FACILITIES MANAGEMENT
One portfolio, several trades, and nobody seeing everything.
Facilities work is the widest of these: planned services and reactive callouts, across buildings that may each sit under more than one agreement, run by area managers who should see their own region and not the whole business.
A shift and a job are not the same thing.
A shift answers when somebody must be at a building. A job answers what needs completing. Collapsing them is why so much of this software cannot handle a callout.
One combined record
- A callout has to be faked as a shift with no schedule
- Planned attendance and completed work share one status
- A technician finishing three jobs on one visit has one of them
- Scope, evidence and completion have nowhere to live
Onvoro
- A job can exist with no shift at all, which is what a callout is
- A shift can hold three jobs finished during it
- Assigned and scheduled are fields, not statuses, so work can be one without the other
- Scope, checklist, photos and completion note sit on the job
Work is usually raised before anybody knows who is doing it
Unassigned is a real state rather than a gap to fill in immediately, and a job can be given to a team instead of a person.
Completed work can be reopened
A client saying it is not right the next morning is the ordinary case. Forcing a second job would split the evidence across two records.
What was asked is frozen when the work is raised
Required tasks, whether a completion note is needed, whether a photo is needed. Changing the template next month does not move the goalposts on work in flight.
Somebody in the building can report it
An issue raised from a phone at the site becomes the record the job is created from, with the photograph that prompted it attached.
A building outlives the deal that put work in it. 123 Collins Street is cleaned for one managing agent this year and another the next, and its history should not be split in two because of it.
A building can sit under two agreements at once.
A cleaning contract and a grounds contract at the same address are two deals, and Onvoro records them as two rather than making you pick.
The client is who you invoice; the site is where the work happens
They are separate records because they change independently, and because one client can hold forty buildings while one building changes client.
A site can be transferred without losing its past
Moving a building to a new managing agent is a recorded act with both names on it. Past work keeps the client it was actually done for, so last year’s invoices stay true.
Winding a client down is refused while work is live
Archiving one with live sites or contracts tells you what is in the way rather than cascading and silently stripping the access of everybody who ran those buildings.
An area manager with eighty-two buildings is one row, not eighty-two.
A region groups the buildings you manage together. Making somebody answerable for it gives them every site in it, including the ones you add later.
- VictoriaAnswerable: Alex Chen82 sites
- Metro AdelaideAnswerable: Priya Nair24 sites
- PerthAnswerable: Jordan Lee11 sites
- Airport portfolioAnswerable: Sam Rivera6 sites
A new building reaches them automatically
Open a site in Victoria today and the Victorian manager can see it straight away, with nobody remembering to grant it.
They open the same screens as head office
The roster, the sites, the timesheets, the reports. There is no cut-down regional build, just a narrower answer to the same question.
Counts agree with the lists underneath them
A dashboard figure is counted inside the caller’s own reach. Telling a regional manager eleven when their list shows two is worse than showing nothing.
Nobody makes themselves answerable for a region
Handing out a region is a different size of decision from editing one, so it is a separate permission and the person cannot name themselves.
What the month came to, per client and per building.
Nine reports over the same shape: take a range, group the work, total it. Every one of them narrows to what the person running it can see.
| Site | Revenue | Margin |
|---|---|---|
| Collins Street Tower | $7,095.00 | 40.6% |
| Mawson Lakes | $2,964.00 | 34.8% |
| Waymouth Street Offices | $3,380.00 | 30.0% |
| Total | $13,439.00 | 36.7% |
The totals cover the whole period
Every row in the range is counted, not just the first page of them, so the figure at the bottom is the one you can quote to a client.
The range is exact, including across daylight saving
A calendar day is resolved in a real timezone rather than by adding twenty-four hours, which matters twice a year and matters most in Adelaide.
A CSV that opens safely
A cell beginning with an equals sign is escaped, because every value in these reports was typed in by somebody. Numbers go out unformatted so a currency symbol does not turn a figure into text.