Glossary of Terms

Asset – A trackable asset within your facility.  In most cases, this would reflect equipment in your facility. An asset can be tied to a work order or become a component in your FCI.

Asset Conditions – By default the system comes with a standard set of conditions (excellent, good, fair, poor, inoperable, unknown).  These are used to track the physical condition of your asset. However, we realize yu may want to track it differently for your business; this setting allows you to define new condition types to represent your needs.

Asset Manufacturers – Every asset may be assigned a manufacturer; the system has a shared list of manufacturers that all assets can be associated with.  This list can be customized and append as needed.

Asset Types - Facilitize groups assets into generic categories, for example, A/C unit, backflow device, duct heater.  Every asset is associated with an asset type; an asset type defines the expected lifespan of all associated assets.  Also, preventative maintenance procedures can be established for an asset type, which all associated assets will inherit.  

Base Date - A base date is tied to a preventative maintenance procedure, it is typically set to the last annual maintenance that was completed or the date the equipment was installed.  All future annual, semi-annual, quarterly, and monthly maintenance frequencies are determined off of this base date. Using the base date gives you the simplicity of coordinating all of your different maintenance frequency needs.

Building System -  Facilities can be broken up into multiple large system groups. We have adopted the industry standard Uniformat II to represent and categorize these systems.  The systems are leveraged in a facility replacement model and will allow you to manage your capital renewal plan at a high level without the need of creating individual assets for granular visibility.  

Deficiency- A deficiency is an issue with your facility or asset that should be repaired or replaced.  Within Facilitize there are three different kinds of deficiencies:

  1. Replacement Model Generated- Occur when a building system is beyond its useful life and requires replacement.
  2. Asset Generated- Asset beyond useful life.
  3. Inspection Generated- This is what shows up under the deficiencies tab.  These are issues that have been identified with an assessment or an inspection. These issues could include water damage, code violations, ADA compliance issues, or anything that should be repaired or replaced.

Deficiency Categories - Every deficiency is associated with one deficiency category type. This is a customizable list that helps group your deficiencies.  By default, the following category types are prepopulated in the system: ADA accessibility, air/water quality, appearance, building integrity, code compliance, critical repair, deferred maintenance, energy/water efficiency, functionality, hazardous conditions, life safety, renovation/renewal.

Deficiency Priorities - Every deficiency is associated with one deficiency priority type. This is a customizable list that helps categorize your deficiencies.  By default, the priority types are priority 1-6.

Deficiency Problem Type – Every deficiency is associated with one deficiency problem type. This is a customizable list that helps categorize your deficiencies.  By default, the following problem types are prepopulated in the system: abandoned, beyond expected life, beyond useful life, damaged, failing, inadequate, incorrect, missing.

Facility Ownership Type - This can be used to track whether your facility is owned, triple net leased, gross leased or any other ownership scenario. Each Facility is assigned an ownership type.  This setting allows you to establish various ownership types that represent your current business.

FCI - Facility Condition Index - This is a key performance indicator (KPI) that is the ratio between your deficiencies and the replacement cost. The FCI measures the “constructed asset’s condition at a specific point in time” (US Federal Real Property Council, 2008). By measuring your companies FCI you can view your facility’s condition as a number value.

Project – Facilitize allows you to represent multiple work orders as a project.  In future releases, we will expand this to support additional project management features.

Soft Cost Type - A soft cost type is a cost that includes allowances for pre- and post-construction expenses that are not considered direct construction costs (i.e., A&E fees, PM fees, etc...)

In Facilitize, the soft cost types are actual cost, capital, customer paid, facility replacement, and OM.

Vendor (Service) – A service vendor provides service and/or performs work.  This type of vendor will be populated in the work order services dropdown.

Vendor (Material) - A materials vendor is where materials are purchased from.  This type of vendor will be populated in the work order parts and materials dropdown.

Work Order Category – Every work order is associated with one work order category. This is a customizable list that helps group your work orders.  By default, there are a number of work order categories prepopulated in the system such as administration, bulk maintenance, capital services.

Work Order Labor Division – A work order may be assigned a labor division.  This allows you to group similar a trades work together, for example, all HVAC or all electrical.  Labor divisions also have a default labor rate that may be used for time and materials calculations.  Labor divisions are additionally represented on the maintenance dashboards for quick searching and lookup of work orders within each division.   

Work Order Priority - Every work order is associated with one work order type. This is a customizable list that helps categorize your work orders.  By default, the following work order types are prepopulated in the system: preventative maintenance, projects, reactive maintenance, scheduled maintenance.

Work Order Status – Over the lifespan of a work order, it will transition between various statuses. For example, a work order when initially created may be set to the “new” status, once it is assigned it can be set to the “in progress” status, when you are waiting on parts it can be set to the “on hold” status.  We recognize that every business has a different workflow and process.  The available work order statuses and the transitions between them may be customized to meet your operational needs.

Work Order Type – Every work order is associated with one work order type.  This is typically used to differentiate between preventative maintenance and reactive maintenance, but work order types are customizable, allowing you to configure this to meet your operational needs.

 

 

 

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