Resort Data Processing, Inc.

Providing Quality Hospitality Software for Vacation Rentals,
Condo-Hotels, Resorts, Timeshare, Campgrounds & more since 1981.
Sales: 970-845-1140 Support: 970-845-7108

Work Orders & Asset Management

RDP's "Work Order and Asset Management" module is designed to automate the process of entering and completing a work order request, as well as track all fixed assets. The Work Order Monitor screen is the core element of the module. It displays the current status of all work orders, and auto-refreshes as work orders are added, edited or closed. The work order module is fully integrated into the RDP property management system. Features described in this document include:

Work Order Flow of Events.
Overview - Work Order Monitor Screen.
Example - Work Order Monitor Screen.
Add Work Order Screen.
Edit Work Order Screen.
Asset Tracking Screen.
Work Order Notification Via E-Mail or Wireless PDA.
Monitor Tasks for Non-Maintenance Personnel.
Integrated With Owner Billing System to Charge Owner for Repair.
Purchase of Work Order Module.

Work Order Flow of Events

The Work Order and Asset Management module can be installed on your existing Windows 2000 or 2003 network. It is designed to function with all current RDP programs. No new hardware is required. To illustrate the functions of this module, let us look at an example. Assume a guest checks in, and when they arrive at their room, they discover that the toilet is broken and will not flush.

The flow of events for a work order is as follows:

When the guest calls the front desk to report the broken toilet, the front desk clerk enters the work order on their workstation using the Windows based "Add Work Order" screen (see example below). The front desk clerk can assign a priority to the work order; in this case, "high."
This new work order immediately appears on the Monitor Work Orders screen as a "high-priority" work order request to "Fix the toilet in Room 101." The Maintenance Department can now assign this work order to a third party vendor (for example, Bob's Plumbing) or to an internal maintenance employee. Alternatively the front desk clerk or front desk supervisor could assign a person to the work order when it was first added to the system to eliminate this step.
Assume the work order was assigned to an internal maintenance employee Tom. The work order system can automatically notify Tom about the new work order in one of the following methods:

a) A notification can be sent to a wireless PDA (Personal Digital Assistant) carried by Tom. Tom can view the complete detail of the work order on the PDA.
b) A text-only e-mail can be sent to Tom's cell phone or to Tom's PDA.
The work order monitor screen tracks the "open, assigned" work order. Any workstation can access the Monitor Work Orders screen to track the progress of all work orders.
Since this example work order was marked with a high priority, the system can automatically send a warning notification to one or more other employees if the work order is not completed by the assigned completion time. For example, the general manager and manager on duty could both receive a notification that the "toilet in Room 101 has not been fixed yet and over 3 hours have elapsed." This notification can be sent to the workstation that the manager is currently logged into, a cell phone, or wireless PDA.
When the assigned Contact (Tom) completes the work order, he marks it as "closed" and can enter comments. This can be done using a wireless PDA or any workstation. The work order is then closed, and no longer appears as a high priority open work order on the monitor screen.
Work order history is maintained. For example, you can view all closed work orders for the day or any range of past days. A wide variety of reports are available (i.e. Work Sheet report displays Open work orders sorted by Vendor, as well as Contacts within the Vendor.)
The cost of a work order can be charged to a guest, group, or condominium owner. Assume the $75 cost of repairing the toilet should be charged to the guest in Room 101. These charges can be applied from the work order directly to the Guest Folio, along with a "markup" (i.e., you may charge the guest $95 for the $75 repair.). If using RDP's Condominium Owner Module, these charges can be applied to the owner statement.
A complete history of all repairs for each "fixed asset" is available. For example, you could enter the pool heater as an asset, along with the serial number, description, what vendor to call for repair, and other asset-specific information. Each time a work order is generated for the pool heater, the vendor can be automatically notified by e-mail. The history of all repairs to the pool heater is available. The system allows up to 999,999 different assets to be tracked.

Overview - Work Order Monitor Screen

What Is The
Monitor Work Orders Screen?

The Monitor Work Orders screen is used by the Maintenance Department to view the status of work orders. A sample of this screen appears below.

Monitor Work

Orders Options

New
Open
Closed
High-Priority Sorting
All or One Vendor and By Contact Within Vendor

This screen has a variety of ways to display information.

Options	Description
New	Displays all work order requests entered that have not yet been assigned to a Vendor for completion. By double-clicking on any new work order, you can view and edit the current status.
Open	Displays work orders that have been assigned to a Vendor, but are still pending. By double-clicking on any open work order you can view and edit the current status, including the requested completion date.
Closed	Displays only work orders that have been completed. The grid information can be grouped and sorted for reporting purposes.
High-Priority Sorting	The "high-priority" work orders can be sorted to display them at the top (or the bottom) of the Monitor screen by using the sort option in the priority column. The system can automatically notify one or more employees when high priority work orders are not completed within their allotted time.
All or One Vendor and By Contact Within Vendor	The Monitor Work Orders screen can be filtered to display work orders assigned to one or all Vendors (including the Contacts for each Vendor) based on New, Open, or Closed. For example, a work order can be assigned to a Vendor (the Maintenance Department) and Contact for that Vendor (Bob). You can then view all open work orders for Bob, as well as sort the high-priority work orders to the top.

Monitor Screen

and Auto Refresh

The Monitor Work Orders screen can be used by the Maintenance Department to show a current snapshot of work orders. This screen automatically refreshes, based on resort level configuration, as work orders are completed and work orders are added.

Work Order Monitor Screen

A sample of the Monitor Work Orders screen is shown below and set up to display New work orders only. New work orders are defined as those that have not yet been assigned to a Vendor and optionally a Contact.

Work Order (Add) Screen

New work orders can be entered from a variety of locations at the property. For example:

The head housekeeper can generate a work order request as part of the Housekeeping Scheduling module. For example, a housekeeper may report a broken window.
The front desk can enter work orders as guests call. These can be major items, such as a broken TV, or minor requests, such as "check faucet after departure."
Work orders can be generated by the Maintenance Department. Work orders that require the room to be closed can automatically remove the room from availability until the work order is complete.

A sample of the Work Order (Add) screen is below. This example contains the default fields. It is possible to add additional fields to this screen, if required for your application. For detail on the fields in this screen, see table below.

Field	Description	Field	Description
Work Order ID	Assigned by the system	Status	Assigned by the system
Request Type	Select from a user-defined list	Closed By	Assigned by the system
Request Taken From	Select from a user-defined list	Vendor/Supplier	Stamped with name of original Vendor upon entry of asset into RDPWin.
Reservation Number	The reservation number generating the work order (optional)	Assign (button)	Will stamp Vendor field with original Vendor/Supplier information..
Location	The location is the room number or area, such as "lobby".	Vendor	Select from a user-defined list of Vendors, including property maintenance personnel.
Location Asset:	The location asset defines which asset at the location, such as the "TV in Room 101"	Assigned To	Select from a user-defined list of Contacts.
Access to Unit	Indicates if the guest will allow access to the room.	Assigned Date and Time	Assigned by the system once Assigned To field is completed.
Priority	User-defined table. For example, high, normal and low.	Requested Start Date and Time	Select from a drop-down calendar or enter directly.
Reported	User-defined table, for example, check-in, checkout, etc.	Requested End Date	Select from a drop-down calendar or enter directly.
Entry Date and Time	Automatically generated	Date Started	Select from a drop-down calendar or enter directly (must be on/after Assigned Date).
Entered By	Automatically generated	Completion Date/Time	Assigned by the system upon closing.
Description	Free form note	Allotted Time	Enter using keyboard.
More Fields	You can add more fields to this screen, if needed.	Time Spent (field)	Assigned by the system upon closing.

Change Work Order Screen

Work orders can be added and edited from various departments. For example, the guest may call the front desk to report a stained carpet. The front desk clerk then adds a work order. See Work Order Flow of Events at the top of this document.
When the user selects the Monitor screen, the system refreshes to show any "New" work orders.
The Maintenance Department then assigns a Vendor using the Work Order (Change) screen, which upon saving, will change the status of the work order to Open. Alternatively the person entering the work order can also assign it to someone to eliminate this step; however, this is best handled by the Maintenance Department for accuracy. See sample of "Closed" work order in Work Order (Edit) screen below.

Asset Tracking Screen

The work order module is designed to track all assets at the property. For example you can track all mini-refrigerators in all rooms, along with the make, model, serial number, and vendor to call for repair, etc. All work orders for that particular asset can be viewed to provide a repair and maintenance history for every asset. A sample of the Resort Asset screen appears below.

Resort Assets Monitor Screen - Control Columns, Filters, and Sorting

Field	Description
Vendor	The Vendor defines what vendor is called to repair the asset. The system can track individual contacts at each vendor. For example, at Colgate Carpet you could start the Email and Cell phone of Tom, Bob, Sue, Sally, etc.
Asset Type	Select from a user-defined list, such as TV's, sinks, etc.
Location	The location of the asset currently, such as: Room Number "In Inventory" Pool Conference Room 13
Serial #	Serial number of the asset
Description	Free Form Description of the Asset
Property	Location on property such as Tower 1, west wing, etc.
Status	Select from a user-defined list, such as installed, broken, etc.
Part Number	Displays the Part Number placed (entered when asset is loaded into inventory) for easy identification.

A number of other fields are stored on each asset and are not shown in the example above. Additional fields can be defined and added to the asset definition, if necessary.

	Other fields Available for the Asset Not Shown Above
Product Cost	Cost of the Asset. You can view the total cost of all assets in a room.
Mark-Up	Percentage of mark-up placed on a specific asset for replacement billing purposes.
Mark-Up Cost	The mark-up can be used when charging individual condominium owners for a replacement asset.

Work Order Notification Via E-Mail or Wireless PDA

One of the major problems at many properties is how to notify the Maintenance Department that there is something in need of maintenance on property, and how to track the completion of the repair. At many properties this is done by radio, which can still be used with RDP's Work Orders and Asset Management module. However, there are some new technologies available that can also be used to automate the process, as follows:

Technology	Overview
Private Wireless Network with Handheld Personal Digital Assistants (PDAs)	Wireless technology has come of age and is relatively inexpensive. It is now possible to extend Ethernet connectivity over the entire property, including outside, by installation of one or more Access points. These access points broadcast a wireless signal that can be used by a portable computer with a wireless card or by hand held Personal Digital Assistants (PDAs). A wireless PDA is now less expensive than most radios that have traditionally been used to notify maintenance personnel or housekeepers of tasks. RDP's Work Order and Asset Management system is fully integrated with wireless PDAs. Think of a wireless PDA as a handheld computer that allows virtually any information to be viewed or entered. For example, when the front desk enters and assigns a work order to "fix the toilet in Room 101", This request can immediately appear on the wireless PDA of the maintenance person assigned to the task. The PDA can "beep" to indicate the arrival of a new, high-priority work order. When the work order is complete, the Vendor can indicate this with one touch of the PDA screen. The information is immediately transferred to the RDP system, so that all workstations at the property are aware the work order has been closed. The Wireless PDA was the only data input device needed to close the work order or enter comments.
Cell Phone E-Mail Notification	Some properties do not yet wish to invest in their own private wireless network to allow wireless PDAs to function. Almost all cell phones today have the ability to receive text messages via e-mail. For example, when the front desk enters the work order request to "fix the toilet in Room 101", the system can: Automatically send a text e-mail to one or more e-mail addresses. The message immediately appears on the cell phone of the assigned maintenance person. The cell phone can "beep" that a new message has arrived. The maintenance person can view the text "repair the toilet in Room 101" on their cell phone, and send an e-mail reply back to the front desk to indicate the request is in "in process.” When the work is complete, the maintenance person can use a cell phone, or the phone in the room, to tell the front desk (or other employee) that the work is complete. This other person can close the work order on ANY workstation.

Technology

Overview

Private
Wireless Network
with Handheld
Personal Digital Assistants

(PDAs)

Wireless technology has come of age and is relatively inexpensive. It is now possible to extend Ethernet connectivity over the entire property, including outside, by installation of one or more Access points. These access points broadcast a wireless signal that can be used by a portable computer with a wireless card or by hand held Personal Digital Assistants (PDAs).

A wireless PDA is now less expensive than most radios that have traditionally been used to notify maintenance personnel or housekeepers of tasks. RDP's Work Order and Asset Management system is fully integrated with wireless PDAs. Think of a wireless PDA as a handheld computer that allows virtually any information to be viewed or entered.

For example, when the front desk enters and assigns a work order to "fix the toilet in Room 101",

This request can immediately appear on the wireless PDA of the maintenance person assigned to the task.
The PDA can "beep" to indicate the arrival of a new, high-priority work order.
When the work order is complete, the Vendor can indicate this with one touch of the PDA screen.
The information is immediately transferred to the RDP system, so that all workstations at the property are aware the work order has been closed. The Wireless PDA was the only data input device needed to close the work order or enter comments.

Cell Phone

E-Mail Notification

Some properties do not yet wish to invest in their own private wireless network to allow wireless PDAs to function. Almost all cell phones today have the ability to receive text messages via e-mail. For example, when the front desk enters the work order request to "fix the toilet in Room 101", the system can:

Automatically send a text e-mail to one or more e-mail addresses.
The message immediately appears on the cell phone of the assigned maintenance person.
The cell phone can "beep" that a new message has arrived.
The maintenance person can view the text "repair the toilet in Room 101" on their cell phone, and send an e-mail reply back to the front desk to indicate the request is in "in process.”
When the work is complete, the maintenance person can use a cell phone, or the phone in the room, to tell the front desk (or other employee) that the work is complete. This other person can close the work order on ANY workstation.

Monitor Tasks for Non-Maintenance Personnel

The Work Order and Asset Management module can also be used to monitor tasks and assignments for non-maintenance personnel. For example:

Each employee of the property can be entered as a Vendor. For example, the accountant can be entered as "Sally" or as "accounting department."
Tasks can be assigned to each employee in the form of work orders. For example, you can assign the task of "finish payroll by Monday" to Sally.
The work order monitor screen can monitor all tasks for all vendors, or all tasks for one vendor. For example you can use the monitor to view all "open tasks assigned to Sally.” You can then track if she actually finished the payroll on time.
The system tracks performance. You can view how long it was supposed to take Sally to finish the task, and compare it to when it was actually finished. Various performance reports are available.

Integrated with Owner Billing System to Charge Owner for Repair

RDP sells our hospitality system to the Vacation Rental, Condominium Resort, and Timeshare Resort markets. These markets require that individual owners are billed for repairs generated by work orders. Click here for details on the RDP Owner Billing module. Work order related features include:

Each work order can be assigned to a specific house/condominium owner;
All work orders for each owner are retained in history;
Reports are available for Owners with multiple units to show all work orders for all units;
Each asset in each unit can have an individual repair history;
Fully integrated with RDP's Owner Billing system (click here for details.);
When the work order is entered, the owner can be billed from the same screen;
Repairs can be "passed through" or "marked up" for each owner (See table below.);
Details of each repair can be printed on the owner statement; and
Recurring items can be entered for each owner ("Check fish tank Monday and Thursday").

Owner Number	Name	Markup	Repair Cost	Markup	Owner Billed Amount
101	Clint Eastwood	0%	$200	$0	$200
102	Tom Jones	20%	$200	$40	$240
103	Susan Smith	10%	$200	$20	$220
104	Tom Cruise	$25 Flat Fee	$200	$25	$225
105	Michelle Pfeiffer	$25 Flat + 10%	$200	$45	$245

Note: Many other markup amounts are possible.

Purchase of Work Order and Asset Management Module

Please call RDP Sales at 970-845-1140 for pricing on this module. We will be glad to arrange for a demonstration and answer any questions you might have.

Other new RDP Modules

New Module Name & Link	Availability	Requires RDPWin	Other Requirements
Reservation Denial Tracking	Now	Yes	RDPWin 2.xxx or higher
Change Tracking Direct from RDPWin	Now	Yes	RDPWin 2.xxx or higher
Travel Services (Insurance, Security Deposit, etc.)	Now	Yes	None
Housekeeping Forecasting, Scheduling, and History	Now	Yes	None
Work Orders & Equipment / Room Inventory / Asset Management	Now	Yes	None
Wireless or Wired Internet Access and Billing	Now	No	Bridge Computer
Booking Pace & Occupancy Forecasting	Now	No	Crystal Reports
Customer Relationship Management (CRM) / Guest Rewards	Now	Yes	None
Room Key Interface - VingCard Vision 3000	Now	No	Bridge Computer
Virtual Store - Sell Other Items Using Internet Reservation Module	Now	No	Internet Reservation Module (IRM)
Messaging - To Do List - Trace System	Now	Yes	None
Video Check-out From Room	Now	No	Movie Billing Interface
Conference Room & Activity Scheduling	Now	Yes	None
Internet Reservation Module	Now	No	Win2003 Bridge Server
Global Distribution System Interface (GDS)	Now	No	Bridge Computer
Fast Credit Card Processing Via Internet	Now	No	Installed by SDC

Hotel / Resort Software Overview

Resort Data Processing (RDP) software has been installed since 1981at over 1000 locations worldwide (see customer list). Please use the links below to learn more about RDP software for Hotels and Resorts. If you are renting homes or condominiums on a short term basis, please start with Vacation Rental Overview. Timeshare properties should begin with our Timeshare Resort Overview. Our Campground management system is also available. Our systems are fully integrated, so all features in our hotel system are available for vacation rentals and timeshare resorts and vice versa.

A printed brochure and pricing is available by calling 970-845-1140 or download the brochure in Microsoft Word or Adobe format.

Core RDP Modules	Core RDP Modules	Interfaces
Technology Overview - RDPWIN Sample Screens Sample Reports Reservations Rates & Yield Management Packages Front Desk & Night Audit Groups & Conferences Travel Agents/Wholesalers Guest History & Marketing Housekeeping Scheduling General Ledger - Hotels Trust Accounting - Owners E-Mail Marketing Crystal Reports Training Hardware Requirements	Internet Reservation Module (IRM) Vacation Rentals (Condo Accounting) Timeshare & Interval Ownership Campground Management Guest Itinerary & Concierge Activity Scheduling (bike rentals, etc) Wait List / Denial Tracking / Res Quotes Frequent Guest/Rewards Work Orders & Asset Management Booking Pace & Forecasting Virtual Store On Internet Messaging/To-Do List Change Tracking 24-Hour Support Customer List RDP Headquarters in Vail Customer List and Comments	Overview Of All Interfaces Global Distribution System (GDS) Central Reservations SDC Credit Card Interface High Speed Credit Card Authorization In-Room Video Checkout Call Accounting Phone Actuator (On/Off) Point Of Sale Voicemail Maid-Phone (Housekeeping) Environmental Back-Office Accounting Vacation Rental Trust Accounting Nomadix Wireless Internet Billing Room Key (Ving Card, etc.) RDP Partners and Alliances

Vacation Rental and Condo-Hotel Features & Links
Maximizing owner satisfaction and increasing management revenue since 1981
Data Flows from Reservations to Owner Statement Full Trust Accounting Capabilities Equalize Owner Rental Revenue Pay Bills for Owners and Guests Powerful Reservation Board (Tape Chart) Work Orders & Asset Management Housekeeping Forecast, Schedule, & History Mix of Rental Types - Condos, Houses, Hotels, Timeshare Internet Reservations with Pictures and Virtual Tours Live Demonstration of Internet Reservations E-mail Integration for Guests, Owners, etc. Short Term and/or Long Term Rental Lock-Off Units Allowed Manage Units Not in the Rental Pool Extensive Custom Reporting with Crystal Reports Reservation Quotes, Wait List, and Denial Tracking Customer Relationship Management (CRM) Travel Agent Commissions Deducted Unlimited Charges Per Owner	Various Billing Cycles - Monthly, Quarterly, etc. Split Revenue Across Billing Period Fast Production of Owner Statements Month-to-Date & Year-to-Date Totals Per Owner Statements Can Always Be Reprinted Print Checks to Owners Integration to GDS, POS, Phones, Credit Cards, etc. Accounts Receivable with Aging Automatically Print or E-mail Overdue Notices IRS 1099 Year-End Reports Room Moves Pay Correct Owner Yield Management Integrated Sharewith Folios or One Guest With Multiple Folios Taxes Adjusted for Length of Stay and Location Timeshare and Interval Ownership Allowed All RDP Hotel Features Available for Owner Systems Customer List and Quotes Home Page - Vacation Rentals & Condominium Hotels Why Buy From RDP?
Hotel and Resort Overview Vacation Rentals and Condo-Hotel Overview Timeshare / Interval Ownership Overview Discount Available When Converting to Resort Data Processing (RDP) from First Resort Software

Internet Reservation Info & Demos:

Internet Marketing by