September 2021

New Features

Reactive Maintenance

The current iSite Tool has the Maintenance menu option within the Task record type. The new development will create the following modules and menu options and will have the capability to be controlled as its own module when setting up client requirements.

1. New Maintenance menu
2. Service request record type
3. Work order record type
4. Planned (Current)
   

The Planned menu will incorporate all the Planned Maintenance menus as current, but the new Reactive menu option will have the following options available to the user.

From these menus, and dependant on the users’ access permissions, they will be able to Search for Service requests (SR) Create Service requests, Search Work orders (WO) and create Work orders. For the site users, we have introduced a Self-Serve Service request option.

So that these Service request records are easily identifiable by who has raised them, we have broken down the menu options as such.

1. Create Help Desk Service request – This is when a Help Desk Operative is called and logs the SR and a type of Help desk is populated on the SR record.
2. Create Self-Serve Service request – This option would be used by a site user, where mandatory details will pre-populate from the users contact record and which property they are associated with. So, all they will have to provide is the issue details, asset (if known) and categorise the problem and save the record. This will be differentiated by a type of Self-Serve being populated on the record and will show up in the Help Desk operators home page widget to action.
3. Create Work Order – Is the option an Engineer would use if they were to identify an issue as they were working or walking around the site. They will not be required to call the Help desk as they will be able to create the work order which would be approved and assigned to them to action accordingly. Here the work order type would be pre-populated as Self Fix to denote it has been internally identified

The development of this new feature has required new user roles to be created

RM Administrator	User role that has full access to all activities on all records. This would normally be given to a suitably trained user that manages and controls the system data and user activities. Also, the overseer and approver of controlled data additions and updates such as Assets, Properties, user accounts etc
RM Base User	User role for a basic user that requires view access
RM Help Desk	User role used to separate the function if an external or outsourced help desk operation is in place, where site users utilise the help desk to manage and to log calls with. The help desk would manage the creation of work orders from the SR call logged and liaise with the engineering staff to carry out the work, which maybe external sub-contractors /suppliers
RM Site Sys User	User role given to site users who are assigned individuals to escalate any issues raised at site level that needs to be passed onto the help desk. They will have sufficient access to raise and maintain the SRs in order for the Help desk to manage the Work order. If client operation is all internal, then the Help desk role would be assigned to this user so they can do the full process from call log to work order transition
RM Manager	User role to be assigned to any manager position whereby they need to view WO records but not necessarily require to update or manage records, but solely to review from a progress / performance and KPI purpose. Additional tasks would be directed to the System assistants to complete
RM Supervisor	User role for a supervisor or FM assistants that require access to update work orders. This role enables the user to have additional access to control engineer activity
RM Int Engineer	User role for anyone that carries out and completes work assigned to them that are internally employed
RM Ext Supplier/Engineer	User role for external sub-contractors / suppliers who are assigned work to be completed
RM Finance	User role for external Finance users that would raise POs, Invoices and ability to change the status of WOs that can move on to completed from Work done status. This would then allow these users to confirm that these records can be closed and archived into history
RM EXT Supplier SVR	External supplier Supervisor User
RM EXT Supplier Admin	External Admin User

With the introduction of the New Reactive functionality, the FAL settings have been updated so that the Maintenance Menu option is now separate from the Task menus as was. This now makes it easier to set up and control if clients do not need / use the Maintenance options

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Use of QR code to log a Service request via Asset record

Assets now have a QR code associated to the record. This code incorporates the asset record URL, so that when it is scanned the user will be taken to the relevant record.

So that the user can log a Service Request from the asset record, the introduction of the create SR icon has been added. The user will be directed to the log SR screen with all the relevant details pre-populated for the asset record, the property, reporting person, SR type, thus leaving the user to only add the issue details and categorise the problem. This would then be converted to a Work order, assigned to an engineer / supplier, and follow the reactive work order process.

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Areas where new items have been introduced within existing system

1. On Property record, we have introduced the following fields, Cost Centre, Branch, Regional Manager and Additional Details fields. Static Data in the additional Details field will auto-populate onto the work order when the Property is chosen. The user will have the option to add more at the work order level, but this extra detail will only refer to the work order it was applied at and not transfer

back to the Property record, as this might be one off details.

2. On the Organisation Record, we have introduced a field to enter Limit of Liability value (LoL). This is an agreed indicator value for the supplier to follow when carrying out work. If work costs are to exceed this value, then the supplier will require to provide a quote, which will need to be approved before work can commence. This value will auto-populate onto the work order when the supplier is assigned to the work

3. Home page now refreshes every minute if no mouse movement is detected to allow the widgets set up on this page to be as up to date as possible for monitoring Reactive widgets (Section 7). Will allow users to see snap shots of set parameter widgets and to investigate any that are critical or about to fail KPIs / SLAs.

4. Linked widgets can be created on any record type within the system as the Service Request and Work order maintenance sources have been added to the selection drop down lists on the set-up screen.

5. We have introduced 2 Templates to use to import Purchase order and Invoice data onto a work order from an external ERP system. This will show what POs and Invoices have been raised against the work order once uploaded to the record. But they will be processed in the ERP system. These headings can be used to create the templates as these are not downloaded from iSite record.

Purchase order Template

Invoice Template

Note: If loads Fail reference status, then ensure you do not leave any spaces in-between Status names. E.G. Under GRN Status - Full Receipt Will Fail, but Full Receipt will load.

6. Within Access Principles, we have added a control for ‘Self Service Service Request Administrator (Property)’. This allows the user to be linked to the Property, so that when the user logs a Service Request, the property data will auto-populate to minimise the amount of data the user has to interact with.

Change Requests

Snagging

Update to Snagging Task Types

A new widget has been added to the Dashboard enabling users to view snags on the system:

A new tab has also been added to Project records, showing the snags that have been created for that project:

On both widgets shown above, there is also the ability to add a new snag. If the button is selected from the widget in the Projects module, the Project is automatically added on the New Snag page:

PPM

1.1 Setting Paperwork Required Type on Maintenance Template Checkpoints

When setting up a Maintenance Template, there is now the ability to set the Paperwork requirement Category on each checkpoint created. The options as shown below will be;

• Verification Required – Document upload and Verify
• No Verification Required – Document upload only
• No Paperwork Required – no documents required, but can bulk complete

When checkpoints are added for each frequency type, the following screen will look as shown below.

PPM Occurrence Report on BI menu option – add Paperwork Requirement heading

The paperwork requirement type heading has been added to the PPM Occurrence report

Paperwork Requirement Type heading also in the PPM Report (WIP)

Fixes

A fix for the Daylight Saving (DST) time issue (Lease Start Date was showing a -1 day -1hr for dates in the past when DST was not in use at that time)