Project summary

Commercial HVAC Company using spreadsheets to create a equipment lists that service employees would later, perform preventative maintenance and service repairs as needed. A list was built for each and every facility at the location, and every time employees went over to the client’s facility to work, they were handed a printed copy of the service ticket, and task list. Service Employees were supposed to add a check mark next to each task when it was done. These printed task lists served as proof that the service employees did the work, and management had to later crosscheck the ticket and task lists with the actual work from time to time.

The Dispatch office was overwhelmed with sheets of paper, and managing them was a task in itself. The printed sheets, no matter how well organized, would get lost or tampered with. Plus, it wasn’t possible to apply any sort of filter to view the work done on specific dates or see what work couldn’t be completed—if management wanted to do that, they had to sort through everything manually. Due to the nature of the paperwork, clients didn’t have real-time access to the services performed for them—which resulted in frequent communication issues.

The Strategy

Introduce the Facilities Management App across their operations to streamline various HVAC preventative maintenance, equipment lists, service repairs, capital projects, facility management processes and offer access and dashboard to HVAC maintenance agreement clients. The application was designed to:

• Capture and store facility details for easy access to service history and preferences.
• Maintain service employee profiles, ensuring suitable assignments and certifications for each job.
• Manage commercial HVAC services and goods offered to clients for accurate billing and inventory tracking.
• Create and manage site configurations to customize service offerings based on the specific needs of each location.
• Maintain an inventory of assets and their respective vendors to streamline procurement and maintenance processes.
• Schedule inspection routines and update their status to ensure regular maintenance.
• Track and manage issues and tickets raised by clients or technicians for swift resolution.
• Manage expenses related to service, repair, and maintenance activities.