Auto-generate SMU Dockets on Machines

Head contractors now have the ability to set machines which have Digital Matter devices installed to automatically generate SMU hours dockets. This feature will be particularly useful for Dry Hire machines.

This capability is only available for machines that have a Digital Matter device installed  and are allocated to record SMU electronic dockets.

The SMU Docket Workflow for head contractor admins

  • Step 1 - Create SMU Item Codes (chargeable items) for each Type of plant (once) from the Dockets Setup page of the Virtual Super.

  • Step 2 - Configure machines in the Plant page to auto-generate SMU dockets.

    NOTE: This workflow only applies to machines with a Digital Matter device installed.

Step 1 - Create an SMU Item Code

A head contractor admin with the  Dockets Super User permission can access the Dockets Setup page of the Virtual Super, where they can create new Item Codes (chargeable items) for a supplier.

The admin will need to create new SMU chargeable items, one per plant Type, so that these can be applied to the relevant machines in the Plant page of the Virtual Super.

  • Go to the Dockets Setup page of the Virtual Super
  • Select the Item Codes tab
  • Press the Add Item button
  • Enter the relevant details of the SMU chargeable item (see example below).
  • Press Save

IMPORTANT -

The UOM must be set to SMU

The Type must be set to Plant

Click image for larger view

Item Code dialog Explained

Supplier - Select the Supplier from the list

Item - Give the item a short name, e.g. P20TESMU

BPA Number - The BPA number is added and used when data is exported for your financial system.  If this data is not used by your organisation, add any value and ignore when exporting

Project - Enter the project number, to be used when exporting to your financial system.  If this data is not used by your organisation, add any value and ignore when exporting

Description - Enter a brief description of the chargeable item, e.g. 20 T Excavator SMU

Type - Plant

Category - Plant. External Plant

Active Yes - the item can be used for generating dockets

Visible Yes / No - You can choose to hide this item so that it is only available for configuring machines to generate automated SMU dockets. Other users of the SafeSite app cannot see and select this item.

Price - Enter the relevant SMU rate / price for the machine type

UOM - Select SMU from the list

Once saved, these chargeable items can be applied to the relevant machines in the Plant page of the Virtual Super, to trigger automatic SMU dockets when the machine is powered on and off.

Step 2 - Configure Machines in the Plant Page

After creating the SMU chargeable items, machines can be on-boarded/configured from the Plant page of the Virtual Super.

In order to access the Plant page of the Virtual Super, the head contractor admin must have the User Admin permission.

The machine editing dialog is divided into 3 tabs - Configuration, Weights & Limits, Costs. In order to ensure that SMU dockets are automatically generated, there are specific fields that you must complete in the Configuration and Costs tabs of the machine editing dialog.

To on-board or configure a Machine:

  • Go to the Plant page of the Virtual Super
  • Press the On-board button for new machines or click on an existing machine to edit the details
  • Enter the relevant machine details including the Digital Matter device serial number in the Configuration tab (see more below)
  • Enter the relevant data in the Costs tab (see more below)

NOTE: This article only provides the information required for ensuring that SMU dockets are created. For a detailed description of all fields in the On-board plant dialog, see this Knowledge Base article.

Information required in the Configuration Tab

  • Tracking Method(s) must be set to Digital Matter, with the device Serial Number correctly entered.

Click image for larger view

Information required in the Costs tab

Supplier: Set the Supplier.

Item Code: Select the relevant SMU Item Code created in step 1.

NOTE - The selected Item Code must have the UOM field set to SMU.

Create SMU Docket (Digital Matter only): Select this box.

Supervisor: Set the supervisor who will be automatically assigned all SMU dockets generated by this machine.

Click image for larger view

NOTE: The supervisor set in the Supervisor field will automatically be assigned all SMU dockets generated by this machine.  In the situation where an operator also signs-on to the machine, using the machine Plant ID, the supervisor set by the most recent sign-on (i.e. the operator) will be assigned the SMU docket.

Important information

  • The Digital Matter device must be installed on the machine so that it is connected to a power source linked to the machine's hours clock or ignition.  When wired this way, the powering on / off of the machine will trigger sign-on / sign-off events for the SMU docket.
  • When the machine is initially powered on, a Draft SMU docket will be automatically created.  When the machine is powered off, the Draft docket will be Submitted to the supervisor who was set as part of the on-boarding process.
  • The machine must be powered off for more than 3 hours for the Draft SMU docket to be Submitted.  This means that when a machine is powered off throughout a shift, e.g. over a lunch break, a sign-off event will not be triggered.
  • If an operator signs-on to the machine, the SMU docket will contain the supervisor set by the most recent sign-on to the machine.  For example, if an operator signs-on to the machine using the machine Plant ID after it has been powered on, the supervisor set by the operator will override the supervisor that is automatically assigned by the SMU docket workflow.
  • The SMU Docket will display System in the Created By field to show that the docket was not created by a person.
  • The SMU Docket will display the Project Name in the Location field.