Aberdeen Performing Arts were looking for a system to record their cyclic maintenance, report any faults and list repairs made. Previously there was no system in place to manage the management of their facilities and issues were simply emailed to the maintenance team leading to a large amount of unnecessary email traffic as well as duplicated items.
The application developed was a system for the recording of cyclic maintenance, report faults and list repairs made. This system gave all users access and visibility of logged issues and repairs and the ability to log issues straight onto the system. Reporting capabilities were implemented so management could view the amount of jobs completed and also the progress of each one. To ability to prioritise these tasks and issues was required so the maintenance team could schedule their work. The form to submit an issue was initiative, flexible and easy to use.
The end solution was an application developed in Microsoft SharePoint 2013 that allowed any user to report a fault requiring maintenance. When the fault is reported this will kick off a workflow where a job will be created to address and prioritise the issue and then allocate the job to a maintenance worker. Maintenance workers can then view their list of pending jobs on a portable device.
Once the job is completed and verified it can then be closed and an email will be sent to the original user who reported the fault informing them that the job is complete. The application also has the functionality to log recurring jobs which can then be scheduled as often as required.
Aberdeen Performing Arts have three venues in Aberdeen and this system was required to control maintenance for all three. The workflow included options to select the venue and the location. To prioritise tasks the user logging the issue could choose the level of priority which then determined when it would be actioned.