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 | Ensure your company, customers, and subcontractors/suppliers are included in the Project Directory. | ||
| Project / Prime Contract |
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2018-SW represents the year of maintenance services. For Option B, creating a new project for each year may not be necessary (for example, SW-Starbucks).
Each prime contract must be of type Cost Plus Without GMP to support invoicing work orders. |
| Job Cost Codes |
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Job cost codes must represent types of service work. The structure remains the same for both implementation options. |
| Work Orders (WO) |
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Work orders document service tickets. For Option A, include the prime contract reference and use naming conventions to identify the customer. Option B does not require this since each customer has its own project. |
| Prime Contract Invoices |
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For cost-plus contracts, work orders can be imported into invoices. You can create invoices for a single service ticket or multiple tickets. |
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:
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Planned work: Fixed price contracts with well-defined scope
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Unplanned work: Undetermined or approximate budgets
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Call-out services for void refurbishment work: Emergency, 24/7 or special small assignments
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Planned Maintenance Program: Scheduled or recurring maintenance work
Related information
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Facilities Maintenance Scenarios (PDF): Details on six scenarios.