Facility Management System

Overview of Facilities Management app

The Facilities Management App is created to suit the requirements of a firm that is involved in facilities management. You will be able to capture and store your client details, maintain your employee profiles, keep tabs of all the services and goods that you provide to your clients, create and manage individual configurations of the sites to which you extend your services, maintain an inventory of your assets and the vendors of those assets, schedule your inspection routines and update their status, track and manage issues and tickets that are raised, and manage your expenses.

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.

Application Categories

Custom Application

UI & UX Design

Operations

Facility Management

Skills

JavaScript, deluge

Application Development

UX Design

Database Schematics

Graphics

UI Framework

Customer Portal

Tools and Software Used

js.node

zoho-platform

wordpress

photoshop

deludge

Proven Results

 

To start with, all paper-based processes were sent to the cloud. Going to the cloud meant that people could access the app anywhere, using any device, and this also opens up a lot of opportunities for HVAC Service Company.

Dispatchers do not have to print, distribute, and track piles of paper—instead service employees just have to install an app on their phone, or access the app using their phone’s browser. This makes looking for specific information, and analyzing it, extremely easy, and it saved service management a lot of time.

 

  • Eliminated paper usage Real-time access for clients Improved clarity for management.
  • Higher employee productivity & satisfaction.
  • Easier on-boarding of new service and scheduled preventative maintenance clients.

 

With the information being added digitally, in a standardized format—as opposed to being written on a piece of paper and then being transferred to spreadsheets—the data accuracy improved by an 43% margin.

The application also offers personalized customer portals, which allows clients to access real-time information on the progress of work in their facilities, and adds requests for additional work. Being able to view this data has improved trust in the services provided; if equipment is serviced by a service employee, clients can be shown the images uploaded by the service employee as a proof of work.

Now that service employees and technicians don’t have to worry about carrying printouts to every facility assigned to them, all they have to do is open up an app, select a few boxes, and upload a few pictures—making it much easier and quicker for service employees to do their work.

Application Active KPI’s

Customer Satisfaction Rating: Measure overall satisfaction through post-service surveys or feedback collected through the app. Aim for a rating of 4.5 or higher out of 5.

Service Response Time: Track the time it takes from ticket submission to technician assignment and arrival. Target a response time of under 4 hours for standard maintenance tasks and under 2 hours for urgent repairs.

First-Time Fix Rate: Measure the percentage of issues resolved by the technician during the initial visit without the need for a follow-up. Aim for a first-time fix rate of 85% or higher.

Preventative Maintenance Adherence: Monitor the percentage of scheduled preventative maintenance tasks completed on time. Strive for an adherence rate of 95% or above.

Asset Downtime: Measure the average downtime of critical HVAC assets. Target a reduction in downtime by 15% over the previous year.

Expense Efficiency: Monitor the cost-effectiveness of service operations by tracking expenses against revenue generated. Aim for a reduction in maintenance-related expenses by 10% while maintaining or increasing revenue.

Employee Utilization: Measure the percentage of time employees spend on billable tasks versus non-billable activities. Aim for an employee utilization rate of 75% or higher.

Inventory Turnover: Track how quickly inventory is used and replaced. Aim for an inventory turnover rate of 4 or higher annually to optimize asset utilization.

Client Retention Rate: Measure the percentage of clients retained over a specific period. Target a client retention rate of 90% or higher.

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Data Accuracy

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Productivity Increase

Improved Response Time

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Increase in Added Services