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Facility Issue Reporting (FIR) System User`s Manual
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1. Contract PO WO Close Facility Issue Escalation Windows Internet Explorer La AN Facility Issue Escalatio 3 Issue FIR Status Facility Input Date Resolution Date All MM DDIYYY MM DDIYYY Title Reporter Priority wo WO Status All v y Issue Title Facility Input Date pasau Reporter Priority FIR Status wo wo Status Cance Description Notes Attachments Step 3 Change the FIR Status drop menu from All to Escalated Step 4 Click Search to see the list of all escalated FIR issues Facility Issue Reporting FIR System User s Manual 26 Using FIR with FMAT Using the Escalation Screen in FMAT From the Facility Issue Escalation Screen you can e Filter information to search issues e View more details about an issue e Create an operational work order e Mark an issue as a duplicate or cancel an issue e See the description or notes relating to an issue To view information about an issue or create an operational work order do the following e Facility Issue Escalation Windo A Facility Issue Escalation Issue FIR Status Facility nput Date Resolution Date Search All lt MM DD YYY MM DDIYYY Reporter Priority wo WO Status J fel pate Reporter Priority FIR Status WO Status Cancel Duplicate James Routine 30 Escalated need to be l Thompson days repaired Kuna A Pew Seat James U
2. Step 7 Select the member from the list and click OK Add Position Position Organization Miscellaneous Person Being Called Select from a list Full Mame JEX AFAN YESTE Bith Date 14 Apr igre Record Mumber 888 0002 5592 Date Sustained 1m 2012 EE Cancel Step 8 Set the Date Sustained by selecting the calendar icon and choosing the applicable date or typing the date in the corresponding fields Step 9 Click Save SSS ears Facility Issue Reporting FIR System User s Manual Introduction ns Other Callings Change Calling Order Add Position a Position Name Date Sustained SetApart Phone and E m Out of Unit Callings Building Repr JEX ALAN VESTEN 1 Jan 2012 Remove Custom Positions Print Preview Add Organization Step 10 Verify that the position has been set correctly on the Other Callings tab Step 11 To exit the Other Callings section click Close Facility Issue Reporting FIR System User s Manual 7 Introduction File Edit Finance Membership Organizations ReportsfForms Other Resources Help MLS Organizations Adults Young Men Young Women High Priests Priests Laurels Elders Teachers hia Maids Relief Society Deacons Beehive single Members Young Men Leaders Young Women Leaders mc AN Bishopric Other Callings Home Visiting Teaching Reports Tools Bishopric HT Companionships Callings by Organ
3. hiore P Disconnected PRODUCTION SendfReceive Changes Step 1 Log in to MLS and then click More in the Organizations box Facility Issue Reporting FIR System User s Manual 3 Introduction Single Members Young Wen Leaders Young Women Leaders Bishopric Other Callings HomeVisiting Teaching f Reports Tools Bishopric HT Companionships f Callings by Organization sunday School Enter HT Visits i Members with Callings Primary O YT Companionships Members without callings Boy Scouts EnterV T Contacts i Print Rolls and Lists Other Callings _ Custom Positions Review More Pi Disconnected PRODUCTION SendiReceive Changes Step 2 From the Bishopric Other Callings box select Other Callings File Edit Finance Membership Organizations ReporsfForms Other Resources Help Other Callings Other Callings Other Callings Change Calling Order Add Position Position Date Sustained SetApart Phone and E ri Out of Unit Callings NNDB Print Add Organization Remove Organization Disconnected PRODUCTIONS Send Receive Changes Step 3 Click Add Position to open the Add Position dialog box Important Do not use the Custom Positions option for assigning positions Custom positions are not valid in the FIR system Facility Issue Reporting FIR System User s Manual 4 Introduction CT j x Fosition Organization Miscellaneous G Select Position e Select
4. Facility Issue Reporting FIR System User s Manual Contents INTRODUCTION ss cscssnexsseasannssenanenssascawssnunan asa easy swenswananghaxaansanniadas eis eranasaessansasanceseneansevene sev NEES 1 Pete miine N Ors OUI Uss FUR escini nerna NE A a EE A EEE 1 eca UY o E A aise ese anim csodvaeso neue one soeeneu st sereenp seeodtnenepseuc snes 2 Bs a0s eins cholo b bolo HOw TIR WO qcnemrrnrre rrr teeter ne Tentnr ater Teeter ete ren gre eser reer ete er err tee 9 UNDERSTANDING FIR BASICS csc sanssstnvevessanaviensasnveswesatnretacnravenstunsedensndusaceatenssassasaatieoteaveaneaaes 10 pate elec O we Ee cli 18 Uae annem nec ac eee E ere eee ree eee ee 10 Pocoma aye VIDE bap aud ob gull uper ener renter errr tren err E rr errr rr Tt errr 10 WMG EEN AG SUS E A tees ss E es ange gousstes gees gas P E E 11 CREATINGAND EDITING FS SS rice csc rss seesaw cece savas ote AEEA AENEA 12 Cie chelem e A E ee en E ee E T 12 Kadino aad Renovar Aa DTe NIS sena reer r arte nt aren yn AE errr mre rnrt rs tert er ES 13 MIA TCG ypc E E setenv E E ses meer 15 PO tI Ty TS E apace A E abe ont E E E ct oret a deters lorena es 16 WORKING WITH ISSUES cr ri sa ananaenunnwonsaannansnanieceyensn E a 17 Maio ooe a R E a E A OEE AS 17 Markinan saes AG CAS aiiis nna e N ENSE E EA EE AEAEE ieee 18 Usine the Status and Resolution SCC sasani iini ty Cer cee emer ar rer nien tiia tt 19 S e A A E A AA E A A E E op uteors 20 RF SD US A A A A E E eens seseuteu
5. Ferson Being Called Select trom a list Full Name Birth Date Record Number Date Sustained DO mmm yy fl SetApart Yes No Save Cancel Step 4 To the right of the Position field click Select to open the list of positions Select Position Selectthe Position Find Position in list oY Position O O O OOOO O O Acting Branch Leader Acting District Leader Acting Priests Quorum President Acting Stake Leader Acting Ward Leader Activities Committee Chairman Activities Committee Specialist Addiction Recovery Worker Athletic Director Building Representative Choir Accompanist Choir Director Choir President Chnricter xl 57 item s we Standard Positions Custom Positions Ad Cancel Peer e eer fF Ff Step 5 Select the appropriate position from the list and click OK See the FIR Permissions matrix on pages 1 2 for roles that have access to FIR Facility Issue Reporting FIR System User s Manual Introduction Add Position Position Organization Miscellaneous CU Select Position Ee a A ee eg Select Person Being Called Select tram a list e Select Full Mame Birth Date Record Number Date Sustained DD Minm err El Q SetApat ves No Save Cancel Step 6 Under the Person Being Called heading click Select to select the member you are assigning to the position you selected in step 5
6. 10 11 amp Stake Linde Kuna Idaho East Stake 10 Issues 7888 Leak in kitchen sink 74 Kuna YSA Boise St 7887 Clean carpetin Chapel 72 Kuna 1 3 12 E Deer Flat 7894 Broken door handle on clerk s office Y 4 Edit this Issue Cancel Description Need to fix the b oor handle in the Clerk s office Facility Issue Reporting FIR System User s Manual 20 Working with Issues 7894 Broken door handle on clerk s office door Issue Title Location of Issue in Building Description Date Last Observed Date Reported Actual Resolution Date Facility Broken door handle on clerk s office door Clerk s office Need to fix the borken door handle in the Clerk s office Jun 08 2012 caj Jun 08 2012 64 Kuna 13th Ward Kuna 6 8 13 14SP Avalon Attach Files Status amp Resolution 7894 Broken door handle on clerk s office door Issue Status Submitted Escalator Notification Email Requested Resolution Date Notes Resolution Jul 08 2012 vu GJ Escalate Cancel Q Close Clicking Escalate will send the issue to FMAT for the FM office to review Issue Information Attach Files Status SRE o Step 2 Click the Status amp Resolution tab Step 3 In the Notes field enter notes of comments to clarify the issue for the facilities management office Step 4 Click Escalate at the bottom of the screen Facility
7. door handle on clerk s office door Clerk s office Need to fix the borken door handle in the Clerk s office Jun 08 2012 CEJ Jun 08 2012 64 Kuna 13th Ward Kuna 6 8 13 14SP Avalon Resolution tab to display the Status and Resolution screen Facility Issue Reporting FIR System User s Manual 19 Working with Issues Issues can have the following statuses e Submitted awaiting review by the escalator stake PFR e Escalated forwarded to the FM office for review or work e Open accepted by the FM office in FMAT e Canceled not accepted e Duplicate reported issue matches an already existing issue e Closed work completed Important If an issue has been closed or canceled you cannot reopen it even if it has not yet been resolved You must create a new issue Note Escalated issues can have their statuses changed through FMAT only by the FM AA or Help Desk personnel Escalating Issues Stake physical facilities representatives should escalate maintenance issues to the FM that are not duplicates To escalate an issue View Issues Create Issue View Cleanliness Reports ss Repon Step 1 Open the New Issues New Issues ISSUE ISSUE TITLE FACILITY issue for editing by 5 Issues e clicking Edit this All Issues 10 Issues Issue Notifications 7892 Need more cleaning supplies 70 Kuna 7 10 11 amp Stake Linde E 7889 Repaint parkinq lot 70 Kuna 7
8. for a cleanliness report that has been previously created To view past reports click View Cleanliness Reports in the top bar of the FIR system View Issues Create Issue View Cleanliness Reports New Issues New Issues ISSUE 5 Issues VY DATE REPOR ISSUE TITLE All Issues on clerks office dao JU SUICID VIS VV Notifications 7892 Need more cleaning supplies 70 Kuna 7 10 11 amp Stake Linder Jun 08 201 7889 Repaint parking lot 70 Kuna 7 10 11 amp Stake Linder Jun 08 201 Kuna Idaho East Stake 10 Issues 7888 Leak in kitchen sink 74 Kuna YSA Boise St Jun 08 201 7887 Clean carpet in Chapel 72 Kuna 1 3 12 E Deer Flat Jun 08 201 7894 Broken door handle on clerk s office door Facility Issue Reporting FIR System User s Manual 30 Creating and Viewing Meetinghouse Cleanliness Reports Note Reports from only the last 12 months will be stored in the system Obtaining Application Support for FIR Resolving Access Problems If you are having problems gaining access to the FIR system please contact the Global Service Center By Phone United States and Canada 1 866 678 2763 Salt Lake City area 801 240 HELP 4357 Europe and Africa 1 800 2950 2950 Other international areas 1 801 240 4357 By E Mail globalservicecenter dschurch org Resolving System Questions and Concerns For questions or concerns with the FIR system please contact the FM office that i
9. more Geaning supplies Repaint parking lot 7894 Broken door handle on clerk s office door v A Edit this Issue Cancel Description Requested Resolution Date Need to fix the borken door handle in the Clerk s office Jul 08 2012 Facility Actual Resolution Date 64 Kuna 13th Ward Kuna 6 8 13 14SP Avalon Issue Type Date Last Observed Security Keys Jun 08 2012 Priority Date Reported Routine 30 days Jun 08 2012 Customer Reporter Kuna Idaho East Stake robert Dunford Resolution Reporter Email rob pfm org Reporter Phone L FIR Feedback Refresh i 208 555 0012 Facility Issue Reporting FIR System User s Manual 10 Understanding FIR Basics 1 Top Bar The top bar across all screens will show the tasks you can perform in FIR Click the titles to view the screens associated with that task The default screen when you log in is the View Issues screen Note Tasks in the top bar include View Issues Create Issue View Cleanliness Reports and Create Cleanliness Report Your role will determine which tasks are available The upper right side of the top bar contains information about who is logged in a link to sign out and a help button from which this user s manual can be accessed 2 Issue Categories Issues are categorized in the left column for easier navigation Clicking a category changes the issues shown in the Issue List New Issues displays issues that users have reported that y
10. Issue Reporting FIR System User s Manual 21 Working with Issues Canceling Issues If an issue is no longer valid or has already been resolved in the Issue Quick View panel click Cancel View Issues reate Issue View Cleanliness Reports Create Cleanliness Repom New Issues New Issues ISSUE ISSUE TITLE FACILITY 5 Issues All Issues Notifications 7892 Need more cleaning supplies 70 Kuna 7 10 11 amp Stake Linder T 7889 Repaint parking lot 70 Kuna 7 10 11 amp Stake Linde Kuna Idaho East Stake 10 Issues 7888 Leak in kitchen sink 74 Kuna YSA Boise St 7887 Clean carpet in Chapel 72 Kuna 1 3 12 E Deer Flat _ 1894 Broken door handle on clerk s office Z Edit this issue Cancel _ Description Need to fix the borken door handle INe Clerk s office Note Only users with appropriate permissions can cancel issues After clicking Cancel a text box will open requiring a reason for canceling the issue Reasons entered in this box will be viewable by the original reporter in the Notifications category SSS SSS aS Facility Issue Reporting FIR System User s Manual 22 Working with Issues Notifying Users of Issue Status Changes When the status of an issue changes the FIR system notifies reporters and escalators by e mail The chart below shows who receives event notifications Event User Notified E Mail Reporter Submits Issue Stake PFR Updater Escalator
11. Manual 15 Creating and Editing Issues To edit an issue do the following View Issues at sue View Cleanliness Report Create Cleanline Report Step 1 Highlight New Issues he 3 1 rom New Issues ISSUE ISSUE TITLE FACILITY the issue fro tne 5 Issues i Issue List All Issues 10 issues 7894 Broken door handle on clerk s office door 64 Kuna 6 8 13 14SP Avalon Notifications 7892 Need more cleaning supplies 70 Kuna 7 10 11 amp Stake Linde Step 2 In the 0 11 amp Stake Linde Issue Quick View 74 Kuna YSA Boise St i fama YEA cae 5 panel click Edit this Issue Kuna Idaho East Stake 7887 72 Kuna 1 3 12 E Deer Flat 7889 Repaint parking lot Q J Edit this Issue Cancel paint the parking lot The lines are really faded Exporting an Issue List Click Export Data to export all issues shown in the Issue List to a CSV file that is readable by Excel LoadTest PFMSPFR 3 w Export Data REPORTER FACILITY ISSUE STATUS READ DUP NOTE TT All n VET ENE SS ry Ag ir r Or OL sU Qavs UL eu So Sw wees A a wer er eee an Robert Dunford Routine 30 days Submitted wy Jeff Anderson Routine 30 days Submitted ho G Facility Issue Reporting FIR System User s Manual 16 Creating and Editing Issues Note What is a CSV file CSV stands for comma separated values So a CSV file is a file that separates text
12. X Issue Is Escalated Stake PFR Updater Escalator FM Assistant FM AA Operational Work Order Stake PFR Updater Escalator Associated with FIR Issue Is Opened FIR Issue Is Marked as Closed Is Reporter Canceled or Is Marked asa Duplicate Operational Work Order Stake PFR Updater Escalator Associated with FIR Issue Is Closed Be sure to include a valid e mail address in your LDS Account profile as the Primary E mail so you can receive notifications from the FIR system To verify that the e mail address associated with your LDS Account is correct do the following Step 1 Go to http Idsaccount lds org Step 2 Sign in using your LDS Account user name and password Facility Issue Reporting FIR System User s Manual 23 Working with Issues a Do Account Profile Manager neoan ELEL English English Profile Workforce Subscriptions Change Password Change Security Questions Change Security Badge PIN Profile Information Account Status Active User Name Membership Status Your User Name you have entered your Membership information First Name John Last Name Smith Birth Date 1 1 1900 Gender Male Display Name Jsmith Primary E mail none hotmail com to Alternate E mail Ward Directory E mail Show my e mail in the online ward directory Yes Step 3 If the Primary E mail address is not correct or not listed on the profile page click edit and enter the correct e mai
13. an Area has be visible debris dirt or clutte Cuttural Hall floors walls stage ipp Good Hallways floors walls Mostly Clean Most of the Classrooms floors walls windows chairs stacke d amount of visible debris 5 Sods Fair Restrooms floors sink toilets urinals odors trash j Somewhat dirty Area ha Sening Area floors sinks appliances counter tops trash emptied and there is some visible Entryways windows floors Poor Exterior flower beds parking lot open areas Very dirty Area has not considerable amount of v Other specify Generai Notes Step 2 Type your name as the reporter enter the inspection date and select the facility you are rating Step 3 Mark the appropriate rating buttons and enter notes with additional information or clarification Facility Issue Reporting FIR System User s Manual 29 Creating and Viewing Meetinghouse Cleanliness Reports ra Somewhat dirty Area has not been thoroughly cleaned Step 4 Click the and there is some visible debris dirt or clutter Poor Submit button in Very dirty Area has not been cleaned There is a considerable amount of visible debris dirt or clutter the bottom right corner of the screen Important You cannot change the report after submitting it The ward building representative bishopric stake PFR stake presidency stake clerk ward clerk FM AA or Help Desk personnel can search
14. ates A user can mark an issue as a duplicate if more than one user submitted the same problem To mark an issue as a duplicate click on the paper icon on the right side of the issue row New Issues New Issues SSUE SSUE TILE f FACILITY ISSUE STATUS All Broken door handle on clerk s office door 64 Kuna 6 8 13 14SP Avalon Jun 08 2012 robert Duntord Routine 30 days Submitted Need more Geaning supplies 70 Kuna 7 10 11 amp Stake Linder Jun 08 2012 Robert Dunford Routine 30 days Submitted Repaint parking lot 70 Kuna 7 10 11 amp Stake Linder Jun 08 2012 Jeff Anderson Routine 30 days Submitted kinki n sink 74 Kuna YSA Boise St Jun 08 2012 Johnn Smith Urgent 7 days Submited Clean carpet in Chapel 72 Kuna 1 3 12 E Deer Fiat Jun 08 2012 John Smith Submitted r _ 7894 Broken door handle on clerk s office door w Z Edit this Issue Cancel Description Requested Resolution Date Need to fix the borken door handle in the Clerk s office Jul 08 2012 Facility Actual Resolution Date 64 Kuna 13th Ward Kuna 6 8 13 14SP Avalon Issue Type Date Last Observed Secunity Keys Jun 08 2012 Priority Date Reported A confirmation box will appear to ensure you want to mark this item as a duplicate After you confirm the issue is a duplicate the issue status will change You cannot make changes to an issue after it is marked as a duplicate Issue will be permanently marked as Dupl
15. bserved Jun 08 2012 Ce Date Reported Jun 08 2012 Actual Resolution Date Facility 64 Kuna 13th Ward Kuna 6 8 13 14SP Avalon B Step 1 In the Issue Quick View panel click Edit this Issue Step 2 Click the Attach Files tab to display the attachments screen Facility Issue Reporting FIR System User s Manual 14 Creating and Editing Issues 10564 Broken door handle on clerk s office door sue Information Attach Files Status amp Resolution Choose File No file choser Upload Step 3 Click Choose File to search your computer for the image or document you would like to attach Step 4 Enter a description for the attachment Step 5 Click Upload Important Users can add attachments to an issue as long as it still has a Submitted status The FIR system assigns an issue a Submitted status after the issuer saves it The Submitted status remains until an escalator closes cancels escalates or marks the issue as a duplicate To remove an attachment click the red X in the action column 10564 Broken door handle on clerk s office door CREATE DATE ATTACHMENT NAME DESCRETION Choose File No file chosen 70003cb000000000008 Broken door handie Editing Issues Important A reporter can only edit an issue while it is in Submitted status Note Only individuals with certain roles can edit issues Facility Issue Reporting FIR System User s
16. cilities that a facilities management group services using the Facilities Management Automated Tools FMAT For example buildings that belong to Welfare like canneries will not show up unless the servicing agent is an FM group Setting Up Users An LDS Account is required to access the FIR system If a user needs an LDS Account he or she can set one up at https Idsaccount lds org Individuals must also be set up with the appropriate position in Member and Leader Services MLS by the ward or stake clerk before they can access the FIR system When setting up individuals in MLS keep in mind that one person may have multiple positions Facility Issue Reporting FIR System User s Manual 2 Introduction To assign a position to someone in MLS do the following File Edit Finance Membership Organizations Reports Forms Other Resources Help THE CHURCH OF JESUS CHRIST OF LATTER DAY SAIN TS Current User admin Finances Membership Records Gg Send Receive Changes Enter Donations Individual Record Unit 108 Tai Urgent Tasks viewlpdate Donations Record Ordinances Messages Enter Expenses Request Records Change Password Move Records Out System Options Other Resources Reports Forms Organizations Church Audits Action and Interview List High Priests Log Off Confidential Reports and For Telephone and E mail Directory Elders Seminaries and Institutes Abbreviated Directory Relief S Exit Forms Home an it l
17. entries with commas When you open a CSV file in a spreadsheet program such as Excel it places the text into cells based on the location of the commas Exporting data exports the fields currently listed on the screen So for example if you are looking at a category you will export only the data within that category If you have filtered the data you will export only the information that was filtered Working with Issues After a user creates an issue several things can happen This section will discuss the following common actions related to submitted issues e Marking Issues as Read e Marking Issues as Duplicates e Using the Status and Resolution Screen e Escalating Issues e Canceling Issues e Notifying Users of Issue Status Changes Marking Issues as Read Users can mark a new issue as read so they can more easily track which issues they have and have not viewed To mark an issue as read click on the check mark in a green circle at the end of the issue row This removes the issue from the New Issues category Sa LoadTest PFMSPFR amp Sign Out Help REPORTER PRIORITY All robert Dunford Routine 30 days Robert Dunford Routine 30 days Jeff Anderson Routine 30 days Facility Issue Reporting FIR System User s Manual w Export Data FACILITY ISSUE STATUS READ DUP NOTES ATT All ia Submitted Submitted Q ho Submitted Q G Working with Issues Marking Issues as Duplic
18. es at the time of the last dashboard update sps Stucki Carol A Facility Issue Escalation A OM489 44 1137144 Issue FIR Status Facility Input Date Resolution Date Escalated v v MM DD Y YY EE MM DD YY y Ea Title Reporter Priority Wo WO Status All v v pe ea ea EES EE A a oe POSER Issue Title Facility Input Date Date Reporter Priority FIR Status WO W Status Cancel Duplicate Broken Nampa 5 Chair 17 YSA2 amp Routine 30 7 m 9 Cirks Stake Deer 1 10 2012 John FM lave Escalated i F office Flat Nampa 5 Heat in 17 YSA2 amp Urgent 7 r 10 Primary Stake Deer 1 10 2012 John FM days Escalated E E Description Notes Attachments ae eT Ae Cen Resolution Notes Facility Issue Reporting FIR System User s Manual 25 Using FIR with FMAT To view all escalated issues new or old that users have reported using the FIR system do the following Step 1 From the Operations tab on Need Local ID Facility Name Requested Date Range woe All 10 13 2011 0111 2012 the FMAT home Program Assigned To Closed Date Range Al saj Sa screen not shown Description Priority WO Type Late All al A Print select Operational Work Orders Operational Work Orders Program Status Assigned To Ha Local Daama i Step 2 Click the FIR button at the bottom of the Operational Work Orders search screen
19. es in FMAT that have an Escalated or Open status For example you can mark issues as cancelled or duplicate by checking the appropriate box on the Escalation Screen Important The FIR system does not forward attachments to FMAT in the current version therefore the Attachments tab will not contain any information Facility Issue Reporting FIR System User s Manual 28 Creating and Viewing Meetinghouse Cleanliness Reports Creating and Viewing Meetinghouse Cleanliness Reports The stake PFR ward building representative or bishopric member can fill out a Meetinghouse Cleanliness Report using the FIR system To create a report do the following View Issues te j V l ii teport Create Cleanliness Report Step 1 In the top V DATE bar of the FIR system click New Issues FACILITY ISSUE ISSUE THLE Notifications 897 Need more cleaning supplies 70 Kuna 7 10 11 amp Stake Linder n Create T Notifications 7889 Repaint parkinq lot 70 Kuna 7 10 11 amp Stake Linder Jun Cleanliness Kuna Idaho East Stake 10 7888 Leak in kitchen sink 74 Kuna YSA Boise St Jun Report to bring up the Create Clean carpet in Chapel 72 Kuna 1 3 12 E Deer Flat Jun 0 Cleanliness Report screen Create Cleanliness Report Create Cleanliness Report Reporter Inspection Date Facility LOCATION DESCRIPTION EXCELLENT GOOD FAR POOR Excellent Chapel floors seating sacr Very cle
20. icate Are you sure Date Reported Facility Issue Reporting FIR System User s Manual 18 Working with Issues Using the Status and Resolution Screen Only those who have an escalator role can see the Status and Resolution screen Users perform three tasks on this screen e Record actions taken to resolve an issue e Provide additional information to the FM office about an issue e Change the status of an issue To edit the information on the Status and Resolution screen follow the steps below View Issues Creat ssue View Cleanline Reports Create Cleanliness Repom eie Step 1 U New Issues ISSUE ISSUE TITLE Bacay Issue Quick View 5 Issues 7 panel click Edit eon this Issue Notifications 7892 Need more cleaning supplies 70 Kuna 7 10 11 amp Stake Linde l 7889 Repaint parking lot 70 Kuna 7 10 11 amp Stake Linde Kuna Idaho East Stake 10 Issues 7888 Leak in kitchen sink 74 Kuna YSA Boise St 7887 Clean carpet in Chapel 72 Kuna 1 3 12 E Deer Flat 1894 en door handle on clerk s office O f Edit this Issue Cancel Description Need to fix the borken door handle in the Clerk s office Step 2 Click the Status amp 7894 Broken door handle on clerk s office door cae Attach Files Status amp Resolution Issue Title Location of Issue in Building Description Date Last Observed Date Reported Actual Resolution Date Facility Broken
21. ization Sunday School Enter HT Visits Members with Callings Primary VT Companionships Members without Callings Boy Scouts Enter YT Contacts Print Rolls and Lists Other Callings ie ositions Review More P Disconnected PRODUCTION SendfReceive Changes Step 12 To submit the change to Church headquarters click Send Receive Changes Note Some members may have been set up as a custom position The FIR system does not recognize those set up using the Custom Positions screen Please be aware that it may take some time for the updates to become effective Below is a typical time frame Day 1 Clerk sets the position for a person in MLS Day 2 7 The Church Directory of Organizations and Leaders CDOL system will reflect the position change The FIR system will recognize a person s access rights after CDOL is up to date Facility Issue Reporting FIR System User s Manual Introduction Persons with Multiple Positions If a person has multiple roles that are valid in the FIR system the system will prompt the person to select the position he or she wants to use to sign in For example if the person has the position of CES seminary principal and ward building representative FIR will provide a screen that will require the person to select which role to use Select FIR Positon v1 0 3 35 gt gt BG a me Pager Safety Y Toos Y gt Select FIR Positon FIR Position CES Seminary RT Pri
22. l address Using FIR with FMAT The FIR system integrates with FMAT to streamline the reporting and resolution of issues Only the facilities manager administrative assistant O amp M regional manager area O amp M manager and Help Desk personnel will be able to see the following FMAT screens To help you understand how the FIR system integrates with FMAT this section will discuss the following e Viewing Escalated Issues in FMAT e Using the Escalation Screen in FMAT Viewing Escalated Issues in FMAT Facilities managers assistant facilities managers and administrative assistants will see the number of recently escalated FIR issues on the dashboard when they log in to FMAT Clicking on the number in the right column will take the user to the Facility Issue Escalation screen where the user can view new escalated FIR issues Facility Issue Reporting FIR System User s Manual 24 Using FIR with FMAT Facilities Management Automated Tools ampa ID FM Group O amp M Facilities Manager Administration Facility Plannin Finances R amp I Capital Pro My Favorites Dashboard Loaded 1 13 2012 8 18 07 AM Refresh OTHER TASKS New FIR escalated issues 5 R amp I WORK ORDER Prev Years gt 90 done not closed q My Reports A Note FMAT receives new escalated issues immediately but the dashboard number updates only once every 24 hours The number on the dashboard reports the number of new escalated issu
23. ncipal 448168 CES Seminary RT Principal 448768 Ward Bullding Representative 445168 To switch between roles the user will have to log out of the system and then choose another role when logging back in Understanding How FIR Works The flowchart below shows the cycle of an issue in the FIR system take PFR Review Create Issue Escalate to FM Review Issue Work Complete FM Order Work Duplicate Cancel Facility Issue Reporting FIR System User s Manual 9 Introduction Note Those who report an issue can edit and cancel their own issues until they are escalated Once escalated issue information can no longer be edited and issue status can be edited only through FMAT Understanding FIR Basics To help you get started with the FIR system this section will discuss the following e Accessing the FIR System e Becoming Familiar with FIR e Filtering Issues After reading this section you should feel comfortable navigating the FIR system and viewing reported issues Accessing the FIR System 1 Access the FIR system log in screen through the tools menu at LDS org or at http Ids org fir 2 Enter your LDS Account user name and password Becoming Familiar with FIR New Issues SSUE SSUE TITLE y Y DATE REPORTED REPORTER FACILITY ISSUE STATUS a Routine 30 days Submitted Aatas J USyo VUITNIGeG Need
24. ns 22 Nonmine Users Or MSS Sais aC a se cccesccrs neces eer in E T ETO E 23 USING PIR VITI EMA T orean nEn E A EEE ENATS 24 E E O E E A E E E E E 24 E oe e aE o aE e ah bad E E E T a CREATING AND VIEWING MEETINGHOUSE CLEANLINESS REPORTS cccsssssscssssceescssceeeesees 29 OBTAINING APPLICATION SUPPORT FOR FIR sicsoscosssonssondeorsconsvarecendeosussonaesssasnnsstasnseresasonsesis 31 Re oror Aee as 6 2 Cc 86S r E ee eer ne rae A ere E oe eee en ee oe eee 31 Resolving System Questions and COM CEES sascsscesienessauseesivainseddeuebsaserassosicndevecscnitenbiorsseatasniaaiedbsedeadeien 31 Facility Issue Reporting FIR System User s Manual Introduction Introduction The Facility Issue Reporting FIR system provides LDS Church leaders building representatives and facilities management groups the ability to report and review facility issues electronically It uses a web interface to streamline reporting viewing and resolving of facility issues This document will cover six topics relating to the FIR system e Understanding FIR Basics e Creating and Editing Issues e Working with Issues e Using FIR with FMAT e Creating and Viewing Meetinghouse Cleanliness Reports e Obtaining Application Support for FIR The remainder of this introduction will help you understand who should use FIR and how it works Determining Who Should Use FIR Two conditions determine whether you are eligible to use the FIR system 1 Your po
25. ou have not yet viewed All Issues displays every issue reported for any facility Notifications displays messages regarding action being taken for issues Other items in the list display issues by stake ward or other area categories 3 Issue List This top right area displays submitted issues for the category selected and the status of those issues The default view for all users is new issues they are authorized to see for their building or surrounding buildings In the Issue Categories area if you click All Issues then the Issue List will display all issues in the FIR system Important Check the All Issues list to see if anyone has already reported an issue you might want to submit 4 Issue Quick View This bottom right area displays details for the selected issue in the list The first issue in the list is selected by default Tip You can move the bar that separates the upper and lower half of the screen to show more or less of the quick view area Hover the mouse over the three dots in the middle of the dividing bar and then left click and hold to move the bar up or down 5 Filter Bar Use the fields in this area to search for issues Filtering Issues The fields in the filter bar allow you to search for an issue or related set of issues To search using text fields type in all or part of the search criteria and then press Enter Facility Issue Reporting FIR System User s Manual Understanding FIR Basics To sea
26. rch using the drop down menu filters click the arrow at the right of the menu and then select a filter option Creating and Editing Issues This section will cover the following e Creating Issues e Adding and Removing Attachments e Editing Issues e Exporting an Issue List Creating Issues To create an issue follow the steps below View Issues Create Issue Step 1 Click on Create Issue in the New Issues FACILITY 5 Issues All Issues top bar 70 Kuna 7 10 11 amp Stake Linder yt 70 Kuna 7 10 11 R Stake Linder Create Facility issue Step 2 On the Create Facility Issue screen fill in information about the issue Required fields are marked with an asterisk Step 3 Click Save Changes to save your input and return to the View Issues screen Facility Issue Reporting FIR System User s Manual 12 Creating and Editing Issues Important If you want to include an attachment click Next and see the instructions that follow Once saved the system sends the reported issue to the stake physical facilities representative or other escalator for review and action Tip You can save the information and come back later to finish You do this by clicking on the Save Changes button on the bottom right side of the screen Saving the issue sets the status to Submitted You can edit the issue until someone escalates it Adding and Removing Attachments The issue
27. reporter and escalator can add attachments to an issue until the status changes to Escalated The FIR system can accept any of the following formats as an attachment maximum size is 10 MB Description Extension Png PNG image PNg Visio flowchart or diagram Note The FIR system does not yet forward attachments to FMAT however attachments can be seen in the FIR system Facility Issue Reporting FIR System User s Manual 13 Creating and Editing Issues To add an attachment to an issue with Submitted status follow the steps below View Issues ji J View al Report ate 1 e Report New Issues New Issues ISSUE ISSUE TITLE FACILITY 5 Issues All Issues Notifications 7892 Need more cleaning supplies 70 Kuna 7 10 11 amp Stake Linde i r 7889 Repaint parkinq lot 70 Kuna 7 10 11 amp Stake Linde Kuna Idaho East Stake ssues 7888 Leak in kitchen sink 74 Kuna YSA Boise St 7887 Clean carpet in Chapel 72 Kuna 1 3 12 E Deer Flat en door handle on clerk s office 1894 Y J Edit this Issue Cancel Description Need to fix the borken door handle in the Clerk s office 7894 Broken door handle on clerk s office door eane a Attach Files Status amp Resolution Issue Title Broken door handle on clerk s office door Location of Issue in Building Clerk s office Description Need to fix the borken door handle in the Clerk s office Date Last O
28. rgent 7 Ripped Ag i pioi Thompson days Escalated n L i Kuna 1 3 James Routine 30 AG Deer 1 10 2012 ies jeer PES Closed _ _ _ _ _ Description Notes Attachments ee Resolution Notes Step 1 Enter filter criteria Step 2 Click Search to see the list of FIR issues that match the filter criteria Step 3 Click on an issue to highlight it Highlighting an issue in Escalated status will show related information in the Description and Notes tabs and make the Create OPWO button operable Step 4 If you want to create a work order based on the selected issue click Create OPWO Facility Issue Reporting FIR System User s Manual Using FIR with FMAT Most of the needed data will already be populated in the work order Multiple work orders can be created from a single FIR issue Important After highlighting an escalated issue and creating the OPWO you will need to click Save on the work order screen in order for FMAT to create the work order Tip If you do not fill out any filter fields you will see a list of all FIR issues regardless of status when you click Search Note Administrative assistants and facilities managers may want to periodically review for critical new issues created in FIR that have not yet been escalated They may enter FIR themselves and Escalate any issues that need immediate attention Note You can only edit issu
29. s responsible for your area FM office personnel contact your DIA FMAT support person or Meetinghouse Facilities Administrative Support for assistance By Phone 1 801 240 5688 By E Mail FMD FMG Support ldschutch org Facility Issue Reporting FIR System User s Manual 31
30. sition 2 The facilities for which you are responsible FIR Permissions Issue Issue Issue Issue Notification Cleanliness feo Admin Position Viewer Creator Escalator Closer E Mail ae Creator ieee Ward Building Representative Stake Physical Facilities Representative Stake PFR Stake Presidency _ Stake Presidency _ Stake Clerk Stake Assistant Clerk Stake Technology Ward Noe mia aan Noe mia aan Ward Clerk and ae sistant Temple Presidency _ Presidency Temple Engineer Temple Recording Engineer Seminary Teacher Seminary Teacher eS a a a Mission President x x xX xX x Facility Issue Reporting FIR System User s Manual 1 Introduction FIR Permissions Issue Issue Issue Issue Notification Cleanliness sania Admi Position Viewer Creator Escalator Closer E Mail Report Creator oo oer Welfare Grain Welfare DI Store Manger X x x x ox Ff LDS Family Services Distribution Services Meager X xX x x Tox fo ft Family History Center Regional X X X X X Manager HQ Administrator Assistant Facilities Manager ERE Assistant AA Mechanic a Physical Facilities Manager O amp M Regional Manager Note The HQ administrator position is for Help Desk personnel who will assist with researching problems with the FIR system This person can assume the role of another so he or she can view the data and issues related to the assumed role The FIR system shows only fa
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