M aintenance D irect – Advanced Tips and Tricks

1. MaintenanceDirect – AdvancedTips and Tricks Tara Salerno Client Service Center SchoolDude.com

2. Course Overview: *Transactions & Transaction Shortcuts - Labor - Purchase - Issue *Budget Codes *Project Codes *Equipment *Classification/Type *Code Schemas *Reports and Saved Actions

3. Labor Transactions Enter number of hours worked underneath the respective date. NOTE: OT can be used to record hours other than the Regular labor rate for that day. There is an Action Taken box located underneath the work order number and location. Enter Materials link will open a new browser window to allow user to input purchase transactions. Calendar and or Date box on left can be used to enter labor for other dates than the ones displayed in the blue bar. SCHOOLDUDE

4. Purchase Transactions • Type of Purchase Transaction (Materials, Rental, Contract Services). • Supplier (can be added as you go, or build a master list in Account Setup). • Enter description of purchase or service received. • Enter Quantity and Cost for each item. • Click on Submit to Save transaction. The page will refresh so you can continue with other transactions or go back to work order form. SCHOOLDUDE

5. Issue Transactions • Type of Issue Transaction (Custodial, Food Services, Instructional, Mechanical, Other, Technology). • Item Number (Correlates with the Item Number you assign to that item in InventoryDirect). • Pool (Where you will be pulling the item from) • Enter Quantity • Click on Submit to Save transaction. The page will refresh so you can continue with other transactions or go back to work order form. SCHOOLDUDE

6. Transaction Shortcuts Click on “Transactions” in the Information Analysis list on your home page. Click on the Labor, Purchase or Issue Transaction link on the right. This will allow you to enter up to seven transactions at a time. SCHOOLDUDE

7. Optional Work Order Fields • Purpose Code – Category for WHY you are doing the work that can be used to group multiple work orders together for reporting purposes. Example: Two work orders are submitted. One is for a broken window in a classroom and the other is for damage to a sink in the bathroom. The craft on each work order is different, window and plumbing. In both cases you believe a student was responsible for the damage. You can label each work order with a purpose code of Vandalism and run a report at the end of the year based on the purpose code. By having the craft indicating what you repaired, you can see what is vandalized the most. • Project – Category for grouping related work orders for a project together. Example: A new building is being constructed and different members of your maintenance team must perform some of the work which results in 50 work orders assigned to different users all with different crafts. By adding a project code to each of the work orders, you can run a report on how much the project cost you in labor and materials. • Budget Code – Category for grouping related work orders cost into a single cost management code. If budget code is entered on the work order form, all costs will be associated to the code. You may choose to enter a different budget code on your purchase and issue transactions if those costs should be associated to a different code. The Budget page will show beginning balance, accumulated cost and remaining budget amounts. • Custom Category – Create category label and values for any information you want to track about work orders that is not already covered. SCHOOLDUDE

8. Equipment Cost Tracking: Optional • Click on the Add link in the Actions bar • Click on Classification • Define a name for the classification • Click on the Add link in the Actions bar • Click on Type • Choose the classification the type will be associated with and define the new type name SCHOOLDUDE • Track the important pieces of equipment (the expensive ones!) • Stay organized by using Classifications and Types to group similar items together. Create your own or use Code Schemas that match your needs Example 1:You want to track how much you spend on boilers, air handler units and vehicles. Boilers and air handler units are part of your HVAC systems, therefore create a classification of HVAC and then two types, Boiler and AHU Example 2: Add classification for Vehicles. Then add types (vans, trucks, cars, buses)

9. Equipment Cost Tracking - Continued • Click on the Add link in the Actions bar • Click on Equipment • Create Item Number for Equipment • Make each item number unique • Use a pattern in the numbering sequence that helps identify the equipment • (Example : Boiler in Smith High School labeled as Boiler-SmithHS-001) • Choose Classification and Type to correctly organize equipment • Write a brief identifying description of equipment • Also suggest choosing location for equipment if applicable • Other information on form is not required. • Click on Save • Tip: Consider creating equipment in MD based on similar types of equipment (i.e. enter all the boilers, then move on to unit ventilators) By doing so you can take advantage of the Duplicate shortcut key which reduces the amount of data entry time. SCHOOLDUDE

10. Advanced Search • Use to search for work orders, equipment records, labor/purchase transactions and equipmentusage records • Select your search criteria in one or multiple fields • Multiple criteria can be selected in each box by using the Control key on your keyboard SCHOOLDUDE

11. Saved Actions: Advanced Search • Using the Advanced Search • If you have created a Search that you use • repeatedly, you may save the Search criteria • to be used again. • - Click on Advanced Search • Select the criteria you would like to include in the fields below • Scroll to the bottom of the page and give your Search a unique name • Choose how you want to view the results in the Sort By field • Choose Public or Private View: Public View will allow other users to view and edit your saved Search • Click on Save and Search Now to view your results and save your search criteria SCHOOLDUDE

12. Saved Actions: Work Order Report • Accessing Work Order Reports • If you have created a Work Order Report that you will use • repeatedly, you may save the Report criteria to be used again. • Click on the Report linkin the Actions Bar • Click on Work Order • Select the criteria you would like to include in the fields below • Scroll to the bottom of the page and give your report a unique name • Choose Public or Private View: Public View will allow other users to view and edit your saved search • Click on Save and Print This! to view your results and save your search criteria SCHOOLDUDE

13. Saved Actions: Recurring Report Delivery • Accessing your Saved Reports • Click on the List link in the Actions Bar • Click on Saved Actions • Find the name of the report or search that you saved from the list • Click on New in the Schedule column to schedule delivery for your report • Choose the frequency and timing for delivery of your saved report: SCHOOLDUDE

14. Saved Actions: Recurring Report Delivery • Format and Receipt of Saved Report • Choose the format for the report results • Add the email addresses for individuals needing to receive the report • To discontinue delivery of this report, simply remove the email addresses for the affected individuals • Report results will be delivered via email, with the report as an attachment SCHOOLDUDE

15. Reports Overview • Work Order • Summary 2 – Calculates Days Aged for each work order in report • Detail – Great for exporting to Excel and manipulating data for pivot graphs or specific reports • Transaction • Perfect for exploring costs associated with labor for specific employees or money spent with specific vendors/suppliers. • Location • Summary by Craft shows total and averages for labor hours and costs by location or by craft per location. Great for investigating if particular locations have more specific issues than others. • Craft • Shows overall cost and labor hours per craft which can be used to make informed decisions on what skills are needed when considering hiring new employees • Pivot Chart – “Action Graphs” • Option for Work Order and Transaction Reports. Can be utilized with any Excel Spreadsheet exported from MaintenanceDirect. Great for visualization of costs and useful for reports or meetings. SCHOOLDUDE

16. Questions? • Three Methods to contact SchoolDude.com Client Service Center • support@schooldude.com • 877-883-8337 • Chat live with our Legendary Support Team • All of this information is available under the HELP link on your homepage • Share your best practices and discussions with other SchoolDude members by logging into Community. • Our legendary support and implementation assistance are included in your subscription, and unlimited to our valued clients. We are here to support you! SCHOOLDUDE