Software

Vendor Management

Vendor management is the first step to a seamless operating facilities management. This feature allows you to list and certify new vendors and update existing vendor’s accounts. It offers an organized system to access each of your vendors’ basic information including: company name, addresses, contacts names, phone numbers, emails, comments and more.

This application also has the capacity to maintain vendor contracts, giving the ability to create agreements per vendor or across the board standards for WOs.

Work Order Management

Work order management can be a long and tedious task, however, with this application you can easily track all your WOs in real-time. From the service request to the invoices, you and the vendor will be able to promptly and accurately oversee the following process:

• Submitting service requests
• Issuing WOs
• Acknowledging WOs and providing ETAs
• Closing WOs
• Submitting invoices
• Approving or rejecting invoices
• Sending approved invoices to accounts payable

Your WOs and invoices can both be sorted by many different criteria such as WO#, location, date range, and status (i.e. Open, Closed, Cancelled, Not acknowledged, Non-billable). Having all of these stages in one electronic application provides you with an accurate timeline and will increase efficiency of the process

Invoice and Billing

The Electronic payment process makes it simple to upload important documents and send payments. After vendors submit invoices, your company can accept or reject invoices, as well as send the approved invoices to accounts payable for processing. Vendors have web access to the status of each invoice to ensure payment and eliminate confusion.

Integrates with systems such as SAP or Oracle.

Preventative Maintenance Management

This tool is a great way to stay on top of the constant, repetitive tasks that are necessary to maintain a property. This application gives you the option to schedule recurring WOs to ensure a quick, secure plan of assigning work. Or if you prefer a more involved approach, you can manually dispatch WOs. This is great for PM, inspections, and other routine services such as landscaping, parking lot sweeping, janitorial, and waste management.

To administer WOs, we provide a flexible method of monitoring. You can search by date, location, and meter.

Equipment Tagging and Management

In this system, you can track all your equipment from conveyer belts to copy machines. This detailed application allows you to enter every piece of information you may want to keep on each item, including location, manufacturer, model, serial number, etc. Not only do you have access to the standards of the equipment, but you can also track the usage through our meter reading feature. You can look up the number of copies, gallons, miles, revolutions, and count of each machine for incite on its productivity. This instrument allows you to easily make informed decisions on repair or replace, which will increase efficiency and save financially for your company.

Maintenance and Capital Planning

Deferred maintenance and capital spending are immense projects for anyone to manage. With our software, you can list tasks, locations, descriptions, and estimated cost. Tracking these projects is simple with our sortable categories.

You can look up information on each project by entering criteria on condition, age, category, location, cost, or estimated life.

Document Management

When managing facilities, it is imperative that all your necessary documents are housed in an organized manner and accessible for both you and contractors. We have designed our document management application that allows you to house specs, contract, lease, quotes, warranties, or building plans documents.  You can consolidate all of these into one effortless module and quickly sort, search or categorize your documents under groups like title, date, and location.

Capital Projects

Investments like Capital projects are important to budget and make informed decisions.  Our application provides a workable environment to add details and update capital projects.  Track average life spans, replacement dates, estimated replacement dates, depreciation rate and estimated loss if early replacement.

Warranty and Asset Modules

Many times, communication is lacking after items that are covered under warranty.  Each item has specific manufacture, terms and agreements. To guarantee that warranties serve their purpose and the agreed terms are upheld, every purchase must be recorded and applied to the repairs. This module links the specified contract to the services on the purchased item. By doing this, your company is contacting the manufactures, who should still be held responsible, and not spending extra money on outside vendors for repairs.

Location Surveys and Conditional Assessment

This feature is great for on-site inspections and surveying the condition of your facility. We will build a custom application that allows you to generate surveys that meet your specific needs.  These surveys can be exported to an Excel document or use the form electronically. We offer application installment on mobile tablets or Smartphone’s to make surveying convenient for everyone.  This element of our module is such a time-saver and a great way to stay on top of the buildings and equipment in each location.

Monitoring energy use is a top priority.  This application lays out the energy usage, operating profile, and practices for each location. Reports can be easily generated to illustrate the inefficiencies of the sites. The smallest changes in your energy usage can have a huge impact on the way you manage facilities, cutting waste and boosting effectiveness.

Budget Reporting

This tool allows you to accurately manage monthly expense and plan for major cost like deferred maintenance and capital expenses. The receipt tracking feature gives you access to monitor paid versus outstanding invoices. Track your monthly or yearly spending as you create WOs, thus allowing accurate reporting. Options are available to run other custom reports to compare the actually spending versus your budgeted amount.

Performance Measurement

Measuring performance is a necessity for superior productivity. This application gives you the ability to base your decisions for distributing WOs on specific, measurable factors. We can custom build reports for you that will give you the ability to track work orders close outs, downtime effecting productivity, and how well the issue was handled.

Monitoring service and responsiveness of vendors improve management decisions on dispatching work orders to the most reliable vendor and increase your company’s effectiveness.

Finance and Reporting

Custom Finance and Reporting connects authorized personnel to essentials workspaces such as applications, sites, reports etc. These areas allow you to conduct meter reads, budgeting reports, and assets depreciation reports to better manage your finances. Reports will classify average transactions expenses into categories to emphasize patterns and opportunities.

Cutimized Survey Modules

Our customized surveys are proficient in monitoring performance within your company. Our simple application makes it easy to gather information about any topic by inserting your question in many styles; text fields, radio buttons, drop downs and so forth. You can email these out to clients and employees or give them access to surveys through our application. Then our software organizes the results in an easy to read chart that you can utilize in your managing.

Distribution center programs provide many of the features described in Facilities and Asset Management as well as Facilities and Operations, including be not limited to:

• Vendor Management
• Work Order/Purchase Order Management
• Invoicing and Billing
• Budget Reporting

In addition to these, programs have components to track inventory at many levels and monitor your in-house workforce to stay on top of labor hours and productivity.