Work Orders and Asset Management

RDP’s Work Order and Asset Management module is designed to automate the process of entering and completing a work order or maintenance 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.

MonitorOpenMktg (1)

After reviewing this document, please also see Enhanced Work Orders, which includes a detailed inventory control system, recurring work orders and billing, and time sheet tracking.

Work Orders and Asset Management Topics:

Database Access

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Using Mobile Devices with Work Orders

The Mobile Devices modules extends the power of RDP’s Work Order and Asset Management system to allow two-way communication with the maintenance department via a smart phone (iPhone, BlackBerry, Droid, etc), or Tablet (iPad, HP Touch).  A wireless internet connection is required.  Capabilities include:

  • Notify maintenance of a work order

  • Enter Time spent on a work order wirelessly from the job site

  • Enter notes and comments on the work completed

  • Change work order status

  • Enter a new work order

Please also see:  RDP Mobile Devices Overview

Work Order Flow of Events

The Work Order and Asset Management module can be installed on your existing Windows network.  It is designed to function with all current RDP programs.  No new hardware is required.

WorkOrderChartFlowofEvents

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:

  1. 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.”
  2. 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.
  3. 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:
    1. A notification can be sent to a mobile device. Tom can view the complete detail of the work order on the device.
    2. A text-only e-mail or text message can be sent to Tom’s mobile phone..
  4. 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.
  5. When the assigned contact (Tom) completes the work order, he marks it as “closed” and can enter comments.  This can be done using a mobile device or any workstation.  The work order is then closed, and no longer appears as a high priority open work order on the monitor screen.
  6. Work order history is maintained.  For example, 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.)
  7. 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 owner of Room 101.  These charges can be applied from the work order directly to the owner account along with a markup (i.e., you may charge the owner $85 for the $75 repair.).  These charges can be applied to the owner statement.
  8. 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, the 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 email.  The history of all repairs to the pool heater is available.

Overview – Work Order Monitor Screen

What is the
Work Order Monitor
The Monitor Work Orders screen is used by the Maintenance Department to view the status of work orders.
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.
View sample screen.
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.
View sample screen.
Closed Displays only work orders that have been completed.  The grid information can be grouped and sorted for reporting purposes.
View sample screen.
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.
All or One Vendorand 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.
View sample screen.
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 Open work orders only.  Open work orders are defined as those that have already been assigned to a Vendor but have not been completed.

MonitorOpenMktg (1)

Work Order (Add) Screen

Add work orders from a variety of locations at the property. For example:

  • The head housekeeper can generate a work order request (i.e., report a broken window) as part of the Housekeeping Scheduling module.
  • The front desk can enter work orders as guests call. These can be major items (a broken television) 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 removed the room from availability until the work order is complete.

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 the “Change Work Order Screen” section below.

Change Work Order Screen

  1. Work orders can be added and changed from all over the property at various workstations. For example, the guest may call the front desk to report a carpet stain.  The front desk clerk can add the work order as can housekeeping or maintenance.  See Work Order Flow of Events at the top of this document.
  2. The Monitor screen refreshes to show any new work orders.
  3. The maintenance department then assigns a vendor using the Work Order (Change) screen, which upon saving, changes 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. View sample Closed Work Order.
Field Description
Request Type Select from a user-defined list
Request Taken From Select from a user-defined list
Reservation Number The reservation number generating the work order (optional)
Location The location is the room number or area, such as “lobby”.
Location Asset The location asset defines which asset at the location, such as the “TV in Room 101.”
Access to Unit Indicates if the guest will allow access to the room.
Priority User-defined table. For example, high, normal and low.
Reported User-defined table, for example, check-in, checkout, etc.
Entry Date and Time Automatically generated
Entered By Automatically generated
Description Free-form note
More Fields You can add more fields to this screen, if needed.
Closed By Assigned by the system
Vendor/Supplier Stamped with name of original Vendor upon entry of asset into RDPWin.
Assign (button) Will stamp Vendor field with original Vendor/Supplier information.
Vendor Select from a user-defined list of Vendors, including property maintenance personnel.
Assigned To Select from a user-defined list of Contacts.
Assigned Date and Time Assigned by the system once Assigned To field is completed.
Requested Start Date and Time Select from a drop-down calendar or enter directly.
Requested End Date Select from a drop-down calendar or enter directly.
Date Started Select from a drop-down calendar or enter directly (must be on/after Assigned Date).
Completion Date/Time Assigned by the system upon closing.
Allotted Time Enter using keyboard.
Time Spent (field) Assigned by the system upon closing.

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.

Assets

Field Description
Vendor The Vendor field defines what vendor is called to repair the asset.  The system can track individual contacts at each vendor.  For example, at Colgate Carpet, enter the email and mobile phone of Tom, Bob, Sue, Sally, etc.
Asset Type Select from a user-defined list, such as TVs, 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 Location on property such as Tower 1, west wing, 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.

WONoticeRpt

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:

  1. Each employee of the property can be entered as a Vendor. For example, the accountant can be entered as “Sally” or as “accounting department.”
  2. 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.
  3. 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.
  4. 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

The RDP system included integrated billing to owner within the work order module.  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”)WorkOrderTable
  • Sample of Closed Work Order with details of work performed, time spent, amounts marked up and charged (including to whom)

ViewChargeForWO

Enhanced Work Orders and Inventory Control

The Enhanced Work Order module is designed to increase the functionality of the Work Order module with new features and expanded capabilities. These capabilities include:

  • Recurring Work Orders and Tasks
  • Recurring Billing via Work Order
  • Detailed Asset and Inventory Management
  • Time Sheet Entry and Audit
  • Expanded Locations with Buildings, Floors and Sub-locations

For more information about this new module, see Enhanced Work Orders.

Purchase Work Order and Asset Management Module

Please call for pricing on this module using our direct contact numbers on our Contact page. We will be glad to arrange for a demonstration and answer any questions you might have.

After reviewing this document, please also see “Enhanced Work Orders“, which includes a detailed inventory control system, recurring work orders and billing, and time sheet tracking

About Us

Resort Data Processing (RDP) is a Property Manage Software company founded in 1981 and headquartered in Vail, CO. Our objective is to provide more powerful software for clients who have outgrown their current system.

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