The analysis of the Initial situation is the first step in a territory optimization. The current territory division is analyzed, based on the current settings in portatour®. Here, you also change settings that affect the territory optimization and exclude customers from the optimization.
Analysis
The data of the individual users of the selected workspace are displayed and analyzed here.
Click on and in the header to show and hide additional columns.
At the end of the table, you will see under Average the average values of all considered users. Under Sum, the values of the users are added.
Territory selection
The individual users of this workspace are displayed, sorted alphabetically by default.
- Clicking on opens the workspace of the respective user in a new browser tab.
- Click on the map icon to open the map of the entire workspace. The territory in question is highlighted by means of zoom and color.
- Exclude a territory from the optimization by removing the check mark to the left of the user .
This user or this territory's customers will not be considered in the optimization. This can be useful if, for example, a field rep is active in another country and there should be no overlap here.
Users
- Working hours: weekly working time in hours. This value is calculated from the portatour® options (see Settings below).
Customers
- Customers: number of customers in the respective portatour® user.
- Customers not reachable: number of customers who cannot be reached by this user in a reasonable time (i.e. within a day or with one overnight stay if overnight stays are enabled).
Key figures according to customer settings
- Customer calls: number of customer calls required per week. These are calculated from the number of customers and the individual call intervals.
- Call duration: the average call duration in minutes. This is calculated weighted by the number of customer calls.
- Call time: necessary visit time per week in hours. The number of customer calls per week is multiplied by the average call duration.
Key figures considering driving times
At Key figures considering driving times, the data from portatour® are analyzed taking into account the driving time necessary to complete the customer calls. The calculations are based on very accurate driving time analyses backed by traffic data.
- Workload: The required driving time and call time, possibly also waiting time, is compared with the working hours per week. If the value is less than 100%, the goals are achievable. A value greater than 100% means overload and thus that customers get overdue before they can be called on.
- Customer calls: the actual possible number of visits per week.
- Call time: the visit time per week in hours resulting from the possible number of customer calls (taking into account the individual call durations).
- Driving time: necessary driving time per week in hours to complete the actual possible customer calls.
- Driving time share: the ratio of driving time to working hours.
- Driving distance: expected, necessary travel distance per week to complete the actually possible calls.
- Overnight stays: number of overnight stays required per week to service the area. This column is only displayed if overnight stays are allowed for at least one portatour® user.
Settings
Under Initial situation > Settings, you can change which settings are used as a basis for calculating the analysis and optimization.
Customer reachability
The default setting here is Any. Click the pencil icon to edit the values.
- Maximum distance from home location to customer: the maximum distance that a customer may be away from the home location of the assigned user. Customers who are further away are considered unreachable. Enter a maximum value in kilometers or miles (depending on your settings) if required.
- Maximum driving time from home location to customer: the maximum driving time that a customer may be away from the home location of the assigned user. Customers who are further away are considered as unreachable. Enter a maximum value in minutes if required.
User settings
By default, the user-related settings (working hours, work break as well as overnight stay settings) from the portatour® user options are used. Click on the pencil icon to edit the values.
- Working hours source: specifies where to get the data for the working hours. Change to Organization default if necessary to use the values of the portatour® organization default (see Working hours).
- Share of working hours in the field: Indicate the proportion of the working hours a user spends in the field with customer calls and associated drives. Think of time spent on administrative activities or in-house appointments here. The default value is 80%. If the working hours in portatour® are used exclusively for field force activities and office activities happen outside the working hours specified in portatour®, then increase the value here accordingly.
- Work break settings source: specifies where to get the data for the work break times. If necessary, change to Organization default to use the values of the portatour® organization default (see Work break settings).
- Overnight stay settings source: specifies where to get the data for the overnight stays. Change to Organization default if necessary to use the values of the portatour® organization default (see Overnight stay).
- Maximum overnight stays in a row: maximum number of overnight stays, which may directly follow each other. Change the value if necessary.
- Maximum overnight stays per week: maximum number of overnight stays per week. Restrict the value if necessary.
Customer settings
By default, the customer-related settings (call interval, call duration as well as business hours) from the individual customer settings in portatour® are used. Click on the pencil icon to edit the values.
- Customer call hit rate: indicates at what percentage of customer calls the customer is actually encountered. A low customer call hit rate increases the driving time proportion and the workload, since the reps have to try to encounter customers multiple times. The default value is 80%.
- Time loss for missed call: indicates how much time a call without meeting the customer causes in addition to the driving time, e.g. for finding a parking space, walking, reporting.
- Call interval source: specifies where to get the data for the call intervals. If necessary, change to User defaults to use the default values of the respective user, or Organization default to use the values of the portatour® organization default (see Edit scheduling parameters and Scheduling parameters of customers).
- Call duration source: specifies where to get the data for the call durations. If necessary, change to User defaults to use the default values of the respective user, or Organization default to use the values of the portatour® organization default (see Edit scheduling parameters and Scheduling parameters of customers).
- Business hours source: specifies where to get the data for the business hours. If necessary, change to User defaults to use the default values of the respective user, or Organization default to use the values of the portatour® organization default (see Business hours and Business hours of customers).
Customer exclusions
Under Initial situation > Customer exclusions, exclude customers from optimization who would geographically interfere with optimization e.g. due to incorrect address data.
Create new rules for customer exclusions via
- Add new customer exclusion > Extended search (see Extended customer search)
- Add new customer exclusion > External list (analogous to Selection mode and mass editing)
- Add new customer exclusion > Map (analogous to Customer map options)
- Map > Start selection mode for customer exclusions (analogous to Customer map options)