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Vendor User`s Manual

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1. eFacilities facility management system Vendor User s Manual eFacilities Contractor Workflow Guide Table of Contents TEE cc aia 2 GESEIS EE EIERE Eed SE 4 Maintenance Work lO Wisin atone 4 contractor Ro lO ica 5 Navigating Facilities ci A iaa 9 login to Facilities coi A A ode 9 Men ici 10 E EE 11 Mess at DEE 11 Es ste ae nee ane A ae 11 e Bee ITE aca 12 VIEW Work ee ln Le e 12 Search tora Work Order or INVOICE ii 13 Meet 15 REVIEW a NEW Work Order canina N 15 ege ee le e TE 16 Decine Work Ordet eeri a iden 17 Generale Quote ti a a N EN 18 SUM OUOLE TOR ROVIO W is 19 REVIEW Approved QUOTE sii an 20 MCE ALE WV ORIGIN PORES Sirio id ls roo coral 20 eri o a BEE 20 HACE WOK Com DIE testeo iria coa 20 Review satistactory WO o 21 ReMeWwOverdue Work Ol GCIs rc EE 21 Review Quote Overdue Work Ree EE 21 Updatine Work Orders osas 22 Manag S Or Orders Screen it atlas 22 Update the Status of Multiple Work Orders ooccccccoccnnnnonoccnncnanonnnnononononaronononnnonnnnnnconnonaronnonanoninenanoss 23 Je Te 25 AAG arn Invoice toa WV ORK OL OR coat dci 25 Workflow COMMUNICATION ee 26 A A Ee 26 REVIOW NEw IVICSS E ici dalla 27 Review Pendine Message dee ii 29 RODIN to a EE 30 View al Mess resi dida 30 Construction amp Facilities Reference Page 2 eFacilities Contractor Workflow Guide Adda hy EE 31 eet Ee UE 32 Telephone Support HO INE ege 34 EE e E EPR PITE hoc ara cavers EIA se car AE E E T A EN A E E E noes ea
2. 7101 Light fixture Virginia Beach 07 27 2009 t 7130 01 02 PM EDT 090727 005 Door lock broken EE CSC asim Figure 18 Pending Messages Reply to a Message Click Reply to display a new Message form that already has the To and Subject fields filled in You can edit the subject and type a Message into the Message field before sending the Message to the recipient View all Messages Messages can be viewed by date assigned and status When a view is displayed links are available to open the message 1 Click Messages from the menu 2 Click the method to view the messages in the drop down list Construction amp Facilities Reference Page 30 eFacilities Contractor Workflow Guide eWorkOrder Windows Internet Explorer ME Gs ke e t bigskytech com i i e e 4X B e o W Favorites dp eFacilities s GI eWorkOrder SS Me Breaking News Weather Bu eWorkOrder x E E J ge Page Safety Tools gag egFacilities facility management system Home Work Orders Invoices Messages Admin Search Logout Messages by Date for Woodle Construction 885945 Date Time Assigned 07 27 2009 12 56 PM Woodle Construction 885945 12 55 PM Woodle Construction 885945 Status Regarding Subject Store 7242 Two Toilets Store 7101 STATUS 12 54 PM Woodle Construction 885945 Store 7101 Broken Window 12 49 PM Woodle Construction 885945
3. Store 7132 Ceiling Tiles Done internet fa R100 Figure 19 Messages by Date View Add a Note The Notes section supplements communication by allowing members of the work group to add notations regarding the current document Notes can be added to a Work Order document anytime after the document has been saved 3 Click ADD NOTE in the notes section of the document 4 Type in additional information regarding the document in the pop up window 5 Click UPDATE to save the Note in the document Construction Facilities Reference Page 31 eFacilities Contractor Workflow Guide Y 3 j e bigskytech com y Es Ma la B J ER W Favorites 3 C eFaciites E El eWorkOrder SCH dp Breaking News Weather Bu eWorkOrder X Ze 5 me Page Safety Tools e 25348 egFacilities facility management system Home Work Orders Invoices Messages e Add Notes Windows Internet Explorer UPDATE STATUS CLOSE PRINT bigskytech com WORK ORDER ADD NOTES Work Order Information Work Order 090727 007 It looks like the ceiling tiles onsite are in bad shape Will need to order more Store Dulles 7132 VIEW Phone 888 563 9898 Assigned To John Ramsey Request Requester John Ramsey Position Subject Ceiling tiles Request Ceiling tiles need tolDone internet fa 100 Notes ADD NOTE No notes found
4. Information Trade BUILDING MAINTENANCE Category Select an issue Contractor Number 885945 Contractor Name Woodle Construction Completion Dates Je 9 Internet Ia Q10 Figure 21 Attach File Construction amp Facilities Reference Page 33 eFacilities Contractor Workflow Guide Telephone Support Hotline The eFacilities Telephone Support Hotline provides the capability to perform routine maintenance workflow procedures from any store telephone Contractors can perform the following functions eAcknowledge a Work Order and record the scheduled service date and time eDecline a Work Order and record the reason for declining the work eObtain the current status of a Work Order eLog In to a Work Site eLog Out from a Work Order site and record a status message eReport Work Complete ePage a Facility Coordinator When a New Work Request or Message is created through the Telephone Support Hotline the voice recording is captured and stored in the associated Work Order or Work Request document or the recording is sent as a message The voice recording is displayed within eFacilities as a phone icon The recording can be played back on any audio enabled computer by clicking on the phone icon The following sections describe the typical Telephone Support Hotline options Menu selections and workflow are depicted in Figure 25 and 26 on pages 38 and 39 The selections may have been customized to meet the specific requirement
5. Messages 1 CEAIMN MECCAGE internet fg 100 Figure 20 Add Notes Attach a File Files may be attached to a Work Order document to provide additional information A file may contain a photo a document spreadsheet fax image or any other information type relevant to the current document 1 Click ATTACH FILE in the attachments section near the middle of the Work Order to bring up the attach file pop up window 2 Click Browse to navigate through local or network directories and select a file 3 Click Attach to upload and attach the file to the document To add a new attachment when the document is in read only mode click ADD ATTACHMENT in the task bar to display the add attachment dialog Construction amp Facilities Reference Page 32 eFacilities Contractor Workflow Guide E eWorkOrder Windows Internet Explorer QEy ER ES gt http ework05 bigskytech com ework carmax eworh we Favorites E e eFacilities e Suggested Sites e E Web Slice Gallery e eWorkOrder BB gt me Breaking news Weather Bu E eworkorder a M D e Pages Safety Toos Home Work Orders Invoices Messages Admin Search Logout E ADD NOTE No notes found Messages 1 SEND MESSAGE Date Time 07 27 2009 03 49 PM EDT Click Browse and then Attach to attach a new file Attachments ATTACH FILE Asset Information Assets No Assets Selected Contractor
6. Reference Page 7 eFacilities Contractor Workflow Guide D 5 Store Manager Facility Contractor 5 Coordinator e In Progress Indicates Job Complete Rating Pending Contractor Rates Completed Job as Satisfactory In Progress Invoice Pending Creates Invoice Completed Adds Invoice to Work Order Exports Invoice to EP I Invoice Released Release Approved Status Pending Imports Payment Information from Figure 3 Invoice Processing Workflow Construction amp Facilities Reference Page 8 eFacilities Contractor Workflow Guide Navigating eFacilities Login to eFacilities 1 Enter the eFacilities web address provided by your customer in your web browser to access the Login page 2 Enter your eFacilities username and password 3 Select Secure Entire Session When you select the Secure Entire Session option all network traffic will be encrypted rather than just the login information 4 Click Login G Carmax eWorkOrder Login Windows Internet Explorer aax JS kg e https bigskytech com x 4 Lal dall A pl sy Favorites Hz eFadiities Carmax eWorkOrder Login El eWorkOrder y Page Safety v Tools eFacilities facility management system Username Password O Secure Entire Session Done internet a 100 Figure 4 Login Page After logging into
7. STATUS in the task bar 2 Click on the current status Assigned to Contractor to display the pull down status selection list 3 Select Acknowledged by Contractor to update the status 4 If the Estimated Completion Date needs to be updated type in a new date with format MM DD YYYY or click the blue calendar link to display a pop up calendar 5 Include a Note regarding the change in status or change in date This will be included in the Notes section of the Work Order document 6 Click the Update button to save the changes and close the window Construction amp Facilities Reference Page 16 eFacilities Contractor Workflow Guide es ey gt Y e e Digivicen SE SS E Lal Zei 4 2z sly Favorites 5 eFacilities E s E eWorkOrder SS db Breaking News Weather Bu e eWorkOrder x ta E Y gm Page Safety Tools MM i al egFacilities facility management system Update Status Windows Internet Explorer O Home Work Orders Invoices Messages Admin Search Logout bigskytech com E UPDATE STATUS CLOSE PRINT UPDATE STATUS M CLOSE WORK ORDER Status Work Order Information Acknowledged by Contractor sl Work Order 090727 001 Di Estimated Completion Date Til 3 97 Se Store Richmond 7101 VIEW ws Seat ici Bd Phone 800 222 7629 Stai Notes Prior please provide notes if changing status or completion date We wil have someone onsite
8. Work Orders screen is used to access and review Work Orders for a specific type or status and to quickly change the status or completion dates of any displayed Work Order The Manage Work Order screen can also be used to add Invoices for a Work Order To display the Manage Work Orders screen select Work Orders gt Manage Work Orders from the home page menu The following filter options are available to define the Work Orders to be displayed Click the Update List button to update the display Select by Type Select the type of Work Orders to be displayed or select All to display Work Orders for all types Select by Status Select the status of the Work Orders to be displayed or select All to display Work Orders for all status options Display List Select Ascending to display the oldest Work Orders first or select Descending to display the newest Work Orders first The resulting Work Orders are displayed with the Work Order number priority icon date created Store name and number scheduled completion date shown in red if overdue subject and status Click the Work Order number link to open the Work Order Click the status link to display an Update Status window The Update Status window is used to change the status the scheduled completion date and to add a Note to the Work Order If the Work Order has a status of In Progress Contractor Done or Completed a link is available to add an Invo
9. internet Fa 100 Figure 5 Contractor Home Page Menu The menu is displayed below the company logo To select an option from the menu click the main menu item and then select the option from the drop down menu The following main menu items are typically available Home Home displays the Home page Clicking the company s logo in the top left portion of the page also displays the Home page Work Orders The Work Orders menu provides options to sort and view the current Work Orders and manage and update existing Work Orders through the Manage Work Order and Bulk Status Update options Refer to Updating Work Orders section for more information Invoices The Invoice menu provides options to view Invoices Messages The Messages menu provides options to view Messages Admin The Admin menu provides the option to change the user password and to submit invoices by importing an invoice spreadsheet Refer to page Error Bookmark not defined for more information on importing consolidated invoice spreadsheets Construction amp Facilities Reference Page 10 eFacilities Contractor Workflow Guide Search The Search menu presents a list of all of the document types available for detailed searching Refer to page 13 for more information on searching Logout Logout ends your eFacilities session and displays the Login page Task Bar Task bar options are available from the Home Page to provide easy
10. is also displayed EXPAND If the view is categorized the view is redisplayed showing all categories and documents PREVIOUS The previous set of documents in the view are displayed Construction amp Facilities Reference Page 12 eFacilities Contractor Workflow Guide NEXT The next set of documents in the view are displayed REFRESH The same view is redisplayed showing updated information To open a document from a view list click on the blue Work Order reference number link or the blue Invoice number link eWorkOrder Windows Internet Explorer ax G gt E e bigskytech com sl fE Zi B PP sly Favorites dp eFacilities s E eWorkOrder 50 7 fa Breaking News Weather Bu eWorkOrder x di D Gen Pager Safety Tools eFacilities facility management system Home Work Orders Invoices Messages Admin Search Logout Work Orders by Status for Woodle Construction 885945 WO Num Date Store Assigned To Type Subject Y Assigned to Contractor 090727 005 amp 07 27 2009 Virginia Beach John Ramsey Maintenance Door lock broken 01 02 PM EDT 7130 090727 003 Y 07 27 2009 Richmond John Ramsey Maintenance Light fixture 12 57 PM EDT 7101 090727 002 07 27 2009 Midlothian John Ramsey Maintenance Stopped up toilet 12 40 PM EDT 7242 Y Acknowledged by Contractor 090727 007 07 27 2009 Dulles John Ramsey Maintenance Ceiling tiles 01 15 PM EDT 7132 090727
11. management system eworkorder Quick Search P Home Work Orders Invoices Messages Admin Search Logout VIEW WORK ORDERS MANAGE WORK ORDERS CONTRACTOR Welcome to the Carmax Facility Management AUTO UPDATE System New 1 ET NeW orkOrder New Messages Date Time From Subject 07 27 2009 John Ramsey 03 49 PM EDT Ceiling Tiles II New Work Orders 3 Quote Pending 0 Quote Approved 0 Overdue 0 Delayed 0 Unsatisfactory 0 Invoice Pending 0 Closure Pending 0 Draft Invoices 0 Rejected Invoices 0 New Work Orders for Woodle Construction 885945 up to 500 Date Time WO Number Store Subject 07 27 2009 w 8 Midlothian 12 40 PMEDT 990727 002 7242 Stopped up toilet 07 27 2009 Richmond 8 A 12 57 PMEDT 090727 003 7101 Light fixture 07 27 2009 E Virginia Beach D1 02 PM EDT 090727 005 7130 Door lock broken You are logged in as Contractor Woodle Construction Cont Carmax with Contractor access internet Fa 100 Figure 16 New Messages Once the message has been read the message can be marked pending for further follow up or can be marked as reviewed Click on the Pending or Reviewed button to change the message status Pending messages are displayed under the Pending folder tab in the Message section of your home page Reviewed messages are no longer displayed in the Message list on the home page Messages with a status of Reviewed
12. number in the List from field and click the List button to start listing from a specific work order All checked work orders will be updated to the status selected below Notes entered in the Quick Notes field will be added to the work order Define Work Orders to be processed Work Orders for Woodle Construction 885945 Select by Type All v Select by Status assigned to Contractor EN Display List Ascending dates oldest to newest Descending dates newest to oldest Update List Select All Clear All 3 Work Order s found Update Work Order status to Assigned to Contractor Update Work Orders ___ WO Number Date Store Est Comp Subject EI 090727 005 07 27 2009 Virginia Beach 7130 07 30 2009 Door lock broken Assigned to Contractor Quick Notes EI 090727 003 Y 07 27 2009 Richmond 7101 07 27 2009 Light fixture Assigned to Contractor Quick Notes m nan727 Nnn 9 07 27 2009 Midlothian 72421 07 30 2009 Stoooed up toilet Done internet fa 100 Figure 13 Bulk Status Update Click the Update List button to display a list of Work Orders based on the filters selected A checkbox is displayed for each Work Order allowing Work Orders to be selected for the status update Directly above the Work Order list is a drop down field that determines the new status for the selected Work Orders Clicking the Update Work Orders button wi
13. the system your home page is displayed A Contractor s home page is displayed in figure 4 The format of the home page is configurable and all options displayed may not be available from your home page eFacilities maintains a web session with your browser after logging in This session will be terminated after a period of inactivity and the login page will be redisplayed Construction amp Facilities Reference Page 9 eFacilities Contractor Workflow Guide eWorkOrder Windows Internet Explorer MEA CR EK e bigskytech com E iat 911 X 4 Pp E Favorites 33 Facilities e EI eWorkOrder eFacilities facility management system e v Page Safety Tools e gt eworkorder Quick search A Home Work Orders Invoices Messages Admin Search Logout VIEW WORK ORDERS MANAGE WORK ORDERS CONTRACTOR Welcome to the Carmax Facility Management System AUTO UPDATE New Messages Date Time From Subject No messages found New Work Orders 1 Quote Pending 0 Quote Approved 0 Overdue 0 Delayed 0 Unsatisfactory 0 Invoice Pending 0 Closure Pending 0 Draft Invoices 0 Rejected Invoices 0 New Work Orders for Woodle Construction 885945 up to 500 Date Time WO Number Store Subject 07 27 2009 Richmond a 727 H 12 25 PM EDT 4 090727 001 7101 Broken Door Hinge You are logged in as Contractor Woodle Construction Cont Carmax with Contractor access
14. used to enable or disable automatic screen refresh Clicking the icon button will toggle the feature between on indicated by green and off indicated by red Enabling automatic refresh will update the Message and Tab lists automatically and prevent the session from timing out View Work Orders or Invoices Work Orders can be viewed by date type store number status and priority while Invoices can be viewed by date status Work Order number or Invoice number When a view is displayed links are available to open the Work Order or Invoice 1 Click Work Orders or Invoices from the menu 2 Click the method to view the documents in the drop down list Clicking the VIEW WORK ORDERS Task Bar link is the same as selecting the Work Orders By Date view from the Work Orders Menu Work Order or Invoice documents can be opened by clicking the associated link from the view Views may contain category headings in bold font that can be expanded and collapsed by clicking the triangle next to the heading The priority of the maintenance document is identified in the view by the following icons TC Standard 2 weeks 22 Intermediate 24 72 hours il Urgent Same Day T Emergency 2 4 hours Navigation command links are located at the top and bottom of the view list COLLAPSE If the view is categorized the view is redisplayed showing only the categories in the first column The number of documents in each category
15. 006 2 07 27 2009 Richmond John Ramsey Maintenance Broken window 01 05 PM EDT 7101 Y In Progress 090727 004 07 27 2009 Fredericksburg John Ramsey Maintenance Roof Leak 12 59 PM EDT 7291 090727 001 id 07 27 2009 Richmond John Ramsey Maintenance Broken Door Hinge 12 29 PM EDT 7101 Done internet fa R100 Figure 6 Work Order by Status View Search for a Work Order or Invoice There are two search options available to search for a Work Request or Work Order Quick Search and Full Text Search Quick Search is available in the upper right hand corner of the Home page Enter a Work Order number to open the specified document For example entering 090317 003 will open and display Work Order number 090317 003 Click Search on the menu to conduct a Full Text Search The full text search option allows you to perform a comprehensive search of the eFacilities system for Work Orders and Invoices A search screen is displayed below Each search screen displays a variety of fields for the selected document Construction amp Facilities Reference Page 13 eFacilities Contractor Workflow Guide type The search options are configured by the System Administrator and not all fields displayed below may be available The Search Filters section filters the search results based on the options selected The Keyword search field searches across all fields within the target document for the entered words You can use AND and OR
16. access to features used most often A single click on one of the task bar links displays the related page The following options are typically available from the Home Page VIEW WORK ORDERS Same as Work Orders By Date from the Work Order Menu MANAGE WORK ORDERS Same as Manage Work Orders from the Work Order menu The following task bar options are available when maintenance documents are opened A single click on one of the task bar links performs the described action SAVE Saves changes to the current document SAVE AND CLOSE Saves and then closes the current document CLOSE Closes the current document PRINT Displays the browser s print dialog Message List New message that have been sent to you are listed on the home page under the New folder tab in the Message List Once the message has been read the message can be marked pending for further follow up or can be marked as reviewed Pending messages are displayed under the Pending folder tab Messages marked as reviewed are no longer displayed in the Message List Reviewed messages are saved and are displayed within the document where they were created Reviewed messages can also be displayed by using the Message views available from the Menu Refer to the Workflow Communication section on page 26 for more information on messages Tabs The folder tabs displayed on the eFacilities home page provide a quick view of the Work Orders or Invoices th
17. at need attention Click the tab headings to view the Work Order or Invoice documents listed under each category The tabs do not provide access to all Work Orders or Invoices You should use the views from the menu or the search capability to find and manage other Work Orders and Invoices The specific tabs available are based on system configuration settings New Work Orders Work Orders that have been assigned to you but have not been acknowledged Quote Pending Work Orders that are waiting for a quote from you Quote Approved Work Orders that include quotes that have been approved by the Facility Coordinator and are ready to be completed Quote Overdue Work Orders that have not had a quote submitted on time Construction amp Facilities Reference Page 11 eFacilities Contractor Workflow Guide Overdue Work Orders that have not been Acknowledged Started or Completed on time Delayed Work Orders that have a status of Delayed Unsatisfactory Work Orders that have been rated Unsatisfactory Invoice Pending Work Orders that are ready to be invoiced Closure Pending Work Orders that have not been completed but are due to be closed by the system within 30 days Rejected Invoices Invoices that have been rejected by the Facility Coordinator Draft Invoices Invoices that have been saved as Draft and have not been entered for processing Auto Update The AUTO UPDATE icon button is
18. aved as Draft are listed under the Draft Invoices tab The Contractor can edit Draft invoices at any time and save the invoice to submit for processing The completed Invoice must be approved by a Facility Coordinator and then released for export to an accounts payable system After the Invoices are processed by the accounts payable system payment information can be imported back into the system providing payment date check numbers and payment amounts Refer to Figure 2 for a detailed view of the invoice processing workflow If there is an issue with the workflow process the associated Work Order is listed under the appropriate tab If a Work Order is overdue for acknowledgement work start or completion the Work Order is listed under the Overdue tab If the Contractor does not generate a quote within a configurable period of time the quote is considered overdue and the Work Order is listed under the Quote Overdue tab If a Contractor cannot perform the work the Contractor changes the status to Declined so the Facility Coordinator can take the appropriate action If a Work Order includes a Contractor estimated completion date that is later than the scheduled completion date the Facility Coordinator is informed and can either approve the change or work with the Contractor to resolve any problems The Contractor can change the status of a Work Order to Delayed if they cannot continue working on a job A delayed Work Order is
19. between words in the Keyword search field to control which documents are selected by the search For example entering door AND key finds all documents that have both words somewhere in the document The Limit Results section limits the results by date and dollar amounts The Output Options section defines the output format number of results and sorting order To save your selected search options enter a name for the search template at the top of the search form The search parameters are saved in the template and can be selected again at any time in the drop down list Selecting a saved search automatically populates the form with the saved selections G eWorkOrder Windows Internet Explorer ees gt yw e bigskytech com x fa Zi X 4 Pp siz Favorites 3 eFacilities Sg eWorkOrder 29 sis Breaking News Weather Bu eWorkOrder E E e Page Safety Toos eFacilities facility management system Home Work Orders Invoices Messages Admin Search Logout SEARCH WORK ORDERS No Saved Searches Y Enter a name here to save this search template Search Filters Store Name Store Number Select One Trade o Type Select One Select One District _ E Priority Select One Select One Region Status Select One i Select One FMU Asset Type Select One Select One x Contractor Assigned To Woodle Con
20. can be displayed from the Message views available from the Menu Construction amp Facilities Reference Page 28 eFacilities Contractor Workflow Guide Go e htto Jenork0s bigskytech com e x ework nsf se ES tx SE Let deeg 0 ee See EE SIE alle Breaking News Weather Bu eWorkOrder x Ea El Cl dm Page Safety Tools eFacilities facility management system gt Message Windows Internet Explorer a EJ 205 bigskytech com E Home Work Orders Invoices Messac VIEW WORK ORDERS MANAGE WOR MESSAGE for Work Order 090727 007 regarding store 7132 CONTRACTOR To Woodle Construction 885945 Welcome to the Carmax Facility M System From John Ramsey Date 07 27 2009 03 49 PM EDT Status O New Pending O Reviewed Subject Ceiling Tiles till Message The store has a case of tiles Speak with the parts manager for their location New Work Orders 3 Quote Pe Unsatisfactory 0 Reply New Work Orders for Woodle C Date Time WO Number 07 27 2009 12 40 PM EDT 3 090727 002 07 27 2009 12 57 PM EDT 07 27 2009 01 02 PM EDT Y 090727 003 zt 090727 005 e A k Anno P le http ework0S bigskytech com ework carmax ework nsf 1 internet fa 100 gt ei Figure 17 Received Message Review Pending Message Messages that have been marked for f
21. e 2 Click the blue date link of the Work Order to open the work order if not already open 3 Attach the Quote in the attachments section of the work order refer to Attach a File in the Workflow Communication section on page 32 4 Click UPDATE STATUS in the task bar 5 Click on the current status Quote Pending to display the pull down selection list 6 Select Review Required to update the status 7 Click the Update button to save the changes and close the window It is usually a good idea to send a Message to the Facility Coordinator assigned to the Work Order Please see page 26 for details on creating and sending a Message Construction amp Facilities Reference Page 19 eFacilities Contractor Workflow Guide Review Approved Quote Quotes that have been submitted and approved are listed under the Quote Approved tab on your home page The NTE amount is adjusted based on your quote and the status of the Work Order is Quote Approved Once work is started update the status of the Work Order to In Progress and provide an updated Estimated Completion Date Indicate Work In Progress Update the Work Order status to In Progress when you begin or resume work on a Work Order 1 Open Work Order 2 Click UPDATE STATUS in the task bar 3 Click on the current status to display the pull down status selection list 4 Select In Progress to update the status 5 Click the Update but
22. ea waite orca an nee tae E TE neces 34 Acknowledge Work Order cra eS 34 Decline WOK Orde T orrara E o to ases 34 LOE MAEN OFK E 34 Log outoa AMORES erstes 35 Report Work COMDE to dape 35 Page the Facility Coordinator di 35 Construction amp Facilities Reference Page 3 eFacilities Contractor Workflow Guide eFacilities System Overview eFacilities is a web based facility management system that provides a complete solution for CarMax to manage multiple stores and properties The core of the eFacilities system is a secure centralized database used to store facility management documents that are created and updated by members of a facility workgroup The facility users obtain access to the eFacilities system through a web browser or from a telephone The eFacilities application automates facility management procedures by connecting users and facility management documents through configurable workflow processes eFacilities provides the framework for users to communicate and collaborate throughout the duration of facility management functions including facility maintenance projects and asset management A variety of users are supported including Store Managers Facility Coordinators Contractors and Home Office Accounting Facility management documents include Work Requests Work Orders Projects Contracts and Invoices The user roles determine which facility management documents a user can create and update and which procedures a user can pe
23. er 2 Log In to Work Site 3 Log Out of Work Site 4 Report Work Complete 5 Page Facility Coordinator Star Key Exit System Contractor Workflow Guide Work Order Status Acknowledged by Contractor The Work Order acknowledged date is played to the caller 1 Log In to Work Site 2 Log Out of Work Site 3 Report Work Complete 4 Page Facility Coordinator Star Key Exit System Work Order Status In Progress The Work Order scheduled completion date is played to the caller 1 Log In to Work Site 2 Log Out of Work Site 3 Report Work Complete 4 Page Facility Coordinator Star Key Exit System Figure 22 Telephone Support Hotline Menu Construction amp Facilities Reference Page 36 eFacilities Contractor Workflow Guide Work Order Status Complete Message indicating Work Order is complete is played to the caller 1 Page Facility Coordinator 2 Enter another WO Number Star Key Exit System Work Order Status Delayed Message indicating work is delayed is played to the caller 1 Log In to Work Site 2 Log Out of Work Site 3 Report Work Complete 4 Page Facility Coordinator Star Key Exit System Work Order Status Other For all other Work Order states there is no Contractor action to be taken The status of the Work Order is played to the caller 1 Page Facility Coordinator Star Key Exi
24. ice for the Work Order Ifa Work Order already has an Invoice associated with it a link is provided to open the Invoice and edit it if allowed Construction amp Facilities Reference Page 22 eFacilities Contractor Workflow Guide ei eWorkOrder Windows Internet Explorer Ge A E http 5 bigskytech com ework ca He Favorites 3 e ePacilities E Suggested Sites gt EI a Slice Gallery C WorkOrder SS afte Breaking News Weather Bu eWorkOrder x Ze 5 ga Page Safety Tools ed gt eFacilities f facility management system Home Work Orders Invoices Messages Admin Search Logout MANAGE WORK ORDERS This screen is used to update work orders quickly After defining which work orders to display click the status of a work order to change the status and add notes Click the Add link to add an Invoice to a work order and after an invoice is added links are available to edit or delete an invoice Define Work Orders to be displayed 5 Work Orders for Woodle Construction 885945 Select by Type All iw Select by Status All se Display List Ascending dates oldest to newest Descending dates newest to oldest Update List 7 Work Order s found WO Number_ Date _ Store _Est Comp _ Subject 090727 007 E 07 27 2009 Dulles 7132 07 30 2009 Ceiling tiles Assigned to Contractor 090727 006 E 07 27 2009 Richmond 7101 07 30 2008 Broken window Assigned to Contractor 000727 005 ZE 07 27 2009 Vi
25. including e mail fax and paging See Workflow Communication on page 26 for more information on workgroup communication Contractor Role The eFacilities Web Interface provides Contractors with the capability to acknowledge Work Orders update job status and submit Invoices The eFacilities Telephone Support Hotline allows the Contractor to acknowledge the receipt of Work Orders report job start and completion and to update job status When a new Work Request is created either it is assigned to a Facility Coordinator or a Work Order is automatically generated and dispatched to a Contractor System configuration parameters determine how a new Work Request is handled Ifa Work Order is generated and dispatched directly to a Contractor the status of the Work Request is changed to In Progress The Work Order is created with the status of Assigned to Contractor and the Work Order is dispatched to the Contractor via e mail and or pager depending on the system configuration The Contractor is instructed to perform the work described in the Work Order for the selected store location and is authorized to invoice up to the amount listed in the Not to Exceed NTE field of the Work Order The Contractor acknowledges receipt of the Work Order and schedules the work begins work on the job and completes the job The Contractor is responsible for changing the status of the Work Order document during this process KEE WEE In Progress Co
26. lect by Status All y Display List Ascending dates oldest to ne Descending dates newest toll Estimated Completion Date 07 30 2009 Y Update List 7 Work Order s found Notes please provide notes if changing status or completion date We will provide a quote within the next 24 hours WO Number____ Date _Store _Est Comp _ Subjed 090727 007 07 27 2009 Dulles 7132 07 30 2009 Ceiling igned to Contractor 090727 006 3 07 27 2009 Richmond 7101 07 30 2009 Broken ssianed to Contractor 090727 005 07 27 2009 Virginia Beach 7130 07 30 2009 Door lo Assigned to Contractor 090727 004 4 07 27 2009 Fredericksburg 7291 07 30 2009 Roof Le 090727 003 E 07 27 2009 Richmond 7101 07 27 2009 Light fiz d to Contractor Done Kai Internet 090727 002 3 07 27 2009 Midlothian 7242 07 d to Contractor 07 27 2009 Richmond 7101 07 28 2009 Broken Door Hinge HA s y Contractor ial internet fa 100 gt Figure 11 Preparing a Quote Submit Quote for Review A Quote is required when the cost of the work exceeds the NTE Not to Exceed amount defined in the Work Order Submit the Quote for review by attaching a prepared quote file to the associated Work Order and updating the Work Order status to Review Required 1 Click Quote Pending tab on the Home page This displays all Work Orders that require a prepared quot
27. listed under the Delayed tab The Store Manager or Facility Coordinator can change the status of a Work Order from Contractor Done to Unsatisfactory Completion if there was a problem with the job An Unsatisfactory Work Order is listed under the Unsatisfactory tab If a submitted work order is not acceptable the Facility Coordinator can reject the change the status of the Invoice to Rejected and the Invoice is listed under the Rejected Invoices tab The following sections describe the eFacilities Web Interface Workflow Procedures Workflow Communication and Telephone Support Hotline Construction amp Facilities Reference Page 6 eFacilities Contractor Workflow Guide 2 Store Manager Facility Contractor Y Coordinator O Creates New Work Request New Requests Creates Work Order from 4 Work Request Approves Work Order Approved Sends Work Order to E See epee eng re ce ee Ren ope ee nme EREE Contractor A Gee ee E E SS New Work Orders vu Um ol 26 LO uN D Acknowledges Ss Work Order a xo c 2 O O 2 e 3 Indicates Job Started L L a Gw Indicates Job Complete UN O e e O Rating Pending O CO Rates Completed Job as ca ian dese giele gebei oi OH T 5 e 2 Invoice Pending E E z O S S W Invoice Processing i Figure 2 Work Request and Work Order Workflow Construction amp Facilities
28. ll cause the selected Work Order to be updated A Quick Notes field is also provided for each Work Order which is used to add a note to each of the selected Work Orders Clicking the Select All button selects all Work Orders and the Clear All button clears all check boxes Construction amp Facilities Reference Page 24 eFacilities Invoices Add an Invoice to a Work Order Contractor Workflow Guide Invoices can be created with a status of Draft or Entered When the status has been changed to Entered the Invoice is available for approval and subsequent export to the Accounts Payable system An invoice can be added to the Work Order as detailed below or an Invoice can be added from the Manage Work Orders screen 1 Open the Work Order Click the blue creation date to open the Work Order 2 Click ADD INVOICE in the Invoice section of the Work Order 3 Enter the Invoice Number Invoice Date and the individual line items to complete the Invoice 4 Click Save and Close to save the Invoice with a status of Entered making it available for approval Click Save as Draft to save the Invoice with a status of Draft without making it available for approval If the Invoice is saved as Draft you will need to reopen the Invoice from the Invoice section of the Work Order and update the Invoice by clicking the Save and Close button to allow the Invoice to be a
29. ntractor Done Contractor y Contractor Figure 1 Work Order Status Workflow for Contractors Refer to Figure 2 for a detailed view of the Work Request and Work Order processing workflow If the Contractor is requested to generate a quote the Work Order is displayed on the Contractor s home page in the Quote Pending tab The Contractor generates a quote changes the status to Review Required and the Work Order is listed under the Facility Coordinator s home page under the Review Required tab The Facility Coordinator reviews and approves the quote and the status of the Work Order is changed to Quote Approved by the Facility Coordinator The Work Order is then displayed under the Quote Approved tab on the Contractor s home page The Contractor Construction amp Facilities Reference Page 5 eFacilities Contractor Workflow Guide completes the workflow and changes the status of the Work Order document from Quote Approved to In Progress and finally Contractor Done Once the Contractor is done and the work is satisfactory the Work Order status is changed to Completed and the Work order is ready for invoicing The Work Order is listed under the Invoice Pending tab on the Contractor s Home Page The Contractor completes the Invoice and adds the Invoice to the Work Order The Contractor can choose to save the Invoice as Draft instead of saving and submitting the invoice for processing Invoices that are s
30. o you the Work Order is marked as overdue for work start and you will receive an alert The default settings for this option are based on the priority of the Work Order and 4 hours for emergencies 4 hours for high and there is no time period for medium and low work orders The status of the Work Order must be updated to remove the Work Order from this tab 3 Work Not Complete If the status of a Work Order is not updated to Contractor Done within a certain amount of time after the Work Order is created the Work Order is marked as overdue for work start and you will receive an alert The default settings for this option are based on the priority of the Work Order and are 4 hours for emergencies 24 hours for high and 72 hours medium and low work orders The status of the Work Order must be updated to remove the Work Order from this tab Review Quote Overdue Work Orders If the status of a Work Order is not updated to Review Required within a certain amount of time after the status is set to Quote Pending the Work Order is displayed in the Quote Overdue tab on your home page and will receive an alert The default value for this timeframe is 72 hours A Quote should be attached to the Work Order and the Status updated to Review Required to remove the Work Order from this tab Construction amp Facilities Reference Page 21 eFacilities Contractor Workflow Guide Updating Work Orders Manage Work Orders Screen The Manage
31. of the Work Order you can elect to submit a new quote detailing the new cost amount Change the status of the Work Order to Quote Pending to indicate that you are preparing a quote Changing the status can be done within the Work Order Work Orders with a status of Quote Pending are listed under the Quote Pending tab on your home page 1 Click UPDATE STATUS in the task bar 2 Click on the current status Assigned to Contractor to display the pull down selection list 3 Select Quote Pending to update the status 4 Include an optional note 5 Click the Update button to save the changes and close the window After you change the Work Order status to Quote Pending you have a limited time to submit the quote before the Work Order is marked as Quote Overdue The default time is 72 hours Construction amp Facilities Reference Page 18 eFacilities Contractor Workflow Guide CR yv e e bigskytech com j d lv Lal K l A l Pi iy Favorites 3 eFacilities e EBI eWorkOrder 29 v Me Breaking News Weather Bu eWorkOrder x fay E me Page Safety Tools Home Work Orders Invoices Messages Admin Search Logout Update Status Windows Internet Explorer e bigskytech com S Define Work Orders to be displayed Work Orders for Woodle Construction 885945 Select by Type All D UPDATE STATUS i CLOSE Status _ Quote Pending Se
32. ollow up by setting the status to pending are displayed under the Pending folder on your home page Select the Pending Folder tab and click the Message link to display and read the Message Click on the Reviewed button to change the message status or leave the status as Pending if further action is required Construction amp Facilities Reference Page 29 eFacilities Contractor Workflow Guide e gt e tt bigskytech com asf elle 1 X B so00gle Pi wy Favorites 3 erFacilities E te se A 6 eWorkOrder 88 se Breaking News Weather Bu eWorkOrder Ea E Gl ge Page Safety Tools eFacilities facility management system eworkorder Quick Search P Home Work Orders Invoices Messages Admin Search Logout VIEW WORK ORDERS MANAGE WORK ORDERS CONTRACTOR Welcome to the Carmax Facility Management System AUTO UPDATE New 0 Pending 1 New Messages Date Time From Subject No messages found New Work Orders 3 Quote Pending 0 Quote Approved 0 Overdue 0 Delayed 0 Unsatisfactory 0 Invoice Pending 0 Closure Pending 0 Draft Invoices 0 Rejected Invoices 0 New Work Orders for Woodle Construction 885945 up te 500 Date Time WO Number Store Subject 07 27 2009 say Midlothian f ERA 727 12 40 pM EDT 090727 002 7242 Stopped up toilet 07 27 2009 07 27 2009 07 9 Richmond 12 57 PM EDT RR 7 Se E 090727 003
33. ork Orders to be displayed Work Orders for Woodle Construction 885945 Select by Type All ly UPDATE STATUS Ei CLOSE Status Select by Status All el ge Declined m Display List Ascending dates oldest to ng Descending dates newest toll Estimated Completion Date 07 30 2009 Y Update List 7 Work Order s found Notes please provide notes if changing status or completion date We will not be able to make this ETA date WO Number____ Date _ Store _Est Comp _ Subjed 090727 007 07 27 2009 Dulles 7132 07 30 2009 Ceiling assigned to Contractor 090727 006 07 27 2009 Richmond 7101 07 30 2009 Broken ontractor 090727 005 3 07 27 2009 Virginia Beach 7130 07 30 2009 Door lod Assigned to Contractor 090727 004 2 07 27 2009 Fredericksburg 7291 07 30 2009 Roof Le 090727 003 E 07 27 2009 Richmond 7101 07 27 2009 Light fiz TATER of far Q10 p OO _ _ _ _ ______ Done internet 090727 002 3 07 27 2009 Midlothian 7242 07 30 2009 Stoppet eg to Contractor 090727 001 d 07 27 2009 Richmond 7101 07 28 2009 Broken Door Hinge javascript update WO ework carmax ework nsf 090727004 11 07 30 2009 F e Internet ta E 100 Figure 10 Decline Work Order Generate Quote If you determine that the cost of the work will exceed the NTE Not to Exceed amount in the Cost Section
34. pproved Je e Ly Favorites S9 Me Breaking N Home Work Or Completion Dat Sch Cost Informati Estimated Stor Type Trad Approved Invoice Inform ADD INVOICE Ij Invoice Numbel Additional Info Primary C Phone N Ca La Re 3 4 Invoice Windows Internet Explorer 8 bt INVOICE for WO 090727 008 bigskytech com Invoice Number Store Colorado Springs 7201 WO Type Maintenance WO Trade EQUIPMENT Contractor ROBERT BOSCH LLC 662056 Status Ka 186 Draft Item Type Item Description Labor_ y Attachments Attach files Invoice Date 97 27 2009 Store Code 07201 Type Trade Code 765001 Currency United States USD x Item Cost 0 00 Add Total USD Click Brovee and then Attach to attach a new file Browse Comments Dates Created Save and Close Done Kai Internet fe 100 Page Safety Tools Repair 2 Drum Feed Inoperable Figure Construction amp Facilities Reference Ku Internet 14 Invoice Form e Sg 3 oi 100 Bis Page 25 eFacilities Contractor Workflow Guide Workflow Communication Throughout the maintenance workflow process communication between users is accomplished through a messaging interface within the eFacilities system Messages are displayed on the eFacilities home page of the recipient Ne
35. rform relative to the facility management workflow The eFacilities Web Interface provides visibility and access to all aspects of the facility management workflow Related to facility maintenance for example the Web Interface provides the capability to create Work Requests and dispatch Work Orders to exchange messages with other users for coordinating work in progress and resolving issues to generate reports manage workflow and process Invoices This guide provides the Contractor with an overview of the eFacilities system and defines the Contractor s role and responsibilities in the facility maintenance process Maintenance Workflow The eFacilities facility maintenance workflow includes activities performed by the roles of a Store Manager Facility Coordinator and Contractor Work Request Work Order and Invoice documents are created and flow through various states from initial creation to completion The current state is displayed in the status field of the document The status of the document changes when a user takes the next appropriate action Depending on system configuration parameters the current document status and the action performed by the user the status may be changed automatically by the system or the user may need to change the status manually to continue the workflow process The eFacilities home page displays maintenance workflow information relevant to the particular user and any maintenance issues that require immedia
36. rginia Beach 7130 07 30 2009 Door lock broken Assigned to Contractor 090727 004 3 07 27 2009 Fredericksburg 7291 07 30 2009 Roof Leak E F E Internet fa 7 100 Figure 12 Manage Work Orders Update the Status of Multiple Work Orders The Bulk Status Update screen is used to quickly locate and update the status of multiple Work Orders To display the Bulk Status Update select Work Orders gt Bulk Status Update from the home page menu The following filter options are available to define the Work Orders to be processed Select by Type Select the type of Work Orders to be displayed or select All to display Work Orders for all types Select by Status Select the status of the Work Orders to be displayed Work Order can only be displayed for a single status Display List Select Ascending to display the oldest Work Orders first or select Descending to display the newest Work Orders first Construction amp Facilities Reference Page 23 eFacilities Contractor Workflow Guide eWorkOrder Windows Internet Explorer aax gt k e bigskytech com PTEE La gy Favorites 53 eFacilities eWorkOrder S8 a Breaking News Weather Bu e eWorkOrder X E EI J Pager Safety Tools eFacilities facility management system Home Work Orders Invoices Messages Admin Search Logout BULK UPDATE WORK ORDERS Enter a partial or complete work order
37. rk the status of the Work Order is changed to Unsatisfactory and the Work Order is displayed in the Unsatisfactory tab on the Facility Coordinator s Store Manager s and Contractor s home pages While a Work Order has a status of Unsatisfactory Invoices associated with the Work Order will not be approved Work with the Store Manager and Facility Coordinator to rectify any problems Once the problem is resolved the Store can change the status to Completed and the associated Invoice can be processed Review Overdue Work Orders A Work Order that has not transitioned to the next state in the workflow process within a configurable amount of time is marked as overdue and the Work Order is listed under the Overdue tab on your home page Work Orders are considered overdue under the following conditions 1 Work Order Not Acknowledged If a Work Order is not acknowledged or declined within a certain amount of time after being assigned to you the Work Order is marked as overdue for acknowledgement and you will receive an alert The default settings for this option are based on the priority of the Work Order and are 2 hours for emergencies 8 hours for high and 24 hours for medium and low priority Work Orders The status of the Work Order must be updated to remove the Work Order from this tab 2 Work Not Started If the status of a Work Order is not updated to In Progress within a certain amount of time after being assigned t
38. s of your company Please make sure to listen carefully to the options before making your selection sign In To begin using the Telephone Support Hotline call the provided access number from any store telephone After the initial greeting is played you will be prompted to enter your Contractor ID and the Work Order number that you would like to take action on The status of the Work Order is played and you are presented with options based on the current Work Order status Select the action that you would like to take and follow the prompts to complete the steps Acknowledge Work Order If the current Work Order Status is Assigned to Contractor you are given the option to accept the Work Order You will be prompted to record the date and time that you have scheduled to service the request Decline Work Order If the current Work Order Status is Assigned to Contractor you are given the option to decline the Work Order You will be prompted to record the reason for declining the work order Log in to a Work Site If the current Work Order Status is Assigned to Contractor Acknowledged by Contractor In Progress or Delayed you are given the option to log in to a work site Once you have called to log in please be sure to log out when you are done for the day Construction amp Facilities Reference Page 34 eFacilities Contractor Workflow Guide Log out of a Work Site If the current Work Order Stat
39. struction 885945 Select One Keyword search Full text search Limit Results v Done internet Fa 100 Figure 7 Search Work Orders Construction amp Facilities Reference Page 14 eFacilities Contractor Workflow Guide Workflow Procedures This section describes how to perform the maintenance workflow procedures from the eFacilities Web Interface Review a New Work Order The status of a New Work Order assigned to you is Assigned to Contractor and the Work Order is listed under the New Work Orders tab on your home page Open the Work Order review the service requested and determine the appropriate action 1 Click New Work Orders tab on the Home page This displays all new Work Orders that are assigned to you 2 Click the blue date link of the Work Order to be reviewed This will open the Work Order 3 Review the Work Order information including Requester Subject and Request Scheduled Completion Date and NTE Not to Exceed Cost 4 Determine Action gt Accept the work order as defined See Acknowledge Work Order Page 16 gt Accept the work order with a new completion date See Acknowledge Work Order Page 16 gt Decline the work order See Decline Work Order Page 17 gt Cost exceeds NTE See Generate Quote Page 18 and Submit Quote for Review Page 19 gt Accept the Work Order and indicate work has started See Indicate Work In Progress Page 20 Constr
40. t System Figure 23 Telephone Support Hotline Menu Construction amp Facilities Reference Page 37
41. te attention Maintenance workflow documents that need attention are grouped together and listed under tab headings on the home page Each user has different tab headings depending on their responsibilities A typical Contractor s home page and tab headings are displayed in Figure 5 Work Order Work Request and Invoice documents that do not need immediate attention can be accessed by search or view options available on the home page The user that is required to take the next action in the workflow process is notified as soon as the document status has been changed The system notifies the user that an action is required by placing Construction amp Facilities Reference Page 4 eFacilities Contractor Workflow Guide the document under the appropriate tab on the user s home page The system may also notify the user by pager fax or e mail notification The system monitors the workflow process between responsible users If a user does not take the required action in a certain amount of time or the status of a document changes to a condition that requires attention the document is listed under the appropriate tab on the user s home page Throughout the maintenance workflow process communication between users is accomplished through a messaging interface within the eFacilities system Detailed information can be included through note and file attachments within the maintenance documents Standard communication methods are also supported
42. this afternoon Assigned To John Ramsey Ty Request Requester John Ramsey Position Subject Broken Door Hinge Request Exterior door leading to showroom area has a broken hit Update repair today so the store can secure the building tonight Notes ADD NOTE Internet far 100 No notes found Messages 0 i iw Je internet far 100 Figure 9 Accept Work Order Decline Work Order The status of a New Work Order assigned to you is Assigned to Contractor and the Work Order is listed under the New Work Orders tab on your home page Change the status of the Work Order to Declined to decline the Work Order Changing the status can be done within the Work Order 1 Click UPDATE STATUS in the task bar 2 Click on the current status Assigned to Contractor to display the pull down selection list 3 Select Declined to update the status 4 Include a Note regarding the reason for declining the Work Order This will be included in the Notes section of the Work Order document 5 Click the Update button to save the changes and close the window Construction amp Facilities Reference Page 17 eFacilities Contractor Workflow Guide 6 EJ Y e bigskytech com lv LO K l 3 l l Pi iy Favorites 3 eFacilities e EBI eWorkOrder SS y Me Breaking News Weather Bu eWorkOrder x Z 5 Ge Page Safety Tools EI Define W
43. ton to save the changes and close the window Indicate Work Delayed Submit a new date and update the Work Order status to Delayed if you determine that the Estimated Completion Date cannot be met Delayed Work Orders are listed under the Delayed tab on your home page 1 Open Work Order 2 Click UPDATE STATUS in the task bar 3 Click on the current status to display the pull down status selection list 4 Select Delayed to update change the status 5 Select a Delay Reason if this field is displayed this feature is optional and may not be displayed 6 Enter the new Estimated Completion Date Type in a new date with format MM DD YYYY or click the blue calendar link to display a pop up calendar 7 Add a Note regarding the reason for the delay This will be included in the Notes section of the Work Order document 8 Click the Update button to save the changes and close the window Indicate Work Complete Update the Work Order status to Contractor Done when you complete a Work Order 1 Open Work Order 2 Click UPDATE STATUS in the task bar 3 Click on the current status to display the pull down status selection list 4 Select Contractor Done to update the status 5 Click the Update button to save the changes and close the window Construction amp Facilities Reference Page 20 eFacilities Contractor Workflow Guide Review Unsatisfactory Work If there was a problem with the wo
44. ubject Subject Brake Lathe Request Message The part we have to replace is not under warranty Notes ADD NOTE No notes found Messages 0 Also send this message via e mail SEND MESSAGE Date Time No messages found Attachments ATTACH FILE Asset Information Assets No Assets Selected internet R 100 bd http ework05 bigskytech com ework carmax ework nsf 0 F KA Internet ta E 100 Figure 15 Send a Message 6 Enter Message Enter the Message text Include as much detail as needed 7 Also send this Message via e mail Select this option to have a copy of this Message sent to the recipient of the Message via e mail 8 Click Send to send the Message Review New Message When another user sends you a Message it is displayed under the New folder tab in the Message section of your home page Select the New Folder tab and click the Message link to display and read the Message Ifthe Message was created from a phone a phone icon will be displayed Clicking on the phone icon initiates the audio player to allow you to listen to the Message Construction amp Facilities Reference Page 27 eFacilities Contractor Workflow Guide eWorkOrder Windows Internet Explorer m ES gly Favorites 23 amp Facilities e El eWorkOrder S9 ik Breaking News Weather Bu e eWorkOrder x fy E me y Pager Safety Tools gag e egFacilities facility
45. uction amp Facilities Reference Page 15 eFacilities Contractor Workflow Guide G eWorkOrder Windows Internet Explorer JEE ZS E e bigskytech com ework carmax ework nsf ee i Y Zr X BE J a Per w Favorites B etachtes e El eWorkOrder 29 sis Breaking News Weather Bu eWorkOrder Zr D e v Page Safety Tools egFacilities facility management system Home Work Orders Invoices Messages Admin Search Logout UPDATE STATUS CLOSE PRINT WORK ORDER Work Order Information Work Order 090727 001 Date 07 27 2009 Time 12 29 PM EDT Store Richmond 7101 VIEW Phone 800 222 7629 Status Assigned to Contractor Priority Urgent Same Day Assigned To John Ramsey Type Maintenance Request Requester John Ramsey Position Subject Broken Door Hinge Request Exterior door leading to showroom area has a broken hinge and will not close Need someone out for repair today so the store can secure the building tonight Notes ADD NOTE No notes found Messages 0 A Internet fo 100 Figure 8 Review New Work Order Acknowledge Work Order The status of a New Work Order assigned to you is Assigned to Contractor and the Work Order is listed under the New Work Orders tab on your home page Change the status of the Work Order to Acknowledged by Contractor to accept the Work Order Changing the status can be done within the Work Order 1 Click UPDATE
46. us is Assigned to Contractor Acknowledged by Contractor In Progress or Delayed you are given the option to log out of a work site You will be prompted to indicate if the job is complete or if you would like to report any delays or unusual conditions Report Work Complete If the current Work Order Status is Assigned to Contractor Acknowledged by Contractor In Progress or Delayed you are given the option to report that work is complete Make sure that you have contacted the Store Manager to confirm completion of the work Page the Facility Coordinator Depending on the system setup you may be given the option to page the Facility Coordinator Enter the phone number where you can be reached beginning with the area code and followed by the pound key The Facility Coordinator will be paged and you should receive a call shortly Construction amp Facilities Reference Page 35 eFacilities eFacilities facility management system Telephone Support Hotline 866 323 0931 Contractor Menu Telephone Support Hotline Ae Login to System 1 Store Employee 2 Service Contractor gt Enter Contractor Number gt Enter Work Order Number The caller is directed to the appropriate menu based on the status of the Work Order Work Order Status Assigned to Contractor The Work Order scheduled completion date is played to the caller 1 Accept Decline Work Ord
47. w messages are displayed under the New folder tab Messages that have been marked for follow up are displayed under the Pending tab Messages are also saved and displayed within the document where they were created Messages that have been reviewed are displayed under the message view options from the menu Additional communication during the maintenance workflow is accomplished through note and file attachments within the maintenance documents Send a Message Messages can be created from within Work Orders 1 Click SEND MESSAGE within the Work Order to display the Message form 2 To This read only field is the assigned Facility Coordinator for the store 3 From This read only field includes the sender s name 4 Status The current status of the Message This field displays New for new Messages 5 Enter Subject Enter a subject for the Message This subject is displayed within the Work Request Work Order and on the home page of the recipient Construction amp Facilities Reference Page 26 eFacilities Contractor Workflow Guide GO e bigskytech com f se fis 91 X B 26 QP Favorites eFacili pz qe E Message Windows Internet Explorer z5 7 Breaking News Wee e bigskytech com lA Home Work Orders Ini MESSAGE for Work Order 090727 008 regarding store 7201 Request To John Murphy Requester Joh m From ROBERT BOSCH LLC 662056 Position Status New S

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