Optimize My Day supports your service process from the moment of work order creation to debrief. To automate the scheduling of your field service, follow these steps:

Step 1: Create an account

Authenticate yourself here. If you do not have an account yet, create a trial account.

Step 2: Create a configuration

Go to the configurations page and follow the instructions to create your own configuration for your organization. You will have to specify some information such as the country in which you want to plan resources or the options you require, such as the integration with your corporate calendar (Microsoft Exchange or Google Calendar) . At a later stage, you can share this configuration with other users if you wish.

Step 3: Specify staff qualifications

You can now enter employee data, such as the address. You can also specify the qualifications or certification-level of the staff.  Tasks are only assigned to employees qualified to perform the service contract. Your Field Service staff information can also be imported into Optimize My Day by means of a pre-formatted Excel file. 

Step 4: Setting scheduling variables

Determine what costs variables are relevant to your organization and how important they are. These costs can range from travel time, distance in miles, hours and overtime, and all qualifications of your field service staff. The priority of every cost is configurable. When variables are in-fact not realistic, and goals are not being met, then you should increase these values. Optimize My Day will automatically suggest scheduling improvements and help you refine each value to achieve greater efficiency.

Step 5: Create or import new orders

New orders can easily be created in Optimize My Day or uploaded from your current system. You can choose to manually upload files in Microsoft Excel format, or via automatic HTTP requests. Once the Excel template or the HTTP request is configured, subsequently importing new assignments takes only seconds. You can also import your customer database and service contracts along with maintenance plans. Optimize My Day generates individual work orders automatically and in time according to plan.

Step 6: Schedule the Field Service

The schedule window previews all open jobs, scheduled jobs, and all employees. This gives you a real overview of the schedule, as well as each employee task assignment. You can choose to schedule the tasks automatically, or drag the task to assign it to an employee. The Balanced Scorecard method offers the optimal schedule based upon your criteria.

You can compare the performance of the employees in your organization, by viewing the Key Performance Indicators (KPIs). Contracts, travel time and overtime are clearly detailed.

Step 7: Schedule using the view navigation screen

The Navigator provides a visual display of assigned tasks. You can see where all employees are, and what tasks are being performed.

Step 8: Determine availability field service staff

You can easily check availability of your staff for scheduling. Off-hours time can also be accounted for, such as illness, holidays or lunchtime. You'll always know everyone's availability in-advance, as well as during each work-day.

Step 9: Access the schedule and assignments while mobile

Central planning can integrate with mobile solutions, so you can respond more quickly to re-schedule conflicts. This protects service level agreements and avoids unnecessary penalties. Optimize My Day offers several ways to share information with mobile devices such as PDAs, Smartphones, tablets and notebook computers. Digital customer signatures are also possible, avoiding paperwork. You may send a service report to the customer's e-mail addresss automatically. Optionally, you can synchronize the planning with your corporate calendar such as Microsoft Exchange or Google Calendar.

Step 10: Debrief

After having finished a task, field workers can debrief through the OMD Mobile App. All data will be forwarded to your ERP system for further processing, such as cross-check and billing.