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THE ELOGBOOK DASHBOARD USER MANUAL

1. 34 SERVICE PROVIDER SUMMARY REPORT The service provider summary report provides summary information on the work that has been carried out at one or more of your sites and the service provider s performance in carrying out that work When you first go into the report you will see the default screen below If you click on the Go button you will get a report for all service providers across all types of work for the past 12 months Service Provider Summary Report Service Provider v Start Date 26 03 10 End Date 26 03 11 Type All v Show Graphs E Home You can if you wish filter down the default everything reporting In the example below we are going to filter the report to just see the work carried out by a service provider called Dannant Vale Services Service Provider Summary Report Service Provider All v Start Date 26 03 10 End Date 26 03 11 Type All v Show Graphs M All Alamo Blding Svcs Barry Security Solution Manned Building fabric services LTD Cambs Maintnce Caretaker service City Fire Services Cleaning Services Cresent Lifts Elogbooks FM Green City H amp S Partnership Limited HVAC service provider Home And in the example below we have reverted to looking at all service providers again but we ll be filtering down on just the Reactive work 25 Service Provider Summary Report Service Provider All v Start Date 26 03 10 End Date 26 0311 Type All v Show
2. Below the links to the uploaded documents on the docs tab you will find a separate link called Manage Documents 15 MANAGING YOUR DOCUMENTS If you click on the Manage Documents link it takes you across to the USER1 tab in the site logbook for the site you are currently viewing in our example below the site logbook for Brent Isopan House You can use the site drop down list at the top left of the display to switch between the logbooks for the sites in your portfolio View Hide Help Chose Document Title Work Permits Text Schedule of training for centre staff Update Item Delete Item Attached Files File Name Work permit blank doc DOCUMENT GROUPS The documents that you upload are arranged into document groups or items In our example above see left hand page we have a document group defined called Work Permits under which we have uploaded one document work permit blank doc see middle of the right hand page If you want to create a new document group click on the Add Item button This will create a new Item in the document group list on the left hand page with a temporary name of Title Work Permits Title J sossy J sarono H panera H onnoeou H waa H pu E You will probably want to rename the new document group and you can do this by clicking on the new group in the left hand page then typing a new name into the Document Title box on the right hand page then clicking on the
3. Alamo Blding Svcs z Raise New Query aail 13 pus Job Description Status D n 3 202230 gutter broken on east side of main building To Be Appro B Notified Acknowledged On Site Completed N 201948 Gas smell coming from Boiler room please Assigned e i S 201947 The Ceiling has fallen through in Board In Progress gt ieee ME sd Ilt 04 05 11 client called to confirm that tiles have been purchased Titan u mn 1202234 Broken window in gents downstairs toilets Draft a and will arrive next week Helpdesk D x 04 05 11 i j Titan B 202233 Please could you submit a price to redecore Approved By gt a Contacted client to request they purchase new tiles 201956 Fire exit door damaged by movers Door loc Cancelled By rim Attended and stopped leak from faulty double reg valve dia 8 m ayne 7 201953 Water pouring in through ceiling outside 8th Draft S Have tidied area but will need to purchase new ceiling pray su 8 tiles will re attend once new tiles are on site Status o 202227 Draft B changed from Assigned to In Progress IT 1202224 Draft e No Related Jobs TO Quotes 202226 Draft e c job customer engineer helpdesk 201950 The airconditioning doesnt seem to start unt Completed gt mr 201949 Office 207 is too hot Waiting Mate d 202223 Fire doors damaged by recent vandalism F In Progress mn 202231 Please remove excess debris blocking fire e In Progress gt irr 2022
4. Martin tenant name elogbooks co uk 4th 5th th floors D F Manger Services Ltd Paul Tomms tenant name elogbooks co uk 07799773164 1st amp 2nd floor p z Manger Services Ltd Simon Lake tenant name elogbooks co uk 07799773164 3rd 19th 20th floor D Oceanic Traders Richard Caritones r carltones elogbooks co uk 07799773164 24 25 26th floors D l Private Resident Mr Carltones Not available Not Available Penthouse D Vacant 2nd floor 2nd floor Vacant 3rd floor 3rd floor v Email Tenants Edit Tenants Attachment Optional file s attached to email Add A New Tenant 12 THE SERVICES TAB The services tab contains a list of service providers and other contractors that carry out planned maintenance at this site or provide reactive emergency cover The format of this tab is very similar to the tenants tab However unlike the tenants tab you cannot add edit or delete any of the information in the service tab as it is controlled centrally through your system administrator 1939 sH Log a Job Apps amp Reports Site Images uote Job Notes Tenants Services Docs KPIs My Jobs Q Approvals Approvals Business Contact Contact Phone Email Web Phone Job Groups gt 01234 456978 Surveys F Alamo Biding SvesJohn Wayne 020 1322 959 alamo elogbooks co uk vasen HVAC Maintenance Fabric Last On Site 13 04 11 12 43 1 Surveys Caretaker service Fabric La
5. Overdue Reactive Planned Work Reactive Work Quotes 5 jobs Requiring Attention Requiring Attention y 5 jobs 2 jobs View All Quotes Admin Customer Admin Letters Search Jobs 16 56 18 05 2012 a d alll L DI The Dashboard is split into 4 important sections the first of which is the navigation bar see below On the left hand side of the navigation bar next to the Elogbooks logo there is a drop down list that allows you to switch between sites if you look after more than one site On the right hand side of the navigation bar there are various control buttons which we will be looking at in more detail late on in this manual All Sites Help Log a Job Apps amp Repons Site Images None Selected The second section of the Dashboard on the left hand side is the image viewer where you can upload and store one or more images of the site These may be images of the main building itself or they might be other images taken in the interior of the site e g the plant room or the exterior of the site e g the car park senes RO d so LL LL benh i The Site Images section later in this manual describes how you can ads rome os LEE P upload your own site images The third section of the Dashboard is the dashboard pad which contains a range of information displayed across several separate tabs Quote Job Approvals Approvals ALP Notes Group Name Regional Offices Notes a
6. Planned Work 3 jobs 5 jobs Requiring Attention Quotes 5 jobs View All Quotes If you switch the sites drop down box to show All Sites you ll get a consolidated job statistics section and dials displaying information gathered from all of your sites Job Statistics wae keg 1 2 gt 2 EN gt iD en 2 Quoted 2 b o on mo wm Other Pending 0 0 0 Overdue Planned Overdue Reactive Planned Work 85 jobs 5 jobs Requiring Attention Requiring Attention Quotes 19 jobs 4jobs View All Quotes You can optionally expand any of the summary sections underneath the dials to see more detail Reactive Work Other Pending 0 0 0 86 jods 5 jobs Requiring Attention 19 jobs 4 jobs View All Quotes All Tenants All Services Quotes by Site Site Brent Isopan House London Demonstration House 2 Sutton Heritage House 0 Overdue Planned by Site Site Brent Isopan House London Demonstration House London Granchester House London Grosvenor Gardens London Sovereign House Norfolk House Sutton Heritage House Overdue Reactive by Site Planned Work Requiring Attention by Site Other Pending 0 0 0 Jobs 27 17 17 Reactive Work Requiring Attention by Site 38 Each of the dials is described in more detail below but here is a quick summary e Overdue Planned These are jobs that are on the planned maintenance PPM schedule but which have not been completed on time
7. Update Item button Document Title Staff Training Documents Work Permits Staff Training Documents Health Safety H bon A Cert s H User 1 A document group can be deleted at any time by clicking on the item in the list in the left hand page and then clicking on the Delete Item button on the right hand page UPLOADING YOUR DOCUMENTS If you want to upload a new document to a document group first make sure that you have the correct document group selected on the left hand page then use the Browse button on the right hand page to locate the document on your computer Once you ve located the document you can optionally use the Title box to provide a descriptive title for the document When you are ready to upload it click on the Update Item button to upload the document and add it to the document group The document will then appear in the Attached Files list towards the bottom of the right hand page Document Title Staff Training Documents Work Permits Text Staff Training Documents d annen H waa H xepu E Attached Files File Name Title Session Registration codes Training Log June docx If you want to remove a document from a document group simply click on the small x icon next to the document in the Attached Files list RETURNING TO THE DASHBOARD When you are ready to return to your dashboard click on the dial icon in the blue navigation bar at the top left of the screen Dashboa
8. a site logbook Each site that has been allocated to your property portfolio has a site logbook associated with it which is an electronic version of the traditional paper based site logbook Within each site s logbook you will find a wide range of information about the planned and reactive emergency work being carried out at that site The site logbook and the related Managers logbook is described elsewhere in this manual and in separate documentation For now in this section we concentrate on the docs tab and just the related pages in the site logbook The docs tab in your Dashboard looks like this Quote Job Approvals Approvals Filename Title Work permit blank doc Work Permit Colin Wills 26 03 11 Manage Documents Notes Tenants Services Docs KPIs My Jobs At the top of the display will be a link to the document s that you have uploaded to Elogbooks for this site In our example above we ve uploaded just one document which is a WORD document called work permit blank doc If you click on the link to an uploaded document you have the opportunity to open the document or you can doa save or save as to save a copy of the document to a local hard drive Windows Internet Explorer What do you want to do with 287 Work permit blank doc Size 43 0 KB Type Microsoft Word 97 2003 From demo elogbooks co uk Open The file won t be saved automatically Save gt Save as
9. colin w cambridgemaintenance co uk dannant elogbooks co uk info alamo co uk michael elogbooks co uk Replacement Chiller smith Replacement Chiller ross s elogbooks co uk Replacement Chiller barry elogbooks co uk Replacement Chiller As shown below options are available to help search filter the email list perhaps by individual sites in your portfolio or maybe by a string of search text in either the subject or the main body of the email message Show Emails _ Reset a P4 7 matching emails Tete nil Email History WWE Sent 17 03 11 09 06 Filter E To colin w cambridgemaintenance co uk Start Date 26 02 11 please can you come and fix my water it has become too heavy End Date 27 03 11 O Customer Brent Isopan House If none selected show all London Demonstration House London Granchester House London Grosvenor Gardens T Sent By Me P Only include emails sent by me Subject Part of the subject text Message Part of the message text TIT Type 2 bin on None Selected a Order By NewestFirst v lt ID Date Type Email Subject 150 17 03 11 Service colin w cambridgemaintenance co uklwork 09 06 Provider 143 17 03 11 Service dannant elogbooks co uk work 09 06 Provider 14417 0311 Service linfo alamo co uk Replacement 01 05 Provider Chiller 143 17 03 11 Service michael elogbooks co uk Replacement ATNA Prnuiiar a ane
10. gt 2 Requested 8 1 1 Quoted 1 3 Other Pending 0 0 Overdue Planned Overdue Reactive Planned Work Reactive Work Quotes 3 jobs 5 jobs lem View All Quotes 0 0 If you look after multiple sites and if you select the all sites option in the navigation bar drop down box the job statistics panel will display summary information for jobs across all of the sites that you look after All Sites Help Log a Job Apps amp Reports Site Images Job Statistics Requested Quoted Other Pending Overdue Planned Planned Work Reactive Work Quotes 86 jobs i jobs Requiring Attention Requiring Attention 86 jobs 5 jobs i ce View All Quotes The Job Statistics Dials section later on in this manual gives more details on the summary information reflected in each rev counter and also the detailed information behind that summary data THE NOTES TAB The notes tab contains basic descriptive information about the site as well as other optional information The left hand side contains the name and address of the site There are also several other optional fields which may be used to describe the grouping and or geographical location of the site within your company s site management structure e g group name sector and region Note The information displayed on the left hand side of the notes tab is extracted from your company s central site or property database It is controlled by yo
11. it back to you When the service provider submits the survey back to you it displays in the Active KPIs section in your KPIs tab with a status of pending Quote Job Notes enants Services OCS y Jobs Notes Tenant Service Doc My Job Approvals Approvals Log A New KPI Active KPls Service Survey KPI Type Last Updated Status Dannant Vale Svs Health amp Safety KPI 23 06 2012 Pending Security KPI 24 03 2011 Active M amp E KPI 18 03 2011 Active If you click on the blue edit button you can view and edit the survey As you can see in our example survey below the service provider has completed the survey giving scores of 5 5 and 4 for the respective questions together with a comment in the Contractor s Comments box to accompany the 4 score You have the final say on the scoring of your KPI surveys so you can alter any of the scores using the Score drop down box and you can also enter your own comments for each question in the Comments box E ASS Work Order Manager Demonstration 01998 Click here to go back to the Dashboard Health amp Safety KPI Basic Health amp Safety KPI survey for all service providers Pending Vj A Description Details Weight Score Contractors Comments Comments Environment A safe working environment maintained at all 5 5 times N A Incidents Have any incidents been correctly logged and 5 5 reported N A Equipment Are all equipment maintenance records and PAT 5 4 vw We just ha
12. its formatting and can be read more easily if opened on a smart phone At the foot of the quote email is a URL which can be used to accept the quote This is particularly useful if you are not office based and you deal with multiple service providers and multiple sites you can receive and open your quote emails on your smart phone and accept them on the go without having to get back to base and log into your dashboard VIA THE QUOTE APPROVALS TAB You can also monitor the quotes that you have issued and the ones that have been sent back to you through the quote approvals tab Quote Job Approvals Approvals Date Description Quotes 26 03 11 12 05 Please quote for replacement of Brent Isopan House main chiller no 1 Dannant Vale Svs Quoted 10008 Y Accept Reject ia Notes Tenants Services Docs KPIs My Jobs 26 03 11 12 09 20 03 11 12 48 Entrance lights are not working 20 03 11 11 52 Me adding a new quote Each row represents a specific quote request and each box in a row represents a service provider that has been asked to respond to that quote request The boxes are colour coded to reflect the status of the quote request for that service provider yellow is for a status of requested nothing yet received from the service provider and green is for a status of quoted the service provider has submitted a quote for approval You ll notice that there is also a blue cancel link for e
13. may be the preferred and most convenient method if you regularly have meetings with the service provider as this allows you to discuss and complete the survey in one session during your usual meeting e Phone the service provider and go over the survey together This may be the preferred method if you do not have regular meetings with the service provider e Have the service provider fill out the survey themselves so that you can then review the completed survey This will be the preferred method if you deal with a large number of service providers and do not have the time to conduct all required KPI surveys either face to face or on the phone Completing The Survey With the Service Provider If you choose to complete the survey together with the service provider methods 1 and 2 above simply work through the survey questions one by one allocating the scores and adding the comments as required In our example below we have completed the survey giving two scores of 5 and another of 4 with the appropriate comment to explain why a 5 score was not achieved E oo Work Order Manager Demonstration 21 92A Click here to go back to the Dashboard Health amp Safety KPI Basic Health amp Safety KPI survey for all service E Description Details Weight Score Contractors Comments Comments Environment A safe working environment maintained at all times 5 5 N A Incidents Have any incidents been correctly logged and reported 5 4 A minor
14. tenants tab is completely under your control You can use the blue Edit Tenants and Add A New Tenant links to edit add tenant details You can also delete tenants from the list by clicking the box on the left hand side for the tenant s that you want to delete and then clicking on the Delete Selected Tenants button 19g 393 Quote Job Notes Tenants Services Docs KPIs My Jobs Approvals Approvals 7 Business Contact Email Phone Location Financial Services Ct Dan Martin tenant name elogbc 4th 5th th floors Notes for the Tenant can be added here such as out of hours contact details etc Notes are added by cli cking on the edit tenant link below and saving your changes by clicking the update tenants button T Notes Manger Services Ltd Paul Tomms tenant name elogbc 07799773164 1st amp 2nd floor Notes for the Tenant can be added here such as out of hours contact details etc Notes are added by cli cking on the edit tenant link below and saving your changes by clicking the update tenants button Delete Selected Tenants Add A New Tenant If you put any text into the Notes box you can then see those notes on the main display by clicking on the little View Notes icon at the far right of the tenants list Hage Quote Job Notes Tenants Services Docs KPIs My Jobs Approvals _ Approvals E Business Contact Email Phone Location E Financial Services Corp Dan Martin tenant name elogbooks co
15. they have already missed their SLA e Overdue Reactive These are emergency reactive jobs that have not be attended or completed within specified priority they have already missed their SLA e Planned Work Requiring Attention These are planned maintenance PPM tasks which may be completed or still in progress but which have been flagged for your attention by the service provider e Reactive Work Requiring Attention These are planned maintenance PPM tasks which may be completed or still in progress but which have been flagged for your attention by the service provider THE OVERDUE PLANNED DIAL The overdue planned dial shows the total number of jobs that are on the planned maintenance PPM schedule that have not been completed on time they have already missed their SLA 55 jobs If you click on the dial it takes you to the Missed PPM page in your Managers logbook where you can see a list of all the overdue planned jobs If you click on any of the jobs in the list on the left hand page it shows you the full details of the job in the right hand page through the usual view helpdesk and view job screens As you can see in our example below job 201088 a monthly lift job has not been done on time although it is currently in progress On the notes page you ll see a note in the Work Carried Out section showing that the engineer attended site but was unable to gain access and so will be re attending Z Misse
16. uk 07799773164 1st amp 2nd floor Manger Services Ltd Simon Lake tenant name elogbooks co uk 07799773164 3rd 19th 20th floor Oceanic Traders Richard Carltones r carltones elogbooks co uk 07799773164 24 25 26th floors Private Resident Mr Caritones Not available lot Available Penthouse Vacant 2nd floor Once you have selected the tenant s that you wish to email to scroll down the tab display until you reach the Email Tenants form As you can see below it looks like a standard email form into which you can type the subject and main body of the email message You can also upload an attachment such as a document or image Quote Job Notes Services Docs KPIs My Jobs Tenants x 7 Approvals Approvals Business Contact Email Phone Location gt Financial Services Corp Dan Martin tenant name elogbooks co uk Ath 5th 8th floors n v Manger Services Ltd Paul Tomms tenant name elogbooks co uk 07799773164 1st amp 2nd floor D 7 Manger Services Ltd Simon Lake tenant name elogbooks co uk 07799773164 3rd 19th 20th floor D E Oceanic Traders Richard Carltones r carltones elogbooks co uk 07799773164 24 25 26th floors N v Private Resident Mr Caritones Not available Not Available Penthouse Tenant4fcb37eeb36ec Vacant 2nd floor 2nd floor h Email Tenants Edit Tenants Attachment Browse Attach Optional file s attached to email Add A New Tenant Subject Required rd lette HD SRE BT Us E EE Format Fo
17. you click on the dial it takes you to the PPM Requiring Attention page in your Managers logbook where you can see a list of all the planned jobs requiring your attention If you click on any of the jobs in the list on the left hand page it shows you the full details of the job in the right hand page through the usual view helpdesk and view job screens As you can see in our example below job 201518 cooling tower has been completed and has a job status of PM Done However on the notes page on the right hand side you ll see a note in the Outstanding Works Recommendations box to say that the cooling tower treatment sheet has been uploaded for your attention PPM Requiring Attention View Helpdesk y Job N 201518 Date Logged 23 02 11 Status PM Done Date Attended 25 03 11 Attend Due 21 02 11 19 matching jobs EE aba Complete Due Job Description 0 points Filter Job Job Description Status D risopan House pem Tower 01518 Cooling Tower Monthly PMDone 201540 Emergency lighting test Monthly PMDone Location 201599 Internal Lighting 42 Monthly PM Done a 1201648 bere running of infrequently used In Progress e E 201658 Sanitaryware 40 Monthly PM Done S Priority mann ssued By ineer london DemonsFQEOR Hus 5 mm y Flanned Date annant Vale Svs 200438 Fire Alarms 47 Annually PM Done a 200484 Run Infrequently used outlets 49 M In Progress a 200546 Wee
18. 1947 Date Logged 13 04 11 Status In Progress Date Attended Attend Due 14 03 11 Date Completed Complete Due Job Description points PO No 1000254 The Ceiling has fallen through in Board Room after heavy rain at the weekend Location Notes Floor May need double height step ladder Priority ontact ssued By Engineer Priority 3 Within 24 hours Alex Miglin John Wayne Alamo Work Carried Out Date Work Done 04 08 11 Attended and stopped leak from faulty double reg valve Have tidied area but will need to purchase new ceiling tiles will re attend once new tiles are on site Outstanding Works Recommendations Outstanding Works Recommendation Action roved er Close mes x 3 LM aq e vere f sejonp H pauue d H 2499894 sjessy If you click on the blue View Helpdesk link see top of right hand page in the previous image you will be able to see the full audit trail of the emails and phone conversations between the service desk and the service provider Site Brent Isopan House View Hide Help Close nil LETT Reactive Jobs ohn Wayne Alamo Miew Job Job N 201947 gt Date Logged 13 04 11 Status In Progress Filter Date Attended Attend Due 14 03 11 Date Completed Complete Due 225 Log A New Job Update Due 20 03 11 Tm 22 matching jobs Service Provider
19. 32 There is a leak from the roof believe there m Assigned 201951 Entrance lights are not working In Progress LOGGING A JOB TO YOURSELF THE MY JOBS TAB You can also use the Log A Job feature described above to log a site specific job for yourself which will then be managed within the Elogbooks system This might be a reminder for a critical or routine task for the site such as a site audit or a meter reading These jobs will then be recorded against the site inside the site logbook and can be viewed updated and chased just like other reactive tasks To log a job to yourself select the FM Task option in the Job Type drop down box You can then supply a description of the job and also set a date by which time the job needs to be done by e logbook TB site sui My Quote Job Jobs Approvals Approvals Job Type Is it a Reactive job for a Service Provider Non P or Management job for me FM Task Job Description description of the work to be done Notes Tenants Services Docs KPIs 255 characters remaining Customer Brent Isopan House Due Date Add New Job Reset Date job must be done by dd mm yy 31 Once you have finished entering the job details you can click the Add New Job button and the job will become visible within your My Jobs tab on your Dashboard which shows all the jobs that you have created for yourself The default view on the my jobs tab is a calendar see bel
20. 8649 7766 admin elogbooks co uk oe 01345 746282 Fire Surveys V Cleaning Services Mark Quinnell 07977 508725 mark elogbooks co uk Dm 01458 837284 0 cee S Surveys pran TOTUM dv 01322 615665 colin w eloabooks co www eloobooks nmmr m Surveys x ms erd ERR Lau Email Services a E LEA VERT Edit Services Quote v 4 a ral h None Selected v Attachment Browse Optional file s attached to Add A New Service mat Broken toilet cubicle door NOTE Clicking on the blue quote number in the display above takes you through to the QUOTES page in your Managers logbook see the Managers Logbook section for more details APPROVING QUOTES When you send a quote request to a service provider they will receive it as a standard email and it will also appear on the Quotes tab on their service provider s elogbook When they send the completed quote back to you you will receive a copy of the quote in an email and the quote will also appear in the Quote Approvals tab on your dashboard You can accept or reject the quote either within the email itself or in the Quote Approvals tab See the Quote Approvals Tab section for full details on how to receive view and accept reject quotes 14 THE DOCS TAB The docs tab displays a list of the documents relating to this site which have been uploaded to the Elogbooks system The docs tab also contains a link over to the site logbook What Is
21. Clogbooks FA THE ELOGBOOK DASHBOARD USER MANUAL Elogbooks Facilities Management Ltd 2012 The Elogbook Dashboard Manual The Dashboard is your main window into the Elogbooks system It is a web based application which means that it can be accessed through a standard browser from anywhere that you have an internet connection The Dashboard allows you to see important contact information for the properties that you look after It provides a convenient way to make contact with the tenants in your properties and the service providers and contractors that carry out work at those properties The Dashboard also gives you access to up to date status information about the planned maintenance and reactive emergency calls that are taking place at each property Here is a summary of some of the main tasks that can be achieved through the Dashboard all of which are described in more detail later in this manual e Send emails to your tenants and service providers e Request and monitor quotes from your service providers e Administer your KPI surveys e Log reactive emergency jobs with the support desk e View the status of planned and reactive emergency work e View a summary of jobs requiring your attention e View a summary of overdue work that has not been done within the SLA e Upload site specific documentation We have tried to make the Dashboard as intuitive as possible and we welcome any feedback on how we can improve your interacti
22. DISPLAY Requested As well as the four dials described above the Job Statistics Quoted section also includes a Quotes Summary table which provides Other Pending summary information on the number of quotes requested and Quotes their current status You can click on any one of the links or the View All Quotes view all quotes link to see the detail behind the summary GETTING THE BEST FROM YOUR JOBS STATISTICS DISPLAY The job statistics display has been designed to give you a quick snap shot summary of the status of planned maintenance work and reactive emergency jobs across your portfolio of sites Using this display you can quickly focus in on the important issues that most need your attention e The first two dials highlight the maintenance tasks that have already missed their target SLAs and which may need to be investigated further to determine the cause of the delay e The second two dials highlight the jobs that require your attention e The quotes summary lets you see the age and status of all your on going quote requests Use your job statistics display to help you work smarter and to be aware of and keep on top of the important issues at your sites 43 THE SITE LOGBOOK AND MANAGERS LOGBOOK Throughout this manual we ve made numerous mentions of a site logbook and also a managers logbook These two logbooks are part of the overall Elogbook system and they are fully documented in their own sepa
23. E IMAGES BUTTON You can use the site images button in the navigation bar to upload one or more images of the site which can then be viewed in the image viewer on the left hand side of your dashboard These may be images of the main building itself or they might be other images taken in the interior or exterior of the site e g plant room car park etc OP Brent Isopan House v Glogbooks Fj Help Log a Job pps amp R orts Site Images j Quote Job Notes Tenants Services Docs KPIs My Jobs Approvals Approvals Group Name Regional Offices Notes about the site can be added here Anything can be entered as free text Have a go click on the Edit Notes link below Edit Notes Group Contact A Sweet Regional Gp FM Group Email asweet elogbooks co uk Group Address Site Name Brent Isopan House m Site Address Isopan House 11 Gilbert St London Westminster W1 Site Contact Info Contacts amp Map Square Metres 7 300 78 576 sq ft Sector London Offices Region London Manager s Job Statistics yo 59 g 4g 50 g g SO gg Weeks lt 1 1 2 gt 2 30 u 30 x 30 X Requested 8 1 0 x n When you click on the site images button you are presented with a screen like the one below that lets you browse your computer for the image s that you want to upload Just click on the Browse button to navigate to the folder on your computer where the image is stored and then click on th
24. Graphs All f Satisfaction Surveys PPM Leg Comp Escalations KPI Surveys Statistics In this final example we are going to request a report on the KPI surveys that have been done with City Fire Services 25 Service Provider Summary Report Service Provider v Start Date 26 03 10 End Date 26 03 11 Type KPISurveys v Show Graphs Home 35 Shown below is the first section of the report that might be generated if you want to look at all the work carried out by a specific service provider The report is fairly self explanatory but some key points to highlight in the example report are e 5 jobs in total all in the London region e 2 closed 3 still open e Only 1 of the 5 attended on time 0 completed on time e 2 job were Priority 2 emergency 4 hr and 3 were Priority 3 within 24 hrs e Aspread of work types were undertaken including drainage fabric hvac and health amp safety Summary of Reactive Callouts Jobs by Region Region Total Jobs Open Status Completed Status Attended On Time Completed On Time London 0 0 lt 3 60 2 40 1 20 ALL 5 3 2 1 0 Jobs by Priority Priority Total Jobs Open Status Completed Status Attended On Time Priority 2 Within 4 hours 2 Priority 3 Within 24 hours 3 ALL 5 Completed On Time 2 2 100 0 0 0 0 0 0 1 33 2 67 1 33 0 0 3 2 1 0 Jobs by Job Group Job Group Total Jobs Open Status Complet
25. If you click on any of the jobs in the list on the left hand page it shows you the full details of the job in the right hand page through the usual view helpdesk and view job screens As you can see in our example below job 201947 ceiling fallen through in boardroom is still in progress and has not been completed within the SLA or priority that was set when the call was first logged with the service desk On the notes page on the right hand side you ll see a note in the Work Carried Out section showing that the engineer attended and stopped the leak but some new ceiling tiles will need to be purchased and installed before the job can be marked as complete i 1 Open Jobs John Wayne Alamo View Date Logged 13 04 11 Filter Date Attended Date Completed Job Description ip PO Ho 1000254 Please remove excess debris blocking In Progress 3 201851 Entrance lights are not working In Frogress Public address system has a lot of sta In Frogress amp 40 THE PLANNED WORK REQUIRING ATTENTION DIAL The planned work requiring attention dial shows the total number of planned maintenance PPM tasks that have been flagged for your Planned Work attention 10 Jobs This is not a list of PPM jobs that have not been completed In fact most of the jobs will most likely be in completed status However for one of several possible reasons these jobs have been marked by your service provider for your attention If
26. ach service provider s box This allows you to cancel the quote request for that specific service provider while keeping the request open for all the others When you are ready to review a quote click on the paper clip icon if sent as an attachment or the view link if it was submitted as text You can opt to Accept or Reject the quote as required or place it into Pending status When you click on Accept and after you have responded ok to the confirmation message you will see a screen like the one below and you click on the Approve Quote button to finally approve the quote Approving Quote Please enter the description you would like for the new job max 255 characters Please could you submit a price to redecorate the 20th floor Approve Quote The screen will then be updated see below to display the Job Number of the new job that has been created from the approved quote This job will be logged onto the elogbook system and the work will be assigned to the service provider The job will then be monitored chased by the support desk staff just like a reactive job to ensure that the service provider completes the work New Job Created 202233 i Approved Thank You If you click on the job number in the above message it will take you through to the Open Jobs page in your Managers logbook see below and the new job will be highlighted in the list on the left 202233 and the job details shown on the right In t
27. aise Quote drop down box e Fill in the Subject and Message of the email giving details of the quote required e Optionally upload an image as an Attachment to provide more detail on the nature of the work 13 When you are ready to send the email to request the quote just click on the Email Selected Services or Send With Outlook button at the bottom of the Email Services form Once you confirm the send the emails will be sent to the selected service providers and you will then be returned to the main services tab at the top of which you will see a message confirming that the emails have been sent and also the quote request numbers that have been automatically created on the Elogbooks system These quote requests will be monitored and chased by the service desk on your behalf OWS Work Order Manager Demonstration 21 99G Brent Isopan House v Clogbooks 3 Help Log a Job Apps amp Reports Site Images tacite management Quote 10020 created Quote 10021 created 2 emails sent Quote Job Notes Tenants Services Docs My Jobs Approvals Approvals 7 Business Contact Contact Phone Email Web Phone Job Groups G 01234 456978 Surveys v Alamo Biding SvcsJohn Wayne 020 1322 959 alamo elogbooks co uk pe HVAC Maintenance Fabric Last On Site 13 04 11 12 43 i ey Surveys Caretaker service Fabric Last On Site 08 03 11 00 00 E City Fire Services Ltd 020
28. ay may differ from the example shown above Here is a summary of some of the most common reports e Jobs Received A summary of the number of reactive jobs received at this site over the past 14 days e Asset Condition A report on the assets from the PPM planner filtered down by location and asset condition e Email History a list of all the emails that have sent from within the elogbooks system e Service Providers Summary Report a report on the work that has been carried out at your site s by your service providers and their performance in carrying out those works Most of the reports are fairly intuitive and self explanatory and there are too many reports to describe them all in any great detail in this manual so we will take a brief look at the two of the most common reports that people use the Email History report and the Service Provider Summary report 33 EMAIL HISTORY REPORT The email history report shows a list of all the emails that have been sent through the Elogbooks system As shown below the emails are listed on the left page with the recipient s email address and the subject of the email displayed Clicking on any of the links in the subject column automatically displays the main text of the email on the right hand page Email History work I Sent 17 03 11 09 06 Filter To colin w cambridgemaintenance co uk 7 matching emails please can you come and fix my water it has become too heavy
29. bout the site can be added here Anything can be entered as free text Have a go click on the Edit Notes link below Group Contact A Sweet Regional G Edit Notes Group Email Group Address Site Name Site Address sopan House Site Contact Info Square Metres Region Manager s Each of the tabs in the dashboard pad is described in more detail in its own section later in this manual but here is a brief summary of what each tab contains e Notes general information about the site e Tenants list of tenants at the site e Services a list of the service providers that do work at the site planned or reactive e Docs documentation relating to the site H amp S docs log sheets certificates etc e KPls KPI surveys that have been conducted on service providers operating at this site e MyJobs a calendar of reminder jobs that you have set up for yourself e Quote Approvals quotes that you have requested from service providers e Job Approvals jobs that are awaiting your approval The forth and final section of the Dashboard is the job statistics panel which uses an array of rev counters to provide important summary information about planned and reactive jobs at the site Through these rev counters you can very quickly see the number of jobs that are overdue i e have not met their SLA and also any other jobs completed or otherwise which require your attention Job Statistics Weeks 4 1 2
30. bs Job ID 202230 201948 eng SSF OEE mn VAN 1 201947 202234 Se Nia no ll 202233 201956 201953 202227 Job Statistics http demo elogbooks co uk elogbooks reactive php jn 202234 amp showhelp Pees D s Services Help Log a Job m amp Reports Site Images Quote Job Docs KPIs My Jobs Approvals Approvals Add New Job Reset Description Status Date In ee 22 11 11 gutter broken on east side of main building To Be Approved 22 49 1300441 J Gas smell coming from Boiler room please attend immediately Assigned 1221 l 13 04 11 The Ceiling has fallen through in Board Room after heavy rain atthe weekend In Progress 12 16 Broken window in gents downstairs toilets Draft a Please could you submit a price to redecorate the 20th floor Approved By 2603 11 Group 13 19 Fire exit door damaged by movers Door lock looks damaged and frame twisted Cancelled By 26 03 11 Group 12 20 Water pouring in through ceiling outside 8th floor reception area Michael Kents office Please can someone 26 03 11 Draft attend immediately unable to locate security 12 18 26 03 11 12 11 do 50 g do 50 g 30 30 x Requested B as all L DI Weeks 4 1 2 2 8 1 0 14 04 08 06 2012 A description and the current status of each job is shown in the list but if you want more information about a particular job you can click on any one of th
31. d PPM Tallor Elavarors Led View Hel Date Logged 21 02 11 Filter 4 Date Attended Date Completed loan Job Description c pores Job Description Lift Monthly 201102 Fire Evacuation Drill Half Yearly 201136 Clean Window and Low Level Canop Go CT aan Demonstration House Lift Mo 2 2 Monthly 101882 Cleaning duties Monthly 6 Month Boiler Number No 2 8 Annually Boiler Number No 3 8 Annually Contact Engineer T gt Tailor Elevators Ltd dd f angseay Calorifier 17 Quarterly Daikin VRV Indoor Units 1st Floor 3 sIW n WAY Indoor Units Znd Floor 200415 Daikin VRV Indoor Units 3rd Floor 3 W PEAS SEPT Daikin VRV Indoor Units 4th Floor 4 200423 Daikin VRV Indoor Units 5th Floor 4 200427 Daikin VRV Indoor Units 8th Floor 4 Daikin VRV Indoor Units Tth Floor 4 Flue Dilution Fan 10 Annually Bo jomos engineer fase Dneindesk Gas Shut off Valve 11 Annually Plant Room Extract Fan 13 Annual Plant Room Supply Fan 12 Annual 6 8 CIE de ee eded ade E 0 9 20 of BB results gt gt 2345 THE OVERDUE REACTIVE DIAL The overdue reactive dial shows the total number of reactive emergency jobs that have not been attended or completed within specified priority or SLA Overdue Reacihn 5 jobs If you click on the dial it takes you to the Open Jobs page in your Managers logbook where you can see a list of all the overdue reactive jobs
32. der the rev counter of the total number of planned jobs requiring your attention 41 THE REACTIVE WORK REQUIRING ATTENTION DIAL The reactive work requiring attention dial shows the total number of reactive tasks that have been flagged for your attention Reactive Work jobs As with the PPM Requiring Attention list described earlier this is not a list of work that is overdue or has not been completed Most of the jobs will most likely be in completed status However for one of several possible reasons these jobs have been marked by your service provider for your attention If you click on the dial it takes you to the Reactive Jobs Requiring Attention page in your Managers logbook where you can see a list of all the reactive jobs requiring your attention If you click on any of the jobs in the list on the left hand page it shows you the full details of the job in the right hand page through the usual view helpdesk and view job screens As you can see in our example below job 202217 please attend site and clean all windows has been completed However on the notes page on the right hand side you ll see a note in the Work Carried Out box where the service provider is explaining that the window cleaner had been unable to gain access to widows on the east side due to high wind factor and will re attend when wind drops This is just a minor note for your attention You can click on the small x next to Approved at the bottom of
33. des summary information on the number of quotes requested and their current status You can click on any one of the links or the view all quotes link to see the detail behind the summary Requested Quoted Other Pending Quotes View All Quotes 28 THE LOG A JOB BUTTON As an alternative to phoning your reactive jobs into the support desk you can optionally use your Dashboard to log these reactive jobs directly with the support desk This is done with the Log A Job command button in the navigation bar Brent Isopan House v Clogbooks 3 Hes Log a Job Appg amp Reports Site Images Notes Tenants Services Docs KPIs My Jobs Quota ob a Approvals Approvals This opens up the job logging form shown below which has the following fields e Job Type select the Non PM option e Job Description a description of the work required e Job Group the group type of work e Priority how soon the job needs to be done SLA e Service the service provider to whom the job should be assigned e Attach File optional file attachment possibly an image of the work required Brent Isopan House v Clogbooks Fy Log a Job Apps amp Repons Site Images Notes Tenants Services Docs KPIs My Jobs Quote dob Approvals Approvals Job Type F Is it a Reactive job for a Service Provider Non PM Non PM or a Management job for me FM Task Job Description Broken window in gents downstairs to
34. e Add Image button to upload the image It will now appear on the dashboard page in the image viewer along with all of your other images Brent Isopan House Attach new image Add Image You can also use the above screen to select the image that you want to be the default i e the one that displays first when you access this site through the dashboard And you can also delete one or more uploaded images using the delete command 37 THE JOB STATISTICS SECTION DIALS At the bottom of your Dashboard you ll see the Job Statistics section and its array of dials The example below shows the job statistics for just the selected site Brent Isopan Notes Tenants Group Email Region Services Group Name Phil Driver Group Contact Phil Driver phil d elogbooks co uk Group Address Site Name Site Address Brent Isopan House Isopan House 11 Gilbert St London Westminster wi Site Contact Info Contacts amp Map Square Metres 7 300 75 570 sq 2 Sector London Offices London Quote Approvals Job Approvals Notes about the site can be added here Anything can be entered as free text Have a go click on the Edit Notes link below Edit Notes NS mm NN m Managers i 14 Job Statistics Mes 1 1 2 p2 Requested 8 1 0 Admin Customer Admin Leiters Search Jobs 4 Lai Quoted 1 0 0 Ln Jj Ln I Other Pending 0 o 0 Overdue Planned Overdue Reactive
35. e job numbers and this will take you through to the Reactive section ofthesi te logbook As you can see below the right hand page shows all of the key information about the reactive job that is highlighted in the list on the left hand page including the date the job was logged and by whom when it needs to be completed by and to which service provider it was assigned Site Brent lsopan House a d Reactive Jobs Filter Log A New Job LE 22 matching jobs E Job Job Description Status D 202230 gutter broken on east side of main building To Be Appro B 201948 Gas smell coming from Boiler room please Assigned B 201947 The Ceiling has fallen through in Board In Progress E mr 202234 Broken window in gents downstairs toilets Draft e 202233 Please could you submit a price to redecore Approved By B 201956 Fire exit door damaged by movers Door loc Cancelled By e 2 201953 Water pouring in through ceiling outside 8th Draft e 1202227 Draft IIT 1202224 Draft 202226 Draft B 8 201950 The airconditioning doesnt seem to start unt Completed Ir 201949 Office 207 is too hot Waiting Mat B i 202223 Fire doors damaged by recent vandalism F In Progress B 202231 Please remove excess debris blocking fire e In Progress 202232 There is a leak fram the ronf helieve there m Assianed B View Hide Help 30 3 Ala View Helpdesk Job N 20
36. ed Status Attended On Time Completed On Time 0 0 1 10096 0 096 0 096 Drainage Gutter maintenance 1 100 0 0 0 096 0 096 Fabric 1 1 1 1 100 0 096 0 096 HVAC Maintenance 1 4 5 0 0 0 096 1 100 1 10096 0 0 Health and Safety ALL 1 100 0 0 0 0 0 0 3 2 1 0 Further down the report there will be one or more additional sections depending on the type of work carried out by this service provider e g PPM work At the bottom of the report see example below you will see summary information on any KPI surveys that have been done for this service provider and at the end of the report is a summary of the service provider s performance statistics KPI Surveys Survey Type Total number of KPIs Average score ALL 0 N A KPI surveys are selected by completion date for the requested date range Overall percentages are the sum of the weighted scores compared to the sum of the target scores Statistics Average score by category Overall Reactive SLAs Achieved Reactive Updates Planned Updates PPM Complete Quote Updates In our example above the service provider s statistics can be interpreted as follows e Overall performance from all individual stats is 43 6 e 50 of reactive calls attended on time e 51 7 scoring on the updating of planned jobs e 19 2 of PPM jobs were completed on time e 100 of quotes were turned around within the SLA 36 THE SIT
37. ed with a login screen like the one shown below e Type your email address into the Email box e Type the password that you have been provided with into the Password box e Click the Login button and this will take you to your Dashboard Work Order Manager Demonstration Password Login Remember my password a LOGGING OUT Whenever you are logged into the Elogbooks system and where ever you are within the system you can log out at any time by clicking on the keys icon in the top left corner of the screen and then click on the Click Here To Logout link to log out of the system Work Order Manager Demonstration You are logged in as Phil Driver Click Here To Logout PASSWORD REMINDERS If you forget your password at any time you can use the Forgotten Password feature on the login screen to remind you Just supply your email address and click on the Send Password button and a password reminder will be sent to your email address Forgotten Password Email Address Send Password CHANGING YOUR PASSWORD Your Elogbooks administrator may have initially given you a basic password which is very easy for you to remember but this means that it is also very easy for other people to guess To ensure continued security of the system and the data stored within it it is recommended that you change your password to something more secure Whenever you are logged into the system and where ever you are within the s
38. enants option In our example earlier we selected 3 recipients so 3 individual emails will be sent not one email with 3 cc s or bcc s Simply click on the Send These Emails options when you are ready to send the emails or click Cancel to cancel and return to the email form File Edit View Favorites Tools Help x Google gt Bl dv Pager Safety Toos y I NA NB Brent Sinan HOIN Ri GlogbooksE Log a Job Apps amp Repons Site Images Previewing Emails Send These Emails Cancel To tenant name elogbooks co uk To tenant name elogbooks co uk To Not available Subject The Queen s visit Subject The Queen s visit Subject The Queen s visit The Queen will be visiting the building tomorrow Please behave while The Queen will be visiting the building tomorrow Please behave while The Queen will be visiting the building tomorrow Please behave while she is here she is here she is here If you chose the send with outlook option a message will appear at the top of the screen see below asking you to click to confirm the send BASS Work Order Manager Demonstration MH 998 Brent lsopan House v Clogbooks Fy Log a Job Apps amp Reports Site Images Click here to send the message with Outlook Notes Tenants Services Docs KPIs My Jobs Quote Job Approvals Approvals a Business Contact Email Phone Location m Financial Services Corp Dan
39. endar display Using the drop down box above the list it can be filtered to show the jobs due today this week this month or this year Click on any one of the blue job numbers in the list to access the job update form Brentlsopan House v Clogbooks 3 Notes Tenants None Selected v Date Due 20 11 11 16 04 12 202228 202229 Services Docs Help Log a Job Apps amp Reports Quote Job My Jobs Approvals Approvals Calendar View Status Description Acknowledged Acknowledged Site Audit Check Meter Readings THE APPS amp REPORTS BUTTON The Apps amp Reports command button in the navigation bar gives you access to some additional reports and information that is not accessible through the main Dashboard mm 1938 ve OA Brent Isopan House v Clogbooks FJ Notes Tenants Services Docs KPIs My Jobs Quote Job Approvals Approvals Filename Title Work permit blank doc Work Permit Colin Wills 26 03 11 Saccinn Ranictratinn endac hina dary Traininn I an admin PRIN 1 Clicking on the Apps amp Reports button takes you to a special reports page in your Managers Logbook which lists a number of reports that you can run Reports 1 Email History 2 Service Providers Summary Report Search HPPM Month Notes User 1 Depending on the reporting options that have been enabled for you by your Elogbooks system administrator the list of reports in your displ
40. he bottom right hand corner on the job page there is also a link in the From Quote section that takes you back to the original quote that created the job Open Jobs View Helpdesk Job N 202233 gt Date Logged 26 03 11 Status Approved By Group Filter Date Attended Attend Due Date Completed Complete Due Log New Job Job Description i poires Please could you submit a price to redecorate the 20th floor 17 matching jobs Job Job Description Status Brent lsopan House 201948 Gas smell coming from Boiler room ple Assigned m 201947 The Ceiling has fallen through in Board F In Progress 202233 Please could you submit a price to re Approved I Location Notes Priority Contact issued By Engineer Dannant Vale Svs 201953 Water pouring in through ceiling outside I Draft Draft Draft 202226 Draft 201949 Office 207 is too hot Waiting Mat Wadd s uao sion xopu Outstanding Works Recommendations M 202223 Fire doors damaged by recent vandalisn In Progress Works Cutstending Recommendation No Action Approved ce 202231 Please remove excess debris blocking fi In Progress 202232 There is a leak from the roof believe thi Assigned Attach File m No Related Jobs FROM Quote 10002 Please could you submit a 8 price to redecorate the 20th floor 01951 Entrance lights are not working In Progress 01952 No 3 lift is stoppi
41. ilets description of the work to be done m M 213 characters remaining Customer Brent Isopan House i _ oem mei MNA LR Optional Fields 4 m e Job Group mr Type of work Fabric v Priority How important is the job Priority 3 Within 24 hours Service Service provider Dannant Vale Svs Attach File Select a file to attach to the new job Add New Job Reset Darant inho When you have filled in all of the required information click on the Add New Job button This will send the job through to the support desk and it will be automatically created as a new job on the Elogbooks system The support desk will assign the job to the service provider and send it out to them for acknowledgement just as if you d phone it in They will then monitor and chase the work to ensure that it gets completed When the job is completed you will receive an automated email notice of completion 29 THE RECENT JOBS LIST When you click on the Log a Job button you ll see underneath the main logging form that a list of all the most recent jobs that have been opened for this site In the example screen below our own job that we logged above is displayed job 202234 along with numerous other jobs that have been opened either through the dashboard form or via a call to the support desk Brent lsopan House Clogbooks Notes Tenants Attach File Select a file to attach to the new job Recent Jo
42. incident was missed Have reminded Dave of the x importance of logging all H amp S incidents no matter how small Equipment Are all equipment maintenance records and PAT testing logs up to date 5 5 v N A Target Score 75 Weighted Score 70 94 Se anges Submit Suney You can save the survey at any time by clicking on the Save Changes button You may need to save but not submit a survey if you are interrupted while in the process of completing it or if you need to go off and do some more research or make some phone calls to gather more information before you are able to complete one of more of the questions If you save a survey but do not submit it it will still display as active in the Active KPIs section on your KPIs tab as shown below and you can go back and edit it again at any time by clicking on the blue Edit link Quote Job Notes Tenants Services Docs My Jobs 5 Approvals Approvals Log A New KPI Active KPIs Service Survey KPI Type Last Updated Status Dannant Vale Svs Health amp Safety KPI 26 03 2011 Active Security KPI 24 03 2011 Active M amp E KPI 18 03 2011 Active m Once you ve agreed the scoring with the service provider and when you are ready to save and finalise the survey just click on the Submit Survey button in the survey screen and then click ok to the Are You Sure prompt The completed survey will then disappear from the list in the Active KPIs section
43. ive Security KPI 24 03 2011 Active M amp E KPI 18 03 2011 Active You can then click on the Edit link next to the survey to open up the survey screen which will look like this AR ECS Work Order Manager Demonstration 1939 Click here to go backto the Dashboard Basic Health amp Safety KFI survey for all service providers Health amp Safety KPI pim V Allow Service Pro plete This Surve Description Details Weight Score Contractors Comments Comments Environment A safe working environment maintained at all times 5 0 N A 7 Incidents Have any incidents been correctly logged and reported 5 0 wa E Equipment Are all equipment maintenance records and PAT testing logs up to date 5 0 wa E Target Score 75 Weighted Score 0 Save Changes Delete Survey As you can see the list of questions that go to make up the survey is displayed There are only 3 questions in our example Health amp Safety survey but your surveys may be longer For each question you will see a drop down box where you can select the score and there is a key at the bottom of the screen to describe the scoring criteria If a score of less the 5 is given a comment has to be written into the Comments box to explain why the maximum score was not awarded 20 a m There are 3 ways that you may choose to complete each survey e Sit down with the service provider and complete the survey on screen together This
44. kly Caretaker 50 Monthly In Progress m water OK Tower OK Control functions checked some minor 200598 Weekly fire alarm test 48 Monthly In Progress B corrosion noted 200372 Boiler Number No 1 7 Annually PM Done ia Monthly Meter Readings 51 Month PM Done 0479 Run Infrequently used outlets 49 M PM Done Outstanding Works Recommendations Cooling tower treatment sheet has been attached and uploaded for review and approval 200542 Weekly Caretaker 50 Monthly PM Done 200594 Weekly fire alarm test 48 Monthly PM Done London Sovereign House 101167 Passenger Lift No 1 7 Monthly PM Done Norfolk House 101220 Passenger Lift No 1 3 Monthly PM Done Sumon Heritage House 01958 Monthly Emergency Light Flick Test PM Done 201970 Weekly Biomass Boiler Checks Week PM Done 201996 Weekly Disabled Refuge Alarm Testi In Progress B u m 1 Attach File Browse Delete None Selected v No Related Jobs TO Quotes eg it it ieeqeece e If you click on the paper clip icon at the top of the right hand page you ll be able to view the treatment sheet e When you are ready to approve the job click on the small x next to Approved at the bottom of the page This will remove the job from the list on the left hand page and it will decrease the number un
45. l below Quo Job Approvals Approvals Notes Tenants Services Docs KPIs My Jobs Log A New KPI Active KPIs History STARTING A NEW SURVEY LOG A NEW KPI When you are ready to start a new KPI survey expand the Log A New KPI section and then use the drop down boxes to select the Service Provider that will be surveyed and the Type of survey that you wish to conduct Quote Job Notes Tenants Services Docs KPIs My Jobs Approvals Approvals Log A New KPI Service DannantVale Svs v Type None Selected 7 Add KPI None Selected Active KPIs Health amp Safety KPI M amp E KPI Security KPI History Using our example screen above we will select Dannant Vale as the service provider and Health amp Safety as the KPI then click on the Add KPI button to active our new KPI survey 19 COMPLETING A SURVEY ACTIVE KPIS When you click on the Add KPI button in the Log A New KPI screen this will activate the new survey As you can see below a survey has been created message is displayed at the top of the screen and our new Health amp Safety KPI has been added to the list of surveys in the now expanded Active KPIs section Survey has been created Quote Job Notes Tenants Services Docs KPIs My Jobs Approvals Approvals Log A New KPI Service None Selected v Type None Selected v Active KPIs Service Survey KPI Type Last Updated Status Dannant Vale Svs Health amp Safety KPI 26 03 2011 Act
46. ng below the floor level Assigned 01954 Ceiling in toilets need replacing on floor Acknowledg 202218 Public address system has lot of stati In Progress London Demonstaton House 201941 Please can someone attend site and rep In Progress London Sovereign House 201940 Main reception needs floor cleaning after Acknowledg o H possi H annseoy TO Quotes Dett cmon engneer guste rar hegces e oe edade eede dede 0 UJ 27 Clicking on the From Quote link will take you to the Quotes section in your Manager s logbook which is another place where you can optionally view your quotes Managers Quotes Filter Dannant Vale Sys Brent s pan House x vou submit a price to redecorate the 20th floor CANCELLING A QUOTE REQUEST As described earlier each box in each row of the quote approvals tab has a cancel link that allows you to cancel the quote request for that specific service provider This can be done manually at any time but you do not need to do this when you accept a quote because the elogbook system will automatically email all the other service providers that received the same quote request to inform them that their bid was not successful THE QUOTES SUMMARY DISPLAY As well as the Quotes Approvals tab in the Dashboard and the Quotes section in your Managers logbook there is also a quotes summary display in the Job Statistics section at the bottom of your Dashboard which provi
47. nt family Fontsize 7 3308 Gy ul EA 22 3 rm E Add A New Tenant Include Boilerplate intro 7 Signature Standard Letter None Selected v Copy Me m Send me copy of the final email Email Selected Tenants Send With Outlook Reset You can add an Intro and or Signature boilerplate to your message and if you send out the same email ona regular basis perhaps with just a few minor changes such as the date or location then you can use Standard Letter templates to reduce the amount of time required to key in the email message These features are set up and controlled by your system administrator If you want a copy of the email to be sent to your own email account just click on the Copy Me checkbox 11 At the bottom of the email form you have two buttons which control how the email is to be sent e Email Selected Tenants sends the email through the internal Elogbooks email app You can view your past emails and all of the other Elogbook generated emails relating to this site with the Email History report as described later in the Apps amp Reports section e Send With Outlook sends the email through your Outlook account and it will appear in your Sent Items box in Outlook Regardless of the option chosen the emails will be sent out using your own email address i e the one you used to log into the system Shown below is the screen you will see if you choose the email selected t
48. oard click on the keys icon Brel Login Page admin Clogbooks Notes Tenants Ser TE mi mme i o Mi ld P5 e Expand the System Preferences section System Preferences Show Field Descriptions v Show field descriptions like this one where available Mainly on admin pages Show System Menu Display the system menu in the header bar Copy Messages To My Email Address v Copy all internal messages to my external email address Number of Rows in Results 20 Number of rows to show in results lists Mainly on admin pages Buddy None Selected M Set your stand in for managing customer sites Buddy Enabled 7 When activated all your sites will be moved to your buddy s group When de activated they re moved back Update Preferences m e Pick the user that you want to be your buddy to from the Buddy drop down list e Check the Buddy Enabled option e Click Update Preferences When you return from vacation or sick leave and you are ready to take back control of your work switch off the buddy system by e Unclicking Buddy Enabled e Optionally switch the user selection back to none selected e Click Update Preferences 45 Elogbooks Facilities Management Ltd Unit 30 Stephenson Road Elogbooks B St Ives Cambridgeshire V2012 01 PE27 3WJ
49. on with it Please contact us techsupport elogbooks co uk if you have any comments or queries regarding the Dashboard or this manual Elogbooks Technical Support amp Training CONTENTS Logeine IMO Your NAN 5 EOS One EE ENE EN OE ee 5 Password REININOOTE TTE EEE EN 5 SA SE MERERI 6 TD SIO ro re ee mE 7 TENT Thv 9 TAC TENANT TAD 10 FUENTE 11 DAS SERVICES AR ee ae een ER 13 Emailing Service 19 EE EEE EE EEE ENE EE UEM 13 BCS la GLE oe EE EE Bene 13 ABPFOVINE QUOTES je 14 DTV 15 Managing Your DOG 16 DN 16 Uploading TN 17 Returning To The Dashboard orsida a a Omm Do de uen 18 TRS KP LS EE EE T ele TE 19 Starting A New Survey Log A New KPI ccccccccsssecceceesseccseeeesecesseussecesseeeseceeeeeeeecesseeeeesesseueeeesseueseessuenesss 19 Completing A Survey Active KPIS Jennerin decos ine 20 Viewing Your Completed Surveys History rrrrrnnrnnnnnnnrrvnrnrnnnnnnnrrrnnnrnnnnnnnrrrnnrnnnnnnnnernnnrnnnnneeesennnsnnnnsessseennnnnn 23 PSII SOR S TID m M 25 TS ENTEN 26 RECEIVING QU GEES EE EE este tite a tend a aE tant linda PUN EE ERE 26 MLCA u MT 9 eO X G 26 Via The QUote Approvals T Nr 26 Canceling A Quote R NG 28 THe Quotes Summary DN 28 US OG VOB Bt O M E E o 29 The Recent Jobs Est ee 30 Logging A Job To Yo
50. ow which displays all your tasks in a year planner format Each coloured square represents a task which has a due date within the highlighted week If you want to see more details about the job you can hover directly over the coloured square Brentlsopan House v Elogbooks Notes Tenants Services Calendar View Description Brent Isopan House Check Meter Readings Site Audit Frequencies W Weekly F Fortnightly M Monthly B Bi Monthly Q Quarterly Help Log a Job Apps amp Reports Quote Job Approvals Approvals Docs My Jobs List View Nov Dec Jan Feb Mar Apr 46 47 48 49 50 51 52 01 02 03 04 05 06 07 08 09 10 11 12 13 14 1516 4 Registered Actioned Done Reviewed Overdue Missed PPM Other T Tri Annually H Half Yearly A Annually D AdHoc Re Reactive Job If you want to update the job or mark it as complete click on the square and it will open a job update form Notes Tenants Services Docs My Jobs Update for Job No 202228 Due Date 20 11 11 Description Site Audit Enter update information here Tick here if job is complete Browse Attach File Attach File Date Time Details u E Job created from Elogbooks Quote Job Approvals Approvals Status Acknowledged Update Job By Alex Miglin Titan You can also view your jobs in a list format as shown below by clicking on the blue List View link in the top right hand corner of the cal
51. plete View Edit 26 03 11 12 02 Health amp Safety KPI Dannant Vale Svs 70 0 75 admin Complete View Edit 24 03 11 21 55 Security KPI Dannant Vale Svs 32 0 35 admin Active View Edit 18 03 11 07 10 M amp E KPI Dannant Vale Svs 0 0 70 admin Active View Edit 24 n THE MY JOBS TAB The my jobs tab is documented in the Log a Job section 25 THE QUOTE APPROVALS TAB The process of requesting a quote from one or more of your service providers is described in detail in the Services Tab section The section below describes the process of viewing and approving or rejecting the quotes once they are sent back to you from the service provider RECEIVING QUOTES When a service provider sends a completed quote back to you you will receive it in two ways which are described in more detail in the sections below e As an email with the quote itself either in the body of the email or as an attachment e Asa notification in your quote approvals tab VIA EMAIL When the service provider submits a quote to you for approval it will automatically be sent to you as an email Depending on how the quote was submitted the quote details will either be in the main body of the email text or it may be a separate document attached to the main email When using attachments service providers are advised to save their quotes in PDF format as this is the most widely used file format and ensures that the quote will retain
52. r Clear Service Survey KPI Type Date Completed Dannant Vale Svs Health amp Safety KPI 26 03 2011 Health amp Safety KPI 26 03 2011 23 Another way to view your completed surveys is from the services tab As shown below just click on the relevant blue Surveys link on the right hand side to view the surveys that have been conducted on that service provider Quote Job Notes Tenants Services Docs KPIs My Jobs Des Approvals Approvals Caretaker service Fabric 08 03 11 LA 3 v 020 8649 7766 www elogbooks E City Fire Services admin elogbooks co uk adigi 01345 746282 Fire Surveys el r inage i vi E Cleaning Services Mark Quinnell Hi 07977 508725 mark elogbooks co uk cem 01458 837284 en 1 Surveys 3 G 013226156650 Surveys F Dannant Vale Svs Ross Somerville ica E m CS 07799773164 HVAC Maintenance Fabric Last On Site 26 03 1 L 11 44 E Elogbooks FM ee nee 07799773164 None Defined A H amp S Partnership Li suis Gl 01954 267788 carllewis elogbooks c www elogbooks 07799773164 Health and Safety Eye bolt Cradid mited o uk co uk aintenance This will take you to a display with several collapsible expandable sections from which you can view past SUrveys Click here to go back to the Dashboard Full History for Customer 4 Date Survey Service Score Updated By Status Survey 26 03 11 12 57 Health amp Safety KPI Dannant Vale Svs 70 0 75 admin Com
53. rate manuals While the site and managers logbooks contain many features that are unique within the respective logbook there is also some interaction with the Dashboard so for completeness within this manual here is a brief description of the two logbooks THE SITE LOGBOOK Each site that has been allocated to your property portfolio has a site gt DN Brent Isopan House logbook associated with it which is an electronic version of the traditional paper based site logbook Within each site s logbook you will find a wide range of information about the assets at the site as well as the planned maintenance being carried out on those assets The site logbook also contains details of all the emergency and reactive work being done at the site and also the quotes that have been requested and received from your contractors THE MANAGERS LOGBOOK The managers logbook is quite similar to the previously described Manager s Log Book statistic section in that it provides an overall summary view of the maintenance across all your sites The managers logbook also contains some other features that are not specific to any individual site such as the reports we saw in the App amp Reports section 44 THE BUDDY SYSTEM The Elogbooks Buddy System allows you to select another user on the system who can cover your work including approvals while you are unavailable e g sick or on holiday e From your Dashb
54. rd User 1 m Work Permits m Staff Training Add Item w You will see in the example below that our new Session Registration Codes June docx document now appears in the list of uploaded documents on our docs tab Quote Job Notes Tenants Services Docs KPIs My Jobs Approvals Approvals Filename Title Work permit blank doc Work Permit Colin Wills 26 03 11 Session Registration codes June docx Training Log admin 26 03 11 Manage Documents 18 THE KPI S TAB The KPI s tab is used to complete and manage KPI surveys for the service providers operating at your site s The Elogbooks system administrator creates the individual KPI surveys and allocates them as appropriate to each of your service providers Depending on the service s that they carry out some KPI surveys may not be relevant to certain service providers If you have any issues with the contents of a KPI survey or if you have problems with the incorrect allocation of KPI surveys to your service providers please contact your system administrator The KPI s tab is divided into three separate sections as follows e LogANewKPI start or activate a new KPI survey e Active KPIs edit save and complete an active KPI survey e History view completed KPI surveys Shown below is the KPI s tab with the three sections collapsed Click on any of the sections to expand it The three sections are described in more detai
55. see below and will be viewable in the History section described later Quote Job 5 enants Services CS My Jobs Note Tenant Servic Doc KPls My Job Finn Log A New KPI Active KPls Service Survey KPI Type Last Updated Status Dannant Vale Svs Security KPI 24 03 2011 Active M amp E KPI 18 03 2011 Active History Letting The Service Provider Fill out The Survey If you want to ask the Service Provider to fill out the survey on their own so that you can review and approve it at a later stage all you need to do is active the new survey and open it up described above and then click the box in the top left hand corner labelled Allow Service Provider To Complete This Survey BORAX Work Order Manager Demonstration Click here to go back to the Dashboard 01998 Basic Health amp Safety KPI survey for all service providers Active Weight Score Contractors Comments Comments Environment A safe working environment maintained at all times 5 0 N A Incidents Have any incidents been correctly logged and reported 5 0 7 N A E Equipment Are all equipment maintenance records and PAT testing logs up to date 5 0 A N A Target Score 75 Weighted Score 0 0 Save Changes This will send an email to the service provider informing them that there is a KPI survey waiting for them to fill out They use their own service provider s logbook described in a separate manual to fill out the survey and send
56. st On Site 08 03 11 City Fire Services tly 020 8649 7766 admin elogbooks co uk ren 01345 746282 Fire Surveys Cleaning Services Mark Quinnell l 07977 508725 mark elogbooks co uk er sly 01458 837284 sare eg Le Surveys ss cuo des Lil 01322 615665 colin w eloabooks co www eloabooks mr pe pev se m EMAILING SERVICE PROVIDERS The services tab includes an email app called Email Services which can be used send an email to one or more of your service providers This operates in the same way as the Email Tenants feature which is fully described in the tenants tab section REQUESTING QUOTES The most important feature of the services tab is the ability to request quotes from your service providers As you can see below the Email Services form includes a drop down box called Raise Quote which includes an option of quote Email Services Raise Quote None Selected Raise a quote with this email None Selected Attachment Estimate Browse Optional file s attached to fela email AIl Services F Include services from other sites Subject Required Message Messace text is jonored if Format Font family Font size When you want to request a quote from one or more of your service providers simply do the following e Inthe list of service providers click on the checkbox of the one s to send the request to e Select the quote option in the R
57. tact Info Perivale Wood Brent Isopan House Local Nature Isopan House Reserve 11 Gilbert St Wdd E Alperton London Sports Ground Westminster W7 1AZ m fas 020 1322 959 4 Pesivale Park Bass Golf Course eaqoeey Contacts Michael Hammer peuue d Brent Valley Park Map Images Loe id Ostern Sports OU JE etersey T Cricket Cau o se THE TENANTS TAB The tenants tab displays a list of all of the site s tenants and building occupiers Included in the details for each tenant in this tab are e The company or business name of the tenant e The name email and phone number of the tenant s primary contact person e The location of the tenant within the building site or campus Quote Job Approvals Approvals Business Contact Email Phone Location Financial Services Corp Dan Martin tenant name elogbooks co uk Ath 5th 8th floors Manger Services Ltd Paul Tomms tenant name elogbooks co uk 07799773164 1st amp 2nd floor Notes Tenants Services Docs KPIs My Jobs Manger Services Ltd Simon Lake tenant name elogbooks co uk 07799773164 3rd 19th 20th floor Oceanic Traders Richard Carltones r caritones elogbooks co uk 07799773164 24 25 26th floors Private Resident Mr Carltones Not available Not Available Penthouse Tenant4fcb37eeb36ec Fs F9 Eg Eg F9 DS CS uj Vacant 2nd floor 2nd floor Unlike in the notes tab the information displayed in the
58. the page and this will remove the job from the list on the right hand page and it will decrease the number under the rev counter of the total number of reactive jobs requiring your attention Reactive Jobs Requiring Attention View Helpdesk Job N 202217 Date Logged 14 03 11 Status Completed Filter Date Attended Attend Due 15 03 11 Date Completed 15 03 11 Complete Due 4 matching jobs View in Excei Job Description ports Please attend site and clean all windows Importance to be placed obs ob Description on reception canopy Please attach risk assesment to job prior to Log A New Job Location Notes 02217 Please attend site and clean all windows Completed e 1942 Loud noise coming from the plant ro Completed ondon Damonsuavon House 1957 Request from site FM to carryout Fire Completed zem mu pe By Engineer iority 3 Within 24 hours Saturn Facilities Ltd 1868 Roof access door intruder alarm activ Completed B 180311 Windows including canopy thoroughly cleaned Unable to gain access to widows on the east side due to high wind factor will re attend when wind drops Outstanding Works Recommendations Please review work carried out job requires management escalation Attach File Related Jobs 201196 Clean Window and Low Level Canopy This Job Doo customer engineer nelpdesk 42 THE QUOTES SUMMARY
59. uk 4th Sth 8th floors D Notes for the Tenant can be added here such as out of hours contact details etc Notes are added by clicking on the edit tenant link below and saving your changes by clicking th om date tenants button Manger Services Ltd Paul Tomms tenant name elogbooks co uk 07799773164 1st amp 2nd floor Manger Services Ltd Simon Lake tenant name elogbooks co uk 07799773164 3rd 19th 20th floor Oceanic Traders Richard Carltones r caritones elogbooks co uk 07799773164 24 25 26th floors Private Resident Mr Carltones Not available Not Available Penthouse SENDING EMAILS TO TENANTS The tenants tab includes an in built email app called Email Tenants which allows you to send emails to one or more of the tenants as long as there is a valid address in the tenant s email column The first step as shown below is to click on the left hand checkbox for each tenant that you wish to send the email to If you want to send the email to all tenants just click on the top checkbox the one in the blue column header bar to the left of the business column heading Work Order Manager Demonstration EH Help Log a Job Apps amp Reports Site Images Quote Job Notes Tenants Services Docs KPIs My Jobs Approvals Approvals Business Contact Email Phone Location Financial Services Corp Dan Martin tenant name elogbooks co uk 4th Sth th floors Manger Services Ltd Paul Tomms tenant name elogbooks co
60. ur Elogbooks Administrator and it cannot be edited or changed from within the dashboard The right hand side is where you can add edit your own notes or other descriptive information about the site by clicking on the Edit Notes link As you can see in our example below we have noted some important additional contact information regarding out of hours and emergency contacts m EEE ENST 193 Quote Job Notes Tenants Services Docs KPIs My Jobs Approvals Approvals Group Name Regional Offices Emergency Key Holder Dave Smith E 07784 635165 0 Group Contact A Sweet Regional Gp FM If Dave is unavailable please call Gill Partridge 07734 987234 0 Group Email asweet elogbooks co uk i nee ee of The chief security guard at this site is Jim Whelan and he can also be contacted out of Group Address hours in an extreme emergency l 07873 872464 Site Name Brent Isopan House Edit Notes Site Address Isopan House 11 Gilbert St London Westminster W1 Site Contact Info Contacts amp Map Square Metres 7 300 78 576 sq ft Sector London Offices Region London If you click on the blue Contacts amp Map link in the left hand section of the notes tab it links across to the Site Contact Info page in your site logbook see the Site Logbook section This site contact info page provides details about the site and its contacts as well as a location map generated from the post code N 2 Site Con
61. urself The My Jobs Tab ccccccccessccccceeseeceseeeseecceseeeeeceeeeeeceseeeeeecesseeeeecesseuneeeessageeeeees 31 VTS POT NN 33 Email History Ie oe EEE EEE EE EEE EE ve SEN NE EE ee 34 NENNE 35 The Job Statistics Section DIAIS scscccnsssnctonseantsawssaocwsecsawainonnsansandonnaianceiadarwadnaddansninsnandsankauwawaaindeddansanonndacaumdenaaianctes 38 The OverduePlanned D nen qe ane ae ne ue ae ta A A 39 The Overdue Reactive Dial rrrrnnnnrnnnnnnnnrnnnrrnnnnnnnrrnnnvrnnnnnnsssnnnrnnnnnnnssrnnsrnnnnnnnssnnnsnnnnnnnssnnnnsnnnnnsnssennsvnnnnnssssnnnsnnnn 40 The Planned Work Requiring Attention Dial sise 41 The Reactive Work Requiring Attention Dial sise 42 THe Quotes Summary Display eeeeesssseseeeeeeeeennn nennen nenne essai annes saa annes ssa stress saa n ness annees 43 Getting the best from your Jobs Statistics display ss 43 The Site Logbook and Managers Logbook ss 44 INES te LOS 00 og JE Tm 44 The Managers LOGBOOK MT 44 Me EOM UE 45 LOGGING INTO YOUR DASHBOARD Before you can use your Elogbooks Dashboard you will need to obtain a URL and a login password from your system administrator The URL will have the following format http company elogbooks net where company will be replaced with the name of your company Type the URL into the address bar at the top of your internet browser window and you will be present
62. ve some final checks to do in Building A and 7 testing logs up to date wa B but rest of site is complete 4 Target Score 75 Weighted Score 70 94 Save Changes Accept Survey Once you are happy with the survey click on the Accept Survey button The completed survey will then disappear from the list in the Active KPIs section and will be viewable in the History section described later Letting The Service Provider Start The Survey Rather than start the survey yourself and then send it over to the service provider for completion you can if you wish ask the service provider to start the survey by themselves This process is described in a separate manual provided to service providers but if you need to point them in the right direction tell them to use the Add A New KPI section on the KPIs page in their service providers logbook VIEWING YOUR COMPLETED SURVEYS HISTORY All of your completed surveys can be viewed in the expandable History section on your KPIs tab You can use the drop down lists provided to filter out the display based on the service provider the type of survey and the dates that the surveys were started and completed Click on the blue view link to actually view a survey in the filtered list Quote Job Notes e S Services OCS y Jobs Note Tenant ervice Doc KPIs My Job Approvals Approvals Log A New KPI Active KPIs History Service None Selected Type None Selected v Date Start Date End Filte
63. ystem click on the keys icon in the top left corner of the screen described earlier and then expand the Change Password section where you can supply your old password and setup your new one Change Password Current Password New Password Change Password THE DASHBOARD As outlined briefly in the introduction the Dashboard is the main window or control panel through which you can view and edit information within the Elogbooks system relating to the sites that you look after Below is an example of what the Dashboard looks like when you log in This is a screen shot from a demonstration system so it does not look exactly like your own Dashboard e g the pictures of the site will be different but the general layout will closely match your own Dashboard 9920 TE Log a Job Apps amp Repons Site Images Mi S Quote Notes Tenants Services lo Pls My Jobs possis Job Approvals Group Name Regional Offices Notes about the site can be added here Anything can be entered Notes link below Group Contact Sweet Regional Gp FM Edit Notes Group Email ssweet elogbooks co uk Group Address Site Name Brent Isopan House Site Address Site Contact Info Contacts amp Map Square Metres 7 300 78 576 sq ft Sector London Offices Region London Manager s Job Statistics xs lt 1 1 2 Requested 5 1 i E z Quoted 0 0 ox Ji us Other Pending 0 0

THE ELOGBOOK DASHBOARD USER MANUAL

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