A
| TERM | DEFINITION |
| Accounts Code | Unique alpha-numeric code associated to the Accounts |
| Accrual | This is the expected cost of a Work Order. Before attendance, the Accrual is based on the Average Order Value for this Work Order Type. After attendance it is based on the rates logged against the Resource |
| Address | Is the address which you want to list against a Building or Resource |
| Answer Status (RFI) | When creating an RFI you have the ability to set your questions to being mandatory or optional for the User to complete |
| Answer Type (RFI) | There are pre-defined types of answer for you to choose from when creating an RFI. Whatever is chosen here will determine what criteria you will need to complete for each question |
| AOV | Average Order Value - this is associated to a Work Order when actual value is not known or not used to enable budget control |
| Approved Date (Finance) | Specific date to record and identify when an invoice has been approved for payment |
| Area | A specific area within a Location Mapping. For example, Front of House, Back of House, Offices |
| Asbestos | A fire-resistant mineral once used in insulation and home products that can cause respiratory diseases (www.hse.gov.uk for more information) |
| Asset | A specific item of equipment which is deemed necessary to track |
| Asset Association | This is determining whether an Asset is associated to a PPM task on a contract |
| Asset Known As Name | Informal or abbreviated use of Asset title |
| Asset Non Tagged | An Asset which it would not be possible/suitable to tag. For example, a New Roof, Car Park Re-surfacing |
| Asset Number | Unique alpha-numeric value associated to an Asset typically affixed to the Asset. |
| Asset Purchase Date | Date from which the Asset was procured from the Supplier |
| Asset Purchase Price | The total value associated to the purchase of an Asset |
| Asset Removed Date | Official date associated to the removal of an Asset from service within a Building |
| Asset Tag | Unique alpha-numeric value associated to an Asset typically affixed to the Asset. |
| Assign Method | Is the method by which the Resource will receive the Work Order. For Example, Email or Phone |
| Assign Mode | Is the mode by which a Work Order will be assigned. For Example, automatically or by manual intervention via the call centre |
| ATAS | Automated Time and Attendance System - an IVR phone system dedicated to the operational management of works |
| Attendance By Date | See Contractual SLA Date |
| Attendance Start Date | Actual Start Date of the attendance by the Resource |
| Attendance Stop Date | Actual Stop Date of the attendance by the Resource |
| Auto Accept | Determines whether the Resource should confirm that they are accepting a Work Order they have received, or whether the system auto accepts the Work Order on the Resources behalf and progresses the Work Order straight to Pending Attendance |
| Auto Generation Days | If PPM Work Orders are being automatically generated by the application, how many days in advance of their start day would you like them to be generated |
| Availability (Building) | Is a log of the times when the Building is open, closed or occupied. This enables you to more accurately log Resource to attend site |
| Availability (Resource) | Is a log of the times when the Resource is in-hours, out of hours or not available. This enables you to more accurately log Resource to attend site at the time which will be the most cost effective |
B
TERM |
DEFINITION |
Between (Work Order Scheduler) |
Set in the Scheduler as the Scheduled Start and Finish Date. Achievement of Service Level is based on Resource attending between these dates |
Budget |
Is a financial plan, and is a way of listing your planned expenditure. This can be split between capital and revenue expenditure |
Build Date |
Date when the Building was built |
Building |
A premises which is relevant for ongoing contract management. For Example, the premises where service is provide to client |
Building Availability |
Defines the availability of the premises. For Example, Occupied, Trading and Closed times |
Building Events |
Identifies a specific activity at a Building which is outside of normal practice and may affect work; For Example, store closed for refit |
Building Groupings |
Building records can be assigned to certain groups in order for you to manage and report on spend, up time, faults with more clarity |
Building Groups |
Designated collection/identification of Buildings |
Building Known As |
Informal or abbreviated use of Building Name |
Building Number |
Unique numerical value associated to Building |
Building Status |
Current circumstance of a Building. For Example, Trading, Occupied, Vacant. |
Building Type/Format |
Function of a Building. For Example, Supermarket, Office Block |
C
TERM |
DEFINITION |
Calculated Cost |
The system calculated cost of a Work Order. Using either a Fixed Cost or a calculation based on the rates and time on site of the Resource |
Can Decline? (RFI) |
If this is ticked when creating an RFI it means that the User can refuse to complete the RFI |
Can view all Buildings? |
If this is ticked against a User, then they will automatically be able to view any new Buildings which are added to the application. If this is not ticked then you will need to manually add a new Building against |
Capex Code |
This is coding which is used to track your capital expenditure |
Capital |
Capital expenditures (CAPEX or capex) are expenditures creating future benefits. A capital expenditure is incurred when a business spends money either to buy fixed assets or to add to the value of an existing fixed asset with a useful life that extends beyond the taxable year. |
Category (RFI) |
RFIs are split into categories and then each category contains a set of questions |
Cease Occupation Date |
Official date from which Building inhabitance will end |
Cease Ownership Date |
Official date from which Building ownership will end |
Cease Trading Date |
Official date from which business at Building will end |
Certificate Association |
Against a PPM task you can state whether a certificate is expected at the end of the work. You can state whether a certificate is expected for the whole Work Order, or for each Asset which make up the Work Order |
Child Resource |
Refers to Tier 2 and Branch Resources |
Children |
Denotes the hierarchy relationship between Assets. For Example, A subordinate Asset is the child of a tagged Asset |
CIS |
Construction Industry Scheme (see www.hmrc.gov.uk for more information) |
Client |
An external company for whom the Management Company provides contracted services |
Closed |
Access is not available at Building |
Company Registration Number |
The unique and officially recognised numerical value associated to an individual company (see www.companieshouse.gov.uk for more information) |
Company Type |
The industry recognised legal definition of a companies financial registration, e.g sole trader, corporation (see www.hmrc.gov.uk or www.companieshouse.gov.uk for more information) |
Consultant |
A professional who provides advice in a particular area of expertise such as management, accountancy, the environment, entertainment, |
Consumables |
Non-repairable items or repair parts that can be discarded more economically than they can be repaired or that are consumed in use. For Example, screws, paper |
Contact Name |
This is the field in which you enter the name of a contact for either a Building or a Resource |
Contact Type |
A category applied to a Person to determine the type of contact this person is. For example, Account Director, Regional Manager, Finance Administrator |
Contract(s) |
Formalised contractual arrangement between a management company and its contractors |
Contract Code |
Unique alpha-numerical value associated to a contract |
Contract Description |
Free form allowance to provide an overview of a contract to aid with referencing |
Contract End Date |
The Last day of the very last period of a Contract |
Contract Financial End Date |
Financial End Date of the PPM Period. Often used for Invoicing and Accounting purposes |
Contract Financial Start Date |
Financial Start Date of the PPM Period. Often used for Invoicing and Accounting purposes |
Contract Managed Date |
This is the date that you began managing the contracts for this Building |
Contract Not Managed Date |
This is the date that you stopped managing the contracts for this Building |
Contract Notes |
These are freeform notes which can be entered against a contract |
Contract Period Building End Date |
End Date (inclusive) of a Building within a Contract Period. This would initially be the same as the Contract Period End Date unless the building was shortened on the Contract |
Contract Period Building Start Date |
Start Date of a Building within a Contract Period. This would initially be the same as the Contract Period Start Date unless the building was introduced to the Contract with a later date |
Contract Period End Date |
End Date (inclusive) of a Contract Period |
Contract Period Start Date |
Start Date (inclusive) of a Contract Period |
Contract PPM Period Visit End Date |
For a PPM Period this is the date by when the Work Order is expected to be completed. This date sets the Work Order Scheduled Finish Date on the Work Order |
Contract PPM Period Visit Start Date |
For a PPM Period this is the date by when the Work Order is expected to have been started. This date sets the Work Order Scheduled Start Date on the Work Order |
Contract Signed |
Is a tick box which allows you to show if a physical contract has been signed |
Contract Start Date |
The start date of the very first period of a Contract |
Contract Types |
Pre-defined categories to denote the contractual structure or services e.g comprehensive, pay as you go |
Contractor |
Person(s) that attend and undertake work at site, a type of Resource |
Contractors Reference |
Is a field on the contract which allows you to record the contractors reference for this contract |
Core Data |
The information which is referenced throughout the system via table lookups, and is required prior to live use of the database |
Cost/Sub Cost Code |
Unique alpha-numerical value associated to the cost of a Building |
Country |
This is the field in addresses where you add the country details |
County |
This is the field in addresses where you add the county details |
Create Log In Details? |
If this field is ticked on a contact record, then you can proceed with setting up a username and password |
Credit Limit |
A limit associated to the total monetary spend pre-authorised on an account with a Resource |