Alarm Master Screenshots
Opening Screen
At first no buttons will be visible until an appropriate password has been entered. After entering the password the screen will be similar to that below. The buttons that are visible will depend on the Access Rights of the User. At logon the user has a list of their outstanding tasks held in the Schedule. These appear on the ‘To Do List’. From this screen you navigate to all other Alarm Master forms.
Features of the screen are:
Each button down the left hand side of the screen runs a process as described by the label. Click on the Calendar Grid to move the Engineers diary view to the highlighted date or date range. Right click on the planner and a job can be booked in for that day. Bookings for Installations or Surveys can be made through the Installation and Surveyors Diaries. Key Performance factors i.e. Jobs Outstanding can be shown from the Front Page.
Planners are available for the following:
The planners view can be selected to the users requirements all jobs can be reviewed and adjustments made by dragging the booking to an alternative engineer, different time etc. and then Instructions sheets printed accordingly.
Quotations
From the Opening Screen select the Quotes button. This will show the Pre Sales Database, which you can use to create and manage Enquiry’s, Prospects, or Quotations.
You can create Template Quotations and then use these to rapidly create a new Customer Quotation. i.e.
Features of the Quotation Screen are
The Enquiry Date, Specification Date and Last Progressed Date can all be entered. The Specification button allows addition of items to the Specification. After entry of the Specification the Specification Items value will be updated. From these and the Specification Items the Estimated Cost of the Installation will be calculated. Provision is made for 2 sets of Estimated Hours/Rates for a Calculated Estimate of the System Installation hours as well as a Surveyors Commission and Travel Time. Enter the values you wish to quote to the Customer under Customer Quotation. Values for Quote, VAT and Gross will automatically be calculated. Values can be included/omitted from the VAT Calculation as appropriate. Price uplifts can be applied to Materials, Labour and Commissioning. VAT Rates can be varied, as can Labour Rates.
Clicking on the Edit button in the Pre Sales Database form above opens the Edit Pre Sales form below, with a range of options including Estimating, as shown.
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System Specifications
The Alarm Master holds a database of “items” which can be included on a Specification. Against each item the following are recorded: -
- Item Code (Fifteen character alphanumeric code)
- Quantity to be installed (not Lite System)
- Make
- Model
- Product Description
- Descriptive Text Paragraph – to be used on the System Specification
- Cost Price
- Selling Price - multiple rates i.e. Domestic, Industrial etc.
- Average time to install the Component.
- Parts cannot be selected which do not conform to the required system security level.
The Customer Specification is compiled by picking the Item and identifying the system zone and intended installation position. As the Specification is complied so is an estimate of the Total Value of Items used and an average Installation time for these components.
Sundry Items can also be priced in the Specification without being included in the printed System Specification.
A brief “Bill of Materials” can also be created for a quick quotation for larger systems i.e. CCTV
After Installation the Specification can be re-called at any time for Reference or re-issue.
Alternatively a spread sheet estimating system is available on the Premium system enabling a number of “bid spec” quotes to be quickly created and then the accepted quote imported into the specification system for processing.
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Contract Management
This screen is one of the principle screens in the Alarm Master. Each line in the grid represents a customer. The upper section of the screen shows fuller details of the current customer, including contact details, notes on contract and number of Alarm Activation’s the Customer has had in the last 12 months.
It is possible to move up and down the Customer List using the Navigator or by changing the Contract Order and typing in the Search for Box. To assists in the process of searching the Contracts can be order by any of the values illustrated in the drop down list.
The layout of the grid can be modified to suit individual requirements without affecting the layout seen by other colleagues on a network.
When on the required record, many Contract details can be simply viewed using the range of buttons on the Contracts Screen.
By placing Contracts on HOLD, STOP, DORMANT or DEAD warnings are given that further checks should be made before any work is done on this Contract.
The Colours of the background, line and font are user definable and controlled by the selection of STATUS.
Additional Search facilities are available via the SEARCH button where partial names and addresses can be searched for using wild cards i.e. HIGH*.
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False Alarm Management
Provides full details of all incidents and actions taken. (Complies with ACPO policy, Alarm verification and NACOSS codes of practice) Recording an Incident is a two-stage process. As part of recording a Jobsheet, record the Incident details and the actions taken to prevent re-occurrence. This provides the raw data for statistical analysis at the Month End.
Features of the Form are:
The System will automatically warn you if the system is in danger of losing Police or Fire Authority Response or changing Police Response Levels. Use the Documents Button to send a letter to the Customer warning of potential changes in Response levels. Using this option to send a letter will also generate an entry in the Contract or Incident Note Pad. Use the Fault/Action Boxes and Notes box to identify the cause of the Incident and the actions taken. The C prefixes indicate that this is a Company Related Issue; S prefixes would indicate a Subscriber Related Issue. A prefixes indicate ARC errors and F prefixes for Fire Alarms Use the Notification boxes to indicate if the Police were involved i.e. an Alarm or not i.e. an Alert. The system summary will tell you how many Genuine Activation’s, False Alarms and Alerts have been recorded on this system and further analyse the False Alarms according to the Police or Fire Authority Response Criteria and to which URN. When a Contract returns from Police Response Level 2 or 3 to Level 1 then all prior incidents are treated as “SPENT” and then, henceforth, omitted from the count of False Alarms in the last 12 months.
The Alarm Master is also able to record and report on monitored systems that do not have an applicable URN or do not come under any inspection body i.e. Freezer monitoring etc.
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Routine Maintenance
The Routine Maintenance Diary records all routine service calls that are required to support your ongoing Contracts.
You do not enter records into the Diary; these are placed there for you when you edit a Contract. The Diary can be used to make bookings with Customers, Record notes for future visits, and Print lists of Service Calls Due. You are also able to mailshot customers and record the letter being sent. If required the final warning letter can be saved directly into the customer’s correspondence file.
Overdue and late services are coloured Red and Green respectively. Any visits “Deemed to be done” are greyed out. The current month is shown in Blue
Features of the form are:
Use the Search For and Order By capability to find any record. Click on the Book A Service Call button record the booking. Click on the Progress A Service Call button record the current progress on a Job or to update the booking i.e. Customer changes appointment date. Click on the Complete A Service Call button record the visit and move the Diary on a Year in preparation for next year. Click on the Print button and select menu Option All Service Calls Due to produce a list of all calls due to a specified date.
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Corrective Maintenance
The Jobsheets record all service calls made to a site, with variable rate charging and full recall monitoring.
Jobs which are of a Non Routine nature are entered and completed through the Non Routine Job Sheets form.
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Invoicing
You can raise Invoices from three distinct Sources:
For a Contract, either Annual Charges, Installation Charges, Rental Charges or Progress Payments. For a Jobsheet for Man-Hours, Materials or simply a fixed price. You can also include Annual Charges on a Jobsheet, if required. You can raise Miscellaneous Invoice which are free format and allow up to 10 charges to be entered against 10 lines of text.
Invoices can be raised:
Singularly i.e. for an Installation or Jobsheet or at the completion of a Service Call. Batch i.e. all Annual Charges due in a Month e.g. MAY. Grouped i.e. A single invoice can be raised for all jobs carried out on a single account (Premium System Only).
Each Contract records:
Up to Four Annual Charges The Invoice Month The Invoice Template to be used for Annual Charges The VAT Rate to be charged The Description of the Charges i.e. Maintenance, CCTV Maintenance, Red CARE The Nominal Code for accounting purposes.
Invoice templates are constructed using the Alarm Master’s Report Generator and specific Invoice Templates created to closely match the Contract requirements. Any number of Invoice Templates may be created. Illustrated above is an extract from one Template which shows Fields representing some the various charges that can be put onto an Invoice Template.
Monthly, Quarterly Invoices can be raised to suit individual Customer payment profiles. Up to 10 line items can be added to each Monthly Invoice as well as descriptive text and Nominal Codes for Cost Allocation
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Telephone Log
Provides history of all calls and actions taken.
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Statistics
Instant access to key performance factors and WIP
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Address Book
Unlimited address details for key holders, etc.
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Stock Control
Comprehensive stock control system linked to installations, jobsheets and purchase orders
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Report Builder
Comprehensive easy to use report generator
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Reception Desk
Reception Desk uses the BT Caller ID system to look at information about incoming calls and displays customer information at the time of answering the call, giving you instant access to customer details. So you need no longer be saying "Please wait while I find your file".
Reception Desk can be left on to record calls received overnight - switch it to sleep mode and all calls are automatically logged (even if no message is left on the answer machine).
Features
Log of incoming calls
Record of any ongoing actions
Sleep mode records out of hours calls
Unlimited number of alternative phone numbers for the same customer
Ringing from a different number is no problem - full database search available
Instant access to system specification, account details, routine service and system details
New customers logged as an enquiry Up to 12 incoming phone lines and display caller info on an unlimited number of computers across a network.
System Requirements
BT Caller ID Enabled (BT may charge for this service)
Available Com Port on the PC (call for advice)
Telephone point local to PC
Alarm Master for Windows
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Personal Computer Data Services
135a Belgrave Drive, Boothferry Road, Hull, HU4 6DP
Enquiries/Support Phone: 01482 607350 - Fax: 01482 326393
Email: sales@pcdata.co.uk
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