Recurring work orders save you time and help you stay organized. They are tickets for work that repeats according to a set schedule, such aspreventive maintenance.

Create a work order as normal.
Pick the Frequency you want it to Repeat.
Assign it to staff or vendor and it’s scheduled in PropertyTRAK.
A work order notification email is sent out as the date approaches

Here is a more expansive explanation – feel free to call us with any questions.

Create the work order as you normally would.
- A checklist can be embedded in the work order to guide the process.
In the Repeats field, select the frequency option and complete theadditional options provided. a.
- Never: default setting for one-time work ordersb.
- Daily: schedules the work order every dayc.
- Weekly: schedules the work order on one or more days of every weekor so many weeks (i.e., every Wednesday or every 2 weeks on Tuesday andSaturday)d.
- Monthly: schedules the work order every month or every so manymonths based on the original order’s Due Date, either
  - on the same Date each month (i.e., the 5th day of each month) or
  - on the same Day of each month (i.e., the 2nd Wednesday)
- Yearly: regenerates the work order on the same month and day everyyear.
The Create Workorders field sets the number of days prior to the DueDate that the notification email will be sent. Scheduled tasks appear asPending on the Calendar until this date.
Now, finish up by assigning to staff or vendor as you would astandard work order.

Manage and monitor them through the Recurring Work menu under Work Orders onthe Navigation Bar. Modifying a recurring work order will modify it andfuture work orders but prior work orders are not modified.

By John Alexander, COO PropertyTRAK 8/14/19

I recently re-read “Who Moved My Cheese” written by Spencer Johnson, MD. Whether you agree with it or not, change happens. PropertyTRAK is helping one of our clients reorganize and move headquarters while another client is about to start down that same path.

Facilities Management is a significant player in supporting initiatives by Executives, Human Resources, IT, Marketing, and other departments. Periods of change are often ideal times to review your current organization and processes.

Your current insurance documentation will almost certainly need to be updated and possibly provided to a new landlord or lender. It’s a good time to determine which of your current Vendor Services need to be updated before transferring to the new location. If not transferring, set termination dates and line up new vendors.

Since IFMA is featuring Emergency Preparedness for the month of August, I am reminded of other plans that need to be in place before employees are relocated. You will need to review, update and share plans for Evacuation, Business Continuity, Emergency Preparedness, Security and much more at the new location.

The PropertyTRAK system provides profiles of properties, vendors and assets as well as storage for all types of documents that may need reviewed. Our advanced modules like Project Management and Emergency Preparedness can help prepare your organization to move into the new environment. A scheduled, recurring review of your records and processes is a prudent policy, even is no one is about to Move your Cheese.

Most articles on Facility Budget Management advocate implementing a modern CMMS. They point out that readily available CMMS data helps identify and justify needs and plans for the future. Without it, many Facility Managers are overwhelmed when gathering support data for their Capital and Operating Budget.

Historical data provides important benchmarks upon which to build upcoming plans:

What was spent in the previous 8 months, plus what is projected through year end?
Can you explain to management any significant variations between budget and actual?
Were any variances caused by previous funding denials due to lack of supporting data? Example: A costly asset replacement proposed because of expected failure but cut from the budget so it had to operate on a “run-to-fail” basis.

A modern CMMS system provides:

Reports to help you identify possible savings, as well as looming large expenses
Statistics to reflect the efficiency of your current staffing levels
Information about maintenance contracts, equipment leases, and other long-term obligations for use when management makes operational expansion or reduction business decisions

Whether or not you have an existing system, PropertyTRAK can offer you budget information to implement a web-based, mobile-friendly CMMS. Then next year, PropertyTRAK can keep you from being overwhelmed as you access CMMS data to support your budgeting process. Now is the time to evaluate your operations, and plan for an organized future with PropertyTRAK.

Tenant/Employee contacts are users that can submit service requests, but can’t see work orders or equipment like staff can. Every Tenant/Employee belongs to a parent user group. There are two types of user groups: Employee Groups and Lease Tenants.

Required Permissions

Client administrators can add contacts to User Groups. Staff can also add contacts to User Groups if they have edit level permission for User Groups (previously labeled Tenants).

Permissions are set by client administrators or staff with the Staff and Positions edit permission. A staff user cannot set his or her own permissions.

User Groups> List

Tenant Employee contacts are managed from the User Group list. If necessary, the list can be limited to Employee Groups or Lease Tenants by selecting the value in the User Group Type field and pressing the Filter button.

Action: Contacts

From the User Groups list, select the Action: Contacts for a specific user group.

Contacts List for a User Group

Click the Create New User Group Contact link at the top left to create a new Tenant/Employee.

Create Contact form

Complete the form with the appropriate information for the contact.

The service request form uses the User Location and the Floor fields whenever a Tenant/Employee makes a request. If these fields are blank, the location field on the service request will also be blank, requiring the requester to always fill out the location field.

◻ Send this contact an invitation…

Staff can send invitations to the tenant/employee so that the contact can create a username and password. Only client administrators and the individual user can manage the user account information for Tenant/Employee contacts, but staff with edit permission can edit the contact information.

◻ Group Manager

A Group Manager is a requester who can see all requests for their user group. If Group Manager is unchecked, the contact can only see their own requests.

Press Create Contact to complete the process and send the email invitation.

Tenant/Employee contacts are users that can submit service requests, but can’t see work orders or equipment like staff can. Every Tenant/Employee belongs to a parent user group. There are two types of user groups: Employee Groups and Lease Tenants.

From the User Group list, click Create New User Group link

Complete and Submit User Group form

A default tenant/employee contact is created for the user group. The default email should be the email of the main contact for the group. If needed, this contact can be managed from the Administration> Contacts page.

Assign Departments

After creating the User Group, the assign department page is automatically displayed. Press the Submit button to assign all departments except global.

This concludes the process for creating a new user group.

Administration> Data: Properties

Administration> Data navigation

A client administrator can generate a csv file of details for all properties from the administration menu.

Download: Properties

Select the Download tab, the properties radio button, and then press the Download button.

Download Result

Right click the link and select Save As to save the CSV to the hard drive on your local computer.

Properties>Reports

The Property Summary Report provides list information on property details. Only client administrators and staff with report view for properties can view this report.

Default Report Type for output is PDF, but Excel and CSV formats can be selected in the dropdown instead. Set filter criteria as needed and then press the Filter button.

Property Report: View PDF

After filtering, press the button to View PDF or View CSV to see the final report.

PDF format for Property Summary Report

Properties> List

The properties list page shows number, name, address, city/state, division, and type. The list can be sorted by clicking on any linked column. Also, the list can be filtered by letter by clicking on the alphabet at the top of the page (to see the full list again, click #).

Actions

View: Displays a popup window with summary information.

Popup window displays property details

Edit: Edit form (available is user is in the Global department and has properties edit permission.

Contacts: Manage contacts that are Property type (non-users). Most users will be Tenant/ Employee users or staff, not Property Contacts.

Notes and Documents: Manage notes and documents attached to this property record. Staff must be in the same division as the property to see documents for a property. Employee/Tenants must be in a user group that is assigned to the property and visibility status must include User Groups for them to see documents.

Manage User Groups: Display the list of user groups (employee groups and lease tenants assigned to the property. Also assign additional user groups to the property.

Report: Display the Property Report.

Tasks: Property Tasks – Not currently in use.

Work Orders: View the work order list filtered by this property (work orders will be those in user’s own department).

Delete: Requires delete permission for properties (must be global staff or client administrator). Remove property from active use. A confirmation popup is displayed before deletion.

Manage User Groups

The User Group list for a property displays assigned employee groups and lease tenants, and allows additional groups to be assigned to the property.

Actions

Edit: Edit form for the user group to update information.

Contacts: Manage the contact list for the user group. Includes both user contacts and non-user contacts. Client administrator can reset passwords from the Administration> Users section of the navigation menu.

Departments: Set which departments will be available for the service request when tenant/employee users for the group submit requests. Staff can always submit a request on behalf of a tenant/employee for any department.

Assign departments available when user in group submits a request

Lease: Edit the lease and lease documents.

Create/Edit Lease form

Remove: Removes the assignment of user group to the property (does not delete the user group).

Send Link: Email a link to a new tenant/ employee so that they can sign up on PropertyTRAK.

Create Properties

Client administrators can create properties. Only global staff with properties edit permission can create or edit properties. Users with department set to any department beside Global cannot create or edit properties because properties are common to all departments, and any change impacts all users.

Properties> Create

Properties can be created from the left navigation menu, or by clicking Create New Property link at the top left of the Properties List.

Create Property Form

Setting Division enables staff to be limited to a property or set of properties. Property Number is optional but appears on reports and lists. Provide name of property, address including country, and time zone.

Coordinators and co-coordinator notification roles are set on this screen. This assignment enables staff or client administrators to receive notice of new service requests and other information. Each user can also specify the type and priority of messages to go to email, alt. email and SMS text message number.

The other information is optional but may be useful for reporting.

▶ Any fields marked with the solid red arrow are required.

Work Smart with Automated Recurring Work Orders

Before Your Cheese Is Moved

By John Alexander, COO PropertyTRAK 8/14/19

Budget Time

Microsoft Word Party Design

Add Contacts to User Groups: Employee Groups and Lease Tenants

Required Permissions

User Groups> List

Contacts List for a User Group

Create User Groups: Employee Groups and Lease Tenants

From the User Group list, click Create New User Group link

Complete and Submit User Group form

Properties: Data Download

Administration> Data: Properties

Property Summary Report

Properties>Reports

Manage Properties: List, Departments, User Groups, Lease

Properties> List

Actions

Actions

Creating Properties

Create Properties

Properties> Create