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Scenario 1: How to reject a Work Order as Servicer and reassign a Servicer

How to reject a Work Order as Servicer and reassign a Servicer?

Scenario 1 : If a Work Order is rejected by the Servicer and then the Facility Coordinator reassigns another Servicer...

Work Order Process with scenario 1

This scenario explains how a work order can get rejected by an assigned Servicer and then how to reassign another Servicer to the work order by the Facility Coordinator.

Let’s take a quick glance at the overall Work Order process when the Servicer rejects the Work Order and then the Facility Coordinator reassigns another Servicer to the Work Order.

After a work order is created by the Facility Coordinator,

  • Facility Coordinator will receive the work order via Workspace Work Order app.
  • Facility Coordinator will assign a Servicer along with Servicer’s  Supervisor and Coordinator (assigning a Servicer Supervisor and Servicer Coordinator is optional here) to the work order.
  • Work Order is rejected by the Servicer
    The Servicer Supervisor (authorized user in Servicer’s team) will reject the work order by adding the purpose as a comment.
  • Reassign a Servicer to Work Order by Facility Coordinator
    Then the Facility Coordinator may reassign a Servicer (assign a different Servicer) to carry out the work order.
  • Next, the newly assigned Servicer (Servicer Supervisor/Servicer Coordinator) will assign a Technician from their Servicer team to the work order.
  • The assigned Technician(s) will go through the work order and acknowledge the work order.
  • Next, the Technician will complete the work order.
  • Finally, the Facility Coordinator shall review the work done and Verify and close the work order.

How to reject a Work Order as Servicer?

This article is primarily for Team members of Servicers who are Servicer Coordinators and Servicer Supervisors.

This short article explains how you might reject a work order as Servicer.

The assigned Servicer’s Supervisor/Coordinator may reject the work order due to a valid reason such as the work order is out of the Servicer’s scope.

Typical Actors

  • Servicer Coordinators
  • Servicer Supervisors

Stage before the Action: Assignment
Stage after the Action   : New

 

Take a look at how you can reject a Work Order if you are the assigned Servicer.

  1. Log in to Workspace portal and go to the Work Order app by clicking Work Order link on the left bar
  2. Hover over My WO Tasks
  3. Click CWOs Supervised by Me to filter your work orders at Assignment stage
  4. Click on the relevant Work order record to open its detail page
  5. Click ‘Reject as Servicer
  6. Add your Comment related to the rejection
  7. Finally, click Reject

After a work order gets rejected by the Servicer, it will move from the ‘Assignment’ stage of Work Order back to the ‘New’ stage and the Work Order will be listed on the portal Home of the respective Facility Coordinator. Then the Facility Coordinator has to assign a different Servicer to the Work Order once again.

How to reassign a Servicer to your Work Order?

This article is primarily for Facility Coordinators.

This short article explains how you can reassign a Servicer to your Work Order,

Typical Actors

  • Facility Coordinator

Stage before the Action: New
Stage after the Action   : Assignment

With Workspace-Work Order app, Work Orders that are rejected can be easily reassigned to another Servicer in order to carry out the work order.

Typically, this is done by a Facility Coordinator.

On the Work Space-Work Order app,

  1. Hover over ‘Work Orders’ on the left bar
  2. Click New stage to filter your work orders
  3. Click on the relevant Work order record to open its detail page
  4. Hover over ‘New dropdown on the right and click ‘Assign Servicer’.
  5. Select a Servicer and a Supervisor related to the Servicer.
  6. Finally, click Assign Servicer.

Table of Content

  • Work Order Process -with scenario 1
  • How to reject a Work Order as Servicer
  • How to reassign a Servicer to your Work Order
 

Reduce Facility Management Costs

  • Automate mundane maintenance tasks;
    Save time for value-adding tasks
  • Increase your task force’s efficiency;
    Reduce cost of manpower
  • Optimally manage your inventory;
    Restock only when you need to
  • Measure facility management process efficiency;
    Optimise your operations
  • Implement preventive maintenance;
    Increase asset reliability
  • Digitalize end to end business processes;
    Go paperless
 

Manage Your Work Centrally or Remotely

  • Powerful and flexible duty roster;
    Manage maintenance backlog efficiently
  • Multi-platform mobile access;
    Manage operations from anywhere, on any device
  • Monitor work centrally through dashboards;
    Receive technician updates sent from the mobile app
  • Add-ons to integrate building systems;
    Automate work order creation based on critical alarms
 

Improve Occupant Satisfaction

  • Empower occupants with web portal and mobile app access;
    Eliminate calls and emails
  • Automate service level reporting & management;
    Increase transparency of ongoing job requests
  • Receive ratings and reviews upon work completion;
    Quantify requester satisfaction
  • Optimally maintain building systems;
    Ensure a comfortable working environment
  • Run compliance audits frequently;
    Ensure occupants’ health and safety
 

Manage Service Provider Contracts and Performance

  • Measure SLA adherence;
    Track contractor performance and efficiency
  • Create work orders and assign to contractors;
    Receive quotes for additional work online
  • Track service contract expiry;
    Plan renewals well in advance
 

Be More Resilient In The Face of a Disaster

  • Access your data anytime, anywhere;
    Even when your building is inaccessible
  • All-in-cloud with redundancy and high availability;
    Rest assured your data is safe and always online
  • No more paper-based work allocation or approval processes;
    Continue business in a virtual world
  • 100% cloud-based SaaS solution;
    No on-premises servers to worry about

REQUESTERS

These users can only submit work requests, view status of the requests, follow-up on work requests, provide feedback on resolved work requests Typically, these users represent occupants of a facility.

ADMIN USERS

These users manage the account and have the ability of adding other users to account.

POWER USERS

Power Users represent the internal and external personnel who are responsible for ‘facility management’ function. All technicians/supervisors/vendor users/facility coordinators/managers fall into this category. They can plan, create, dispatch, monitor, update and close work orders.