OneSite Facilities Overview

OneSite Facilities automates the service request, make-ready, and asset management processes, incorporating easy-to-use Pocket PC devices that maintenance technicians can employ in their daily tasks. The system gives property managers the information they need to monitor maintenance activities, and then act to lower costs and improve efficiency. Service requests can be captured through direct entry into the system by office personnel, by technicians entering requests using Pocket PCs, over the Internet using the CrossFire Resident Portal, or by certified specialists provided by the CrossFire Call Center.

Features

• Fully integrated with other OneSite systems, so you only need to enter data once.
• Powerful service request system that alerts the user of important resident and unit history, and captures service issues in a complete and standardized manner, improving the probability that maintenance technicians will understand the problem before they arrive to perform the work. Customization features allow you to handle almost every possible maintenance issue that a resident could report.
• Fully automated system for reporting service issues, maintenance tasks performed, and parts used.
• Automatic generation of unit make-ready requests when residents give notice.
• Detailed maintenance analysis reports.
• Ability to establish performance standards and measure the efficiency of your maintenance operations based on the maintenance activities recorded in each service request.
• Comprehensive records that allow you to examine the types of work performed by month and better predict what staff hours, parts, and supplies will be needed for future maintenance.

Increasing Value through Connectivity

OneSite Facilities is an easy-to-use application that captures information as close to the point of origination as possible for greater accuracy and for consolidation of maintenance functions. Important maintenance information such as service requests, make-ready requests, and asset records can be entered into the system through a secure Internet connection by property personnel using desktop computers. Popular options include the CrossFire Resident Portal, which enables residents to submit requests using the property’s web page and check on the statuses of service requests, and the CrossFire Call Center, which enables residents to contact certified specialists when your staff is not available.

Another powerful option, Mobile Service Requests, enables your staff to manage service requests using a mobile Pocket PC, which can be connected to the Internet using a wireless connection.

The information in OneSite can be shared, analyzed, and used at the property, in regional and home offices, and, in some cases, by residents as well. OneSite Facilities also allows you to realize a cost savings by tracking maintenance activity at an item and parts level—for example, identifying the model with the best overall maintenance record, identifying the building with the greatest number of maintenance issues, or identifying the parts most frequently used in a particular season.

Service Requests

OneSite Facilities automates resident maintenance services. Service requests are entered into the system by property management personnel, or optionally by residents from the property’s web site or through CrossFire. OneSite Facilities’ service request system makes it easy to describe the service issues and automatically processes the request data. Requests are captured in the words you prefer to use, allowing management to run detailed maintenance reports. The system then allows you to assign service requests to available maintenance technicians.

OneSite Facilities allows the property to indicate which service issues are safety-related. If the system identifies an issue as safety-related, then the service request will be flagged automatically as a top priority.

Service requests can be printed or your maintenance staff can manage their work in real time, at the job, using Mobile Service Requests. With Mobile Service Requests, the assigned technician can indicate which maintenance procedure was performed, the time spent performing the work, and any other significant data. The technician can also update the status of the service request in real time—for example, marking the job as complete and closing the request. Mobile Service Requests generates online or printed reports that show maintenance activity throughout the week.

Make-Readies

OneSite Facilities automates the make-ready process. Whenever a resident gives notice or moves out, the system can trigger the generation of user-defined service requests for the make-ready. Additional related service requests are created as a result of the move-out inspection.

OneSite Facilities includes a make-ready board that features an intuitive user interface very similar to the white boards commonly used to track unit make-ready statuses at properties. Users can drill down to more detailed information such as the hours worked on each task and the parts used. The make-ready board is easily exported to Microsoft® Excel for easy printing and record keeping.

OneSite Facilities keeps track of the time spent on inspections and make-ready repairs. The system also keeps track of all parts used for each make-ready. The actual time and costs spent performing make-ready requests can be compared across all your properties.

Asset Management

OneSite Facilities allows each property to set up and maintain an inventory of the assets in each unit or common area. The asset record includes make, model, serial number, and other pertinent information. The asset list report can be exported to Excel to provide asset information to your financial system for depreciation calculation.

Each invoice line item in OneSite Purchasing can be converted into an asset record in a single click. Information from the invoice automatically populates the asset record to eliminate double-entry.

Asset warranty information is provided so that maintenance technicians are alerted when items they are working on are under warranty.