Downloads:

• Workflows are configurable to integrate your existing work processes with expanded functionality and capabilities
• Work processes transition through states based on milestone events and specific user actions
• Exception monitoring provides immediate notification of impending issues
• Individual dashboards categorize and display all issues that require attention
• Dashboard views are configurable to match the user's role and responsibility
• The entire workflow history is recorded in a date and time stamped audit trail

• The Store Manager submits a service request through eWorkOrder’s easy to use web or phone interface
• The Facility Manager reviews and approves the service request and dispatches a work order to a selected Contractor
• Alternatively, the system can automatically generate and dispatch work order to a preferred Contractor
• The Contractor updates the status of the work order from work order acknowledgment though job completion
• Up to date job status can be obtained using a phone, web, or mobile PDA throughout the life cycle of the job

Create and manage preventive maintenance contracts for equipment along with scheduled maintenance contracts, such as fire inspection, janitorial, landscaping and pest control, from eWorkOrder’s web interface.

• Define recurring service contracts by trade, contractor, start date, stop date, frequency and location
• Quickly view all contracts defined for service contractors across all locations
• Contractor log-in, log-out and service status updates are accessible through eWorkOrder's Telephone Maintenance Hotline
• Electronic invoices are created by contractors and linked to work orders and contracts
• Track all maintenance, labor and material costs, service dates, service satisfaction and contract history
• Attach and store signed service contracts for easy online access

When a new service request is created, the troubleshooting guide can be launched automatically to guide the user through a systematic troubleshooting process, such as checking circuit breakers, thermostats, door latches, etc. Many times, performing a simple corrective task can resolve the issue and avoid an expensive service call. The troubleshooting guide is very powerful and includes the following features.

• Custom photos and step-by-step guided text
• Audio and Video for detailed instructions
• Critical information collection
• Store policy information
• Safety & emergency procedures

Initiating a Project

eWorkOrder makes it easy to plan and organize your projects. New capital projects can be added to eWorkOrder well in advance to support your budgeting process. This single repository gives you a quick view of all planned work across your organization and provides the tools to report, pre-approve and schedule capital projects at any time for inclusion in the appropriate fiscal year. Approved workgroup members can initiate unbudgeted projects, such as complex facility repairs, at any time.

• Role based security settings control which users can create, schedule, access and update projects
• Projects are broken down into tasks by trade to simplify the scheduling, bidding process, and job costing
• Define capital projects ahead of time and schedule by planned budget year
• Categorize projects as budgeted or unbudgeted for appropriate cost tracking

Electronic Approval Processing

eWorkOrder includes automatic approval routing with key features to speed up the workflow.

• Configurable approval routing can be put in place to make certain that project initiation procedures are followed
• Projects needing approval are highlighted on the current approver’s dashboard
• Projects awaiting approval are highlighted on the project manager’s dashboard
• Approvals are tracked through a complete audit trail

Sending Bids to Contractors

The scope of the project is defined by creating a bid sheet for each task that is needed to complete a project. Bid sheets may include attached files (e.g. JPEG, PDF, Word, Excel, photos) for complete bid history, documentation and quick reference. Contractors slated to receive the bid sheet are selected from the database, which includes contractor information, contact method and supported trade types for all approved contractors. When the bid sheets are completed, they are automatically distributed to your selected contractors.

Managing and Awarding Bids

Contractor bid information and responses are included in the bid sheet to simplify the management of multiple bids and various bid due dates.

• View and compare contractor responses
• Award winning contracts with one click
• Track all bid changes and bid history with an audit trail

Changes to the scope of work, budget, schedule, and the selected contractors are supported through a configurable change order process. Approval routing for change orders is included to verify all changes are within acceptable limits.

• Track and monitor the status of all change orders from creation through final approval or rejection
• Automatically update job costing when a change order is approved
• Track adjusted costs that result from approved change orders

• View and monitor the progress of projects from the dashboard using a variety of sort criteria (creation date, project number, facility name, project manager, status, requester, budget year, etc.)
• View all project data in a single repository, including: plans, job specification data, budgets, RFP’s, bid responses, winning contractor, construction contracts, photos, spreadsheets, meeting notes, as well as associated budgets, change orders, work orders and invoices
• Track project costs in your accounting system with configurable job cost codes
• Filter, sort and generate reports for project cost management
• Calculate project data including average turnaround of bids and RFP's and estimated project cost verses approved and actual cost
• Overdue projects, projects over budget or projects in need of immediate attention (e.g. late RFP's and Bids) are highlighted on the dashboard providing immediate notification of potential issues

• Access vendor product information online
• Select and view images from an online parts catalog, add items manually, or import items from a spreadsheet
• Automatically deliver purchase orders to vendor upon approval
• Track status of purchase orders through approval, vendor receipt, shipping, receiving and invoicing
• Manage billing, shipping locations and schedules across multiple sites
• Manage receiver processing and consolidated receiving reports online
• A complete purchasing audit trail is recorded throughout the workflow

• Search for items based on vendor, description or part number
• View detailed part descriptions (vendor name, part number, part image, color, weight, etc.)
• Configure individual item status (i.e. available, discontinued, etc.)
• Configure item categories and GL cost codes for managing groups of parts
• Future item cost changes are tracked and updated automatically
• Attach additional information or documentation to the part record

Strategic sourcing and vendor selection decisions are accomplished by analyzing vendor data, such as:

• Transaction information (e.g. actual verses expected deliver date)
• Purchasing reports (e.g. items, quantities)
• Receiving reports (e.g. order fill rate)
• Quality issues (e.g. return to vendor, repairs)

• Accurately track company asset and location data (name, asset number, type, description, manufacturer, model number, serial number and property ID)
• Track individual asset value and status (active, inactive, in repair, missing, etc.)
• Manage service costs and maintenance history
• Schedule preventive maintenance, warranty renewal and replacement
• A detailed audit trail provides a complete history of every asset

Analyzing trends and forecasts can help reduce asset related operating and emergency maintenance cost.

• Generate custom reports to meet business specific asset management reporting requirements
• Perform cost analysis of work orders per asset for tracking and forecasting
• Analyze data for trends and anomalies that affect reliability, servicing and repair
• Calculate asset lifecycle maintenance costs

Alerts can be generated for asset specific events, including:

• Preventative maintenance due
• Warranty expiring
• Replacement due
• Maintenance cost of the asset exceeds a percentage of the initial asset value