Property Management System
Functional Specification
Housekeeping & Maintenance Work Orders
Subject:
Maintenance Work Orders - Crete
Author(s):
Jeff Stivers
Status:
Complete
Last Updated:
5/1/2001 12:00 PM
Document Name:
Table of Contents
Section 1:
Document Overview ____________________________________________________ 1
Introduction ____________________________________________________________ 1
Overview ______________________________________________________________ 1
Housekeeping & Maintenance Work Order Entities _____________________________ 2
Rules _________________________________________________________________ 4
User Interface Flow ______________________________________________________ 5
Exclusions from Scope ___________________________________________________ 5
Global Standards ________________________________________________________ 5
Future Functionality______________________________________________________ 5
Section 2:
User Security (___-101) __________________________________________________ 6
Introduction ____________________________________________________________ 6
Section 3:
Department Configuration (___-101)_______________________________________ 7
Introduction ____________________________________________________________ 7
Attributes ______________________________________________________________ 7
User Interface Overview __________________________________________________ 7
Controls Definitions – Department Selection List_______________________________ 9
Controls Definitions – Work with Department Form – Add State _________________ 10
Controls Definitions – Work with Department Form – Change State_______________ 13
Controls Definitions – Auto-Contact Information List __________________________ 16
Section 4:
Property Location Configuration (___-101) ________________________________ 17
Introduction ___________________________________________________________ 17
Attributes _____________________________________________________________ 17
User Interface Overview _________________________________________________ 17
Controls Definitions – Property Location Selection List_________________________ 19
Controls Definitions – Work with Property Location Form – Add State ____________ 20
Controls Definitions – Work with Property Location Form – Change State__________ 23
Section 5:
Work Order Severity Rating (___-101) ____________________________________ 26
Introduction ___________________________________________________________ 26
Attributes _____________________________________________________________ 26
User Interface Overview _________________________________________________ 27
Severity Rating Internal Type Definitions____________________________________ 27
Section 6:
Configure Standard Housekeeping/Maintenance Work Order Template (___-102) 28
Introduction ___________________________________________________________ 28
Attributes _____________________________________________________________ 28
User Interface Overview _________________________________________________ 28
Document Overview
Controls Definitions – Work Order Template Selection List _____________________ 31
Controls Definitions – Work with Work Order Template Form – Add State _________ 32
Controls Definitions – Work with Work Order Template Form – Change State ______ 35
Section 7:
Work with Housekeeping/Maintenance Work Order (___-102) ________________ 39
Introduction ___________________________________________________________ 39
User Interface Overview _________________________________________________ 39
Controls Definitions – H/M Work Order Selection List _________________________ 42
Controls Definitions – Work with H/M Work Order Form – Add State _____________ 50
Controls Definitions – Work with H/M Work Order Form – Change State __________ 56
Controls Definitions – Work with H/M Work Order Form – Copy State ____________ 64
Section 8:
Management Console H/M Work Order Information Block (___-102) __________ 65
Document Overview
Section 1: Document Overview
Introduction
This document presents functional specifications for implementing Housekeeping &
Maintenance Work Order (H/M Work Order) management in the Acme PMS application
services. This functionality will be implemented in the Crete 2 release of the PMS
application services.
Included in this document are the following functions necessary to create and manage H/M
Work Orders.
•
Add Housekeeping & Maintenance Work Orders
•
Change Housekeeping & Maintenance Work Orders
•
Housekeeping & Maintenance Work Order Report(s)
•
Delete Housekeeping & Maintenance Work Orders
•
View Housekeeping & Maintenance Work Orders
•
Add/Change/Delete Property Locations
•
Add/Change/Delete Departments
•
Add/Change/Delete Work Order Templates
The document addresses configuration functions and issues, security configuration and
issues, on-line functions and features, management console information, and
Housekeeping & Maintenance Work Order reports.
Future releases will introduce enhanced features and functions.
Overview
Housekeeping & Maintenance Work Orders are used by the client to manage planned or
unplanned housekeeping and/or maintenance events/activities that occur at a property.
Housekeeping & Maintenance Work Order management will support the capability to
create, manage and report upon the following:
•
recurring maintenance Work Orders related to guest rooms, public areas and other
property physical plant locations/equipment (Property Locations). Examples
include: air conditioner filter replacement, painting, boiler maintenance
•
unplanned maintenance Work Orders related to guest rooms, public areas and
other property physical plant locations/equipment (Property Locations). Examples
include: light bulb replacement, plumbing problems, broken locks, etc.
•
recurring housekeeping Work Orders related to guest rooms, public areas and
other property physical plant locations/equipment (Property Locations). Examples
include: dust pictures, clean plumbing under sink, shampoo carpet, wax lobby
floor
•
unplanned housekeeping Work Orders related to guest rooms, public areas and
other property physical plant locations/equipment (Property Locations). Examples
include: mop lobby floor, vacuum guest corridor, unscheduled room cleaning,
deliver iron & ironing board, etc.
In some cases it is important for staff to become aware of critical H/M Work Orders as
soon as possible, therefore, information blocks reporting information regarding
outstanding H/M Work Orders will be provided for the Management Console. Also, some
type of real time indicator will be provided when a user is using the PMS service that will
alert them to the existence of critical and high priority H/M Work Orders.
Document Overview
Housekeeping &
Maintenance Work
Order Entities
The following entities are the primary entities required to support Housekeeping &
Maintenance Work Order management in the Acme PMS application service.
Housekeeping / Maintenance Work Order
– A user created and maintained entity that
represents a specific instance of a single or recurring housekeeping or maintenance event.
User
– A user created and maintained entity that represents a user of the PMS. Based on
assigned security permissions, a User may add, change, cancel and/or view a H/M Work
Order. Typical users include: housekeeping manager, housekeeper, maintenance manager,
maintenance engineer, front office manager, desk clerk.
Guest Room
– A user created and maintained entity that represents a physical guest room
in the PMS. A housekeeping/maintenance Work Order can be associated to a Guest
Room.
Property Locations –
A user configured and maintained entity that represents, within the
PMS, a physical on-property location. A housekeeping/maintenance Work Order can be
associated to a Property Location. Examples include: lobby, front desk, hallway, pool
area, pool, maids closet, vending area, laundry room
Severity Rating –
A user configured and maintained entity that represents the importance
of and level of response required for a H/M Work Order. (In this first version, all Severity
Ratings will be configured and maintained by Acme. No client configuration tools for
Severity Ratings will be provided.)
Department –
A user configured and maintained entity that represents an organization
within a property or group of properties. Users are associated to Departments so that only
those Work Orders associated to the Departments for which the user is associated will be
presented to the user. Examples include: Housekeeping, Maintenance, Engineering, Front
Desk
Standard Housekeeping / Maintenance Work Order Template
– A user configurable
template for regularly occurring Housekeeping Events and Maintenance Events. This
template can be used to automatically populate a Housekeeping Work Order and/or
Maintenance Work Order.
Document Overview
Entity Relationships
The following diagram presents a high level view of the entities defined in this document
and the logical relationships that exist between these entities. This diagram is not a
representation of the physical data structures or object model.
Notes:
(1) Guest Room & User are represented in the existing implementation of the Acme PMS.
(2) Organizational and security structures and relationships are presumed but not modeled
in this diagram.
Internal Rating Types
Internal Rating Description Internal Rating Code Severity Rating
Rating Description Rating Code
Departement
Department Description Departement Code
H/M Request Template
Template Description Template Code
Template Instruction Text
Guest Room Property Location
Location Description Location Code
H/M Request
Request Description Create Date Create Time Due Date Due Time Create User Complete User Instruction Complete Note
User
Document Overview
Rules
The following rules and business logic govern the relationships between the Housekeeping
& Maintenance Work Order entities. Detail business logic will be defined in task and
function specifications included in this document.
•
A Housekeeping/Maintenance Work Order is created by a User. Security
permissions define actions a user may perform in relation to a
Housekeeping/Maintenance Work Order. These actions include:
o
Create
o
Modify – The user can change the description, and schedule information of
the Work Order.
o
Update – The user can update the status of a Work Order, and can enter
completion notes.
o
View – The user can view Work Orders.
o
Cancel – The user can cancel a Work Order.
o
Reinstate – The user can reinstate a cancelled Work Order
o
Copy – The user can copy an existing Work Order
•
A Housekeeping/Maintenance Work Order carries a status. A user or the system
updates the Work Order status. The following statuses are supported:
o
Scheduled
o
Past Due (Updated by the system during the Night Audit)
o
Active
o
Complete
o
Cancelled
•
A Housekeeping/Maintenance Work Order carries a severity rating. The following
Severity Ratings are supported:
o
Guest Waiting
o
Safety Hazard
o
Critical
o
Medium
o
Low
o
Warranty Compliance Issue
o
Insurance Compliance Issue
In the initial release of Housekeeping/Maintenance Work Order management, these
Rating will be pre-configured by Acme. However, in later releases, Acme will
provide the ability for the client to configure the severity ratings.
•
A Housekeeping/Maintenance Work Order is associated to a Guest Room or a
Property Location (but not both).
•
The U/I will provide the capability to create a Housekeeping/Maintenance Work
Order and associate it to one or more Guest Rooms. If the Work Order is associated to
more than one Guest Room, the system will create a series of individual Work Orders,
one for each Guest Room. The series of Work Orders will be linked so that the user
has the option to change only one of the Work Orders or make a single change that will
impact all of the Work Orders in the series (like a meeting series created in Microsoft
Outlook.)
Document Overview
•
At least one Department must be configured in a property database.
•
A Housekeeping/Maintenance Work Order must be associated to at least one
Department.
•
A user must be associated to at least one Department.
•
Additions and modifications of Housekeeping/Maintenance Work Orders will be
logged in an Activity Audit.
•
Depending on the permissions established for a user, the user may create, view,
update and cancel Work Orders across multiple properties. For example a maintenance
person who is responsible for more than one property, will have the capability (if so
configured) to view a listing that consolidates Work Orders for all properties for which
he/she is responsible for.
•
Acme will have the ability to turn on/off H/M Work Order functionality for an
Internal Organization.
•
If H/M Work Order functionality has been turned on for an Internal Organization,
client Users who have the associated security permission turned on, will have the
ability to turn on/off H/M Work Order functionality for External Organizations
associated to the Internal Organization.
User Interface
Flow
See Appendix 1
Exclusions from
Scope
This document does not specifically address User Interface design. Form representations
are included only to enhance the functional description. The U/I development team will
develop form prototypes and Information Engineering/User Interaction flow charts..
Global Standards
The following requirements are supported by additional, cross-module documentation:
•
Formatting
•
Security
•
Configuration
Future
Functionality
Future functions to consider when developing the Housekeeping & Maintenance Work
Order module include, but are not limited to:
•
Equipment Tracking
•
Part Tracking
•
Time to resolve reporting
•
User Security (___-101)
Section 2: User Security (___-101)
Introduction
To support the functions and features associated with Housekeeping and
Maintenance Work Orders the following enhancements to User Security will be
made.
User Security will be updated to include the following permissions:
•
Add, Change, Delete Department
•
Add, Change, Delete Housekeeping/Maintenance Work Order Template
•
Add Housekeeping/Maintenance Work Order
•
Change Housekeeping/Maintenance Work Order
•
Cancel Housekeeping/Maintenance Work Order
•
Print Housekeeping/Maintenance Work Order Report
User Security will be updated to provide the capability to associate a user to one or
more Departments.
Department Configuration (___-101)
Section 3: Department Configuration (___-101)
Introduction
Departments are used by a client to identify a business unit within the property
that is responsible for responding to Housekeeping & Maintenance Work Orders.
Anytime a Housekeeping/Maintenance Work Order is created, it must be assigned
to at least one department. Users are also associated to at least one department.
When the user views a list of Housekeeping/Maintenance Work Orders the user
will be presented those Work Orders that are associated to departments that the
user is associated to.
Attributes
A Department is defined by the following attributes:
Attributes: Departments
Attribute Type
Department ID
Department Code String, 6 characters
Department Description String, 50 characters
Status Configuration status flag.
Values: Active, Inactive, Deleted
Assign H/M Work Order Boolean
User Interface Overview
Three primary user interface forms are required to support the functionality to
configure a Department.
(1)
Department Selection List
The Department Selection List provides a table like display of all
Departments presently configured for the Organization for which the
user has context. Each row of the table contains one Department and
it’s associated information. The Departments are sorted in
alphabetical order by Department description.
(2)
Work with Department Form
The Work with Department Form provides a view of a single
Department. The form is presented when:
a. the action to create a new Department is initiated
b. the action to change an existing Department is initiated
c. the action to delete an existing Department is initiated
(3)
Confirm Department Deletion
The Confirm Department Deletion form provides the user the
opportunity to confirm the deletion action for one or more
Departments.
Form 1 - Department Selection List
The Department Selection List is comprised of the following data entities and
controls:
User Entered/Updated Data
Department Configuration (___-101)
Depending on the user’s security configuration, the user may be able to select
an Organization from the Organization Description / ID drop down list. This
capability will be provided if the user has permission to configure
Departments in more than one Organization.
System Supplied Data
Instruction Text
Organization Description / ID
Department Description
Department Code
Department Status
Message Area
Scrolling Information
Action Controls
Add
Change
Usage States
There is only one usage state for the Department Selection List.
Form 2 - Work with Department Form
The Work with Department Form is comprised of the following data entities and
controls:
User Entered/Updated Data Entities
Department Name (If changing an existing Department, the system will
automatically insert the Department Name in this control.)
Department Code (If changing an existing Department, the system will
automatically insert the Department Code in this control.)
System Supplied Data Entities
See notes above.
Action Controls
Update
Abandon
Delete
Usage States
The Work with Department form may be presented in one of two different
usage states:
•
Add New (Add State)
•
Change Existing Department (Change State)
The usage states for the Work with Department form share some of the same
business logic, but in some instances have different business logic because of
the action related to the usage state. This document defines the business rules
Department Configuration (___-101)
associated with each usage situation.
Form 3 - Confirm Department Deletion Form
The Confirm Department Deletion Form is comprised of the following data
entities and controls:
User Entered/Updated Data Entities
This is an output form, no data is required from the user.
System Supplied Data Entities
A list of the Departments selected for deletion.
Action Controls
Confirm/Proceed
Abandon
Usage States
There is only one usage state for the Deletion Confirmation form.
Controls Definitions –
Department Selection
List
The following section defines the entities and controls presented on the Department
Selection List.
Control
Definition
Security Constraints The user must have permission ______________ to access this form.
If the user does not have appropriate permission to access the function, the following message is presented:
Access not permitted. This function is not authorized to the current User ID. Please see your security
administrator. Locking & Session
Management
No locking is implemented when the Department Selection List is accessed.
Instruction Text Output – The following instruction text is presented on the form:
“Select a Department and then click an action, or click the New button to add a Department.”
Organization Description / ID Output or Selection List depending on the users
configuration. Used to identify the Organization which the user is working.
The default value for this control is …
If the user is only associated to one Organization, this control is only an output control. The Organization that the user is associated to is presented in this control.
If the user is associated to more than one Organization, and has Department configuration permission in more than one of these Organizations, all Organizations that the user has Department configuration permission in are presented in this control as a selection list.
The user must select one and only one Organization. Department Table The following descriptions define the columns presented in
Department Configuration (___-101)
the Department Selection List Table.
To display the Work with Department form for a specific Department, the user clicks on the corresponding Department Name.
Department Description Column
Output/Link - The user-defined description for the Department.
This control contains the description for any existing Departments configured in the system and associated to the Organization selected in the Organization Description / ID control.
The Department Description is presented as a hyper-link. The user can display the Work with Department form in the “change” state by clicking ona Department Description. The user can select only one Department at a time from the list. From the Work with Department form the user has the options to change the Department or delete the Department. If more than one Department is presented on the Department Selection List, the list is sorted in alphanumeric ascending order from the top most row in the list based on the value in the Department Description control.
Department Code Output – The user defined short description for the Department.
This control contains the Department code corresponding to the Department Description presented in the Department Description column.
The Department Description is presented as standard text. The user may not interact with this column.
Scrolling Information If more rows of data are available to be presented than can fit on the display, scrolling indicators will be presented to the user so that the list can be advanced to see more rows. Action Controls The following Action Controls are available to the user on the
Department Selection List.
Add The user selects this control to add a new Department. When this control is selected the user is presented with the Work with Department form in the “add” state.
Exit? If …
Message Area The message area of the form will be utilized to present informational and action messages.
Controls Definitions –
Work with Department
Form – Add State
The following section defines the entities and controls presented on the Work with
Department form when the form is presented in the Add state.
Control
Definition
Security Constraints The user must have permission ______________ to access this form.
If the user does not have appropriate permission to access the function, the following message is presented:
Access not permitted. This function is not authorized to the current User ID. Please see your security
Department Configuration (___-101)
Locking & Session Management
The Department being created is Locked and not accessible by any other user until it is updated.
Instruction Text Output – The following instruction text is presented on the form:
“To create a new Department, type a Department Description and Code and click Update.”
Input/output controls The following descriptions define the input/output controls and controls used to define a Department.
Organization Description / ID Output - Used to identify the Organization which the user is working.
Department Description The user types the text used as the description of the Department being configured. This text will appear on reports and in the drop down list to select a Department when a Housekeeping/Maintenance Work Order is created.
Required Yes
I/O Input/Output
Default Value Blank
Type String
Validation/ Constraints
First character cannot be a space, 2 string character minimum, and 50-string
character maximum.
This value must be unique for the Organization for which it is associated to. This control is mandatory. If this control is blank when the user selects the Update button, the Description control will be highlighted and the following message will be presented in the message area:
Entry required in Description control. Type data or select the Abandon button to exit this form.
If this control contains an invalid character when the user selects the Update button, the Description control will be highlighted and the following message will be presented in the message area:
Invalid Data typed. Re-type data or select the Abandon button to exit this form.
If this control contains a value that is NOT unique for the Organization it is associated to, the control will be highlighted and the following message will be presented in the message area:
This Department already exists. Re-type data or select the Abandon button to exit this form.
Department Code The user types the text used as the standard abbreviation for the Department being configured. This text will appear on reports and on-line forms where the area is not sufficient to present the full description.
Required Yes
I/O Input/Output
Default Value Blank
Type String
Validation/ Constraints
First character cannot be a space, 2 string character minimum, and 6-string character maximum.
Department Configuration (___-101)
Organization for which it is associated to. This control is mandatory. If this control is blank when the user selects the Update button, the Code control will be highlighted and the following message will be presented in the message area:
Entry required in Code control. Type data or select the Abandon button to exit this form.
If this control contains an invalid character when the user selects the Update button, the Description control will be highlighted and the following message will be presented in the message area:
Invalid Data typed. Re-type data or select the Abandon button to exit this form.
If this control contains a value that is NOT unique for the Organization it is associated to, the control will be highlighted and the following message will be presented in the message area:
This Code already exists. Re-type data or select the Abandon button to exit this form.
Assign Housekeeping & Maintenance Work Orders
This check box provides the capability to indicate if the Department being configured can be selected as a Department to route Housekeeping & Maintenance Work Orders. When a Work Order is created the user will have the ability to assign the Work Order to one or more departments. If this check box is selected, the corresponding Department will be presented as a valid Department for Work Order routing. If this check box is NOT selected the corresponding Department will NOT be presented as a valid Department for Work Order routing.
Required No
I/O Check Box
Default Value Unchecked
Type Boolean
Validation/ Constraints
N/A
Action Controls The following Action Controls are available to the user on the Department Selection List.
Update The user selects this control to complete the addition of a new Department. When this control is selected, all
validations are processed. If the validations pass, updates to the database are processed and the Department Selection list is presented. The new Department is presented in the selection list.
If the validations do not pass, the Work with Department form remains, and appropriate messages are presented in the message area. Refer to the Control Definition
Validation/Constrains for rules and messages.
Abandon The user selects this control to exit the Department Add function. If this control is selected, no updates or validations are processed and the user is returned to the Department Selection list.
Department Configuration (___-101)
Controls Definitions –
Work with Department
Form – Change State
The following section defines the entities and controls presented on the Work with
Department form when the form is presented in the
Change
state.
Control
Definition
Security Constraints The user must have permission ______________ to access this form.
If the user does not have appropriate permission to access the function, the following message is presented:
Access not permitted. This function is not authorized to the current User ID. Please see your security
administrator. Locking & Session
Management
If the Department is not presently locked by another user, the Work with Department form is presented and a lock is placed on the Department.
If the Department selected for change is presently locked by another user, the Work with Department Form is presented in view only mode where no changes can be made, and the following message is presented:
This Department is being modified by (user name)/(user ID). Changes are not permitted.
Where (user name) = the name of the user presently accessing the entity, and (user ID) = the user ID of the user presently accessing the entity.
Instruction Text Output – The following instruction text is presented on the form:
“To change this Department, type a new Department Description and/or Code, if applicable select the Assign option and click Update.”
Input/output controls The following descriptions define the input/output controls and controls used to define a Department.
Organization ID Output - Used to identify the Organization which the user is working.
Department Description The user types the text used as the description of the Department being configured. This text will appear on reports and in the drop down list to select a Department when a Housekeeping/Maintenance Work Order is created.
Required Yes
I/O Input/Output
Default Value The existing Description of the Department.
Type String
Validation/ Constraints
First character cannot be a space, 2 string character minimum, and 50-string
character maximum.
This value must be unique for the Organization for which it is associated to. This control is mandatory. If this control is blank when the user selects the Update button, the Description control will be highlighted and the following message will be presented in the message area:
Department Configuration (___-101)
the Abandon button to exit this form.
If this control contains an invalid character when the user selects the Update button, the Description control will be highlighted and the following message will be presented in the message area:
Invalid Data typed. Re-type data or select the Abandon button to exit this form.
If this control contains a value that is NOT unique for the Organization it is associated to, the control will be highlighted and the following message will be presented in the message area:
This Department already exists. Re-type data or select the Abandon button to exit this form.
Department Code The user types the text used as the standard abbreviation for the Department being configured. This text will appear on reports and on-line forms where the area is not sufficient to present the full description.
Required Yes
I/O Input/Output
Default Value The existing Description of the Department
Type String
Validation/ Constraints
First character cannot be a space, 2 string character minimum, and 6-string character maximum.
This value must be unique for the Organization for which it is associated to. This control is mandatory. If this control is blank when the user selects the Update button, the Code control will be highlighted and the following message will be presented in the message area:
Entry required in Code control. Type data or select the Abandon button to exit this form.
If this control contains an invalid character when the user selects the Update button, the Description control will be highlighted and the following message will be presented in the message area:
Invalid Data typed. Re-type data or select the Abandon button to exit this form.
If this control contains a value that is NOT unique for the Organization it is associated to, the control will be highlighted and the following message will be presented in the message area:
This Department Code already exists. Re-type data or select the Abandon button to exit this form.
Department Configuration (___-101)
Assign Housekeeping & Maintenance Work Orders
This check box provides the capability to indicate if the Department being configured can be selected as a Department to rout Housekeeping & Maintenance Work Orders. When a Work Order is created the user will have the ability to assign the Work Order to one or more departments. If this check box is selected, the corresponding Department will be presented as a valid Department for Work Order routing. If this check box is NOT selected the corresponding Department will NOT be presented as a valid Department for Work Order routing.
Required No
I/O Check Box
Default Value The existing state of the Assign
Housekeeping Maintenance Work Orders option.
Type Boolean
Validation/ Constraints
N/A
Action Cotrols The following Action Controls are available to the user on the Department Selection List.
Update The user selects this control to complete the change to an existing Department. When this control is selected, all validations are processed. If the validations pass, updates to the database are processed and the Department Selection list is presented. The changed Department is presented in the selection list. If the validations do not pass, appropriate messages are presented in the message area. Refer to the Control Definition Validation/Constrains for rules and messages.
Update The user selects this control to complete the change to an existing Department. When this control is selected, all validations are processed. If the validations pass, updates to the database are processed and the Department Selection list is presented. The changed Department is presented in the selection list.
If the validations do not pass, the Work with Department form remains, and appropriate messages are presented in the message area. Refer to the Control Definition
Validation/Constrains for rules and messages.
Delete The user selects this control to delete the Department. When this control is selected, the deletion confirmation message is presented and the user has the opportunity to confirm or abandon the delete action.
If the deletion is confirmed, a status in the Department is set to deleted, the Department is not actually removed from the database.
Abandon The user selects this control to exit the Department Add function. If this control is selected, no updates or validations are processed and the user is returned to the Department Selection list.
Department Configuration (___-101)
More to come on the following… Skip this section and Refer to the next section.
Controls Definitions –
Auto-Contact
Information List
Auto-Contact Information List Table
The following descriptions define the columns presented in the Auto-Contact Information List Table.
This feature provides the capability to identify automatic routing rules to external system for Housekeeping & Maintenance Work Orders that are sent to a department. External Targets include:
• Pager Numbers
• Email Addresses
• Internet Addresses
• Phone Extensions
It is possible for more than one of each of these targets to be defined for a single target.
Contact Name Column
Contact Type Values:
• Pager
• Internet
• Phone
Number/Address Days of Week
Contact Name Column
Action Buttons The following Action Button are available to the user on the Auto-Contact Information List
Add Button
The user selects clicks on this button to add a new Auto-Contact. When this button is pressed the user is presented with the Work with Auto-Contact form in the “add” state.
Exit? If
Message Area The message area of the form will be utilized to present informational and action messages.
Property Location Configuration (___-101)
Section 4: Property Location Configuration (___-101)
Introduction
In order to identify physical areas within a property for which a user may need to
submit a H/M Work Order, a client can configure Property Locations. When a
H/M Work Order is created, it must be assigned to at least one Property Location
or to a Guest Room.
Examples include: lobby, front desk, hall way, pool area, pool, maids closet,
vending area, laundry room
Attributes
A Property Location is defined by the following attributes:
Attributes: Property Location
Attribute Type
Property Location ID
Property Location Code String, 6 characters
Property Location Description String, 50 characters
Status Configuration status flag.
Values: Active, Inactive, Deleted
User Interface Overview
Three primary user interface forms are required to support the functionality to
configure a Property Location.
(4)
Property Location Selection List
The Property Location Selection List provides a table like display of
all Property Locations presently configured and associated to the
Organization for which the user has context. Each row of the table
contains one Property Location and it’s associated information. The
Property Locations are sorted in alphabetical order by Property
Location description.
(5)
Work with Property Location Form
The Work with Property Location Form provides a view of a single
Property Location. The form is presented when:
a. the action to create a new Property Location is initiated
b. the action to change an existing Property Location is initiated
c. the action to delete an existing Property Location is initiated
(6)
Confirm Property Location Deletion
The Confirm Property Location Deletion form provides the user the
opportunity to confirm the deletion action for one or more Property
Locations.
Form 1 - Property Location Selection List
The Property Location Selection List is comprised of the following data entities
and controls:
Property Location Configuration (___-101)
User Entered/Updated Data
The user is not provided the capability to enter any data on this form.
Depending on the user’s security configuration, the user may be able to select
an Organization from the Organization Description / ID drop down list. This
capability will be provided if the user has permission to configure Property
Locations in more than one Organization.
System Supplied Data
Instruction Text
Organization Description / ID
Property Location Description
Property Location Code
Message Area
Scrolling Information
Action Controls
Add
Change
Usage States
There is only one usage state for the Property Location Selection List.
Form 2 - Work with Property Location Form
The Work with Property Location Form is comprised of the following data entities
and controls:
User Entered/Updated Data Entities
Property Location Name (If changing an existing Property Location, the
system will automatically insert the Property Location Name in this control.)
Property Location Code (If changing an existing Property Location, the
system will automatically insert the Property Location Code in this control.)
System Supplied Data Entities
Organization ID
See notes above.
Action Controls
Update
Abandon
Delete
Usage States
The Work with Property Location form may be presented in one of two
different usage states:
•
Add New (Add State)
•
Change Existing Property Location (Change State)
Property Location Configuration (___-101)
same business logic, but in some instances have different business logic
because of the action related to the usage state. This document defines the
business rules associated with each usage situation.
Form 3 - Confirm Property Location Deletion Form
The Confirm Property Location Deletion Form is comprised of the following data
entities and controls:
User Entered/Updated Data Entities
This is an output form, no data is required from the user.
System Supplied Data Entities
A list of the Property Locations selected for deletion.
Action Controls
Confirm/Proceed
Abandon
Usage States
There is only one usage state for the Deletion Confirmation form.
Controls Definitions –
Property Location
Selection List
The following section defines the entities and controls presented on the Property
Location Selection List.
Control
Definition
Security Constraints The user must have permission ______________ to access this form.
If the user does not have appropriate permission to access the function, the following message is presented:
Access not permitted. This function is not authorized to the current User ID. Please see your security
administrator. Locking & Session
Management
The Property Location being created is Locked and not accessible by any other user until it is updated.
Instruction Text Output – The following instruction text is presented on the form:
“Select a Property Location and then click an action, or click the New button to add a Property Location.”
Organization Description / ID Output or Selection List depending on the users
configuration. Used to identify the Organization which the user is working.
The default value for this control is …
If the user is only associated to one Organization, this control is only an output control. The Organization that the user is associated to is presented in this control.
If the user is associated to more than one Organization, and has Property Location configuration permission in more than one of these Organizations, all Organizations that the user has Property Location configuration permission in are presented in this control as a drop-down selection list. The user must select one and only one Organization.
Property Location Configuration (___-101)
Property Location Table The following descriptions define the columns presented in the Property Location Selection List Table.
To display the Work with Property Location form for a specific Property Location, the user clicks on the corresponding Property Location Description.
Property Location Description Column
Output/Link - The user-defined description for the Property Location.
This control contains the description for any existing Property Locations configured in the system and associated to the Organization selected/indicated in the Organization Description / ID control.
The Property Location Description is presented as a hyper-link. The user can display the Work with Property Location form in the “change” state by clicking on the Property Location Description. The user can select only one Property Location at a time from the list. From the Work with Property Location form the user has the options to change a Property Location or delete a Property Location.
If more than one Property Location is presented on the Property Location Selection List, the list is sorted in alphanumeric ascending order from the top most row in the list based on the value in the Property Location Description control.
Property Location Code Output – The user defined short description for the Property Location.
This control contains the Property Location code
corresponding to the Property Location Description presented in the Property Location Description column.
The Property Location Description is presented as standard text. The user may not interact with this column.
Scrolling Information If more rows of data are available to be presented than can fit on the display, scrolling indicators will be presented to the user so that the list can be advanced to see more rows. Action Buttons The following Action Button are available to the user on the
Property Location Selection List.
Add Button
The user selects clicks on this button to add a new Property Location. When this button is pressed the user is presented with the Work with Property Location form in the “add” state.
Exit? If
Message Area The message area of the form will be utilized to present informational and action messages.
Controls Definitions –
Work with Property
Location Form – Add
State
The following section defines the entities and controls presented on the Work with
Property Location form when the form is presented in the Add state.
Control
Definition
Property Location Configuration (___-101)
this form.
If the user does not have appropriate permission to access the function, the following message is presented:
Access not permitted. This function is not authorized to the current User ID. Please see your security
administrator. Locking & Session
Management
Instruction Text Output – The following instruction text is presented on the form:
“To create a new Property Location, type a Property Location Description and Code and click Update.”
Input/output controls The following descriptions define the input/output controls and controls used to define a Property Location.
Organization Description / ID Output - Used to identify the Organization for which the user has context.
Property Location Description The user types the text used as the description of the Property Location being configured. This text will appear on reports and in the drop down list to select a Property Location when a Housekeeping/Maintenance Work Order is created.
Required Yes
I/O Input/Output
Default Value Blank
Type String
Validation/ Constraints
First character cannot be a space, 2 string character minimum, and 50-string
character maximum.
This value must be unique for the
Organization that the user has context for. This control is mandatory. If this control is blank when the user selects the Update button, the Description control will be highlighted and the following message will be presented in the message area:
Entry required in Description control. Type data or select the Abandon button to exit this form.
If this control contains an invalid character when the user selects the Update button, the Description control will be highlighted and the following message will be presented in the message area:
Invalid Data typed. Re-type data or select the Abandon button to exit this form.
If this control contains a value that is NOT unique for the Organization it is associated to, the control will be highlighted and the following message will be presented in the message area:
This Property Location already exists. Re-type data or select the Abandon button to exit this form.
Property Location Code The user types the text used as the standard abbreviation for the Property Location being configured. This text will appear on reports and on-line forms where the area is not sufficient to present the full description.
Required Yes
I/O Input/Output
Property Location Configuration (___-101)
Type String
Validation/ Constraints
First character cannot be a space, 2 string character minimum, and 6-string character maximum.
This value must be unique for the Organization for which it is associated to. This control is mandatory. If this control is blank when the user selects the Update button, the Code control will be highlighted and the following message will be presented in the message area:
Entry required in Code control. Type data or select the Abandon button to exit this form.
If this control contains an invalid character when the user selects the Update button, the Description control will be highlighted and the following message will be presented in the message area:
Invalid Data typed. Re-type data or select the Abandon button to exit this form.
If this control contains a value that is NOT unique for the Organization it is associated to, the control will be highlighted and the following message will be presented in the message area:
This Code already exists. Re-type data or select the Abandon button to exit this form.
Assign Housekeeping & Maintenance Work Orders
This check box provides the capability to indicate if the Property Location being configured can be selected as a Property Location to rout Housekeeping & Maintenance Work Orders. When a Work Order is created the user will have the ability to assign the Work Order to one or more Property Locations. If this check box is selected, the corresponding Property Location will be presented as a valid Property Location for Work Order routing. If this check box is NOT selected the corresponding Property Location will NOT be presented as a valid Property Location for Work Order routing.
Required No
I/O Check Box
Default Value Unchecked
Type Boolean
Validation/ Constraints
N/A
Action Buttons The following Action Button are available to the user on the Property Location Selection List.
Update Button
The user selects this control to add the new Property Location. When this control is pressed all form edits are processed, if all edits pass the new Property Location is added and the Property Location Selection List is presented refreshed with the new Property Location.
Abandon Button
Property Location Configuration (___-101)
Controls Definitions –
Work with Property
Location Form –
Change State
The following section defines the entities and controls presented on the Work with
Property Location form when the form is presented in the
Change
state.
Control
Definition
Security Constraints The user must have permission ______________ to access this form.
If the user does not have appropriate permission to access the function, the following message is presented:
Access not permitted. This function is not authorized to the current User ID. Please see your security
administrator. Locking & Session
Management
If the Property Location is not presently locked by another user, the Work with Property Location form is presented and a lock is placed on the Property Location.
If the Property Location selected for change is presently locked by another user, the Work with Property Location Form is presented in view only mode where no changes can be made, and the following message is presented:
This Property Location is being modified by (user name)/(user ID). Changes are not permitted. Where (user name) = the name of the user presently accessing the entity, and (user ID) = the user ID of the user presently accessing the entity.
Instruction Text Output – The following instruction text is presented on the form:
“To change this Property Location, type a new Property Location Description and/or Code, select the Assign option and click Update.”
Input/output controls The following descriptions define the input/output controls and controls used to define a Property Location.
Organization ID Output - Used to identify the Organization for which the user has context.
Property Location Description The user types the text used as the description of the Property Location being configured. This text will appear on reports and in the drop down list to select a Property Location when a Housekeeping/Maintenance Work Order is created.
Required Yes
I/O Input/Output
Default Value The existing Description of the Property Location.
Type String
Validation/ Constraints
First character cannot be a space, 2 string character minimum, and 50-string
character maximum.
This value must be unique for the Organization for which it is associated to. This control is mandatory. If this control is blank when the user selects the Update button, the Description control will be highlighted and the following message will be presented in the message area:
Property Location Configuration (___-101)
the Abandon button to exit this form.
If this control contains an invalid character when the user selects the Update button, the Description control will be highlighted and the following message will be presented in the message area:
Invalid Data typed. Re-type data or select the Abandon button to exit this form.
If this control contains a value that is NOT unique for the Organization it is associated to, the control will be highlighted and the following message will be presented in the message area:
This Property Location already exists. Re-type data or select the Abandon button to exit this form.
Property Location Code The user types the text used as the standard abbreviation for the Property Location being configured. This text will appear on reports and on-line forms where the area is not sufficient to present the full description.
Required Yes
I/O Input/Output
Default Value The existing Description of the Property Location
Type String
Validation/ Constraints
First character cannot be a space, 2 string character minimum, and 6-string character maximum.
This value must be unique for the Organization for which it is associated to. This control is mandatory. If this control is blank when the user selects the Update button, the Code control will be highlighted and the following message will be presented in the message area:
Entry required in Code control. Type data or select the Abandon button to exit this form.
If this control contains an invalid character when the user selects the Update button, the Description control will be highlighted and the following message will be presented in the message area:
Invalid Data typed. Re-type data or select the Abandon button to exit this form.
If this control contains a value that is NOT unique for the Organization it is associated to, the control will be highlighted and the following message will be presented in the message area:
This Property Location Code already exists. Re-type data or select the Abandon button to exit this form.
Property Location Configuration (___-101)
Assign Housekeeping & Maintenance Work Orders
This check box provides the capability to indicate if the Property Location being configured can be selected as a Property Location to rout Housekeeping & Maintenance Work Orders. When a Work Order is created the user will have the ability to assign the Work Order to one or more Property Locations.
If this check box is selected, the corresponding Property Location will be presented as a valid Property Location for Work Order routing. If this check box is NOT selected the corresponding Property Location will NOT be presented as a valid Property Location for Work Order routing.
Required No
I/O Check Box
Default Value The existing state of the Assign
Housekeeping Maintenance Work Orders option.
Type Boolean
Validation/ Constraints
N/A
Action Buttons The following Action Buttons are available to the user on the Property Location Selection List.
Update The user selects this control to submit the changes to the Property Location being worked with. When this control is pressed all form validations and edits are processed. If all validations and edits pass, the changes to the Property Location are updated and the Property Location Selection List is presented refreshed with the updates to the Property Location.
Delete Button
Abandon Button
Work Order Severity Rating (___-101)
Section 5: Work Order Severity Rating (___-101)
Introduction
Severity Ratings are used to indicate the urgency and/or importance of a Work
Order.
In the initial implementation of Housekeeping & Maintenance Work Orders,
Acme will provide a pre-configured set of Severity Ratings. In a future release of
the PMS, clients will be provided the capability to create their own Severity
Ratings.
The following Severity Ratings will be provided and supported in the initial
release:
•
Guest Waiting
•
Safety Hazard
•
Critical
•
Medium
•
Low
•
Warranty Compliance Issue
•
Insurance Compliance Issue
Severity Ratings are used for:
•
Generating Reports
•
Sorting Housekeeping/Maintenance Work Orders
•
Activating automated alerts in the PMS and Management console.
Note: An internal type should be associated to the Severity Ratings. It is this
internal type that will be utilized to facilitate some of the reporting and automated
alerts produced, not the user configurable Severity Rating. This is necessary,
because in a future release the client will have the ability to configure the
Descriptions for their own Severity Ratings. The client will need the ability to
associate a standard Internal Type defined by Acme so that the system can report
and provide alerts regarding the client defined Severity Rating descriptions. The
internal types provided in the initial release are:
•
Guest Waiting
•
Safety Hazard
•
Critical
•
Medium
•
Low
•
Warranty Compliance Issue
•
Insurance Compliance Issue
Work Order Severity Rating (___-101)
Attributes: Work Order Severity Rating
Attribute Type
Work Order Severity Rating ID
Work Order Severity Rating Code String, 6 characters Work Order Severity Rating
Description
String, 50 characters
Status Configuration status flag.
Values: Active, Inactive, Deleted
User Interface
Overview
In this initial iteration of Housekeeping/Maintenance Work Orders, a user interface is
not required to support the configuration or maintenance of Severity Ratings. In this
initial release all Severity Ratings are pre-configured and supported by Acme.
Severity Rating
Internal Type
Definitions
The following section defines the actions and alerts associated with the Severity
Ratings Internal Types supplied in the initial release of Housekeeping &
Maintenance Work Orders.
Internal
Type
Definition
Guest Waiting This type is used to indicate an urgent matter where a guest is waiting for resolution.
Safety Hazard This type is used to indicate an condition where guest or employee safety is at risk.
Critical High priority Work Order. A client will decide the response appropriate to this type.
Medium A medium priority Work Order. A client will decide the response appropriate to this type.
Low A low priority Work Order. A client will decide the response appropriate to this type.
Warranty Compliance Issue An issue that must be resolved in order to comply with a warranty. Generally a recurring maintenance Work Order.
Insurance Compliance Issue An issue that must be resolved in order to comply with an insurance requirement. Generally a recurring maintenance Work Order. Example: check exit sign lighting
Configure Standard Housekeeping/Maintenance Work Order Template (___-102)
Section 6: Configure Standard Housekeeping/Maintenance Work
Order Template (___-102)
Introduction
Housekeeping/Maintenance Work Order Templates are used to represent regularly
used Work Orders and events so that the user does not have to retype standard
Work Orders. Examples include:
•
Guest Work Orders towels
•
Lavatory overflow
•
Replace light bulb
•
Air conditioner not cooling
•
Guest Work Orders iron & ironing board
•
Wet floor
The client configures Work Order templates. Work Order templates may be very
specific to the amenities and services offered at a property.
Once configured a user who has permission to create a
Housekeeping/Maintenance Work Order will have the ability to select from a list
of templates.
Work Order Templates must be associated to at least one Department. The
association between the Work Order Template and Department facilitates the
ability of the system to present to a user only those Work Order Templates that
they may require (because the user is associated to one or more departments. The
user only sees the Work Order Templates associated to the same Departments the
user is associated to.)
Attributes
A H/M Work Order Template is defined by the following attributes:
Attributes: H/M Work Order Template
Attribute Type
H/M Work Order Template ID
H/M Work Order Template Code String, 6 characters H/M Work Order Template
Description
String, 50 characters
Status Configuration status flag.
Values: Active, Inactive, Deleted
