COVER STORY THE IDEALCOMBINATION
The Access Group explains how the integration of Access Maintain and Trail can transform your business through improved efficiency and reduced costs.
The benefits of a CAFM system are well-established, with businesses recognising that reduced costs, increased efficiency, accountability and performance monitoring are amongst the main advantages when using technology to oversee facilities management and property maintenance. Access Maintain has been shown to help reduce maintenance costs by at least 10% through improving processes and it provides visibility by uploading compliance certificates so that they are instantly accessible via cloud software.
However, the functionality of Access Maintain can now be extended further by plugging in the UK’s number one hospitality task management checklist app, Access Trail. With this integration, managers can enable any employee to raise a maintenance call-out request, providing a more efficient way of completing daily checks and significantly speeding up the call-out process.
Access Trail guides teams through their working day and incorporates everything from opening checks to cashing up and service standards to compliance. It ensures that regular tasks are completed appropriately and consistently across sites, preventing checks and reminders being overlooked when the team is busy. For multiple site operators, it ensures that standards are maintained across the estate and any updates – such as a change to a cleaning routine or updated food storage instructions – can be implemented immediately.
By integrating Trail with Access Maintain, problems identified within the regular checks can be rectified more quickly by raising a call-out request when the maintenance issue is spotted. This means there are no delays and eliminates the need for notepads, emails or sticky notes to activate the repair, which also reduces the potential for making errors when issues are relayed from one person to another.
Reporting an Access Maintain call out
through Trail requires just a few simple steps: • Select ‘placing callout task’ in the list of available ad hoc tasks.
• Select ‘place a callout in Maintain’ button. • Select which unit the issue relates to and work through the straightforward call-out process. The request will go through the standard Access Maintain triage process to select the equipment or asset that requires attention.
• Select the response type and urgency as necessary. • If appropriate, select the preferred contractor from the pre-defined list of approved contractors.
• Add further details and upload images if available.
• Raise order and return to original task on Trail. • Order number and notes of the log made on Access Maintain are added to the checklist.
18 | TOMORROW’S FM
Contractor management, invoice payments, compliance support and reporting make Access Maintain an indispensable CAFM solution that answers the needs of a busy multiple operation in terms of efficiency, cost saving, safety and compliance. Access Trail protects your business and boosts team productivity with centrally managed tasks but integration with Access Maintain provides a powerful combination that enables everyone to raise call-out requests in real-time.
Discover how integration of Access Maintain and Trail can transform your business through improved efficiency and reduced costs by calling 0845 345 3300 or visiting the website.
www.theaccessgroup.com/property-maintenance
Example of using the Access Maintain and
Trail integration for faulty equipment • The Food Standards Agency recommends that fridge and freezer temperatures are checked and recorded at least once per day so this should be incorporated into the daily inspections on the Access Trail app.
• A team member completes their review and finds that the freezer temperature is too high
• They instantly raise a call out to rectify the problem via Access Maintain, choose an appropriate and approved contractor and start the repairs process.
• All information is stored digitally through Maintain and the details also noted on the Trail app so that the process has clear visibility.
• Everyone with access to the system can follow progress, see when repairs are completed, what the cost is and process invoice payments.
• Guarantees, certificates and all references are stored digitally for accountability and compliance checks.
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