Group Job Setup and Process for Waste Documentation

  • Updated

Overview of steps/tasks required

  1. Contact BigChange Support - They will organise for the custom worksheets and templates to be added to your site.
  2. Setup Configuration Steps:
    1. Configure Contact Custom Fields
    2. Configure Job Types
    3. Set Up Waste Worksheets
    4. Add Data to the Contact Custom Fields
  3. Operational Steps:
    1. Create a Group Job
    2. Add Your Collection Jobs Within It
    3. Add a Disposal Job Within It
    4. Schedule Your Collections to a resource
    5. Complete The Jobs by Your Resources
    6. View the Documents

 


Before you can start using the Waste documents, there are four administrative setup actions that must be completed to ensure the correct data is accurately transferred onto the waste consignment or transfer note. These four steps are listed below.

Step 1: Configuring Contact Custom Fields

Contact custom fields are required to store additional information needed for waste documentation. These fields are essential for compliance and accurate record-keeping. We recommend creating Contact Groups for your waste collection sites/contacts and a separate group for your disposal sites. This will allow custom fields to be applied to a certain group.

Create Custom Fields for Contacts

Collection Sites/Contacts.

  • Navigate to [Top menu] Account Settings (icon) > Settings > [Side menu] CONTACT & NOTES > Contact custom fields > Add.

Based on your CRM configuration, select a 'Contact group' from the drop down list, where you want to set up the custom fields for the collection site, and then select Add.

Example

In the example below, we have a Contact group named 'Waste Customers'; however, this name can vary from custom to customer.

  1. Add the following custom fields:
    • SIC Code: Used for classification and compliance.
    • Local Council: Optional field for recording local council information.
    • Premises Code: Required for cross-border waste transfer, such as from Wales to England.
    • Process giving rise to waste: (optional) This can be added as a custom field or as a worksheet question

Waste 6.png

 

Create Custom Fields for Disposal Sites

Disposal Contacts.

Based on your CRM configuration, select a 'Contact group' from the drop down list, where you want to set up the custom fields for the disposal site, and then select Add.

Example

In the example below, we have a Contact group named 'Disposal Sites'; however, this name can vary from custom to customer.

  1. Add the following custom fields:
    • Disposal Permit: Record the permit number for the disposal site.

dis.png


 

Step 2: Configuring Job Types

We now need to setup a couple of job types to facilitate the scheduling of collection and disposal jobs. This will also allow us to assign the appropriate worksheets accordingly.

Example

In this example, we have set up a couple of job types and added appropriate positive and negative results (these will vary from business to business)

To setup a new job type:

  • Navigate to [Top menu] Account Settings (icon) > Settings > [Side menu] SCHEDULE > Job types > Add
  1. Create the following 2 job types:
    • Collection (Group) for example, but this can be any name and will work with your existing 'Job types'.
    • Disposal (Group) for example, but this can be any name as long as it has the name 'disposal' within it and will work with your existing 'Job types'.

waste group JT.png

Once the job types have been set up, we can associate the appropriate worksheets to them by selecting them from the 'Default worksheets' drop downlist, this ensures they will appear automatically on the device.

1. For the Collection (Group) job type

  • Select the Waste picker and Collection worksheets.

Waste group job type.png

 

2. For the Disposal (Group) job type

  • Select the Disposal worksheet.

Waste disposal job type.png

 


 

Step 3: Waste Worksheets

BigChange will add the various pre built 'Waste' worksheets to your site with the main ones being as follows. Please contact BigChange support if you require any help.

Main worksheets

  • Collection
  • Disposal
  • Waste picker
  • zCarriers Registration Details

For the worksheet titled 'zCarriers Registration Details,' please do not change the name in any way. It is essential that it remains prefixed with a 'z' to ensure it appears at the bottom of your worksheet list.

Example

Below is an example of some of the worksheets.

Waste worksheets example.png

 

Collection Worksheet

The purpose of the collection worksheet is to obtain signatures from both the driver and the customer, which will then be displayed on the consignment notes.

  • Worksheet name: The name clearly identifies its purpose (e.g., "Collection").
  • Include Signature Fields:
    • Driver Signature
    • Customer Signature
  • Add Required Questions: Incorporate any additional questions that are necessary, such as risk assessments or specific waste details. (These will vary from business to business)

wast signatures.png

Disposal Worksheet

The disposal worksheet serves to document the quantity of items to be disposed of, note any rejections, and secure a signature from the disposal site. This information will subsequently be reflected on the consignment notes.

  • Worksheet name: A name that reflects its function (e.g., "Disposal").
  • Include Key Fields:
    • Quantity recieved (kg)
    • Waste management code
    • Disposal signature
  • Optional Fields: Add fields for weighbridge ticket number and a photo of the ticket if needed.

wast disposal.png

Carrier Registration Worksheet

The purpose of the 'zCarriers Registration Details' worksheet is a place to store your companies details which will then be displayed on any consignment/transfer notes.

  • Name of the Worksheet: 'zCarrier Registration Details'. (Do not rename this worksheet)
  • Included in this worksheet:
    • Carrier registration number
    • Waste carrier name
    • Waste carriers address
  • Should any of these details change you can edit them here.

Renaming this worksheet will prevent the data contained within it from being transferred to the waste documentation.

wast carriers details.png

Locking worksheets

We recommend that the administrator 'locks' this worksheet to prevent accidental deletion or changes. This can be done by selecting the worksheet and select the 'Lock' icon. Only the adminitrator who locked this worksheet can unlock it to change any details within it.

watse worksheet lock.png


 

Calculating the Disposal Weight:

Each "Waste" worksheet includes a field labeled "Assumed weight (kg)." The collected quantity is multiplied by this assumed weight to estimate the total weight of the collected items. When there are multiple waste worksheets or collection jobs, these calculations are aggregated across the entire group.The total assumed weight is then compared to the actual "Disposed" weight. If adjustments are necessary, they are made on a per-row basis. It is assumed that the disposal site has an accurate weighbridge, whereas the initial collection weights may not be as precise.

 


 

Step 4 - Add Data to the Contact Custom Fields

Now that we have created the custom fields for contacts, we need to populate them with data.

  • Navigate to the [Top menu] CRM > [Side menu] Contacts.

Collection sites/contacts

  • Locate existing contacts or create each one in turn and enter the necessary data for the waste documentation.
  • Under the details tab, you will find the custom fields necessary for the documentation.

Waste cf collections.png

Premises Code is required for cross-border waste transfer, such as from Wales to England.

Another important point to note is the field for 'Process giving rise to waste.' This information can either be derived from the contact custom field if it remains consistent, or your resource can add it directly onto a worksheet from their device.

Next, we need to complete the custom fields for the disposal sites.

 

Disposal Site/Contacts

Locate existing contacts or create each one in turn for disposal sites and enter the necessary data for the waste documentation.

Disposal cf enyry.png

  • Repeat this process for all disposal sites in your CRM.

 


 

Using Groups Jobs for Waste Collection and Disposal

Now that we have configured all the administrative settings, we can proceed to create our group jobs and allocate them to resources.

What are group jobs in BigChange?

In BigChange, group jobs refer to a feature that allows multiple related visits or individual jobs to be grouped together and managed as a single entity. This can be particularly useful for efficiently managing multiple waste collections along with a single disposal job. This method is preferred for complex waste operations, as it generates a single disposal consignment note.

When creating a group job, you must schedule all the collection tasks before the disposal task. This sequence is necessary for proper documentation. If the disposal site is closed or unavailable, you will need to create a new disposal job.

 

Create a Job Group

  • Navigate to [Top menu] Schedule > New job (icon)

Fill in all nessasary fields on the details tab such as:

  • Contact: The group job contact can be any contact. In the example below, the parent contact is used as the group contact, while the collection contacts are the individual sites.
  • Title: (Optional) Choose a clear and descriptive name (e.g., "Waste Collections - Mondays").

Waste group job 1.png

 

Select the Jobs tab:

  • Add a job for each of todays collections.
    • Contact will be the site of the collection.
    • Select the job type - Collection (Group).
    • Fill in any other necessary fields.

Waste group job 2.png

Waste group job 3.png

 

Include a Disposal Job:

  • Add a disposal job to the group.
    • Contact will be the site of the disposal company
    • Select job type - Disposal (Group)
    • Fill in any other nessasary fields

Waste group job 4.png

 

After creating your group job, you can now allocate the individual jobs to a resource for a day, making sure to schedule the disposal job as the final job of the group.    

 

Waste group job 5.png

After scheduling the jobs to your resource for the day, you can also optimise the route by ensuring that the disposal job is set as the final job of the group. Please refer to article on Route optimiser.

 


Generating Waste Documentation (Templates)

After setting up the jobs and worksheets, and once your resources have completed the tasks on their devices, you can generate waste documentation. This documentation will include all the necessary information to ensure compliance.

BigChange provides templates for group jobs, which include:

  • Waste Transfer Note (Group) v2
  • Waste Consignment Note (Group) v2

Example: Waste Transfer Note (Group) v2

Example: Waste Consignment Note (Group) v2

Waste 3a.png Waste 2b.png

 

Steps to Generate Waste Documentation:

That the documentation behaves differently depending on whether a collection or disposal job is selected.  * Running the document from the collection job(s) will display the collection site's waste document.  * Running the document from the disposal job will show all the collection paperwork, which is typically what the disposal site needs to see.

It is important to mention that these job cards will not function if run at the group level; a single job from within the group must be selected.

To generate the paperwork, you need to do so from either one of the collection jobs or the disposal job. This will automatically compile all the details from every collection job within the group.
  1. Navigate to the [Top menu] Schedule.
  2. Find the Group job.
  3. Click View.

Once you have opened the group job, select the Disposal job and then choose Job Card from the icons popup to open the waste documentation.

 

waste 20.png

Once the job card has opened, you will see a "Job Card" drop-down list under the "Display" section. If you scroll to the bottom of this list, you will find the two documents for group jobs.

  1. Waste Consignment Note (Group v2)
  2. Waste Transfer Note (Group v2)

Waste new con.png

If you scroll to the bottom, you will see page numbers on the bottom right. These allow you to navigate between each individual consignment note.

wates new numbers.png

If you select "Waste Transfer Note (Group v2)" from the job cards drop-down list, your page will update to display all the individual site transfer notes. You can scroll through the different collection sites using the page numbers at the bottom.

waste new transfer.png

From this screen, as with all job cards within BigChange, you can perform the following actions using the relevant icons:

  • Email: Opens the email editor with the PDF attached.
  • Attach to Job: Attaches a PDF document to the attachments tab on the job.
  • Word: Downloads the document as a Word file.
  • PDF: Downloads the document as a PDF file.

 

You can also select any of the collection job cards if you wish to view the waste notes for a specific site only. For a consolidated document, please use the disposal job's job card to generate a single PDF.

 


 

FAQs

Q1: What is the purpose of configuring contact custom fields in BigChange?

A1: Contact custom fields are required to store additional information needed for waste documentation. These fields are essential for compliance and accurate record-keeping.

Q2: How do I create custom fields for collection contacts?

A2: Navigate to [Top menu] Profile (icon) > Admin settings > [Side menu] Contact & Notes > Contact custom fields > Add.

  1. Select a Contact group from the drop-down list and select Add.
  2. Add the following custom fields:
    • SIC Code
    • Local Council (optional)
    • Premises Code
    • Process giving rise to waste (optional)

Q3: What custom fields should be created for disposal sites?

A3: For disposal sites, create a custom field for the Disposal Permit to record the permit number for the disposal site.

Q4: How do I configure job types for waste collection and disposal?

A4: Navigate to [Top menu] Profile (icon) > Admin settings > [Side menu] Schedule > Job types > Add.

  1. Create the following job types:
    • Collection (Group)
    • Disposal (Group)
  2. Assign the appropriate worksheets to these job types from the 'Default worksheets' drop-down list.

Q5: What are the main worksheets added by BigChange for waste management?

A5: The main worksheets include:

  • Collection
  • Disposal
  • Waste picker
  • zCarriers Registration Details (Do not rename this worksheet)

Q6: What is the purpose of the 'zCarriers Registration Details' worksheet?

A6: The 'zCarriers Registration Details' worksheet stores your company's details, which will be displayed on any consignment/transfer notes. It includes fields for the carrier registration number, waste carrier name, and waste carrier's address.

Q7: How do I lock a worksheet to prevent accidental changes?

A7: To lock a worksheet, select the worksheet and then select the 'Lock' icon. Only the administrator who locked the worksheet can unlock it to make changes.

Q8: How is the disposal weight calculated in BigChange?

A8: Each "Waste" worksheet includes a field labeled "Assumed weight (kg)." The collected quantity is multiplied by this assumed weight to estimate the total weight of the collected items. These calculations are aggregated across the entire group and compared to the actual "Disposed" weight.

Q9: How do I add data to the contact custom fields?

A9: Navigate to [Top menu] CRM > [Side menu] Contacts. Locate existing contacts or create new ones and enter the necessary data under the details tab.

Q10: What are group jobs in BigChange?

A10: Group jobs in BigChange allow multiple related visits or individual jobs to be grouped together and managed as a single entity. This is useful for efficiently managing multiple waste collections along with a single disposal job.

Q11: How do I create a group job in BigChange?

A11: Navigate to [Top menu] Schedule > New job (icon).
  1. Fill in the necessary fields on the details tab.
  2. Select the Jobs tab and add jobs for each of today's collections and a disposal job.
  3. Allocate the individual jobs to a resource for the day, ensuring the disposal job is the final job of the group.

Q12: How do I complete group jobs on the BigChange app?

A12: Select the first collection job of the day and start it.

  1. Complete the Waste Picker and Collection worksheets, obtaining necessary signatures.
  2. Proceed to the disposal job after completing all collection jobs.
  3. Complete the Disposal worksheet and obtain the disposal site's representative signature.

Q13: How do I generate waste documentation in BigChange?

A13: Navigate to [Top menu] Schedule and find the Group job.

  1. Select the Disposal job and choose Job Card from the icons popup.
  2. Use the "Job Card" drop-down list to select either Waste Consignment Note (Group v2) or Waste Transfer Note (Group v2).
  3. Perform actions such as emailing, attaching to the job, or downloading as a Word or PDF file.

Q14: Can I generate waste documentation from the group level?

A14: No, you must generate the paperwork from either one of the collection jobs or the disposal job. This will compile all the details from every collection job within the group.

 


 

Troubleshooting

Coming soon

 


 

Conclusion

By following these steps, you can efficiently manage waste collection and disposal using BigChange. For further assistance, contact BigChange support.

 

 

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