Stakeholder Guide — Engineering & Maintenance
Audience: Non-technical engineering leadership (Chief Engineer, Engineering Supervisor, Technicians, Vendors)
Purpose: Plain-language view of faults, work orders, parts, and expert sign-off
Language: Plain English — no code, no database terms
1. What This Package Does for You
Today, faults may be reported by word of mouth, a sticky note, or a group chat, and work orders may live on paper or in a separate maintenance program that the front desk cannot see. This package gives every fault one record — from report to photo, to technician, to parts, to expert sign-off — so nothing is forgotten and every repair is provable.
2. What Changes Day-to-Day
| Today | With the platform |
|---|---|
| Fault reported by phone or WhatsApp; forgotten if no one follows up | Every fault is logged with a photo and a reference number; status is tracked to closure |
| Technician told verbally; no record of who did what | Work order assigned to a technician by skill and location; completion logged with parts used |
| Repair finished; no one signs off; no parts record | Expert (different from the technician) signs off; parts are deducted from the maintenance budget |
| No history of repairs on an asset (lift, chiller, pump) | Every work order stays attached to the asset; you can see its full repair history |
3. Features You Will Use
- Fault intake: Report a fault (HVAC, plumbing, lift, lighting, room amenity) with a photo. A work-order record is created.
- Work-order tracking: Each fault becomes a work order with a number, status, assigned technician, and priority.
- Technician dispatch: Work orders are matched to technicians by skill, location, and priority. The system suggests an order; the engineering lead confirms.
- Parts log: Technician records parts used; they are charged to the maintenance budget when the job closes.
- Expert sign-off: A qualified expert (not the person who did the work) must sign off before the job closes.
- Preventive maintenance: Recurring jobs (lift inspection, filter changes, fire-alarm tests) are scheduled automatically.
4. Who Does What
| Role | Responsibility |
|---|---|
| Front desk / guest | Reports a fault (with photo if possible) |
| Engineering supervisor | Reviews faults, assigns work orders, confirms dispatch |
| Technician | Completes work, logs parts, uploads completion photo |
| Maintenance expert | Signs off completed work (must be a different person from the technician) |
| Chief engineer | Sees all open and closed work orders, asset history, parts spend |
5. What You Keep
- Your maintenance program (for example, OpenMAINT or your CMMS) continues to own asset specifications and service history. Our platform sends work orders to it and brings the status back.
- Your vendors and technicians continue working as they do; the platform adds tracking and sign-off.
6. What You Must Confirm
- Your fault priorities (emergency, urgent, routine) and response-time promises
- Who the qualified experts are for sign-off (HVAC, electrical, lift, etc.)
- Your maintenance budget cost center
- Which phone or screen technicians will use to update jobs
7. What We Honestly Do Not Promise
- We do not dispatch technicians automatically without a human confirming.
- We do not promise a fix time; you set the service promise and we measure against it.
- If your maintenance software is unavailable, the platform stops and tells you — it never invents a fake work order or a fake "completed" job.