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 Each allocation will have a status label demonstrating if the allocation is requested, accepted or withdrawn.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 it or update the details. Each allocation has a withdraw button and an update button.

• Withdraw: Withdraw the allocation request. 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  Withdrawn allocation requests will display in the allocations page for the head contractor and the supplier with a withdrawn status label.

  At any stage before the date entered for the allocation, a withdrawn request can be reinstated by pressing update, then editing the details (you cannot edit the date or the supplier) then pressing request.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

  NOTE: If the transport supplier has previously accepted the allocation the state will revert to requested and they will receive an email with the updated details. They will need to confirm the allocation again.

Transport supplier receives allocations request

A transport supplier will receive email notification 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
• If any additional disposal sites are required, the admin at the 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.

• Tick 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.

• Allocate a driver to each truck using the driver drop-menus.

Once all trucks and drivers have been assigned to the allocation, the transport supplier presses confirm allocation. In doing so:

• The head contractor will receive email notification of the accepted allocation.

Both the head contractor and the supplier will see the accepted allocation, a summary of the request, the assigned trucks and drivers, and summary capacity / weight information.

Transport supplier completes the allocation

When the allocation date arrives, the assigned drivers will create SafeSite dockets to record the work as it is completed.

Transport supplier cannot complete the allocation

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

• Click the email link to go to the allocations page
• Reject the request if the work cannot be completed. This will notify the head contractor that they need to reassign the allocation request to another supplier.

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.

View Allocation History

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