Service Provider`s Elogbook Manual
Contents
1. Clogbooks fJ SERVICE PROVIDER S ELOGBOOK USER MANUAL Elogbooks Facilities Management Ltd 2012 Clogbooks facilities management Service Provider s Elogbook Manual Welcome to the user manual for the service provider s electronic logbook If you are limited by time constraints in reading and understanding this manual we suggest the most important areas with which to familiarise yourself are the sections describing UPDATES DUE and QUOTES These two areas of the logbook form the most important part of your requirement to keep the support desk updated with information about work or services you have done and quotes estimates that have been requested of you Works planned and reactive and quotes estimates have chase calls attached to them which if not regularly actioned will prompt emails and chase calls to you from the support desk asking for updates We have tried to make the service provider s electronic logbook as intuitive as possible and we welcome any feedback on how we can improve your interaction with the logbook Please call the Technical Support and Training team on 01480 499744 or email us on techsupport elogbooks co uk if you have any comments or queries Elogbooks Technical Support amp Training Clogbooks TABLE OF CONTENTS 01 The Basics 4 What is the service provider s Elogbook 4 Logging on A The Logbook Layout 5 02 The Index Tab 6 03 Performance Statistics 7 Overall Performa2. Status Completed Filter Date Aft Tre Attend Due 15 03 11 Date Completed 15 03 11 Complete Due Log A New Job Job Description PO No 536474 5 matching jobs Loud noise coming from the plant room Can an engineer attend to investigate Job JobDescription Status The View Helpdesk display shown below shows all updates filled out by you as well as updates from the helpdesk and client correspondence including the time and date of each correspondence as well as the name of the relevant party Reactive Jobs Dannant Vale Svs View Job Job N 201951 gt Date Logged 26 03 11 Status Completed Filter Date Attended 20 03 12 Attend Due 27 03 11 Date Completed 20 03 12 Complete Due Log A New Job No update is due Service Provider Dannant Vale Svs Zus Raise New Query gebt gen Desenption U Status _ tified owled 201951 Entrance lights are not working Completed us cana amare 201954 Ceilng in toilets need replacing on floor 8 Isc Acknowledge 201955 Site FM called job directly through Bin area To Be Appro By z pond Sent email to Michael Hammer 201942 Loud noise coming from the plant room Ca Completed AT 08 40 Vale ondon Demonstration House 201941 Please can someone attend site and repair In Progress pales eae Status changed from Assigned to 20 03 12 Problem fixed 08 40 care Sent email to Eng Dannant Vale Svs 26 03 11 Customer group co
3. Clogbooks E facilities management With the survey displayed on the right hand page you can now work through each question of the survey in turn A description and detail field are displayed for each question so you know what is being surveyed e Ifa particular question of the survey is not relevant to the work you carry out on behalf of the client just click in the n a box to mark it as not applicable the question will not count towards your score e For each question you must provide a score from 0 to 5 where O is very poor and 5 is excellent e For any score other than 5 you must provide some additional detail in the Your Comments box Service Providers Surveys KPIs Health amp Safety KPI Description Environment Survey Site Detail A safe working environment maintained at all times Score E na 5 Al requirements have been achieved satisfactorily M amp E KPI Brent Isopan House Health amp Safety KPI Brent Isopan House History Filter No matching KPIs Surveys Incidents Have any incidents been correctly logged and reported E n a 4 The vast majonty of requirements have been achieved v A minor incident wasn t reported but procedures changed to not happen again Equipment Are all equipment maintenance records and PAT testing logs up to date E n a 5 All requirements have been achieved satisfactorily Your Score 0 At any time while you are completing the survey you can click the
4. Loud noi ing from the plant C leted 2542 Lou noise coming rom the plat room Compl 4 201941 Please can someone attend site and repair In Progress THE JOBS LIST The jobs list on the left page is divided into three columns Job shows the unique job number which is used to identify each job within the logbook You can click Update View Helpdesk Job N 201942 gt Date Logged 14 03 11 Status Completed Date Attended 15 03 11 Attend Due 15 03 11 Date Completed 15 03 11 Complete Due Job Description PO No 536474 noise coming from the plant room Can an engineer attend to 5 investigate Notes Priority Contact IssuedBy Engineer Priority 3 Within 24 hours Colin Dannant Vale Svs 3 4 gt Outstanding Works Recommendations vr Boiler primary circulating pump will need replacing i Outstanding Works Recommendation JU Approved Attach File owse No Related Jobs TO Quotes 10001 Loud noise coming from the plant room Can an engineer attend to investigate on the job number to display the job information on the right hand page Job Description shows a brief description of the job to help you identify it You can click on the job description to display the job information on the right hand page Status shows the job status which will change as the job progresses and which will allow you to know whether the job has been attended co
5. This will open up Excel and display the information which you can print and or optionally save with the standard Save File function of Excel Note that any data that you change while viewing it in Excel will not be changed within the main Planner Site All v View Hide Help Close PPM Planner isits View in Excel 2010 2011 Filter ID Description Location Jan Feb Mar Apr May Jun Jul Aug Sep Brent Isopan House 01 02 03 04 05 06 07 08 09 10 11 1213 14 1516 17 18 19 20 27 22 23 24 125 26 27 28 29 30 31 32 3334 35 36 37 7 Boiler Hamworthy modu Boiler Hamworthy Modu 719 Boiler Hamworthy Modu A 745 Closed Water Systems 723 Cooling Tower FRR MNS Tank MN 12 05 THE REACTIVE TAB Clogbooks EF facilities management The Reactive tab takes you to the section of the logbook where you can manage all of your reactive work Reactive work is any work that has not been pre diarised at the start of your contract as outlined in the PPM area of the logbook Once you have clicked on the reactive tab as shown below you will see a page displaying a list of reactive jobs the jobs list on the left and the detailed information for the highlighted job on the right Reactive Jobs Assigned Filter Log A New Job UIT 201954 Ceilng in toilets need replacing on floor 8 Isc Acknowledge S 201955 Site FM called job directly through Bin area To Be Appro ondon Demonstration House
6. o Status of job Outstanding Works Recommendation 8 Exclude E Attach File Browse Customer No Related Jobs TO Quotes If none selected show all Outstanding Work m Job requires further work tatus Has Notes You have added notes to the job E Note Due E Due A Should have been done by now Due 30 Days m For example you may want to see only the jobs that have a status of acknowledged Once you ve completed the filter selections click on the Filter button to refresh the page and this will display just the jobs that match your filter request You will also need to minimize the filter menu by clicking on the filter bar at the top once again Hint If you want to select more than one option from a drop down box use CTRL LEFTCLICK Another way of finding a specific job is to use the Search tab which is documented later in this manual 14 Clogbooks EF facilities management DOWNLOADING THE JOB LIST AS A SPREADSHEET If you wish to download your filtered results as an Excel spread sheet simply click on the View In Excel button When you highlight a reactive job on the left hand page you have a choice of two displays available to you on the right hand page both of which provide you with more details about the job The default one which is shown below is the View Job screen which shows basic details about the job which is located at the bottom of the filter screen ee UE eee ee eee Misse
7. 26 03 11 Find Jobs Find Quotes Progress someone attend Demonstration Vale Svs Clear Form lt im 2 site and repair the House entrance door Job Quote N Date In Start Date In End Date Due Start Date Due End Customer Descrioti entrance door None Selected Reactive Engineer None Selected Status Draft Acknowledged Depending on your search criteria if there are more than ten results you will also have a page navigation tool to move forwards and back between pages to view all of your results If you want to remove all of your search criteria and start again click on Clear Form 35 facilities management books E Clog 36 Elogbooks Facilities Management Ltd Clogbooks BJ unit 30 facilities management Stephenson Road St Ives Cambridgeshire PE27 3W
8. and on the right hand page is a switchable view of the job details There are several hot links at the top of the page to display sub sets of the overdue jobs as follows e Attend Overdue Reactive jobs that have already missed their attendance SLA e Complete Overdue Reactive jobs that have already missed their completion SLA e Missed PM Planned maintenance jobs that have not been done on schedule When you highlight one of the jobs on the left hand page you will see the Attend Due and Complete Due dates displayed at the top of the right hand page Overdue Jobs Jobs Which Have Missed Their SLA Update View Helpdesk Job N 201954 gt Date Logged 26 03 11 atus Acknowledges Attend Overdue 3 Complete Overdue 3 Missed PM 430 Date Attended Attend Due 01 04 11 Date Completed Filter p Complete Due 3 matching jobs Job Description PO No Verbal Ceilng in toilets need replacing on floor 8 Isopan House Replace as ob Description soon as possible Job logged by DVS at request from site FM via Brent Isopan House 201951 Entrance lights are not working Assigned Notes 201954 Ceilng in toilets need replacing on floor Acknowled 201955 Site FM called job directly through Bin area To Be Appro Priority ontactissued ngineer b Priority 4 Within 5 Days Next Routine Dannant Vale Svs Outstanding Works Recommendations A Outstanding Works Recommendati
9. described for the jobs displayed in the Reactive Planned and Quotes tabs are also available for jobs displayed here in the Updates Due tab To avoid duplication in this manual refer to the corresponding section in the Reactive Tab for details on how to use the following features on the Updates Due tab Filtering the updates due jobs list Download the updates due jobs list as an Excel spread sheet Switching between the view job and view helpdesk page e Printing an updates due job Updating an updates due job 28 Clogbooks facilities management 10 THE PPM DUE TAB The green PPM Due tab provides a list of all planned jobs that will become due within the next 30 days The purpose of this tab is to let you see the up and coming planned work before it becomes overdue The layout display and operation of this tab are similar to the Reactive Planned and Quotes sections described earlier On the left hand page is the list of the planned jobs and on the right hand page is a switchable view of the job details Job Ne 201197 5 Filter Status F ob Die nr Bon Hause Script Window and Low Level Canopy Mo Registered Lift Monthly Registered 201 Weekly Fire Alarm Test Monthly Registered CWS Tank 20 Quarterly Feature Lighting Reception 23 M Registered 201575 Fire Alarm 24 Quarterly Registered 201611 MCC Panel 16 Annually Registered 201156 Clean Window and Low Leve
10. of which is determined by the customer of the system you are using The system will automatically prompt and chase you for these updates If you need to postpone a job please contact the support desk so that they can adjust the chase dates You can update a reactive job at any time by clicking on the UPDATE link at the top of the right hand page Job and Quote Updates Due by midnight tonight Job N 202223 gt u Status In Progress Reactive Updates 1 Planned Updates 0 Quote Updates 3 Date Anended 26 03 11 Attend Due 27 03 14 1 matching jobs ee Complete Due Job Description Fire doors damaged by recent vandalism Please repair as soon as possible Job obDescription Status 202223 Fire doors damaged by recent vandalis Location Notes a Reactive Jobs Update View Helpdesk Job N 201941 5 Date Logged 26 03 11 Status In Progress Filter Date Attended Attend Due Job N 201941 Lu Date Completed 00 00 00 Complete Due Customer London Demonstration House Job Description Work Carried Out or Progress ate ds aus Please can someone attend site and repair the entrance door Tick box if there are Outstanding Works or E Priority Contact ssued By Engineer Recommendations for escalation to the Manager COo a aa Dannant Vale Svs If Job is finished please enter the completion date b Work Carried Out dd mmiyy Tick box if you need to raise a Quote for furt
11. remsining Y Customer None Selected Priority ontact sued By Engineer Optional Fields Dannant Vale Svs Job Group NL 7 E Typs of sok None Selected v Work Carried Out Purchase Order A PO number or other Reference Outstanding Works Recommendations Add New Job eset al Once you have filled in all the details about the new job click on the Add New Job button which will send the job to the FM for approval even if it was them who asked you to log the job PRINTING A JOB SHEET When displaying a job it is also possible to print a job sheet should you wish to present one to an engineer or client for a signature or approval If you click on the small printer icon on the very top right of the right hand page next to the job number a new window will open containing a printable version of the job Reactive Jobs Dannant Vale Svs View Helpdesk Date Logged 26 03 11 Filter Date Attended 20 03 12 Attend Due 27 Date Completed 20 03 12 Complete Due Log A New Job apnea Job Description points PO No 34567 Entrance lights are not working 20 Clogbooks E facilities management 06 THE PLANNED TAB The Planned tab takes you to the section of the logbook where you can see all of the individual jobs that form part of the planned maintenance which we saw previously on the PPM Planner The layout and operation of this section of the logbook is very similar to the Reactive Section
12. On the left hand page is the list of planned jobs and on the right hand page is a switchable view of the job details via view job and the helpdesk history via view helpdesk Planned Jobs Update View Helpdesk Job N 201537 a Date Logged 23 02 11 Status Registered Filter Date Attended Attend Due 31 12 11 496 matching jobs nine st Complete Due Job _ Job Description Status 201526 Cooling Tower Monthly CWS Tank 20 Annually 201548 Emergency lighting test Monthly 201559 External Lighting 43 Monthly 201563 F amp E Tank 18 Annually Feature Lighting Reception 33 Monthly Et 201578 Fire Alarm 24 Quarterly Outstanding Works Recommendations 201608 Internal Lighting 42 Monthly Registered 201621 Meter Readings 47 Monthly Registered 201631 Monthly CWS Tank Temp 49 Monthly Registered 201641 Monthly Water Temps 48 Monthly Sanitaryware 40 Monthly 201678 Waste amp Soil Drainage 39 Monthly Cooling Tower Monthly 6 1 No Related Jobs TO Quotes 201547 Emergency lighting test Monthly Job Description CWS Tank 20 1 15 of 496 results gt gt 1234567 Many of the other facilities described for the Reactive tab are also available for the Planned tab To avoid duplication in this manual refer to the matching section in the description of the Reactive Tab for details on how to use the followin
13. Save Changes button at the top of the page to save your changes This may be required if the survey will take some time to complete or if you need to go off and do some other work before you can fully complete the survey 31 Clogbooks facilities management SUBMITTING THE SURVEY When you ve completed all of the questions in the survey and you are ready to submit it to the client first click the Save Changes button and then click the Submit button Service Providers Surveys KPIs Health amp Safety KPI Description Environment A safe working environment maintained at all times E na Health amp Safety KPI Brent Isopan House 5 Al requirements have been achieved satisfactorily Survey Site M amp E KPI Brent Isopan House History Filter No matching KPIs Surveys Incidents Have any incidents been correctly logged and reported E n a 4 The vast majonty of requirements have been achieved Y A minor incident wasn t reported but procedures changed to not happen again Equipment Are all equipment maintenance records and PAT testing logs up to date E n a 5 Al requirements have been achieved satisfactoniy After clicking the submit button you will be asked to confirm the submission Click OK if you are happy to submit your survey ia Ti Are You Sure er 32 logbooks fJ facilities management Once you have submitted the survey it will move from t
14. The percentage of times you have attended a job within the p k a Reactive Job SLA deadline Updates 100 71 4 Reactive Job updates Based on the percentage of outstanding reactive job reminders eee 100 982 Planned Job updates Based on the percentage of outstanding planned job reminders PPM Complete 81 7 PPM Complete Based on the percentage of PPM completed on time 5 oa a a Quote Updates Based on the percentage of outstanding quote reminders Quote Updates N IA 50 Quote Turnaround Based on the average amount of time it takes you to respond to quote requests Quote Turnaround N A N B Figures refreshed at midnight Clogbooks facilities management Here is a brief description of each individual performance category Reactive SLAs Agreed This is the number of jobs you attended before the required job priority as entered by you when updating the job If you did not attend site within the requested priority you will have missed the Reactive SLA for that job Reactive Job Updates This is based on the frequency and number of jobs that you have updated though the logbook If you have called into the support desk to update a job i e instead of using your logbook that update will not be reflected here Your job updates should always be done using the Updates Due tab unless you are unable to access the logbook due to internet connection issues Planned Job Updates This is the sa
15. ar to display Job Group Type of job skill required Description Job description Location Part of the asset location Leg Comp Show legislative compliance jobs only Frequencies Include only the selected frequencies Rows Page Number of rows to show per page 2011 Fire None Selected Caretaker Services Drainage Gutter maintenance Eye bolt Cradle maintenance Fabric HVAC Maintenance Intemal Cleaning Lift Maintenance ES Security Equipment access cctv alarm Health and Safety OPA E Half Yearly E Annual E h If there are more than 20 PPM jobs to display the planner will automatically divide the planner into several pages To view the extra pages you can use the page navigation numbers at the bottom of the Planner table 1 15 of 132 results re ER Frequencies W Weekly F Fortnightly M Monthly B Bi Monthly Q S amp S ar T Tri Annually H Half Yearly A Annually D AdHoc Re Reactive Job gt gt Registered Actioned Done Reviewed Overdue Missed PPMI Other It will tell you how many filtered jobs there are in the overall display in our example there are 132 and how many pages the display has been divided into Click on any of the page numbers to move to the relevant page 11 Clogbooks Ef facilities management VIEWING A PLANNED JOB If you want to know more about a particular planned job you can simply hover the mouse over the job o
16. arious tabs which allow you to navigate around the logbook On the left side you will see the following tabs Overdue Contains a list of all jobs reactive planned that have already missed their SLA Updates Due Displays any jobs reactive planned or quotes which require an update by midnight today and for which chase emails will be issued tomorrow if updates are not provided PPM Due A list of all PPM jobs due for completion within the next 30 days Search Find a job within the logbook using a range of search criteria User 1 Displays your custom info and uploaded documents KPIs KPI surveys that have been raised by the client and which need to be completed by you On the right side you should see the following tabs Index This is the main index page On the left are links to the other sections in the logbook On the right is a summary of your performance statistics together with a list of your customer sites PPM This planner shows all planned work that is due across the year and it also shows you the status of these jobs It is a good way of planning your maintenance work over the coming months Reactive This is a list of your reactive work with information about each of these jobs Planned With this tab you can view all of your planned jobs individually as opposed to an overview of all planned work Quotes This displays the status and details of all quotes estimates This is also the place
17. d Attend Missed the attendance due date Missed Complete Missed the completion due date Missed PM Missed the due date Update Due Has an update due by midnight tonight Leg Comp Legislative Compliance Jobs Green Jobs Jobs with an energy usage impact Log A New Job O aaga g E THE VIEW JOB SCREEN Reactive Jobs Dannant Vale Svs View Helpdesk Job N 201951 sa Date Logged 26 03 11 Status Completed Filter Date Attended 20 03 12 Attend Due 27 03 11 Log A New Job z Date Completed 20 03 12 Complete Due 5 matching jobs Job __ Job Description Job Description points PO No 34567 Entrance lights are not working Entrance lights are not working Completed 201954 Ceilng in toilets need replacing on floor 8 Isc Acknowledge 201955 Site FM called job directly through Bin area To Be Appro 201942 Loud noise coming from the plant room Ca Completed ondon Demonstration House 201941 Please can someone attend site and repair In Progress No Related Jobs TO Quotes job customer engineer helpdesk 15 Clogbooks EF facilities management THE VIEW HELPDESK SCREEN If you want to see more detailed information about the job you can click on the View Helpdesk link on the top right hand page Hint the right hand page switches between the View Job and View Helpdesk displays Hate View Helpdesk ogged 1403111 Reactive Jobs Up Job N 201942 sa
18. erformance Reactive Jobs 625 9 N A Planned Maintenance Access Brent Isopan House London Cloth Street London Quotes Demonstration House London Granchester House London Grosvenor Gardens London Sovereign House 5 Notes Due Norfolk House Sutton Heritage House l Updates Due Search User Data 1 Summary Report Help Clogbooks E facilities management 03 PERFORMANCE STATISTICS OVERALL PERFORMANCE The Index page shows a light which will indicate your overall performance status and it also shows how your performance compares to all the other service providers operating at the same client e Your light will be GREEN if you are performing more than 5 better than the average performance of all the other service providers e Your light will be AMBER if you are performing within 5 above or below the average performance of all the other service providers e Your light will be RED if you performance is at least 5 under the average performance of all the other service providers INDIVIDUAL STATISTICS If you click on the single light on the Index page it displays the individual statistics that were used to generate the overall performance status as shown here Service Providers Statistics Your Status Average Performance ue Performance These statistics are calculated as an average across all service Reactive SLAS 50 0 providers for the previous 30 days achieved 72 51 1 Reactive SLA
19. f the year are numbered Down the left hand side is a list of all of the assets requiring routine work or other routine tasks Sit All v View Hide Help Close te nil ilii o PPM Planner Reset Book Visits View in Excel 2010 2011 Filter MT ID Description Location Jan Feb Mar Apr May Jun Jul Aug Sep Brent Isopan House 01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 717 Boiler Hamworthy modu 718 Boiler Hamworthy Modu A 713 Boiler Hamworthy Modu A NT 745 Closed Water Systems Q z 723 Cooling Tower 728 CWS Tank 20 ga 753 Earth Bonding main amp PPM Due z Electrical Distribution Sy A ALL 752 Emergency lighting test 75 u External Lighting 43 gt pa gt m m 7260 F amp E Tank 18 TTT 720 Fall Arrest System 22 741 Feature Lighting Rece M Oo GE Ba E s jonp H peuueid ap e y Fire Alarm 24 m o 643 Fire Evacuation Drill H saa 4 In p 1 15 of 132 results gt gt ii fae AT Frequencies W Weekly F Fortnightly M Monthly B Bi Monthly Q Quarterly Registered Actioned Done Reviewed Overdue Missed PPMI Other T Tri Annually H Half Yearly A Annually D AdHoc Re Reactive Job As the year progresses the background shading of the cells in the table will move from left to right so that you can easily determine the cur
20. g features on the Planned tab e Filtering the planned jobs list e Download the planned jobs list as an Excel spread sheet e Switching between the view job and view helpdesk pages e Attaching files to a planned job e Printing a planned job s job sheet e Updating and closing a planned job 21 Clogbooks E facilities management 07 THE QUOTES TAB The Quotes tab takes you to the section of the logbook where you can see all of the quotes on the system The layout and operation of this section of the logbook is very similar to the Reactive and Planned sections On the left hand page is the list of quotes and on the right hand page is a switchable view of the quote details Quotes Filter Log A New Quote 2 matching quotes Date In Quote Request Status ob Loud noise coming from the pla Assigned ondon Demonstration House ara 11 please can you come and fix my we Requested a Quote Status Key QUOTES LIST Job N 201942 View Helpdesk Date Logged 15 03 2011 Update Due 07 04 2011 Quote N 10001 gt Status Assigned Status Completed frrr Requested From Customer Dannant Vale Svs Brent Isopan House Quote Request Loud noise coming from the plant room Can an engineer attend to investigate Location Plantroom Notes Upload Quote As PDF Enter Quote As Text quote customer job helpdesk The left page shows up to the first 20 quotes in date order If there are more
21. h amp Jones Brent Isopan House Quote Request Please quote for replacement of Brent Isopan House main chiller no 1 Enter Quote Text quote customer helpdesk This subform allows you to enter as free form text the following details about your quote e A description of the work required e Acost for the labour e Details of materials required to complete the work e Acost for the materials Once you have filled out this form click on the Add Quote Text button to prepare your quote for submission The right hand page will be updated to show your quote information and you can then click on the Submit Quote to Customer button to send the quote to the client for approval RS SE nun ES RL Reiter Quote Status Key Work To Be Carried Out Date Work Required Charge 2803 11 Quite a bit of work especially in the loft a 100 Materials Required Date Materials Required Quantity Charge 26 0 11 Paint and chip board er Submit Quote To Customer 25 logbooks E facilities management 08 THE OVERDUE TAB The Overdue tab provides a list of jobs reactive and planned that have missed their SLA for attendance or completion This tab is coloured red to reflect the priority of the information that it displays The layout display and operation of this tab are similar to the Reactive Planned and Quotes sections described earlier On the left hand page is the list of the overdue jobs
22. he list of to do surveys on the left hand page to the History section below At this point and until the FM has approved the survey and marked it as complete the score for the survey will show as 0 0 Service Providers Surveys KPIs PPM up to date Survey Site r Is all the PPM up to date M amp E KPI Brent Isopan House TE n a P u 0 None of the requirements have been achieved History Filter Matching KPIs 1 Date Survey ipti Condition ofthe plant room 20 03 11 Brent Isopan House Health amp Safety KPI Is the condition of the plant room tidy and clean E n a 0 None of the requirements have been achieved Compliance certificates Are all compliance certificates in place n a 0 None of the requirements have been achieved Your Score 0 33 logbooks E facilities management FM APPROVAL AND COMPLETION When you submit the survey the FM can then view approve and complete the survey Within this process the FM has the option of adding his or her own comments to each section of the survey Once the survey has been approved and marked complete the display in the History section will be updated with the score 93 3 in our example below If you click on the survey in the left hand page display the details of the survey will be displayed on the right hand page Notice the FM s Comments field where the FM has added additional comments in response to one of the questions and yo
23. her T work Update Job No Related Jobs TO Quotes 18 Clogbooks facilities management When you are ready to post an update enter a full description of the work you have done in the Work Carried Out or Progress Update box This might be a full update of the work you have done or just a brief update to inform all parties of the progress that has been made or the reason why progress has not been made If you need to draw the FM s attention to this job e g to ask them to review an attached job sheet or if you need to escalate this job to the FM e g to let them know about a problem with the job click the box titled Tick Box If There Are Outstanding Works Or Recommendations For Escalation To The Manager This will flag the job and email the job notes to the FM so that they can check the job notes and act accordingly COMPLETING THE JOB If you have completed the job and want to mark it as closed simply click on the box marked If Job Is Finished Please Enter The Completion Date When you click inside this box it will automatically fill out today s date Make sure you have uploaded any related files or documents before submitting the job as completed RAISING A QUOTE FROM A REACTIVE JOB If you need to raise a quote from with this job e g for additional work simply tick the box titled Tick Box If You Need To Raise A Quote For Further Work and then close down the job as described above This will automatically rai
24. l Canop See the description of the Planned tab for more details of the other features available on the PPM due tab 29 nl Clogbooks facilities management 11 THE KPI TAB The KPIs tab allows you to complete customer KPI surveys Using the KPI s tab you can e View the KPI surveys that have been sent to you by the FM e Open a survey and complete the individual elements of the survey e Return the survey to the FM for acceptance and completion e View a history of the surveys that you have completed and returned COMPLETING THE SURVEY When an FM sends you a KPI survey for completion it will appear on the left hand page of your KPI s tab When you are ready to complete a survey click on the appropriate survey link and this will display the survey questions on the right hand page Service Providers Surveys KPIs Health amp Safety KPI Seve Changes eer 7 ription a Environment A safe working environment maintained at all times E na Health amp Safety KPI Brent Isopan House 75 0 lis ae r No matching KPIs Surveys Incidents Survey Site Target Score M amp E KPI Brent Isopan House 70 0 Have any incidents been correctly logged and reported E nla 0 None of the requirements have been achieved Equipment Are all equipment maintenance records and PAT testing logs up to date E n a 0 None of the requirements have been achieved Y Your Score 0 30
25. me as reactive job updates and it shows the percentage of planned maintenance jobs that need updating Remember PPM work needs to be updated before it expires You can view your PPM tasks and when they are due by clicking on the PPM tab to view the PPM planner PPM Complete This shows the percentage of PPM jobs completed on time over the past 30 days Quote Updates It is important to keep quotes up to date If a client has requested a quote from you you will be required to make regular updates to reflect the status of the quote You can view your quote updates by selecting quote updates in the Updates Due tab Quote Turnaround This shows how quickly you are submitting your quotes by monitoring the time taken from when the quote is raised to the time you submit the quote to the client See the Quotes tab for more details on submitting quotes STATISTICAL DATA The overall and individual statistics reports are generated from data that has been gathered on a rolling basis over the last 30 days The information and statistics shown in each report are collected and calculated at midnight each day so they will always show you the status as at midnight yesterday Any updates you do ona given day will not be reflected in the statistics until the following day Clogbooks EF facilities management STATISTICAL DETAIL If you click on any of the lights on the performance statistics page you will see the detailed information tha
26. mpleted or is waiting materials etc The job status can only be changed via an update as described later in the Job Update section 13 logbooks EF facilities management FILTERING THE JOBS LIST When you first open the reactive tab it will show you all of the reactive work you currently have open This could equate to tens or hundreds of jobs so a filtering tool is provided to allow you to narrow the list down to just the jobs that you are interested in If you click on the Search FILTER at the top of the screen the window will expand to show a series of filters as shown here on the left hand page nil iii Reactive Jobs Update View Helpdesk Job N 201951 sa Date Logged 26 03 11 Status Assigned Filter zer en Attend Due 27 03 11 ate Completed p Complete Due rrr JL Job Description PO No 34567 3 Order Dateln v nn Entrance lights are not working Results Per Page 15 x ani Number of jobs displayed per page 7 Dates Location Notes Date job was LOGGED 20 11 2010 to 25 11 2011 a A Job Description s Part of the description Job Group Caretaker Services A Priority Contact issued By Engineer lf selected show all s TU Fr Hs Drainage Gutter maintenance y Priority 3 Within 24 hours Dannant Vale Svs gt Eye bolt Cradle maintenance v Outstanding Works Recommendations 8 Job Type Non PM Om Type of job Additional Oo Comprehensive 2 Status
27. n the planner and some basic summary information will de displayed ID Description Location Jan Feb Mar Apr May Jun Jul Aug Sep Brent Isopan House 01 02 03 04 05 06 07 08 09 10 1112 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32133134 35 36 37 717 Boiler Hamworthy modu 718 Boiler Hamworthy Modu A 719 Boiler Hamworthy Modu gt 745 Closed Water Systems la 723 Cooling Tower m m m 728 CWS Tank 20 a Job 201518 753 Earth Bonding main amp Desc Cooling Tower olz 754 Electrical Distribution Sy Loc Eng Dannant Vale Svs Status PM Done 751 External Lighting 43 Freq Monthly 752 Emergency lighting test BBE HEG BE In 23 02 2011 Due 31 03 2011 18 00 00 730 Fall Arrest System 22 Day Thursday 720 F amp E Tank 18 741 Feature Lighting Rece nes m one 03 2011 732 Fire Alarm 24 LegComp m 643 Fire Evacustion Drill im If you want to see the full details for the PPM job you can click on the job in the planner and it will take you directly to the full job page as described later in the Planned section DOWNLOADING AND PRINTING THE PPM PLANNER You can if you wish download the PPM planner for printing or for use on your PC as an Excel spreadsheet This can be done using the View In Excel link at the top right hand side of the Planner just click on the year of the planner that you want to download and view
28. nce 7 Individual Statistics 7 Statistical Data 8 Statistical Detail 9 04 The PPM Tab 10 The PPM planner 10 Controlling The Planner View 11 Viewing A Planned Job 12 Downloading and printing The PPM planner 12 05 The Reactive Tab 13 The Jobs List 13 Filtering The Jobs List 14 Downloading The Job List as a spreadsheet 15 The View Job Screen 15 The View Helpdesk Screen 16 Attaching A file To A Job 17 Updating A Job 18 Completing the job 19 Raising a Quote From A Reactive Job 19 Raising a New Reactive job not available to all users 19 Printing a job sheet 20 06 The Planned Tab 21 07 The Quotes Tab 22 Quotes List 22 Submitting Your Quote 23 Submitting A Quote As An Attachment 23 Submitting a quote as text 25 08 The Overdue Tab 26 09 The Updates Due Tab 27 10 The PPM Due Tab 29 11 The KPI Tab 30 Completing the survey 30 Submitting The Survey 32 FM approval and completion 34 12 The Search Tab 35 Clogbooks B3 facilities management 01 THE BASICS WHAT IS THE SERVICE PROVIDER S ELOGBOOK The service provider s electronic logbook is a tool that enables you to keep track of your work It ensures that up to date information is available to both you and the client for whom you are doing the work It also features basic document management planning KPI survey and quote management modules Most importantly it provides a transparent method of communication and information storage that can be
29. ntact called in to say please go IEN ahead as a mater of urgency and requested the job was issued to Dannant Vale Services ae Sent email to Group Colin Wills helpdesk No Related Jobs TO Quotes job customer engineer helpdesk The View Helpdesk page is a good way of understanding the job s history and also of making sure that work is not repeated or duplicated t can save you time and phone calls The comments on this page are also viewable to the client so they can quickly check on the status of a job without needing to call you or the support desk thus ensuring full visibility at all times and to all parties concerned 16 Clogbooks E facilities management ATTACHING A FILE TO A JOB You can attach documents e g PDF WORD Excel to a job by using the Attach File section on the bottom of the View Job display Reactive Jobs Update View Helpdesk Job N 201942 Date Logged 14 03 11 Status Completed Filter Date Attended 15 03 11 Attend Due 15 03 11 Date Completed 15 03 11 Complete Due Log A New Job Job Description PO No 536474 Loud noise coming from the plant room Can an engineer attend to investigate _ 201951 Entrance lights are not working Plant room 1 1201954 Ceilng in toilets need replacing on floor 8 Isc Acknowledge 201955 Site FM called job directly through Bin area To Be Appro TA 003 201942 Loud noise coming from the plan
30. on o Action Other Attach File No Related Jobs TO Quotes Many of the other facilities described for the jobs displayed in the Reactive and Planned tabs are also available for jobs displayed here in the Overdue tab To avoid duplication in this manual refer to the corresponding section in the Reactive Tab for details on how to use the following features on the Overdue tab Filtering the overdue jobs list Download the overdue jobs list as an excel spread sheet Switching between the view job and view helpdesk page e Printing an overdue job Updating an overdue job 26 Clogbooks E facilities management 09 THE UPDATES DUE TAB The Updates Due tab is very similar to the Overdue tab It pre filters the jobs list to display only the jobs planned and reactive and quotes that are overdue an update from you This tab is coloured orange to reflect the medium priority of the information that it displays Until a job is marked as completed it will require regular updates from you so that all parties can see the progress of the job An update due job is one that has not received an update from you in the required time Forcing jobs to be regularly updated ensures that no jobs stay on the system for too long before being completed and invoiced Important The jobs displayed on this tab are not overdue and nor have they missed their attendance or completion SLA Instead they are in progress job
31. operated quickly at any time and from anywhere in the world through a standard internet connection LOGGING ON The elogbooks Admin Team will provide you with a URL simply type the URL into the address bar at the top of your internet browser window in order to access your logbook Example http clientname elogbooks net where clientname is replaced with the name of the client This will then present you with a login screen see below which will ask for your email address and password which will have also been sent to you by the Admin Team Enter the email address and password and then click Login to continue Work Order Manager Demonstration Password Login Remember my password Forgotten Password Email Address Send Password Notes e If you carry out work at more than one site for the same client you will be able to access all of the individual site logbooks through the same main elogbook i e using one URL e _ fyou carry out work at more than one client you will be given access to multiple elogbooks through multiple URLs Each URL will give you access to the main elogbook for that client through which you will be able to access each of the client s individual site logbooks Clogbooks facilities management THE LOGBOOK LAYOUT The logbook has been designed to replicate the hard copy ring binder logbook that you have used in the past Along the sides of the logbook are v
32. re described below SUBMITTING A QUOTE AS AN ATTACHMENT If you have your quote document already formatted and saved on your computer e g as a PDF document an Excel spread sheet or a Word document you can upload this document as your quote In general we recommend you use the PDF format as this will increase the chances that the document will be viewable by the quote approver on a smart phone Regardless of the format of the document you can attach it as the quote by clicking the Upload Quote As PDF button which will reveal the Attach Quote As PDF Here section 1UU1Z E a Ri 3 Quote Status Key pauueld Attach Quote As PDF Here Browse Attach File oO a a LL m sajonH quote customer job helpdesk e Select the document that you wish to attach by using the Browse button and searching for the document on your computer e Once you have selected the document you can click Attach File 23 Clogbooks EF facilities management e When the document has been attached you will see a blue paperclip symbol at the top of this page and the Submit Quote To Customer button will become enabled Quotes Filter Log A New Quote 2 matching quotes Date In Quote Request Status Job oY SR er hs Loud noise coming from the pla Assigned ate Demonstration House neat please can you come and fix my we Requested ia Quote Status Key View Helpdesk Q
33. rent week Every PPM job that is planned corresponds to a coloured job block within the PPM planner There is a colour key on the bottom right of the planner which indicates the status of each particular job For example if a block is red it means that the job is overdue whereas if it is blue it means that the job has been completed The coloured blocks also contain a letter which corresponds to the frequency of the job e g Q quarterly A key to these letters is also displayed at the bottom left of the planner Should you wish to change the site you are currently viewing you can use the select Site dropdown in the top left hand corner If you select the all option as we have in our example this will display a consolidated planner for all the sites that you look after 10 CONTROLLING THE PLANNER VIEW 4 Clogbooks facilities management If there are many PPM jobs for this particular site and if you wish to narrow down the amount of jobs shown you can use the search FILTER at the top of the left hand page Click on the purple filter bar to exand it and use the search filters For example you may wish to set the job group to Fire to show only the PPM jobs relating to the fire alarms Once you have entered the required filtering click on the Go button at the bottom of the filter and the PPM planner will display the filtered result Reset Book Visits View in Excel 2010 2011 Ye
34. s that need to have a status update before midnight The layout display and operation of this tab are similar to the Reactive Planned Quotes and Overdue sections described earlier On the left hand page is the list of the jobs requiring an update and on the right hand page is a switchable view of the job details There are several hot links at the top of the page to display sub sets of the overdue jobs as follows Reactive Updates Reactive jobs that are overdue an update from you Planned Updates Planned jobs that are overdue an update from you Quote Updates Quotes that require an update from you Job and Quote Updates Due by midnight tonight View Helpdesk Job N 201949 a Date Logged 26 03 11 Status Waiting Materials Reactive tes 0 Planned Updates 0 Quote Updates 0 Date Attended 26 03 11 Attend Due 26 03 11 3 matching jobs Date Completed Complete Due Job Description points PO No 100159 z Da Office 207 is too hot 201949 Office 207 is too hot Waiting Ma 5 cc 201952 No 3 lift is stopping below the floor level 2nd Floor 4 vr Priority ontact ssued By ngineer bp Priority 2 Within 4 hours Alex Miglin Outstanding Works Recommendations Outstanding Works Recommendation Attach File No Related Jobs TO Quotes job customer helpdesk 27 Clogbooks facilities management Many of the other facilities
35. se a new quote and link it back to the original job See the Quotes tab for full details on managing your Quotes RAISING A NEW REACTIVE JOB NOT AVAILABLE TO ALL USERS It is also possible to log a brand new reactive job This may be because you have spotted some work that needs attending to and you want to inform the FM the work needs doing the FM will then be given the opportunity to approve the new job before you start the work Alternatively it may be that the FM has contacted you and asked you to raise a new job on their behalf perhaps because they are busy and or moving between sites and cannot log the job themselves but want to get the job on the system as quickly as possible Logging a new job is done using the Log A New Job function which is located in an expandable bar below the filter bar Reactive Jobs View Helpdesk Job N 201951 gt Date Logged 26 03 11 Status Completed Date Attended 20 03 12 Attend Due 27 03 11 kad Date Completed 20 03 12 Complete Due 4 mr Log A New Job Job Description points PO No 34567 5 matching jobs i Z Entrance lights are not working 19 Clogbooks E facilities management When clicked it expands to display the fields required to log a job Log A New Job Job Description Job Description 5 Please can someone attend site and repair the entrance door A description of the work to be done Location Notes hall z 255 characters
36. t went into the generating the performance statistic In our example below our PPM Complete performance statistic is 27 6 and on the left hand page we are displaying the 21 out of 29 PPM jobs that were not completed which confirms that we have completes just 8 out of the 29 jobs 27 6 PPM Not Complete 21 29 Your Average Status Planned jobs due in the last 30 days which are not complete Performance Performance 21 matching jobs ee 100 9 N A Job ob Description Ktaus Reactive Job ondon Demonstration House N A ates 200519 Single Pump Number 1 21 Quarterly Be 200521 Toilet Extract 22 Quarterly Registered Vv elle a N A 200523 Twin Pump Number 1 18 Quarterly 200525 Twin Pump Number 2 19 Quarterly q Twin Pump Number 3 20 Quarterly PPM Complete N A Boiler Number No 2 8 Annually cy 206376 Baer Number 3 9 Annual auras 100 va Calorifier 17 Quarterly Daikin VRV Indoor Units 1st Floor 37 Qua Daikin VRV Indoor Units 2nd Floor 38 Que ea ea N A N B Figures refreshed at midnight 1 15 of 21 results gt gt 12 Clogbooks FF facilities management 04 THE PPM TAB THE PPM PLANNER The PPM planned preventative maintenance tab takes you to your PPM Planner This gives you a familiar year planner with a list of all of the assets or tasks that require work to be done by or on a specific day Along the top under the relevant month the 52 weeks o
37. t room Completed Priority 3 Within 24 hours Colin Vale Svs El Demonstration House A s 5 Work Carried Out ITT 201941 Please can someone attend site and repair In Progress i Outstanding Works Recommendations Boiler primary circulating pump will need replacing Attach File No Related Jobs TO Quotes 10001 Loud noise coming from the end to as Click on the Browse button to browse your computer for the relevant file and then click the Attach button to attach that file to this job There s an optional text box that allows you to give a description of the document you are attaching Once a file has been attached to a job a paperclip symbol will appear at the top of the page Click on this paperclip symbol at any time to view the attached file Attachments to jobs are viewable by all users If more than one file has been attached when you hover over the paperclip it will clickable links to the names of the files as well as any text description that you may have provided to help you identify each file ant 2 Svs View Hel Date a pas 26 03 11 Date Attended 20 03 12 Date Completed 20 03 12 Reactive Jobs Filter Log A New Job Job Description points PO No 34567 Entrance lights are not working p 5 matching jobs 17 Elogbooks facilities management UPDATING A JOB For every job that is open you must enter a regular update the frequency
38. than 20 quotes open on the system you can navigate through the pages using the page navigation keys at the bottom of the left page A key is also provided to help explain the various quote statuses Click on the Quote Status Key bar to expand and collapse the key e Date In Shows the quote number and the date it was raised Click on this number to display the quote information on the right hand page e Quote Request Contains a brief description of the quote to help you identify it e Status The current status of the quote e Job Shows the status of the job that is related to the quote this column will only contain data if a job has been created from the quote If you click on this status it will take you to the job s information page 22 Clogbooks facilities management Many of the other facilities described for the jobs displayed in the Reactive and Planned tabs are also available for quotes in the Quotes tab To avoid duplication in this manual refer to the corresponding section in the Reactive Tab for details on how to use the following features on the Quotes tab e Filtering the quotes list Download the quotes list as an Excel spread sheet Switching between the view quote and view helpdesk page Printing a quote Updating a quote SUBMITTING YOUR QUOTE A quote can be submitted in one of two ways either as text entered into the logbook page or as a separate document attachment Both methods a
39. uote N 10001 sa Date Logged 15 03 201 Status Assigned Update Due 07 04 2011 Job N 201942 Status Completed Requested From Dannant Vale Svs Customer Brent Isopan House Quote Request Loud noise coming from the plant room Can an engineer attend to investigate Location Notes Plant room Submit Quote To Customer Delete File ge quote customer job helpdesk e When you click the Submit Quote To Customer button it will send the quote to the client and remove the quote request from the list on the left hand page SUBMITTING A QUOTE AS TEXT Clogbooks EF facilities management You may also submit a quote directly in the Quotes tab by clicking on the Enter Quote As Text option which will open up the Enter Quote Text subform shown here on the right Quotes Filter Log A New Quote 8 matching quotes DateIn Quote Request Status Noob Please quote for replacement of Requested W Please quote for replacement of Bre Requested Please quote for replacement of Bre Requested amp By foe _____ Regested mr 110014 Loud noise coming from the plant rc Assigned Please could you submit a price to Requested ondon Demonstration House a please can you come and fix my we Requested 5 aa please can you come and fix my we Requested _ Quote Status Key View Helpdesk Date Logged 26 03 2011 Update Due 20 04 2011 Quote N 10007 sa Status Requested Requested From Customer Smit
40. ur own initial comments Service Providers Surveys KPIs Health amp Safety KPI Description Environment Survey site Detail A safe working environment maintained at all times M amp E KPI Brent Isopan House 5 History Filter j cripti Incidents ke Have any incidents been correctly logged and Matching KPIs 1 reported Date Survey 4 140512 Brent Isopan House Health amp Safety KPI Have spoken to Dannant and checked that this won t happen again A minor incident wasnt reported but procedures changed to not happen again Equipment Detail Are all equipment maintenance records and PAT testing logs up to date Score 5 Max Score 75 Your Score 70 34 Clogbooks facilities management 12 THE SEARCH TAB The Search tab is a simple method for searching for a particular job if you can t find it within the logbook Simply fill out as many of the filtering options as you can on the left page and then click the Find Jobs or Find Quotes button to find the job s or quite s that match your selection criteria In our example below we re searching for a reactive job Job Type Reactive which has the text entrance door somewhere in the description After clicking on Find Jobs you ll see on the right hand page that the job we were looking for has been found and displayed Search 1 matching jobs ID Status Description Customer Engineer In Due 201941 In Please can London Dannant
41. where you upload new quote estimate details and send them to the client for review and acceptance Once you have familiarised yourself with the layout you can select the tab that best suits your desired task and go to the section of this manual which deals with that particular tab Clogbooks facilities management 02 THE INDEX TAB The INDEX tab gives you basic information regarding the service provider s logbook e The right hand page provides you with a list of all of the client s sites that are included in this logbook To prevent confusion in case you work for multiple clients and have access to more than one logbook it also shows your user name and the name of the service provider that you work for e There is also a coloured light on the right hand page which will show green amber or red This represents your current performance based on details such as SLA s and updates done in the logbook itself See the Statistics section for more details e The left hand page contains several links to the tabbed sections and also some links to other pages in the book that are not repeated in the tabs The Help link will take you to the elogbooks training website where you can find various resources including some training videos and a PDF copy of this manual Service Providers Index UserName Dannant Vale Svs service Service Dannant Vale Svs PPM Planner S IN Overall Your Performance Status Average Performance P
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