Task and Diagnostics Prioritization Dashboard
Introduction to Task and Diagnostics Prioritization Dashboard
The Task and Diagnostic Prioritization Dashboard was developed to be used by teams on a weekly basis to discuss open tasks, validate issues have been resolved on completed tasks, and create new tasks from high priority diagnostics. It provides a single view for operators and manager personas to cross filter task and diagnostic tables based on the selected equipment.
Section 1: Task Prioritization
The first section of the dashboard summarizes Tasks across the filtered organization(s), building(s), time period, and assignee(s). It highlights aging Tasks, Ongoing Tasks and Avoidable Costs, and Completed Tasks and Avoidable Cost Savings to help prioritize work. These are all detailed in the All Tasks table.
Tasks widgets are filtered to look at Tasks with the status open, in process, or on hold. Users can change the Task Status filter at the top of the page if they prefer to see only certain statuses.
The All Time Completed Task Count counts the total number of tasks completed for the entire duration of the Organization and thus will not change when Task Created or Task Completed date filters are applied.
Section 2: Diagnostics Prioritization
The second section of the dashboard displays Diagnostics information. It gives the Top 20 Equipment to review by Total Diagnostic Priority (sum of energy, maintenance, and comfort priorities) and by Diagnostic Avoidable Cost. These widgets cross filter to the Diagnostic Priorities Over Time and Diagnostic Avoidable Cost Over Time to show the trend of the issue. All these details can be reviewed in the Diagnostics Summary Table by Equipment.
The Diagnostics Priorities Over Time and Diagnostics Avoidable Cost Over Time are filtered to the last 30 days of daily diagnostics to optimize load time.
Best Practices and Use Cases
This dashboard supports three main workflows: prioritizing open tasks, validating the issues are resolved on completed tasks, and creating new tasks on high priority equipment. Each of these workflows are detailed below.
Workflow #1: Open Task Prioritization
During weekly meetings, teams should be reviewing open tasks to prioritize amongst the team and identify any challenges to completing the work. This effort is usually successfully led by the manager or team lead with regular input from the operators. These open tasks can be reviewed in a few ways from the dashboard:
Set the page filter task status to open, in process, and on hold. Then, use the Ongoing Task Count by Assignee bar chart on the left to filter to the tasks assigned to each user. The list of tasks can then be reviewed in detail in the All Tasks table widget.
Use the Ongoing Task Count by Status bar chart on the left to filter to the open, in process, or on hold tasks. Review the details in the All Tasks table.
Users can go straight to the All Tasks table and filter the Status column to “does not include” completed.
In addition, here are some tips to help users with this prioritization and review:
In the All Tasks table, users can group by any of the columns. For example, to group by assignee, simply drag the Assignee column into the gray header box.
Users can also order the All Tasks table by clicking on the column name. The table is currently ordered by date modified, but say the user wants to instead order by largest avoidable cost, simply click the created date column. A double click on the title will order in the opposite direction (descending to ascending).
The Task column in the All Tasks table links users to the Open, In Process, or On Hold task in classic, while the Diagnostics column link clicks through to the diagnostic result.
Note that by default Tasks in classic do not include completed tasks so the link will load nothing until all the statuses are selected in the Task application.
When cross filtering to a specific task, notice the full list of diagnostic results on that piece of equipment in the Diagnostic Summary Table by Equipment. This gives the user a high-level overview without having to click into each Diagnostic individually.
Workflow #2: Completed Task Review
When a task is completed, it is important to validate that the work fully resolved the issue. It is recommended teams do this on at least a monthly basis. This will also enable them to check-in towards their monthly task completion goals. Managers usually lead this effort as well. Users can check these completed tasks with the dashboard by doing the following:
Set the page filter task status to completed OR search for completed within the Status column in the All Tasks table.
Click on the row for the task to review in the All Tasks table. Check the Equipment Priorities chart to confirm the energy, maintenance, and/or comfort priorities have gone down.
Review the details in the All Tasks table. If needed, click through to the task using the link under the Task column or to the diagnostic result using the view link in the Diagnostic column.
Validate issues are still not showing up in the Diagnostics Summary Table by Equipment.
Workflow #3: Create New Tasks from Prioritized Diagnostics
The first two workflows achieved by this dashboard are focused on getting work done. This last workflow is focused on queueing up the work for the team to complete. We have most successfully seen this accomplished with at least one Analyst reviewing the Diagnostics and creating tasks. Some teams have developed substantially enough that the Analyst Team is made up of people with focuses on controls, mechanical operation, and energy outlining work for each group or vendor at the organization. This person or team should review diagnostics at least once a week, but ideally 2-3 times a week.
The Task and Diagnostic Prioritization dashboard supports this effort by bringing both the tasks and diagnostics information into a single view for each piece of equipment. In classic users are only able to prioritize by energy, maintenance, or comfort, whereas this dashboard aggregates these three priorities into a single number enabling clients to focus on the top priority equipment holistically. Here is a recommended method for users to prioritize diagnostics with this dashboard:
Set the Global and Page Filters to the desired building(s), equipment(s), and Diagnostic time period for the review and prioritization.
Navigate to the Diagnostic Prioritization section and choose whether to prioritize on total diagnostic priority or avoidable cost. Cross filter to a specific piece of equipment by selecting one of the bars in the Top 20 Equipment by Total Diagnostic Priority or Top 20 Equipment by Diagnostic Avoidable Cost bar charts.
Check that there is not already an ongoing task on that piece of equipment in the Ongoing Tasks table. Users can filter the tasks status to only open, in process, or on hold, but it can also be valuable to see the history of the tasks on the equipment as well. This may prompt questions like why the issue is reappearing when a task was recently completed and/or if this is a recurring issue on the equipment.
Review the diagnostic results in detail in the Diagnostic Summary Table by Equipment. Users can then click through to the entire diagnostic report using the Diagnostic column link and then create a task or submit a support request from there.
This review should be repeated for the time available by going through the other equipment listed in each of the Top 20 Equipment bar charts. As this workflow becomes part of the organization processes, additional dashboards can be used to queue up work.