ADVANCE IT. Best Practices. Taking MaintenanceDirect to the Next Level 10/27/2014. Angela Cullen, Client Advisor SchoolDude 10/27/2014 SCHOOLDUDE

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1 ADVANCE IT Taking MaintenanceDirect t the Next Level PRESENTED BY: Angela Cullen, Client Advisr SchlDude 10/27/2014 Best Practices SCHOOLDUDE 2 1

2 Curse Overview: Tips & Tricks Sessin New Wrk Request Ruting Prcessing New Requests Optinal Wrk Order fields Search and Advanced Search features Ppular Reprts Implementatin Strategies Saved Actins Curse Overview: Initial Setup Sessin Getting acquainted with the Hme Page Hw t create and/r enable: Lcatins/Buildings Crafts/Purpse Cdes Users Setting up the Requester page (MySchlBuilding) We will als review the way Requesters submit a wrk rder SCHOOLDUDE 3 New Wrk Request Ruting Definitin: A defined wrkflw that determines wh is ging t be assigned a new wrk rder. This wrkflw may be nly t ne persn, r there may be several steps. The wrk request can be assigned based n the fllwing wrk rder fields: Lcatin Building Craft Purpse Cde User wh apprved the wrk rder last Ruting rules can mirrr yur internal apprval prcesses, and imprve yur efficiency. They can als keep the apprpriate parties in the lp if yu need apprval befre wrk can begin. SCHOOLDUDE 4 2

3 New Wrk Request Ruting: Setup Ruting Optins: Lcatin/Building/Craft/Purpse Cde Any cmbinatin f the abve SchlDudeTips: Build ruting rules in stages. Fcus n ne Lcatin, Building, Craft r Purpse at a time until all the necessary ruting rules are built fr that categry. Only use Stp Ruting check bx if the persn in the Rute/Assign T Next bx is ging t perfrm the maintenance wrk. Always use N One in the When Apprved By bx in the first ruting rule f a multi step apprval rute. SCHOOLDUDE 5 Ruting Samples Any new request fr Lcatin A will be ruted t Site Administratr, then upn apprval will be ruted t the Directr. Ntice tw rules are needed t perfrm apprval; first rule gets new request t Site Administratr, secnd rule takes, and assigns wrk rder t Directr after Site Admin apprves it. Any new request fr electrical wrk will be ruted t the Electrical Freman t be assigned ut t a member f their staff. Any new request fr custdial wrk at Lcatin B will be autmatically assigned t the Custdial Technician wh will be ding the wrk. Any new request fr wrk that was a result f Vandalism will be assigned directly t the Maintenance Directr. 6 3

4 Hw t Interpret the Hme Page New Request There are 235 wrk rders that have a status f New Request Unassigned There are 20 New Requests that have been apprved by thers r ruted t yu and are waiting fr yu t take actin In Apprval Prcess There are 195 New Requests waiting fr smene else t apprve ther than yurself. The statuses with checks in the bxes are the statuses that will be shwn in the pie chart. Click n the number next t Unassigned t cntinue yur wrk flw prcess and assign the wrk rders t yur emplyees. SCHOOLDUDE 7 Prcessing New Requests Review infrmatin and make changes if needed Chse a member f yur staff in the Assign/Rute T drp dwn bx Click n Submit t assign wrk rder Change the status t Wrk in Prgress, if necessary 8 Printing yur wrk rders? Here s a tip: If yu plan n printing the wrk rders fr yur staff, and have several new request t prcess, try the Batch Print feature. 1. Check the bx near the tp f the page 2. After assigning wrk rder, click n Submit t Batch buttn 3. After all new requests have been entered t the Batch, click n Print WO Batch link in the shrtcuts 4. Click n the printer icn next t the batch number SCHOOLDUDE 4

5 Updating Wrk Orders Actin Taken: Summarize what crrective actin was taken t address issue. Requesters will be able t view this infrmatin (imprtant t remember!) Transactins: Labr Hurs fr the emplyees that wrked n the jb Purchases f any materials r cntract services needed t crrect the prblem Issue Transactins used t remve inventry items ut f InventryDirect which were used t crrect the prblem Status: Change status f wrk rder t cmplete r clsed. SCHOOLDUDE 9 Labr Transactins 1. Enter number f hurs wrked underneath the respective date. NOTE: OT can be used t recrd hurs ther than the Regular labr rate fr that day. 2. There is an Actin Taken bx lcated underneath the wrk rder number and lcatin. 3. Enter Materials link will pen a new brwser windw t allw user t input purchase transactins. 4. Calendar and r Date bx n left can be used t enter labr fr ther dates than the nes displayed in the blue bar. SCHOOLDUDE 10 5

6 Purchase Transactins 1. Type f Purchase Transactin (Materials, Rental, Cntract Services). 2. Supplier (can be added as yu g, r build a master list in Accunt Setup). 3. Enter descriptin f purchase r service received. 4. Enter Quantity and Cst fr each item. 5. Click n Submit t Save transactin. The page will refresh s yu can cntinue with ther transactins r g back t wrk rder frm. SCHOOLDUDE 11 Optinal Wrk Order Fields Purpse Cde Categry fr WHY yu are ding the wrk that can be used t grup multiple wrk rders tgether fr reprting purpses. Example: Tw wrk rders are submitted. One is fr a brken windw in a classrm and the ther is fr damage t a sink in the bathrm. The craft n each wrk rder is different, windw and plumbing. In bth cases yu believe a student was respnsible fr the damage. Yu can label each wrk rder with a purpse cde f Vandalism and run a reprt at the end f the year based n the purpse cde. By having the craft indicating what yu repaired, yu can see what is vandalized the mst. Prject Categry fr gruping related wrk rders fr a prject tgether. Example: A new building is being cnstructed and different members f yur maintenance team must perfrm sme f the wrk which results in 50 wrk rders assigned t different users all with different crafts. By adding a prject cde t each f the wrk rders, yu can run a reprt n hw much the prject cst yu in labr and materials. Budget Cde Categry fr gruping related wrk rders cst int a single cst management cde. If budget cde is entered n the wrk rder frm, all csts will be assciated t the cde. Yu may chse t enter a different budget cde n yur purchase and issue transactins if thse csts shuld be assciated t a different cde. The Budget page will shw beginning balance, accumulated cst and remaining budget amunts. Custm Categry Create categry label and values fr any infrmatin yu want t track abut wrk rders that is nt already cvered. SCHOOLDUDE 12 6

7 Equipment Cst Tracking: Optinal Track the imprtant pieces f equipment (the expensive nes!) Stay rganized by using Classificatins and Types t grup similar items tgether. Create yur wn r use Cde Schemas that match yur needs Example 1: Yu want t track hw much yu spend n bilers, air handler units and vehicles. Bilers and air handler units are part f yur HVAC systems, therefre create a classificatin f HVAC and then tw types, Biler and AHU Example 2: Add classificatin fr Vehicles. Then add types (vans, trucks, cars, buses) Click n the Add link in the Actins bar Click n Classificatin Define a name fr the classificatin Click n the Add link in the Actins bar Click n Type Chse the classificatin the type will be assciated with and define the new type name SCHOOLDUDE 13 Equipment Cst Tracking Cntinued Click n the Add link in the Actins bar Click n Equipment Create Item Number fr Equipment Make each item number unique Use a pattern in the numbering sequence that helps identify the equipment (Example : Biler in Smith High Schl labeled as Biler SmithHS 001) Chse Classificatin and Type t crrectly rganize equipment Write a brief identifying descriptin f equipment Als suggest chsing lcatin fr equipment if applicable Other infrmatin n frm is nt required. Click n Save Tip: Cnsider creating equipment in MD based n similar types f equipment (i.e. enter all the bilers, then mve n t unit ventilatrs) By ding s yu can take advantage f the Duplicate shrtcut key which reduces the amunt f data entry time. SCHOOLDUDE 14 7

8 Equipment Usage Transactins Optinal * Track reading changes 1. Fuel 2. Odmeter Readings * Run reprts Dude Ranch Search Bx Type in a wrk rder number t pen the wrk rder frm Type any keywrd t find a list f all wrk rders cntaining that keywrd SCHOOLDUDE 16 8

9 Advanced Search Use t search fr wrk rders, equipment recrds, labr/purchase transactins and equipment usage recrds Select yur search criteria in ne r multiple fields Multiple criteria can be selected in each bx by using the Cntrl key n yur keybard SCHOOLDUDE 17 Saved Actins: Advanced Search Using the Advanced Search If yu have created a Search that yu use repeatedly, yu may save the Search criteria t be used again. Click n Advanced Search Select the criteria yu wuld like t include in the fields belw Scrll t the bttm f the page and give yur Search a unique name Chse hw yu want t view the results in the Srt By field Chse Public r Private View: Public View will allw ther users t view and edit yur saved Search Click n Save and Search Nw t view yur results and save yur search criteria SCHOOLDUDE 18 9

10 Saved Actins: Wrk Order Reprt Accessing Wrk Order Reprts If yu have created a Wrk Order Reprt that yu will use repeatedly, yu may save the Reprt criteria t be used again. Click n the Reprt link in the Actins Bar Click n Wrk Order Select the criteria yu wuld like t include in the fields belw Scrll t the bttm f the page and give yur reprt a unique name Chse Public r Private View: Public View will allw ther users t view and edit yur saved search Click n Save and Print This! t view yur results and save yur search criteria SCHOOLDUDE 19 Saved Actins: Recurring Reprt Delivery Accessing yur Saved Reprts Click n the List link in the Actins Bar Click n Saved Actins Find the name f the reprt r search that yu saved frm the list Click n New in the Schedule clumn t schedule delivery fr yur reprt Chse the frequency and timing fr delivery f yur saved reprt: SCHOOLDUDE 20 10

11 Saved Actins: Recurring Reprt Delivery Frmat and Receipt f Saved Reprt Chse the frmat fr the reprt results Add the addresses fr individuals needing t receive the reprt T discntinue delivery f this reprt, simply remve the addresses fr the affected individuals Reprt results will be delivered via , with the reprt as an attachment SCHOOLDUDE 21 Reprts Overview Wrk Order Summary 2 Calculates Days Aged fr each wrk rder in reprt Detail Great fr exprting t Excel and manipulating data fr pivt graphs r specific reprts Transactin Perfect fr explring csts assciated with labr fr specific emplyees r mney spent with specific vendrs/suppliers. Lcatin Summary by Craft shws ttal and averages fr labr hurs and csts by lcatin r by craft per lcatin. Great fr investigating if particular lcatins have mre specific issues than thers. Craft Shws verall cst and labr hurs per craft which can be used t make infrmed decisins n what skills are needed when cnsidering hiring new emplyees Pivt Chart Actin Graphs Optin fr Wrk Order and Transactin Reprts. Can be utilized with any Excel Spreadsheet exprted frm MaintenanceDirect. Great fr visualizatin f csts and useful fr reprts r meetings. SCHOOLDUDE 22 11

12 Implementatin Strategies Train internal staff first (nn requesters) Clearly identify the prcess yu want the staff t fllw and the image yu want the department t prtray Use SchlDude t help train specific user rles Expect and prepare fr resistance t change Be clear in explaining why the change is ccurring Make yurself available t answer grup r individual questins Encurage feedback Try a pilt prgram Rll ut prgram t a single schl r building, r internally t yur maintenance team first Use infrmatin t reward high perfrmers Search fr requester that utilizes system the mst Acknwledge the technician wh respnds the quickest Gift certificates, dinner cupns t restaurants, plaques, trphies, inexpensive tys like mp3 players Review Perfrmance and make adjustments Mst imprtant step t success. Get feedback frm apprpriate team members and adjust methds as necessary SCHOOLDUDE 23 Questins? Three Methds t cntact SchlDude.cm Client Service Center supprt@schldude.cm Chat live with a member f ur Legendary Service Team. All f this infrmatin is available under the HELP link n yur hmepage Share yur best practices and discussins with ther SchlDude members by lgging int ur MySchlDude Cmmunity site. Our legendary supprt and implementatin assistance are included in yur subscriptin, and unlimited t ur valued clients. We are here t supprt yu! SCHOOLDUDE 24 12