Help · Integrated Estates Management

Facilities

Jobs for buildings, rooms and equipment from a scanned label, a service desk or a maintenance plan: scheduling that refuses clashes, before and after photos, independent verification, and progress back to the desk.

Open the sandbox Open live Facilities About Facilities

Getting started

GuideGetting started with FacilitiesWhat Facilities is for, what each access level sees, and where everything is.GuideReport a fault in a building, room or piece of equipmentEveryone reports faults through Service Desk; Facilities picks the work up from there.GuideLog a jobFor coordinators, managers and administrators: log a job about an item or a place.ArticleHow a job moves from new to verifiedThe states a job goes through, and who moves it on at each step.GuideFind a place or an item and the work on itBrowse the estate, see what is closed for work, and find an item's history.

Doing the work

GuideYour jobs: start, record and complete the workFor technicians: find your jobs, record the work, and complete it for checking.

Running the work

GuideTriage and approve jobsGive a new job its category and priority, and approve the ones that need a manager.GuideAssign the work and book the timeGive a job to a technician or a contractor, book a work window and close rooms without clashes.GuideVerify, send back or reopen the workFor Facilities Managers: check completed work before the job is closed.ArticleSafety holdsHow a job records a permit or isolation, and why only Health and Safety can release it.ArticleJobs routed from a service deskHow a desk's request becomes a job, what the desk sees, and what happens if it is withdrawn.GuidePlanned maintenanceHow plans turn into jobs, and what happens to an occurrence that is missed.

Running Facilities

GuideReports, exports and purchasing proposalsFacilities' figures for a period, the jobs export, and purchases held for Procurement.GuideSet up the team, contractors and job categoriesFor Facilities Administrators: who does the work, who you call in, and the rules each kind of job follows.GuideOther applets, tasks from Flow and the audit trailWhat Facilities takes in and sends, the Flow steps it is asked to do, and who did what.

Questions and answers

Why can't I see a job I know exists?

A technician sees the jobs assigned to them and the ones they completed. Coordinators, Facilities Managers, auditors and administrators see every job. If a job you had not started is reassigned to someone else, it leaves your list.

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Can I release a safety hold in Facilities?

No. Only Health and Safety releases a hold. Facilities can record one or correct its reference. Health and Safety's release does not reach Facilities yet, so a verified job with a hold stays at Work verified; safety clearance pending for now.

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How do I add, change or pause a maintenance plan?

Not from the screens yet. Plans lists the plans, generates their work and raises missed occurrences late, but adding, changing or pausing a plan is not available there yet. In the sandbox, the plans are set up for you.

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Can I book a room, or arrange cleaning, keys or a move?

Not yet. Room bookings, cleaning, keys and moves are not part of Facilities yet. Close a room on Schedule closes a place for work, such as a survey or a deep clean. It is not a room booking.

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Is the data in the sandbox real?

No. The sandbox's people, places, contractors and jobs are fictional, and they are reset every night. Its plan frequencies are demonstration values, not legal intervals. Try anything you like.

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