Implementation tips for maintenance and service work

Construction firms such as electrical, mechanical, and plumbing contractors often have a division that does service work in addition to new construction. The service division usually conducts business based on Work Orders (WO) which are not tied to any project. Each work order contains fields for the customer, scope of work, and lists the employees and crews that have been assigned to it.

The instructions provided below illustrate how to track service and maintenance work for firms that have 100 or fewer customers in a calendar year. This is often the case for service contractors that target the commercial and industrial sector.

Firms that provide services to residential customers will not use the process below since they often have hundreds if not thousands of new customers in a calendar year and creating a project for each new customer would be too cumbersome.

Project structure to track service work

The examples provided below illustrate the implementation method to track service or maintenance work for three unique customers.

Feature Option A

Multiple Service Contracts Per Project

 Option B

One Service Contract Per Project

 Comments
Project Directory Make sure your company, customers, and subs/suppliers are in the Project Directory.
Project / Prime Contract
  • Project # 2018-SW
    • Prime Contract # 001 : Starbucks Maintenance Work
    • Prime Contract # 002 : Walmart Maintenance Work
    • Prime Contract # 003 : Target Maintenance Work
  • Project # 2018-SW-SB
    • Prime Contract # 001 : Starbucks Maintenance Work
  • Project # 2018-SW-TG
    • Prime Contract # 001 : Target Maintenance Work
  • Project # 2018-SW-WM
    • Prime Contract # 001 : Walmart Maintenance Work
 2018-SW represents the year of maintenance related services. For Option B, creating a new project for each year may not be necessary (i.e. New Project # SW-Starbucks).

Important: Each prime contract should be of type 'Cost Plus Without GMP' which provides the option to invoice work orders.
Job Cost Codes
  1. Electrical
  2. Mechanical
  3. Plumbing
  4. Equipment Service
  5. Glass Replacement
  6. Roof Repair
  7. Drywall Repair
  8. Painting
  1. Electrical
  2. Mechanical
  3. Plumbing
  4. Equipment Service
  5. Glass Replacement
  6. Roof Repair
  7. Drywall Repair
  8. Painting
 Project job cost codes should be created for types of service work. For either implementation option, they would be the same structure.
Work Orders (WO) SB-001 : Starbucks Service Ticket 1

SB-002 : Starbucks Service Ticket 2

TG-001 : Target Service Ticket 1

TG-002 : Target Service Ticket 2

 001 : Service Ticket 1

002 : Service Ticket 2

003 : Service Ticket 3

 Work Orders can be used to document the service ticket. Since option A is for multiple customers, be sure to reference the prime contract number in the work order's reference tab. In addition, the work order number could be coded as shown to quickly identify the customer. Option B does not require this formatting since each customer will have their own maintenance project.
Prime Contract Invoices SB-001 : Starbucks Invoice 1

SB-002 : Starbucks Invoice 2

TG-001 : Target Invoice 1

TG-002 : Target Invoice 2

 001 : Invoice 1

002 : Invoice 2

 For cost plus contracts, work orders can be imported into the prime contract invoice. Thus, an invoice can be created for a single service ticket (i.e. work order) or multiple.

Facilities maintenance contracts

Facility maintenance scenarios

The use case for facilities maintenance contracts describes six scenarios where Sage Construction Management solutions are applied in the UK for the following services:

  • Planned work: Fixed price contracts with well-defined scope

  • Unplanned work: Undetermined or approximate budgets

  • Call-out services for void refurbishment work: Emergency, 24/7 or special small assignments

  • Planned Maintenance Program​: Scheduled or recurring maintenance work ​

 

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