Below is a list of terms found throughout MaintenanceDirect and their definitions.
Areas: A predefined list of area types that can be used to help organize your work orders, such as Restroom or Conference Room. An area allows users to be more specific in the “where” of their work request.
Budget: These may include budgets within your organization as well as arbitrary budget codes for tracking work expenses. These can be associated with work orders, purchase transactions, issue transactions, equipment usage transactions, and locations.
Buildings: If you have multiple free-standing structures on a campus, this field can help further define the “where” of the work request. *Example: Dude Hall, Smith Performing Arts Center, East Wing
Classifications: This field allows you to categorize equipment. You can create a parent-child relationship by using classifications (parent) and types (child). *Example: HVAC, Lawn Equipment
Crafts: A predefined list of the type of work that is being requested or completed. This field gives you the ability to track and report on the general types of work your maintenance department is performing.
Custom Category: This field allows you to create a custom field on the work request form. You are able to edit the field name as well as what displays in the associated drop-down menu.
Equipment: Any piece of equipment that work should be tracked against can be entered into MaintenanceDirect. You can associate equipment with a work order and report on costs and labor against the piece of equipment.
Labor Types: This option allows you to add a description and a multiplier for different types of labor that can be associated with a labor transaction on a work order. *Example: Overtime (1.5x), Double Time (2x)
Locations: Typically campuses in your district. If you manage a single campus, Location can be used for different places on that campus. *Example: Dude High School, West Campus, English Building (for an account with a single campus)
Manufacturers: A person or company that makes goods. These can be associated with Equipment in MaintenanceDirect.
Purpose: This field helps you describe why the work is being done and can help to refine reporting. *Example: Vandalism, Preventative Maintenance
Projects: This field allows you to group work orders together that are all associated with one specific task or objective. *Example: Playground Renovation, Classroom Floor Refinishing
Suppliers: A person or company you purchase goods from. These can be associated with purchase transactions and equipment in MaintenanceDirect.
Types: This field allows you to categorize equipment. You can create a parent-child relationship by using classifications (parent) and types (child). *Example: Boiler, Air Handling Unit, Lawn Mower
Users: Seven user roles exist in MaintenanceDirect.
Administrator: This role has access to the entire system, including the Account Setup page. They see all work orders in the “Work Orders by Status” section on the Home Page.
Clerk: This role is a data entry role. They have access to all work orders, but see a shortened form and have keyboard shortcuts to navigate the work order that can be used in Internet Explorer. They can assign new requests, edit and close work orders, and view some reports.
Requester: This role is for users who only need to submit work requests. They will access the request page through MySchoolBuilding and can view work orders they have entered. An Administrator can manually add a Requester to MaintenanceDirect or a requester can self-register if they know the organization's account number and submittal password.
Site Administrator: This role’s main function is to approve work orders routed to them. They can view all work order requests at their assigned location(s) and enter new requests for their assigned location(s).
Supervisor I: This role has access to the entire system, except the Account Setup page. They see work orders assigned to themselves or to users that report to them in the “Work Orders by Status” section on the Home Page. They can view any work order in the system by using the search feature and can view all reports.
Supervisor II: This role has access to all work orders for their assigned craft(s) and location(s). They see work orders that fall under their assigned craft(s) and location(s) as well as work orders assigned to their direct reports in the “Work Orders by Status” section on the Home Page. They can run limited reports and use the Advanced Search feature to search work orders that fall under their assigned craft(s) and location(s).
Technician: This role has easy access to their assigned work orders from their home page. They can view any work order in the system by using the search feature, but they have limited editing capabilities on the work order.