Housekeeping & Maintenance Work Orders - · PDF fileOverview Housekeeping & Maintenance Work...

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Property Management System

Functional Specification

Housekeeping & Maintenance Work Orders

Subject: Maintenance Work Orders - Crete

Author(s): Jeff Stivers

Status: Complete

Last Updated: 5/1/2001 12:00 PM

Document Name:

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Table of Contents

Section 1: Document Overview ____________________________________________________ 1 Introduction ____________________________________________________________ 1 Overview ______________________________________________________________ 1 Housekeeping & Maintenance Work Order Entities _____________________________ 2 Rules _________________________________________________________________ 4 User Interface Flow ______________________________________________________ 5 Exclusions from Scope ___________________________________________________ 5 Global Standards ________________________________________________________ 5 Future Functionality______________________________________________________ 5

Section 2: User Security (___-101) __________________________________________________ 6 Introduction ____________________________________________________________ 6

Section 3: Department Configuration (___-101)_______________________________________ 7 Introduction ____________________________________________________________ 7 Attributes ______________________________________________________________ 7 User Interface Overview __________________________________________________ 7 Controls Definitions – Department Selection List_______________________________ 9 Controls Definitions – Work with Department Form – Add State _________________ 10 Controls Definitions – Work with Department Form – Change State_______________ 13 Controls Definitions – Auto-Contact Information List __________________________ 16

Section 4: Property Location Configuration (___-101) ________________________________ 17 Introduction ___________________________________________________________ 17 Attributes _____________________________________________________________ 17 User Interface Overview _________________________________________________ 17 Controls Definitions – Property Location Selection List_________________________ 19 Controls Definitions – Work with Property Location Form – Add State ____________ 20 Controls Definitions – Work with Property Location Form – Change State__________ 23

Section 5: Work Order Severity Rating (___-101) ____________________________________ 26 Introduction ___________________________________________________________ 26 Attributes _____________________________________________________________ 26 User Interface Overview _________________________________________________ 27 Severity Rating Internal Type Definitions____________________________________ 27

Section 6: Configure Standard Housekeeping/Maintenance Work Order Template (___-102)28 Introduction ___________________________________________________________ 28 Attributes _____________________________________________________________ 28 User Interface Overview _________________________________________________ 28

Housekeeping & Maintenance Work Orders Document Overview

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Controls Definitions – Work Order Template Selection List _____________________ 31 Controls Definitions – Work with Work Order Template Form – Add State _________ 32 Controls Definitions – Work with Work Order Template Form – Change State ______ 35

Section 7: Work with Housekeeping/Maintenance Work Order (___-102) ________________ 39 Introduction ___________________________________________________________ 39 User Interface Overview _________________________________________________ 39 Controls Definitions – H/M Work Order Selection List _________________________ 42 Controls Definitions – Work with H/M Work Order Form – Add State_____________ 50 Controls Definitions – Work with H/M Work Order Form – Change State __________ 56 Controls Definitions – Work with H/M Work Order Form – Copy State ____________ 64

Section 8: Management Console H/M Work Order Information Block (___-102) __________ 65 Introduction ___________________________________________________________ 65


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Section 1: Document Overview

Introduction This document presents functional specifications for implementing Housekeeping & Maintenance Work Order (H/M Work Order) management in the Acme PMS application services. This functionality will be implemented in the Crete 2 release of the PMS application services.

Included in this document are the following functions necessary to create and manage H/M Work Orders.

• Add Housekeeping & Maintenance Work Orders • Change Housekeeping & Maintenance Work Orders • Housekeeping & Maintenance Work Order Report(s) • Delete Housekeeping & Maintenance Work Orders • View Housekeeping & Maintenance Work Orders • Add/Change/Delete Property Locations • Add/Change/Delete Departments • Add/Change/Delete Work Order Templates

The document addresses configuration functions and issues, security configuration and issues, on-line functions and features, management console information, and Housekeeping & Maintenance Work Order reports.

Future releases will introduce enhanced features and functions.

Overview Housekeeping & Maintenance Work Orders are used by the client to manage planned or unplanned housekeeping and/or maintenance events/activities that occur at a property. Housekeeping & Maintenance Work Order management will support the capability to create, manage and report upon the following:

• recurring maintenance Work Orders related to guest rooms, public areas and other property physical plant locations/equipment (Property Locations). Examples include: air conditioner filter replacement, painting, boiler maintenance

• unplanned maintenance Work Orders related to guest rooms, public areas and other property physical plant locations/equipment (Property Locations). Examples include: light bulb replacement, plumbing problems, broken locks, etc.

• recurring housekeeping Work Orders related to guest rooms, public areas and other property physical plant locations/equipment (Property Locations). Examples include: dust pictures, clean plumbing under sink, shampoo carpet, wax lobby floor

• unplanned housekeeping Work Orders related to guest rooms, public areas and other property physical plant locations/equipment (Property Locations). Examples include: mop lobby floor, vacuum guest corridor, unscheduled room cleaning, deliver iron & ironing board, etc.

In some cases it is important for staff to become aware of critical H/M Work Orders as soon as possible, therefore, information blocks reporting information regarding outstanding H/M Work Orders will be provided for the Management Console. Also, some type of real time indicator will be provided when a user is using the PMS service that will alert them to the existence of critical and high priority H/M Work Orders.


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Housekeeping & Maintenance Work Order Entities

The following entities are the primary entities required to support Housekeeping & Maintenance Work Order management in the Acme PMS application service.

Housekeeping / Maintenance Work Order – A user created and maintained entity that represents a specific instance of a single or recurring housekeeping or maintenance event.

User – A user created and maintained entity that represents a user of the PMS. Based on assigned security permissions, a User may add, change, cancel and/or view a H/M Work Order. Typical users include: housekeeping manager, housekeeper, maintenance manager, maintenance engineer, front office manager, desk clerk.

Guest Room – A user created and maintained entity that represents a physical guest room in the PMS. A housekeeping/maintenance Work Order can be associated to a Guest Room.

Property Locations – A user configured and maintained entity that represents, within the PMS, a physical on-property location. A housekeeping/maintenance Work Order can be associated to a Property Location. Examples include: lobby, front desk, hallway, pool area, pool, maids closet, vending area, laundry room

Severity Rating – A user configured and maintained entity that represents the importance of and level of response required for a H/M Work Order. (In this first version, all Severity Ratings will be configured and maintained by Acme. No client configuration tools for Severity Ratings will be provided.)

Department – A user configured and maintained entity that represents an organization within a property or group of properties. Users are associated to Departments so that only those Work Orders associated to the Departments for which the user is associated will be presented to the user. Examples include: Housekeeping, Maintenance, Engineering, Front Desk

Standard Housekeeping / Maintenance Work Order Template – A user configurable template for regularly occurring Housekeeping Events and Maintenance Events. This template can be used to automatically populate a Housekeeping Work Order and/or Maintenance Work Order.


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Entity Relationships The following diagram presents a high level view of the entities defined in this document

and the logical relationships that exist between these entities. This diagram is not a representation of the physical data structures or object model.

Notes: (1) Guest Room & User are represented in the existing implementation of the Acme PMS.

(2) Organizational and security structures and relationships are presumed but not modeled in this diagram.

Internal Rating Types

Internal Rating DescriptionInternal Rating Code

Severity Rating

Rating DescriptionRating Code

Departement

Department DescriptionDepartement Code

H/M Request Template

Template DescriptionTemplate CodeTemplate Instruction Text

Guest Room

Property Location

Location DescriptionLocation Code

H/M Request

Request DescriptionCreate DateCreate TimeDue DateDue TimeCreate UserComplete UserInstructionComplete Note

User

Existing Entity


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Rules The following rules and business logic govern the relationships between the Housekeeping

& Maintenance Work Order entities. Detail business logic will be defined in task and function specifications included in this document.

• A Housekeeping/Maintenance Work Order is created by a User. Security permissions define actions a user may perform in relation to a Housekeeping/Maintenance Work Order. These actions include:

o Create o Modify – The user can change the description, and schedule information of

the Work Order. o Update – The user can update the status of a Work Order, and can enter

completion notes. o View – The user can view Work Orders. o Cancel – The user can cancel a Work Order. o Reinstate – The user can reinstate a cancelled Work Order o Copy – The user can copy an existing Work Order

• A Housekeeping/Maintenance Work Order carries a status. A user or the system updates the Work Order status. The following statuses are supported:

o Scheduled o Past Due (Updated by the system during the Night Audit) o Active o Complete o Cancelled

• A Housekeeping/Maintenance Work Order carries a severity rating. The following Severity Ratings are supported:

o Guest Waiting o Safety Hazard o Critical o Medium o Low o Warranty Compliance Issue o Insurance Compliance Issue

In the initial release of Housekeeping/Maintenance Work Order management, these Rating will be pre-configured by Acme. However, in later releases, Acme will provide the ability for the client to configure the severity ratings.

• A Housekeeping/Maintenance Work Order is associated to a Guest Room or a Property Location (but not both).

• The U/I will provide the capability to create a Housekeeping/Maintenance Work Order and associate it to one or more Guest Rooms. If the Work Order is associated to more than one Guest Room, the system will create a series of individual Work Orders, one for each Guest Room. The series of Work Orders will be linked so that the user has the option to change only one of the Work Orders or make a single change that will impact all of the Work Orders in the series (like a meeting series created in Microsoft Outlook.)


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• At least one Department must be configured in a property database.

• A Housekeeping/Maintenance Work Order must be associated to at least one Department.

• A user must be associated to at least one Department.

• Additions and modifications of Housekeeping/Maintenance Work Orders will be logged in an Activity Audit.

• Depending on the permissions established for a user, the user may create, view, update and cancel Work Orders across multiple properties. For example a maintenance person who is responsible for more than one property, will have the capability (if so configured) to view a listing that consolidates Work Orders for all properties for which he/she is responsible for.

• Acme will have the ability to turn on/off H/M Work Order functionality for an Internal Organization.

• If H/M Work Order functionality has been turned on for an Internal Organization, client Users who have the associated security permission turned on, will have the ability to turn on/off H/M Work Order functionality for External Organizations associated to the Internal Organization.

User Interface Flow

See Appendix 1

Exclusions from Scope

This document does not specifically address User Interface design. Form representations are included only to enhance the functional description. The U/I development team will develop form prototypes and Information Engineering/User Interaction flow charts..

Global Standards The following requirements are supported by additional, cross-module documentation:

• Formatting

• Security

• Configuration

Future Functionality

Future functions to consider when developing the Housekeeping & Maintenance Work Order module include, but are not limited to:

• Equipment Tracking

• Part Tracking

• Time to resolve reporting

•

Housekeeping & Maintenance Work Orders User Security (___-101)

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Section 2: User Security (___-101)

Introduction To support the functions and features associated with Housekeeping and Maintenance Work Orders the following enhancements to User Security will be made.

User Security will be updated to include the following permissions:

• Add, Change, Delete Department

• Add, Change, Delete Housekeeping/Maintenance Work Order Template

• Add Housekeeping/Maintenance Work Order

• Change Housekeeping/Maintenance Work Order

• Cancel Housekeeping/Maintenance Work Order

• Print Housekeeping/Maintenance Work Order Report

User Security will be updated to provide the capability to associate a user to one or more Departments.

Housekeeping & Maintenance Work Orders Department Configuration (___-101)

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Section 3: Department Configuration (___-101)

Introduction Departments are used by a client to identify a business unit within the property that is responsible for responding to Housekeeping & Maintenance Work Orders. Anytime a Housekeeping/Maintenance Work Order is created, it must be assigned to at least one department. Users are also associated to at least one department. When the user views a list of Housekeeping/Maintenance Work Orders the user will be presented those Work Orders that are associated to departments that the user is associated to.

Attributes A Department is defined by the following attributes:

Attributes: Departments Attribute Type Department ID Department Code String, 6 characters Department Description String, 50 characters Status Configuration status flag.

Values: Active, Inactive, Deleted Assign H/M Work Order Boolean

User Interface Overview Three primary user interface forms are required to support the functionality to configure a Department.

(1) Department Selection List The Department Selection List provides a table like display of all Departments presently configured for the Organization for which the user has context. Each row of the table contains one Department and it’s associated information. The Departments are sorted in alphabetical order by Department description.

(2) Work with Department Form The Work with Department Form provides a view of a single Department. The form is presented when:

a. the action to create a new Department is initiated

b. the action to change an existing Department is initiated

c. the action to delete an existing Department is initiated

(3) Confirm Department Deletion The Confirm Department Deletion form provides the user the opportunity to confirm the deletion action for one or more Departments.

Form 1 - Department Selection List The Department Selection List is comprised of the following data entities and controls:

User Entered/Updated Data

The user is not provided the capability to enter any data on this form.


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Depending on the user’s security configuration, the user may be able to select an Organization from the Organization Description / ID drop down list. This capability will be provided if the user has permission to configure Departments in more than one Organization.

System Supplied Data Instruction Text

Organization Description / ID

Department Description

Department Code

Department Status

Message Area

Scrolling Information

Action Controls Add

Change

Usage States There is only one usage state for the Department Selection List.

Form 2 - Work with Department Form The Work with Department Form is comprised of the following data entities and controls:

User Entered/Updated Data Entities Department Name (If changing an existing Department, the system will automatically insert the Department Name in this control.)

Department Code (If changing an existing Department, the system will automatically insert the Department Code in this control.)

System Supplied Data Entities See notes above.

Action Controls

Update

Abandon

Delete

Usage States The Work with Department form may be presented in one of two different usage states:

• Add New (Add State)

• Change Existing Department (Change State)

The usage states for the Work with Department form share some of the same business logic, but in some instances have different business logic because of the action related to the usage state. This document defines the business rules


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associated with each usage situation.

Form 3 - Confirm Department Deletion Form The Confirm Department Deletion Form is comprised of the following data entities and controls:

User Entered/Updated Data Entities This is an output form, no data is required from the user.

System Supplied Data Entities

A list of the Departments selected for deletion.

Action Controls

Confirm/Proceed

Abandon

Usage States There is only one usage state for the Deletion Confirmation form.

Controls Definitions – Department Selection List

The following section defines the entities and controls presented on the Department Selection List.

Control Definition Security Constraints The user must have permission ______________ to access

this form. If the user does not have appropriate permission to access the function, the following message is presented:

Access not permitted. This function is not authorized to the current User ID. Please see your security administrator.

Locking & Session Management

No locking is implemented when the Department Selection List is accessed.

Instruction Text Output – The following instruction text is presented on the form: “Select a Department and then click an action, or click the New button to add a Department.”

Organization Description / ID Output or Selection List depending on the users configuration. Used to identify the Organization which the user is working. The default value for this control is … If the user is only associated to one Organization, this control is only an output control. The Organization that the user is associated to is presented in this control. If the user is associated to more than one Organization, and has Department configuration permission in more than one of these Organizations, all Organizations that the user has Department configuration permission in are presented in this control as a selection list. The user must select one and only one Organization.

Department Table The following descriptions define the columns presented in th D t t S l ti Li t T bl


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the Department Selection List Table. To display the Work with Department form for a specific Department, the user clicks on the corresponding DepartmentName.

Department Description Column

Output/Link - The user-defined description for the Department. This control contains the description for any existing Departments configured in the system and associated to the Organization selected in the Organization Description / ID control. The Department Description is presented as a hyper-link. The user can display the Work with Department form in the “change” state by clicking ona Department Description. The user can select only one Department at a time from the list. From the Work with Department form the user has the options to change the Department or delete the Department. If more than one Department is presented on the Department Selection List, the list is sorted in alphanumeric ascending order from the top most row in the list based on the value in the Department Description control.

Department Code Output – The user defined short description for the Department. This control contains the Department code corresponding to the Department Description presented in the Department Description column. The Department Description is presented as standard text. The user may not interact with this column.

Scrolling Information If more rows of data are available to be presented than can fit on the display, scrolling indicators will be presented to the user so that the list can be advanced to see more rows.

Action Controls The following Action Controls are available to the user on the Department Selection List.

Add The user selects this control to add a new Department. When this control is selected the user is presented with the Work with Department form in the “add” state.

Exit? If …

Message Area The message area of the form will be utilized to present informational and action messages.

Controls Definitions – Work with Department Form – Add State

The following section defines the entities and controls presented on the Work with Department form when the form is presented in the Add state.





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The Department being created is Locked and not accessible by any other user until it is updated.

Instruction Text Output – The following instruction text is presented on the form: “To create a new Department, type a Department Description and Code and click Update.”

Input/output controls The following descriptions define the input/output controls and controls used to define a Department.

Organization Description / ID Output - Used to identify the Organization which the user is working.

Department Description The user types the text used as the description of the Department being configured. This text will appear on reports and in the drop down list to select a Department when a Housekeeping/Maintenance Work Order is created.

Required Yes

I/O Input/Output

Default Value Blank

Type String

Validation/ Constraints

First character cannot be a space, 2 string character minimum, and 50-string character maximum. This value must be unique for the Organization for which it is associated to.

This control is mandatory. If this control is blank when the user selects the Update button, the Description control will be highlighted and the following message will be presented in the message area:

Entry required in Description control. Type data or select the Abandon button to exit this form.

If this control contains an invalid character when the user selects the Update button, the Description control will be highlighted and the following message will be presented in the message area:

Invalid Data typed. Re-type data or select the Abandon button to exit this form.

If this control contains a value that is NOT unique for the Organization it is associated to, the control will be highlighted and the following message will be presented in the message area:

This Department already exists. Re-type data or select the Abandon button to exit this form.

Department Code The user types the text used as the standard abbreviation for the Department being configured. This text will appear on reports and on-line forms where the area is not sufficient to present the full description.

Required Yes

I/O Input/Output

Default Value Blank

Type String


First character cannot be a space, 2 string character minimum, and 6-string character maximum. This value must be unique for the


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Organization for which it is associated to.

This control is mandatory. If this control is blank when the user selects the Update button, the Code control will be highlighted and the following message will be presented in the message area:

Entry required in Code control. Type data or select the Abandon button to exit this form.




This Code already exists. Re-type data or select the Abandon button to exit this form.

Assign Housekeeping & Maintenance Work Orders

This check box provides the capability to indicate if the Department being configured can be selected as a Department to route Housekeeping & Maintenance Work Orders. When a Work Order is created the user will have the ability to assign the Work Order to one or more departments. If this check box is selected, the corresponding Department will be presented as a valid Department for Work Order routing. If this check box is NOT selected the corresponding Department will NOT be presented as a valid Department for Work Order routing.

Required No

I/O Check Box

Default Value Unchecked

Type Boolean


N/A

Action Controls The following Action Controls are available to the user on the Department Selection List.

Update The user selects this control to complete the addition of a new Department. When this control is selected, all validations are processed. If the validations pass, updates to the database are processed and the Department Selection list is presented. The new Department is presented in the selection list. If the validations do not pass, the Work with Department form remains, and appropriate messages are presented in the message area. Refer to the Control Definition Validation/Constrains for rules and messages.

Abandon The user selects this control to exit the Department Add function. If this control is selected, no updates or validations are processed and the user is returned to the Department Selection list.

Message Area


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Controls Definitions – Work with Department Form – Change State

The following section defines the entities and controls presented on the Work with Department form when the form is presented in the Change state.





If the Department is not presently locked by another user, the Work with Department form is presented and a lock is placed on the Department. If the Department selected for change is presently locked by another user, the Work with Department Form is presented in view only mode where no changes can be made, and the following message is presented:

This Department is being modified by (user name)/(user ID). Changes are not permitted.

Where (user name) = the name of the user presently accessing the entity, and (user ID) = the user ID of the user presently accessing the entity.

Instruction Text Output – The following instruction text is presented on the form: “To change this Department, type a new Department Description and/or Code, if applicable select the Assign option and click Update.”

Input/output controls The following descriptions define the input/output controls and controls used to define a Department.

Organization ID Output - Used to identify the Organization which the user is working.

Department Description The user types the text used as the description of the Department being configured. This text will appear on reports and in the drop down list to select a Department when a Housekeeping/Maintenance Work Order is created.

Required Yes

I/O Input/Output

Default Value The existing Description of the Department.

Type String




Entry required in Description control. Type data or select


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the Abandon button to exit this form. If this control contains an invalid character when the user selects the Update button, the Description control will be highlighted and the following message will be presented in the message area:



This Department already exists. Re-type data or select the Abandon button to exit this form.

Department Code The user types the text used as the standard abbreviation for the Department being configured. This text will appear on reports and on-line forms where the area is not sufficient to present the full description.

Required Yes

I/O Input/Output

Default Value The existing Description of the Department

Type String








This Department Code already exists. Re-type data or select the Abandon button to exit this form.


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This check box provides the capability to indicate if the Department being configured can be selected as a Department to rout Housekeeping & Maintenance Work Orders. When a Work Order is created the user will have the ability to assign the Work Order to one or more departments. If this check box is selected, the corresponding Department will be presented as a valid Department for Work Order routing. If this check box is NOT selected the corresponding Department will NOT be presented as a valid Department for Work Order routing.

Required No

I/O Check Box

Default Value The existing state of the Assign Housekeeping Maintenance Work Orders option.

Type Boolean


N/A

Action Cotrols The following Action Controls are available to the user on the Department Selection List.

Update The user selects this control to complete the change to an existing Department. When this control is selected, all validations are processed. If the validations pass, updates to the database are processed and the Department Selection list is presented. The changed Department is presented in the selection list. If the validations do not pass, appropriate messages are presented in the message area. Refer to the Control Definition Validation/Constrains for rules and messages.

Update The user selects this control to complete the change to an existing Department. When this control is selected, all validations are processed. If the validations pass, updates to the database are processed and the Department Selection list is presented. The changed Department is presented in the selection list. If the validations do not pass, the Work with Department form remains, and appropriate messages are presented in the message area. Refer to the Control Definition Validation/Constrains for rules and messages.

Delete The user selects this control to delete the Department. When this control is selected, the deletion confirmation message is presented and the user has the opportunity to confirm or abandon the delete action. If the deletion is confirmed, a status in the Department is set to deleted, the Department is not actually removed from the database.

Abandon The user selects this control to exit the Department Add function. If this control is selected, no updates or validations are processed and the user is returned to the Department Selection list.

Message Area


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More to come on the following… Skip this section and Refer to the next section.

Controls Definitions – Auto-Contact Information List

Auto-Contact Information List Table

The following descriptions define the columns presented in the Auto-Contact Information List Table. This feature provides the capability to identify automatic routing rules to external system for Housekeeping & Maintenance Work Orders that are sent to a department. External Targets include:

• Pager Numbers • Email Addresses • Internet Addresses • Phone Extensions

It is possible for more than one of each of these targets to be defined for a single target.

Contact Name Column

Contact Type Values: • Pager • Email • Internet • Phone

Number/Address

Days of Week

Contact Name Column

Action Buttons The following Action Button are available to the user on the Auto-Contact Information List

Add Button The user selects clicks on this button to add a new Auto-Contact. When this button is pressed the user is presented with the Work with Auto-Contact form in the “add” state.

Exit? If


Housekeeping & Maintenance Work Orders Property Location Configuration (___-101)

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Section 4: Property Location Configuration (___-101)

Introduction In order to identify physical areas within a property for which a user may need to submit a H/M Work Order, a client can configure Property Locations. When a H/M Work Order is created, it must be assigned to at least one Property Location or to a Guest Room.

Examples include: lobby, front desk, hall way, pool area, pool, maids closet, vending area, laundry room

Attributes A Property Location is defined by the following attributes:

Attributes: Property Location Attribute Type Property Location ID Property Location Code String, 6 characters Property Location Description String, 50 characters Status Configuration status flag.

Values: Active, Inactive, Deleted

User Interface Overview Three primary user interface forms are required to support the functionality to configure a Property Location.

(4) Property Location Selection List The Property Location Selection List provides a table like display of all Property Locations presently configured and associated to the Organization for which the user has context. Each row of the table contains one Property Location and it’s associated information. The Property Locations are sorted in alphabetical order by Property Location description.

(5) Work with Property Location Form The Work with Property Location Form provides a view of a single Property Location. The form is presented when:

a. the action to create a new Property Location is initiated

b. the action to change an existing Property Location is initiated

c. the action to delete an existing Property Location is initiated

(6) Confirm Property Location Deletion The Confirm Property Location Deletion form provides the user the opportunity to confirm the deletion action for one or more Property Locations.

Form 1 - Property Location Selection List The Property Location Selection List is comprised of the following data entities and controls:


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User Entered/Updated Data The user is not provided the capability to enter any data on this form. Depending on the user’s security configuration, the user may be able to select an Organization from the Organization Description / ID drop down list. This capability will be provided if the user has permission to configure Property Locations in more than one Organization.

System Supplied Data

Instruction Text


Property Location Description

Property Location Code

Message Area


Action Controls

Add

Change

Usage States There is only one usage state for the Property Location Selection List.

Form 2 - Work with Property Location Form The Work with Property Location Form is comprised of the following data entities and controls:

User Entered/Updated Data Entities Property Location Name (If changing an existing Property Location, the system will automatically insert the Property Location Name in this control.)

Property Location Code (If changing an existing Property Location, the system will automatically insert the Property Location Code in this control.)

System Supplied Data Entities Organization ID

See notes above.

Action Controls

Update

Abandon

Delete

Usage States The Work with Property Location form may be presented in one of two different usage states:


• Change Existing Property Location (Change State)

The usage states for the Work with Property Location form share some of the


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same business logic, but in some instances have different business logic because of the action related to the usage state. This document defines the business rules associated with each usage situation.

Form 3 - Confirm Property Location Deletion Form The Confirm Property Location Deletion Form is comprised of the following data entities and controls:

User Entered/Updated Data Entities

This is an output form, no data is required from the user.

System Supplied Data Entities

A list of the Property Locations selected for deletion.

Action Controls

Confirm/Proceed

Abandon


Controls Definitions – Property Location Selection List

The following section defines the entities and controls presented on the Property Location Selection List.





The Property Location being created is Locked and not accessible by any other user until it is updated.

Instruction Text Output – The following instruction text is presented on the form: “Select a Property Location and then click an action, or click the New button to add a Property Location.”

Organization Description / ID Output or Selection List depending on the users configuration. Used to identify the Organization which the user is working. The default value for this control is … If the user is only associated to one Organization, this control is only an output control. The Organization that the user is associated to is presented in this control. If the user is associated to more than one Organization, and has Property Location configuration permission in more than one of these Organizations, all Organizations that the user has Property Location configuration permission in are presented in this control as a drop-down selection list. The user must select one and only one Organization.


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Property Location Table The following descriptions define the columns presented in the Property Location Selection List Table. To display the Work with Property Location form for a specific Property Location, the user clicks on the corresponding Property Location Description.

Property Location Description Column

Output/Link - The user-defined description for the Property Location. This control contains the description for any existing Property Locations configured in the system and associated to the Organization selected/indicated in the Organization Description / ID control. The Property Location Description is presented as a hyper-link. The user can display the Work with Property Location form in the “change” state by clicking on the Property Location Description. The user can select only one Property Location at a time from the list. From the Work with Property Location form the user has the options to change a Property Location or delete a Property Location. If more than one Property Location is presented on the Property Location Selection List, the list is sorted in alphanumeric ascending order from the top most row in the list based on the value in the Property Location Description control.

Property Location Code Output – The user defined short description for the Property Location. This control contains the Property Location code corresponding to the Property Location Description presented in the Property Location Description column. The Property Location Description is presented as standard text. The user may not interact with this column.


Action Buttons The following Action Button are available to the user on the Property Location Selection List.

Add Button The user selects clicks on this button to add a new Property Location. When this button is pressed the user is presented with the Work with Property Location form in the “add” state.

Exit? If


Controls Definitions – Work with Property Location Form – Add State

The following section defines the entities and controls presented on the Work with Property Location form when the form is presented in the Add state.


thi f


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Instruction Text Output – The following instruction text is presented on the form: “To create a new Property Location, type a Property Location Description and Code and click Update.”

Input/output controls The following descriptions define the input/output controls and controls used to define a Property Location.

Organization Description / ID Output - Used to identify the Organization for which the user has context.

Property Location Description The user types the text used as the description of the Property Location being configured. This text will appear on reports and in the drop down list to select a Property Location when a Housekeeping/Maintenance Work Order is created.

Required Yes

I/O Input/Output

Default Value Blank

Type String


First character cannot be a space, 2 string character minimum, and 50-string character maximum. This value must be unique for the Organization that the user has context for.






This Property Location already exists. Re-type data or select the Abandon button to exit this form.

Property Location Code The user types the text used as the standard abbreviation for the Property Location being configured. This text will appear on reports and on-line forms where the area is not sufficient to present the full description.

Required Yes

I/O Input/Output

Default Value Blank


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Type String










This check box provides the capability to indicate if the Property Location being configured can be selected as a Property Location to rout Housekeeping & Maintenance Work Orders. When a Work Order is created the user will have the ability to assign the Work Order to one or more Property Locations. If this check box is selected, the corresponding Property Location will be presented as a valid Property Location for Work Order routing. If this check box is NOT selected the corresponding Property Location will NOT be presented as a valid Property Location for Work Order routing.

Required No

I/O Check Box

Default Value Unchecked

Type Boolean


N/A

Action Buttons The following Action Button are available to the user on the Property Location Selection List.

Update Button The user selects this control to add the new Property Location. When this control is pressed all form edits are processed, if all edits pass the new Property Location is added and the Property Location Selection List is presented refreshed with the new Property Location.

Abandon Button

Message Area


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Controls Definitions – Work with Property Location Form – Change State

The following section defines the entities and controls presented on the Work with Property Location form when the form is presented in the Change state.





If the Property Location is not presently locked by another user, the Work with Property Location form is presented and a lock is placed on the Property Location. If the Property Location selected for change is presently locked by another user, the Work with Property Location Form is presented in view only mode where no changes can be made, and the following message is presented:

This Property Location is being modified by (user name)/(user ID). Changes are not permitted.


Instruction Text Output – The following instruction text is presented on the form: “To change this Property Location, type a new Property Location Description and/or Code, select the Assign option and click Update.”

Input/output controls The following descriptions define the input/output controls and controls used to define a Property Location.

Organization ID Output - Used to identify the Organization for which the user has context.

Property Location Description The user types the text used as the description of the Property Location being configured. This text will appear on reports and in the drop down list to select a Property Location when a Housekeeping/Maintenance Work Order is created.

Required Yes

I/O Input/Output

Default Value The existing Description of the Property Location.

Type String




Entry required in Description control. Type data or select


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the Abandon button to exit this form. If this control contains an invalid character when the user selects the Update button, the Description control will be highlighted and the following message will be presented in the message area:



This Property Location already exists. Re-type data or select the Abandon button to exit this form.

Property Location Code The user types the text used as the standard abbreviation for the Property Location being configured. This text will appear on reports and on-line forms where the area is not sufficient to present the full description.

Required Yes

I/O Input/Output

Default Value The existing Description of the Property Location

Type String








This Property Location Code already exists. Re-type data or select the Abandon button to exit this form.


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This check box provides the capability to indicate if the Property Location being configured can be selected as a Property Location to rout Housekeeping & Maintenance Work Orders. When a Work Order is created the user will have the ability to assign the Work Order to one or more Property Locations. If this check box is selected, the corresponding Property Location will be presented as a valid Property Location for Work Order routing. If this check box is NOT selected the corresponding Property Location will NOT be presented as a valid Property Location for Work Order routing.

Required No

I/O Check Box

Default Value The existing state of the Assign Housekeeping Maintenance Work Orders option.

Type Boolean


N/A

Action Buttons The following Action Buttons are available to the user on the Property Location Selection List.

Update The user selects this control to submit the changes to the Property Location being worked with. When this control is pressed all form validations and edits are processed. If all validations and edits pass, the changes to the Property Location are updated and the Property Location Selection List is presented refreshed with the updates to the Property Location.

Delete Button

Abandon Button

Message Area

Housekeeping & Maintenance Work Orders Work Order Severity Rating (___-101)

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Section 5: Work Order Severity Rating (___-101)

Introduction Severity Ratings are used to indicate the urgency and/or importance of a Work Order.

In the initial implementation of Housekeeping & Maintenance Work Orders, Acme will provide a pre-configured set of Severity Ratings. In a future release of the PMS, clients will be provided the capability to create their own Severity Ratings.

The following Severity Ratings will be provided and supported in the initial release:

• Guest Waiting

• Safety Hazard

• Critical

• Medium

• Low

• Warranty Compliance Issue

• Insurance Compliance Issue

Severity Ratings are used for:

• Generating Reports

• Sorting Housekeeping/Maintenance Work Orders

• Activating automated alerts in the PMS and Management console.

Note: An internal type should be associated to the Severity Ratings. It is this internal type that will be utilized to facilitate some of the reporting and automated alerts produced, not the user configurable Severity Rating. This is necessary, because in a future release the client will have the ability to configure the Descriptions for their own Severity Ratings. The client will need the ability to associate a standard Internal Type defined by Acme so that the system can report and provide alerts regarding the client defined Severity Rating descriptions. The internal types provided in the initial release are:

• Guest Waiting

• Safety Hazard

• Critical

• Medium

• Low

• Warranty Compliance Issue

• Insurance Compliance Issue

Attributes A Work Order Severity Rating is defined by the following attributes:

Housekeeping & Maintenance Work Orders Work Order Severity Rating (___-101)

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Attributes: Work Order Severity Rating Attribute Type Work Order Severity Rating ID Work Order Severity Rating Code String, 6 characters Work Order Severity Rating Description

String, 50 characters

Status Configuration status flag. Values: Active, Inactive, Deleted

User Interface Overview

In this initial iteration of Housekeeping/Maintenance Work Orders, a user interface is not required to support the configuration or maintenance of Severity Ratings. In this initial release all Severity Ratings are pre-configured and supported by Acme.

Severity Rating Internal Type Definitions

The following section defines the actions and alerts associated with the Severity Ratings Internal Types supplied in the initial release of Housekeeping & Maintenance Work Orders.

Internal Type Definition Guest Waiting This type is used to indicate an urgent matter where a guest

is waiting for resolution.

Safety Hazard This type is used to indicate an condition where guest or employee safety is at risk.

Critical High priority Work Order. A client will decide the response appropriate to this type.

Medium A medium priority Work Order. A client will decide the response appropriate to this type.

Low A low priority Work Order. A client will decide the response appropriate to this type.

Warranty Compliance Issue An issue that must be resolved in order to comply with a warranty. Generally a recurring maintenance Work Order.

Insurance Compliance Issue An issue that must be resolved in order to comply with an insurance requirement. Generally a recurring maintenance Work Order. Example: check exit sign lighting

Housekeeping & Maintenance Work Orders Configure Standard Housekeeping/Maintenance Work Order Template (___-102)

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Section 6: Configure Standard Housekeeping/Maintenance Work Order Template (___-102)

Introduction Housekeeping/Maintenance Work Order Templates are used to represent regularly used Work Orders and events so that the user does not have to retype standard Work Orders. Examples include:

• Guest Work Orders towels

• Lavatory overflow

• Replace light bulb

• Air conditioner not cooling

• Guest Work Orders iron & ironing board

• Wet floor

The client configures Work Order templates. Work Order templates may be very specific to the amenities and services offered at a property.

Once configured a user who has permission to create a Housekeeping/Maintenance Work Order will have the ability to select from a list of templates.

Work Order Templates must be associated to at least one Department. The association between the Work Order Template and Department facilitates the ability of the system to present to a user only those Work Order Templates that they may require (because the user is associated to one or more departments. The user only sees the Work Order Templates associated to the same Departments the user is associated to.)

Attributes A H/M Work Order Template is defined by the following attributes:

Attributes: H/M Work Order Template Attribute Type H/M Work Order Template ID H/M Work Order Template Code String, 6 characters H/M Work Order Template Description

String, 50 characters

Status Configuration status flag. Values: Active, Inactive, Deleted

User Interface Overview Three primary user interface forms are required to support the functionality to configure a Work Order Template.

(1) Work Order Template Selection List The Work Order Template Selection List provides a table like display


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of all Work Order Templates presently configured in the property. Each row of the table contains one Work Order Template and it’s associated information. The Work Order Templates are sorted in alphanumeric order based on the Work Order Template Description.

(2) Work with Work Order Template Form The Work with Work Order Template Form provides a view of a single Work Order Template. The form is presented when:

a. the action to create a new Work Order Template is initiated

b. the action to change an existing Work Order Template is initiated

c. the action to delete an existing Work Order Template is initiated

(3) Confirm Work Order Template Deletion The Confirm Work Order Template Deletion form provides the user toopportunity to confirm the deletion action for one or more Work Order Templates.

Form 1 - Work Order Template Selection List The Work Order Template Selection List is comprised of the following data entities and controls:

User Entered/Updated Data The user is not provided the capability to enter any data on this form. Depending on the user’s security configuration, the user may be able to select an Organization from the Organization Description / ID drop down list. This capability will be provided if the user has permission to configure Departments in more than one Organization.

System Supplied Data

Instruction Text


Work Order Template Description

Work Order Template Code

Work Order Severity Rating

Work Order Template Instruction

Work Order Template Departments

Message Area


Action Controls

Add - Button

Change – Select Description

Usage States There is only one usage state for the Work Order Template Selection List.

Form 2 - Work with Work Order Template Form The Work with Work Order Template Form is comprised of the following data entities and controls:


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User Entered/Updated Data Entities Work Order Template Description (If changing an existing Work Order Template, the system will automatically insert the Work Order Template Description in this control.)

Work Order Template Code (If changing an existing Work Order Template, the system will automatically insert the Work Order Template Code in this control.)

Department(s) (If changing an existing Work Order Template, the system will automatically present the Departments that the Work Order Template is associated to.)

Work Order Instruction (If changing an existing Work Order Template, the system will automatically insert the Work Order Instruction in this control.)

Severity Rating (If changing an existing Work Order Template, the system will automatically insert the Work Order Severity Rating in this control.)


Action Controls Update

Abandon Change

Delete

Usage States The Work with Work Order Template form may be presented in one of two different usage states:


• Change Existing Work Order Template (Change State)

The usage states for the Work with Work Order Template form share some of the same business logic, but in some instances have different business logic because of the action related to the usage state. This document defines the business rules associated with each usage state.

Form 3 - Confirm Work Order Template Deletion Form The Confirm Work Order Template Deletion Form is comprised of the following data entities and controls:


This is an output form, no data is required from the user.

System Supplied Data Entities A list of the Work Order Templates selected for deletion.

Action Controls Confirm/Proceed

Abandon



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Controls Definitions – Work Order Template Selection List

The following section defines the entities and controls presented on the Work Order Template Selection List.





No locking.

Instruction Text Output – The following instruction text is presented on the form: “Select a Work Order Template and then click an action, or click the New button to add a Work Order Template.”

Organization ID Output or Selection List depending on the users configuration. Used to identify the Organization which the user has context. The default value for this control is … If the user is only associated to one Organization, this control is only an output control. The Organization that the user is associated to is presented in this control. If the user is associated to more than one Organization, and has Work Order Template configuration permission in more than one of these Organizations, all Organizations that the user has Work Order Template configuration permission in are presented in this control as a drop-down selection list. The user must select one and only one Organization.

Work Order Template Table The following descriptions define the columns presented in the Work Order Template Selection List Table. To display the Work with Work Order Template form for a specific Work Order Template, the user clicks on the corresponding Work Order Template Name.

Work Order Template Description Column

Output/Link - The user-defined description for the Work Order Template. This control contains the description for any existing Work Order Templates configured in the system. The Work Order Template Description is presented as a hyper-link. The user can display the Work with Work Order Template form in the “change” state by clicking on the Work Order Template Description. The user can select only one Work Order Template at a time from the list. From the Work with Work Order Template form the user has the options to change the Work Order Template or delete the Work Order Template. If more than one Work Order Template is presented on the Work Order Template Selection List, the list is sorted in alphanumeric ascending order from the top most row in the list based on the value in the Work Order Template


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Description control.

Work Order Template Code Output – The user defined short description for the Work Order Template. This control contains the Work Order Template code corresponding to the Work Order Template Description presented in the Work Order Template Description column. The Work Order Template Description is presented as standard text. The user may not interact with this column.

Departments Output – A list of the Departments the Work Order Template is associated to. This control contains the Department descriptions corresponding to the Work Order Template Description presented in the Work Order Template Description column. The Departments are presented as standard text. The user may not interact with this column.


Action Buttons The following Action Button are available to the user on the Work Order Template Selection List.

Add Button The user selects this control the work with Work Order Template form is presented in the Add State.

Exit? If


Controls Definitions – Work with Work Order Template Form – Add State

The following section defines the entities and controls presented on the Work with Work Order Template form when the form is presented in the Add state.





The Work Order Template being created is Locked and not accessible by any other user until it is updated.

Instruction Text Output – The following instruction text is presented on the form: “To create a new Work Order Template, type a Work Order Template Description and Code, and select one or more Departments, then click Update.”


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Input/output controls The following descriptions define the input/output controls and controls used to define a Work Order Template.

Organization ID Output - Used to identify the Organization which the user has context.


The user types the text used as the description of the Work Order Template being configured. This text is used as the description for the Work Order Template and is copied into a H/M Work Order Description control when the template is used to create a new H/M Work Order.

Required Yes

I/O Input/Output

Default Value Blank

Type String





If this control contains an invalid character or other invalid value when the user selects the Update button, the Description control will be highlighted and the following message will be presented in the message area:



This Work Order Template already exists. Re-type data or select the Abandon button to exit this form.

Work Order Template Code The user types the text used as the standard abbreviation for the Work Order Template being configured. This text is used as the code for the Work Order Template and is copied into a H/M Work Order Code control when the template is used to create a new H/M Work Order. This text will appear on reports and on-line forms where the area is not sufficient to present the full description.

Required Yes

I/O Input/Output

Default Value Blank

Type String



This control is mandatory. If this control is blank when the user selects the Update button, the Code control will be highlighted and the following message will be presented in


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the message area: Entry required in Code control. Type data or select the Abandon button to exit this form.

If this control contains an invalid character when the user selects the Update button, the control will be highlighted and the following message will be presented in the message area:





The user types the instruction information for this particular H/M Work Order. When a H/M Work Order is created using a template, the Instruction text is copied into the Work Order Instruction text control on the new H/M Work Order.

Required No

I/O Input/Output

Default Value Blank

Type String


Freeform text entry. First character cannot be a space, 2 string character minimum, and 1000-string character maximum.

Department This multi-selection control provides the user the ability to associate one or more Departments to the Work Order Template being created. Only those Departments associated to the Organization the user is working with are presented. When a H/M Work Order is created using a template, the template Department associates are copied onto the new H/M Work Order. The user must select at least one Department. The associating between the Work Order Template and Department facilitates the ability of the system to present to a user only those Work Order Templates that they may require (because the user is associated to one or more departments).

Required Yes (must select one)

I/O Multi-selection list

Default Value Non-selected

Type Multi-selection list


Only the Departments associated to the Organization that the user has context to are presented.

At least one Department must be selected. If at least one Department is not selected when the user selects the Update button, the Department control will be highlighted and the following message will be presented in the message area:

At least on Department must be selected. Select a Department or select the Abandon button to exit this form.


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Action Buttons The following Action Button are available to the user on the Work Order Template Selection List.

Update Button The user selects this control to add the new Work Order Template. When this control is pressed all form edits are processed, if all edits pass the new Work Order Template is added and the Work Order Template Selection List is presented refreshed with the new Work Order Template.

Abandon Button

Message Area An area reserved on the form for presentation of informational and error messages.

Controls Definitions – Work with Work Order Template Form – Change State

The following section defines the entities and controls presented on the Work with Work Order Template form when the form is presented in the Change state.





If the Work Order Template is not presently locked by anotheruser, the Work with Work Order Template form is presented and a lock is placed on the Work Order Template. If the Work Order Template selected for change is presently locked by another user, the Work with Work Order Template Form is presented in view only mode where no changes can be made, and the following message is presented:

This Work Order Template is being modified by (user name)/(user ID). Changes are not permitted.


Instruction Text Output – The following instruction text is presented on the form: “To change this Work Order Template, type a new Work Order Template Description and/or Code, select and/or select a new Department, then and click Update.”

Input/output controls The following descriptions define the input/output controls and controls used to define a Work Order Template.



The user types the text used as the description of the Work Order Template being configured. . This text is used as the description for the Work Order Template and is copied into a H/M Work Order Description control when the template is used to create a new H/M Work Order.


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Required Yes

I/O Input/Output

Default Value The existing Description of the Work Order Template.

Type String









Work Order Template Code The user types the text used as the standard abbreviation for the Work Order Template being configured. This text is used as the code for the Work Order Template and is copied into a H/M Work Order Code control when the template is used to create a new H/M Work Order. This text will appear on reports and on-line forms where the area is not sufficient to present the full description.

Required Yes

I/O Input/Output

Default Value The existing Description of the Work Order Template

Type String







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The user types the instruction information for this particular H/M Work Order. When a H/M Work Order is created using a template, the Instruction text is copied into the Work Order Instruction text control on the new H/M Work Order.

Required No

I/O Input/Output

Default Value Existing Work Order Template Instruction Text

Type String


Freeform text entry. First character cannot be a space, 2 string character minimum, and 1000-string character maximum.

Department This multi-selection control provides the user the ability to associate one or more Departments to the Work Order Template being created. Only those Departments associated to the Organization the user is working with are presented. The user must select at least one Department. The associating between the Work Order Template and Department facilitates the ability of the system to present to a user only those Work Order Templates that they may require (because the user is associated to one or more departments).


I/O Multi-selection list

Default Value The existing Departments the Work Order Template is associated to are presented.

Type Selection List


Only the Departments associated to the Organization for which the user has context to are presented.

At least one Department must be selected. If at least one Department is not selected when the user selects the Update button, the Department control will be highlighted and the following message will be presented in the message area:

At least on Department must be selected. Select a Department or select the Abandon button to exit this form.

Action Buttons The following Action Buttons are available to the user on the Work Order Template Selection List.

Update Button The user selects this control to submit the changes to the Work Order Template being worked with. When this control is pressed all form edits are processed, if all edits pass the


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changes to the Work Order Template is modified and the Work Order Template Selection List is presented refreshed with the updates to the Work Order Template.

Delete Button

Exit Button

Message Area An area reserved on the form for presentation of non-interrupttype informational and error messages.

Housekeeping & Maintenance Work Orders Work with Housekeeping/Maintenance Work Order (___-102)

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Section 7: Work with Housekeeping/Maintenance Work Order (___-102) Introduction Housekeeping/Maintenance Work Orders are used to record and manage specific

Housekeeping and Maintenance related events and Work Orders. Housekeeping/Maintenance Work Orders (H/M Work Orders) may be utilized to facilitate guest service (i.e. delivery of an iron to a guest, provide additional housekeeping service for a guest), or Work Orders may be utilized to facilitate maintenance activities (i.e. replace a light bulb, remove water from a floor, repair aplumbing problem).

H/M Work Orders my be utilized by various departments within a property or enterprise, including but not limited to:

• Housekeeping

• Maintenance

• Landscaping

• Front Desk

A H/M Work Order must be associated to at least one Department. The association between the Work Order and Department facilitates the ability of the system to present to a user only those Work Orders that they may require (because the user is associated to one or more departments).

User Interface Overview Three primary user interface forms are required to support the functionality to

configure a Housekeeping/Maintenance Work Order.

(1) Housekeeping/Maintenance Work Order Selection List The Housekeeping/Maintenance Work Order Selection List provides a table like display of all Housekeeping/Maintenance Work Orders presently “active” for the organization for which the user has context.

Each row of the table contains one Housekeeping/Maintenance Work Order and it’s associated information. The Housekeeping/Maintenance Work Orders are sorted in alphanumeric order based on the Housekeeping/Maintenance Work Order Description.

(2) Work with Housekeeping/Maintenance Work Order Form The Work with Housekeeping/Maintenance Work Order Form provides a view of a single Housekeeping/Maintenance Work Order. The form is presented when:

d. the action to create a new Housekeeping/Maintenance Work Order is initiated

e. the action to change an existing Housekeeping/Maintenance Work Order is initiated

f. the action to cancel an existing Housekeeping/Maintenance Work Order is initiated

(3) Confirm Housekeeping/Maintenance Work Order Cancel The Confirm Housekeeping/Maintenance Work Order Cancel form


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provides the user to opportunity to confirm the cancellation action for one or more Housekeeping/Maintenance Work Orders.

Form 1 - Housekeeping/Maintenance Work Order Selection List The Housekeeping/Maintenance Work Order Selection List is comprised of the following data entities and controls:

User Entered/Updated Data The user is not provided the capability to enter any data on this form. Depending on the user’s security configuration, the user may be able to select an Organization from the Organization Description / ID drop down list. This capability will be provided if the user has permission to configure Departments in more than one Organization.

System Supplied Data Instruction Text


Housekeeping/Maintenance Work Order (H/M Work Order) Description

Select Work Order Status Control

Select Work Order Department Control

H/M Work Order Status

H/M Work Order Severity Ranking

H/M Work Order Guest Room or Property Location

H/M Work Order Create Date/Time

H/M Work Order Due Date/Time

H/M Work Order Ageing

Message Area


Action Controls

Add - Button

Change – Select Description

Usage States There is only one usage state for the Housekeeping/Maintenance Work Order Selection List.

Form 2 - Work with Housekeeping/Maintenance Work Order Form The Work with Housekeeping/Maintenance Work Order Form is comprised of the following data entities and controls:


Housekeeping/Maintenance Work Order Description (If changing an existing Work Order, the system will automatically insert the Work Order Description in this control.)

Work Order Severity Ranking (If changing an existing Work Order, the system will automatically insert the Work Order Severity Ranking in this


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control.)

Work Order Guest Room (If changing an existing Work Order, the system will automatically insert the Work Order Guest Room in this control.)

Work Order Property Location (If changing an existing Work Order, the system will automatically insert the Work Order Property Location in this control.)

Work Order Instruction (If changing an existing Work Order, the system will automatically insert the Work Order Instruction text in this control.)

Work Order Due Date (If changing an existing Work Order, the system will automatically insert the Work Order Due Date in this control.)

Work Order Due Time (If changing an existing Work Order, the system will automatically insert the Work Order Due Time in this control.)

Message Area



Work Order Create Date (If changing an existing Work Order, the system will automatically insert the Work Order Create Date in this control.)

Work Order Create Time (If changing an existing Work Order, the system will automatically insert the Work Order Create Time in this control.)

Work Order Ageing (If changing an existing Work Order, the system will automatically insert the Work Order Ageing in this control.)

Action Controls Update

Abandon Change

Delete

Usage States The Work with Housekeeping/Maintenance Work Order form may be presented in one of two different usage states:


• Change Existing H/M Work Order (Change State)

• Copy Existing H/M Work Order (Copy State)

The usage states for the Work with Housekeeping/Maintenance Work Order form share some of the same business logic, but in some instances have different business logic because of the action related to the usage state. This document defines the business rules associated with each usage state.

Form 3 - Confirm Housekeeping/Maintenance Work Order Deletion Form The Work with Housekeeping/Maintenance Work Order Deletion Form is comprised of the following data entities and controls:

User Entered/Updated Data Entities This is an output form, no data is required from the user.


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System Supplied Data Entities A list of the H/M Work Orders selected for deletion.

Action Controls Confirm/Proceed

Abandon


Controls Definitions – H/M Work Order Selection List

The following section defines the entities and controls presented on the Housekeeping/Maintenance Work Order Selection List.

Control (Bold) Definition Security Constraints The user must have permission ______________ to access

this form. Only those H/M Work Orders associated to Departments that the user is Associated to are presented. If the user does not have appropriate permission to access the function, the following message is presented:


Instruction Text Output – The following instruction text is presented on the form:

“Select a Housekeeping/Maintenance Work Order and then click an action, or click the New button to add a Housekeeping/Maintenance Work Order.”

Organization ID Output or Selection List depending on the users configuration. Used to identify the Organization for which the user is working. The default value for this control is … If the user is only associated to one Organization, this control is only an output control. The Organization that the user is associated to is presented in this control. If the user is associated to more than one Organization, and has Housekeeping/Maintenance Work Order (H/M Work Order) configuration permission in more than one of these Organizations, all Organizations that the user has the Add , Change and/or View Work Order permission in are presented in this control as a drop-down selection list. The user must select one and only one Organization.

Selection Controls The following descriptions define the controls that may be utilized to manage the H/M Work Orders presented in the Work Order Selection List Table. These controls provide the user the ability to view H/M Work Orders based on the following parameters:

• Work Order Status • Work Order Severity Rating


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• Work Order Status • Work Order Department • Work Order Due Date Range

Select Work Order Status Control

This multi-selection control provides the user the ability to limit the H/M Work Orders presented in the Housekeeping/Maintenance Work Order table to a specific Work Order Status or set of statuses. The user may select one or more Work Order Statuses.

Required Yes

I/O Input/Output

Default Value All Statuses

Type Selection List


The user has the option of selecting one or more Work Order Statuses, or the user may select the option “All Statuses” to include all Work Order Statuses in the list of H/M Work Orders. The following statuses are supported:

• Scheduled • In Progress • Complete • Cancelled

Statuses indicate the following: Scheduled – Scheduled indicates that the H/M Work Order is scheduled and has not been updated to the In Progress, Complete or Cancelled status by a user. In Progress – In Progress indicates that a user has updated the status of the H/M Work Order to In Progress. Complete – Complete indicates that a user has updated the status of the H/M Work Order to Complete. Cancelled – Cancelled indicates that a user has updated the status of the H/M Work Order to Cancelled. Additionally the user may select an option of “All Statuses”. If this option is selected, all H/M Work Orders will be presented. Note that this sort option can be used in conjunction with the other sort options provided on the form. This selection control works in conjunction with the:

• Severity Rating Control • Select Work Order Department Control • Due Date Selection Control – Start Date • Due Date Selection Control – End Date

Select Work Order Severity Rating Control

This multi-select control provides the user the ability to limit the H/M Work Orders presented in the Housekeeping/Maintenance Work Order table to a specific Work Order Severity Rating or set of ratings.

Required Yes

I/O Input/Output

Default Value All Ratings


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Type Selection List


The user has the option of selecting one or more Work Order Severity Ratings, or the user may select the option “All Severity Ratings” to include all Work Order Severity Ratings in the list of H/M Work Orders. In this release of H/M Work Order management the following Severity Ratings are supported:

• Guest Waiting • Safety Hazard • Critical • Medium • Low • Warranty Compliance Issue • Insurance Compliance Issue

See the section in this document that describes Severity Rankings. Note: In the future release of the application the client will have the ability to configure Severity Ratings. This selection control works in conjunction with the:

• Select Work Order Status Control • Select Work Order Department Control • Due Date Selection Control – Start Date • Due Date Selection Control – End Date

Select Work Order Department Control

This control provides the user the ability to limit the H/M Work Orders presented in the Housekeeping/Maintenance Work Order table to a specific Department or set of Departments.

Required Yes

I/O Input/Output

Default Value All Departments

Type Multi-Selection List


Only those Departments associated to the Organization that the user has context to are and that the user is associated to are presented in the Selection List.

The user must select at least one Department or select the “All Departments” option. If the “All Departments” option is selected, all H/M Work Orders associated to Departments that the user is associated to are presented (taking into account all other selection criteria available). This selection control works in conjunction with the:

• Select Work Order Status Control • Severity Rating Control • Due Date Selection Control – Start Date • Due Date Selection Control – End Date

Due Date Selection Control – Start Date

Utilized in conjunction with the Due Date Selection – End Date control, the Due Date Selection Control – Start Date provides the capability for the user to limit the display of


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Housekeeping & Maintenance Work Orders to a specific date or date range based on the Due Date assigned to H/M Work Orders.

Required Yes

I/O Input/Output

Default Value Current Hotel Date

Type Date


The date indicated in this control must be prior to or equal to the date indicated in the Due Date Selection Control – End Date.

This control works in conjunction with the: • Select Work Order Status Control • Severity Rating Control • Select Work Order Department Control • Due Date Selection Control – End Date

If this control contains an invalid entry when the user moves focus out of this control, the Start Date control will be highlighted and the following message will be presented in the message area:

Invalid Start Date typed. Re-type data or select the Abandon button to exit this form.

If this control contains a value that is greater than the End Date when the user moves focus out of this control, the Start Date control will be highlighted and the following message will be presented in the message area:

Start Date must be equal to or prior to the End Date. Re-type data or select the Abandon button to exit this form.

Due Date Selection Control – End Date

Utilized in conjunction with the Due Date Selection – Start Date control, the Due Date Selection Control – End Date provides the capability for the user to limit the display of Housekeeping & Maintenance Work Orders to a specific date or date range based on the Due Date assigned to H/M Work Orders.

Required Yes

I/O Input/Output

Default Value Current Hotel Date

Type Date


The date indicated in this control must be greater than or equal to the date indicated in the Due Date Selection – Start Date.

This control works in conjunction with the: • Select Work Order Status Control • Severity Rating Control • Select Work Order Department Control • Due Date Selection Control – Start Date

If this control contains an invalid entry when the user moves focus out of this control, the End Date control will be highlighted and the following message will be presented in the message area:

Invalid End Date typed. Re-type data or select the Abandon button to exit this form.


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If this control contains an value date that is prior to the Start Date when the user moves focus out of this control, the End Date control will be highlighted and the following message will be presented in the message area:

End Date must be equal to or greater than the Start Date. Re-type data or select the Abandon button to exit this form.

Room Selection Control This multi-select control provides the user the ability to limit the H/M Work Orders presented in the Housekeeping/Maintenance Work Order table to a specific Room or Rooms.

Required Yes

I/O Input/Output

Default Value All Rooms

Type Selection List


The user has the option to type a specific Room number, selecting one or more Rooms, or the user may select the option “All Rooms” to include all Rooms in the list of H/M Work Orders.

Note: In the future release of the application the client will have the ability to configure Severity Ratings. This selection control works in conjunction with the:

• Select Work Order Status Control • Select Work Order Department Control • Due Date Selection Control – Start Date • Due Date Selection Control – End Date

Note: In a future release the capability to select Rooms by the following options will be provided:

• Floor / Range of Floors • Building(s) • Section

Property Location Selection Control

This multi-select control provides the user the ability to limit the H/M Work Orders presented in the Housekeeping/Maintenance Work Order table to a specific Property Location or Property Locations.

Required Yes

I/O Input/Output

Default Value All Property Locations

Type Selection List


The user may select one or more Property Locations, or the user may select the option “All Property Locations” to include all Property Locations in the list of H/M Work Orders.

Note: In a future release the capability to select Property Locations by the following options will be provided:

• Floor / Range of Floors


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• Building(s) • Section

Housekeeping/Maintenance Work Order Table

The following descriptions define the columns presented in the Work Order Selection List Table. The Selection Controls defined in the previous section determine the H/M Work Orders presented in this table. To display the Work with Work Order form for a specific Work Order, the user clicks on the corresponding H/M Work Order Description.

Housekeeping/Maintenance Work Order Description Column

Output/Link – The user-defined description for the H/M Work Order. This control contains the description for any existing H/M Work Orders that exist in the system meeting the parameters defined in the Selection Controls. The H/M Work Order Description is presented as a hyper-link. The user can display the Work with H/M Work Order form in the “change” state by clicking on the H/M Work Order Description. The user can select only one H/M Work Order ata time from the list. From the Work with H/M Work Order form the user has the options to change a H/M Work Order or cancel a H/M Work Order. If more than one H/M Work Order is presented on the H/M Work Order Selection List, the list is sorted in

Severity Order / Create Date

/ Create Time with the oldest H/M Work Order appearing first in each Severity Ranking group of the list.

Required N/A

I/O Output

Default Value H/M Work Order Description

Type Column Output – Hyper-link


N/A

Housekeeping/Maintenance Work Order Status Column

The Status associated to each H/M Work Order presented in the table meeting the parameters defined in the Selection Controls is presented in this column.

Required N/A

I/O Output

Default Value H/M Work Order Status

Type Column Output


N/A The user may not interact with this column.

Work Order Severity Rating The Severity Rating associated to each H/M Work Order presented in the table meeting the parameters defined in the Selection Controls is presented in this column.

Required N/A


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I/O Output

Default Value H/M Work Order Severity Rating

Type Column Output



Work Order Guest Room / Property Location

The Guest Room or Property Location associated to each H/M Work Order presented in the table is presented in this column.

Required N/A

I/O Output

Default Value H/M Work Order Guest Room/Property Location

Type Column Output



Work Order Create Date/Time The Create Date/Time associated to each H/M Work Order presented in the table is presented in this column.

Required N/A

I/O Output

Default Value H/M Work Order Create Date/Time

Type Column Output



Work Order Due Date/Time If the corresponding H/M Work Order is in the “Scheduled”, “In Progress”, or “Cancelled” status, the Due Date and Time associated to the H/M Work Order is presented in this column. If the corresponding H/M Work Order is in the “Complete” status, the Date and Time that the Work Order was marked as completed is presented in this column.

Required N/A

I/O Output

Default Value H/M Work Order Due Date/Time

Type Column Output



Work Order Ageing If the corresponding H/M Work Order is in the “Scheduled” or “In Progress” status, the Work Order Ageing column indicates the number of days and hours that a Work Order is past its’ scheduled Due Date/Time. If the corresponding H/M Work Order is in the “Complete” status, the Work Order Ageing column indicates the Work Order Ageing value as of the time that the Work Order was marked as Complete. (This is a saved value.) If the corresponding H/M Work Order is in the “Cancelled”


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status, the Work Order Ageing column is blank.

Required N/A

I/O Output

Default Value H/M Work Order Ageing (see description above)

Type Column Output



Departments A list of the Departments the H/M Work Order is associated to. This control contains the Department descriptions corresponding to the H/M Work Order Description presented in the H/M Work Order Description column. The Departments are presented as standard text.

Required N/A

I/O Output

Default Value H/M Work Order Departments

Type Column Output



Scrolling Information If more rows of data are available to be presented than can fit on the display, scrolling indicators will be presented so that the list can be advanced to see more rows.

Action Controlf The following Action Controls are available to the user on the H/M Work Order Selection List.

Add The user selects this control to add a new H/M Work Order. When this button is pressed the user is presented with the Work with H/M Work Order form in the “add” state.

Copy The user selects this control to Copy an existing H/M Work Order. The user must indicate the H/M Work Order to be copied, andthen select this control. When this control is selected and one H/M Work Order has been indicated, the user is presented with the Work with H/M Work Order form in the “copy” state. All information from the original H/M Work Order is presented in the appropriate controls/controls. If the control is selected and a H/M Work Order has not been indicated, the following message is presented:

An H/M Work Order must be selected before initiating the Copy function.

UI Designer will have to determine the error created if more than one H/M Work Order has been selected. Product Management does not design the UI, nor are standard interactions defined.

Exit? If



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Controls Definitions – Work with H/M Work Order Form – Add State

The following section defines the entities and controls presented on the Work with Housekeeping/Maintenance Work Order form when the form is presented in the Add state.





The H/M Work Order being created is Locked and not accessible by any other user until it is updated.

Instruction Text Output – The following instruction text is presented on the form: “To create a new H/M Work Order, type or selected required information, then click Update.”

Input/output controls The following descriptions define the input/output controls and controls used to define a H/M Work Order.

Organization ID Output - Used to identify the Organization for which the user is working.

Work Order Status This selection control provides the ability to identify the Statusof the H/M Work Order. A Housekeeping/Maintenance Work Order carries a status. A user or the system updates the Work Order status. The following statuses are supported:

o Scheduled o Active o Complete o Cancelled

The user must select a Work Order Status.

Required Yes (Must select one)

I/O Selection list

Default Value Scheduled

Type Selection List


The following statuses are available to the user:

• Scheduled • In Progress • Complete (Not available in Add

state. Only available after the Work Order has been created.)

• Cancelled (Not available in the Add state. Only available after the Work Order has been created.)

One Status must be selected. If one Status is not selected when the user selects the Update button, the Status control will be highlighted and the following message will be presented in the message area:


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A Status must be selected. Select a Status or select the Abandon button to exit this form.

Past Due Indicator A Work Order is automatically updated to Past Due by the system when the current System Time/Date is greater than the Work Order Due Date/Time

Required N/A

I/O Output

Default Value Blank

Type String


N/A User does not have access to this control.

Housekeeping/Maintenance Work Order Description

The user types the text used as the description of the H/M Work Order being configured.

Required Yes

I/O Input/Output

Default Value Blank

Type String


First character cannot be a space, 2 string character minimum, and 50-string character maximum.





Housekeeping/Maintenance Work Order Code

If a H/M Work Order Template is associated to the H/M Work Order, the code associated to the template is presented in this control. This control is blank if the H/M Work Order was created without using a Work Order Template.

Required N/A

I/O Output

Default Value Blank

Type String


The user does not have access to this control.

Severity Rating This selection control provides the user the ability to associate a Severity Rating to the H/M Work Order being created. Refer to the H/M Work Order Severity Rating section of the document for a description of Severity Ratings.The user must select a Severity Rating. The association


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between the H/M Work Order and Severity Rating facilitates the ability of the system to present H/M Work Orders sorted by Severity Rating.


I/O Selection list


Type Selection List


Only the Severity Ratings associated to the Departments that the user is associated to are presented.

One Severity Rating must be selected. If one Severity Rating is not selected when the user selects the Update button, the Severity Rating control will be highlighted and the following message will be presented in the message area:

A Severity Rating must be selected. Select a Severity Rating or select the Abandon button to exit this form.

Room This control provides the user the ability to associate a Room to the H/M Work Order being created. The user may directly type the Room number in the control, or select the room from a selection list. The user must select a Room or a Property Location. The association between the H/M Work Order and Room facilitates the ability of the system to present H/M Work Orders sorted by Room.

Required Yes (must select one or a Property Location)

I/O Selection list, Input/Output


Type Selecting List, String


Only the Rooms associated to the Organization that the user is associated to are presented.

One Room must be selected or typed, or a Property Location must be selected in the Property Location control. If one Room is not selected and a Property Location in not selected when the user selects the Update button, the Room control and the Property Location control will be highlighted and the following message will be presented in the message area:

A Room or Property Location must be selected. Select a Room or Property Location, or select the Abandon buttonto exit this form.

Note: In a future version this control will provide the ability to associate one or more rooms to a H/M Work Order. A multi-room association will behave like a recurring meeting scheduled in Microsoft Outlook.

Property Location This selection control provides the user the ability to associate a Property Location to the H/M Work Order being created. Refer to the H/M Work Order Property Location section of the document for a description of Property Locations. The user must select a Property Location or a Room. The association between the H/M Work Order and Property Location facilitates the ability of the system to present H/M Work Orders sorted by Property Location.


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Required Yes (must select one or a Room)

I/O Selection list


Type Selecting List


Only the Property Locations associated to the Departments that the user is associated to are presented.

One Room must be selected or typed, or a Property Location must be selected in the Property Location control. If one Room is not selected and a Property Location in not selected when the user selects the Update button, the Property Location and the Room control will be highlighted and the following message will be presented in the message area:


In a future version this control will provide the ability to associate one or more Property Locations to a H/M Work Order. A multi-Property Location associate will behave like a recurring meeting scheduled in Microsoft Outlook.

Work Order Instruction The user types additional instruction text for the Work Order.

Required No

I/O Input/Output

Default Value Blank

Type String


First character cannot be a space, 1000-string character maximum.



Due Date The user indicates the date that the Work Order is scheduled to be completed.

Required Yes

I/O Input/Output

Default Value Current System Date for the associated Organization.

Type Date


Must be in standard date format as configured for the Organization for which the user has context. The date must be equal to or greater than the current System Date for the associated Organization.

This control is mandatory. If this control is blank when the user selects the Update button, the Due Date control will be highlighted and the following message will be presented in


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the message area: Entry required in Due Date control. Type data or select the Abandon button to exit this form.

If this control contains an invalid character or other invalid value when the user selects the Update button, the Due Date control will be highlighted and the following message will be presented in the message area:


If this control contains a date that is prior to the present Organization System Date, the Due Date control will be highlighted and the following message will be presented in the message area:

Due Date must be equal to or greater than the present System Date. Re-type data or select the Abandon button to exit this form.

Or – should the message refer to “calendar date”?

Due Time The user indicates the Time that the Work Order is scheduled to be completed.

Required Yes

I/O Input/Output

Default Value Current System Time for the associated Organization.

Type Time


Must be in standard Time format as configured for the Organization for which the user has context. The Time must be equal to or greater than the current System Time for the associated Organization.

This control is mandatory. If this control is blank when the user selects the Update button, the Due Time control will be highlighted and the following message will be presented in the message area:

Entry required in Due Time control. Type data or select the Abandon button to exit this form.

If this control contains an invalid character or other invalid value when the user selects the Update button, the Due Time control will be highlighted and the following message will be presented in the message area:


If this control contains a Time that is prior to the present Organization System Time, the Due Time control will be highlighted and the following message will be presented in the message area:

Due Time must be equal to or greater than the present System Time. Re-type data or select the Abandon button to exit this form.

Select Work Order Template This selection control provides the user the ability to associate a Template to the H/M Work Order being created. Refer to the H/M Work Order Template section of the document for a description of Templates. Work Order Templates are created for commonly occurring housekeeping and maintenance events. The template provides a quick way to create these commonly occurring events. If a Work Order Template is selected, the


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information from the template is copied into the H/M Work Order being created. The user may change any of the data copied from the Template with the exception of the Template Code. This control is not mandatory. The user is not required to select a Template.

Required No

I/O Selection list


Type Selection List


Only the Templates associated to the Departments that the user is associated to are presented.

See control mapping in the H/M Work Order Template section of this document.

Complete Note When a user updates the status of the Work Order to Complete, the Complete Note control will be presented. This control provides the user the ability to type information relating to the completion of the Work Order. In the Add State, the user does not have access to this control.

Required N/A In the Add State, the user does not have access to this control.

I/O Input/Output

Default Value Blank

Type String


In the Add State, the user does not have access to this control. First character cannot be a space, 2 string character minimum, and 1000-string character maximum.

If this control contains an invalid character or other invalid value when the user selects the Update button, the Complete Note control will be highlighted and the following message will be presented in the message area:


Work Order Ageing The Work Order Ageing control presents information if the Work Order is not completed by it’s scheduled Due Date/Time. If the H/M Work Order is in the Scheduled status, no value is presented in this control. If the H/M Work Order is in the In-Progress or Past Due status, the number of hours and days that have past since the schedule Due Date and Due Time are presented in this control. Rule – If the System Date and Time are greater than the Work Order Due Date and Time, the number of days and hours difference between the two are presented in this control. If the System Date and Time (adjusted to the Organizations local time zone) are less than the Work Order Due Date and Time, no value is presented in this control. If the H/M Work Order is in the Cancelled status, no value is presented in this control.


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Required N/A

I/O Output

Default Value See description

Type String


N/A The user does not have access to this control.

Create Date This control presents the system date that the H/M Work Order was created.

Required N/A

I/O Output

Default Value Current System Date – local time for organization that H/M Work Order is associated to.

Type String



Create Time This control presents the system Time that the H/M Work Order was created.

Required N/A

I/O Output

Default Value Current System Time – local time for organization that H/M Work Order is associated to.

Type String



Action Buttons The following Action Button are available to the user on the H/M Work Order Selection List.

Update Button The user selects clicks on this button to add a new H/M Work Order. When this button is pressed the user is presented with the Work with H/M Work Order form in the “add” state.

Abandon Button


Controls Definitions – Work with H/M Work Order Form – Change State

The following section defines the entities and controls presented on the Work with Housekeeping/Maintenance Work Order form when the form is presented in the Change state.

Control Definition


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Security Constraints The user must have permission ______________ to access this form. If the user does not have appropriate permission to access the function, the following message is presented:



If the H/M Work Order is not presently locked by another user, the Work with H/M Work Order form is presented and a lock is placed on the H/M Work Order. If the H/M Work Order selected for change is presently lockedby another user, the Work with H/M Work Order Form is presented in view only mode where no changes can be made, and the following message is presented:

This H/M Work Order is being modified by (user name)/(user ID). Changes are not permitted.


Instruction Text Output – The following instruction text is presented on the form: “To modify this Work Order, type or selected required information, then click Update.”

Input/output controls The following descriptions define the input/output controls and controls used to define a H/M Work Order.


Work Order Status This selection control provides the ability to identify the Statusof the H/M Work Order. A Housekeeping/Maintenance Work Order carries a status. A user or the system updates the Work Order status. The following statuses are supported:

o Scheduled o Active o Complete o Cancelled

The user must select a Work Order Status or leave the default status..

Required Yes (Must select one)

I/O Selection list

Default Value The existing Status of the Work Order

Type Selection List


The following statuses are available to the user:

• Scheduled • In Progress • Complete • Cancelled

Note: When the user selects the Complete Status, the system will automatically open the Completed Note control. See the description for the Complete Note.


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Status Actions: The following Chart defines the system processing associated with selecting a status:

Change to:

Current Status Scheduled In Progress Complete Cancelled

Scheduled Available Option Available Option user prompted for Complete Note

Available Option

In Progress Available Option Available Option user prompted for Complete Note

Available Option

Complete Not Available Available Option user prompted for Complete Note

Not Available

Cancelled

Not Available Not Available Not Available

One Status must be selected. If one Status is not selected when the user selects the Update button, the Status control will be highlighted and the following message will be presented in the message area:

A Status must be selected. Select a Status or select the Abandon button to exit this form.

Past Due Indicator A Work Order is automatically updated to Past Due by the system when the current System Time/Date is greater than the Work Order Due Date/Time

Required N/A

I/O Output

Default Value Blank

Type String


N/A User does not have access to this control.

Housekeeping/Maintenance Work Order Description

The user types the text used as the description of the H/M Work Order being configured.

Required Yes

I/O Input/Output

Default Value Blank

Type String






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Housekeeping/Maintenance Work Order Code

If a H/M Work Order Template is associated to the H/M Work Order, the code associated to the template is presented in this control. This control is blank if the H/M Work Order was created without using a Work Order Template.

Required N/A

I/O Output

Default Value Blank

Type String


The user does not have access to this control.

Severity Rating This selection control provides the user the ability to associate a Severity Rating to the H/M Work Order being created. Refer to the H/M Work Order Severity Rating section of the document for a description of Severity Ratings.The user must select a Severity Rating. The association between the H/M Work Order and Severity Rating facilitates the ability of the system to present H/M Work Orders sorted by Severity Rating.


I/O Selection list


Type Selection List


Only the Severity Ratings associated to the Departments that the user is associated to are presented.

One Severity Rating must be selected. If one Severity Rating is not selected when the user selects the Update button, the Severity Rating control will be highlighted and the following message will be presented in the message area:

A Severity Rating must be selected. Select a Severity Rating or select the Abandon button to exit this form.

Room This control provides the user the ability to associate a Room to the H/M Work Order being created. The user may directly type the Room number in the control, or select the room from a selection list. The user must select a Room or a Property Location. The association between the H/M Work Order and Room facilitates the ability of the system to present H/M Work Orders sorted by Room.

Required Yes (must select one or a Property Location)

I/O Selection list, Input/Output


Type Selecting List, String


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Only the Rooms associated to the Organization that the user is associated to are presented.

One Room must be selected or typed, or a Property Location must be selected in the Property Location control. If one Room is not selected and a Property Location in not selected when the user selects the Update button, the Room control and the Property Location control will be highlighted and the following message will be presented in the message area:


Note: In a future version this control will provide the ability to associate one or more rooms to a H/M Work Order. A multi-room association will behave like a recurring meeting scheduled in Microsoft Outlook.

Property Location This selection control provides the user the ability to associate a Property Location to the H/M Work Order being created. Refer to the H/M Work Order Property Location section of the document for a description of Property Locations. The user must select a Property Location or a Room. The association between the H/M Work Order and Property Location facilitates the ability of the system to present H/M Work Orders sorted by Property Location.

Required Yes (must select one or a Room)

I/O Selection list


Type Selecting List


Only the Property Locations associated to the Departments that the user is associated to are presented.

One Room must be selected or typed, or a Property Location must be selected in the Property Location control. If one Room is not selected and a Property Location in not selected when the user selects the Update button, the Property Location and the Room control will be highlighted and the following message will be presented in the message area:


In a future version this control will provide the ability to associate one or more Property Locations to a H/M Work Order. A multi-Property Location associate will behave like a recurring meeting scheduled in Microsoft Outlook.

Work Order Instruction The user types additional instruction text for the Work Order.

Required No

I/O Input/Output

Default Value Blank

Type String


First character cannot be a space, 1000-string character maximum.

If this control contains an invalid character or other invalid value when the user selects the Update button, the


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Description control will be highlighted and the following message will be presented in the message area:


Due Date The user indicates the date that the Work Order is scheduled to be completed.

Required Yes

I/O Input/Output

Default Value Current System Date for the associated Organization.

Type Date


Must be in standard date format as configured for the Organization for which the user has context. The date must be equal to or greater than the current System Date for the associated Organization.

This control is mandatory. If this control is blank when the user selects the Update button, the Due Date control will be highlighted and the following message will be presented in the message area:

Entry required in Due Date control. Type data or select the Abandon button to exit this form.

If this control contains an invalid character or other invalid value when the user selects the Update button, the Due Date control will be highlighted and the following message will be presented in the message area:


If this control contains a date that is prior to the present Organization System Date, the Due Date control will be highlighted and the following message will be presented in the message area:

Due Date must be equal to or greater than the present System Date. Re-type data or select the Abandon button to exit this form.

Or – should the message refer to “calendar date”?

Due Time The user indicates the Time that the Work Order is scheduled to be completed.

Required Yes

I/O Input/Output

Default Value Current System Time for the associated Organization.

Type Time


Must be in standard Time format as configured for the Organization for which the user has context. The Time must be equal to or greater than the current System Time for the associated Organization.

This control is mandatory. If this control is blank when the user selects the Update button, the Due Time control will be


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highlighted and the following message will be presented in the message area:

Entry required in Due Time control. Type data or select the Abandon button to exit this form.

If this control contains an invalid character or other invalid value when the user selects the Update button, the Due Time control will be highlighted and the following message will be presented in the message area:


If this control contains a Time that is prior to the present Organization System Time, the Due Time control will be highlighted and the following message will be presented in the message area:

Due Time must be equal to or greater than the present System Time. Re-type data or select the Abandon button to exit this form.

Select Work Order Template This selection control provides the user the ability to associate a Template to the H/M Work Order being created. Refer to the H/M Work Order Template section of the document for a description of Templates. Work Order Templates are created for commonly occurring housekeeping and maintenance events. The template provides a quick way to create these commonly occurring events. If a Work Order Template is selected, the information from the template is copied into the H/M Work Order being created. The user may change any of the data copied from the Template with the exception of the Template Code. This control is not mandatory. The user is not required to select a Template.

Required No

I/O Selection list


Type Selection List


Only the Templates associated to the Departments that the user is associated to are presented.

See control mapping in the H/M Work Order Template section of this document.

Complete Note When a user updates the status of the Work Order to Complete, the Complete Note control will be presented. This control provides the user the ability to type information relating to the completion of the Work Order. In the Change State, the user has access to this control.

Required Yes – If status is being updated to Complete, or the status is Complete.

I/O Input/Output

Default Value Blank

Type String



This control is mandatory when the status of the Work Order i C l t b i d t d t C l t If thi t l i


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is Complete or being updated to Complete. If this control is blank when the user selects the Update button, the Complete Note control will be highlighted and the following message will be presented in the message area:

Entry required in Complete Note control. Type data or select the Abandon button to exit this form.

If this control contains an invalid character or other invalid value when the user selects the Update button, the Complete Note control will be highlighted and the following message will be presented in the message area:


Work Order Ageing The Work Order Ageing control presents information if the Work Order is not completed by it’s scheduled Due Date/Time. If the H/M Work Order is in the Scheduled status, no value is presented in this control. If the H/M Work Order is in the In-Progress or Past Due status, the number of hours and days that have past since the schedule Due Date and Due Time are presented in this control. Rule – If the System Date and Time are greater than the Work Order Due Date and Time, the number of days and hours difference between the two are presented in this control. If the System Date and Time (adjusted to the Organizations local time zone) are less than the Work Order Due Date and Time, no value is presented in this control. If the H/M Work Order is in the Cancelled status, no value is presented in this control.

Required N/A

I/O Output

Default Value See description

Type String



Create Date This control presents the system date that the H/M Work Order was created.

Required N/A

I/O Output

Default Value Current System Date – local time for organization that H/M Work Order is associated to.

Type String



Create Time This control presents the system Time that the H/M Work Order was created.

Required N/A

I/O Output

Default Value Current System Time – local time for organization that H/M Work Order is


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associated to.

Type String



Action Buttons The following Action Button are available to the user on the H/M Work Order Selection List.

Update Button The user selects clicks on this button to add a new H/M Work Order. When this button is pressed the user is presented with the Work with H/M Work Order form in the “add” state.

Abandon Button


Controls Definitions – Work with H/M Work Order Form – Copy State

The control definitions for the Copy State are the same as the control definitions for the Add State with the exception that when the Copy function is initiated, data will be pre-populated in many of the controls. This pre-populated data will be edited and validated as if the user had typed/entered the data.

Refer to the Control Definitions for the “Work with H/M Work Order Form – Add State.”

Housekeeping & Maintenance Work Orders Management Console H/M Work Order Information Block (___-102)

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Section 8: Management Console H/M Work Order Information Block (___-102) Introduction The H/M Work Order Information Block provides real-time counts of H/M Work

Orders by Severity Rating and status. If the user has access to multiple organizations, the user will have the ability view H/M Work Orders by Organization.

Department…

Counts will be provided for H/M Work Orders in the following statuses:

• Scheduled (Start Date equals current system date.)

• In-Progress

• Past Due

--- Bring up the Work with H/M Work Order form pre-sorted. ---The Information Block will provide the ability to drill down into a list of specific H/M Work Orders by Severity Rating and Status. The list will provide the ability to view and update a specific H/M Work Order.

Housekeeping & Maintenance Work Orders - · PDF fileOverview Housekeeping & Maintenance Work...

Documents

Transcript of Housekeeping & Maintenance Work Orders - · PDF fileOverview Housekeeping & Maintenance Work...