Work Orders and Asset Management
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Physical Address: 211 Eagle Rd. Avon, CO 81620
Mailing Address: P.O. Box 1170 Vail, CO 81658
Automate Work Order Entry, Completion, & Asset Tracking with RDP’s Work Order and Asset Management Module
The core component, the Work Order Monitor screen, provides real-time updates on work order status and auto-refreshes as changes occur. Simplify your processes with RDP. Easily integrate the Work Order and Asset Management module into your existing Windows network without the need for new hardware. It functions seamlessly with all current RDP programs.
Using Mobile Devices with Work Orders
The Mobile Devices module enhances the capabilities of RDP’s Work Order and Asset Management system by enabling efficient two-way communication with the maintenance department through phones or tablets.
This extension requires a wireless internet connection, allowing seamless communication on-the-go. Experience enhanced mobility and real-time connectivity with RDP’s Mobile Devices module.
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
Assume a guest checks in and when they arrive at their room, they discover the television will not turn on. What happens when they report this problem?
STEP 1: ORDER CREATED
The front desk clerk uses the Windows-based “Add Work Order” screen to enter a work order for a broken television reported by the guest. They can assign a priority to the work order, such as high.
STEP 2: ORDER ASSIGNED
The new work order will appear on the Work Order Monitor screen and can be assigned to an internal staff member or external vendor.
STEP 3: ORDER RECIEVED
Assume the work order was assigned to an internal maintenance employee Tom. He can be notified via mobile device with complete details. This can be done through a notification or a text message/email to his mobile phone.
STEP 4: ORDER UPDATED
The Work Order Monitor screen tracks open and assigned work orders, accessible from any workstation. When Tom completes the work order, he marks it as “closed” and provides comments. This can be done conveniently using a mobile device or any workstation. Once closed, the work order is no longer listed as a high-priority open item on the monitor screen.
The Work Order Module allows for effortless tracking of both assets and orders alike!
Easily track closed work orders for specific dates and generate detailed reports, such as the Work Sheet report, to categorize open work orders by vendor and contacts. Assign work order costs to guests, groups, or condominium owners, simplifying billing processes. For instance, the $75 television repair in Room 101 can be charged to the owner’s account with a markup of $85. These charges will be clearly stated in the owner’s statement for convenient tracking.
In addition the television can be added as an asset in the system, including details such as serial number, description, and the vendor for repair. Asset-specific information can also be recorded. Whenever a work order is created, the vendor can be automatically notified by email. The system keeps a comprehensive history of all repairs performed, ensuring easy access to maintenance records.
Work Order Monitor Screen Overview
| 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. |
| 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. |
| 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. . |
Change Work Order Screen
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. The Monitor screen refreshes to show any new work orders. 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.
| 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
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.
| 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:
|
| 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. Our system clearly displays information in a way that’s easy to read and understand.
Employees can clearly identify:
- Company name, street address, city and phone number
- Report date / time
- Date of last report modification
- Work order number and who it’s assigned to
- Description of problem / location
- Date order was assigned
- Estimated time for completion
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
The RDP system included integrated billing to owner within the work order 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.
- 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
- 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”)
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