Glossary
Written by Ostara Systems
Updated at June 24th, 2025
This is a auto-generated Article of all your definitions within the glossary.
Glossary
This is a auto-generated Article of all your definitions within the glossary.
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Accounts Code
Unique alpha-numeric code associated to the Accounts. Commonly associated to Resources
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Accrual
This is the expected cost of a Work Order. Before attendance, the Accrual can be based on the Average Order Value for this Work Order Type (so long as one is present). After attendance it is based on the rates logged against the Resource. This will also change based on the Clients finance rules
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Answer Status
When creating a Questionnaire you have the ability to set your questions to being mandatory or optional for the User to complete
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Answer Type
There are pre-defined types of answer for you to choose from when creating a Questionnaire. Whatever is chosen here will determine what criteria you will need to complete for each question
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AOV
Average Order Value - this is associated to a Work Order when actual value is not known or not used to enable budget control
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Approved Date (Finance)
Specific date to record and identify when an invoice has been approved for payment
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Area
The second segment that makes up a Location Mapping
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Asbestos
A fire-resistant mineral once used in insulation and home products that can cause respiratory diseases
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Asset
A specific item of equipment which is deemed necessary to track
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Asset Association
This is determining whether an Asset is associated to a PPM Task on a Contract
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Asset Number
Unique alpha-numeric value associated to an Asset typically affixed to the Asset.
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Assign Method
The method by which the Resource will receive the Work Order. For Example, Email or Phone
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Assign Mode
The mode by which a Work Order will be assigned. For Example, automatically or by manual intervention via the call centre
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ATAS
Automated Time and Attendance System - an IVR phone system dedicated to the operational management of works
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Authorisation User
A user that has the ability to approve and reject Work Order authorisations in the system. These authorisations can be based on a number of different factors, such as Value and Priority
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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
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Auto Generation Days
This determines how many days in advance of their start day PPM Work Orders be will be automatically generated
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Branch Resource
This is Resource that branches off a Head Office Resource. Branches will inherit many details from the Head Office but can have specific details set against them, such as different rates and contacts
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Budget
A financial plan, and is a way of listing planned expenditure. This can be split between capital and revenue expenditure
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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
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Child Resource
Refers to Tier 2 and Branch Resources
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CIS
Construction Industry Scheme
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Client
An external company for whom the Management Company provides contracted services
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Contract
A digital representation of a paper-based Contract that is used to reflect any formal contract in place between the Client and the Resource base
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Contract Financial End Date
Financial End Date of the Contract Period. This determines when certain PPMs will be generated and when those PPMs can be invoiced.
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Contract Financial Start Date
Financial Start Date of the Contract Period. This determines when certain PPMs will be generated and when those PPMs can be invoiced.
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Contract Managed End Date
Date from which contracts against a Site will conclude. This must be entered for a Site before so it can no longer be added to contracts, which in turn stops PPMs from being generated
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Contract Managed Start Date
Date from which contracts against a Site will commence. This must be entered for a Site before it can be added to contracts, which in turn can allow PPMs to be generated
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Contractor
Also known as a Resource
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Contract Period
a contract period
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Core Data
The information which is referenced throughout the system via table lookups, and is required prior to use all areas of the system
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Cost/Sub Cost Code
Unique alpha-numerical value associated to the cost of several parts of the system, such as Resources and Sites
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Engineer
A Mobile user that belongs to a Resource. These are the users that will be attending Site to complete Work Orders, as requested by the Client
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Equipment & Service Type
A specific naming of a piece of equipment or a service that takes place. This is also sometimes referred to as a Task Type
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Events
Historical records of every action which has taken place on a Work Order
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Finance Period
The period which denotes a company's financial year
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Fix Codes
Denotes the actions taken to repair an Equipment Type.
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Fix Types
Denotes the area in which the fault was identified.
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Frequency of Visits
When creating a PPM against a contract, this determines how often the Resource is required to attend site and carry out a PPM.
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Head Office Resource
This is a top level External Resource. A Head Office Resource can have many Branch Resources and is used by the Client to assign Work Orders too if they are not using Internal Resources
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HO
Head Office - Refers to External Head Office Resource
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HO to pay all invoices
If this field is set to this against a Resource record, the Client is now expecting any invoices to come from any branches of this Resource, they will all be submitted from Head Office
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Incentive Credits
Items which can be included in a contract and used as a way of incentivising a Resource to meet attendance times, or use the system
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Known As Name
Informal or abbreviated use of a title. These appear against Assets and Sites
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Location Mapping
A direct representation of a specific Location against a Site. Sites can have as many of these as required
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Managed End Date
Date from which services conclude at a Site. This must be entered for a Site to no longer appear during Work Order creation
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Managed Start Date
Date from which services commence at a Site. This must be entered for a Site to appear during Work Order creation
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Manufacturer
Persons or Company responsible for the production of a piece of equipment/Asset
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Mobile User
A user that has access to the Mobile App. These are commonly used by people that are out on the field, such as Resource Engineers and Regional Managers
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Op Fix SLA
This is the Service Level Agreement which is agreed for a fix on a Reactive Work Order
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Op Fix SLR
This is the Service Level Requirement which is agreed for a fix on a Reactive Work Order
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Op SLA
This is the Service Level Agreement which is agreed for attendance on a Reactive Work Order
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Op SLR
This is the Service Level Requirement which is agreed for attendance on a Reactive Work Order
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Op Temp Fix SLA
This is the Service Level Agreement which is agreed for a temporary fix on a Reactive Work Order
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Op Temp Fix SLR
This is the Service Level Requirement which is agreed for a fix on a Reactive Work Order
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Parent Resource
Refers to Tier 1 and Head Office Resources
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Payment Terms
Pre-agreed timeframe within which payments must be made.
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Permissions
The rights agreed and assigned to a specific User profile. There are several permissions used to control access to different areas of the system
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PO
Purchase Order
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PPM
Planned Preventative Maintenance. These are generated by system based on the frequency set against the related PPM Task on a Contract and recurring works that happen at a Site
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PPM Financial End Date
This is the last day the PPM can be visited
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PPM Financial Start Date
This is the first day the PPM can be visited
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PPM Visit End Date
This is the last date the PPM needs to be visited by. If this PPM is not visited by this date then this can have an impact on compliance figures
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PPM Visit Start Date
This is the first date the PPM should be visited by. If this PPM is not visited by these dates then this can have an impact on compliance figures
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PQQ
Pre-Qualification Questionnaire
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Pre-qualification Access
Pre-qualification Access controls whether Resources have access to the system. If they need to complete a PQQ before being allowed access, the PQQ will appear for the Resource to complete
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Pre-Qualification Questionnaire
A set of questions a Resource is required to complete before being able to access the system
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Profile
The pre-defined criteria/permissions associated to a User that determine what access they have. Each User associated to a Profile will have the same access
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Project Code
This is coding which is used to track your capital (and sometimes revenue) expenditure
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PTW
Permit to Work books are used by some Resources when they attend site. The book numbers are logged against the Site, so that it can be validated that the Resource is at the correct Site
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Purchasing
A type of Work Order that is used to request supplies from a Supplier. Users will pick items from a set of Catalogues that they wish to buy, which are then delivered via the required Supplier
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Quote
A type of Work Order that is used for competitive quoting. These are usually used for large works required at Sites and can be sent to multiple Resources to provide quotes for the work
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Reactive
A type of Work Order that is used to for every day call outs and repairs. These are the most commonly raised Work Orders and are raised by many different users to report issues at their Site, which are used to call out a Resource to repair the issue
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Reason Code
The reason why a Work Order is being raised
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Resource
These are used by Clients to partake and complete Work Orders that have been raised through out the system. They have different configurations so the system can determine what Work Orders they are able and unable access. Resources will most commonly have access to the Portal
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Site
A Building/Estate in the system that belongs to the Client. Work Orders require a Site against them before they can be created and sent out to a Resource
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Site Groupings
Allows Sites to be added to a specific groups which allows more accurate reporting and detailing. This can be used to report on details such as spend and makes it easier to determine which region a Site is located
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Site Known As
Informal or abbreviated use of Site Name
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Site Type/Format
A way to categorise Sites into different brackets. This make it easier to determine which Site belong to which Regional/Area Manager, which cost bracket they come under, plus a number of other uses
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SLA
Service Level Agreement
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SLR
Service Level Requirement
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SRA
Scope Resource Allocation. An SRA is used to determine four factors: What, Where, When and Who. What piece of equipment/job needs work done, where that equipment/job is (the Site), when it needs to be resolved by and who is going to be completing the works (the Resource)
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Sub Equipment/Service Type
An Equipment/Service Type that is directly linked to a specific Equipment/Service Type
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Sub WO Type
A specific naming or category which defines groups of similar works and are linked to a Work Order Types
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Supplier
A Resource that has access to the Purchasing module. This means they will be able to view Purchase Orders and Catalogues as part of their configuration
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Symptoms
The observational and more specific reason why a Reactive Work Order is being raised
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Tier 1 Resource
This is a top level Internal Resource. A Tier 1 Resource can have many Tier 2s and is the main way Work Orders are assigned to the Client's internal team
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Tier 2 Resource
This is Resource that branches off a Tier 1 Resource. Tier 2s will inherit many details from the Tier 1 but can have specific details set against them. These are commonly sub-teams or even specific team members
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UD fields
User Defined fields. There are several of these per Site, Resource and Asset, and they enable users to enter key information which could not be entered in any of the predefined fields
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VAT
Value Added Tax
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Warranty
A manufacturer or suppliers guarantee that a procured piece or equipment will perform the function intended during an timeframe following purchase. Often accompanied by parts or labour cover if fault develops during warranty period
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Warranty Resource
The Resource with whom the warranty of the Asset is held. These will often have different SLAs for fixes compared to regular Resources
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WO
Work Order
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Work Order
This is an order of work requested by the Client for one of their Sites. These contains details about the issue the Client has raised and are sent out to Resources to be completed, to ensure the issue is resolved
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Work Order Type
A specific naming or category which defines a group of similar works