.

Click Yes to show only those records associated with the selected signup & division or No to show all time off records.

Operator Off Worksheet

Enter or Select Signup, Division and Date Range.

Click Operator Off Worksheet to view/print worksheet for selected dates.

The following confirmation message displays to limit the worksheet to only signup & division entered.

Click Yes to show only those records associated with the selected signup & division or No to show all time off records.

 

Build Tomorrow’s Board

This feature creates the working file, which assigns all regular drivers their standard work assignments for specified date. Program will verify operator’s off entries to determine which runs will become unassigned or reassigned.

Enter or select Signup, Division & Date.

Click BuildTomorrow’sBoard to build board for selected date.

 

Run

Click Run to execute Build Tomorrow’s Board.

An error message will appear if trying to Build Tomorrow’s Board for an additional time. Delete a Day’s Assignment must be run to be able to re-run Build Tomorrow’s Board for a sign up, division and date that had been previously built.

Click OK.

The following message will appear when process is completed.

Click OK.

Delete a Day’s Assignment

This feature can be used when wrong day was built via Build Tomorrow’s Board, or several errors were made via Dispatching and corrections would take longer then deleting entire day and starting over.

Click DeleteaDay’sAssignment to delete selected date.

Enter or select Signup, Division & Run Assignment Date to be deleted.

Delete

Click Delete to execute the removal of selected date’s Board. The following prompt displays.

Click Yes to delete the records for the selected date or No to return to the Delete A Day’s Assignment form.

Click OK. After completing Delete a Day’s Assignment step. Make changes and/or regenerate new board for selected date.

Dispatching

Click Dispatching to monitor day’s work assignments for drivers, assign or un-assign entire pieces of work to drivers, break up pieces of work divide between two or more drivers, monitor sign-in list, cancel runs, assign vehicle & parking lot numbers.

Field	Description
Signup	Enter or select sign-up drop down options.
Division	Enter or select division from drop down options.
Existing Dates	Select or enter date from drop down options.
Run Assignment Date	Auto populates once existing date is selected.
CAD/AVL Update Date	If CAD/AVL interface is activated date is required.

If CAD/AVL is activated and not date entered the following message will display. Enter date and proceed.

Modify Runs

Enter Signup, Division, select an Existing Date from drop down option or enter Assignment Date and CAD/AVL Update Date if activated.

Click Modify Runs to display/modify the driver runs on the screen. Modifications to run assignments can be made via this option.

To select how form will display information. Select one of the sort options.

Sort Options

Using the drop down list the screen view can be sorted to display for the following options:

• Class, Hours, Report Time
• Employee #, Report Time
• Employee Name, Report Time
• Report Time
• Class, Report Time
• End Time

Once selection is made the following message displays.

Click Yes to display only unassigned runs or No to display all runs.

Field	Description
Run #	Auto populates Run # assigned to selected signup.
Run Alias	Auto populates if defined.
Run Class	Auto populates if defined.
Scheduled Driver/	Auto populates or enter or select driver from drop down options.
Actual Driver	Auto populates from run assignments.
Driver Status	Enter or select driver status from drop down options to change driver status for just selected date.
Report Time	Auto populates scheduled report time
End Time	Auto populates scheduled end time
Run Status	Auto populates or enter or select run status from drop down options.
Vehicle #	Enter or select vehicle # from drop down options. (Populates from VM)
Parking Space	Enter or select parking space from drop down options. (Setup in Miscellaneous Code setup).

Are unassigned runs and are assigned runs.

Note: The example above shows that there is no scheduled driver for run #105111 & how to select holddown driver in Dispatching. Selected record (105111) to assign a driver to unassigned run.

Enter employee # or utilize drop down option or  search option, to assign a holddown driver. Being typing last name for employee searching for or utilize drop down option, once employee is located Click Save system will auto populate employee in as Actual Driver.

If employee selected already is assigned to a run that would overlap selected run. The following warning message will display. Employee will still be assigned. If employee selected was incorrect. X out and return to Operator Off Entry form.

Click OK.

Once actual driver has been selected. Tab or enter all applicable information when last field populates or Click Pencil the following message displays.

Click OK.

Double clicking Run # field. The following screen displays. Screen will display pay sequences, for each segment of the run. For example, the report time, deadhead, platform time etc. Use this display to verify that a run has been created correctly or use it to assign various segments of runs to other drivers. Revise time on existing segments or create a new segment.

When making adjusting/adding Actual Times to a run, if time will overlap with existing actual times system will display following message. This message is only a Warning if Yes is selected the system will generate the overlapping entries.

Click Yes to continue or No to return to Modify Run Pay Sub Form.

Round Time

If Rounding Time option has been selected in Miscellaneous Code Setup the Round Time button will be displayed. This option may be utilized when pay times need to be adjusted based on agency-specific details for rounding to nearest tenth of an hour.

Click Round Time button to adjust Actual Totals for selected run only. If there is no rounding required, the following message displays.

Click OK.

If there will be adjustments to actual total for rounding the following message displays.

Click Yes to update Run Pay Subform or No to return to the Modify Run Pay Subform. Once completed system will create a new line item that will require a pay code. See below. Select applicable pay code for additional time.

Pay code for newly created line item must be selected. The following message displays if pay code is not present.

Click OK. Enter or select Pay Code and resave the record.

This feature reflects actual transactions that will be transferred to Payroll module via Transfer to Payroll.

Assigning Vehicles to Runs

Enter or select a Vehicle # from the drop-down option. Vehicle # list populates from the Vehicle Maintenance module.

Double click Vehicle # field to populate vehicle information sub form from the Vehicle Master.

Enter or select Status Code or check All Status Codes to view all record or enter or select Bus Type if setup in Vehicle Maintenance.

Display Status

Click Display Status to generate list of vehicles based on selected options. Double click on vehicle number to be assigned to the selected run #.

Assigning Parking Space to Vehicles

Select Parking Space from the drop-down options to additional options. Parking Spaces are setup in Miscellaneous Codes in WS Module.

Once Vehicles and Parking Spaces have been assigned the record must be saved. Click the Pencil (far left) the following message displays.

Run Listing

Enter or select Signup, Division, Existing Date and CAD/AVL Date if applicable.

Click Run Listing to view/print selected report option. Select report option utilizing Sort Option drop down options:

• End Time
• Class, Hours, Report Time
• Employee #, Report Time
• Employee Name, Report Time
• Report Time
• Class, Report Time
• Total Time (Ascending)
• Total Time (Descending)
• Run #

Once Sort Option is selected, determine if report will use the following criteria: Filter for Unassigned Runs Only – Check box to only populate unassigned runs. Extra Spacing – Select number of spaces between records on printed reports.

Display

Click Display to populate selected information in screen view.

Click Print to generate report for selected options to be viewed or printed. Click Print on Access menu.

Driver Listing

Enter or select Signup, Division, Existing Date and CAD/AVL Date if applicable.

Click Driver Listing to view/print drivers listing report based on sort option selected. Also, available on this screen is the ability to recalculate drivers daily & weekly hours worked.

Double Click Phone # to populate a subform for additional phone number and information.

The following Subform displays. Enter additional information and save record.

Sort Option

Select an option for displaying information on Driver Listing form.

Select report option utilizing Sort Option drop down list:

• Extra Board #
• Status, Extra Board #
• Employee #
• Employee Name
• Hours Worked
• Class, Report Time
• Start Time
• End Time
• Run #

Pay Code Group Id

Pay Code Group Id is utilized to determine what group and pay codes will be recalculated when

Recalculate option is selected.

Driver Status Group

Driver Status Group option is available to further define driver information on populated form and when printing reports. If left blank all driver’s information will populate.

Dispatch Reports

Dispatch Reports Available for printing:

• Driver Listing Report with Phone #’s
• Driver Posting Report
• Driver Run List Report

Click Print to print the selected report.

• Driver Listing Report with Phone #’s

• Driver Posting Report

Click Yes to not include hours on printed report or No to return to Dispatching form.

• Driver Run List Report

Worksheet

Click Worksheet to generate a blank Daily Exception Worksheet.

Recalculate

Enter or select Pay Code Group Id from drop down options or leave blank to recalculate all runs.

Click Recalculate to recalculate any changes that have been made in previous options/screens. When recalculation is completed the following message displays.

Click OK.

Run Variances

Enter or select Signup, Division, Existing Date and CAD/AVL Date if applicable.

Click Run Variances to populate all runs were scheduled run time does not match actual run time which in turn creates a variance.

The following form displays.

Double Click Run # to populate pay code information on lower section of form.

Reports

This form allows for Variance Reports to be generated and printed.

• Print by Employee
• Print by Run
• Print Summary

Once reports are generated utilize Access Tool Bar to print or save reports.

Print by Employee

Choose option to print a Run Variance report in employee order. You will be prompted if you only want to include variances, or all runs. The following message displays.

Click Yes to view only those employees with variances or No to include all employees.

Print By Run

Choose option to print a Run Variance report in run order. You will be prompted if you only want to include variances, or all runs.

Click Yes to view only those employees with variances or No to include all employees.

Print Summary

Choose option to generate a report that prints a pay code variance summary report.

Add Run

Click Add Run to add a run in Run Assignment for current date only. This option allows user to add a run for just one day.

Field	Description
Run #	Enter a new run #.
Run Alias	Enter is applicable.
Service	Enter or select service code from drop down options.
Mode Of Service	Enter or select mode of service MB = Motor Bus.
Class	Enter Class Code (Optional).
Start Time End Time	Enter Start Time and End Time include A – AM and P = PM (Optional) Times may be entered after the run is added.
Employee	Enter or select employee # to be assigned to run (Optional at this time).

 

Once all options are selected. Click Add Run to create run based on information entered.

Click OK.

Run Pay records must now be added for newly created run.

Enter Signup, Division, select Existing Date, Run Assignment Date and CAD/AVL Update Date. Click Modify Runs to populate all runs for selected options.

Locate the newly created run. Double Click Run #. The following form will populate. Enter all applicable pay codes.

Field	Description
Seq #	Assign a sequence number for each individual line.
Pce #	Enter piece # for line item. (Routinely #1 is used).
Emp #	Enter or select employee # that will be assigned to the run. Use ? to executed search option.
Employee Name	Auto populates employee name based on employee number selected.
Work Description	Enter a work description for selected pay code.
Pay Code	Enter or select pay code from drop down options.
From & To	Enter or select from and to stop #’s from drop-down options.
Actual Start	Enter actual start time.
Actual End	Enter actual end time.
Actual Total	Auto populates total based on the actual start and end times entered.
Sched Start	Auto populates based on start time determined in Add Run.
Sched End	Auto populates based on end time determined in Add Run.
Sched Total	Auto populates based on start & end times determined in Add Run.
Variance	Pay codes should have no variance for added run. Scheduled & Actual will be the same times.

 

CAD/AVL Log

Enter Signup, Division. Select Existing Dates & Run Assignment Date. Enter CAD/AVL Update Date. Click CAD/AVL Log to review the log for the CAD/AVL Log.

Once CAD/AVL product is installed and fully executed the system will populate a log for data that has been updated based on the date selected.

Hours Worked

Enter Signup, Division. Select Existing Dates & Run Assignment Date. Enter CAD/AVL Update Date.

Click Hours Worked to generate a report showing hours worked, run & report number by employee for selected date.

Enter or select Status Code or Leave Blank for all. Enter or use Calendar icon to determine date, if spacing on report should be customized using drop down option make appropriate selection.

Click Print Report to generate the report based on status code and date entered. Utilize Access Tool Bar to view or print report.

Pay Codes

Enter Signup, Division. Select Existing Dates & Run Assignment Date. Enter CAD/AVL Update Date. Click Pay Codes to assign pay codes to selected Group Id.

Field	Description
Group Id:	Select Group Id or Click GreenCheckMark to create a new Group Id.

Using drop down option to select pay codes to be utilized within selected Group Id before executing Recalculate in Driver Listing option. These options determine what codes will be looked at during recalculating total hours to verify overtime hours.

Status Codes

Enter Signup, Division. Select Existing Dates & Run Assignment Date. Enter CAD/AVL Update Date.

Click Status Codes to create Driver Status Groups and select Status Codes associated with Group. Driver Status Group is utilized for display option on form or printing Dispatch Reports in Driver Listing option.

Field	Description
Driver Status Group:	Select the Group Id or Click GreenCheckMark to create a new Group Id.

Enter or select from drop down options one or multiple options to be Include when the Driver Status Group option is selected.

Leave Balance

Enter Signup, Division. Select Existing Dates & Run Assignment Date. Enter CAD/AVL Update Date. Click Leave Balance to view a selected employees leave balances to verify if leave time is available.

Display Leave

Enter Signup, Division. Select Existing Dates & Run Assignment Date. Enter CAD/AVL Update Date. Enter or select employee # to his/her current leave balance

Click Display Leave to view all leave balance information for selected employee.

The following screen will populate.

Round Time

Round Time is an option available to round run minutes to nearest 6 minutes.

Enter Signup, Division. Select Existing Dates & Run Assignment Date. Enter CAD/AVL Update Date.

Click Round Time to execute rounding process; the default pay code that was set up in Miscellaneous Codes Maintenance displays and will be used on the records created in the rounding process. An alternate pay code can be selected.

Click Compute Rounding. The following message displays.

Click Yes to update all runs requiring rounding process or No to return to Dispatching form.

If Yes is selected following message displays regarding deleting existing pad time records or No to return to Dispatching form.

Rounding calculation can be stopped. Click  system will populate confirmation message. Click OK.

Once calculation is completed the following message displays.

Calculate Run Time

Click Calculate Run Time to open Driver Time Calculator which allows dispatchers to determine spread time and overtime when unassigned runs are combined for an assignment.

Enter or select Signup, Division & Date. Select a run from drop down options.

Click Add Run to include that selected run in calculation.

Repeat process to select additional runs. If selected runs will overlap the following Warning message displays but will still allow run to be added.

Runs assigned to date specified will be available. Delete record(s) to correct overlapping time.

Once runs are added/corrected enter Max Spread & Min for Overtime information

Field	Description
Max Spread	Enter maximum spread time (hh:mm format). Calculation will use this to determine spread time to be paid when runs are assigned to a driver. Leave blank to only calculate total time.
Min for Overtime	Enter hours and minutes (HH:MM format). Calculation will use this to determine amount of overtime to be paid when runs are assigned to a driver. Leave blank to only calculate the total time.

Recalculate Totals

Click Recalculate Totals to generate new Total Time, Spread Time and Overtime, based on the information entered in Max Spread and Min for Overtime fields.

Field	Description
Total Time	Populated by calculation. This time reflects from start time of first run to end time of last run, including swing time.
Spread Time	Populated by calculation. This amount reflects spread time driver will receive if applicable.
Overtime	Populated by calculation. This amount reflects overtime driver will receive if applicable.

If totals are appropriate go to Dispatching Modify Runs and assign drivers to these runs. Click Clear to remove all run sequences previously entered.

To only remove 1 of the runs, select those run sequences and hit delete on keyboard.

Run Pay Review

Information generate on this report represents information that will be transferred to Payroll during next step.

This report can be run for a single day or range of dates, select employee # or leave blank to generate report for all employees.

Enter or select Signup, Division. Enter or use calendar icon to select start & end dates.

Field	Description
Employee	Enter or select employee number or leave blank to print report for all employees.

Run

Click Run to generate a report based on selected options. To print or save report utilize Access Tool Bar options.

Transfer to Payroll

This feature is used once all entries/adjustment for drivers have been made for a one or multiple days. Before this process is executed, all entries reside only in Automated Dispatch module. Transfer process copies transactions to Payroll module for paycheck processing. Execute each day only once, otherwise duplication will occur within Payroll module. For example: If a driver worked 8 hours and transfer is executed 3 times, driver will receive 24 hours for one day.

Click Transfer to Payroll to transfer pay records to Payroll Module. Enter or select Signup, Division and Start & End Date.

Field	Description
Start Date	Enter start date (mm/dd/yyyy) or click calendar icon to select start date.
End Date	Enter end date (mm/dd/yyyy) or click calendar icon to select end date.

Generate Pay

Click Generate Pay to transfer all timekeeping records to payroll for operators from Automated Dispatch to Payroll.

If required information is missing during transfer, the following message will display:

Click OK.

Click OK.

Make required changes and Re-GeneratePay.

Once transfer is completed the following message displays.

Click OK.

Reports

Click Reports to access menu with report options.

Time Summary Report

Click Time Summary Report to generate a report for all times transferred to Payroll for all or an individual employee.

Click  to return to Time Summary Reporting form.

 

Field	Description
Pay Period	Enter or select pay period from drop down options.
Payroll Year	Enter or select payroll year from drop down options.
Starting	Auto populates based on Payroll Year selected.
Ending	Auto populates based on Payroll Year selected.
Scheduled Cycle	Enter or select scheduled cycle from drop down options.
Starting Date	Auto populated based on scheduled cycle selected.
Ending Date	Auto populated based on scheduled cycle selected.
Check Date	Auto populated based on scheduled cycle selected.
All Departments	Check box to include all departments on report or uncheck box and enter or select Department.
Department	Enter or select a specific department from drop down options. If department is select ? Search will only populate employees in the selected department.
All Employees	Check box to include all employees on report or uncheck box and enter or select employee #.
Employee #	Enter or use ? to search for a specific employee from drop down options.
Dept #	Auto populates based on individual employee selected.
Starting & Ending Date	Auto populates based on pay cycle selected. Starting & Ending dates may be manually entered to any selected date range required.
Print Detail	Auto populates with checkmark in box, to include details. Un-check box to exclude details
Include Non-paid Time	Auto populates with checkmark in box, to include Non-paid Time. Un-check box to exclude non-paid time.
Only Non-Paid Time	Choose this option to populate only non-paid time on report.
Current Payroll	Select current payroll or
Updated Payroll	Select updated payroll.

Display

Click Displays to view all payroll information used based on selected criteria that have been transfer to Payroll module.

Earn Codes

Click Earn Codes to displays Earn Codes, Hours & Total Pay for selected date range.

Pay Codes

Click Pay Codes to displays Pay Codes, Hours & Total Pay for selected date range.

Print

Click Print to generate Time Summary Distribution Report.

Once report is generated utilize Access Tool Bar to print or save report.

Print Pay Codes

Click PrintPayCodes to generate Time Summary Pay Code Report.

Once report is generated utilize Access Tool Bar to print or save report.

Print Earn Codes

Click PrintEarnCodes to generate Time Summary Earnings Code Report.

Once report is generated utilize the Access Tool Bar to print or save report.

Time Summary

Click Time Summary to generate a report listing all employees, their daily time for chosen pay period, by pay codes.

Once report is generated utilize Access Tool Bar to print or save report.

Labor History Variance Report

Click Labor History Variance Report to generate a report showing all variances for selected date range. Variances listed are variances between data in Automated Dispatch and Payroll.

 

Field	Description
Signup	Enter or select Signup from drop down list.
Division	Enter or select Division from drop down list.
Start Date & End Date	Enter same date or a range of dates.

Print

Click Print to generate Labor History Variance Report based on criteria selected.

Once report is generated utilize Access Tool Bar to print or save report.

Sign In/Sign Out Report

Click Sign In / Out Report to generate report to allow for tracking operator out times. This report requires Fleet-Net’s Fast Cut module. If Fast Cut is not being used, this report cannot be generated.

 

Field	Description
Signup	Enter or select Signup from drop down options.
Division	Enter or select Division from drop down options.
Service	Enter or select Service from drop down options.
From Run To Run	Enter or select From Run and To Run numbers.
Date	Enter or use calendar icon to determine date for report.

Print

Click Print to generate the report based on the options selected.

 

Once report is generated utilize Access Tool Bar to print or save report.

Clone Drivers

Click Clone Drivers to copy all driver entered in Driver Status from one Sign up to a new Sign up.

Field	Description
Source Signup	Enter or select Signup where driver information is currently present to be copied.
Source Division	Enter or select Division where driver information is currently present to be copied.
Target Signup	Enter or select Signup where driver information will be copied to.
Target Division	Enter or select Division where driver information will to be copied to

Click Run to execute addition of driver list from Source Signup to Target Signup. Once process is complete the following message displays.

Click OK.

Extra Board Posting Listing

Click Extra Board Posting Report to generate a report that can be posted for runs that are still unassigned.

Field	Description
Signup	Enter or select Signup from drop down options.
Division	Enter or select Division from drop down options.
Date	Enter or use calendar icon to select options.
Driver Status	Enter or select Driver Status from drop down options.
Run Class	Enter or select Run Class from drop down option. Run Class may be left blank for all Run Classes.

Click Print to generate report.

Once report is generated utilize Access Tool Bar to print or save report.

CAD / AVL Transfer Board

If utilizing MyAvail CAD/AVL program this option will transfer a full day’s board into MyAvail database.

Field	Description
Date	Enter applicable date for data being transferred to MyAvail
Add Assignment	Check box to add records to MyAvail
Cancel Assignment	Check this box to delete data previously transferred to MyAvail