Key Benefits
eWorkOrder’s facility management solutions benefit retail organizations by providing the tools to facilitate effective management of their physical assets and maintenance operations.
Increase Productivity and Reduce Costs
Streamlining and automating your facility maintenance processes helps your organization increase productivity and reduce maintenance costs. eWorkOrder’s maintenance, project, purchasing and asset modules include key features to improve facility operations.
- Workflow automation
- Anytime, anywhere communication
- Web, mobile and telephone accessibility
- Process and procedure standardization
- Transparency and accountability through audit trails
- Reduced administration overhead
- Paperless invoicing
- A/P integration
Increase Facility Uptime
Facility downtime results in lost revenue and directly affects your company’s bottom line. eWorkOrder includes features that help to increase your facility uptime and asset reliability.
- Store employees have access to repair and troubleshooting resources
- Service request information is collected, submitted and dispatched quickly
- Contractor performance is measured and monitored
- Preventive maintenance and asset management provide visibilty into equipment lifecycles
Increase Expenditure Visibility
Reporting and analyzing expenditures helps facility managers balance operating and capital improvement budgets. eWorkOrder provides detailed tracking and visibility of costs accross your entire organization.
- Asset and/or facility costs
- Purchase and repair costs
- Preventive maintenance costs
- Complete cost history
Improve Auditing and Accountability
Implementing audit trails and segregated role-based access controls are critical for becoming and staying compliant with today’s regulations and laws, such as Sarbanes-Oxley. eWorkOrder provides complete audit trails and supports customizable facility maintenance roles to meet the auditing requirements of your organization.
- A complete audit trail is recorded for all modules: maintenance, purchasing, projects and assets
- The audit trail is included in all facility maintenance and financial records
- Record includes all details of an action or event (date stamp, user name, specific action, etc.)
Empower IT Staff
Deploying a software solution as a hosted service provides the opportunity for IT personnel to focus on market-facing activities that support the business goals of your organization. eWorkOrder is implemented as a SaaS (Software-as-a-Service) application, and Big Sky handles the details of installing and keeping eWorkOrder up and running.
- Testing and installing patches
- Managing version upgrades
- Monitoring performance
- Ensuring high availability
- Performing back-ups
- Providing a secure data environment
Case Studies
Over the past 15 years, we have had the opportunity to see our products make a difference in the way clients do business. Here are just a few examples of how eWorkOrder Redefines Facility Management.
Project Management
eWorkOrder's Project Management module includes many features designed to give you the tools needed to manage and budget big projects like remodels and new stores.
Profile
| Type: |
Retailer |
| Locations: |
2,200 |
| Opened: |
1972 |
| Uses: |
Manage Maintenance Workflow
Manage Vendor Proposals & Bids
Track Capital Projects
Rate Completed Work
|
Overview
eWorkOrder is used to identify capital projects, send proposal and bid solicitations to vendors, award and process winning bids, electronically route capital projects for approval, and issue and track capital project work orders. Additionally, eWorkOrder is used to request new maintenance services, check status of existing maintenance requests, and to approve completed work.
Feedback
"eWorkOrder has allowed our facility management organization to communicate with property management and trade vendors more effectively, and to easily track maintenance workflow from the initial project or service request to close-out."
Contact Us for a demo
Automatic Invoicing & Telephone Maintenance Hotline
eWorkOrder’s Telephone Maintenance Hotline capabilities are employed to report problems, check the status of existing maintenance requests, and to rate completed maintenance services. Vendors use eWorkOrder’s web interface to acknowledge work orders, update work order status, and to submit electronic invoices for completed work.
Profile
| Type: |
Retailer |
| Locations: |
1,800 |
| Opened: |
1988 |
| Uses: |
Manage Maintenance Workflow
Interactive Voice Response
Electronic Invoicing
Manage Vendor Proposals & Bids
Track Capital Projects
Rate Completed Work
|
Overview
eWorkOrder’s automated invoicing capability is utilized in several key ways: vendors submit invoices electronically through the system; Customer Service Representatives easily reconcile and approve invoices on line; and invoices are electronically coded with appropriate GL account codes before being exported directly to their accounting system for payment. By automating the process from "end to end", eWorkOrder has significantly reduced the manpower required to manually process invoices.
Additional reporting capabilities are also utilized in order to meet the expanded reporting needs of the maintenance workgroup. In addition to the ad hoc reporting capability that is an integral part of eWorkOrder, several new reports types were added, including an Accrual Report, Rolling Operating Forecast and Cost Variance Reports. These reports are used to manage ongoing maintenance costs and to determine areas that need attention. The Accrual Report is also used as a data feed and is imported directly into the Lawson accounting system, significantly improving the accuracy of maintenance accrual information.
Feedback
"eWorkOrder has allowed our Facility Maintenance Department to better communicate with our field personnel and vendors. It has significantly improved our work order tracking capability and has allowed us to create a complete audit trail form the inception of the work request to job completion and invoicing."
"The system allows us to identify exceptions to the process and focus our efforts on them rather than the entire process."
"Accuracy and timeliness are key to successfully meeting our corporate goals and the functionality and controls implemented within eWorkOrder provide us with a very valuable extension of our internal financial systems."
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Tracking Warranties and Recent Service of Assets
Asset Management features keep users informed when a particular piece of equipment is still under warranty or has been serviced recently. This makes it easy to follow the life cycles of your equipment, and more importantly, predict when service or replacement will be needed.
Profile
| Type: |
Restaurant Chain |
| Locations: |
175 |
| Opened: |
1961 |
| Uses: |
Manage Maintenance Workflow
Asset Management
Auto-Importing New Requests
Rate Completed Work
Managing Warranty and Service Information
|
Overview
Our client's goal is to improve the quality of their facilities while keeping costs under tight control. With the ongoing addition of new stores, their facility management team looked to eWorkOrder to streamline the maintenance process and handle the increasing load of maintenance requests. They also wanted to keep their existing call centers and request tracking systems in place. To meet this requirement, we integrated eWorkOrder with their request tracking systems to allow new work requests to be added to the eWorkOrder database automatically. Additionally, eWorkOrder sends all status updates, comments, and work completion information back to the request tracking systems automatically.
Another problem facing this client was the management of the large amount of equipment used in their restaurants. Everything from coffee grinders to music systems needed to be tracked and managed. eWorkOrder's Asset Tracking feature was configured to meet this requirement, and now maintenance history is tracked for every piece of equipment.
Feedback
"By providing a two way interface with eWorkOrder, our call center technicians can provide immediate status back to Store Managers inquiring about outstanding work orders. This has allowed us to maintain the high level of customer service we are known for while making the maintenance process much more efficient."
"Big Sky has been easy to work with and very responsive to our requirements."
"eWorkOrder also assists us with the scheduling and implementation of an effective preventive maintenance program."
Contact Us for a demo
SAS-70 (Statement on Auditing Standards No.70)
What is SAS-70?
Statement on Auditing Standards (SAS) No. 70, Service Organizations, is a widely recognized auditing standard developed by the American Institute of Certified Public Accountants 
(AICPA). A service auditor's examination performed in accordance with SAS No. 70 ("SAS-70 Audit") is widely recognized, because it represents that we have been through an in-depth audit of our control objectives and control activities, which often include controls over information technology and related processes.
Why is SAS-70 important?
In today's global economy, service organizations or service providers must demonstrate that they have adequate controls and safeguards when they host or process data belonging to their customers. In addition, the requirements of Section 404 of the Sarbanes-Oxley Act of 2002 make SAS-70 audit reports even more important to the process of reporting on the effectiveness of internal control over financial reporting.
Secure Hosting Environment
All of our applications are hosted in a secure facility owned and operated by a Tier 1 network provider, further guaranteeing the highest level of system availability. Automatic Back-ups, Climate Control, Physical Security Controls (CCTV, Biometrics Palm Reader, Card Reader) and Disaster Recovery Procedures all ensure 24/7/365 availability and operation for all of our applications. To learn more about our colocation, please contact us or download this PDF 
from Level 3 , our Colocation provider.
More Information
To learn more about the Statement on Auditing Standards No. 70, please contact us or visit these sites:
- AICPA - American Institute of Certified Public Accountants
- Sas70.com - A web site providing information on the SAS-70 auditing standard
