GETTINGSTARTED: MAINTENANCEDIRECT - Dude Solutions · GETTINGSTARTED: MAINTENANCEDIRECT MaintenanceDirectisaCloud-basedcorrectiveworkordermanagementsolutionthatallowsyouto managetheworkorderprocessfromrequesttocompletion

GETTING STARTED:MAINTENANCE DIRECT

MaintenanceDirect is a Cloud-based corrective work order management solution that allows you tomanage the work order process from request to completion. Here's what you need to get started withyour account:

Table of Contents

MaintenanceDirect Home Page 2Account Information 5Adding Locations 7Adding Buildings 9Activating Areas 10Activating Crafts 11MaintenanceDirect Users 12How to add Users 13Resetting a User's Password 14

Automatic Routing 16How to set up Location Based Approval Routing 16How to setup Craft Based Routing 17How to Edit or Delete Routes 17

Email Notifications 18How to activate Email Notifications 18Recommended Email Notifications by Role 18

MySchoolBuilding Setup 20Entering a Work Order: Administrators and Supervisors 23Entering a Work Order: Clerk 25Entering a Work Order: Technicians and Site Admins 27Help Resources 29

1.877.868.3833 | [email protected] | www.schooldude.com

MaintenanceDirect Home Page

Logging into MaintenanceDirect

l Open your web browser and type md.schooldude.com into the address bar and hit the Enter key.Bookmark this page or create a shortcut on your desktop to make it easy to come back to this pagelater.

l On the Account Login screen, enter your Login Name and your Password.l Make sure thatMaintenanceDirect is selected in the Go To box.l Click Sign In.l Be sure to check out the announcements to the right each time you log in. We will post important

updates, articles, and events here.

MaintenanceDirect Home Page

The elements of the MaintenanceDirect Home Page will vary for each user role, although the basic layoutwill be the same. Here are some highlighted sections of the Administrator page:

My Account Link

l Click on the My Account link to go to your personal information page, where you can change yourpassword or update your information.

l The Application Links drop down box is also in this section. If you are a user in multipleSchoolDude applications, you can select the application from the list to jump between the differentprograms.

l Click the Logout link in the far right corner of the page to exit the system.

Home Page Banner

l The tabs at the top of the screen help you navigate to important areas of the application.l Home - takes you to the MaintenanceDirect home page.l Calendar - takes you to the Calendar page where you can view outstanding or completed

work orders by request date, target completion date, etc.l NewWork Order - where you can enter a new work order.l Reports - takes you to a page with links where you can create reports.


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http://md.schooldude.com/

MaintenanceDirect Home Page 3

l Services - this page outlines our SchoolDude services.l Account Setup - where you can set up certain aspects of your account. This tab is only

available to Administrators.l The Search For box under the Home tab can be used to find a specific work order or group of work

orders. Enter a Work Order ID number to bring up that specific form or enter a keyword to bring upa list of work orders associated with that term.

l The Advanced Search link takes you to a more advanced search form where you can select multiplecriteria to find the work orders you are looking for.

l The Help link on the far right will take you to a page that lists ways to contact our support team.l The Actions menu contains links to Add information to your account, List the current fields, createGraphs, and run Reports.

Work Orders by Status

l This center section shows you abreakdown of the statuses of all of thework orders in your account.

l Use the Period drop down box to narrowthe timeframe of the requests. The countsare based on the last status change dateof the work order.

l Click on the number beside New Requestor Unassigned to go to the UnprocessedNew Request page where you will be ableto assign out each work order.

l Click the number beside any other status to show a list of those work orders. Check the box next tothe status to include it in the pie chart on the right.

l The New Requests are divided into several groups:l Unassigned - These New Request work orders are assigned to you for processing.l In Approval Process - These New Request work orders are waiting for the approval of

someone other than you. The number of Unassigned New Requests and In Approval ProcessNew Requests will add up to equal the total number of New Requests.

l PMs, FSs, TDs, PDs - This indicates how many of the New Requests were created in otherSchoolDude applications (PMDirect, FSDirect, TripDirect, andPlanningDirect/CapitalForecastDirect).


MaintenanceDirect Home Page 4

Assigned Work

l The Assigned Work section of the home pagewill show a list of work orders assigned to you.From this section, you can print the work order,reassign the work order, add action taken notes,and mark the work order as In Progress orComplete.

l You can sort the list by Request Age, WOID,Priority, Status, or Request Description inascending or descending order. You can alsofilter the list by any open status.

Quick Launch

l The Quick Launch section displays shortcut links to different functions of thesystem. The Administrator Quick Launch sections displays the following:

l New Request - Shortcut link to enter a new Work Order request.l Print WO Batch - Shortcut link to the Batch Print feature for work

orders.l Account Settings - Takes you to the same page as the Account Setup

tab, where you can access the setup link only available toAdministrators.

l User Forum - Use this link to ask other MD users for peer input on questions about using theapplication or any other industry questions.

l More Services - Information on available training and other services.l MySchoolBuilding - Shortcut to the Requester page: www.myschoolbuilding.coml SchoolDude.com - Shortcut to the SchoolDude corporate website: www.schooldude.com

What's New and Special Notice

Keep an eye out for announcements in the What's New? and Special Notice sectionson the left side of the home page. We'll post new product features, office closures,and more in these sections.


Account Information

The Account Information page allows you to identify important and helpful information about yourorganization, such as the Address, Fiscal Year, and Tax Rate.

How to set up the Account Information

l Click on the Account Setup tab.l Click on the Account Information link.

l The Maintenance Department Name and Address will automatically populate for you. TheMaintenance Department Name can be edited and will be displayed in the upper left hand corner ofthe screen. Corrections to the address information can also be made here.

l The Time Zone and Current Server Date/Time are populated based on your organization'saddress.

l The Last Assigned Work Order Number defaults to 99, which assigns the first work order createdas Work Order ID 100. This number can be adjusted in the initial setup, however it cannot be set toa number below 99.

l The Maintenance Emergency Phone Number, Pager, and Contact information are optional fields.l Comptroller shows the user currently listed as the MaintenanceDirect Comptroller. For more

information about the comptroller function, see MaintenanceDirect Users.l In the Current Period fields, enter your organization's Fiscal Year Begin and End dates.l Define the name for Your Work Order Custom Category Label here. The Custom Category is a

reportable field available to track any additional information important to your organization.l The Purpose Code fields are used when your organization owns other SchoolDude products in

addition to MaintenanceDirect. These purpose codes will automatically populate on work orderscreated from your other SchoolDude applications and are color coded to each product. To select acode in the following fields, you must first add the Purpose Code to the account.


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Account Information 6

l If you own PMDirect, define your PM Purpose Code; most commonly "PreventiveMaintenance." Any work order generated from PMDirect will automatically display thispurpose code and will have a yellow background.

l If you own FSDirect, define your FS Purpose Code; most commonly "Facility Scheduling" orsomething similar. Any work orders generated from tasks in FSDirect will automaticallydisplay this purpose code and will have a light blue background.

l If you own PlanningDirect, define your PD Purpose Code; most commonly "Capital Planning"or something similar. Any work order generated from a need in PlanningDirect willautomatically display this purpose code and will have a dark blue background.

l If you own TripDirect, define your TD Purpose Code; most commonly "Field Trip" orsomething similar. Any work orders generated from a field trip in TripDirect will automaticallydisplay this purpose code and will have an orange background.

l *For Public K-12 New Jersey clients* Check Use NJAC 6:24 to add the M1 and M2 reports to yourhomepage.

l Enter your Sales Tax Rate here to automatically populate when entering transactions. If yourorganization is tax exempt, leave this field empty.

l The Work Order Form can be printed in one of three different formats. Select the form you wouldlike to use from the drop down box. *Note: Once there is a work order in the account, you canpreview the forms by clicking the Preview link.

l Define whether the Print Work Order Form will be printed in HTML or Adobe format. The Adobeformat is recommended if you will be using batch printing. If using a bar code scanner, check Printbar code on the work order form.

l Checking Default Estimated Start Date to Today's Date will input the date the work order iscreated in the Target Start Date field on the work order form.

l Click Update Information to save.


Adding Locations

Locations typically describe the facilities in your organization. If you manage a school district, yourlocations will most likely be your individual schools (Dude High School, ABC Elementary School,Administration Building, etc.). If you manage a higher education organization, your locations may be yourcampuses (West Campus, Central Campus, etc.).

For organizations that have multiple campuses, each with multiple facilities on them, you may decide touse Locations to describe the campus. Then you can use Buildings to describe the structures on eachcampus (Dude Hall, Wilson Library). *Note: There are user roles in MaintenanceDirect that can berestricted to the Location level, but not the Building level.

How to add Locations

l Click on the Add link in the Actions Menu.l Click the Locations link. Fill in the following fields on the Add/Update Location screen:

l The Location Code is only used for database purposes and does not appear on any pages orreports. If you do not enter a Location Code, the system will generate one for you.

l Enter the Location Description (the name of the facility or campus).l Enter the Number of Students, Square Footage, Date Built and any Notes for this location.

This information is not required and can be added at any time.l If you are using Budget Codes, you can assign one to the location by selecting it here.l In order to use this location in MaintenanceDirect, make sure the Subscribe ToMaintenanceDirect box is checked.

l Click Add/Update Record to save.


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Adding Locations 8

How to view Locations

l Click the List link under the Actions Menul Click the Locations link.

The Location list is automatically populated if other SchoolDude applications are in use by yourorganization. Locations with a yellow thumbs-up ( ) are active and ready for use within the application.Locations with a gray thumbs-down ( ) are inactive in the account and unavailable for use in theapplication. To activate a Location, click on the icon.


Adding Buildings

Buildings are the individual free-standing structures at each of your Locations. You would use Buildings ifyour organization has multiple campuses with multiple structures at each one. In order to add Buildingsinto your account, you will need to set up Locations first.

How to add Buildings

l Click on the Add link in the Actions Menu.l Click the Building link.l Select the appropriate Location from the drop down box.l Enter the Building Code if you have one. This is not a

required field.l Enter the Building Name.l Enter the Square Footage and Number of Students for this

building. This information is not required and can be addedat any time.

l In order to use this building in MaintenanceDirect, make surethe Subscribe to MaintenanceDirect box is checked.

l Click Save.

How to view Buildings

l Click the List link under the Actions Menu.l Click the Buildings link.

The Building list is automatically populated if other SchoolDude applications are in use by yourorganization. Buildings with a yellow thumbs-up ( ) are active and ready for use within the application.Buildings with a gray thumbs-down ( ) are inactive in the account and unavailable for use in theapplication. To activate a Building, click on the icon.


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Activating Areas

Areas are places within your Locations/Buildings, such as classroom, restroom, and gym, which you canuse to further define where the requested work is located. MaintenanceDirect has a predefined list ofAreas and you only need to activate the ones that apply to your buildings.

How to activate Areas

l Click on the Add link under the Actions Menu.l Click on the Area link.l This brings you to a list of the available Areas with checkboxes beside each one. Check the boxes of

the Areas you want to activate for your account.l Click Save at the bottom of the list.

This list of Area types is available in other SchoolDude applications; however your selections in oneproduct will not carry over into the other solutions your organization owns. You will need to activateareas separately in each product.


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Activating Crafts

Crafts define the type of work that is being requested. Crafts give you a way to track and report on thegeneral types of work your maintenance department is doing. (Example: carpentry, electrical, plumbing,pest control, etc.) MaintenanceDirect has a predefined list of Crafts and you only need to activate theones that apply to your maintenance and operations.

How to activate Crafts

l Click on the Add link under Action Menu.l Click on the Craft link.l This brings you to a list of the available Crafts with checkboxes beside each one. Check the boxes of

the Crafts you want to activate for your account. *Note: We recommend activating a few basic crafts(plumbing, electrical, hvac, etc.) to start. It is easy to activate more later on, but it is more difficult toremove crafts after they have been in use.

l Click Save at the bottom of the list.

The Dude Says:Your crafts can be used for much more than just designating the type of work on yourwork orders. They can be used in automatic routing to send specific work orders to specificusers. For example, you could set up the system to send all custodial craft work orders to thehead custodian, while all electrical work orders go to the maintenance foreman.


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MaintenanceDirect Users

There are seven user roles in MaintenanceDirect. Each role has a different level of access in the systemand will see slightly different views on their homepage. All roles have the ability to enter new work ordersinto the system.

AdministratorAdministrators have full access to everything in MaintenanceDirect. They have the ability to definelocations, buildings, areas, and crafts. They can add users, set up routing, and set up theMySchoolBuilding page. Administrators can easily see all work orders in the system from the "WorkOrders by Status" section on their homepage. They can assign work orders to all users and run reports.

Supervisor ISupervisor I's can access all portions of the system except for the Account Setup tab. They have the abilityto assign work orders to all users. In the "Work Orders by Status" section of the homepage, Supervisor I'swill only see work orders assigned to themselves or to any of their direct reports. They have access to allreports and can search for all work orders via the search or advanced search.

Supervisor IISupervisor II's are limited to certain locations and/or crafts. By default, they can only assign work ordersfor their assigned locations and/or crafts to themselves or to their direct reports. In the "Work Orders byStatus" section of the homepage, they will see all work orders for their assigned location(s) and craft(s).Supervisor II's have limited access to reports and can only search for work orders within their locationsand crafts via the search or advanced search.

TechnicianTechnicians have limited editing capabilities on a work order. For example, they are unable to reassignwork orders to other users. Technicians can add their own labor hours and material purchases to workorders, and can change the status of work orders to mark them work in progress or complete. They willonly see work orders assigned to themselves on their homepage. They do have the ability to search for allwork orders via the search or advanced search.

ClerkThe main function of the Clerk role is data entry. They have shortcut forms to expedite the data entryprocess for entering work orders, labor hours, and material purchases. The Clerk has access to all workorders. They can assign new requests, edit, and complete/close existing work orders. Clerks have limitedaccess to reports and can search for all work orders via the search or advanced search.

Site AdministratorSite Administrators are responsible for approving work orders routed to them. They have view-onlyaccess to all work orders for their assigned location(s). Site Administrators have the ability to enter newwork requests for their locations.


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MaintenanceDirect Users 13

RequesterRequesters are only able to enter new work orders into the system. Once they have entered a request,they can view it but will not be able to change it. Requesters use the MySchoolBuilding.com page to enterrequests and are the only role able to register themselves into the system when given the correctinformation by Administrators.

ComptrollerThe Comptroller is not an actual user role in MaintenanceDirect, rather it is an extra level of responsibilityabove the role. If the system does not know who the work order should be assigned to, either through alack of or an error in the routing rules, it will automatically assign the work order to the comptroller. Thisensures that every New Request is assigned to a user in the system. Only one user can be designated asthe comptroller for the account.

How to add Users

l Click on the Account Setup tab.l Click on the Users link. (You can also hover your mouse over the Shortcutsmenu and select the MDUsers link from the list.)

l Click the Add User link above the right side of your user list.

l If you have users in other SchoolDude applications, you will be directed to a Registered Users page.The Registered Users drop down list will show all users in other SchoolDude applications that arenot users in MaintenanceDirect. If the person you wish to add is in that list, select their name andclick Add This User.

l If the person is not in the list, click the New User button.

Adding Registered Users

l After clicking the Add This User button, you will need to select the Role for this user.l Check the box if you want this user to be the Comptroller for the account.l Click Next Step to continue.l On the Participant Information screen, the user's login name, password, and contact information

will automatically be pulled over from the information in their other SchoolDude account. *Note: Ifthe only other role this user has in another SchoolDude application is Requester, then theirpassword will be newuser by default.

l The rest of the fields on this page are not required and can be added at any time. Click Next Step tocontinue.



l If Location and/or Craft assignments apply to the user role, identify them on the following pages bychecking the corresponding check boxes. *Note: Select Location(s) and Craft(s) when setting up aSupervisor II. Select Location(s) when setting up a Site Administrator. For all other roles, you canskip these pages. You can assign a location to a requester, however this makes them a PowerRequester and broadens their view in the system. Instead of only being able to see the requeststhey have made into the system, a Power Requester will be able to see all requests at their assignedlocation(s).

l To define a user's Labor Rate, either select a predefined rate from the drop down box or select"Other Rate" and type it in the box provided. This is an optional step. *Note: If you do not want toput exact hourly rates for each of your users, a good best practice is to put in an average rate forthem. This way, you are able to get a good idea what it is costing to do the work for the particularwork order, but do not expose individual rates of your employees.

Adding New Users

l After clicking the New User button, you will need to select the Role for this user.l Check the box if you want this user to be the Comptroller for the account.l Click Next Step to continue.l On the Participant Information screen, you will need to enter a Login Name, Password, First and

Last Name, and Email Address for the user account.l Login Name - No character limit, but the name

must be unique to all of our SchoolDude.comclients. We recommend using the person'semail address as their Login Name.

l Password - Must be at least 6 characters. It isnot case sensitive.

l Email Address - Enter a valid email addressfor the user.

l Receive email notifications - If the user does not want to receive any automatic email notifications,uncheck this box.

l Click Next Step to save.l If Location and/or Craft assignments apply to the user role (Supervisor II or Site Administrator),

identify them on the following pages by checking the corresponding check boxes.l To define a user's Labor Rate, either select a predefined rate from the drop down box or select

"Other Rate" and type it in the box provided. This is an optional step.

Resetting a User's Password

When a user forgets their password, an Administrator can easily reset it for them.l Click on the Account Setup tab. Hover over the Shortcuts menu and click MD Users.l Click on the user's Name in the User List that has forgotten their password information.



l Scroll down to the bottom of the Work Order Participant Information page to the Reset Passwordsection.

l If the email address listed in the user's profile is a Valid Email Address, select that option and clickthe Reset Password button. This will send an email to the user with instructions for resetting theirpassword.

l If the email address listed in the user's profile is an Invalid Email Address, meaning they do notactually receive emails at this address, select that option and click the Reset Password button. Thisoption will reset the password to a temporary password and display it on the screen. You can thengive this temporary password to the user so they can log in .


Automatic Routing

Routing in MaintenanceDirect allows you to automate your work flow process for new requests. It tellsthe system when and where to send work orders. Work orders can be automatically routed based on thework order Location, Building, Craft, Purpose, or any combination of the four. Two of the most commonlyused routing patterns are location based and craft based.

Location based approval routing automatically routes a work order based on its assigned location. Mostcommonly, it may go to a site administrator (principal, department head, etc.) for approval and then,once approved, sent to the maintenance department.

Craft based routing automatically routes a work order based on the selected craft. Most commonly, thework order will be automatically assigned to the craftsman responsible for the defined craft. (Example:Plumbing craft work orders would be assigned directly to the plumber.)

How to set up Location Based Approval Routing

l Click on the Account Setup tab.l Click on Setup WO Status Routes, or hover your

mouse over the Shortcuts menu and click SetupNew Request Routing.

l Under the Add New section, choose the name of thelocation in the Location drop down box.

l Under When Approved By - Route/Assign To Next,leave the top drop down box as "No One". In thebottom box, choose the name of the personresponsible for the approval of the work order forthis location.

l Click the Add New button to save. This route nowmoves up to the list of routes at the top of the page.*Note: In the example pictured below, this routeinstructs the system: Any time a new work order issubmitted for ABC High School, send the work order directly to Jane Doe for approval.


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Automatic Routing 17

l Go back to the empty route in the Add New section and select the location again in the Locationdrop down box.

l Under When Approved By - Route/Assign To Next, select the name of the first person in theapproval process in the top box. In the bottom box, choose the name of the person whom the workorder should be sent to after the first approval.

l Click the Add New button to save. *Note: In the example pictured below, this route instructs thesystem: Once a work order for ABC High School has been approved by Jane Doe, send it to JohnSmith.

How to setup Craft Based Routing

l Click on the Account Setup tab.l Click on Setup New Request Routing.l Under the Add New section, choose the craft from the Craft drop down box.l Under When Approved By - Route/Assign To Next, leave the top drop down box as "No One". In

the bottom box, choose the name of the user responsible for the selected craft.l Click the Add New button to save. *Note: In the example pictured below, this route instructs the

system: Any time a work order is submitted for the craft of Electrical, assign the work order directlyto John Smith.

How to Edit or Delete Routes

l To edit a route, click the Edit button next to the route you would like to change.l The route will move to the Edit section below the route list. Use the drop downs to make your

changes.l Click Save to update the route.l To delete a route, click the red to the right of the route.


Email Notifications

Automatic email notifications enhance communication and help streamline the work flow process. Eachuser role in MaintenanceDirect has a list of automatic email notifications that are available for activation.When an email notification is turned on, it will apply globally to all users in that role. *Note: If a user doesnot want to receive the automatic email notifications selected for their role, they can turn off the featureunder their personal participant information.

How to activate Email Notifications

l Click on the Account Setup tab.l Click on the Manage Email Notifications link, or hover

your mouse over the Shortcuts menu and click onManage Email Notifications from the list.

l Check each notification you would like to activate foreach role. *Note: To view a sample of the email, click onthe Sample link.

l Click Submit at the bottom of the page to save.

Recommended Email Notifications by Role

Automatic email notifications are a great time-saver in MaintenanceDirect. You can activate notificationsthat will let someone know when a work order has been assigned to them or needs approval. You cankeep your requesters updated on the status of their requests without having to send manual emails orfield phone calls from them. Below are some suggestions on the notifications that might be beneficial toactivate for each role:

Site Administrator I

l Notify of NEW Work Request *Note: This will send an email for every new request at their assignedlocation.

l Notify Site Administrator I of Work Request Routed for approval or review *Note: Use only if yourSite Administrators are in the approval process.

l Notify Site Administrator I of Work Request Completion

Clerk

l Notify Clerk of Work Request Routed for approval or review


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Email Notifications 19

Requester

l Send Requester Work Request Receipt Notificationl Notify Requester of Work Request Change in Status *Note: This will send an email to the requester

whenever the status on their request is changed. If that is too many emails, you could activate thefollowing instead:

l Notify Requester of Work Request Completionl Notify Requester of Work Request = Declined

Technician

l Notify of Work Order Assignment

Supervisor I

l Notify Supervisor I of Work Request Routed for approval or review *Note: Use only if yourSupervisor I's are in the approval process.

l Notify of Work Order Assignmentl Notification of Direct Reports Work Request Assignments *Note: Use if you have set up employees

that directly report to your Supervisor I's.l Notify of Work Complete

Supervisor II

l Notify Supervisor II of Work Request Routed for approval or review *Note: Use only if yourSupervisor II's are in the approval process.

l Notify of Work Order Assignmentl Notification of Direct Reports Work Request Assignments *Note: Use if you have set up employees

that directly report to your Supervisor II's.l Notify of Work Complete

Administrator

l Notify of NEW Work Request *Note: This will send an email for every new request entered into thesystem.

l Notify Admin of Work Request Routed for approval or reviewl Notify Work Request Assignmentl Notify of Work Complete

Comptroller

l *Note: Select email notifications for the Comptroller when that user wants to receive emails thatother users with the same role (usually Administrators) do not want to get.


MySchoolBuilding Setup

MySchoolBuilding.com is the online portal that requesters use to access the work order request form.Bringing requesters on board saves time for the maintenance and operations department, streamlinesthe work flow process, and enhances communication.

How to set up the MySchoolBuilding page

l Click on the Account Setup tab.l Click on the MySchoolBuilding Setup Wizard link in the Shortcuts section.l To begin the setup wizard, click the Start button in

the flow chart.l As you complete each step of the flow chart, clickNext Step at the bottom of each page. This savesyour selections and moves you to the next step inthe process.

MSB Setup Steps

l Adding your Logo gives you a way to personalizethe maintenance request page. If you have alreadyadded your logo in MaintenanceDirect, it willautomatically carry over to the MySchoolBuildingpage.

l Adding your organization's Website Hyperlinkprovides your requesters with an easy way to returnto your school's homepage from theMySchoolBuilding page.

l Enter the Request Form Title to display at the top of the work order form.l Select a predefined Introduction Paragraph or create your own to provide instructions for

requesters to follow. It will be displayed under the Request Form Title.l Creating a Contact List is a way to provide your requesters with a list of emergency contact names

and numbers. If you do not want requesters to have the option to identify a work order as anemergency, you can hide this information by putting a check in the box next to Hide Emergencycheckbox and Emergency Contact list. The emergency contacts will still appear under the Help tabof the requester page.

l Administrators can populate a Requester List one at a time by entering a requester's first name,last name, and email address. *Note: It is not necessary to add all your requesters into the accountmanually. They can add themselves when entering their first work request. To do this, they must


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MySchoolBuilding Setup 21

have been given instructions for accessing the MySchoolBuilding page, including the organizationaccount number and the correct submittal password.

l Requesters will be required to enter the MySchoolBuilding Password, known as the submittalpassword, when entering a work order. Administrators will choose that password and enter it inthis step of the wizard. The submittal password is a shared password that all requesters must use.

l If you would like your requesters to select a Budget Code on the request form, you can activate thatentry field and also select if it is required or not. You can also select the Default Budget Code thatwill automatically populate on the request form.

l Select Budget Codes for Requester to choose from if necessary to change from the default.l Decide whether or not to Show/Hide Assigned To field on the My Requests page. This will show the

requester who has been assigned to their work order. One benefit to this is that the requester willbe able to email the assigned person from their request page to give them additional information, ifneeded. Also in this step, Administrators will decide whether the requester's Phone Number andArea/Room Number are optional or required fields.

l If you would like your requesters to select a Purpose Code on the request form, you can activatethat entry field and also select if it is required or not. You can also select the Default Purpose Codethat will automatically populate on the request form.

l Select Purpose Codes for Requester to choose from if necessary to change from the default. Thiswill be very beneficial if your organization uses purpose codes as part of the automatic routing.

l Decide whether or not you wish to Hide Requested Completion Date field on the request form.l Select Craft Format for requesters. Administrators can choose between a Combo List (drop down

list) or Icons.l Select Locations for Requester. Administrators can select which Locations will be available to

Requesters, Site Administrators, and Technicians on their new work order request forms.l Under the Use in MSB column, put a check in the box next to every Location you want to

make available to Requesters, Site Admins, and Technicians. *Note: If you remove a checkmark from an already available Location, all associated Buildings will also be removed.

l Click the Save button. *Note: You must save your selections on each page before viewing andmaking selections on the next page of Locations.

l Determine whether or not to Show/Hide Building drop down list. *Note: If you are not usingBuilding codes in MaintenanceDirect, it is recommended to hide this field.

l Select Buildings for Requesters. Administrators can also select which Buildings will be available toRequesters, Site Administrators, and Technicians.

l Under the Use in MSB column, put a check in the box next to every Building you want to makeavailable to Requesters, Site Admins, and Technicians. *Note: You will only be able to activateBuildings that are associated with Locations that have been checked for use in MSB.

l Click the Save button. *Note: You must save your selections on each page before viewing andmaking selections on the next page of Buildings.


MySchoolBuilding Setup 22

l Choose whether the Time Available for Maintenance field will be provided for requesters and if so,will it be an optional or required field.

l Enter an Email Us address for your requesters to contact with any questions or comments.l Decide whether or not to Show/Hide Attachment option. Showing the Attachment step allows

requesters to attach any kind of documentation, drawing, diagram, etc. to the work order.l View Sample allows you to preview the MaintenanceDirect MySchoolBuilding page that you have

set up. The link provided is one that your requesters can use to access the online work requestform. *Note: This link can be embedded into your organization's homepage for easy access to theMySchoolBuilding page.


Entering a Work Order:Administrators and Supervisors

All seven roles in MaintenanceDirect have the ability to enter new work orders, although the form they fillout will vary from role to role. Administrators and Supervisors complete the same form. Their form hasaccess to all sections of the work order, allowing them to enter all work order details from target startdate to transactions.

*Fields that are marked with a red checkmark are required fields.l Click on the NewWork Order tab.

l In the Status drop down box, choose New Request. *Note: If entering a work order that is already inprogress or has been completed, you can choose the appropriate status.

l From the Priority drop down box,select the appropriate priority.

l Identify where the work needs to bedone by choosing the Location.

l If your organization utilizes theBuilding field, select one from thedrop down box.

l Choose the general Area type that bestfits the location of the work request.

l Enter the specific area in the AreaNumber field. (The Area Number fieldis alphanumeric and is where you canenter specific room names ornumbers.)

l The Request Date will automatically populate with today's date. *Note: If entering a work order thathas already been completed, this date can be changed to the date of the actual request.

l Checking the Emergency? check box, will make this work order appear in the Work Center sectionof the homepage as an emergency work order.

l Enter the complete Request Description in the open text box.


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Entering a Work Order: Administrators and Supervisors 24

l Identify the name of the requester inthe Contact Info section. If therequester's name does not appear inthe drop down list, choose OTHERand enter the requester's first name,last name, and email address. *Note: This will add the contact as a requester.

l As an Administrator or Supervisor,you can either directly assign a workorder to yourself or to another userin the Assigned To drop down box oryou can leave the drop down boxempty for the work order to followautomatic routing rules.

l Fill in the Target Start Date,Requested Completion Date, Target Completion, Estimated Costs, and Estimated Hours. *Note:These are all optional fields.

l Choose the Purpose Codethat best describes whythe work order isrequested.

l Select the appropriateCraft to identify what typeof work is beingrequested.

l If your organization is utilizing Budget Codes, the Custom Category, Projects, Equipment, orClassifications and Types, identify any of the codes by clicking on the drop down boxes.

l Click Save. The work order will now be assigned a work order ID number.


Entering a Work Order: Clerk

The Clerk role has access to the short work order form designed to expedite the data entry process.Administrators are also able to access this Short Work Order form by clicking on the Short Work OrderForm link in the Work Order Shortcuts menu at the top of the Work Order page.*Fields that are marked with a red checkmark are required fields.

l Click on the NewWork Order tab.

l The Date Received will automatically populate with today's date. *Note: If entering a work orderthat has already been completed, this date can be changed to the date of the actual request.

l If entering a work order that has already been completed, the Date Completed field allows you toidentify the date the work was actually completed.

l From the Priority drop down box select the appropriate priority. Checking the Emergency checkbox, will make this work order appear in the Work Center section of the homepage as an emergencywork order.

l Identify where the work needs to be done by choosing the Location.l If your organization utilizes the Building field, select one from the drop down box.l Choose the general Area type that best fits the location of the work request.l Enter the specific area in the Area Number field. (The Area Number field is alphanumeric and is

where you can enter specific room names or numbers.)l Enter the complete request Description in the open text box.l As a Clerk, you can either directly assign a work order to another user in the Assigned To drop

down box or you can leave the drop down box empty for the work order to follow automaticrouting rules.


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Entering a Work Order: Clerk 26

l The Action Taken field is used to document what was done to resolve the problem or request. Ifentering a work order that has already been completed, you can enter an Action Taken note tocommunicate the resolution to the requester.

l In the Change Status drop down box, choose New Request. *Note: If entering a work order that isalready in progress or has been completed, you can choose the appropriate status.

l Choose the Purpose Code that best describes why the work order is requested.l Select the appropriate Craft to identify what type of work is being requested.l If your organization is utilizing Budget Codes, the Custom Category, Projects, Equipment, orClassifications and Types, identify any of the codes by clicking on the drop down boxes.

l Click Save. The work order will now be assigned a work order ID number.


Entering a Work Order: Techniciansand Site Admins

Technicians and Site Administrators share the same new request form. As you view the form from eachrole, you will see a few slight differences in the order of the fields. There are some fields on the SiteAdministrator form that can be hidden depending on how the administrators have set up the account.Some of the fields shown here may or may not appear in your account. There may also be additionalfields that are not shown here.

*Fields that are marked with a red checkmark are required fields.l Technicians will click on the NewWork Order tab to begin entering a work request. Site

Administrators will click on the New Request tab.l Identify where the work needs to

be done by choosing theLocation.

l If your organization utilizes theBuilding field, select one from thedrop down box.

l Choose the general Area type that best fits the location of the work request.l Enter the specific area in the Area Number field. (The Area Number field is alphanumeric and is

where you can enter specific room names or numbers.)l Select the appropriate Craft/Problem Type to identify what type of work is being requested.l Please describe your problem or request in the open text box.


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Entering a Work Order: Technicians and Site Admins 28

l If available, choose the Purpose Code that best describes why the work order is requested.l If applicable, enter the Requested Completion Date.l Contact Information will automatically populate based on your participant information.l Technicians will be prompted to answer Will you perform this work? Selecting Yes will

automatically assign the work order to the technician. Selecting No will send the work orderthrough the automatic routing rules.

l Click Submit to save the work order.

The Dude Says:The New Request form for Requesters is almost exactly the same as the SiteAdministrator form. Requesters will access their form through the MySchoolBuilding pagerather than logging into MaintenanceDirect itself. Requesters will also use a SubmittalPassword that you will create when you set up the MySchoolBuilding portal for your account. Acustomizable Requester Guide is available for download at the following link:

https://www.schooldude.com/Portals/0/Groups/40/MaintenanceDirect/How ToGuides/MaintenanceDirect Requester Guide.docx


https://www.schooldude.com/Portals/0/Groups/40/MaintenanceDirect/How To Guides/MaintenanceDirect Requester Guide.docx

https://www.schooldude.com/Portals/0/Groups/40/MaintenanceDirect/How To Guides/MaintenanceDirect Requester Guide.docx

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Documents

GETTINGSTARTED: MAINTENANCEDIRECT - Dude Solutions · GETTINGSTARTED: MAINTENANCEDIRECT MaintenanceDirectisaCloud-basedcorrectiveworkordermanagementsolutionthatallowsyouto managetheworkorderprocessfromrequesttocompletion