SMART Routing

Trakker can help keep routing simple, while helping ensuring all of your customers are being seen, and being seen in an efficient manner.

What is SMART Routing?

SMART Routing compares customers for the next service date and geographically combines them, then it calculates the time needed for each customer including travel time and puts them onto a rep’s daily schedule in an optimal way to reduce windshield time.

It takes into account the frequency in which customer should be seen.  It recognizes that some customer’s weekly, to bi-weekly, monthly, to bi-monthly, once a quarter to once a year.  As well as that some customers may take 30 – 45 minutes while others may take 3 – 4 hours, and others may take 6 – 8 hours.

As Trakker is used, it also learns more about the time it takes and locations of all of the customers so that it will keep optimal efficiency even when a new customer is added, or the frequency of a customer suddenly changes.

What order does it use to decide what to load?

  1. Loads any customer Recurring Events
  2. Then each device set to enable SMART Routing will be reviewed to:
    1. See if there is already something loaded to the calendar for the upcoming day being scheduled for (either Manually entered, or from Recurring Events).
    2. If not, then it will look at the list of customer for this device
      1. See if any upcoming due have route days of <= X (Configurable, default is 45) and find the first next service date due (Last Invoice Date + Number of Route Days).
      2. ELSE if not <= X then just find the oldest Service Date (Last Invoice Date + Number of Route Days)
      3. From #1 or #2 will be evaluated.
        1. If this customer has a recurring event, it will be skipped.
        2. If this customer already has an upcoming appointment scheduled in the next 7 days, it will be skipped
  3. Customers will be evaluated for the time expected to be needed there
  4. Once a the work day has been filled, the appointments will be optimized for best the best travel route and the schedule will now leave blank areas for that travel time

How are the Route Days Evaluated

In order to be able to group as many close together addresses together in a tight group with approximate due dates together a formula is needed to allow an Earliest Due date to be set that a customer can be seen.  That formula is a follows.

  • All customers with Number of Routing Days set to <29 can not be seen before that day time frame.  This sets up so that in most situations, if a customer is set to 7, 14, 21, or 28 days, they will be seen on that day.  (Note: 28 day accounts may be seen twice in one month)
  • 29– 31 can be seen up to 2 days early (NOTE: CAN NOT be seen twice in the same month).
  • 32 – 34 can be seen up to 3 days early
  • 35 – 149 days can be seen 4 – 18 days early (weighted at .88)
  • 150 – 179 can be seen 15 – 18 days early (weighted at .)
  • 180 – 359  can be seen 18 days early
  • 350 DAYS SPECIAL NOTE:  Some external systems can not set their systems route days to 0, so as a work around for those systems, they set it for either 50 Weeks (which converts to 350 days) or 350 days.  So 350 days will add 25,550 days to the last invoice so that it will not load to a route (giving it the same result as if it were set to 0 route days)
  • > 360  can be seen 28 days early

How can I see the route?

The route appears on the schedule under each truck/reps name.  It shows the calculated start time for each customer appointment and the length of time estimated for each appointment.

Also from the Handheld Data tab the calendar can be switched to the desired date and the Scheduled box can be selected from the Top Right hand side of the screen to show what the route looks like on a map.

What if I need to manually add an appointment to the route or remove one.

Remove Appointment.

Simply open the appointment in question an check the Inactive checkbox and save it.

Or you can move it to another date by changing the Specific Time to the date (and a time frame) desired

Add an Appointment.

Just follow the adding a manual appointment process.

What if a customer does not want us to visit them right now even though they are due (based upon last invoice date and Number of Route Days)?

What will happen?  Well if they do not wish to be visited right then and nothing is done on the handheld, then the account will keep aging and thus keep moving up in priority on the schedule and keep getting rebooked over and over until something is done.

There are several ways in which this can be handled, but here are a few of the simpilist.

  1. Generate a $0 invoice for this customer so that the next due date will be calculated from the date of this $0 invoice
  2. OR the non-completed appointment for this customer can be moved to a date in the future say a week or two ( or three or…) out so that the SMART Routing will see that the customer has an upcoming appointment already so will not keep booking it.
  3. OR if there is no existing non-completed appointment, just create a new appointment for this customer for a future date just like in #2.
  4. Change the # of route days for the customer, if they desire to be seen less often on a regular basis