Virtual Superintendent Allocations Page

Any head contractor Virtual Superintendent user with the spoil admin permission has access to the allocations page where they can create, edit and send allocation requests to their transport suppliers.

Suppliers who have been sent an allocation request will automatically gain access the allocations page in their Virtual Super portal. Once on the allocations page, they can confirm or reject allocations.

Allocations Workflow

Head contractor creates an allocation request

The head contractor Virtual Superintendent user needs the spoil admin permission to access the allocations page.

From the allocations page, a head contractor can create an allocation and assign it to a transport supplier.

• Press the orange request allocation button

• In the dialog, enter data in the following fields

Example allocation request

The head contractor user will see a list of all current allocation requests in the allocations page. Each allocation will have a status label demonstrating if the allocation is requested, accepted or withdrawn. Once the work has been completed, or the date has passed, the allocation request will no longer display in the allocations page.

Below is an example allocation request, viewed by a head contractor.

NOTE: Once an allocation has been requested, it is possible for a head contractor to withdraw the request or update the details up until the time of the allocation. Each allocation has a withdraw button and an update button.

Withdraw: Withdraw the allocation request by pressing withdraw, then entering a brief withdrawal reason.

The transport supplier will receive email notification of the withdrawal. Withdrawn allocation requests will display in the allocations page for the head contractor and the supplier with a withdrawn status label.

At any stage before the date entered for the allocation, a withdrawn request can be reinstated by pressing update, then editing the details (you cannot edit the date or the supplier) then pressing request.

Update: Edit the allocation details, for example adding an additional disposal sites. If the transport supplier has previously accepted the allocation, the status will revert to requested and they will receive an email containing the updated details. The transport supplier will be required to confirm the allocation again.

Transport supplier receives allocations request

A transport supplier will receive email when they have been sent an allocation request. The email contains a clickable link which will take them to the allocations page in their version of the Virtual Super.

Transport supplier accepts the allocation

If the transport supplier can complete the allocation, they will need to click the email link to go to the allocations page in their Virtual Super portal

If any additional disposal sites are required, the admin at the transport supplier end can add these using the disposal sites drop-menu. They are then required to split the material volume between the disposal sites, as demonstrated below. Once the allocation has been confirmed by the supplier, the additional disposal site(s) will be added in the summary panel and in the summary emails.

The transport supplier admin will check the selection box beside a hauler to assign it to the allocation.

NOTE: In order for the Virtual Super to correctly calculate the estimated number of loads per truck, each truck needs to have a GVM or GML weight entered against it in the plant page. If a truck has both weights entered, the smallest measure will be used for calculations.

Using the drop menus, the transport supplier admin can allocate a driver to each truck.

Once all trucks and drivers are assigned, the transport supplier admin can review the blue section of the allocation request to understand the estimated loads per truck. If satisfied, the they can press confirm allocation. In doing so, the head contractor will receive email notification that the allocation has been accepted.

Once accepted, both the head contractor and the transport supplier will see an accepted status label on the allocation, a summary of the request, the assigned trucks and drivers, and summary capacity / weight information.

The transport supplier can update the allocation details at any stage by pressing the Update button within the allocation summary, then edit the disposal sites, assigned trucks or assigned drivers. When they save these changes, the head contractor will receive an email alerting them that the allocation has been updated.

Transport supplier rejects an allocation

If the transport supplier cannot complete the allocation, they can reject the request. This allows the head contractor to reassign it to an alternative transport supplier.

Additionally, the transport supplier can also reject an allocation that they have previously accepted. However, once the work has commenced, the allocation can no longer be rejected.

To reject an allocation:

• Go to the allocations page
• Press the Reject button in the relevant allocation request. This will notify the head contractor that they need to reassign the allocation request to another supplier.

Completing the allocation

When the allocation date arrives, the assigned drivers will create SafeSite dockets to record the work as it is completed. If the head contractor assigned a cost code, supervisor and engineer in the original request, these will auto-fill in the dockets.

Head contractor sends allocation summary email

The spoil admin can use the filter panel on the allocations page to sort by the date, supplier, load site and/or disposal site. After filtering, they can press the email allocations button to send themselves a summary of the filtered allocations via email. This email can then be forwarded to the relevant interested parties as needed, such as informing the disposal site so they know when to expect trucks delivering material from the project.

Head Contractor creates Allocation Notification

For details on how to create a notification, see this support article.

View Allocation History

To view the history of an allocation, press the 3 vertical dots within the allocation dialog, then select View History.