Plant Health Care - Level One

Plant Health Care encompases many types of services in the Green Industry: Integrated Pest Management, Resilience, Prevention, and Treatment for all areas of a landscape, This PHC document will cover a typical Trees and/or Shrub program.

This guide details PHC service-level estimating, but if your business also estimates Labor and Chemical Usage  (or intends to begin doing so now), please refer to the Level 2 PHC document. 

There are many tools in SingleOps designed to help you manage PHC Services. We’ll start with four fundamentals that will enable you to quickly begin using SingleOps for your PHC division: 

  1. Distinguish the Work with Operation: PHC
  2. Brainstorm and Refine: PHC Service Strategy
  3. Build the Foundation: Items for PHC
  4. Optimize Workflow: Job Template

(1) Distinguish the Work with Operation: PHC

Tracking PHC Services through a separate Operation differentiates data specific to these activities as your business grows and evolves. Benefits of creating a separate Operation include improved scheduling and reporting insights.  

Create a PHC Operation

  1. In SingleOps, go to Admin > Operations
  2. Name: Plant Health Care or any variation that you use (PHC, IPM, etc.)
  3. Location: enter the address of your PHC Operation (we’ll use this as the starting location for routing functionality).
  4. Select “Create Operation” to save
  5. *Note: if you would like to set up unique branding for your PHC Operation, please refer to this resource.

Route Operation on Drivers

Using Route Optimization to schedule Visits saves time for both you and your drivers. This powerful tool rearranges Visits into the most efficient route with one click, so you don’t have to manually navigate your drivers through the map, and they don’t have to wonder if their stops are in the best order each morning. To use the Route Optimization tool on scheduled Visits:

  1. Go to Admin > Users
  2. Click on the name of the driver you would like to edit
  3. Set the Route Operation to PHC
  4. Repeat for each User who will be the Assignee on PHC Visits

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(2) Brainstorm and Refine: PHC Service Strategy

There are 2 best practice methods for estimating PHC Jobs in SingleOps, and it is important to decide on what works best for you and your team. Most PHC Visits encompass 3 parts: The Service being performed, the Labor (time spent) of your Applicator, and the Chemicals used on the Job. In this article, we are going to simplify the process of setting up PHC by using only Service items for PHC estimating. However, if you are interested in estimating labor and chemicals there is an additional article with more information linked below:

  • Estimating w/ Service Items - A PHC Treatment can be listed as a single service for an easy and clean way to present it to the Client as a billable item without going “into the weeds” of exactly how long an application took or the quantity of product used.
    • This article will cover how to build Jobs using Service Items for PHC
  • Digital Work Orders & Time Tracking - The SingleOps mobile app has an easy-to-use ‘My Day Page’ that integrates with ourTimesheet functionality to record the time spent on PHC Visits, this enables you to gather valuable insights on production efficiency and crew performance.
    • This functionality enables you to capture labor as the crew performs the PHC visit, but if you’d also like to estimate labor initially that can then be compared to the actual labor performed, click here for a specific guide: 
    • Material Items - Estimating Chemical Usage can help you understand your costs and guide purchasing decisions.  If you are ready to begin adding Materials to your PHC Jobs’ Line Items, please refer to our article on PHC Level 2.

 

(3) Build the Foundation: Items & Tags for PHC

While some PHC jobs are truly one-offs, we recommend the best practice of using recurring jobs to help maximize revenue and automate renewals. The recurring job allows each PHC treatment to be performed with one or many Applications across the contract length (typically 1 year, but multi-year contracts can be done as well). Each Application will be assigned to one Visit within the Job. Instructions for how to do this are included below so that you can set up a basic PHC program in SingleOps. 

Create an Item for each Application

  1. In SingleOps, go to Admin > Items > Items
  2. Select “New” to Add New Item 
    1. Name: “Bark Beetle Treatment” [with an additional identifier if you will be entering multiple PHC Application types (i.e. Tree, Shrub, etc.)]
    2. Description: write any details you would like to include for this Application (will appear on Proposal and Invoice by default)
    3. Unit of Measure: choose how you’d like to estimate for this PHC treatment. Best practice is to estimate a single cost and price per tree/shrub, so your Unit of Measure would be ‘tree/s’ or ‘shrub/s’. Alternatively, you could use a different Unit of Measure like ‘DBH’ for estimating.
    4. Default Price: enter the default Price you would like to charge for this service. It is best practice to enter the most common price charged for the service; this can be adjusted when creating a Proposal, if necessary.
    5. Default Cost: enter the estimated cost of performing the service. If an estimated Cost is not yet established, you can look at your most recent P&L to estimate your costs per each Unit of Measure. 
    6. Item Category: Service should be selected
    7. Advanced Tab:
      1. Minimum Service Interval: If the Application should not be applied every year, use this field to specify the interval. The options are 1 year, 2 years, and 3 years. If a Job containing this item is renewed and the Minimum Service Interval has not been reached, the Item will be marked as not active and not billable. It will become active again on renewal after the interval has been achieved. 
      2. Default Operation: Select your PHC operation, this enables you to build a multi-service estimate (ex. Tree Pruning + PHC) that will maximize our reporting and QB syncing functionality. 
    8. Save by selecting “Create Item" mceclip0.png
  3. Repeat steps a-g for any remaining PHC Treatments. If you have many PHC Treatments you can optionally use our item .csv export/import functionality. 
  4. Now that all Items have been entered, it is time to use them to create a Job. Instead of creating PHC  Jobs one at a time, we recommend using a template for time savings, increased accuracy, and data consistency for higher quality reports. 

Create Tags for PHC

Tags are a great way to keep track of equipment, site access, customer preferences, multi-year contracts, and other key information. They serve as fast ways to reference valuable information, and can also be filtered in many locations and reports in SingleOps.

Here are some examples of tags to add for PHC work. This list is not exhaustive, and we recommend meeting with your team to identify the tags which suit your PHC workflow and maximize efficiency.

Equipment Tags: Injection Gear, Sprayer(s), Soil Probes, etc.

Symptom Tags: Canker, Borers, Mites, Scale, Webworm

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To Create a Tag:

  1. Navigate to Admin > Tags
  2. Select “New Tag” to create a new Tag
  3. Name: Select a name for your Tag. If you would like all Tags of a specific type to be grouped together, place a marker before the name of the tag. In the example above, an asterisk (*) was used, but any other indicator such as “PHC -”, punctuation mark, or symbol will work well.
  4. Html color: It is recommended to use the same color for Tags within a category. This can be PHC equipment, application type, etc. An Html color code (or name of the basic color you want to use such as “blue”) is required, preceded by a “#”. Please reference the included link to find the desired hue, then enter the code in SingleOps.
  5. Tag type: This determines where the Tag will be available for selection, and where it will be displayed.
    1. Global (recommended): will be available and displayed throughout the program, including all of the locations listed below
    2. Visit: will be available on Jobs and Visits; if assigned at the Job-level, will appear on both the Job and any Visits for that Job
    3. Purchase Order: will be available on Purchase Orders only
    4. Contract: will be available on Contracts only - will not carry to jobs from segments converted; use Visit tags on segments for this purpose

 

(4) Optimize Workflow: Job Template

Job Templates provide a standard estimate structure to increase speed, accuracy, and consistency. Once a Job Template is set up, it can be used to create Proposals or Active Jobs. You can always edit individual jobs as needed. 

PHC Visit scheduling requires careful timing in reaction to weather and other conditions. Because flexibility is required for PHC applications, we recommend using On-demand Jobs.

 

PHC Job Template

Create a PHC Job Template - On-demand Frequency

On-demand Jobs are designed to simplify and expedite the Proposal process for the Sales Rep, and streamline PHC scheduling. They were created with flexibility in mind for unique workflows such as PHC. 

 

To Create an On-demand Job Template:

  1. In SingleOps, go to Admin > Job Templates
  2. Select “New Job Template” to create a new template
    1. If invoicing Per Visit: January 1 - December 31 (recommended)
    2. If invoicing Fixed Invoice: Job Range dictates invoice range
      1. *Note: all Visits must fall within this range as well
      2. For more info, refer to Recurring Jobs article
    1. Add Items for entire Job
    2. Quantity: this is the quantity per Visit, not for the entire Job
    3. Occurrences: this is the number of Visits to perform for the service
    4. Proposal Level: Select Optional, Recommended, or Included. For more information on Options Proposals, please refer to this article.
    1. Client Notes: enter information for Clients which will be relevant to all applications, or leave blank
    2. Crew Notes: enter any Crew instructions which will be relevant to all applications for these jobs, or leave blank
    1. Name: PHC On-demand
    2. Operation: PHC
    3. Job Type: Recurring
    4. Date Range
    5. Invoice Type: Per Visit (recommended) or Fixed
    6. Visit Frequency: On-demand
    7. Estimate type: Contract Total
    8. Estimate Table
    9. Notes:
    10. Prepay: disabled
    11. Assignee and Sales Rep: If the same member of your team sells or performs all PHC work, that person can be selected in the corresponding field. Otherwise, it is recommended these be left blank on the template.
    12. Tags: not recommended at the Job Template level; only apply a Tag if it should be present on every Visit of every Job which will be created from this template
    13. Other fields: Complete any other desired fields (optional). Again, it is better to only populate fields if all of most Jobs created from this template will use the selection made. When in doubt, leave the field(s) blank and they can be selected at the time of Job creation instead.
  3. Select “Save & Close” to save the Job Template

 

Now that the building blocks for your new PHC Operation are complete, you are ready to begin creating and completing PHC Jobs in SingleOps.

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