Request or scheduled task
A call-out arrives, or a planned visit falls due under a contract.
Facilities management
Configurable job management software for UK facilities management
Facilities management is delivery over time: planned visits, reactive call-outs and inspections, all measured against what each contract promises. Our job management software is a configurable foundation for logging and allocating that work, with contract reporting and inspection forms built to your requirements.
01Who it is for
For the people who run the work.
- Facilities and maintenance providers delivering to several client contracts at once
- Contract and operations managers who answer for service levels
- Planners and coordinators who allocate engineers and cover
- Finance teams who invoice per contract and per period
02Where it gets stuck
Workflow problems we start from.
- Planned visits held in a calendar
- The maintenance schedule lives in a spreadsheet or diary, so a missed visit is noticed after the fact.
- Reactive requests by phone and email
- Call-outs arrive through several routes and are logged late, which makes response times hard to show.
- Allocation across many sites
- Planners juggle availability and location in their heads, and cover for absence is arranged by phone.
- Inspections on paper
- Inspection sheets are completed on site and typed up later, so findings reach the record slowly.
- Reports built period by period
- Each contract has its own report, and someone assembles it by hand from several sources every time.
- Compliance records per site
- Certificates and checks for each building are filed in different places and are hard to produce on request.
03How the work flows
A typical sequence, in this sector's terms.
An illustrative scenario, not a customer case study
Triage and allocation
The job is assessed and assigned to an available engineer.
Attendance
The engineer attends and records what was found and done.
Inspection and record
Any inspection or check is completed and filed against the site.
Completion and sign-off
The job is closed with its notes, documents and any approval.
Period reporting
Work for each contract is gathered into the report the client expects.
04Where systems help
What is in the foundation, and what is built for you.
Log reactive requests as they come in
Intake is part of the foundation, so each call-out starts as a job with a customer and a site.
Allocate engineers and book visits
Allocation and scheduling are in the foundation. How recurring planned visits are generated would be agreed and scoped.
Record inspections on site
Built to your requirements, so each inspection form reflects what your contracts ask you to check.
Keep quality and safety records and actions with the job
Quality and safety records and actions sit alongside each job in the foundation. Compliance schedules for each site or asset, such as when each check falls due, are built to your requirements and scoped separately.
Produce contract and service-level reports
Typically built as reporting set up for each contract's measures and reporting period.
05In practice
What this looks like in practice
Illustrative scenario
A provider with recurring contracts across several sites
Contracts, schedules, inspections and reporting in one place. Not a customer project.
TodayEach contract's visit pattern lives in a different spreadsheet.
With one connected systemContracts and their recurring visits are held in one place.Built to your requirements.
TodayStaff schedules are changed by phone and the change is not written down.
With one connected systemSchedules and changes are recorded against the site.
TodayInspection findings come back on paper or as photographs.
With one connected systemInspection findings attach to the site visit.Built to your requirements.
TodayCompliance documents are filed by whoever received them.
With one connected systemCompliance documents are held where the site team and the office can find them.
TodayThe customer report is assembled by hand before each review.
With one connected systemA customer report is drawn from the records, for a person to check.Built to your requirements.
Does this look like your business?
06The review
What to bring to a first conversation.
- Your contract list, and what each contract expects you to report
- A planned maintenance schedule exactly as you hold it today
- How reactive requests reach you, and how they are logged
- An example inspection record
- The reports you produce each period, and who reads them
07Questions
Common questions.
Can planned and reactive work sit together?
Both can be held as jobs in one place. Scheduling is part of the foundation, while the way recurring planned work is generated would be agreed with you and scoped separately.
Can we report against our service levels?
Service-level reporting is built to your requirements. We would start from the measures each contract uses and the format the client expects.
Will it replace the system we use now?
That depends on what the current system does well. We would look at it with you, and connections to other systems are scoped per project.
Can clients see what has been done?
Notes, documents, evidence and approvals are held against each job. A client-facing view or report would be built to your requirements and scoped separately.
Next step
Start with one contract and its reporting.
Bring a contract, its schedule and the last report you produced. We will look at how the work is logged and where the reporting effort goes.