Work Orders and Asset Management - Hospitality Management Software
RDP's Work Order and Asset Management module is designed to automate the
process of entering and completing a work order or maintenance request, as well
as track all fixed assets. The Work Order Monitor screen is the core
element of the module. It displays the current status of all work orders
and auto-refreshes as work orders are added, edited or closed. After
reviewing this document, please also see Enhanced
Work Orders, which includes a detailed inventory control system, recurring
work orders and billing, and time sheet tracking.
Using Mobile Devices with Work Orders
The Mobile Devices modules extends the power of RDP's
Work Order and Asset Management system
to allow two-way communication with the maintenance department via a
smart phone (iPhone, BlackBerry, Droid, etc), or Tablet (iPad, HP Touch).
A wireless internet connection is required. Capabilities
Notify maintenance of a work order
Enter Time spent on a work order wirelessly from the job
Enter notes and comments on the work completed
Change work order status
Enter a new work order
Please also see:
RDP Mobile Devices Overview
Work Order Flow of Events
The Work Order and Asset Management module can be installed on your existing Windows network.
It is designed to function with all current RDP programs. No new hardware is required.
To illustrate the functions of this module, let
us look at an example. Assume a guest
checks in and when they arrive at their room, they discover that the
toilet is broken and will not flush.
The flow of events for a work order is as
When the guest calls the front desk to report the
broken toilet, the front desk clerk enters the work order on
their workstation using the Windows based "Add Work Order" screen (see
example below). The front desk
clerk can assign a priority to the work order; in this case, "high."
This new work order immediately appears on the Monitor Work
Orders screen as a "high-priority" work order request
to "Fix the toilet in Room 101." The Maintenance Department
can now assign this work order to a third party vendor (for example,
Bob's Plumbing) or to an internal maintenance employee.
Alternatively, the front desk clerk or front desk supervisor could assign a
person to the work order when it was first added to the system to eliminate this step.
Assume the work order was assigned to an internal
maintenance employee Tom. The work order system can
automatically notify Tom about the new work order in one of the following
- A notification can be sent to a mobile device. Tom can
view the complete detail of the work order on the device.
- A text-only e-mail or text message can be sent to Tom's mobile phone..
The work order monitor screen tracks the "open,
assigned" work order. Any workstation can access the Monitor Work
Orders screen to track the progress of all work orders.
- When the assigned contact (Tom) completes the work order, he
marks it as "closed" and can enter comments. This can be
done using a mobile device or any workstation. The work order is then
closed, and no longer appears as a high priority open work
order on the monitor screen.
- Work order history is maintained. For example, view all closed work orders for the day or any range of past days. A
wide variety of reports are available (i.e. Work Sheet report displays Open
work orders sorted by Vendor, as well as Contacts within the Vendor.)
- The cost of a work order can be charged to a guest, group,
or condominium owner. Assume the $75 cost of repairing the
toilet should be charged to the owner of Room 101. These charges can
be applied from the work order directly to the owner account along with a
markup (i.e., you may charge the owner $85 for the $75 repair.). These charges can be applied to the owner
- A complete history of all repairs for each fixed
asset is available. For example, you could enter the pool heater as an
asset, along with the serial number, description, the
vendor to call for repair, and other asset-specific information. Each time a work
order is generated for the pool heater, the vendor can be automatically
notified by email. The history of all repairs to the pool heater is
- Work Order Monitor Screen
|What is the
Work Order Monitor
|The Monitor Work Orders screen is used by the Maintenance
Department to view the status of work orders. See a
All or One Vendor and By Contact Within Vendor
|This screen has a variety of ways to display information.
||Displays all work order requests
entered that have not yet been assigned to a Vendor
for completion. By double-clicking on any new work
order, you can view and edit the current status.
||Displays work orders
that have been assigned to a Vendor,
but are still pending. By double-clicking on any open work
order you can view and edit the current status, including the
requested completion date.
||Displays only work
orders that have been completed. The grid information can be
grouped and sorted for reporting purposes.
The "high-priority" work orders can be sorted to display them at
the top (or the bottom) of the Monitor screen by using the sort
option in the priority column.
All or One
and By Contact Within Vendor
|The Monitor Work Orders
screen can be filtered to display work orders assigned to one or
all Vendors (including the Contacts for each Vendor) based on New, Open, or Closed. For example, a
work order can be assigned to a Vendor (the Maintenance
and Contact for that Vendor (Bob). You can then view
all open work orders for Bob, as well as sort the high-priority
work orders to the top.
||The Monitor Work Orders screen can be used by the
Maintenance Department to
show a current snapshot of work orders. This screen automatically
refreshes, based on resort level configuration, as work orders are completed and work orders
Work Order Monitor Screen
A sample of the Monitor Work Orders screen is shown
below and set up to display Open work orders only. Open work
orders are defined as those that have already been assigned to a
Vendor but have not been completed.
Work Order (Add) Screen
Add work orders from a variety of
locations at the property. For example:
The head housekeeper can generate a work order request (i.e., report a
broken window) as
part of the Housekeeping
The front desk can enter work orders as guests call. These
can be major items (a broken television) or minor requests such as
"check faucet after departure."
Work orders can be generated by the maintenance department. Work orders that require the room to be closed can automatically removed the room from availability until the work
order is complete.
This example contains the default fields. It is possible to
add additional fields to this screen, if required for your application.
For detail on the fields in this screen, see table below.
||Select from a
|| Closed By
||Assigned by the system
|Request Taken From
||Select from a
||Stamped with name of
original Vendor upon entry of asset into RDPWin.
||The reservation number
generating the work order (optional)
||Will stamp Vendor field
with original Vendor/Supplier information..
||The location is the
room number or area, such as "lobby".
||Select from a
user-defined list of Vendors, including property maintenance personnel.
||The location asset
defines which asset at the location, such as the "TV in Room 101"
||Select from a
user-defined list of Contacts.
|Access to Unit
||Indicates if the guest
will allow access to the room.
Assigned Date and Time
Assigned by the system
once Assigned To field is completed.
||User-defined table. For
example, high, normal and low.
Start Date and Time
Select from a drop-down
calendar or enter directly.
||User-defined table, for
example, check-in, checkout, etc.
||Requested End Date
||Select from a drop-down
calendar or enter directly.
Date and Time
||Select from a drop-down
calendar or enter directly (must be on/after Assigned Date).
||Assigned by the system
||Enter using keyboard.
||You can add more fields
to this screen, if needed.
||Assigned by the system
Change Work Order
Work orders can be added and changed from all over the property at various
example, the guest may call the front desk to report a carpet stain.
The front desk clerk can add the work order as can housekeeping or
maintenance. See Work Order Flow of Events at the top of this document.
screen refreshes to show any new work orders.
The maintenance department then assigns a vendor using the
Work Order (Change) screen, which upon saving, changes the status of the
work order to Open. Alternatively, the person entering the work order
can also assign it to someone to eliminate this step; however, this is best
handled by the maintenance department for accuracy. View sample
Closed Work Order.
Asset Tracking Screen
The work order module is designed to track all assets at the
property. For example you can track all mini-refrigerators in all rooms,
along with the make, model, serial number, and vendor to call for repair, etc.
All work orders for that particular asset can be viewed to provide a repair and
maintenance history for every asset. A sample of the Resort Asset screen appears below.
Resort Assets Monitor Screen - Control Columns, Filters, and Sorting
The Vendor field defines what vendor is called to repair the asset. The
system can track individual contacts at each vendor. For example,
at Colgate Carpet, enter the email and mobile phone of Tom, Bob, Sue, Sally, etc.
||Select from a user-defined list, such as TVs, sinks, etc.
||The location of the asset
currently, such as:
- Room Number
- "In Inventory"
- Conference Room 13
||Serial number of the asset
||Free Form Description of the Asset
||Location on property such as Tower 1, west wing,
||Select from a user-defined list, such as installed, broken, etc.
||Displays the Part Number placed (entered when asset is loaded
into inventory) for easy identification.
A number of other fields are stored on each asset and are not shown
in the example above. Additional fields can be defined and added to the
asset definition, if necessary.
||Other fields Available for the Asset Not
||Cost of the Asset.
You can view the total cost of all assets in a room.
||Percentage of mark-up placed on a
specific asset for replacement billing purposes.
||The mark-up can be used
when charging individual condominium owners for a replacement
Notification Via E-Mail or Wireless PDA
One of the major problems at many properties is how to notify the Maintenance
Department that there is something in need of maintenance on property, and how
to track the
completion of the repair.
At many properties this is done by radio, which
can still be used with RDP's Work Orders and Asset Management module. However,
there are some new technologies available that can also be used to automate
the process, as follows:
Mobile phones have the ability to receive text messages via e-mail.
For example, when the front desk enters the work order request to "fix the
toilet in Room 101", the system can:
- Automatically send a text e-mail to one or more e-mail addresses.
- The message immediately appears on the mobile phone of the assigned
- The mobile phone can "beep" that a new message has arrived.
- The maintenance person can view the text "repair the toilet in
Room 101" on their mobile phone, and send an e-mail reply back to the
front desk to indicate the request is in "in process."
- When the work is complete, the maintenance person can use a
phone, or the phone in the room, to tell the front desk (or other
employee) that the work is complete. This other person can close
the work order on ANY workstation.
A mobile device such as smart phone or tablet can access the Mobile
Work Order module directly to view all work orders.
For example, when the front desk enters and assigns a work order to
"fix the toilet in Room 101",
- This request can immediately appear on the mobile device of the
maintenance person assigned to the task.
- When the work order is complete, the maintenance person can
change the status of the work order directly from the mobile device.
- The information is immediately transferred to the RDP system, so
that all workstations at the property are aware the work order has
closed. The mobile device was the only data input device needed to
close the work order or enter comments.
Monitor Tasks for
The Work Order and Asset Management module can also be used to monitor tasks and
assignments for non-maintenance personnel. For example:
- Each employee of the property can be entered as a Vendor. For example,
the accountant can be entered as "Sally" or as "accounting department."
- Tasks can be assigned to each employee in the form of work orders. For
example, you can assign the task of "finish payroll by Monday" to Sally.
- The work order monitor screen can monitor all tasks for all vendors, or
all tasks for one vendor. For example you can use the monitor to view all
"open tasks assigned to Sally." You can then track if she actually finished
the payroll on time.
- The system tracks performance. You can view how long it was supposed to
take Sally to finish the task, and compare it to when it was actually finished. Various
performance reports are available.
with Owner Billing System to Charge Owner for Repair
The RDP system included integrated billing to owner within the work order
Click here for details on the RDP Owner Billing module. Work order
related features include:
- Each work order can be assigned to a specific house/condominium owner
- All work orders for each owner are retained in history
- Reports are available for Owners with multiple units to show all work
orders for all units
- Each asset in each unit can have an individual repair history
- Fully integrated with RDP's Owner Billing
system (click here for details.)
- When the work order is entered, the owner can be billed from the same
- Repairs can be "passed through" or "marked up" for each owner (see table
- Details of each repair can be printed on
the owner statement; and
- Recurring items can be entered for each owner ("Check fish tank Monday and
||$25 Flat Fee
||$25 Flat + 10%
- Note: Many other markup amounts are possible
- Sample of Closed Work Order with details of work performed, time spent,
amounts marked up and charged (including to whom)
The Enhanced Work Order module is designed to increase the functionality of the Work Order module with new
features and expanded capabilities. These capabilities include:
- Recurring Work Orders and Tasks
- Recurring Billing via Work Order
- Detailed Asset and Inventory Management
- Time Sheet Entry and Audit
- Expanded Locations with Buildings, Floors and Sub-locations
For more information about this new module, see
Enhanced Work Orders.
Purchase Work Order
and Asset Management Module
Please call for pricing on this
module using our direct contact numbers on our
Contact page. We will be glad to arrange for a demonstration and answer any
questions you might have.
After reviewing this document, please also see "Enhanced
Work Orders", which includes a detailed inventory control system, recurring
work orders and billing, and time sheet tracking
Other New RDP Modules