eService
eService is used to schedule, document and monitor preventive maintenance online. You can also enter and track daily maintenance activities and generate detailed, on-line reporting of work order activity.
Logging In / Out
1. Enter your unique user name in the username field
2. Enter your unique user password in the password field.
3. Select the Login button. The application opens and displays the Today’s Page.
4. Select Logoff in the upper right toolbar.
5. Close your Internet or Intranet browser to exit the application.
Today's Page
The Today's Page link is always available on the title bar. Select the link at any time to return to the Today’s Page. Your system administrator has set up the Today's Page to display Today's Page items, which appear immediately below in the work area when you log in.
Adding Work Orders
1. Select eService - Work Orders - Work Orders. The Work Orders page displays.
2. Select the Add button. The Add Work Orders page displays.
3. Complete the Main and Tasks tabs prior to saving.
Main Tab - Use this tab to add work order detail. An asterisk indicates a required field.
Description *
Enter a short description of the work order, such as dishwasher leak.
Location / Building / Unit / Resident *
To enter a location, building, unit and/or resident ID, click the Lookup button to display a list from which you can select.
Priority
Select a priority from the drop-down list.
Status
The status should be Open.
Submit Date *
Enter the date on which this work order was submitted or accepted.
Permission to Enter
Check this box if maintenance technicians have the resident's permission to enter.
Comments
If necessary, enter a free-form comment, such as, do not let cat out.
Tasks Tab - Use this tab to add tasks associated with a work order.
On the Tasks tab, select the Add Task button as indicated on previous page. The Add Work Order Task page displays as shown below.
Task *
Enter a short task such as, repair dishwasher.
Work Order Type *
Select a work order type from the drop-down box.
Work Order Item*
Select a work order item from the drop-down box.
Work Order Problem*
Select a work order problem from the drop-down box.
Description
Enter a detailed free-form description of the work order.
Submitted On
Enter a date on which the work order was submitted.
Requested Start Date
Enter the requested start date if it is set for a future date.
Estimates / Assignments – Use this tab to assign a work order for completion.
Probable Start Date
Enter the date on which work will probably start.
Probable Completion Date
Enter the date on which work will probably be complete.
Avg. Time to Complete
Enter the average time to complete this work order in hours.
Assign to: Employee / Vendor / None
Select whether this work order is assigned to an employee, vendor or neither. Use the select button to make your selection.
Due Date
Enter the date on which work order is due to be complete.
Assigned On
Enter the date on which the work order is assigned.
Comments – Use this tab to enter free-form comments.
Enter a free-form comment and select the save button. You will be taken back to the tasks menu where you may enter as many tasks as needed. If you are finished adding tasks, select the save button as shown below.
If a mistake has been made entering tasks, they may be deleted. On the Tasks tab, find the task you want to delete. Once you have located the task, select the Delete button in the Delete column to the right. Select the Confirm Delete button to confirm the deletion. This function is to be used for tasks added by mistake only.
Quick Task Entry Menu
Description - Quick Task Entry offers a fast and easy way to enter work orders that include a single task requiring minimal data entry. Select eService - Work Orders - Quick Task Entry from the sidebar menu. The Quick Task Entry page displays.
Complete the requested information. An asterisk ( * ) indicates a required field.
Work Order Type *
Use the drop-down to select the work order type. For instance, Appliance.
Work Order Item *
Use the drop-down to select the work order item. For instance, Refrigerator.
Work Order Problem *
Use the drop-down to select the work order problem. For instance, Replace.
Description
Enter a detailed free-form description. For instance, Refrigerator is not cold.
Location / Building / Unit / Resident *
Enter the location where the work order was reported or select using the Lookup button.
Priority
Use the drop-down to assign a priority to the work order.
Submit Date *
Enter the date to submit the work order or select a date using the Calendar button.
Due Date
Enter the date the work order task is due to be complete or select a date using the Calendar button.
Assign To
Mark the selection that best describes who you want to assign the work order to, select the Lookup button to choose an employee name.
3. Select the Save button.
Printing Work Orders
Once all tasks for a work order have been added and the save button has been selected, you will be re-directed to the work orders display page. The work order will now need to be printed for processing.
On the work orders page, as shown below, select the print button.
Print two copies, one for maintenance to fill out and return to the office and the other is to be left in the unit to notify the resident that someone was in their apartment and what type of work was performed.
Viewing or Modifying Work Orders
1. Select eService - Work Orders - Work Orders. The Work Orders page displays.
2. Select a work order from the grid by selecting the work order number or work order title.
3. View or modify the information on the Main and Tasks.
4. Select the Save button.
Closing Work Order Tasks
Select eService - Work Orders - Work Orders - select a work order number.
Select the Tasks tab and then select the Close button. The Close Work Order Task page displays.
Complete the fields on this page using the list below.
Close Date
Click the calendar button and select a close date.
Closing Comments
List the work complete in the closing comments section.
Select the save button.
You will then be re-directed back to the list of tasks for that particular work order. Select another task to close or select the save button to be re-directed to the works orders list. All tasks must be closed before a work order can be closed.
Closing Work Orders
Once all Tasks have been closed for a Work Order, it is now time to close the Work Order.
1. On the Work Orders page, find the work order you want to close.
2. Select the Close button and the Close Work Order page displays.
3. Complete the fields on this page using the fields listed on the next page.
· Close Date
· Closed By
· Closing Comments (Type of work completed.)
4. Select the Save button. The work order has now been closed.
Reports Menu
Select eService - Reports - Select the type of report you wish to display.
The Reports menu is divided into the following functional areas. Each menu selection displays a list of associated options:
· Select Properties
· Work Order Report
· Cost Report
· Weekly Maintenance Recap
· Inventory List
Work Order Report
Select eService – Reports - Work Order Report
Description
The Work Order Report prints a single work order or a range of work orders. The report can be sorted by Work Order type, date, or status. Depending on the criteria you select, the data prints in one of the following formats:
Summary Work Order Report
Work Order Report - Detail
Summary by Task Work Order Report
On the Work Order Report page, complete the following General / Location tabs:
Summary/Detail/Summary by Task
Date Range (Submitted/Due/Closed)
Select a date range for submitted, due or closed.
From:
Enter a starting date for the range you want the report to cover.
Thru:
Enter an ending date for the range you want the report to cover.
Work Order Type
Select a work order type from the drop-down box. Leave blank for all.
Work Order Item
Select a work order item from the drop-down box. Leave blank for all.
Work Order Problem
Select a work order problem from the drop-down box. Leave blank for all.
Status
Select a status.
Priority
Select a priority.
Assigned to
All/Employee/Vendor/None
Select one of the buttons to limit or expand the scope of the report. If you select Employee or Vendor, click the Lookup button to display a list from which you can select a name.
Select the location tab if you wish to print a report for a specific location.
1. Select the Print button as indicated above.
2. The report prints to the screen. Select the print button to print to printer.
3. A pop-up window will appear as shown below.
4. Select a printer and the number of copies to be printed and select OK.
Notes:
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