Overview:

Maintrack provides a complete environment in which those responsible for maintenance can note, and track everything they need to make planning possible and budgets easy to track.

 
Set up:

In the phase of setting up, we will consult with you over the number of units you manage, what room numbers and type comprise those units, and what categories of work you need to track. We have extensive options already entered into the system, but will customise it to suit your requirement exactly.

Once this has been set up, you will nominate the people who should have access to Maintrack for your co-operative and who should have administrator functions assigned to them. We then issue user access and passwords to the users who can then access the system directly and begin using it.

As each person logs in they are identified to the system and so any messages or diary entries they create will automatically be assigned to them, along with any administrator privileges that have been designated.

It may be that you do not want everyone to have the ability to create work orders (for instance), and it probably makes sense to have this responsibility placed with the person who co-ordinates this activity for you now, so that paper records of work orders issued to contractors tie up properly with the on-line records.

 
Contractors:

You can add all your contractors to the database as separate entities, recording all their contact information. Once entered into the system, this enables them to be tracked and included in the reports section. Their details can be amended at any time by the administrator.

Contractor’s notes: A full message board type system is attached to each contractor’s records so that you can record permanent notes about tenders, replacement cyles, staff, performance or any other issues worthy of being recorded.

Contractors may be suspended from the system as live contractors, although of course they will still appear in the reports section under historical analysis of work they carried out.

Volunteer contractors: It is noted that in a number of co-operatives, volunteers perform work instead of engaging contractors where the work is straightforward. They can be set up and tracked in exactly the same way as for a full contractor, thereby allowing full analysis of all related expenditure and performance issues.

 
Work Orders:

You will of course most likely already have a manual, paper based system for recording work orders and tracking invoices from contractors. Your use of Maintrack could be as simple as mimicking your paper based system, but of course it can do much more. You could for instance decide to communicate with your contractors by e-mail and manage them electronically, choosing to issue work orders electronically and to update the Maintrack records as you go.

The work orders form the central point of the database system and record all aspects of each job. When the order is first created it is issued with the next available work order number by the computer. The use of the work order numbers issued by Maintrack is the one change you will have to make to your current systems. You could choose to keep your current numbering system at the same time if you so wished, but it would be better to simply make the change. This number is generated by the system, and is not available to be altered, edited or re-issued. This retains the integrity of the work order records.

As work progresses the work order information can be updated to reflect the current position, which in turn means that the reports generated are up to the minute for meetings and planning.

All costs are logged in the work order section, finally producing a record of each completed job.

 
Reports:

Of course reports are of paramount importance for control and planning, and both versions of Maintrack have plenty as standard. If you have any specific reports that are not covered in the standard suite, please let us know and we will be happy to custom build additional elements.

The reports can be run at any time, giving a real time snapshop of the category in question, be it expenditure by unit, contractor or job type, and all with user configurable dateranges. Basically, you can have exactly what you need for your purpose at any time, be it costs, outstanding invoicing, or incomplete jobs. As an example, have you ever been faced with a question such as:
‘How many hot water cylinders have been replaced between 1 July and 10 October this year?’
...well now you can have the answer at your fingertips.