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Building Maintenance System
- Works seamlessly with our Technology Maintenance and Inventory Management Systems
- Cut down on paperwork
- Streamline job requests and work order processes
- Analyze expenditures and reduce costs
Our Building Maintenance and Work Order System allows building maintenance coordinators to manage all work orders, costs, and equipment information from any PC with a browser and internet connection. Assign work orders to staff members, track labor, part, and vendor costs, assign priorities to work orders; a Building coordinator can see and manage an entire district’s building maintenance work load easily and effectively.
The Building Maintenance and Work Order System is integrated with our Simple Inventory Management solution so that building maintenance coordinators can easily make repair/replace decisions regarding equipment, view a piece of equipment’s entire repair history before beginning work on a new work order, and schedule recurring maintenance jobs with the click of a link.
The main page allows building maintenance coordinators to see at a glance the current work load for the entire district. You can filter work orders in the grid by building, job type, status, assignment or priority. You can sort the grid by building, date entered, deadline, priority, job type, or status. All of these features and more help the building maintenance coordinator keep the districts work load under control.
By tracking time spent on each work order and the labor costs associated with all work orders and buildings, building maintenance coordinators can more effectively allocate equipment and training budgets. Through analyzing the vendor and part costs, you can find which equipment and vendors work best for your district, saving time and money. Seeing the amount of time spent on repairs, training and other tasks throughout the year can justify the addition or subtraction of technicians from your staff.
The systems not only benefit building maintenance coordinators by saving time, money, and effort. Communication throughout the organization is enhanced by the system. Superintendents and principals are able to log on and see what work is being completed in the district. Teachers and faculty members can log on to submit work orders and/or see the status of their existing orders. Users can only view their own work orders while principals can only view the work orders in their building. Superintendents can view all work orders. The result of this communication helps all users, but ultimately benefits the building maintenance coordinator. No more wasted time with phone calls and emails from users asking if an order has been completed!
Let’s walk through a simple work order to see what the system really does. Once a work order is entered, the building maintenance coordinator can assign that work order to a technician.
In choosing a technician, the coordinator is able to see notes about that technician’s areas of expertise, the number of open work orders assigned to that technician, and the technician’s hourly rate.
The building maintenance coordinator can also set a deadline for the work order and a priority level for the work order. The technician will receive an email informing him or her of the assignment and work order details. Also, when the technician logs on, the system’s main screen will show how many work orders are assigned to them.
Once the technician finishes the work order, they enter the number of hours completed on the work order as well as any part or vendors costs incurred. The system automatically calculates labor costs based on the technician’s rate and the number of hours entered. The technician can also check if the time was considered over-time; if it was the labor cost is calculated at time and a half.
At any time during this process, the Building coordinator can “bind” this work order to a particular piece of equipment in the inventory system. Binding a work order to inventory ensures that the equipment’s total cost of ownership can be easily calculated.
The user that entered the work order request can log on at any time to see the progress of their request without calling a technician or the building maintenance coordinator.
Available by subscription. Pricing based on number of buildings and users. Call or email for pricing. Call or email us for a free online demo!
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