Accounts Code

Unique alpha-numeric code associated to the Accounts. Commonly associated to Resources

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

Answer Status

When creating a Questionnaire you have the ability to set your questions to being mandatory or optional for the User to complete

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

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

The second segment that makes up a Location Mapping

Asbestos

A fire-resistant mineral once used in insulation and home products that can cause respiratory diseases

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 Number

Unique alpha-numeric value associated to an Asset typically affixed to the Asset.

Assign Method

The method by which the Resource will receive the Work Order. For Example, Email or Phone

Assign Mode

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

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

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

This determines how many days in advance of their start day PPM Work Orders be will be automatically generated

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

Budget

A financial plan, and is a way of listing planned expenditure. This can be split between capital and revenue expenditure

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

Child Resource

Refers to Tier 2 and Branch Resources

CIS

Construction Industry Scheme

Client

An external company for whom the Management Company provides contracted services

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

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.

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.

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

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

Contractor

Also known as a Resource

Contract Period

a contract period

Core Data

The information which is referenced throughout the system via table lookups, and is required prior to use all areas of the system

Cost/Sub Cost Code

Unique alpha-numerical value associated to the cost of several parts of the system, such as Resources and Sites

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

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

Events

Historical records of every action which has taken place on a Work Order

Finance Period

The period which denotes a company's financial year

Fix Codes

Denotes the actions taken to repair an Equipment Type.

Fix Types

Denotes the area in which the fault was identified.

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.

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

HO

Head Office - Refers to External Head Office Resource

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

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

Known As Name

Informal or abbreviated use of a title. These appear against Assets and Sites

Location Mapping

A direct representation of a specific Location against a Site. Sites can have as many of these as required

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

Managed Start Date

Date from which services commence at a Site. This must be entered for a Site to appear during Work Order creation

Manufacturer

Persons or Company responsible for the production of a piece of equipment/Asset

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

Op Fix SLA

This is the Service Level Agreement which is agreed for a fix on a Reactive Work Order

Op Fix SLR

This is the Service Level Requirement which is agreed for a fix on a Reactive Work Order

Op SLA

This is the Service Level Agreement which is agreed for attendance on a Reactive Work Order

Op SLR

This is the Service Level Requirement which is agreed for attendance on a Reactive Work Order

Op Temp Fix SLA

This is the Service Level Agreement which is agreed for a temporary fix on a Reactive Work Order

Op Temp Fix SLR

This is the Service Level Requirement which is agreed for a fix on a Reactive Work Order

Parent Resource

Refers to Tier 1 and Head Office Resources

Payment Terms

Pre-agreed timeframe within which payments must be made.

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

PO

Purchase Order

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

PPM Financial End Date

This is the last day the PPM can be visited

PPM Financial Start Date

This is the first day the PPM can be visited

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

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

PQQ

Pre-Qualification Questionnaire

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

Pre-Qualification Questionnaire

A set of questions a Resource is required to complete before being able to access the system

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

Project Code

This is coding which is used to track your capital (and sometimes revenue) expenditure

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

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

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

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

Reason Code

The reason why a Work Order is being raised

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

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

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

Site Known As

Informal or abbreviated use of Site Name

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

SLA

Service Level Agreement

SLR

Service Level Requirement

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)

Sub Equipment/Service Type

An Equipment/Service Type that is directly linked to a specific Equipment/Service Type

Sub WO Type

A specific naming or category which defines groups of similar works and are linked to a Work Order Types

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

Symptoms

The observational and more specific reason why a Reactive Work Order is being raised

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

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

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

VAT

Value Added Tax

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

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

WO

Work Order

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

Work Order Type

A specific naming or category which defines a group of similar works