About the Maintain Portal

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1 About the Maintain Portal The Maintain Portal is a web-based tool that allows staff members to log and track facility maintenance requests in real time. You will be provided with a unique user name and temporary password from the service centre team. After logging in for the first time, the portal will prompt you to enter a new password. If you ever forget your password, you can click on the link on the log in screen and a new temporary password will be ed to you. Navigating the home page The home page consists of three key sections: Navigation bar Located at the top of each page, the navigation bar contains quick links to the different types of pages you have been given access to within

2 Selecting & adding a location to your profile The Navigation Bar also contains a drop down list of sites that you currently have access to log requests for. If a site you wish to log a work order cannot be found in this list, click on the Add button. This will take you to the My Account page, where you can search for your desired site by: Country, State & City. Information Boxes In the left hand column of the home page, you will see several information boxes enabled:

3 Selected Site Box: This box shows you the primary location you currently have selected. You can change your primary location by selecting a new site from the drop down list in the Navigation Bar. Local Bulletin Box: This box will be updated from time to time by the Reactive Maintenance Help Desk or Facility Management team with information relating to the primary site you have selected. Examples will range from, notifications of upcoming building maintenance or known faults which don t require additional requests to be logged. My Resources Box: This box can be used for a multitude of items such as: links to other online tools, links to user guides and videos, reminders notifications etc. Request Lists On the right hand side of the home page, you will see two lists of requests: My Requests: This table displays a list of requests that you have logged either via telephone or via the Facility Request Portal. This table will display a high level overview of each request, however if you would like to view more detailed information, click on the request number to be taken to the request page, where you will be able to view all of the detailed information relating to this request. Each time that action is taken upon a request, a note will be added to the History section for your information. If you would like a more recent update, please contact the Reactive Maintenance Help Desk on the number in the footer section of this page. All Requests at this Location: This table displays a list of request that other people have logged for your primary location. Changing your primary location will change the list of requests displayed in this section. You will only be able to see the high level overview of these requests. Please refer to this section prior to logging a new request as you may find that someone else has already logged it.

4 Creating a new request To log a new request, click on the New Request link in the Navigation Bar. Once the New Request page has opened, ensure that you have the correct primary site selected from the drop down menu in the Navigation Bar. Once this is done, fill in the form before submitting your new request: 1. Health & Safety: Select whether you believe that your request relates to a health & safety issue. 2. Area within selected Location: This is a free text field that can be used to provide more information about where the works need to take place. Examples of this would be: Entry Lobby, Female Bathroom, Kitchen, Above Workstation etc 3. Work Type, Category & Common Problem: This is a three tiered hierarchy of the different types of work that the Reactive Maintenance Help Desk manage on behalf of yourself. Try to match you selection as close as possible to the request you are wanting to log. As an example: If you are wanting to log a request for a blown light, the work type combination you should select would be: Work Type: Building/Structure Repair & Maintenance Category: Lighting Interior Common Problem: Light/Bulb/Globe Below 20ft/6M

5 4. Description: In this free text field, enter in a description of the work that needs to be undertaken. It is important to provide as much information as possible and to structure your description as if you were instructing the Subcontractor to perform the work (and not as though you were writing an to the Reactive Maintenance Help Desk. As an example your description could be written as: Please arrange for a technician to attend replace 2x 4ft fluro tubes that have started to flicker above my desk. 5. Alternate Onsite Contact: If you would like to nominate an alternate contact for your request, you can do so by selecting No and filling in the free text fields. This person will then receive copies of the automated notification that will be generated for this request. 6. Attachments: If you have an image or document that is relevant to this request, you can attach it to the request. It will then be viewable by the Reactive Maintenance Help Desk, Subcontractor & Facility Managers. Once you are happy with the information, click on the Submit button. Once submitted you will receive your unique work request number and your request will be listed on the home tab for future reference. Viewing more information about a request To view more information about your request, you can click on the request number from the My Requests list and you will be taken to the request details page.

6 From this page you can also: Service Updates: This section will provide a list of the notes that are system generated, such as dispatch notifications or notes that have been placed on the request by the Service Centre or Service Provider. Add Notes: Within the Portal you have the ability to add your own notes to a request. These will be viewable by the service centre and service provider Cancel Request: Requests should only be cancelled if a Service Provider is yet to attend site. If a Service Provider has already attended site or may be in the process of travelling to site, it is best to contact the Service Centre via the phone and advise that the request is no longer required. Please be aware that cancelling a request that is already in progress can result in additional charges. Print Request: If required you can also print out a copy of your request. We ask that you consider the environment before using this option.