Reports

  • Updated

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Overview

Data collection within an organisation can be extremely helpful but only if it can then be organised into a useable and useful format.

The BigChange Report Suite allows you to do just that, precisely extracting the information you need and delivering it straight to the inbox of internal or external customers at a time and in a form decided by you. Best of all, this will all happen automatically after the initial setup.

The Report menu allows you to tailor your chosen report by applying filters and then the Report Scheduler allows you to make your data work even harder for you. Within a few clicks you can: 

  • Schedule a Report 
  • View Schedules you have created and then edit, deactivate and delete them 
  • Create a Template email used for sending the Report. 
  • White-label emails (ie have the emails show your preferred email address as the point of origin, rather than from jobwatch@bigchange.com) so they can be sent directly to third party recipients.
  • Administer all Scheduled Reports created by others if you have Administrator privileges. 

Where all of these options still don't deliver exactly what you are looking for, we can still help.  For a one-off fee, our Professional Services team can create a Report to your exact requirements. 

Contact Support to find out more: support@bigchange.com +44 (0) 113 457 1000 To make it easier to find exactly the report you are looking for the reports index is broken down into categories.

 

Management Reports

There are three Management reports: Excel Management Report

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This report allows users to download raw data about journeys and jobs in a CSV format. BigData Report

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This report looks at the productivity and efficiency of resources, both in groups and individually. Fleet risk and fleet management are also available to view here. Notes Report

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This CSV export allows users to view notes, filtering on variables such as the due date and status of the note.

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Sales & Marketing Reports

The Sales & Marketing section consists of two reports: Sales Opportunity Pipeline

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This report uses the information provided against Sales Opportunities and collates it to provide information which can be used to predict future sales and aid with budgeting. Users can filter on the Sales Opportunity stages. Sales Opportunity Report

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This report provides users with the current metrics for the company's Sales Opportunities and filters can be applied to provide information per resource and/or status, allowing for accurate conversion rate analysis.

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Tracking Reports

The tracking reports look specifically at vehicle tracking data, location reports, Tacho information (if applicable) and Driver Behaviour. The 7 reports are: Journey Report

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This report shows vehicle journeys and the status of the vehicle i.e. stopped, idling or speeding. Driver Behaviour

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This is a league table of drivers based upon their driver behaviour scores. The parameters of the driver behaviours are set in My Account → Administration → Resources → Driver Behaviour. The parameters comprise of Over Speeding, Harsh Cornering, Harsh Acceleration, Harsh Braking and Idling. Time at Location

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This report allows users to view stops at locations which are saved in their CRM. Users can search which resources have been at certain known locations and for how long. Private Mileage Report

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Users can compare private and public mileage using this report and can filter by specific resources as required. Tachograph Report

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Used to monitor the hours that resources are driving to ensure that they are not breaking the European directive. PTO Report

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If the fleet has PTO (Power Take Off) installed, users can view when ancillaries on vehicles are used and for how long. Minute by Minute Report

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This report outlines every tracking point recorded for a specific vehicle. This report produces a substantial amount of data and can therefore only be run over a maximum of 48 hours and for one vehicle at a time.

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Vehicles Reports

There are three Vehicles reports and they look specifically at vehicle checks, defects reported and also the MPG figures of the fleet. To report on the MPG figures vehicles must either be equipped with CAN or the fuel details can be manually imported. Driver Check

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This report enables users to view driver checks completed by resources from tablets. Defect Report

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This report consists of logged defects. The defects are logged by resources and can be resolved by web users. The report also looks at archived defects for specific vehicles. Vehicle Consumption and Emission Report

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This report gives users the ability to view and compare driving data, such as distance travelled and idling times. If fuel data is imported or collected by CAN, MPG can also be reported on. 

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Financial Reports

There are 5 Financial reports: Journey Cost Report

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The Journey Cost Report uses the data provided in The Vehicle Consumption and Emission Report, coupled with costs associated with resources and vehicles, to calculate journey costs. The costs for resources and vehicles are set up in Profile Icon → Admin Settings. Expenses Report

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This report will list all expenses logged by resources and attributed to them personally. Users will be able to filter by Resource and view Expense categories separately. Financial Documents

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This report can be used to view and export financial data relating to specific types of documents, such as Invoices, Credits and Quotations. Statement of Account

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The Statement of Account looks at invoices currently outstanding for specific contacts. The report also considers payments made on invoices. Job Margin Report

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This report looks at first the job costs and then the invoiced amount and uses them to calculate a margin for individual jobs. The report can be filtered by either resource groups or individual resources. 

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Timesheet Reports

There are four Timesheet reports: Timesheet Report

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This report will show each timesheet activity and can be filtered by individual resources. Timesheet Summary Report

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This report provides a weekly or daily summary of working hours for resources and also the expenses incurred in a given period. Resource Working Hours

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This report highlights any resource working over 60 hours and gives a weekly and daily summary of working hours. Timesheet Reconciliation Report

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This report has been designed to compare Tacho data, journey data and timesheet activities. The Tacho data will list all of the Tacho activities entered.

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Jobs Reports

There are three Jobs reports:

Job Report

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The job report looks at the job type, contact, the planned and actual times, the duration, the driving and jobs duration.  This report can be filtered by resource or contact.

 

Job Cards

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This report is designed to allow users to view the standard job card for a set contact or resource for a set period. They can then be exported en masse.

 

Job Response Times Report

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This report looks at the planned and actual times of jobs and highlights how late the job was from its planned time. The created time is also logged on this report to report on the response time from when the job was created and started. 

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Job Finance

Job Finance Reports

Our four job finance reports give you easy-to-access insight into job finance over a period of up to 62 days.

As part of our new release process, these reports will gradually be rolled out during the course of the month.

You will notice that these reports all bear the Beta badge and we look forward to hearing your feedback.

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The first three reports allow you to manipulate data for upcoming work, or work that has been already started but that is not yet financially complete:

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1. Unscheduled Jobs

This report allows you to view jobs that are either waiting to be scheduled (new/unplanned) or have been scheduled and then needed to be unscheduled, for example, if there are delays in the supply chain.

You can use this data to assess the profitability of the jobs that are still outstanding and use that information to help prioritise your schedule. For jobs to be included in this report, they must have a creation date and, obviously, will not have been marked as financially complete. Y

ou can leave feedback on this report here, whilst it is marked with a Beta flag.

 

2. Work in Progress (WIP)

The Work in Progress report allows you to look at jobs that have been started, ie, have already incurred some committed costs but are not yet financially complete. This report could be helpful in evaluating capacity and workload management. In order to appear in this report, jobs must have a planned start or planned completion date and not be marked as financially complete.  You can leave feedback on this report here, whilst it is marked with a Beta flag.

 

3. Job Profitability Forecast 

The Job Profitability Report uses the same data set, with the same constraints,  as the WIP Report, to show the estimated profitability of your upcoming jobs. These are jobs that are not yet financially complete.  You can leave feedback on this report here, whilst it is marked with a Beta flag.

 


The last of our four new reports switches focus to those jobs that are financially complete.

 

4. Job Profitability 

This report provides accurate data showing the profitability of your financially complete jobs. It allows you to view actual revenue less actual costs. In order for jobs to be included in the data for this report, they must be marked as financially complete and have had a status change, such as when a job status is changed to completed. 

It is important to be aware of this as it means that previously completed jobs may not be included in the report. You can leave feedback on this report here, whilst it is marked with a Beta flag.

Marking a job as financially complete signals to the BigChange platform that this job will not incur any further costs and can therefore move from an active state to a completed state for profitability analysis. 

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Stock Reports

There are three Stock reports: Stock Inventory

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This report looks at the stock in the system and will list every item in stock and also its location, whether that be at your company or at external sites logged in your CRM. Stock Movement

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This report looks at the location and movements of stock. It will also show the jobs to which the stock is linked. Stock Reorder Level

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This report shows the level of stock at certain locations, measured against the reorder level that you have set for each item. Since stock can be held on vehicles as well as at contacts, levels can be set against either.

By default, this report displays stock that is within 10% of the reorder figure but can be adjusted to display the information you need.

Search for items that have dropped below set reorder levels by adding a negative number, eg -25%. Results are also colour coded: RedStock is ≤50% of the reorder level Black = Stock is between 50-100% of the reorder level Amber = Stock exceeds the reorder level

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Creating a Report Schedule

The BigChange Report Scheduler feature allows you to set up a recurring, emailed Report of a selected type, in moments. 

You simply need to decide what information you wish to extract and when you or your customer would like to receive it. 

At each requested calendar point, JobWatch will then run your data, generate the Report requested and send an emailed version out, totally automatically and to the timetable you have scheduled.

Begin by selecting 'Report' from the top menu and choose which Report you wish to work on. Set the desired parameters, using the filter and click 'View' to generate a sample:

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In the example we have set up a Schedule for a Job Report and therefore the options shown may differ slightly if you are working on a different Report.

  • Navigate: Reports → [side menu] Schedule → Create schedule:

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  1. Email Report after - This allows you to select an hour after which you are happy for emails to be sent out.  Select your choice from the dropdown menu, presented in hourly increments.
  2. Recurrence - Select whether you wish the Report recurrence to take place weekly, monthly or on a specific week of the month.
  3. Period - Select the period you wish covered from the dropdown menu.  Choose from: current day, previous day, last 24 hours, current week, previous 7 days, current month and previous month.
  4. Format - Choose your preferred format form PDF, Excel, Word and Image
  5. Email reports to - the email recipient.
  6. Email body - you can select either Plain text, in which case the standard message shown (in 8) will be used, or Template.  Selecting Template will remove field 8 and replace it with a Template dropdown menu from which you can select one of your own pre-created Templates to use.
  7. Subject - By default, this is the name of the Report you have selected.
  8. Body - See 6 above
  9. Sender's email - The email address you wish the Report to come from
  10. Report file sent as - You can send the Report either as a file attachment to the email or as a link with a 15 day expiry date on it.  The latter is often a better option for very large files since some mailboxes limit the size of attachments.
  11. Report to be sent until - this allows you to send the Report continuously or to send it between selected dates only, eg for the length of a contract period:Report-37.png

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Creating a Template

Customised templates are the ideal way in which to personalise your emails. To create one:

  • Navigate: Profile Icon → Admin Settings[Quick Links menu] TemplatesAdd.  

Then name and create your Template:

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In the example above you will see a number of blue Keywords.

The Keywords specifically for Report can be found on the Miscellaneous tab when you click on the 'Insert Keyword' button on the menu:

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Please note that only Keywords from the Miscellaneous tab may be used for Reports since Reports are not linked to other areas of the system.

Once you have completed your Template, click to Save. Now find your Template in the list view and click 'Edit'. Click on the 'Usage' tab, click 'Add +'  and complete the form:

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Sample completed usage form for Job Report.

This step is important because if the usage hasn't been set, this Template will not appear as an option in the dropdown menu when you are creating your Report Schedule:

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Viewing & Editing Schedules

You can view or edit scheduled Reports, quickly and easily at any time.

  • Navigate: Report → [side menu] Schedule → [icon] All Schedules:

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This will open a display of all scheduled Reports which you can now filter by either recipient address or status.  If you wish to edit a Report, simply click on it to edit, delete or deactivate:

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Clicking to Deactivate will result in a red Inactive appearing in the Status column, useful if the Report is not required for a period but you wish to use it again moving forward.

If you click Delete, a warning message will appear as a safeguard against accident.  Simply press yes if you wish to proceed.

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Clicking to Edit will simply re-open the original form, allowing you to make any desired changes. Standard Web Users will be able to view the Reports which they have created, whilst those with Administrator privileges will have sitewide access. 

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Videos

Report Scheduling

 

Reports (Basic):  Recording of Live Tutorial

 

Reports (Intermediate):  Recording of Live Tutorial

 

Driver Behaviour, tracking & Map: Recording of a Live Webinar