Checks and Balances for the Maintenance Division

Each Division is accountable for their overall performance of the office, both on an individual basis as well as on a team basis. These activities are assessed by division and analyzed by management on a Daily, Weekly, and Monthly basis in order to determine the level of achievement as well as the overall health of the organization.  The following is a checklist of items for the accounting division which has been been listed out in the order of the frequency needed to make sure their progress remains constant without becoming mundane. Following is the proper instruction on how to correlate and reconcile these activities within the m1Solutions System.

Weekly
One Touch
  1. Make sure the One Touch System is being followed
  2. Open bottom drawer of two set cabinet to the right of the computer screen.
  3. Make sure month and date on the first pendaflex “folder” (the one closest to you) is set to the current month and tomorrow’s date. That indicates that the current date has been pulled and is in the workbox.
  4. There is an awaiting call back folder anything that is pending will go on this folder.
  5. Organize your in-box and work-box
  6. Check Voicemails
PI Calendar Check - Scheduling for the Week
  1. Print out calendar for 2 weeks.  
  2. Make sure all the inspections are organized so there is no wasted time.  PI time is very important to not waste time.
Proof Annuals; on track & thorough
  1. Run report 39.  Select Property Status (Active) Select The (Month).  Click run report.  This report will pop up in PDF and give you the detail of progress of the inspections for the current month.
Work Order Checks
Maintenance Request
  1. This is in RED on the top of the Property Detail Screen.  You will click on the link to bring you to the work order.  Clink on the request, look at the work that needs to be completed.  Then send the vendor that would do the repair.  Change the Maint. Request to ACTIVE.  Put the completion date.  Add any notes in the note pad for the vendor.  Once that is all complete click on the box for Print with Notes, Auto Email to Resident, Email to Vendor.  This will take you the email screen click send.
Vendor No Response (7 Days)
  1. Click on work order on the tree.  This will take you to the screen for all work orders.  Enter the Dates range from 01/01/XXXX-Friday of the previous week.  Keep the search WO Status as ACTIVE STMT of Workorder ALL OPEN.  Then click search.  Your report will come up.
Vendor Scheduling (7 Days)
  1. Click on work order on the tree.  This will take you to the screen for all work orders.  Enter the Dates range from 01/01/XXXX-Friday of the previous week.  Keep the search WO Status as ACTIVE STMT of Workorder Scheduling.  Then click search.  Your report will come up.
Open work orders on line to be closed (60 Days)
  1. Click on work order on the tree.  This will take you to the screen for all work orders.  Enter the Dates range from 01/01/XXXX-60 days from the current weeks Friday.  Keep the search WO Status as ACTIVE STMT of Workorder ALL OPEN.  Then click search.  Your report will come up.
Open estimates on line to be closed (30 Days)
  1. Click on work order on the tree.  This will take you to the screen for all work orders.  Enter the Dates range from 01/01/XXXX-30 days from the current weeks Friday.  Keep the search WO Status as ACTIVE ALL OPEN STMT of Workorder Estimates.  Then click search.  Your report will come up.
Thank you Cards
  1. Open top drawer of two set cabinet to the right of the computer screen.
  2. Folders are organized in alphabetical order, Thank you folder is towards the back.
  3. Most recently mailed out thank you card will be on the front with the date on the top right hand corner. It should have the date of the last Friday prior to the date being checked.
Daily Calendar Check
  1. Open top drawer of two set cabinet to the right of the computer screen.
  2. Folders are organized in alphabetical order. Daily Calendar folder is towards the front.
  3. Most recent calendar will be on the front, it should be the previous business day.
Self Development (weeks 2, 3, and 4)

An email is sent to management by the team member to alert them this task has been completed and snippet of what was accomplished that week.  

Monthly
Equipment Ledger
Signs up on time - within 3 days
  1. On the tree open the tablet.  Click on the Equipment Inventory Ledger. Select Equipment type and click type and click Load.  This will give the list of all the equipment in the field.  Take that list and Compare to the ILR
Already Rented signs up - within 3 days
  1. On the tree open the tablet.  Click on the Equipment Inventory Ledger. Select Equipment type and click type and click Load.  This will give the list of all the equipment in the field.  Take that list and Compare to the ILR
Lockboxes Up/Down
  1. On the tree open the tablet.  Click on the Equipment Inventory Ledger. Select Equipment type and click type and click Load.  This will give the list of all the equipment in the field.  Take that list and Compare to the RML
Work Orders disbursed evenly with vendors
  1. On the tree under Maintenance click on work orders.  This will take you to work order dashboard. Once on that Screen under Vendor Name, click on the drop down you can scroll and see all the active work order per vendor.
Check Vendor Invoices if complete
  1. On the tree under Maintenance click on work orders.  This will take you to work order dashboard.  Keep SO Status ACTIVE and the drop down STMT of Workorder you will select each of the status.  On that drop down click on Invoices and select 1 invoice from each vendor that has invoice to be paid and verify they have Warranties for part and labor, Photos, Descriptions are fill out correctly.
  2. This is also done by Accounting the PI department on Tuesday’s and the 1st business day of the month to verify.  If manager doesn’t catch the mistakes, they will.
Van Inventory List (4th Tuesday of the Month)
  1. The PI will turn this in on the 4th Tuesday of the month.  You will turn in this hard copy with reports. Managers will spot check and take photos to verify the vans monthly.