You might wonder what you would include as ‘facilities’ when determining what you want to record and manage. Fortunately, the HOT Facilities Management module, FM, comes populated with a set of groups and items ready to go. They won’t be applicable to every organisation but at least some will be relevant and hopefully will give you sufficient ideas about how to complete you first FM set of topics. Of course, these can be added to and removed as you go along; it is always going to be a ‘work in progress’.
For brevity, here is a screen shot which shows a snippet of the FM groups and items that get delivered as a default.
We all know how they work and as you can see from the screen shot it is pretty easy to spot what needs doing.
How Do I Know What Needs Doing Next Week?
OK, lets get to the crux of the issue. I can list all this FM stuff that needs doing, but how does FM tell me what to do and when?
Simple, those who have responsibility or who are FM managers, will get an email every week telling them what is coming up. This will show what is due and what is overdue – you don’t need to know the other ‘Green’ items until later.
Groups can contain child groups or child items, but not both. Selecting a group from the tree hierarchy will display its name and description and some buttons for adding/moving or deleting groups. The purpose of groups is simply logical grouping within your organisation, nothing more.
There is one special case group, the top level, or root, group – this automatically gets the name of your organisation. It cannot contain items, only other groups. You cannot delete the root group. It is identified with a black folder.
All other folders are turquoise.
Items are where the real power lies. You can see the information held on each item in the screen shot above.
With these details we can make sure individuals are alerted to what needs doing in a timely fashion. Other things we can do include:
- Generate reports of longer term issues
- Show items that have been updated recently
- Show items by Analysis Code – for instance, if you add the analysis code PSS to one of the analysis fields, you can then list all the items with analysis code PSS -great for preparing for younext PSS inspection
- See which items are allocated to specific members of staff
- Report on all overdue items
Imortantly, you can record as much details as necessary in the comments field. To review a history of comments, just click on the Comment History button.
Add Item / Group
Items or groups can be added to groups. However, you cannot add a group to a parent if that parent already has child items.
You cannot add or move items under other items.
Move / Paste
To move an item or group, click the Move button on the current item, then choose the new parent group and click the Paste button.
Delete Item or Group
Choose the item or group to delete and click the Delete button. Note that you cannot delete a group that has current child groups or items – these must be deleted or moved first.
If you delete any item or group an email will be sent to you and the administrator.
Emails and SMS Texts
Reports get sent to the relevant email addresses – all users must have an email address.
SMS text messages can also be sent but this requires two things:
a) Users must have mobile phone numbers
b) You must sign up to a suitable SMS text messaging service – please discuss with Jerry.