Quincy Exhibit J12 - R5 NCMMS Work Order Required Fields.pdf

R5 Work Order Required Fields - Custodial

Type: WR, CM, GSAI, CUSTI Key: Blue = Required / Gray = Autofill / Orange = Optional

Field Name Field Location (Tab) Instructions

*Work Order # Work Order Auto-generated number by NCMMS

*Work Order Description Work Order Enter detailed description of problem or issue

Site Work Order Autofill based on user profile

Location Code Work Order Numeric code selected from a list

*Location Description Work Order Autofill based on selected location code

*Status Work Order Auto assigned or user updated based on work order lifecycle

*Work Type Work Order Work order type code selected from list (WR, CM, GSAI, CUSTI)

Work Sub-Type Work Order E.g. use ‘SERVCALL’ for tenant service calls; UTIL/MISC for utility time requests

Service Type Work Order Select service contract type use ‘JANCUST’ for Custodial

*Failure Class Work Order Select failure class from list

*Problem Codes Work Order Select problem code from list

*Department/Tenant Work Order Select tenant code from list

*Department/Tenant Description Work Order Autofill based on selected department/tenant code

Reported Priority WO Priority Sec. Enter a priority code (1-3) based contract requirements

*Reported Date WO Responsibility Sec. Autofill based on computer clock. Field is editable

*Reported By WO Responsibility Sec. Autofill based on username. Field is editable

*On Behalf Of WO Responsibility Sec. Select caller from list, if name is not listed create a people record

On Behalf of Phone WO Responsibility Sec. Autofill based on the On Behalf Of field selection

Supervisor WO Responsibility Sec. Select assigned contractor supervisor

*Lead WO Responsibility Sec. Select lead technician assigned from list

Vendor WO Responsibility Sec. Autofill based on Service type associated with warranty contract

Cause Failure Reporting Select corresponding cause code

Remedy Failure Reporting Select corresponding remedy code based on cause selected

*Work Log Summary Log Enter a short summary of work performed

*Work Log Details Log Enter more detailed summary of work performed as needed

*Actual Start Actuals Report actual work start times and dates per occurrence

*Actual Finish Actuals Report actual work finish times and dates per occurrence

* Included in Monthly R5 Work Order Tracking Report

Definitions:

Work Order # - Auto-generated number by NCMMS.

Work Type - The work types allow for coding to distinguish between the different categories of work orders.

Code Work Type Code Application WR Work Request Use this code for tenant initiated service calls.

GSAI GSA Inspection Use this code for GSA quality assurance inspections.

CM Corrective Maintenance Use this code for contractor identified and initiated work.

CUSTI Custodial Inspection Use this code for contractor quality control inspections.

Work Order Description - ‘WR’, ‘CM’, ‘GSAI’, ‘CUSTI’ work orders shall have a sufficiently detailed description, to ensure technicians understand the issues or problems reported.

Reported Date - Each work order is automatically time and date stamped when first generated. The reported date can be edited prior to the initial save or status change. This allows users to back date a work order when necessary. NCMMS will not allow a future date to be entered in this field.

Reported By - The person that generated the work order.

On Behalf Of - The person (customer, tenant. etc.) that called in the request. This field requires the work order originator to select a name from a list. If the caller’s name is not listed, the work order originator must create a new people record for the caller, and then select that record.

Reported Priority - A priority determination (3-routine, 2-urgent, 1-emergency) made by the person receiving the call. This should be based on contract terms and requirements.

Status - Work order status representing where a work order is in the work order lifecycle.

Location - Unique auto assigned numeric code for a given location within a building.

Location Description - Narrative description of location within the building where the issue originated or was reported.

Failure Class - Failure classes are selected from a drop down list of generally specific categories common to facilities management and building operations. Single word or short phrases used for reporting.

Problem Codes - Problem codes drill down deeper to identify a more detailed or specific issue or problem.

Problem code options depend on the Failure Class selected (hierarchical drill down). Single word or short phrases used for reporting.

Cause - Cause codes are selected within the Failure Reporting section and correspond to the selected ‘Problem’ codes. Single word or short phrases used for reporting.

Remedy - Remedy codes are selected with the Failure Reporting section and correspond to the ‘Cause’ selected. Single word or short phrases used for reporting.

Work Log Summary - The field is intended to capture a brief statement of the work performed by the technician/s in free form text to provide notes, and additional information or details.

Work Log Detail - This field captures more extensive work details in a free form text format. Use this box to capture a full synopsis of the work that was performed.

Actual Start - Represents the first entry of work started by a technician within the Actual/Labor section.

Actual Finish - Represents the last entry of work finished by a technician within the Actuals/Labor section.

Lead - This field identifies the person assigned to the work order. Select from a list of people records.

Supervisor - This field captures the Custodial on-site supervisor.

Vendor - This field captures the Custodial Contractor name.