Defects Database User Manual
Contents
1. automatically be completed and the event REF ID SYS Lows DATE TYPE Telephone REPORT DATE DESCRIPTION Tenant called 2pm to ask about progress LAND FACTOR DEFECT DATABASE DEFECT EVENT LOG DEFECTID 240 PROPERTY DEFECT LOG Double click to edit Defect ID DEFECT pe 09 06 2006 button to output a paper copy Reported Date field will will be added to the logged The Description fields allow you to add a short description relating to the event Left click the Close button to return the Logged Event Lae The completed event is shown if you wish to edit this event double click the event to return to the event details form There is no restriction to the number of events that can be logged Click the Preview button to view the Event Log Report for this Defect or the Print SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Event Log Report The Report includes the details on the Property and the reported defect also all of any reported Events related to the defect Je are Lady Talbot Of Malebde DEFECTS EVENT LOG REPORT estate FELTON PARK ESTATE Pragerdy 1 C Ow SUF HILL COTTAGE Secton 1 Tis competed by te pe eo whoe Mhergoot the det ctortakes the call epo tg detect De2. The buttons to the right allow you to Preview and Printout the various Reports as were created at each stage the lower 2 buttons allow viewing and printout of the Contractor s Letter Alongside each stage to the right provides access to each of the 3 Stages allowing you to view and alter any of the previously completed forms for the Reported Defect JOB STATUS f STAGE 1 MANAGER Hugo Remnant Se 3 CONTRACTOR 4 Simmons Electrical Contracto CONTRACTOR LETTER el DEFECT EVENT LOG m CLOSE 28 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Incomplete Defects can easily be seen via the Job Status area REPORTED DEFECTS IN PROGRESS Click on record to show details and Access Reported Defects DateEntered ManagerName Priority EstateName ss Ipropertvamg CategoryName Complaint 09 06 2006 Hugo Remnant 10 FELTON PARK ESTATE 1 COWSLIP HILL COTTAGE Unassigned Garden wall collapsed 09 06 2006 Hugo Remnant 1 FELTON PARK ESTATE 1 COWSLIP HILL COTTAGE Electrical Light fitting loose Peter Combes 10 J 4 J STRAKER 1968 SETTLEMENT 1 COMMON HOUSE Unassigned Pipes leaking in bathroom Stephen Stubbings 1 ALLENDALE ESTATES G FUND 2 LOW MILL COTTAGES Unassigned Water leak from basin in upstai Peter Combes 1 ALLENDALE ESTATES D FUND DUKE
3. REPORTED BY can be entered in the top left of the screen TITLE Mr Iv FIRST NAME John LAST NAME Smith select the Title of the person TELEPHONE 0191 1234567 COMMENTS Tenant s Father SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Using the keyboard TAB button will automatically take you to the next data entry field In the lower left had part of the screen is a list of the Properties managed by Landfactor as there are several thousand records you can reduce this amount of data by using the Search facility in the top right of the screen E Search can be done through each of the Data areas POST CODE Sens shown or by using a combination of areas such ACOMB ESTATE EN ALLENDALE ESTATES D FUND Estate and Town ALLENDALE ESTATES G FUND TOWMICITY A LENDALE ESTATES I FUND aura ALLENDALE ESTATES J FUND ALLENDALE ESTATES M FUND ALLENDALE ESTATES N FUND ALLENDALE ESTATES OLD LES se ADDRESS 1 SEARCH PROPERTY DETAILS You can also auto serach by typing in the first ene few letters or numbers by asking the person on Se ADDRESS1 16 Coronation Green the phone for the first line of the property TOWHIGITV deeg CENT West address 16 produces several addresses to 16 Marth Farm Road 16 Park Avenue 16 Plantation Grove choos
4. Land Factor Bywell Estate Office Stocksfield Northumberland INTRODUCTION The purpose of the DEFECTS DATABASE is to provide a more accurate and efficient method of recording all the Property Defects reported to Land Factor It will also provide a more efficient service for company clients and assist in the managing of such repairs to Health and safety requirements by ensuring the contractors are correctly insured and accredited for the repairs they have selected to undertake Some of the features are Recording names and Details of Person s reporting the Defect Reported Defects will be Time Date Stamped Tenant details and contact telephone mobile information at hand Problems can be categorized to ensure correct Contractor is assigned Oo A WwW NO HF Contractors automatically selected who are qualified to undertake such repairs accredited to certain standards 6 Recording Contractor insurance details to ensure they are insured before undertaking any repairs 7 Tracking of all work at any stage 8 Ability to create multiple types of report The design is a dynamic interface that automatically changes as data is entered this provides the user with a more efficient and easier way of working with such a complex program The system comprises of a Main User Entry screen where each Defect can be recorded in detail and the handling of such reported Defects is accomplished in a simple 3 stage process 3 SCANTIME E
5. 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Reports by Date Range To create reports over a specific period click the START and the END commands this will cause a popup calendar to appear CRITERIA H _ Select the required PROPERTY rm month then left click CLIENT the required date the ESTATE selected date will TEAM then appear in the MANAGER date boxes PROJECT COORDINATOR When your selection is CONTRACTOR Dyno Rod Drain Services w complete click the iw I Je PRIORITY Print Preview button REPAIR ID to check the report REPORT DATE START 01 05 2006 END then click the Print em button INCLUDE May 2006 May 2006 e LIVE Men Tue wea thu Fri Sat sun E EE M ee ee el TENANT RESPONS Me bP 38 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland m Zz U 39 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk
6. Estate Office Stocksfield Northumberland Project Coordinator amp Priority The reported effect Problem details can be seen this can be added to if new information has arrived Types into the Problem box any new information and ACTION DETAILS PROPERTY DEFECT LIST DEFECTS HISTORY l a eee the database will Section 2 To be completed by Defect Administrator or the Manager DEFECT ID 240 DATE 07 06 2006 TODAY TENANT Dr R Fisher be updated PROBLEM PROPERTY 1 COWSLIP HILL COTTAGE zeg Light fitting loose ESTATE FELTON PARK ESTATE MANAGER Hugo Remnant COORDINATORS Double click to select jill Select a Project Coordinator for the Defect from the PRIORITY 1 URGENT complete within 1week 1 ACTION URGENT complete within 1week List s h Own To be attended withithin a month EI To Do when work permits highlighted Yellow background DEFECT REPORT Fach Defect has to have a Priority Level left click the Combo box anda list of priorities will appear left click the required priority Action Details ACTION DETAILS PROPERTY DEFECT LIST DEFECTS HISTORY The Action for the Defect Section 2 To be completed by Defect Administrator or the Manager DEFECT ID 240 DATE 07 06 2006 TODAY TENANT Dr RJ Fisher Bane should be completed this PROPERTY 1 COWSLIP HILL COTTAGE Light fitting loose ESTATE FELTON PARK ESTATE will instruct whichever
7. the appropriate Defect CONTRACTOR DEFECT COMMENTS Section 3 REPAIR ID 240 ACTION TENANT Or D J Fisher Repair Faulty light Fitting PROPERTY 1 COW SLIP HILL COTTAGE Ger Bag INSTRUCTION TO CONTRACTOR TENANT UNDERTAKING REPAIR C Replace the fitting if it shows any signs of damage and inform us of any materials used DEFECT CAT Electrical CONTRACTOR A Simmons Electrical Contracto Whitley Bay Alan Insurer Name Ins erified Insured to Norwich Union Yes 0101 2010 Approved Compliant Yes No Accreditation ExpiryDate OPEN DATE INSTRUCTED 09 06 2006 ESTIMATED COST 0 00 FILE REF 06147 1246 INVOICE REF The information area under the selected Contractor displays their details this provides additional information on the one chosen 22 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland The Date Instructed is automatically competed when this form is opened File Ref is a field created from the Properties Database The Land Factor Invoice Ref can be completed at any time Tenant Undertaking Repair Should the Tenant decide to undertake their own repair s Left Click the checkbox Tenant Undertaking Repair Do not select a Contractor Section 3 REPAIR ID 197 TENANT Mrs Lara Turner PROPERTY DURESFIELD MILL COTTAGE ESTATE ALLENDALE
8. ABASE NEW DEFECTS SEARCH PROPERTY DETAILS REF ID 190 LOGDATE 29 05 2006 LOGTIME 16 26 54 POST CODE REPORTED BY ESTATE TITLE ADDRESS1 x x fs E FIRST NAME TOWNICITY LAST NAME TELEPHONE COMMENTS CLIENT D PROPERTY LIST Records Found 1356 TENANT WELTON HALL FARM LAND Welton Hall Farm Stamfordham Newcastle Upon Tyne MEIS OLJ ALLENDALE ESTA 1 BEARL COTTAGE 1 Bearl Cottage Bywell Stocksfield NE43 74 ALLENDALE ESTA 1 COMMON HOUSE 1 Common House Greenshaw Plain Hexham ME46 2P JAISTRAKER A 1 CORONATION GREEN 1 Coronation Green Ormesby Middlesbrough T53 OLR ORMESBY 1 COWSLIP HILL COTTAGE 1 Cowslip Hill Cottage Felton Morpeth NE65 9HS FELTON PARK E 1 DILSTON PARK COTTAGE 1 Dilston Park Cottage Corbridge NE45SRB ALLENDALE EST 1 DILSTON SCOUTS CAR PARK Bilston Mill House Corbridge NE45 502 ALLENDALE ESTA 1 DUDLEY PLACE COTTAGE 1 Dudley Place Cottage Allenheads Hexham NE4 7 SHT ALLENDALE ESTA 1 FOUNTAIN TERRACE 1 Fountain Terrace Greenhead Brampton CAG BLENKINSOPP E 1 HARBORD TERRACE 1 Harbord Terrace Seaton Sluice Whitley Bay NE264QT SEATON DELAYAL 1 HIGH BANK COTTAGE 1 High Bank Cottage Stocksfield NE43 74G ALLENDALE EST 1 HOLMEFOOT COTTAGE 1 Holmefoot Cottage Brampton Carlisle CAS LADY JANE HOW 1 JAMES TERRACE 1 James Terrace Low Row Brampton CAS 2LN HALTWHISTLE ENN lt tu La REF ID 190 The details of the person who reports the defect LOG DATE 29 05 2006 LOG TIME 16 28 40
9. Bet Don Computer po Cate Fault Reporte d Cat Entered Reported Ey DrR J Feber Fe port Taken By Contiet Tele phone Numbers ComactTekp how Mimbers Forpe cor who epored detect OE Hoblem Lt ttiig bose manager Hu qo Fe m aint Conrac Er 2 salaried blot URGENT compe t w i 1week Acton Typs Ee serpteon Te b phone Teh art Caled 2pm E atk abot pogmess 33 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Event Log Error Should you make a mistake in recording an event and wish to remove it altogether double click the LAND FACTOR REPAIRS DATABASE DEFECT EVENT LOG Event in the List view and Left REF ID 41 DEFECT ID 240 ee E STEET DEFECT pare 09 06 2006 Click the Error Checkbox the a Telephone ei EEROR event will then be removed from REPORT DATE DESCRIPTION the List Tenant Called problem has been fixed 34 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland CLOSING A REPORTED DEFECT SELECT MANAGER J une SE When a reported defect REPORTED DEFECTS IN PROGRESS Click on record to show details and Access Reported Defects DateEntered Man
10. D ESTIMATED COST 0 00 FILE REF INVOICE REF that Estate and can undertake that type of repair Should none be found a blank list will appear with a green background 20 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Finding an Approved Contractor To locate any Contractor who can undertake the selected repair category double click the green area and a new search will begin A new list of Contractors is shown one can undertake Electrical repairs ee CONTRACTOR DEFECT COMMENTS _ the category Name field shows that each Section 3 REPAIR ID 240 ACTION TENANT Dr R J Eiser Repair Faulty light Fitting PROPERTY 1 COWSLIP HILL COTTAGE FAIRE FELTON PARK ESTATE INSTRUCTION TO CONTRACTOR TENANT UNDERTAKING REPAIR CT Replace the fitting if it shows any signs of damage and inform us of any materials used DEFECT CAT Electrical CONTRACTOR Ins erified No 4 Simmons Electrical Contr Whitley Bay 0191 2371592 Bartram Walker Hexham 01434 602441 Burncliffe Electrical Hexham 01434 602171 Holywell Joinery Limited Seaton Delaval 0191 2370190 J Todd Haltwhislte 01434 320647 Morrow Electrical Ltd Middlesborough 01642 577775 Parkside Electrical Contrac Ashington 01670 855771 Scantime Prudhoe 01661 888333 OPEN DATE INSTRUCTED ESTI
11. Defects Database User Manual SE Version 1 17 Prepared by David H Simm Scantime Engineering Ltd For Land Factor 23 February 2007 DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland LEIKR ele INTRODUC TON ces ecetere cares tected RRE EEEa 3 MAIN ENTRY SCHEEN ME 4 RECORDING A REPORTED DEFECT W 5 Slagel ipul a RE licoun aiii aaa aai 5 eCa EE 5 BE EE 8 Updating Tenant Contact RE 9 RECOUNT TCT ee EE 11 Defect Report Stagel essgegeee i genee saactesdtasiasad es didadecvedessenssteadestansedeeeieacees 12 Stage2 Assign a Defect Action E 14 Displaying Defects by Manager Name 14 PJ ie E EE 15 Project Coordinator amp Priorify 16 ACON DO a E E E E E 16 Defect Eelere 17 Stage3 Assign Defect Action E 19 ASSONA ele 20 Finding an Approved Contrachor 21 Tenant Undertaking Repait cccccccccccccccsscsececccaeeeeeeeceaeeeeeessaueceeesaaaueceeeesaasecesessaaseeeessaaeeeesssaaass 23 AS SACO OS ee EE EE 23 EE 24 eiert 25 Bett 26 Review all elei ee 26 VEO Sia SD CUS irano E E E E E 27 Preview Print Edit en Re e 28 DEFECT EVENT LOG E 30 creano aD SI C E 30 Event LOG inc 010 1 33 Event LOG Error 34 CLOSING A REPORTED DEFECT EE 35 NIC WING AOSE IN OT E 36 ANALY oD del KE 37 Belgian et 38 2 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL
12. ESTATES D FUND TENANT UNDERTAKING REPAIR DEFECT CAT Electrical Stage3 Reports There are 2 Reports that need to be printed 1 Defect Report 2 Print Contractor Letter PRINT CONTRACTOR LETTER The Preview buttons allow you to examine these for any errors before final Princing 23 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Defect Report Stage3 The form shows that all 3 Stages are complete ClieniNante Lady Talbot Of Malahide DEFECTS REPORT FORM Estate FELTON FARK ESTATE Property 1 COW SLIP HILL COTTAGE Section 1 To be competed by the pe Ron whoebher ob the deb ctortakes the call Bo tig detect De Bet Ion Com puter Eo Cate Fault Reporte d 006 2005 Cat Entered ASUS Oe Reported By DrRJ Feber Report Taken E ity Lpa Tenant Or J Feber Dontact Telephone Mumbera TontactTe B phone Mimis E Forps Bob who repored ch Rect For Te baat Laredilne Noble LD titig bore Sacton2 Tobe com peed by the Prope rk Marageror Adm be Tar eepor be Brac alg Manager Higo Rem saat Date OF Go Ae ton Pepalrtantty DCH A ke c Porky Hun bet ard Desorption INMEDIATE ane Cay 2 URGENT 2448 Hours GAS SOON AS POSSIBLE MIhin 1 weak GAS SOON AS CONVENIENT Mihin 1m ont 5 ROUTINE n ard whenwork load permits sections Tobe com peed
13. Gy the Adm beta respon be Drank gomtthe actbi sted li Sector 2 Tanant Unde raking Work ET No turer action Re quired Repalr Ca gory Ekctkal Contactor natie Ed Abb Sinmows AShmow Eb otal Contact Cate Contras tr netrueted Nate ton to Contacto Pepe the go any tke otdam ap and im 1 otar matrak tei Approved Contra tor Estmatd Cort Ale Reference TAZABC RB E com plant Conia eter im Jur aig 24 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Contractor Letter The letter displays all the details on the Reported Defect Daret OBIT 2a Bo Bywell Estate Office YOUreT Stocksfield Horthumberland HEJS TAQ Simmons Electrical ont acto D Brietol Street Tel 01651 843165 H on Hartley Fas 01661 842655 Wit hithey Baw Email info landfactor co uk H E25 0SH wan an dia ctor co uk Date Oo Jane 2005 Fe TRepalle FELTON PARK ESTATE LEWS LIP HILL TTA E Dea Alan The following problem has arisen at the above property Problem Light fitting loose Tenant DrR J Feher Ta Manager Huge Remnant Iwill be grateful you would caontactthe Tenant on the phone and arrange to wistthe premies at your earliest convenience to undertake the following repair Repair Repair faulty light fitting Replace the fitting ifitshomwe any si
14. KESFIELD MILL COTTAGE 2 LOW MILL COTTAGES 1 COWSLIP HILL COTTAGE 11 04 2006 29 05 2006 09 06 2006 Peter Combes Stephen Stubbings Hugo Remnant Mrs Lara Turner Mr Gowland Dr R J Fisher Light fitting loose Water leak from basin in upstairs bathroom Light fitting loose The list will show all the reported Defects which have not had any Contractor assigned The default appearance is ALL outstanding non assign Defects Above the list is a filter that allows you to display Defects related to specific Managers LAND FACTOR DEFECT DATABASE CONTRACTOR DEFECTS ASSIGNMENT CONTRACTOR DEFECT COMMENTS Section 3 REPAIRID 290 AEON TENANT Dr R J Fisher Repair faulty light fitting PROPERTY 1 COWSLIP HILL COTTAGE ERINE FELTON PARK ESTATE INSTRUCTION TO CONTRACTOR TENANT UNDERTAKING REPAIR o DEFECT CAT CONTRACTOR None OPEN Insurer Name Norwich Union No None Ins erified Approved Compliant No No Accreditation ExpiryDate DATE INSTRUCTED FILE REF None Insured to 01 01 2010 ESTIMATED COST 0 00 INVOICE REF DEFECT REPORT PRINT CONTRACTOR LETTER SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Assign a Contractor Next double click any Defect and the Contractor Defects Action screen wi
15. MANAGER Hugo Remnant COORDINATORS Double click to select H Contractor is assigned to PRIORITY undertake the repair any 1 D ACTION The light Fiiting should be replaced if there are signs of damage or it is too old special considerations on completing the repair 16 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland The final stage is to printout the report for this stage of the reported Defect The left button will display on screen the full Report click the right button to printout the Report for filing DEFECT REPORT Defect Report Stage2 Cie anze The Report shows all the Lady Talbot Of Malahide Estate FELTON PARK ESTATE DEFECTS REPORT FORM Property 1 COW SLIP HILL COTTAGE details relating to the Defect Secton 1 Cate Fault Repor td Reportd E Occ uple rTenant Contict Telephone Numbers Problem Section2 Manager Pro pe tCo dinator Acton Section 3 Tenant Undertaking Work Repalr Category Contrac Br nn structed Cate Contractr ins tucted Du ton to Contactor Es im ated Cost Appro ved Contra ctor Compliant Contactor To be compkted by the pe por whoe her spot the de ctortakes the call eporthg Bdletect Ce ct ID on Com puter Cat En
16. MATED COST 0 00 FILE REF INVOICE REF Electrical Electrical Electrical Electrical Electrical Electrical Electrical Electrical No No No No No No DEFECT REPORT PRINT CONTRACTOR LETTER The Town City that the Contractor is based is also shown this allows you to select the appropriate one nearest the Property where the Defect has been reported 21 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland There are 3 other conditions that should also be considered before selecting the Contractor to undertake the repair 1 Has the Contractor Insurance been Verified 2 Is the Contractor an Approved Contractor by Land Factor 3 Is the Contractor Compliant with Land Factor regulations Insvverified No 4 Simmons Electrical Contr Whitley Bay 0191 2371592 Electrical Bartram Walker Hexham 01434 602441 Electrical No Burncliffe Electrical Hexham 01434 607171 Electrical No Holywell Joinery Limited Seaton Delaval 0191 2570190 Electrical No J Todd Haltwhislte 01434 320647 Electrical Mo Morrow Electrical Ltd Middlesborough 01642 577775 Electrical Mo Parkside Electrical Contracl Ashington 01670 655771 Electrical Mo Scantime Prudhoe 01661 588333 Electrical Left click the required Contractor and the details will be added to the database under
17. NGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland MAIN ENTRY SCREEN This is the entry screen to the Defect Database On the left side panel you have the main Reported Defect navigation area access to any of these areas is controlled via security access will be denied until Login is complete Depending upon the persons access rights he she will only gain access to the areas they are allowed version 1 17 VIEW DETAILS CONTRACTORS INSTRUCT CONTRACTOR LIVE WORK ANALYSIS REPORTS Text area used For messages to Database User s The Text area at the bottom will allow general messages to all User s to be displayed 4 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland RECORDING A REPORTED DEFECT Stage1 Input a Defect TS eu The entry of reported defects is a simple 3 stage we exercise Selecting a Property Stagel Record the details of the reported defect Left mouse click the Input Defect button and the following screen will appear Each reported Defect is automatically Time Date stamped to ensure accurate recording of logged Defects LAND FACTOR DEFECT DAT
18. ONTACT TEL 0191 4557443 MOBILE ADDRESS 1 ADDRESS 2 EMAIL LOCALITY TOWN CITY NOTES COUNTY POST CODE PROPERTY Double Click to access Property Details EstateName Address1 Address2 Post Code ALLENDALE ESTATES G FUND 2 Low Mill Cottages Hexham NE47 904 DESS This is the Tenant screen showing the current tenancy address also at the bottom of the screen the database will automatically display any previous properties thay may have resided at The Notes area can be used for any Simple notes regarding this Tenant 9 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland In the top right corner is the Contact Details area type in here the Tenant contact telephone number or edit any that were previously entered To adda Mobile and Email details click the button to the left of Mobile LAND FACTOR REPAIRS DATABASE We can see here that no details for TENANT DETAILS REF ID Mobile or Email have been previously NEW MOBILE DEE recorded Click the NEW button to CURRENT DETAILS l create a new record TENANT NAME Mr D Gowland TENANT ID 8 co MOBILE NUMBER EMAIL ADDRESS The greyed out boxes will be enabled so that LAND FACTOR REPAIRS DATABASE TENANT DETAILS you can enter these details Note th
19. ORT FORM Estate ALLENDALE ESTATES FUND Property 2 LOW MILL COTTAGES fection i To be competed by the pe on whoe herno the det ctortakes the calle po mig detect Ce Bet ID on om puter Date Fault Report d STE EN Cat Entered anazo Repor pd By Mr Mr Gowa an th Fe part Taken By Wore Maret ar uppls Tenant Mr a Gow cl Cont et Tele phor Numbers TontactTekp howe Hummer For pe Bow who mepored detect O91 1234557 For Te bait Landline 1 4557 443 Moti le T955 3 prp Jae 1 Bak Tron b hapit kati room Section To be com peed by the Proper Marager ot Adm bE Tat espa bk Dracth ulg Manager Epler Clip prope tco ramator Ss Acton Asek ed F orty Member and Deserptb i E IMMEDIATE Same Cay i URGENT 24 48 Houra 525 SOON 25 POSSIBLE Watin i week 4 85 SOON 25 GONVERMERT Within i mont ROUTINE As and whenwork load permits i Sectons Tobe compe Ed by the Adm bktabr reipi be Drcamyhg otte action taei li S cth z Tenant Unde re King Werk ET Ne further action Required Contractor nst bd Cate Contac or netructed Ss El hati ton te Gontacter Er imabdCost pproved Gontrac br om plant Conta eter 29 May 2008 12 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Finally close this screen and click the PRINT butto
20. SFIELD MILL COTTAGE Unassigned Light Fitting loose Peter Combes Fo ALLENDALE ESTATES D FUND DUKESFIELD ESTATE SHOOT Chimney Sweep Burning smell in hallway Peter Combes 1 ALLENDALE ESTATES N FUND 1 amp 2 WEST COTTAGE Chimney Sweep Burst pipes in loft DEFECT ID Contact Telephone Contact Mobile Contact Email 239 Mr amp Mrs Jewitt 0191 777555 JOB STATUS STAGE 1 MANAGER Peter Combes 2 PROJECT COORDINATOR Unassigned 3 CONTRACTOR CONTRACTOR LETTER m DEFECT EVENT LOG m CLOSE In the image above we see that Defect number 239 has completed Stagel but Stages 2 amp 3 are incomplete By using the Alter buttons on the right you can access the correct forms and complete these Stages this allows you quick access to the Reported Defect at any stage without having to return to the Main Entry screen 29 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland DEFECT EVENT LOG Creating a Defect Event During the life and after Reported Defect s have been repaired there may be a number of occasions when Tenant s or relatives of Tenant s may contact the office to inform the office of other problems relating to the Reported Defect or request information on progress Should this be received select the Reported Defect form the list an
21. TRAKER 1968 SETTLEMENT 1 COMMON HOUSE Unassigned Pipes leaking in bathroom Stephen Stubbings 1 ALLENDALE ESTATES G FUND 2 LOW MILL COTTAGES Unassigned Water leak From basin in upstai Peter Combes 1 ALLENDALE ESTATES D FUND DUKESFIELD MILL COTTAGE Unassigned Light Fitting loose 2 1 Peter Combes ALLENDALE ESTATES D FUND DUKESFIELD ESTATE SHOOT Chimney Sweep Burning smell in hallway Peter Combes ALLENDALE ESTATES N FUND 1 amp 2 WEST COTTAGE Chimney Sweep Burst pipes in loft DEFECT ID Contact Telephone Contact Mobile Contact Email JOB STATUS E CONTRACTOR LETTER LJ DEFECT EVENT LOG __ cose The list defaults to displaying ALL current LIVE Reported Defects A filter is available above the Reported Defects list allowing you to select a Manager and view a list of any outstanding work 26 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Defect Stage Details Left click any Defect in the list will populate the data fields in the lower half of the screen SELECT MANAGER EI LIVE CC ctosep REPORTED DEFECTS IN PROGRESS Click on record to show details and Access Reported Defects DateEntered ManagerName Priority EstateName Property Name CCtC C SC dCattlegoryNName Complaint 09 06 2006 Hugo Remna
22. Y ERROR The Ref ID shown in the top left corner is the unique Defects ID for the record you are about to make can be changed should you be previous The shaded areas are details edited from this screen the belongs also the Client and Estate The Date area shows you the current date this recording a defect reported several days of the property these are locked and cannot be details also show the Estate that the property the Landfactor Manager responsible for that The Buttons to the Left of TENANT and PROPERTY NAME titles allows you to access these details in the database 8 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Updating Tenant Contact Details On the right of the screen is the details of the person who reported the Defect Underneath is the Contact Details for the Tenant Telephone Mobile and Email address If you need to update these at this Stage you can do so by clicking the buttons to the left of the headings Example if we wish to add all CONTACT DETAILS TELEPHONE details first click the Telephone MOBILE SE l EMAIL button and a new screen will appear J LAND FACTOR DEFECT DATABASE TENANT ID 00125 001 CONTACT DETAILS TENANT NAME Mr A Gow land C
23. agerName Priority EstateName Property Name Complaint 09 06 2006 Hugo Remnant 10 FELTON PARK ESTATE 1 COWSLIP HILL COTTAGE Unassigned Garden wall collapsed 09 06 2006 Hugo Remnant 1 FELTON PARK ESTATE 1 COWSLIP HILL COTTAGE Electrical Light Fitting loose h a S b e e n r e P a 1r e d 7 09 06 2006 Peter Combes 10 J JSTRAKER 1968 SETTLEMENT 1 COMMON HOUSE Unassigned Pipes leaking in bathroom 29 05 2006 Stephen Stubbings 1 ALLENDALE ESTATES G FUND 2 LOW MILL COTTAGES Unassigned Water leak from basin in upstail 11 04 2006 Peter Combes 1 ALLENDALE ESTATES D FUND DUKESFIELD MILL COTTAGE Unassigned Light fitting loose 10 04 2006 Peter Combes 2 ALLENDALE ESTATES D FUND DUKESFIELD ESTATE SHOOT Chimney Sweep Burning smell in hallway 05 04 2006 Peter Combes 1 ALLENDALE ESTATES N FUND 1 amp 2 WEST COTTAGE Chimney Sweep Burst pipes in loft Se it ec S m h e d 15S t d DEFECT ID Contact Telephone Contact Mobile Contact Email D EC t an d L E E t C d 1C k 240 Dr R J Fisher JOB STATUS A 7 the CLOSE button in STAGE 1 MANAGER Hugo Remnant 3 CONTRACTOR 4 Simmons Electrical Contracto CONTRACTOR LETTER the lower right corner LJ DEFECT E ENT LOG CLOSE The Close Defect screen will appear LAND FACTOR DEFECT DATABASE CLOSE DEFECT REPAIR ID 240 ERROR F OPEN O CLOSED DATE CLOSED 12 06 2006 CLOSED COMMENT Light Fitting has been replaced and tested 35 Left Click the CLOSED Checkbox You can incl
24. at you do REF ID NEW MOBILE 07988 3456789 not have to fill in both Mobile and Email NEW EMAIL gowland aol co uk either will do you can always return and CURRENT DETANS TENANT NAME Mr A Gowland TENANTID 88 complete or edit these details at another time E EMAIL ADDRESS Once you have entered the details click the ADD button and the details will be entered into the database REF ID You can see the entered details below NEV MOBILE NEW EMAIL the Tenant name If you wanted to EDIT me these details the button marked NEW TENANT NAME Mr A Gowland TENANT ID 88 MOBILE NUMBER 38 34567 will be displayed as EDIT click this EMAIL ADDRESS and you can amend the details 10 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Click the CLOSE button in the bottom right of the screen this screen will close and the previous screen from where you came from will appear ID 00125 001 CONTACT DETAILS TENANT NAME Mr A Gowland CONTACT TEL 0191 4557443 ADDRESS 1 MOBILE 07988 3456789 ADDRESS 2 EMAIL gowland aol co uk LOCALITY TOWNCITY NOTES COUNTY POST CODE You can now see that the Tenant details have been updated Click the CLOSE button in the bottom right of the scre
25. d then left click the button marked Defect Event Log the following screen then appears LAND FACTOR DEFECT DATABASE DEFECT EVENT LOG DEFECT ID 240 PROPERTY DEFECT LOG Double click to edit RepairLogID Log Date Report Date This screen will list all the Logged communications between the Tenant and their representatives who call the Office regarding the Reported Defect 30 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Click the New button to create a new event log The current Date will LAND FACTOR REPAIRS DATABASE DEFECT EVENT LOG automatically be recorded to REF ID Mumi DEFECT ID on the log 575 LOG DATE DEFECTDATE 09 06 2006 IEE EN ERROR a REPORT DATE DESCRIPTION REF ID 1 Juin DEFECT ID 0 Select the Type combo and az LOG DATE DEFECT DATE 09 06 2006 YP TIRE w ERROR LI Select from the list Ehe Telephone Letter Verbal Agent REPORT DATE description that is suitable DESCRIPTION for the event you are to create 31 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland When you have selected the type of log
26. e from 16 Railway Cottages Once the required property is located left mouse click the property address in the Properties List LAND FACTOR DEFECT DATABASE As you click the properties a NEW DEFECTS REF ID 190 SEARCH PROPERTY DETAILS LOG DATE 29 05 2006 LOG TIME 16 31 18 POST CODE A PESCH O tenant search will automatically TITLE Mr w ADDRESS1 FIRST NAME John TOWNICITY LAST NAME Smith g g TELEPHONE 0191 1234567 van begin 7 Chi Ssplaying the Tenant name COMMENTS Tenant s Father ES PROPERTY LIST Records Found 9 TENANT LI t h e EL gh t h a n d l 1 S t a E e a e 1 Mr amp Gowland Low Mill Cottages ALI 2 Low Mill Cottages Allendale lexham NE47 9Q4 ALLENDALE ESTATES 4 Allen Mill Cottages Allendale NE47 9EQ ALLENDALE ESTATES Leat House District 15 Washington ALLENDALE ESTATES Merryleazes East Hexham NE46 2NB ALLENDALE ESTATES Stone Hall Catton Hexham NE47 9QH ALLENDALE ESTATES C O Mrs A Grieve Low Hartley Cleugh Carrshield NE47 84 ALLENDALE ESTATES Low Mill Allendale Hexham ALLENDALE ESTATES P O Box Lee Newcastle Upon Tyne NE991SE ALLENDALE ESTATES TD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Note that several Tenant s may have used the property over time and therefore you may see several names the most recent tenant will be the one with the highes
27. en and you will return to STAGE1 of Defect entry Recording the Problem LAND FACTOR DEFECT DATABASE We can now complete the recording NEW DEFECTS Section 1 To be completed by the person who either spots the defect or takes the call reporting the defect vom 238 REPORTED EY of the reported defect enter in DATE TITLE Mr PROPERTY REF 12 FIRST NAME Mr A Gowland i mi GE SE ees the details of the PROBLEM and ADDRESS 1 COMMENTS Tenant s Father ADDRESS 2 LOCALITY then select your name from the TOWN CITY EAN CONTACT DETAILS POST CODE El TELEPHONE 0191 4557443 ESE ALLENDALE ESTATESGFUND MOBILE 07988 3456789 ENTERED BY ic omb O D OX TEE EMAIL gowland aol co uk CLIENT Allendale Estates GFund PROBLEM Click the VIEW REPORT button ENTERED BY Yvonne Marriott v ERROR o R4 F ll been The DEFECT REPORT FORM will be displayed showing the details of STAGE1 of the reported defect You can see that STAGES 2 amp 3 are greyed out as these have not yet been completed 11 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Defect Report Stage1 Sectionl has now been completed incomplete areas are shown greyed Ciienth ae Allendale Estates Fund DEFECTS REP
28. gre of damage and inform us of amy materials wed Tht remedial action carries Priority Status 1 URGENT atten SSAP tbe compe ed wih kh 1w 3 TO co St and whe Work D I p m E 2 Tobe compet clw Hiii a mo uti i When submitting your final account to Estate FELTON PARK ESTATE Property 6747 oo Land factor at the office please could you quote this reference HCR 240 Mam thanks for your attention and f you have amy queries please do not hessitate to contact me Tours sincerely Huge Remnant oo 60D Rw Feber PSOWSLIP HILL SOTTAGE Pried OF Jane 2005 25 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland LIVE WORK Review all reported Defects LIYE WORK Live Work Select any Live Reported Defect at any Stage from 1 3 Details can be edited by selecting a Reported Defect and then selecting the required Stage to be edited Left mouse click the button and the following screen will appear LAND FACTOR DEFECT DATABASE LIVE WORK SELECT MANAGER el LIVE _ CLOSED REPORTED DEFECTS IN PROGRESS Ge on Va to show details and Access Reported DateEntered Hugo Remnant Ge PARK ESTATE i F HILL COTTAGE Unassigned Garden wall collapsed Hugo Remnant S FELTON PARK ESTATE 1 COWSLIP HILL COTTAGE Electrical Light fitting loose Peter Combes 10 J J S
29. ject Coordinator to be responsible for this reported defect Left mouse click the button and the following screen will LAND FACTOR DEFECT DATABASE appear NEW DEFECTS SELECT MANAGER The list will show all DEFECTS AWAITING ACTION Double click to Display Defect Action Form DateEntered DEFECT ID the reported Defects 1 COWSLIP HILL COTTAGE Dr R J Fisher Unassigned Light fitting loose 09 06 2006 Hugo Remnant 1 COWSLIP HILL COTTAGE Dr R J Fisher Unassigned Garden wall collapsed which have not had any Action or Project Coordinator assigned The default appearance is ALL outstanding non assign Defects Displaying Defects by Manager Name LAND FACTOR DEFECT DATABASE Above The osc Is a NEW DEFECTS SELECT MANAGER filter that allows you to uble click to Display Defect Action Form ee een men eee dipl ax Defects related 1 COMMON HOUSE Mr amp Mrs Jewitt Unassigned Pipes leaking in bathroom 1 COWSLIP HILL COTTAGE Dr R J Fisher Unassigned Light Fitting loose 1 COWSLIP HILL COTTAGE Dr R J Fisher Unassigned Garden wall collapsed to specific Managers Select this drop down list and select any Manager s name 14 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland When a filter has been applied the list will auto populate and di
30. ll appear for the selected Defect CONTRACTOR DEFECT COMMENTS Section 3 REPAIRID 240 ACTION TENANT Dr R J Fisher Repair Faulty light Fitting PROPERTY 1 COWSLIP HILL COTTAGE Se FELTON PARE ESTATE INSTRUCTION TO CONTRACTOR TENANT UNDERTAKING REPAIR oO Replace the fitting if it shows any signs of damage and inform us of any materials used DEFECT CAT Builder CONTRACTOR I Chimney Linings Chimney Sweep Damp Proofing Insured to Double Glazing 01 01 2010 Drainage Dry Stone Waller Electrical Fencing Grass Gas Heating Engineer Joiner OPEN DATE INSTRUCTED ESTIMATED COST 0 00 FILE REF INVOICE REF PRINT CONTRACTOR LETTER Complete any special instruction to the Contractor and then select a Defect Category to the Defect All Defects fall into distinct Defect categories e g Light Fitting would be Electrical CONTRACTOR DEFECT COMMENTS By selecting a Section 3 REPAIRID 240 ACTION TENANT Dr R J Fisher Repair Faulty light Fitting c at e go ry W H I 1 a 1 Ow l PROPERTY 1 COWSLIP HILL COTTAGE EINE FELTON PARK ESTATE INSTRUCTION TO CONTRACTOR TENANT UNDERTAKING REPAIR CO Replace the fitting if it shows any signs of damage t h e d a t ab ase t O and inform us of any materials used DEFECT CAT Electrical first search all Company Town City Dektbone CategoryName Insverified Leed records and display any contractor who normally looks after OPEN DATE INSTRUCTE
31. losing Comments will be lost 36 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland ANALYSIS REPORTS ANALYSIS REPORTS Analysis Reports Left mouse click the button and the following screen will appear LAND FACTOR DEFECT DATABASE ANALYSIS REPORTS REPORTS _ CRITERIA PPEPPPPIP kk When you Left Click any of the checkboxes on the left the Criteria panel will become visible JS The enabled criteria allow PROPERTY v S CLIENT WW you to construct reports S ee zl based upon E TEAM TWA ARM PAC E MANAGER el C PROJECT COORDINATOR iv 1 Pro p ert y Name C CONTRACTOR el 2 Cli tN L PRIORITY el S GE as L REPAIR ID wW 3 Estate Name REPORT DATE START m 4 Manage r INCLUDE f LIVE Eye Ce oe Project Coordinator TENANT RESPONSIBILITY d Ge Priority 7 Repair ID 8 Date range ml You can also Cconslrucr reports based upon a combination of these criteria The criteria that become enabled will depend upon the checkbox you have selected only one checkbox can be selected at a time Print Preview and Print buttons allow you to view the Report and then Print hard copies 37 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0
32. n to printout and file the DEFECT REPORT FORM Then click the CLOSE button to exit STAGEL LAND FACTOR DEFECT DATABASE Section 1 To be completed by the person who either spots the defect or takes the call reporting the defect Should you have not completed REF ID REPORTED BY 238 PROPERTYREF t25 FIRST NAME Mr A Gowland i Si wm namen OC m tne necessary Ehe during propery name um eem O mee See Ee 2 Low Mil Cottages COMMENTS Tenant s Father H IN stagel a yellow WARNING eum em rowwicry mei cow maen pene ae CONTACT DETAILS message wi 11 appear a TELEPHONE 0191 4557443 aie Ane anes MOBILE 07986 3456789 ee EMAIL gowland aol co uk CLIENT aera preventing you from leaving PROBLEM STAGE until the necessary ENTERED BY Yvonne Marriott Marriott fields have been completed ERROR a You will now be returned to the Entry Screen DEFECT DATABASE AND FACTOR versioni 1 17 VIEW DETAILS F 7 CONTRACTORS REPORTED DEFECT LIVE WORK ANALYSIS REPORTS Text area used For messages to Database User s 13 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland ge2 Assign a Defect Action Stage2 Assign Action and Pro
33. nt 10 FELTON PARK ESTATE 1 COWSLIP HILL COTTAGE Unassigned Garden wall collapsed Hugo Remnant FELTON PARK ESTATE 1 COWSLIP HILL COTTAGE Electrical Light Fitting loose Peter Combes J J STRAKER 1968 SETTLEMENT 1 COMMON HOUSE Unassigned Pipes leaking in bathroom Stephen Stubbings ALLENDALE ESTATES G FUND 2 LOW MILL COTTAGES Unassigned Water leak from basin in upstai Peter Combes ALLENDALE ESTATES D FUND DUKESFIELD MILL COTTAGE Unassigned Light Fitting loose Peter Combes ALLENDALE ESTATES D FUND DUKESFIELD ESTATE SHOOT Chimney Sweep Burning smell in hallway Peter Combes ALLENDALE ESTATES N FUND 1 amp 2 WEST COTTAGE Chimney Sweep Burst pipes in loft DEFECTID Tenant Name Contact Telephone Contact Mobile Contact Email 240 Dr R J Fisher JOB STATUS STAGE 1 MANAGER Hugo Remnant 3 CONTRACTOR 4 Simmons Electrical Contracto CONTRACTOR LETTER m DEFECT EYENT LOG m CLOSE The lower half Job Status displays the current state of each Defect here you can see if the main details at each stage have been completed 2 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Preview Print Edit each Stage STAGE 1 MANAGER Hugo Remnant 2 PROJECT COORDINATOR Henry 3 CONTRACTOR 4 Simmons Electrical Contracta CONTRACTOR LETTER
34. or TestBench LF_db0105 LF_ap17 1 z e 7 LAND FACTOR DEFECT DATABASE SELECT MANAGER Hugo Remnant Di DEFECTS AWAITING ACTION Double click to Display Defect Action Form DEFECT ID 240 Form View The previously completed Defect will then automatically be removed from the List showing the remaining Defects that need Actions to be assigned You can complete another Defect Action or close the screen to return to the Main Entry Screen DEFECT DATABASE LAND FACTOR REPORTED DEFECT VIEW DETAILS INPUT DEFECT CONTRACTORS ASSIGN DEFECT ACTION INSTRUCT CONTRACTOR Text area used for messages to Database User s SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk 18 DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Stage3 Assign Defect Action Stage3 INSTRUCT CONTRACTOR Assign Contractor and Printout Letter to inform the Contrcator of the Defect to be repaired Left mouse click the button and the following screen will appear LAND FACTOR DEFECT DATABASE CONTRACTOR ASSIGNMENT SELECT MANAGER EN DEFECT ID DEFECTS AWAITING CONTRACTOR ASSIGNMENT Double click to Display Contractor Assignment Form DateEntered ManagerName Priority Property Name Tenant Name Ss Complaint_ y OO DU
35. splay any Defects for the selected Manager LAND FACTOR DEFECT DATABASE Next double click any NEW DEFECTS SELECT MANAGER Defect and the Defect DEFECT ID DEFECTS AWAITING ACTION Double click to Display Defect Action Form d d 09 06 2006 Hugo Remnant 1 COWSLIP HILL COTTAGE Dr R J Fisher Unassigned Light Fitting loose A C t LOW screen wi 1 I a D D ear 09 06 2006 Hugo Remnant 1 COWSLIP HILL COTTAGE Dr R J Fisher Unassigned Garden wall collapsed for the selected Defect Details Form LAND FACTOR DEFECT DATABASE The Date that this stage DEFECT ACTION ACTION DETAILS PROPERTY DEFECT LIST DEFECTS HISTORY i Section 2 To be completed by Defect Administrator or the Manager h a S b e e n E 1 1 1 e d O u E h a S E O DEFECTID 240 DATE TODAY TENANT Dr RJ Fisher BEE be added left click the Light fitting loose PROPERTY 1 COWSLIP HILL COTTAGE ESTATE FELTON PARK ESTATE MANAGER Hugo Remnant COORDINATORS Henry Double click to select TODAY command and the date will auto appear PRIORITY 10 Unassigned The Date can be edited if ACTION required Should you forget to add a DEFECT REPORT Date this will automatically be assigned when you select the Priority for the Defect 15 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell
36. t number shown before the name Once you have identified the Tenant double left click the name and a CONFIRM TENANT button will appear At this stage you can change your Mr amp Gowland selection should you have made a mistake in choosing the wrong Tenant or Property details it would be best to confirm your selection with the person on the phone before clicking CONFIRM When you click the Confirmation button the current screen will automatically close and a new screen will appear This screen is the final part of Stage 1 Defect entry 7 SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Defect Details LAND FACTOR DEFECT DATABASE NEW DEFECTS Section 1 To be completed by the person who either spots the defect or takes the call reporting the defect REF ID 238 DATE 29 05 2006 PROPERTY REF 1250 TENANT PROPERTY NAME ADDRESS 1 ADDRESS 2 LOCALITY TOWN CITY eal E COUNTY POST CODE N ESTATE A G FUND Allendale Estates G Fund CLIENT PROBLEM Water leak from basin in upstairs bathroom REPORTED BY TITLE Mr FIRST NAME Mr A Gowland LAST NAME Smith TELEPHONE 0191 1234567 COMMENTS Tenant s Father CONTACT DETAILS P TELEPHONE MOBILE EMAIL ENTERED B
37. tered DI RJ Feber Presper o CotactTekpiore Nimbers Forpe gor who repored detect Ir For Tenant Landline DN Report Taken By Tobe compktd by the Property Marageror Adm bktatr respoisbe Hractb ihig Higo Rem saat Date 07 06 0005 be Dam 47 kou be Rplaced ther are skas ofdanage orth to okl Asskwed P forty Number and Descrptba fi 1 IMMEDIATE Same Cay 2 URGENT 2448 Hours 3 A SOON AS POSSIBLE Witiin 1 week 4 45 SOON AS CONVENIENT Within 1m onth 5 ROUTINE As and whenwork load permits To be conpkt dby te Adm hitabr eo bk for caryhgotthe actbi stated b Section 2 EI No viet acton Required 08 June 2008 17 at this stage and the previous Stage The grey area at the bottom shows that the third stage has not yet been completed By looking at the dates on Stages 1 amp 2 you can see when these were completed SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland When you close the Defect Action screen you will be returned to the Stage2 Defect List 2 Landfactor Repairs Database frmRepairs20_New Form BAX 2 File Edit view Insert Format Records Tools Window Help Type a question for help X A AAN Ee Om M AR eee N EAE RA A AN EAA Be A iO DY 4 A Gy Favorites Gor FA 1 Office Projects LandFact
38. ude any closing comments When you close the screen from the Exit button the Reported Defect will be removed from the Live Work list SCANTIME ENGINEERING LTD PROJECT LF0105 PRUDHOE NORTHUMBERLAND TEL 44 0 7974 005661 Email support scantime co uk DEFECTS DATABASE USER MANUAL Land Factor Bywell Estate Office Stocksfield Northumberland Viewing Closed Work From the Live Work screen Left Click the Closed checkbox and all completed Reported Defects will be shown You can access the Defect Stages and View and Edit the details as you would with Live Defects also view the Reports and Printout any reports relating to the Reported Defect SELECT MANAGER DateEntered ManagerName Priority EstateName Hugo Remnant 1 FELTON PARK ESTATE 1 COWSLIP HILL COTTAGE Electrical Light fitting loose DEFECT ID Contact Telephone Contact Mobile Contact Email 240 Dr R J Fisher JOB STATUS STAGE 1 MANAGER Hugo Remnant 3 CONTRACTOR 4 Simmons Electrical Contracto CONTRACTOR LETTER LJ DEFECT EVENT LOG m CLOSE LAND FACTOR DEFECT DATABASE To reverse a Closed Defect and turn it CLOSE DEFECT back to a Live Defect click the Close REPAIR ID 240 ERROR o OPEN O CLOSED DATE CLOSED 12 06 2006 button and then Le TE Click OPEN CLOSED COMMENT Light Fitting has been replaced and tested checkbox The Reported Defect will return to the Live Work list NB Any previous C
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