Mapping with Google Maps

The map is displayed in a separate form that can be left open as you continue to work in SuccessWare. It can be configured to automatically refresh itself during periods of inactivity. On the left hand side is the map itself, on the right is the information panel and along the top is the option bar.

The Map

Markers are displayed on the map to indicate the location and status of employees and calls. Other markers are used to represent your company address and employee residences. Right-click on a marker to pop-up an information balloon with the details of that marker.

The employee markers are positioned based on the expected whereabouts of each employee at the map time. For example, at 10:00 am in the morning if you set the map time to 2:00 pm in the afternoon, the markers will be displayed where each employee is expected to be at 2:00 pm.

Call Markers
		Unassigned call
		Assigned call (employee offsite/en route)
		Assigned call (employee onsite)
Employee Markers
		Employee Unassigned / Available
		Employee Assigned (offsite/en route)
		Employee Assigned (Onsite)
Other Markers
		Company Address
		Employee Residence

Option Bar

Map Date & Time

On the left hand side of the option bar you can control the map time, simply select a date and/or time. To return to the current date and time simply click the Now button.

When you are viewing a date that is in the past some functions such as assigning employees to a call and auto refresh will not be available. You will know you are in this mode as some of the columns in the grid will appear grey in color.

Refresh

Click this button anytime you want the map data to be reloaded with the most up to date information from SuccessWare. You can set the map to auto refresh every 30 seconds by toggling the blue tack next to it; vertical indicates auto refresh is on, when horizontal it is disabled.

Range

On the map you will see a blue circle around the currently selected marker. The radius of this circle is the number of miles (or kilometers) you specified, with the selected marker being the center point. The default range is 15 miles. In addition, all distances on the information panel will be displayed in the measurement you specify here.

Labels

You can choose whether or not you would like to see information labels over each marker on the map. Simply check this box when you want to see them.

Show HQ

When checked, a marker will appear on the map to indicate the company address.

Auto-Pan

When checked, as items on the map are selected, the map will pan so that the selected item is centered.

Auto-Zoom

When checked, as items on the map are selected, the map will zoom so that the route between items is entirely visible.

Toggle Information Panel

The button at the far right-hand side of the option bar is used to toggle the visibility of the information panel.

Information Panel

The information panel displays the pertinent data you need to interact with the map. It is broken up into tabs, each with their own use and functionality. In the left-most column of the various grids you may see icons indicating potential address errors.

· A grey question markindicates that there is no address in SuccessWare

· A red question markindicates some type of address error occurred that needs to be corrected

· A yellow exclamation pointindicates a partial match occurred and you should verify the address

· A red exclamation pointindicates the address in SuccessWare is so far from your headquarters that the application assumes it is not correct.

All Employees

A list of all employees will be displayed in a grid at the top of this tab. To reduce the number of employees visible in the grid it can be filtered. The following information is displayed for each employee:

· The employee’s name and status

· The address the employee will be at, and the job number they will be on at the map time

· The employee's availability

When you select an employee the marker for that employee on the map will turn yellow and additional information about that employee will be displayed at the bottom of the screen.

Employee

The top portion of this tab will display information about the currently selected employee, you will see:

· Their current or most recently completed call (as of the map time), including the address and scheduled time

· Their next scheduled call (as of the map time)

A list of open calls will be displayed in a grid. The following information is displayed for each call:

· The job number, scheduled time, duration and address of the call

· The estimated time (ETA) this employee could arrive at that location (based on his/her availability).

· The distance the employee will have to travel to this call based on their expected position at the map time

· The estimated time it will take the employee to travel to this call based on their expected position at the map time

A marker will appear on the map indicating the employee’s expected position at the map time. Markers will also appear for all calls listed in the grid. When you select a call in the grid, the map will highlight the route from the employee’s position to the call location.

To assign this employee to the selected call in the grid simply click the Assign Employee button, you will receive a confirmation that this action was successful.

Call

The top portion of this tab will display information about the currently selected call, you will see:

· Job number, customer name and address

· The scheduled start and end time and the expected duration

A list of employees will be displayed in a grid. To reduce the number of employees visible in the grid it can be filtered. The following information is displayed for each employee:

· The employees status and availability

· The estimated time (ETA) they could arrive at that location (based on his/her availability).

· The time the employee has between his most recent call and his next scheduled call (TBC). You can use this information to determine if you can assign this call to this employee.

· The distance the employee will have to travel to this call based on their expected position at the map time

· The estimated time it will take the employee to travel to this call based on their expected position at the map time

A marker will appear on the map indicating the location of the selected call. Markers will also appear for each employee’s expected position at the map time. When you select an employee in the grid, the map will highlight the route from the employee’s position to the call location.

To assign the selected employee in the grid to this call simply click the Assign Employee button, you will receive a confirmation that this action was successful.

Address Errors

To plot the various markers on the map the application communicates with Google in an attempt to geocode the address on file in SuccessWare. All addresses in which this geocoding was unsuccessful will appear in the grid on this tab. Selecting an address in the grid will display the details of that address at the bottom of the screen, including the type of error. There are 3 different types of address errors that may occur:

Error/Not Geocoded

This type of error occurs when the address in SuccessWare could not be geocoded, most likely due to a communications problem with Google. Markers for addresses with this type of error will not appear on the map.

To correct this type of error simply click the Refresh button on the option bar. Doing this will cause a re-geocoding to occur which should correct the error.

Partial Match

A partial match error condition can occur for many reasons but in most cases will be due to a spelling error or incorrect street number or zip code. Markers for addresses with this type of error will appear on the map but may not be at the correct location.

To correct this type of error peruse the details of the address at the bottom of the screen looking for data fields that do not match. You will know the data does not match if it is highlighted in red. In SuccessWare, update this address to match the results from Google, and then back on the map click the Refresh button on the option bar.

If this address still appears in the error list, view it’s marker on the map and verify that it is in the correct location. If it is simply click the Accept Address as Mapped button, if it is not then repeat the step above and update the address in SuccessWare.

Off the Map

The address in SuccessWare is so far from your headquarters that the application assumes it is not correct. For example, the address is in Florida but your company operates in New York.

To correct this error you will most likely need to update the address in SuccessWare and then click the Refresh button on the option bar

Mapping Calculations

Employee Availability

Several of the information grids calculate the estimated time an employee will arrive at a call location (ETA). This calculation is based on the employee’s availability, which is dependent upon the map time, and is computed as follows:

· For employees who are not expected to be on a call at the map time, their availability will be the end time of their previous call. However, no one’s availability will ever be before the actual date/time.

· For employees who are expected to be on a call at the map time, their availability will be the expected end time of the call they will be on.

By default the ETA is calculated based on the employee’s availability at the map time. However, you can choose to base it on the current time regardless of whether an employee is on a call or not.

Estimated Time of Arrival (ETA)

An employee’s ETA to a call location is determined by starting with their Available time and adding the travel time from the location this availability was based on, to the call location. This travel time is computed by Google based on the route between these two locations. The ETA column in the grid will be color-coded as follows:

· Green – The employee can make it to the call on time, based on his/her availability

· Red – The employee cannot make it to the call on time

Note: Travel time does not reflect current traffic conditions.

Time Between Calls (TBC)

An employee’s TBC is the number of hours between the end of their current or last call and the start of their next call or the end of their shift, based on the map time. When scheduling a call this column will be color-coded as follows:

· Green – There is enough time between calls for the selected call to be assigned to the employee, including 30 minutes to travel to his next call.

· Red – There is not enough time between calls

Filtering

Employees

You can manage the number of employees that appear in the grids and on the map by filtering. To filter you click the Employee Filter button on the All Employees tab or the Call tab. You can filter by department, employee type and whether or not an employee is a Sales Person, Employee or Subcontractor. If you check the box called Consider Work Schedule, employees will be further filtered by their normal working days and times.

Open Calls

You can limit the number of open calls that are displayed on the Employee tab by applying any or all of the following filters:

· You can specify to only see unassigned calls

· You can specify to only see unscheduled calls

· You can further filter the calls to only those that start within the next XX minutes of the map time

Using the SuccessWare®21 Map

Have a call and need to assign it to an employee

1. Open the SuccessWare dispatch board

2. Right-click on the call you want to assign and choose Map (Google) – Selected Call

3. The map will appear with a marker showing the location of the call and markers showing where each employee will be at the time of the call

4. The Information Panel will be opened to the Call tab with this being the selected call

At this point you want to peruse the list of employees and select one to assign to the call. Use the color-coded ETA and TBC data for each employee as a guide. If the employee’s status is (unknown) it means that the software does not know where they currently are and because of that it cannot compute an ETA. The most common cause of this is that they have not yet been assigned to a call on this day.

Have an employee who is free and need to assign a call

1. Open the SuccessWare dispatch board

2. Right-click on the employee who is free and choose Map (Google) – Selected Employee

3. The map will appear with a marker showing the location of the employee and markers showing the location of all open calls

4. The Information Panel will be opened to the Employee tab with this being the selected employee

At this point you want to peruse the list of open calls and select one to assign to the employee. Use the ETA and TBC data for each employee as a guide. If the employee’s status is (unknown) it means that the software does not know where they currently are and because of that it cannot compute an ETA. The most common cause of this is that they have not yet been assigned to a call on this day.

Graphically viewing where all employees are

1. Open the SuccessWare dispatch board

2. Right-click on any employee and call choose Map (Google) – Current Position

3. The map will appear with a marker showing the location of each employee at the map time

4. The Information Panel will be opened to the All Employees tab

All employees will appear in the grid along with their status and availability at the map time. If they are expected to be on a call at the map time the job number and address will also be displayed.

Call Markers

Employee Markers

Other Markers

Refresh

Address Errors

Error/Not Geocoded

Partial Match

Off the Map

Employee Availability

Estimated Time of Arrival (ETA)

Time Between Calls (TBC)

Filtering