Objective
This SOP outlines the steps to manually create and manage a maintenance schedule event in the MYBOS.
Key Steps
1. Accessing the Maintenance Schedule 0:00
-
Log in to the MYBOS platform.
-
Navigate to the maintenance schedule section.
-
Click on the 'New' button to create a new maintenance event.
2. Entering Event Information 0:11
-
Select the date of the event from the calendar.
-
Choose an end date or select 'Never expire' to keep the event active indefinitely.
-
Set the frequency of the maintenance task (from one time to 10 years).
-
Optionally, set email notifications for reminders (1 day, 1 week, 2 weeks, or 1 month before the task).
3. Specifying Asset Information 1:11
-
Choose the type of asset related to the maintenance task:
-
Asset and private lot combined (attach units, assets and contractors).
-
Private lot alone (attach only units and contractors).
-
Non-asset (tasks in common areas).
-
-
Attach specific assets relevant to the task (e.g., lifts, fire equipment).
4. Adding Job Information 3:34
-
Fill in the subject of the job (e.g., 'Weekly Trash Collection').
-
Provide a detailed description of the job (e.g., 'Collect general trash and clean trash bins to prevent odor and pests').
5. Attaching Photos and Documents 4:01
-
Drag and drop any relevant photos or documents.
6. Saving the Event 4:48
-
Click 'Save' to finalize the maintenance event.
7. Managing the Maintenance Schedule 5:05
-
Access the calendar to view the newly created event.
-
Click on the event to see details and manage the status (mark as completed or failed).
8. Uploading Invoices and Comments 5:55
-
After task completion, upload invoices by entering the invoice number and amount.
-
Select the contractor who performed the task.
-
Optionally, deduct from the building's budget if applicable.
-
Add any comments that will be included in the management report.
9. Finalizing Task Status 6:41
-
Once the contractor completes the task, update the status to 'Completed'.
Cautionary Notes
-
Ensure all information is accurate before saving the event to avoid confusion.
-
Double-check the frequency and notification settings to ensure timely maintenance.
Tips for Efficiency
-
Use templates for recurring tasks to save time on data entry.
-
Regularly review and update the maintenance schedule to keep it current.