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Data Migration / Upload - FAQs

Smart360 Service Areas Management FAQs

Getting Started & Navigation

Q1: How do I access the Service Areas Management module in Smart360? A: Navigate to the main dashboard and click on "Service Areas Management" from the setup menu. You'll see a comprehensive interface with tabs for different entity types (Region, Country, State, City/County, Zone, Division, Areas, Sub-Areas, Premises) and a dashboard showing key performance indicators like Total Premises, Active Consumers, Service Areas count, Monthly Revenue, Active Meters, and Work Orders.

Q2: What user roles have access to Service Areas Management? A: Three primary user roles have access with different permission levels:

  • Tenant Admin: Full system access across all utilities and regions, including bulk operations and system-wide analytics
  • Utility Admin: Utility-specific access with regional management capabilities, entity management, and operational controls
  • CIO Admin: Technical system management with data integrity oversight, audit capabilities, and technical maintenance features

Q3: What is the 9-level hierarchical structure used in Smart360? A: Smart360 uses a comprehensive hierarchy for geographic organization:

  1. Region → 2. Country → 3. State → 4. City/County → 5. Zone → 6. Division → 7. Areas → 8. Sub-Areas → 9. Premises Each level maintains parent-child relationships with automated validation and constraint enforcement to ensure data integrity.

Dashboard Overview & KPIs

Q4: What key performance indicators are displayed on the Service Areas dashboard? A: The dashboard shows monthly data for critical KPIs:

  • Total Premises: Complete count of all premises in the system
  • Active Consumers: Count of consumers with active status
  • Service Areas: Total count across all hierarchy levels (Region + Country + State + City/County + Zone + Division + Areas + Sub-Areas + Premises)
  • Monthly Revenue: Financial performance in millions with percentage growth
  • Active Meters: Meter count assigned to active consumers
  • Work Orders: Total service order count Progress indicators compare current month to last month for trend analysis.

Q5: How do I interpret the growth trend monitoring? A: The system tracks 6-month growth trends (January through June) with:

  • Stacked visualization: Cumulative growth display
  • Two-tier tracking: Active consumers count vs. number of premises
  • Scale monitoring: Values from 0 to 60,000 scale
  • Monthly progression: Sequential tracking for trend analysis This helps identify performance patterns and growth trajectories across your service territories.

Q6: How often is dashboard data updated? A: Dashboard KPIs display monthly data with real-time updates for:

  • Consumer status changes (active/inactive)
  • New premise additions
  • Revenue collection updates
  • Work order completions
  • Meter activations Progress indicators automatically compare to the previous month to show growth or decline trends.

Entity Creation & Management

Q7: How do I create a new service area entity? A: To create a new entity:

  1. Select the appropriate tab for the entity type you want to create
  2. Click the "Add" button (button name matches the selected tab)
  3. Fill in the mandatory fields:
    • Entity Type: Auto-selected based on your tab choice
    • Division Name: Must be unique (marked with *)
    • Parent Entity: Select from dropdown of existing parent entities (marked with *)
  5. Add optional information:
    • Description: Multi-line text for management responsibilities
    • Tags: Add searchable tags for categorization
  7. Set Status: Active (default) or Inactive
  8. Click "Create Division" to save

Q8: What validation rules apply when creating entities? A: Several validation rules ensure data integrity:

  • Unique names: Division names must be unique across the system
  • Mandatory fields: Division Name and Parent Entity are required
  • Hierarchy consistency: Parent entity must exist and be appropriate for the entity type
  • Status rules: Active entities require active parent entities
  • Tag format: Tags follow approved taxonomy standards
  • Description length: Must be between 10-500 characters if provided

Q9: How does the parent entity selection work? A: Parent entity selection is hierarchy-dependent:

  • Dropdown population: Shows only valid parent entities for your selected entity type
  • Hierarchy enforcement: For example, if creating a Premise, only Sub-Area values are displayed
  • Real-time filtering: Available options update based on your entity type selection
  • Validation: System prevents invalid parent-child relationships
  • Mandatory selection: Must select a parent entity before creating the entity

Search & Filtering

Q10: How does the global search functionality work? A: The global search provides comprehensive search capabilities:

  • Universal search: Search by any service area name across all entity types
  • Auto-complete: Real-time suggestions as you type
  • Result display: Shows service area name and entity type
  • Direct navigation: Click on results to open the detail view
  • Cross-hierarchy: Search spans all 9 hierarchy levels
  • Quick access: Fastest way to locate specific entities

Q11: What filtering options are available on each tab? A: Each entity type tab provides consistent filtering:

  • Search by name: Find entities by their division name
  • Status filter: Filter by Active or Inactive status
  • Universal functionality: All tabs (Region through Premises) have the same filtering capabilities
  • Real-time results: Filters apply immediately as you type or select
  • Combined filtering: Use search and status filter together for precise results

Q12: How do I efficiently navigate between different entity types? A: Navigation is streamlined through:

  • Tab structure: Nine tabs for each entity type provide organized access
  • Breadcrumb navigation: Shows your current location in the hierarchy
  • Drill-down capability: Click entity names to view child entities
  • Back navigation: Easy return to parent entity views
  • Consistent interface: Same functionality across all tabs for familiar experience

Entity Detail Views

Q13: What information is displayed in the entity detail view? A: Entity detail views provide comprehensive information: Basic Information Section:

  • Status, Created by, Last updated, Last updated by
  • Child entity count, Entity type, Tags Two-Tab Structure:
  • Overview Tab: Consumer count, Meters, Meter readings, Revenue, Bills, Service requests, Complaints, Work orders
  • Child Entities Tab: List of child entities with search and filter capabilities (not available for Premises)

Q14: How do I navigate and manage child entities? A: Child entity management includes:

  • Search functionality: Find child entities by name
  • Multi-criteria filtering: Filter by type, status, created by
  • List view displays: Name, type, status, created by, consumer count, meters
  • Drill-down navigation: Click child entity names to view their details
  • Performance monitoring: Track metrics across child entities
  • Hierarchical view: Understand parent-child relationships visually

Q15: What operational metrics are tracked for each entity? A: The Overview tab displays comprehensive operational metrics:

  • Consumers: Total consumers attached to the entity
  • Meters: Total meters attached to the entity
  • Meter readings: Total readings for the entity
  • Revenue: Total payments received for the entity
  • Bills: Total approved bills generated
  • Service requests: Total service request count
  • Complaints: Total complaints count
  • Work orders: Total work orders count All metrics aggregate data from child entities automatically.

Bulk Operations & Data Import

Q16: How do I perform bulk import of service area data? A: The bulk import process follows these steps:

  1. Select entity type: Choose which entity type to import
  2. Download template: Click download button to get CSV template with required fields
  3. Prepare data: Fill template with name, description, parent, status, tags (name and parent are mandatory)
  4. Upload CSV: Upload your completed file
  5. Auto-processing: System processes and validates your data
  6. Review validation: Check validation results and fix any errors
  7. Complete import: Finalize the import process

Q17: What does the validation process check during import? A: The validation process categorizes records into three types:

  • Valid records: No issues found, ready for import
  • Warning records: Duplicates found - "duplicate found, it will be replaced with the existing"
  • Error records: Critical issues requiring correction:
    • "missing name" - Name field is empty
    • "wrong parent attached" - Parent entity doesn't exist in system
    • "missing parent entity" - Parent field is empty You can edit name, description, and parents to resolve issues.

Q18: How do I handle validation errors during import? A: Error resolution process:

  1. Review validation results: Check valid, warning, and error counts
  2. Filter by issue type: Focus on specific validation categories
  3. Edit problematic records: Correct name, description, and parent fields
  4. Re-validate: System automatically re-validates edited entries
  5. Delete rows: Remove problematic records if needed
  6. Update status: Track progress as issues are resolved All errors must be resolved before completing the import.

Status Management & Entity Lifecycle

Q19: What are the different entity statuses and their meanings? A: Entities can have two primary statuses:

  • Active: Entity is operational and included in billing processes, consumer assignments, and operational activities
  • Inactive: Entity is excluded from operations but data is preserved for historical reference Status changes affect child entities - inactive entities cannot have active child entities, maintaining hierarchy integrity.

Q20: How do I change an entity's status? A: To change entity status:

  1. Navigate to the entity detail view
  2. Click the "Edit" button
  3. Modify the status selection (Active/Inactive)
  4. Consider impact on child entities
  5. Save changes
  6. Verify status change across the hierarchy Remember that inactive entities cannot have active child entities, so you may need to update child statuses first.

Q21: What happens to child entities when I deactivate a parent entity? A: When deactivating parent entities:

  • Hierarchy validation: System checks for active child entities
  • Cascade consideration: You may need to deactivate child entities first
  • Data preservation: All historical data remains intact
  • Operational exclusion: Inactive entities are excluded from operations
  • Reporting impact: Inactive entities may not appear in operational reports Plan status changes carefully to maintain hierarchy integrity.

Tags & Categorization

Q22: How do I use tags effectively for entity organization? A: Tags provide flexible categorization:

  • Adding tags: Use the text field with "Add" button in entity forms
  • Tag display: Added tags appear below the input field
  • Search enhancement: Tags improve searchability across entities
  • Categorization: Group entities by function, priority, or characteristics
  • Examples: high-priority, rural, industrial, maintenance-required
  • Best practices: Use consistent tag naming conventions for better organization

Q23: Can I search entities by their tags? A: Yes, tags enhance search capabilities:

  • Tag-based filtering: Use tags to categorize and filter entities
  • Search integration: Tags are included in search functionality
  • Cross-reference: Find all entities with specific tags
  • Organization tool: Group related entities regardless of hierarchy level
  • Reporting utility: Use tags for custom reports and analysis

Q24: How do I maintain consistent tagging across my organization? A: Tag management best practices:

  • Standardized taxonomy: Develop approved tag naming conventions
  • Training: Ensure all users understand tagging standards
  • Regular review: Periodically audit and clean up tags
  • Documentation: Maintain a list of approved tags and their meanings
  • Consistency checks: Review entities for proper tag application

Performance & Analytics

Q25: How do I analyze performance across different service areas? A: Performance analysis tools include:

  • Operational metrics: Compare consumer counts, revenue, and service requests across entities
  • Child entity analysis: Drill down to see performance at granular levels
  • Trend monitoring: Track 6-month growth patterns
  • Comparative views: Compare similar entities within the same hierarchy level
  • Dashboard insights: Use KPI data to identify high and low-performing areas
  • Historical tracking: Monitor changes over time for trend identification

Q26: What reports can I generate from service area data? A: Available reporting includes:

  • Hierarchy reports: Complete organizational structure with all entities
  • Performance summaries: Operational metrics by entity type
  • Growth analysis: Trend reports showing expansion patterns
  • Exception reports: Entities requiring attention or maintenance
  • Export capabilities: CSV downloads for external analysis
  • Custom filtering: Generate reports for specific entity types or regions

Q27: How do I identify underperforming service areas? A: Performance identification strategies:

  • Metric comparison: Compare operational metrics across similar entities
  • Trend analysis: Identify areas with declining performance
  • Exception monitoring: Watch for unusual patterns in service requests or complaints
  • Resource allocation: Review meter and consumer ratios
  • Revenue analysis: Identify areas with collection challenges
  • Child entity performance: Drill down to identify specific problem areas

Data Quality & Maintenance

Q28: How do I ensure data quality across the service area hierarchy? A: Data quality measures include:

  • Automated validation: Real-time checks during entity creation and modification
  • Hierarchy constraints: Automated parent-child relationship validation
  • Unique name enforcement: Prevention of duplicate entity names
  • Regular audits: Periodic review of entity data for consistency
  • Change tracking: Complete audit trail of all modifications
  • Error prevention: Validation rules prevent common data quality issues

Q29: What should I do if I discover data inconsistencies? A: Data inconsistency resolution:

  1. Identify the scope: Determine how many entities are affected
  2. Document issues: Record what inconsistencies were found
  3. Prioritize fixes: Address critical operational issues first
  4. Use edit functionality: Correct individual entity data through edit forms
  5. Bulk operations: For large-scale issues, use import functionality to correct multiple entities
  6. Verify fixes: Confirm that corrections maintain hierarchy integrity
  7. Prevent recurrence: Implement processes to prevent similar issues

Q30: How do I maintain optimal system performance with large datasets? A: Performance optimization strategies:

  • Regular maintenance: Periodically review and clean up unused entities
  • Efficient searching: Use specific search terms rather than broad queries
  • Filtered views: Apply filters to work with smaller data subsets
  • Bulk operations: Use import/export for large-scale changes rather than individual edits
  • Status management: Keep inactive entities properly marked to exclude from operations
  • Hierarchy planning: Design efficient entity structures to minimize complexity
  • Monitor usage: Track system performance and adjust practices as needed


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