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.

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

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.

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

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.

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.

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.

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.

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.

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”)

• Sample of Closed Work Order with details of work performed, time spent, amounts marked up and charged (including to whom)

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