ANNEX 1

FM System Specifications
Work Order Management and Space Management

Table of Content

TABLE OF CONTENT 1

LEGEND 2

GENERAL REQUIREMENTS 2

HELP DESK FUNCTION / DEMAND WORK 3

PLANNED MAINTENANCE MANAGEMENT 5

ASBESTOS MANAGEMENT ERROR! BOOKMARK NOT DEFINED.

ASSET MANAGEMENT 7

RESOURCE MANAGEMENT 8

FINANCIAL MANAGEMENT 9

DATA / DOCUMENT MANAGEMENT 9

FM SYSTEM MANAGEMENT 11

SPACE MANAGEMENT ERROR! BOOKMARK NOT DEFINED.

CONTRACTOR ACCESS ERROR! BOOKMARK NOT DEFINED.

WEB ENABLED 11

INFRASTRUCTURE 12

ROOM BOOKINGS ERROR! BOOKMARK NOT DEFINED.

INTEGRATION WITH BUILDING MANAGEMENT SYSTEM 13

1
 Legend
Client mandatory requirement identified by X in the M column.
Supplier fills in the other column as appropriate in their bid response.

M Mandatory Minimum Requirement Identified by Client

SF Standard Standard feature, built-in, already exists (no extra charge)
UD Feature
User Definable Not a standard feature but can be customized by customer
OA Option Added Not a standard feature but available as an add-on or option
CR Custom Request Not a standard feature but can be written into the application by the vendor
NA Not available Feature is not available

General Requirements

Item Specification M SF UD OA CR NA Specifications/Comments

1. Give a general description of X
your product and the types of
clients most appropriate for
your system.
2. Provide examples of your X
product’s superior
performance characteristics.
3. Provide 2 or 3 examples of X
ease of use.
4. Software has a built in Help X
function which provides
detailed instructions on how
to perform all standard
functions within CMMS.
5. Software has intuitive screen X Vendor to provide examples of screen shots and
layouts which minimize description of rationale between layout designs.
clutter while providing
relevant information to the
user.
6. Screens show sufficient X
numbers of fields without
having to go to several
screens to find information
7. Ability to search for X
information based on any
field
8. Ability to ‘undo’ multiple’ X
changes
9. Auto-tabbing functionality X
10. Ability to display selected X Describe what would be required to achieve this
metrics, lists, graphs on a with your solution if not already available.
dashboard. (i.e. longest
outstanding work orders, in
progress for certain trades,
all priority work orders).

2
Item Specification M SF UD OA CR NA Specifications/Comments
11. Ability to automatically notify X
users of approaching
deadlines for PM, contracts,
agreements, etc.

Help Desk Function / Demand Work

Item Specification M SF UD OA CR NA Specifications/Comments

1. Ability to accept Web Based X
Work Requests from users,
enterprise wide without the
need to have hard client
installed on user workstation.
2. Ability for requestor to print a X
copy of their work request
after submission for
equipment tagging or record
keeping.
3. Automated work order X
creation based on manual
labor assignments or pre-
determined allocation.
4. Ability to auto-assign work X
requests based on multiple
criteria (trade, location, skills,
training, etc)
5. Automated email X
confirmation of job status to
the reporter, and other
optional interested third
parties.
6. Automated hazard warnings. X
7. Ability to flag court user X
incidents related to facility
breakdowns for reporting
purposes.
8. Automated duplicate entry X
warning for same/similar
work orders
9. Preset data defaults to X
minimize redundant/incorrect
data entry.
10. Ability to duplicate work X
orders to create new work
orders of similar nature.
11. Ability to assign and re- X
assign work orders.

3
12. Ability to assign multiple X
resources to a work order.
13. Ability assign external X
contractors and internal
resources concurrently to
work orders.
14. Ability to track work orders X
within work orders (parent-
child relationship) for project
type work.
15. Ability to view real-time work X
order status via a dashboard.
16. Link assets to work orders. X
17. Ability to add instructions and X
notes to work orders.
18. Ability to create a standard X
work order (question
prompts).
19. Ability to categorize work X
orders for reporting.
20. Ability to add labour and X
parts/materials costs.
21. Link associated X
documentation e.g. service
sheets, and image files.
22. Record all stages of work e.g. X
‘on hold, pending parts, etc.
23. Ability to track changes to X
work orders records.
24. Ability to extend work order X
target dates to accommodate
exceptional circumstances
and record the reason and
approval for each extension.
25. Ability to predefine priority, X
response and rectification
time against each type of
request.
26. Ability to record multiple X
affected areas against one
work order.
27. Ability to record availability X
status of each affected area
recorded in a work order.
28. Ability to auto-generate a X
transaction survey to be
emailed to select individual
clients or groups on an
ongoing basis or a schedule.
4
29. Automated notification of X
status changes, exceeded
timelines, escalation
requests.
30. Ability for requestors to X
escalate their requests if not
satisfied in a timely manner.
31. Ability to group work orders X
for a location

Planned Maintenance Management

Item Specification M SF UD OA CR NA Specifications/Comments

1. Fully functioning calendar X
based planned maintenance
module capable of scheduling
work over varying timescales
based on weeks, months,
years.
2. Visual display of planned X
maintenance activity
supporting drag and drop
rescheduling of activities.
3. Ability to monitor resource X
capacity against a 52-week
planned maintenance
program.
4. Ability to initiate a PM X
(Planned Maintenance) based
on schedule or meter data
from BAS (Building
Automation System).
5. Ability to subscribe multiple X
assets against a planned
maintenance schedule
6. Ability to create multiple X
planned maintenance
activities against an asset.
7. Ability to schedule seasonal X
activities.
8. Ability to omit planned work X
or disable a Planned
Maintenance schedule for
equipment altogether.
9. Ability to have fixed and X
variable planned activity.

5
10. Ability to attach specific X
procedural documentation or
other document types.
11. Automated hazard warning. X
12. Ability to compare resource X
required against actual
resource available and
automatically generate
warnings.
13. Ability to schedule activities X
against a location rather than
an asset.
14. Ability to automatically notify X
third party contractors of
planned maintenance
activities.
15. Ability to create multiple X
Planned Maintenance
schedules for a single device/
16. Provide X
technicians/contractors with
ability to track Planned
Maintenance compliance and
completion
17. PM status replicates to X
parent/child equipment
associations
18. Ability to group work orders X
for a location
19. Ability to duplicate and edit X
PM schedules for similar/new
assets.
20. Ability to prompt user to X
create a PM schedule when
new equipment is added
21. Ability to flag specific Planned X
Maintenance as to their
purpose (i.e. compliance
related, manufacturers
recommended, etc.) for
reporting purposes.

6
Asset Management

Item Specification M SF UD OA CR NA Specifications/Comments

1. Maintain an asset register X
that includes planned
maintenance, health & safety
schedules, surveys and
depreciation.
2. Definition of an asset in X
terms of location, equipment
groups, model, ID, service
user, criticality,
manufacturer, quantity,
installation, warranty, value
etc.
3. Recording of condition X
surveys and action plans.
4. Ability to undertake life-cycle X
analysis to support
replacement planning and
financial forecasting.
5. Ability to move assets to a X
different location whilst
maintaining historical data.
6. Ability to perform batch X
changes (multiple records),
find/replace, and imports?

7. Ability to get and track X Describe briefly how this is accomplished and
detailed information on work how this history is accessed within your
history and equipment application.
records (repairs,
replacements, movements,
cost, etc).
8. Ability to track legislative X Describe if this is done through the PM system or
compliance and report on whether your solution has another method to
outstanding items. accomplish this.
9. Ability to analyze a piece of X
equipment for its draw on
resources (i.e. how much
time in a year will a new
piece of equipment require)
10. Ability to flag expiring X
equipment warranties.
11. Ability to track vendor X
support status on a piece of
equipment.
12. Ability to display graphical X
tree depicting asset hierarchy

7
13. Ability to batch retire assets X
14. Mean time between failure X
reporting (MTBF)

Resource Management

Item Specification M SF UD OA CR NA Specifications/Comments

1. Ability to track 3rd party X
vendor information, activity,
workload, costing,
compliance and contract
performance.
2. Ability to handle all aspects X Describe how the system manages contracts.
of service contracts and
external vendor services
(vendor work orders,
contract historical data,
warranty work, cost-sharing
agreements, etc)
3. Ability to track internal X
workforce history, skills and
training information
4. Ability to track workforce X
performance by employee
and trade group.
5. Ability to analyze staffing and X
workload
6. Ability assign work based on X
skill sets
7. Ability to perform employee X
time keeping and report
analysis
8. Stores/stock X
i. Stock recording
ii. Auto stock use re- X
adjust
iii. Auto update of stock X
levels
iv. Cost/values data X
v. Multiple store data X
storage
vi. Auto generated re- X
order reminders
vii. Integration with X
purchasing system

8
Financial Management

Item Specification M SF UD OA CR NA Specifications/Comments

1. Ability to hold labour/parts X
costs and link to work orders.
2. Ability to hold asset costs and X
provide life cycle cost data.

Data / Document Management

Item Specification M SF UD OA CR NA Specifications/Comments

1. Allow any documents (pdf, X Vendor to provide information on space
image, etc.) or online limitations imposed on document size if any – if
resources to be stored None then State: No limitation”
against pre-defined type of
entities such as locations,
work orders, assets etc.
2. Ability to record expiry dates X
on stored documents.
3. Ability to define the users X
who can view / update
documents.
4. Ability to track high level X
changes on the documents
stored.
5. Has built in standardized X
reports – vendor to provide a
list
6. Ability for users to build X Vendor to provide information on required skills
customized reports. or training required for client to build own
reports. Vendor to indicate if client will be able to
request any custom reports at no charge.
7. Ability to monitor X
performance of reactive and
preventative maintenance in
real-time against set
response and rectification
targets.
8. Ability to monitor helpdesk X
call opening and closing in
real-time including trend.
9. Ability to save and schedule X
customized reports.
10. Ability to export data direct X
to PDF and Excel formats.

11. Ability to auto schedule X

standard reports.

9
12. Maintain a complete audit X
tracking of any changes
made to the work order data
and provide ability to report
on changes made.
13. Ability to monitor in real- X
time, work order progression
including visual and email
warnings if target response
and rectification are in
danger of not being met or
have not been met, via a
system of escalations.
14. Ability to customize real-time X
dashboard, via drag and
drop, to group together
visual summary of data and
various key performance
indicators in a single place.
15. Ability for group of users to X
be sent reminders and be
kept aware of progress of
selected work orders via
email.
16. Software employs data X
format validation and
prompts.
17. Ability to create search sets X
and saved queries.
18. Ability to drill down in data X
by click on any record
element.
19. High use of drop down lists X
to improve usability and
minimize data entry errors.
20. Name change on data field X
label propagates throughout
entire application

10
FM System Management

Item Specification M SF UD OA CR NA Specifications/Comments

1. Ability to create, edit or X
delete users with logins
specific to roles and access
levels.
2. Allow different access levels X
for different users.
3. Allow system security via X
username/password access.
4. Allow user authentication via X
existing IT processes.

Space utilization analysis X

based on user type,
occupancy, fit-out

Web Enabled

Item Specification M SF UD OA CR NA Specifications/Comments

1. Ability to accept Web Based X
Work Requests from users,
enterprise wide without the
need to have hard client
installed on user workstation.
2. Allow clients to review the X
progress of their own work
orders online.
3. Allow clients to request pre- X
defined small work via a
‘kiosk like’ interface.
4. Ability to adapt and X
customize the wizard
presented on the ‘kiosk like’
interface for different types
of users.
5. Allow clients to self-register X
to access work orders online.
6. Ability to access the X
application from any web
enable device on or off the
HJC network.

11
7. Ability for clients to enter X
work orders from outside the
organization’s network.
8. Ability for requestors to X
check on the status of their
requests via web.
9. Ability to host an online X
dashboard which can be
made accessible to external
users or embedded on the
corporate site.

Infrastructure

Item Specification M SF UD OA CR NA Specifications/Comments

1. Can be implemented on X
existing Microsoft
infrastructure or delivered as
a service.
2. The application can be X
delivered via HTTP or HTTPS
protocol.
3. Support the customization of X
labels and workflows in the
application.
4. Ability to change the layout X
of the application for
optimum display when
viewing from a tablet or
mobile computer.
5. The end user does not X
require installation of
software on client
workstations (work requestor
or system administrator)
6. Software upgrades are X If software updates are not included as part of
available to the user free of the deployment for the life of the product –
charge for the lifetime of the describe the upgrade methodology and costing.
product
7. Product data maintenance X Vendor to describe how the product will be kept
requirements are detailed to current for the duration of the deployment at the
the users and are supported customer’s site.
by the vendor for the
duration of the product
8. Can be deployed on a mobile X Vendor to provide details and screenshots
environment. outlining what functionality of the application is
available via mobile and which mobile platforms
their solution can be deployed on.

12
9. Access to data can be X
achieved through a dedicated
app vs web enabled
application.

Integration with Building Management System

Item Specification M SF UD OA CR NA Specifications/Comments

1. Allows the creation of work X
orders based on alarms
received from the Building
Management System.
2. Allows the re-scheduling of X
planned maintenance
activities based on run time
data received from the
Building Management
System.
3. Complete audit tracking of X
Alarms and Run time data
received.

13