Content Comparison

• Set up the following work order filters to help you ensure work orders do not fall through the cracks

  • Filter to see work orders assigned to your Internal FM Team to see work orders that are assigned internally, so you can route them to external providers in a timely fashion

  • Filter to see your emergency work orders to ensure they are being handled by providers expeditiously

  • Filter to see your top 3 trades to ensure they are assigned to providers

Providers

• Check Compliance Manager to make sure your trusted Providers are in your Network

  • Reach out to them personally if they have not finished their compliance

  • Make sure they are scheduled for free ServiceChannel training. Providers are notified of classes every day for 30 days, and we run 2-3 sessions per day

• Check your Provider Assignments to make sure all of your trades have Providers assigned to them

  • If you do not have a Provider to assign to a Trade, route your work orders to your Internal FM Team

  • If you don’t see a provider in the list, check your Compliance Manager > Invitations to make sure they are accepted into your private network

  • Ensure that you have backup providers for each trade in case you need to reassign work orders

Planned Maintenance

• (If PM schedules were set up during implementations): Ensure schedules are set up correctly and that providers are mapped to PM Schedules, keeping note of those scheduled to run within the first month of using ServiceChannel

• (If PM schedules are not set up): Have a plan to set up HVAC, Fire/Life Safety, Janitorial, and Window Cleaning schedules, within the next 3 months

Admin

• Confirm all users have their login credentials and are set up with the correct permissions

Technology

• (For teams who allow mobile apps in locations): Ensure your location users, location managers, and facilities teams have ServiceChannel Mobile downloaded and loaded onto mobile devices

• Make sure your locations, district/regional managers, facility teams, and other stakeholders have communications around using ServiceChannel

Work Order Management

• Review your work order filters that were set up earlier, to make sure work orders are assigned out and providers are confirming their ETAs.

• Check all other open WOs to make sure they are being routed to the right providers or internal teams

• Check

• your Actionable Landing Page daily to keep an eye on work orders, proposals, and invoices that need your attention

• Check work orders in the “Completed/Confirmed” status to ensure location users are leaving feedback on completed work orders

• , and that the status is not automatically moving to Completed/Confirmed due to inactivity

• Put in a Support ticket if you need help with any of our features.

Providers

• Check Compliance Manager for any straggling Providers. Reach out to them personally if they have not finished their compliance

  • Make sure they are scheduled for free ServiceChannel training. Providers are notified of classes every day for 30 days, and we run 2-3 sessions per day

• Check your Providers under Admin > Providers to monitor when they have completed training via the “Last Training Date” column

Planned Maintenance

• Review all PM work orders that have been sent to Providers, to ensure they arrive during the service window

Proposals

• Check whether providers are entering proposals to raise NTE amounts, and approve where necessary to automatically raise the NTE on associated work orders

Invoices

• Check your invoice activity from external Providers

Admin

• Hear feedback from your locations and FM team for any gaps

• Give access to new users or adjust access for current users

Analytics

• Start looking at your Analytics Insites report to see your R&M spend. Note that you can also schedule reports to be sent to you and your team.

  • Insite > Program Overview > Work Orders: monitor work order activity across all locations

  • Insite > Priority Overview > Committed Spend by Priority: monitor the maximum amount work orders will cost

  • Insite > Service Providers Analysis > Feedback Report: monitor whether locations are providing feedback on services

  • Insite > Location Analysis: monitor the locations that are actively entering work orders

  • No Activity Report: monitor Open and In Progress work orders that have not been updated lately

Work Orders

• Continue looking at your work orders to ensure providers are servicing your locations

• Check work orders that were invoiced and your accounting / payment workflows

• Review your work order filters that were set up earlier, to make sure work orders are assigned out and providers are confirming their ETAs.

• Check all other open WOs to make sure they are being routed to the right providers or internal teams

• Check your Actionable Landing Page daily to keep an eye on work orders, proposals, and invoices that need your attention

• Check work orders in the “Completed/Confirmed” status to ensure location users are leaving feedback on completed work orders, and that the status is not automatically moving to Completed/Confirmed due to inactivity

Proposals

• Check whether providers are entering proposals to raise NTE amounts, and approve where necessary to automatically raise the NTE on associated work orders

Work Orders / Planned Maintenance / Proposals / Invoices

• Continue monitoring as necessary

• Keep an eye on feedback from location users, scheduled arrivals from providers, NTE raises via proposals, work order activity, invoices coming from proposals, and your analytics reports

Analytics:

• Review all Insite Dashboard for work order and invoice activity, committed spend, location activity, and provider satisfaction

• Start looking at NTE Optimization, PM Upcoming Work Orders, Facilities Cost Report, and Contractor Scorecard.