This one minute video demonstrates the process of creating a service request in PropertyTRAK.
The service request lets staff know that work needs to be done. The requester sets the priority to communicate expectations, lets the staff know where work is needed, and what the issue is. The service request list enables the requester to track status for the request anytime without having to wait.
A facility management tool like PropertyTRAK can be a great value added service for companies that have their own clients. Third-party facility management companies, multi-tenant commercial property management companies, data centers, and others can give their clients access to PropertyTRAK, enabling greater communication and supporting mutual accountability. Facility services includes not only facility maintenance and physical plant, but also IT services including network and computer hardware and software, as well as other work groups that your company offers to its clients.
Co-Branding Gives Your Company a Competitive Edge
PropertyTRAK now offers custom web addresses for its customers, enabling customers to effectively co-brand PropertyTRAK functionality, and to make the facilities support process as seamless as possible. When a custom subdomain is deployed, your clients can login directly from a special web address exclusive to your company. For example, FacilitiesGroup.com-ptrak.us. Your custom address can be accessed by any web browser with standard Internet access, just like the PropertyTRAK main website. Your company’s name and header banner appear on the site before users login, keeping your company’s brand identity in front of them at all times. And, the web address (URL) always includes your company’s name, no matter what part of the application they are using. Custom addresses gives many of the benefits of a whitebox solution, while leveraging the Software as a Service (SaaS) platform.
Custom Headers for Your Clients
To personalize a strong connection between your customers and your company, graphic custom division headers can be setup for your key clients, or for all of your clients. After logging in, the users would then see the header image that is set for them, reinforcing your brand as well as their relationship with your company.
Embed Your Login on your Internet or Intranet
We can even give you the website code to embed the login for your unique web address into your own web pages, either on public Internet pages, or on private intranet sites. That way, customers only need to remember one web address: your company’s main website. From your website, customers can submit service tickets and staff can login to complete their work orders.
Supercharge Your Client Services with a Custom Domain
Can you imagine your company able to offer its clients a unique login for facility services? Do the above details sound interesting to you? Do you have ideas that go beyond what’s discussed here? Call to share your ideas with us:
Emergency preparedness is a topic that most facilities managers are familiar with. Even though disasters, accidents, and hazards are sometimes difficult to anticipate and prepare for, it is the duty of any organization to have a minimum degree of preparation in the case of any foreseeable danger. Fortunately, the PropertyTRAK system of web-based facilities management tools is available to help facilities managers design and develop emergency preparedness solutions via a number of pre-designed emergency response templates.
In the current environment, the topic of emergency preparedness includes a number of concerns. In the past, many decades ago, emergency preparedness was often limited to civil defense, emergency evacuation, and weather disasters. Nowadays, forward-thinking facilities managers must make arrangements for a much larger host of issues and concerns that may occur on or near the property they manage. Emergency preparedness today concerns bomb threats, data loss or corruption, earthquakes, fires of all types, hazardous material or chemical spills, hurricanes or storm surge, large machinery malfunctions, medical emergencies of all types, power outages or blackouts, technological and accidental hazards, terrorism, tornados, and workplace violence. In each case, there are formidable safety and security concerns.
The PropertyTRAK software includes a number of built-in emergency preparedness solutions that include templates for emergency response and disaster recovery, a number of evacuation plans, and information on how to plan, build, and stock shelter-in-place locations on-site. Most importantly, the PropertyTRAK system includes critical messaging solutions. As effective communications are a critical part of any emergency or disaster preparation and recovery, this feature alone may make all the difference in an emergency preparedness plan for your facility.
The PropertyTRAK Emergency Preparedness Features and Benefits:
- Tools that help employees, staff or tenants respond quickly in the event of an emergency or disaster
- Ability to create responses to a wide variety of emergencies
- Create specialized lists of vendors and emergency management teams
- Ability to create an emergency preparedness plan with few staff members
- A number of communication tools inform and instruct people how to react
- Easy access to emergency response information from cell phones, PCs, laptops, or wireless devices
- Provides easy access to backups of critical company data
Although there are a number of challenges around any emergency preparedness plan (large or small), the PropertyTRAK suite of web-based applications allow the facilities manager to design and develop a number of contingencies around any type of hazard or disaster, mitigate risk, and recover quickly.
PropertyTRAK is an integrated suite of desktop applications that was developed to help facilities managers in mid-sized to large companies to streamline operations and improve processes – including emergency preparedness. To learn more about related facilities management topics, read the monthly blog articles here at PropertyTRAK.
Equipment, machinery, and other mechanical assets are only as reliable as the service and maintenance put into them. Each piece of equipment has its own particular set of “instructions” and tracking that information can be a detailed job. In large facilities with a number of various pieces of equipment, proper asset management means keeping records for each asset and knowing when they require service. At the same time, when an asset fails, having complete product information handy speeds service and minimizes downtime.
For the facilities manager who must keep track of a sizable number of assets (on-site or off-premise), a software-based equipment tracking system allows for a greater level of information and control over equipment, machinery, and other like assets under their care. The equipment tracking aspect of the PropertyTRAK software suite provides asset management, preventive maintenance scheduling, and equipment valuation as part of the facilities management software suite.
Equipment tracking and management is a function of facilities management that allows managers to properly plan and schedule maintenance. The maintenance schedule ensures that equipment is kept within the maintenance guidelines set by the manufacturer, as well as guards against untimely product failures that could lead to unwanted periods of downtime in the facility.
For the purpose of keeping details on each of the individual assets, PropertyTRAK allows facilities managers to capture and store asset type, manufacturer data, model numbers, serial numbers, item value, and warranty information. This data is vital when product failure or service issues are concerned. Knowing when the manufacturer’s warranty expires or what types of equipment failures are covered under a valid warranty can save a great deal of time and money for a company or organization. In addition, PropertyTRAK allows each asset file to include supporting documents such as product manuals, images of the assets, manufacturer website links, and any other relevant notes and documents.
PropertyTRAK also allows facilities managers to tag each asset in the software with location, floor position, product dimensions, status, and when the asset was placed in service. During a maintenance or service call, this information is valuable in cases where the facilities manager isn’t familiar with the asset in question. With PropertyTRAK, the facilities manager can quickly locate a piece of equipment, review specifics for the item, and see the service history before picking up the phone and calling in a service request. And if there is a particular staff member or third-party contractor to be contacted for service on the asset, the PropertyTRAK tracking software allows that individual’s name and contact information to be listed along with the other asset information.
PropertyTRAK is an integrated suite of desktop applications that was developed to help facilities managers in mid-sized to large companies reduce business processes, streamline operations, and control their assets. To learn more about related facilities management topics, read the monthly blog articles here at PropertyTRAK.
Change is inevitable. The processes used to manage most facilities and equipment two decades ago are no longer competent enough to do the same as efficiently in present day. Computers changed the way that facilities managers plan, schedule, and communicate across their facilities – as well as how assets are managed. Process improvement has become commonplace for every type of workplace and environment – a daily routine, an imperative. Therefore, the forward-thinking property manager is continuously looking into areas for process improvement.
Process improvement, in this case, refers to a systematic approach toward streamlining processes and eliminating activities that are non-value-added. In short, process improvement means making things better and more efficient within the facility, as well as for those who are charged with managing facility operations.
For the facilities managers in organizations or companies of any size, process improvement and implementation is relevant to information flow, warehouse layout, asset efficiency, and staff management. The benefits of process improvement include reduced labor efforts, improved warehouse design and layout, improved efficiency, reduced costs, improved service levels (especially in regard to response times for equipment servicing), and a reduction in certain types of inventory (especially consumables). More than anything else, process improvement creates a more efficient facility with less day-to-day management. Given that computers and software have greatly improved the facility management process, no discussion of process improvement at this time can be had without the inclusion of facilities management software. PropertyTRAK is one such software suite.
The PropertyTRAK software suite aides facilities managers in process improvement by creating a real-time connection between the manager, their assets, and staff. Armed with a comprehensive facilities management software suite, the facilities manager can then make strategic business decisions that help to improve facility operations, as well as increase productivity.
With a suite of software-based tools that allow for a greater level of management and control over facility operations, equipment maintenance, project management, emergency preparedness, communication, and reporting, PropertyTRAK allows facilities managers to not only accomplish many tasks from the comfort of their keyboard or mobile device – but to also assess each process and devise process improvements. The PropertyTRAK software suite, with its reporting tools, creates a top-down view of the properties, equipment, projects, contracted services, tasks, and events related to the facility. Complete visibility into the metrics that matter. This reporting allows facilities managers to assess each asset, service, or process, propose and implement changes, measure outcomes, and sustain a greater level of productivity. In the end, software-aided process improvement in the facility can benefit the company or organization by allowing most processes, maintenance, and management to be performed quicker, easier, safer, and at less expense.
PropertyTRAK is an integrated suite of desktop applications that was developed to help facilities managers in mid-sized to large companies to streamline operations and improve processes. To learn more about related facilities management topics, read the monthly blog articles here at PropertyTRAK.
For the facilities manager on a property of any size, there is more to the job than accepting work order requests, assigning labor, and managing outcomes. Facilities managers are routinely tasked with forecasting equipment and labor needs for their various buildings or environments. The most accurate forecasts are always built with information that is as accurate and reliable as the facilities manager can provide. This is where routine information gathering and reporting comes in handy.
Reporting is a project detail that comes with nearly every business or job function in every employment environment in the developed world. When a facilities manager is asked to evaluate a piece of equipment or a third-party service vendor, a competent reporting tool allows them to see a history of response time, functionality, or productivity – especially if the reporting tool is built directly into their facilities management suite of applications.
Facilities management is a job function that incorporates numerous competencies and areas of proficiency. Those service providers or vendors that work with facilities managers are, therefore, tasked with performing as needed or run the risk of losing future work in the facility. As such, any comprehensive facilities management reporting tool will take into consideration numerous aspects of the facilities management process – including response time for service providers or vendors, completion time of assigned work, and a tally of all associated costs. The reporting tools built into PropertyTRAK include these metrics and many more.
Regarding an outside vendor or service team, the Average Initial Response Time details how soon they responded after the initial call or work order was placed by the facility. The Average Completion Time tells the facilities manager how long it took labor to complete the job at hand. An Average Labor and Material Cost keeps the facilities manager and upper management well- informed about the overall costs of each job as they are completed, as well as what costs can be expected with similar jobs in the future. The PropertyTRAK reporting tool allows facilities managers to track and report on all of these metrics, as well as the total number of work orders assigned and the percentage of work orders that are past due at any given time.
Benefits of Reporting Tools by PropertyTRAK
- Allows the facilities manager to become more proactive in their role
- Manage and sustain a successful facility management operation
- Reduce operating costs by tracking efficiency of labor
- Report on the effectiveness of outside labor or service providers
- Document and analyze nearly every aspect of the job
- Make better-informed business decisions with reporting history
PropertyTRAK is an integrated suite of desktop applications that was developed to help facilities managers in mid-sized to large companies reduce business processes and streamline operations. To learn more about related facilities management topics, read the monthly blog articles here at PropertyTRAK.
On occasion, facilities managers are asked to take on large-scale projects that take them out of their day-to-day facilities management role and ask them to function like a project manager. This is more common in larger commercial property environments but may occur from time to time in smaller facilities. For the facilities manager who has had no formal training in managing projects with multiple assets, specific budgets, and hard timelines, these kinds of project manager roles can be daunting to set-up and manage effectively. Fortunately, there is a software solution that puts all the components of effective project management at the touch of the keyboard and mouse.
When it comes to managing large projects, experienced project managers know that the success of the job comes from developing a well-thought-out plan that encompasses all necessary tasks needed to complete the job on-time and at budget. With a well-developed plan scoped out, project managers can then assign inside or third-party resources to the various tasks. The rest of the job duty typically entails tracking resource output (and overall project progress), managing the project budget, ensuring deliverables, and reporting back to project stakeholders. In the end, seasoned project managers often take time to analyze project successes or failures and make notes that are used to adjust timelines or workloads with future projects.
Project management is a distinct discipline. The history of modern project management only dates back to the 1950s, and is widely considered a new science for controlling resources toward a pre-planned end. As stated earlier, it is fortunate that the modern age has developed software-driven resources to help project managers (of any level of experience) meet their goals and objectives. PropertyTRAK is one such project management resource that has been designed and developed by facilities managers for facilities managers.
Project Management Functions by PropertyTRAK
- Easily set up a project with a start date and end date
- Include budgetary information for the project
- Develop and assign tasks associated with the project
- Manage individual task budget and resource allocation
- Track labor expenses and hours for the project
- Show and track tasks that are dependent on other tasks
- Visually track project progress via a color-coded Gantt Chart
- Track and report labor or asset progress and record notes
The PropertyTRAK suite of facilities management tools incorporates a number of different functions that were designed and built to serve the every need of the facilities manager in any size facility. The project management function is just one aspect of the suite but was included to help facilities managers minimize their effort in managing tasks toward pre-defined objectives. For any project of any size, the three crucial elements that chiefly concern the project manager are scope, time, and budget. Each of these elements, when mismanaged, can quickly delay a project or bring it fully to a halt before completion. With the project management aspect of the PropertyTRAK software suite, the process is made all the more controlled and effortless.
To learn more about related facilities management topics, read the monthly blog articles here at PropertyTRAK.
When the facilities manager of a medium or large organization is able to leverage the power of work order management software, they are able to coordinate labor more efficiently, manage a variety of maintenance or construction activities across large premises, and supervise numerous work orders without losing track of assets or labor.
Before the advent of work order management software such as PropertyTRAK, the steady stream of paper work orders and last-minute job detail changes at a large-type facility could easily overwhelm a facilities manager and negatively impact his ability to provide proper supervision of many mission-critical physical elements on the premises.
In this highly-networked and computer-driven age, it’s not productive for a facilities manager to direct maintenance, service requests, and construction efforts with paper work order scheduling and tracking systems. These antiquated work order tracking systems don’t typically provide the kind of real-time work order supervision needed by the modern facilities manager. During periods of heavy activity, service quality is often highly dependent on the effective use of labor and the ability to respond to the changing wishes of the tenant or management. When labor dispatch details can change at a moment’s notice, paper is too slow.
The PropertyTRAK work order management software allows facilities managers to consolidate all work order traffic and associated notes in one easy-to-use system of desktop applications. Facilities managers who use the PropertyTRAK systems are able to quickly respond to work order requests from their tenants and easily assign in-house staff or outside contractors. The upshot is a greater level of work order management and a command of related labor resources.
Work order management software from PropertyTRAK, allows facilities managers to easily create and assign work orders. The software applications automatically route work order changes to facilities managers. Calls out to on-site or contract labor can be executed via text message or e-mail. The acknowledgment of work order acceptance is also instantaneous. Upon completion of the software-managed work order, your labor activity, supplies usage, and notes or observations, can be captured for complete analysis.
Additional Benefits of Work Order Management Software:
- Quickly turn service requests into work orders
- Access work order database over mobile devices
- Track labor hours and supplies used for work orders
- Verify tenant satisfaction with completed work
- Analyze work order history and evaluate maintenance operations
- Run reports specific to work orders and review staff performance
- Track your own performance as a manager and ensure job security
With a contemporary facilities management software system to organize and manage work orders, the end result is a cost benefit to the building or facility and a higher rate of tenant satisfaction.
PropertyTRAK introduces Checklists functionality to provide custom fields on work orders, including:
- Work orders created in response to service requests
- Stand alone work orders
- Work orders related to equipment
- Scheduled recurring preventive maintenance work orders.
Checklists can be very useful to gather specific data (a number, temperature, PSI or On/Off, etc.), descriptions of inspection results, multiple choice answers and labeled checkboxes for assuring that multiple steps have been completed.
A Checklist is a set of custom fields for a particular type designator that enables specific data to be collected and recorded for a work order or preventive maintenance task.
The type of work for a particular work order or equipment item, for example: Plumbing, Electrical, HVAC, Engineering, Janitorial/Cleaning, Landscaping, etc.
Completing a Work Order that Has a Checklist
Complete the work order as usual, by selecting the Complete action on the Work Order List screen.
The sample screenshot of the Complete Work Order screen shows fields for required and optional data, standard and custom data.
We have training guides available for setting up and using custom fields, and will make these available to you upon request. We can also work with you directly to help you become familiar with this new enhancement.