Insert new and maintain existing Event plans

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Inserting a new Event Plan. 1

Enter Client details. 3

Invoice the Client 5

Amending/deleting an existing Event Plan and inserting/removing Duty Plans. 6

Inserting a new Duty Category. 9

Inserting a new duty. 10

Event Planning

Inserting a new Event Plan

Plan a specific occurrence of the Pay Duty (Event Plan) identifying the client and the payment options (Hourly Rate or Fixed rate per duty) the times and refreshment breaks of each required duty taken from the event template.

· Select Event Management > Event Planning

· Select owning Division of the event or ‘Any’.

· Select the Event

· Click on Event to switch between current events and redundant events.

· Click Event to view and maintain notes about selected Event.

· Select Click here to insert new event plan in the drop down list to insert a new event occurrence.

· Enter Date from of this Event Plan.

· Enter Date To of this Event Plan.

· Enter Reminder Date of this Event Plan.

· Optionally select the Plan Owner of this Event Plan using the employee search control.

· Optionally select the Plan Authoriser of this Event Plan using the employee search control.

· Select Event Type from the drop down list

· Select Event Location from the drop down list

· Click Insert to insert new Event Plan.

· Select Redundant if required.

· Select Publish It if required. (By clicking the Events button on Home Page individuals may then express an interest in published Event Plans provided they have the appropriate skills/rank for the duties).

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Enter Client details

· Click Client Details button.

· Click Back to Event Plan if required.

· Select Clients from the drop down list.

· Select Click here to insert a new client.

· Enter all Client details as required.

· Click Insert button to record the Client details

· Enter Order Number

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Invoice the Client

· Click Invoice Client.

· Enter Invoice Number

· Enter Invoice Date

· Select Output type as required and click Print Invoice button.

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Amending/deleting an existing Event Plan and inserting/removing Duty Plans

Event Plan Changes

· Select owning Division of the Event or Any.

· Select the Event.

· Click Eventto refresh details of selected Event.

· Click Event to view and maintain notes about selected Event

· Select Event Plan drop down list consists of all related event plan titles with the date-from and date-to to make a unique Event Plan.

· Click Event Planto refresh details of selected Event plan.

· Click Event Plan to view and maintain notes about selected Event plan.

· Enter new Date From of this Event Plan.

· Enter new Date To of this Event Plan.

· Click Recalc if required to recalculate a new Date To, having selected a new Date From. There will be the same number of days between the new Date From and the new Date To as there was between the original date from and the original date to.

· Click the Plan Owner to display the employee search control to select a new plan owner.

· Click the Plan Authoriser to display the employee search control to select a new plan authoriser.

· Select Redundant if required to make this Event Plan redundant.

· Click Update to update this Event Plan.

Where required before deleting the Event Plan all Duty Allocations must first be removed from the Event Plan.

· Click Delete to delete this Event Plan and all of its duty plans together with all related notes PROVIDED there are no duty allocations for this Event plan.

· Click Insert Copy to insert this Event Plan and all of its duty plans together with all related notes to a new Event Plan with newly selected dates from and to. This enables a ‘daily standing orders’ plan to be copied to other dates with the same duties and times or even a full major annual event to other years with the same duties and times. The copy must have the same number of days between the dates from and to as the event plan being copied and must not overlap the dates of any existing event plans with the same event title.

Duty Categories

For example for normal standing duties they may be Cars, Beats, Office, etc. For a Football Match they may be Inside Ground, Outside Ground, Management, etc.

· Select Click here to insert a new category (see Insert New Duty Category).

· Select a duty Category to plan occurrences of the duties in that category. The list will be refreshed with all of the duties in the selected category.

· Click duty Category to view and maintain notes about the selected category.

Duties

For example for normal standing duties they may be Car Number, Beat Area, Gaoler, Front Desk, etc. For a Football Match they may be Sgt + 15 PCs, Liaison Officer, etc.

· Select Click here to insert a new duty (see: Inserting a new duty).

· Select a Duty from the duty list to plan occurrences of that duty.

· Click Duty to view and maintain notes about the selected duty.

· Enter Date of duty. Initial default is event plan date from. Date then remains same until changed.

· Enter Time from and To of the duty. Times remain same until changed.

· Enter Call Sign. Default is Call Sign of selected duty. Call sign remains same until changed or another duty is selected.

· Optionally enter Refreshment Time. Time remains same until changed. If entered, time must be (A) Controller between start time and end time of duty.

· Optionally enter refreshment Duration. Duration is mandatory if refreshment time is entered. Duration remains same until changed. If entered refreshment time plus duration must be before end time of duty.

· Enter Number of Personnel Required.

· Select Hourly Rate or Fixed Rate as required.

· Enter Rate and select Tax Code required.

· Click Select to insert this duty into the Duty Plan grid.

Duty Plan Grid

· Click duty plan: to view and maintain notes about the selected Duty Plan.

· Click Remove to remove this duty from the Duty Plan grid.

· Click Retrieve to fill the duty detail entries with the details of the selected duty. This enables a duty to be copied easily, or removed and reinserted.

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