Work Order Management

BUILDFOLIO’s work management module seamlessly integrates with disparate data sources that contains crucial information pertaining to the organization’s building facilities and assets. The main purpose of the work order management is to help the facility manager manage the facility efficiently and keep it in optimal condition at all times.

Preventive Maintenance is the cornerstone to achieve this. Buildfolio allows the facility manager to schedule maintenance work at ease. Future maintenance routines and inspections may be planned ahead, and the system will remind the facility manager when the scheduled work draws near. As a result, the manager can plan future maintenance schedules to prevent unforeseen breakdown of equipment that would hinder day to day operations.

No matter how well one plans, unforeseen circumstances will occur.  Don’t worry! Buildfolio also allows for the creation of ad-hoc work requests and work orders using simple forms. Requesters (e.g. tenants) may submit a new work request directly in Buildfolio if they have been given access to the system, or by calling the Help Desk whose personnel will then create a work order if the request is deemed to be valid. All work requests will be parked in the Help Desk screen pending processing.

Once processed, the Supervisor and Technician assigned to the work will be notified. These personnel may be from an outsourced vendor. Response time from the assigned technician may be monitored in order to measure the Service Level Agreement (SLA).

A work order can be updated at anytime before closing. Information such as cost incurred (labour, inventory, rates, miscellaneous cost), diagnosis, remedy, resolution and billing may be updated. The Work Request Form is a summary statement of the work being performed and can be printed as a proof of work done.

BUILDFOLIO Mobile Application offers the mobility required by the technicians and supervisors to process work on-the-go. Moreover, with real-time updates, all stakeholders instantly gain visibility to the current facility operation.

Features

• Raise works against areas or assets
• Charge works to specific cost centres or tenants
• Plan and manage corrective, preventive, BMS triggered maintenance
• Assign work orders to internal or 3rd  party contactors/technicians
• Ability to associate materials, costs and labour with each work order
• Service Request Form for Caller/Tenant to sign off
• Gantt chart display of ad hoc and scheduled work orders
• Associate works with customized checklists as well as safety plans
• Create and track related works and hazards based on an existing work order

Benefits

• Ensures all customers/tenants request are promptly addressed
• Streamline and create a standardized workflow process
• Visibility of all work orders/requests and progress status
• Reduces communication error between departments
• Minimizes manual tasks due to the ability to auto schedule routines
• Automate escalations for service level breaches
• Track service performance through SLA
• Tracks costs to ensure organization’s KPIs are met