The system automatically calculates the dates relevant to the maintenance workflow for recurring orders.

Calculation of the "Execution Due Date"

The starting point for calculating the start of the preparation time, the "Date: Acceptance by Contractor" date, and the "Date: Inspection and Acceptance" date is the "Execution Deadline" date. The "Execution Due Date" is calculated based on the date specified in the order planning (Technical Building Management - Maintenance - Planning - Order Planning) in the "Dates" info area of the order initiation under the "First 'Execution Due' Date" date selection. This date is the "Execution by" date of the first maintenance order generated from order planning.

Based on the trigger interval specified in the assigned measure, all subsequent "Execution by" dates are calculated starting from this date, covering the period up to the date specified in the "End of Automatic Trigger" date selection in the "Dates" information area of the order initiation in order planning. See the following figure:

Note: If the total processing time required for the order is greater than the time until the first execution end specified in the order planning, this rule does not apply. Instead, the trigger interval is calculated based on the first execution end specified in the order planning, and this date is set as the first "Execution Due Date." A job with Execution Deadline = First "Execution Deadline" date is not generated. See the following figure:

Calculation of Escalation Dates

Starting from the "Execution Due Date," the other three dates are calculated, which form the basis for the escalation function. If the deadlines are exceeded without at least the next status after the deadline having been reached, the escalation function triggers an email notification informing the parties involved of the delayed order execution.

The calculation is based on the tolerance times specified in the order type (System Control - Technical Building Management - Maintenance - Basic Data - Order Type/Time Control) assigned to the measure.

Calculation of the Date: Acceptance by Contractor

The tolerance times for assignment to the performer, acceptance by the performer, and order in progress are subtracted from the Execution Deadline date to determine the Acceptance by Employee Deadline for the work to be performed:

Deadline: Acceptance by Contractor = Execution Deadline – Tolerance Time for Assignment to Contractor – Tolerance Time for Acceptance by Contractor – Tolerance Time for Order in Progress

Calculation of the start of the preparation time (time of automatic order triggering)

Note: This time is not relevant for one-time orders.

The preparation time is subtracted from the "Acceptance by Contractor" date to determine the date on which the order is automatically transferred from the "Order Created" status to the "Review by Client" status. For recurring orders, it is automatically calculated from the tolerance times for the workflow steps “Review by Client” and “Acceptance by Contractor” after the order type is selected in the task. However, it can be manually adjusted by specifying it manually in the task.

Start of preparation time = Date: Acceptance by Contractor – Preparation time

Note: Selecting the order type again in the measure within the "Escalation Control" selection field automatically recalculates the preparation time and replaces the manual entry.

Calculation of the Date: Review and Acceptance

To determine the Date: Review and Acceptance, the tolerance time for the “Review and Acceptance” status is added to the Date: Execution End.

Date: Inspection and Acceptance = Execution Deadline + Tolerance Time for Inspection and Acceptance.

Example: In the following example, the Execution Deadline was set to November 30, 2011.

The tolerance times for the individual steps in the workflow are as follows:

The following figure shows how the individual dates are calculated starting from the Execution Date. For the preparation time, both the automatically calculated and the manually adjusted preparation time are taken into account here.

Note: Regardless of whether the workflow assumes these statuses or not, the dates are always calculated in this manner.

Note: If tolerance times are not defined for certain steps in the workflow, they are treated as “0” for the calculation of the dates and times. This has a corresponding effect on the calculated dates and times. They may then be close together and cause premature escalations.

Note: Changes to the workflow after the order has already reached the "Review by Client" status do not affect the calculated deadlines. Only orders that are still in the "Order Created" status or new orders are affected.

Note: If necessary, all four dates in the generated order can be adjusted manually.