Rqmt # Functional Requirements

Section CMMS FUNCTIONS - OVERVIEW

Asset Management

Service Request Management

Work Order Control

Work Order Management

Preventive Maintenance

Equipment/Tool Management
 Material Management

Material Management - Inventory

Personnel/Labor Management

Service Provider Asset Management

Document Management

Mobile Workforce

2 Aviation Department Standards

System supports unique numbering and code schemes for Aviation Department definition
Asset numbering
Locations
Part numbering
Status codes
Priority codes
Problem/Failure/Cause/Action Codes
Work Order types
System supports unique hierarchy definitions for Aviation Department assets definition
Asset hierarchy
Organization structure
Location structure
Ability for Aviation administrator or "super user" to maintain (create/edit) own inventory and key "master"
table information within an enterprise setting
Assets
Locations
Parts
 PMs (Plans/Tasks)
Status codes
Priority codes
Problem/Failure/Cause/Action Codes
Work Order types
Condition codes
Criticality codes
Ability for Aviation Department to create user defined/custom fields for all objects within the CMMS,
including
Ability forbut not limited
Aviation to assets,
Department locations,
to develop work orders,
custom Aviationtasks, and preventive
workflows maintenance
and business processes rules
Ability to set mandatory fields based on status

3 Asset Management
Ability to define separate Aviation-specific structures for asset, location, and organization hierarchy
Ability to view the hierarchies in a "tree" fashion (ability to expand, collapse, and drill up or down)
Ability to make changes in the tree structure by dragging and dropping branches
Ability to associate assets to one another from both a system and operational aspect (i.e. which AHU feeds
VAV box, and which electrical panel provides power)
Ability to change the location of an asset and store location history
System maintains the following information for each asset:
Asset ID numbers and alternates (i.e. shop, fixed asset tag)
Description
Location
Supplier & manufacturer
Model & serial number, plus other nameplate details
Cost accounting - rates/charges cost center
Assigned to responsibility (org or employee)
Condition
Status (i.e. active, out for repair, etc.)
Tenant/occupant of an area
Maintenance responsibility - airport, service contractor, tenant, other
BOM - Replaceable/inventoried parts
Utilization/meter readings
Inspection results
Asset system/group

4 Service Requests
System can accept Service Requests from:
Internal generated from within system
Via email (to servicerequest@mailbox.com)
Via self-service portal
Via interface to external system (Operations; Safety; etc.)
System includes a self-service portal for entry of service request entry and status update
System supports unlimited access for requestors to input Service Requests via portal
 System supports Problem Types that are user definable and can having a unique routing associated with
each (multiple email addresses for each)

Maintenance - WO may be created

Non-maintenance - No WO - notification only (i.e. lost luggage)
Ability to bypass normal work routing process and flag an emergency work request as dispatched
System supports Problem Types available via pull down to include:
a. External - customer service and other non-maintenance inquiries or requests
b. Internal - maintenance related
Ability to store employee and customer information and contact information and to track service request
origin
Ability to create/create project information (i.e. Tenant Improvement) through service request portal and
associate with a aproject
Ability to assign priority level to a service request
System creates a unique identifier for each service request that remains the same and is linked to a work
order number if approved

System highlights/flags an asset as under warranty for service requests during the warranty period
Ability to quickly search and view status and chain of custody of submitted requests (lookup by requestor
name or email address)
System can notify requestor when work status changes through automated email notification.
When assigned
When completed
Ability to cancel a service request
Ability to define service levels for tenant Mx support and track associated SLA/response time

5 Work Order Control

Ability to support different approval workflows for different work order types
Ability to group work orders after the fact into "events" (i.e. flash flood; power outage, icing) for TOC
reporting (an "Event"
Ability to assign field)
a type/category to the work order and revise selection list as required, including:
Corrective Maintenance
Preventive Maintenance
Project
139 Violation/Deviation
Safety
Ability to assign a priority to the work order and revise selection list as required, including:
1-Emergency
2-Urgent
3-Schedule/Routine
4-Project Work
5-Preventive Maintenance
Ability to override default work order type/category and priority received from the service request
Ability to assign a specific shop code to route to applicable supervisor within appropriate maintenance
section and revise selection list as required, including:
PL-Plumbers
CA-Carpenters/Painters
EL-Electricians
HV-HVAC
 CU-Custodial
etc.
Ability to maintain/look up a service contract roster to identify vendors with contracts or trade capabilities to
support
Ability torequired workorders
assign work order to
services
both a group and individual employee
Ability to assign multiple activities to the same work order
Ability to establish a precedent relationship between individual activities or work orders for scheduling
purposes
Ability to assign multiple trades or certifications to work orders for scheduling purposes
Ability to schedule and assign work orders based on different criteria including:
Trade and certifications
Shift
Section/Supervisor
Location/Zone
Asset/System
Problem Code
Priority or Type
Ability to view a calendar schedule of existing work orders
Ability to produce a daily schedule for each supervisor and individual employee to include work orders and all
important information
Ability to use (parts,
system tools estimated
to optimize hours, etc.)
resources and schedule, including:
Schedule work based on routes or logistical proximity
Assign to shift based on optimal times to conduct repairs
Ability to assign multiple employees to the same work order
Ability to reassign a work order with audit trail
Attach documents to work order and any notifications
PM Planning and Scheduling
Ability to schedule PMs
Ability to create/maintain a daily schedule/roster of resources available
Ability to release PM work orders out to a specified date
Ability to specify PM, Asset, Section, and Supervisor when releasing PM work orders
Ability to reserve parts from the warehouse against a PM
Ability to reserve tools from the warehouse against a PM
Dispatch
Ability to support “call center and dispatch functions” to collect, prioritize and dispatch service requests.
Includes
Ability toalerts/ possible
store and assistance
retrieve to list
"On Call" identify
for offduplicate requests contact
hours resourcing based onand
equipment, location,
emergency dispatchetc.

Work Order Close Out

Ability to capture and update the following information as part of close out:
Labor
Materials
Equipment utilization
Services
Condition update
Ability to perform a "Batch Work Order Update" to quickly enter work order data by Work Order:
Problem/Failure/Cause/Action Codes
Labor (Employee, date, hours, type)
Arrival and completed date/time
 Comments
Status change
Ability to reopen a closed work order
Ability to spread labor over all assets en route (i.e. fire extinguisher inspection of hundreds of extinguishers
charges labor across route)
Data Control
Ability to track the status of a work order from creation to completion with status indicators (scheduled,
assigned, delayed,
Ability to track hold,requests
service etc.) independently of work orders
Ability for users to define and save layout of work order list
Ability to display backlogged work orders by various selection criteria including location, type, priority, date
created,
Ability toand
makeestimated
updatescompletion datewhile preserving initial request
to work orders
Ability to view total and itemized costs of grouped work orders
Ability to flag a work order for possible tenant charge back
Ability to flag a work order as a 3rd party incident to invoice outside customer if one-time cost or not a listed
tenant
Ability to support the creation and management of work order templates that can be used for the coding and
processing of work
Ability to attach orders documents to work orders
additional
Notifications/Alert Management
Ability to manually generate emails from the system to customers to provide updates
Ability to configure and revise email distribution lists
Ability to configure automatic email notifications based on WO status change, multiple WO on asset or
location
Ability towithin
notifyadistribution
user definedlisttime frame, escalation events, and shutdown events
of shutdown
Ability to link distribution lists to Asset or Location
Ability to add comments and update work orders by replying to system-generated email notifications
System can automatically notify requester when work requests or work orders change status:
Canceled
Rejected
Work Complete
System stores emails to maintain history of communication
Work Order Management
Ability to easily create a work order from a service request
Automatically based on priority
Manually after Work Order Control/Call Center review/approval
System can generate multiple work orders from one service request and maintains tracking of the original
service requests (parent/child relationships).

System can combine multiple service requests under one work order and maintain tracking of the original
service requests (parent/child relationships).
Ability to generate a work order without a service request
System supports Aviation definition of work order types including but not limited to:
Corrective
Preventative
Emergency
Safety
Project / Minor Construction Project
System tracks the following information associated with a work order:
 Unique work order number
Priority
Asset and location information
Requestor information
Special instructions
Service/performance information - assigned, started, completed, closed
Cost information - labor, materials, services, equipment used
Cost accounting/cost center for rates and charges
Chargeback information
System supports document attachment to a work order to associate drawings, notes, documents, images,
etc.
System allows attachment of prior/historical work order information including all work associated with the
asset
Abilityortothe location
enter meter reading of any/all meters associated to the asset on the work order for condition
monitoring or utilization tracking
Ability to view detailed parts purposes
status from within the work order screen (i.e. order and stock level status)
Ability to view BOM, associated materials, and material usage history of the asset from the work order screen
and request
Ability using the
to support a single clickand management of work order templates that can be used for the coding and
creation
processing of work orders
Ability to support a WBS for project related work orders
Ability to record problem, cause, and action to individual assets along the route (i.e. fire extinguisher
inspections)

6 Preventative Maintenance
PM Schedule Definition
Ability to create Preventive Maintenance Schedules based on flexible definition, including:
Calendar period (i.e. every 7 days)
Meter / equipment usage (i.e. every 100 hours)
Manually / standard work orders (as needed)
Ability to import all PM schedule data from Microsoft Excel without accessing database back end (built-in
Import Utility)
Ability to specify whether a schedule is "fixed" (i.e. perform every 7 days regardless), or "variable" (i.e.
perform
Ability to7specify
days after completion
a specific day ofof previous
the week forPM)
the PM schedule (i.e. perform last Friday of the month)
Ability to nest PM triggers with different cycles (i.e. monthly PM contains weekly PM)
Ability to link schedules to establish a route based on location or grouping of assets
Ability to establish multiple blackout periods for Assets or PM Schedules
Ability to specify maintenance section, supervisor, and employee and link to PM schedule or asset for
automatic scheduling
Ability to identify end when PMinspection
of lease work orders
(xx are released
months before)
System dynamically adjusts PM schedules based on defined results or trends from inspection point inputs or
information from integrated
System automatically systems
links job plans, material lists, and documents assigned to both PM Schedule and Asset
when generating PM work orders
PM Tasks / Job Plans
Ability to create specific job tasks for association to
Task name and number
Job Plan details and checklist
Trades able to perform task
Number of people required to complete task
Estimated labor hours required to complete task
Tools required to complete task
 Ability to import all PM task and job plan data from Microsoft Excel without accessing database back end
(built-in Import Utility)
Ability to create a materials list required to perform the job task and associate back to both the asset and job
plan
Ability to create custom inspection forms/checklist without custom programming (user configurable form)
Ability to create inspection plans to capture results for specialty asset groups (e.g. fire extinguishers;
defibrillators, etc.) to support PM, support checklist functionality, and record inspection results

Ability to create annual inspections via PM to verify facility condition and assessment
7 Equipment & Tool Management

System tracks equipment, maintenance history, associated costs, and failures of serialized and maintainable
equipment

Ability to track tool inventory

Ability to issue and track tools permanently assigned to a technician, a work order or both (to manage and
track tools)

Ability to treat tool as asset for asset repair purposes

Ability to establish standard charge rate for tools and equipment, individual or by class
Ability to record usage of equipment/tools against work order
Ability to track fixed asset/trackable asset tag number for fixed asset accounting purposes
8 Personnel & Labor Management
Ability to maintain an employee roster (employee ID + name), linking the following information:
Trade
Shop Code
Shift
Ability to maintain list of employee trades (i.e. Painter 1, Maintenance Mechanic 2, etc.)
Ability to manually maintain list of labor types (i.e. normal time, overtime, chargeback, FEMA, etc.) and assign
classes of labor to each type (i.e. productive time, non-productive time)

Ability to manually assign a standard employee hourly rate to each labor type for each trade

Ability to manually specify a specific employee hourly rate for each labor type to override standard trade rate
for individual employees where available

System manually ensures pay rates can be different from the Contractor/Service Provider

System manually ensures pay rates can be different from the same Internal Staff Service Provider
Ability to maintain list of shop codes (i.e. Carpenter/Painter, Electricians, Plumbers, etc.)
Ability to maintain a list of certifications (i.e. confined space, electrician license)
Ability to track completion of training certifications and expirations for each employee
Ability to record labor hours for non-maintenance activities (no work order - i.e. training, meetings, shop
clean-up)

9 Service Provider Asset Management

 Ability to maintain a central list of service providers by trade/service category - contract and non-contract

Ability to assign service requests or work orders directly to service contractor for monitoring and close-out

Ability to create and maintain email distribution lists containing non-CoSA employees to notify and send
assigned work orders

System support clear definition of list of services within each established contract to determine whether or
not work is "Other Service Request" (OSR), and requires requisition to be created if work is outside of
contract prior to assigning work order to contractor

Ability to associate invoice from a service provider to a work order

Ability to manage service contract inventories and services under the Airport CMMS allowing SC to only see
and maintain their responsibility area (asset, WO)

Ability to segregate service contractor inventory under a separate WH, disaggregated from Airport stock and
procurement procedures

10 Revenue Management / Chargebacks

Ability to manually add and maintain a list of tenants with active/established agreements for chargeback
ability
Ability to associate a “responsible tenant” from above list to a work order or a project for chargeback
association
Ability to select "other" as a tenant and manually type in information if not listed in the system or a one-time
cost

Ability to create a work order for the sole purpose of associating an invoice from a service provider for
chargeback to airport tenant
Ability to provide estimate/quotes for tenant work for signoff before starting work, either against WO or
project, to include:

Labor cost
Parts/Materials cost
Tool/Equipment use cost
Overhead
Estimated start and completion dates
Ability to calculate total time by trade for rates/charges and invoicing
11 Reporting
Ability to physically print work orders/reports

Ability to generate reports directly to MS Office or PDF formats

Ability to export report data to Excel
System supports queries and viewing of work by locations(s), systems, assets using interactive map
System provides ad-hoc reporting capability that are relatively easy to generate with an intuitive interactive
generator as part of the software system.
 Ability to automatically email reports to distribution list based on schedule
Ability to accommodate and report multiple warehouses and roll up activity and reporting under the Airport
organization
System contains "out-of-the-box" reports for:
Resource allocation
Asset maintenance history, cost, etc.
labor activity and labor types
System contains a built-in custom reporting tool
Ability to track man hours for number of people and time worked on each work order
Ability to report itemized (labor/materials/equipment) and total cost of work by work order, groups of work
orders, project, asset, and location
System maintains and reports Date/Time and quantity of all parts utilized and associates back to asset
Ability for user to create a dashboard view to display key information about the performance of an asset,
organization, or individual
Ability to create alert and notifications associated with triggers by workflows and / or performance indicators
12 Global System Architecture
The system shall be able to operate on City Standard hardware; and use City standard software

The system shall utilize existing City desktop and laptop hardware
The system shall utilize City Standards as the desktop/laptop operating system
The system shall be fully documented including at a minimum installation procedures, security
design, backup and recover, user and administrator operating procedures.
The system shall be a web based application with logical and physical separation of the user
presentation, business logic, and data layers.
The system shall be capable of utilizing the City's current Email infrastructure (MS Exchange) for
sending and receiving automated and informational emails.
The system shall provide scalable document and content storage.
The system shall work with a number of external peripherals including printers, scanners, bar/QR
code readers, fingerprint readers, and signature pads.
13 Document Management
Ability upload document attachments (pdf, doc, jpg, etc.)
Ability to view most file types from within the CMMS (pdf, doc, jpg, etc.)
Ability to associate uploaded documents to any object (and multiple objects) in the CMMS, including Work
Orders, Assets, Employees, Purchase Requisitions, Parts, PM Tasks, or Projects

14 Mobile Support
General Features
System can interface with the following:

a. Ruggedized tablets
b. Tablets (iPads, etc.)
c. Smartphones
Ability to support all common mobile platforms (i.e. iOS, Android, Windows)
Mobile Application supports the following workflows
a. Receive and create service requests and work orders
b. Preventive Maintenance and Inspection checklists (view checklists, enter meter readings and inspection
results)

c. Complete WO data (enter labor, closing codes, comments, status)

d. Receive, Issue, and Return parts/materials
Mobile Application supports existing work flows, screen configurations (mandatory fields, hidden fields, etc.),
and input (filters, verifications) as configured in the full version

Ability to view maintenance and parts history from the mobile application
Ability to access and view documents in the field from the mobile application
Ability to accept inputs from Radio-Frequency Identification (RFID) and/ or Barcodes
Ability to accept, and maintain electronic signatures
Ability to support summary metrics (KPI’s and reports)
Ability to work online or in disconnected modes
BAR CODE TECHNOLOGY SUPPORT
Ability to print barcode labels for equipment/components
Ability to print barcode labels for inventory parts/bins
Ability to support user-definable label layouts
Ability to barcode individual parts as received prior to warehousing, real time scanning, and inventory
updates at picking, and real time scanning at shipping

System supports QR type codes

 RFCSP ATTACHMENT

Supported
Delivered after
through Product
solution is
Configuration -
Functional Requirements Priority
out-of-box
configured
functionality (included in
price)
Y/N

CMMS FUNCTIONS - OVERVIEW

Asset Hierarchy
Location Hierarchy
Organization Hierarchy
Asset Inventory
Utilization Monitoring/Tracking
Condition Monitoring
Warranty Management

Service Request Intake

Customer Status
Notifications/Alert Management

Work Order Planning and Scheduling

PM Planning and Scheduling
Dispatch
Work Order Close Out
Data Control
Notifications/Alert Management

WO-Trouble Ticket / Corrective

WO-Specialty - FAR 139; Safety, etc
WO-Preventative Maintenance
Event Tracking
Document Management

Preventative Maintenance Schedules

Preventive Maintenance Tasks/Job Plans
Predictive Maintenance (PdM)
Reliability Center Maintenance (RCM)

Equipment/Tool Inventory
Assignment Tracking
Utilization Monitoring/Tracking
Cost/Charge out Management
Fixed Asset/Controllable Items Tracking
 Requisition - Material and Service
Procurement / supplier eCatalog
Purchase Order
P-Cards
Direct Purchases / Stock Replenishment

Parts Catalog and Definition

Receiving
Issuing
Stock Reservation
Warehouse Management
Physical Inventory

Employee Roster
Time & Attendance
Labor/Trade Costing
Labor Reporting

Contract Roster
Notifications/Alert Management
Service Contractor Systems
Service Contractor Inventory

Drawings (inc As Built)

Specifications
O&M Manuals
Records Retention
Version Control

Mobile Application - Work Orders

Mobile Application - Material Management
Barcode Scanning
Document Management

Standards
ring and code schemes for Aviation Department definition

on Codes

hy definitions for Aviation Department assets definition

r or "super user" to maintain (create/edit) own inventory and key "master"

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on Codes

to create user defined/custom fields for all objects within the CMMS,
ts,develop
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workflows maintenance
and business processes rules
ased on status

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d
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Standards as the desktop/laptop operating system
umented including at a minimum installation procedures, security
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ased application with logical and physical separation of the user
and data layers.
of utilizing the City's current Email infrastructure (MS Exchange) for
ated and informational emails.
able document and content storage.
number of external peripherals including printers, scanners, bar/QR
ers, and signature pads.
ent
ments (pdf, doc, jpg, etc.)
om within the CMMS (pdf, doc, jpg, etc.)
cuments to any object (and multiple objects) in the CMMS, including Work
hase Requisitions, Parts, PM Tasks, or Projects

llowing:

obile platforms (i.e. iOS, Android, Windows)

 following workflows
equests and work orders
d Inspection checklists (view checklists, enter meter readings and inspection

bor, closing codes, comments, status)

arts/materials
sting work flows, screen configurations (mandatory fields, hidden fields, etc.),
as configured in the full version

parts history from the mobile application

ments in the field from the mobile application
dio-Frequency Identification (RFID) and/ or Barcodes
lectronic signatures
rics (KPI’s and reports)
nnected modes
SUPPORT
r equipment/components
r inventory parts/bins
e label layouts
ts as received prior to warehousing, real time scanning, and inventory
e scanning at shipping
ACHMENT B

Delivery Method
Delivered after
Delivered through
customization Not Offered
integration with Third
(included in price) Party Tool
Vendor Explanations
Rqmt # Functional Requirement

Section Work Order Control

3
Ability to support different approval workflows for different work order types
Ability to group work orders after the fact into "events" (i.e. flash flood; power outage, icing) for TOC
reporting (an "Event" field)
Ability to assign a type/category to the work order and revise selection list as required, including:

Corrective Maintenance
Preventive Maintenance
Project
139 Violation/Deviation
Safety
Ability to assign a priority to the work order and revise selection list as required, including:

1-Emergency
2-Urgent
3-Schedule/Routine
4-Project Work
5-Preventive Maintenance
System automatically assigns priority to work order based on a combination of work order type, asset
criticality, and Service Level (SLA) from asset or location
Ability to override default work order type/category and priority received from the service request

System automatically escalates or raises priority level if not responded within timeframe designated by
assigned priority
Ability to assign a specific shop code to route to applicable supervisor within appropriate maintenance
section and revise selection list as required, including:

PL-Plumbers
CA-Carpenters/Painters
EL-Electricians
HV-HVAC
CU-Custodial
etc.
Ability to maintain/look up a service contract roster to identify vendors with contracts or trade capabilities
to support required work order services
Ability to assign work orders to both a group and individual employee
System prevents work order type and priority mismatch
Ability to assign multiple activities to the same work order
Ability to establish a precedent relationship between individual activities or work orders for scheduling
purposes
Ability to assign multiple trades or certifications to work orders for scheduling purposes

Ability to schedule and assign work orders based on different criteria including:

Trade and certifications

Shift
Section/Supervisor
Location/Zone
Asset/System
Problem Code
Priority or Type
Ability to view a calendar schedule of existing work orders
Ability to view a calendar schedule/availability of personnel (projected)
Ability to view a calendar schedule/availability of tools/resources (projected)
Ability to monitor real time resource loading of staff based on work order assignment vs available staff

System provides a "drag and drop" scheduler in calendar format which allows a work order to be "dragged"
to an available Technician time slot
Ability to produce a daily schedule for each supervisor and individual employee to include work orders and
all important information (parts, estimated hours, etc.)
Ability to quickly recalculate projections when changes are made
Ability to project schedule and view “what if” scenarios without saving schedule information

Ability to use system tools to optimize resources and schedule, including:

Schedule work based on routes or logistical proximity

Assign to shift based on optimal times to conduct repairs
Ability to assign multiple employees to the same work order
Ability to assign work orders to supervisors in addition to individual employees
Ability to reassign a work order with audit trail
Ability to plan and schedule contract services and non-stock materials
Ability to support shutdown approval work flow
Ability to attach inspection checklist to a work order
Attach documents to work order and any notifications

PM Planning and Scheduling

Ability to schedule PMs

Ability to create/maintain a daily schedule/roster of resources available

Ability to automatically generate an editable schedule once the PMs are scheduled (projected)

Ability to preview projected PM's before releasing and creating work orders
Ability to release PM work orders out to a specified date
Ability to specify PM, Asset, Section, and Supervisor when releasing PM work orders
Ability to override PM from being released (defer to next cycle) if work was recently accomplished while
conducting corrective maintenance
Ability to distinguish between long-term planning (multiple job plans for asset/components, multiple
triggers for PM, asset criticality), and short-term scheduling (corrective maintenance, projects)

Ability to reserve parts from the warehouse against a PM

Ability to reserve tools from the warehouse against a PM
Ability to revise PM Tasks and Schedules as required

Dispatch
Ability to support “call center and dispatch functions” to collect, prioritize and dispatch service requests.
Includes alerts/ possible assistance to identify duplicate requests based on equipment, location, etc.

Ability to store and retrieve "On Call" list for off hours resourcing contact and emergency dispatch

Ability to dispatch an initial response to evaluate or "quick fix" prior to planning and scheduling completion
of work
Ability to assign work orders to multiple resources such as a group and individual employee or multiple
groups/employees
System saves history and automatically time/date stamps each assignment and re-assignment of work
order

Work Order Close Out

Ability to capture and update the following information as part of close out:

Labor
Materials
Equipment utilization
Services
Condition update
System supports approval levels for work order close. Technician "completes" and superintendent or WOC
"closes"
System can prevent work order from closing until all related tasks/jobs are completed.
Ability to route a WO types for approvals or inspections upon completion
Ability to perform a "Batch Work Order Update" to quickly enter work order data by Employee:

Problem/Failure/Cause/Action Codes
Labor (date, hours, type)
Arrival and completed date/time
Comments
Status change
Ability to perform a "Batch Work Order Update" to quickly enter work order data by Work Order:

Problem/Failure/Cause/Action Codes
Labor (Employee, date, hours, type)
Arrival and completed date/time
Comments
Status change
Ability to make corrections to work order data prior to closing
Ability to prevent closing a work order based on work order status
Ability to reopen a closed work order
Ability to spread labor over all assets en route (i.e. fire extinguisher inspection of hundreds of extinguishers
charges labor across route)

Data Control
Ability to track the status of a work order from creation to completion with status indicators (scheduled,
assigned, delayed, hold, etc.)
Ability to track service requests independently of work orders
Ability for users to define and save layout of work order list
Ability to display backlogged work orders by various selection criteria including location, type, priority, date
created, and estimated completion date
Ability to make updates to work orders while preserving initial request
Ability to view total and itemized costs of grouped work orders
Ability to flag a work order for possible tenant charge back
Ability to flag a work order as a 3rd party incident to invoice outside customer if one-time cost or not a
listed tenant
Ability to support the creation and management of work order templates that can be used for the coding
and processing of work orders
Ability to attach additional documents to work orders

Notifications/Alert Management
Ability to manually generate emails from the system to customers to provide updates
Ability to configure and revise email distribution lists
Ability to configure automatic email notifications based on WO status change, multiple WO on asset or
location within a user defined time frame, escalation events, and shutdown events

Ability to notify distribution list of shutdown

Ability to link distribution lists to Asset or Location
Ability to add comments and update work orders by replying to system-generated email notifications

System can automatically notify requester when work requests or work orders change status:

Canceled
Rejected
Work Complete
System stores emails to maintain history of communication

WORK ORDER MANAGEMENT

Ability to easily (one click) create a work order from a service request

Automatically based on priority

Manually after Work Order Control/Call Center review/approval
System supports one-to-many and many-to-one creation of work orders:

a. System can generate multiple work orders from one service request and maintains tracking of the
original service requests (parent/child relationships).
b. System can combine multiple service requests under one work order and maintain tracking of the
original service requests (parent/child relationships).
Ability to generate a work order without a service request
System supports Aviation definition of work order types including but not limited to:

Corrective
Preventative
Emergency
AIROps - 139 or non-139; regular and Electrical
Safety
Project / Minor Construction Project
System tracks the following information associated with a work order:
 Unique work order number
Priority
Asset and location information
Requestor information
Special instructions
Service/performance information - assigned, started, completed, closed
Cost information - labor, materials, services, equipment used
Cost accounting/cost center for rates and charges
Chargeback information
System supports document attachment to a work order to associate drawings, notes, documents, images,
etc.
System allows attachment of prior/historical work order information including all work associated with the
asset or the location
Ability to enter meter reading of any/all meters associated to the asset on the work order for condition
monitoring or utilization tracking purposes
Ability to view detailed parts status from within the work order screen (i.e. order and stock level status)

Ability to view BOM, associated materials, and material usage history of the asset from the work order
screen and request using a single click
System can indicate if work order has been approved by all departments in the utility notification process
and other Permit Processes.
Ability to support the creation and management of work order templates that can be used for the coding
and processing of work orders
System allows user to create work order by copying an old work order
Ability to group work orders after the fact into "events" (i.e. flash flood; power outage, icing) for TOC
reporting (an "Event" field)
Ability to view detailed planning information: work plan, scheduled costs, labor, materials, equipment,
failure analysis and related documents via "Work Order Tracking" screen

System automatically creates a CM work order automatically if PM inspection values are outside of
acceptable range
Ability to support a WBS for project related work orders
Ability to record problem, cause, and action to individual assets along the route (i.e. fire extinguisher
inspections)
Ability to record P-card purchases and assign to WO for total cost capture
Supported through Delivered after
Product Delivered after Delivery Method
Configuration - solution is customization Delivered through Not
configured
out-of-box (included in (included in integration with Third Party Offered
functionality price) price) Tool
Y/N
Vendor Explanations