Applications for Technical Facility Management
Technical facility management is quite a challenge for the companies involved in it.
Can this undertaking be made easier? Absolutely!
Optima Solutions offers a revolutionary application in this field—Business Property Care. Several years of experience in its operation and continuous improvement of the tool, through adding new functionalities and enhancing existing ones, guarantee a noticeable difference in managing a technical company and its transformation for the better.
Program do obsługi technicznej obiektów.
Every facility requires professional technical supervision. Sometimes, this even means 24-hour care. In practice, this means that several different technicians are involved in this issue. What happens when the shift changes from day to night? The emp
Every facility requires professional technical supervision. Sometimes, this even means 24-hour care. In practice, this means that several different technicians are involved in this issue. What happens when the shift changes from day to night? The employee going off for a well-deserved rest should pass on all the important information to the one who has come to take over the position. However, after many hours of intensive work, is a person able to do this flawlessly? In the case of verbally passing on necessary instructions, even the best technicians can make mistakes or lose handwritten notes. Minimizing the risk of error is ensured by the "Tasks" panel in the Business Property Care application created by Optima Solutions.
Thanks to clearly outlined tasks performed in the facility on a cyclical basis, the handover of shifts requires only a few words of commentary. The details of current needs are automatically displayed to each technician starting their shift. For user comfort, they are divided into three sections:
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Current Tasks – These tasks are performed daily. Each completed item is marked by the technician as done, allowing another employee to easily identify which tasks still require attention and which do not need to be addressed anymore
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Monthly Tasks – Similar to weekly tasks, once completed, they no longer appear on the list.
Technical Inspection Schedules
In the "Schedule" panel, you can configure the inspection schedule at any time—its appearance and functionality largely depend on user preferences. Full configuration is carried out once a year.
The clearly presented schedule provides the following information:
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The number of required inspections per year
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The number of inspections that actually took place during the year
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The name of the company conducting the inspection
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The planned and actual date of the inspection
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An attached file with the protocol
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Internal technical documents
There is also the possibility of linking existing faults to a specific inspection that has been recorded in the history. The entire module significantly facilitates and streamlines the work of the technical company, as every change made is visible immediately—this minimizes the risk of losing documents or overlooking an inspection.
Reporting Technical Faults
In every facility, minor faults and major failures occur. Reporting them should proceed smoothly and without disruptions. However, when a technician receives reports over the phone, only noting them in their personal notes, the risk of repair delays or accidentally overlooking a fault increases. Optima Solutions offers a comprehensive solution to this problem in the "Fault Reporting" section of the proprietary Business Property Care application.
With this modern functionality, it is possible to report, for example, a failure to the construction company that is responsible for the facility as part of warranty repairs.
The application generates links to faults that can be sent to the entities responsible for their resolution in the form of automatic reminders, generated at intervals specified by the user. The maintained correspondence can be binding and serve as evidence of attempts to communicate, in case the contractor fails to fulfill their obligations.
The fault reporting menu greets the user with three pieces of information selected from dropdown menus:
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Type of fault
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Location
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Position of the person reporting the fault
All options available in the menu are configured individually according to the needs of the specific facility. After making the appropriate selections, the reporter manually describes the nature of the fault in the available field. They also have the option to attach an additional file that will help in identifying the problem (e.g., a PDF or photos). Information about the reported fault is automatically sent to the unit manager to facilitate internal communication within the company. Optionally, one can also choose to receive an SMS notification.
The reported fault immediately becomes visible to the on-duty technician. From their workstation, they fill in the most important information about it, such as warranty, repair priority, and completion date. To assist those repairing the fault, they also have the option to mark it on the building plan (location map) with an appropriate marker. After the repair is completed, the technician clicks the "Complete Fault" button, which ultimately closes the case.
At any time in the process, before, during, or after the repair, there is an option to attach additional files, such as repair documentation or a report. All these changes, along with their executors, are recorded in the "Change History" panel, which is retained in the system. Any fault registered in Business Property Care can be searched by name or by narrowing the time frame.
Notification Module
Anyone who has ever needed to issue a notification knows that providing it for a renovation company or cleaning staff is often something that is thought about at the last minute. This can lead to errors in the document, which carry serious consequences. To prevent such situations and ensure professionalism in issuing notifications, Optima Solutions offers the "Notification" panel, where the document can be issued electronically. The online form can include the following sample elements:
Sample Elements Included in the Notification:
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Company name
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Service location
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Number of team members
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Safety measures implemented
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Assistance, e.g., a firefighter or security guard
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Date
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Description
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Notification regulations along with their acceptance
There is also the option to modify these elements according to the individual needs of the serviced facility.
For each document, users can additionally attach files. Submitting a notification automatically generates an email to the manager for approval. Property managers and security staff also have current access to the document and can add their notes to the notification at any time, for example, by noting issues encountered during the work of the hired team. This ensures immediate information flow between all services involved, significantly streamlining communication and helping to avoid many misunderstandings. The system retains every issued document, making it possible to search for them by name or by the period in which they occurred.
Device Register at the Facility
Each device available at the facility should be regularly subjected to technical inspection. In the case of many devices in the company’s inventory, arranging a schedule, presenting it clearly and conveniently for all, and adhering to inspection deadlines poses a significant challenge. A good solution is to present it in an online format so that every interested employee has access to it.
Optima Solutions introduces significant facilitation of this process with the "Device Register" panel.
Within this panel, users have the ability to add new devices to the system at any time. They define the device's name, location along with a marker on the facility plan, equipment parameters, and warranty contact information. Each device can be assigned to the appropriate group based on its type (e.g., CCTV, hydraulic pumps, etc.). For convenience in using the register, devices have warranty information indicated by color – green, yellow, or red. Once a device is linked to the schedule, the history of technical inspections is also attached.
Reports
All information contained in the Business Property Care program can be presented in the form of an automatically generated report. Simple reports concerning faults or warranties are generated as Excel sheets.
In the case of more complex monthly reports, the possibilities are significantly greater. Each unit manager, as well as the service recipient of the technical company, has their preferences regarding monthly summaries of the most important information. To ensure successful collaboration, communication between them should continually improve. One method to achieve high-level understanding is the customization of reports according to the needs of both parties. For this reason, in the Business Property Care report, it is possible to individually select components such as:
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Header
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Photos
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Charts
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Personnel
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Summary of completed daily, weekly, and monthly tasks
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Fault register
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Charts of fault occurrence frequency
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Media summary
According to the needs of the specific facility, the manager has the ability to create and modify report templates that can be used cyclically and improved so that communication with the service recipient improves month by month.
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