2. Introduction to facilitEspace… How do you track and process work requests at your facility? Legal Pad? Excel spreadsheet? Post-it Notes? Cross your fingers, then hope and pray? If any of these sound like you, then there is a better way to manage you facility and to take a more proactive approach to stewarding the facilities entrusted to our care. facilitEspace was designed for you. We focus on the facility allowing you to focus on ministry. Contact us at 888-448-5664 or info@coolsolutionsgroup.com
3. What is facilitEspace… facilitEspace is a web-based, cost effective solution to facility work order management • Allows initiation of service requests from any subscriber on your user network • Processes work orders by prioritizing, tracking, verifying completion and historically categorizing • Lists vendor relationships and necessary documentation • Creates database of existing systems and equipment for logging and tracking purposes • Schedules preventive maintenance, weeks, months or years in advance to prolong systems use and save money • Assists in developing capital improvement accounts and better managing life cycle costs
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5. Service Requests – Getting Started USERS can create Service Request with a few simple clicks Enter the issue and the priority of the Service Request Once finished, the Service Request is sent to the Administrator for assessment and processing
6. Work Order Management Create, approve, assign and track all work order to vendors or on-staff personnel Search by work order type Track all work orders and their progress View the details of each Change Order
7. Scheduled Preventative Maintenance Create, approve, assign and track all scheduled Preventative Maintenance items Schedule regularly recurring task Track the status of all scheduled work View the details of each Change Order
8. Vendor Tracking Record and track all “outside” vendors as well as all internal technicians including volunteer groups. Send work order assignments to vendors via e-mail and reduce the number of phone calls
9. Equipment Listing Detailed photo and asset data for essential equipment Multiple photos of each asset are possible Detailed asset information
10. Site Lighting All interior & exterior lighting specs are recorded for maintenance and energy management Lighting is organized by lamp type and all lamps are accounted for.
11. Dashboard View dashboard of the work orders associated with your facility Exterior Picture of site is the default picture for the dashboard
13. Maintenance Assessment Multiple point site assessment that includes: Condition rating Photos of problem items Comments regarding the condition and maintenance required for each item
14. Energy Management Lighting and mechanical asset information are combined with operating and occupied hours to provide a snapshot of energy usage within the site Utility information Operating/Occupied hours Lighting and mechanical asset information Suggestions for energy efficiency improvements
15. Maintenance Defects Record and track defects that need to be addressed with photos and detailed notes. Create work orders directly from the list of defective items
16. Capital Improvement Needs Record and track capital improvement needs that require attention with photos and detailed notes. A great way to establish a “sinking” of capital improvement budget
