Tenants use this to open a new work order (enlarge)

The work order and vendor management modules provide an efficient on-line way of handling problems that require maintenance interventions. Requests can be entered on-line for such actions as the adjustment of the HVAC, the fixing of a leaky faucet, the replacement of a light bulb, or the cleaning of an elevator carpet.

Work Order Management
The key steps are:

	Originator with appropriate permissions (usually a tenant administrator) fills out an on-line work order form (status pending).
	Dispatcher in the Property office is notified (via automatic e-mail if necessary) that a work order has arrived.
	Dispatcher assigns the work order to an approved outside vendor or to building engineering (status dispatched).
	Assignee is notified (via automatic e-mail if necessary) that a work order has arrived.
	Assignee reviews the work order and can reply on-line with labor and materials estimates.
	Assignee can further assign the work order to whomever will accomplish the work (status assigned).
	Assignee changes indicates when the work is completed and can indicate actual labor and materials expended (status complete).
	Dispatcher closes the work order and determines whether it is billable (status closed).
	Originators, dispatchers and assignees can search the work order database pursuant to many criteria and extract reports.

Vendor Lists
To facilitate the process, the property office maintains several lists that serve to populate certain fields of a work order. These include:

	A list of the typical tasks that can be requested with a work order and the General Ledger account that applies. A “default vendor” can be specified for each task.
	A list of all approved vendors of the property. Each vendor’s record shows the tasks that are performed, along with the vendor’s addresses, telephone numbers, e-mail addresses and contacts.

Certificates of Insurance
The property office can maintain on-line a database of vendor certificates of insurance. This significantly eases the on-going process of dealing with this matter.

	The database is automatically queried whenever a vendor is selected for work in the property and the originator is notified if the certificate of insurance is not current
	The system can be set to notify vendors automatically via e-mail when their certificate of insurance will soon expire.

Freight Elevator Reservations and Move Notifications
Originators with appropriate permissions go on-line to reserve the freight elevator.

	A calendar shows the times it is free.
	An on-line request is composed that indicates the desired time & date and the approved vendor(s) who will be using the freight. Any certificate of insurance issue is automatically flagged.
	Completed requests are viewed, approved, or denied on-line at the property office.

Preventive Maintenance
Property equipment requiring preventive maintenance can be listed in a database, along with maintenance intervals and other relevant data. Work Orders are automatically created.