Introduction | Work Control |
Billable Work Flow |
Non-billable Work Flow | Training |
FMAX Login
Introduction
The information age has
finally dawned on work control and facility management software in
the form of FacilityMAX, a web-based work control software system
that manages: all requests for service, time, job estimates,
inventory, preventative maintenance and much more. Former
Director of Facility Services, Chuck Walden, made the determination
that FacilityMAX (FMAX) is the very best solution for: managing the
wide range of Facility Services data storage and reporting needs,
customer ease of use, data entry efficiency, shop and shop person
Work Order management and preventative maintenance efforts.
Ed Johnson, current
Director of Facility Services, has picked up where Chuck left off
and is in full support of the efforts to implement and administer
FMAX. Ed also seeks to extend collaborative efforts between
Facility Services and various other campus departments via FMAX's
extensive versatility and data gathering, aggregating and reporting
functions. With FMAX, Facility Services will be able to import
and export data to campus enterprise systems, such as PeopleSoft,
and consolidate various sources of data into a single source.
Consolidation will facilitate multi-departmental reporting and will
ensure that users will be viewing and utilizing the most current
data available.
The Facility Services
Systems Administrator, Mike Geck, was charged with implementing FMAX
and converting data from Facility Focus, our pre-FMAX work control
management system, over to FMAX. Mike has been steadily
converting data from Facility Focus, configuring, troubleshooting
and holding training sessions for FMAX. After several months
of this, FMAX is now up and running and ready to be rolled out to the
department and the campus.
Work Control
When you call-in or
submit a Customer Request via the web, your request is inputted into
FMAX by our Work Control Specialist - Cheryl Zwack. Cheryl
will input the necessary information into FMAX regarding the work to
be done, the location of where the work will be performed, any
equipment that may be necessary to complete the job and other vital
information. After the necessary information is entered the
Work Order is then assigned to a shop and shop person.
During the data entry
process, Cheryl will make the determination if a Customer Request
should become a billable or non-billable Work Order.
Here are a few examples
of non-billable Work Order issues: too hot/too cold calls, minor
repairs, lights out/flickering, pest control, graffiti clean-up,
key/card access issues, leaks, waste management, cleaning, power
outages, signage updates and water supply problems.
Here are a few examples
of billable Work Order issues: painting within 10 years of the
surface's last paint job, white/corkboard installations, remodels,
equipment installation, modular furniture moves and installations,
keyboard tray installations and moves, additions to electrical
systems and signage additions.
A good rule of thumb
for determining whether a Customer Request will become a billable or
non-billable Work Order is to ask yourself, "Will this request be
adding, improving or changing the location as it was upon the
building's acceptance and initial occupancy?". If the answer's
yes it will probably be a billable, if no it will probably be a
non-billable.
Billable Work Flow
If a Work Order is
determined to be a billable, it will be assigned to a shop or
multiple shops depending on the job's scope of work. The
estimator for the shop will make a site visit, get details on the
work to be done and then submit an estimate in FMAX.
The estimate will then
be submitted to the customer for review and will either be approved
or denied by the customer. The customer has 30 days upon
receipt of the estimate to approve it. If the estimate is not
approved within 30 days, Work Control may contact the customer to
remind them to approve and submit their signed-off estimate to Work
Control. Otherwise the Work Order will be cancelled and will
either fade away or need to be re-created and re-estimated.
Once the estimate has been approved, Work Control will notify the
appropriate shop of the approval and give the OK to proceed with the
work. The work will commence until completed and at that point
the Work Order will be closed.
Non-billable Work Flow
If a Work Order is
determined to be a non-billable, it will be assigned to a shop or
multiple shops depending on the job's scope of work. Once it
has been assigned it will be scheduled according to the Work Order's
priority and the shop persons availability. The shop person
will commence the work until completed and at that point the Work
Order will be closed.
How to
enter a Customer Service request in FacilityMAX
As with any new system,
training is an essential part of the roll-out. Below you will
find a
training video and
training manual document that will
instruct you on how to submit a Customer Request in the new FacilityMAX
(FMAX)
system.
FACILITY
SERVICES WORK CONTROL HIGHLY SUGGESTS THAT YOU PRINT THE TRAINING
DOCUMENT PRIOR TO ENTERING YOUR FIRST CUSTOMER SERVICE REQUEST AND
THAT YOU HAVE THE DOCUMENT READILY AVAILABLE DURING YOUR CUSTOMER
SERVICE REQUEST ENTRY.
Please click
here to
go to the login webpage for FMAX
