Maintenance Overview
- Matthew Garrett
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The Maintenance Overview screen presents key information relating to post-site activities, including setting and forecasting expiry of the maintenance and service periods, reminder work flows, and the primary maintenance request.
Maintenance Period
The Maintenance Period on a house is typically 90 days from the settlement date. All builders offer a maintenance period, but some may offer an alternate duration (for example, one year). No matter which maintenance period duration is offered, the Period 1 column of the Maintenance Overview screen must be used.
In some cases, a builder will offer an optional second maintenance period for an additional round of maintenance. The Period 2 column of the Maintenance Overview screen is only used by those who offer a second maintenance period.
For ease of use and understanding, all instructions in this procedure will be in direct reference to the Period 1 Maintenance Overview column. Further discussion of the Period 2 Maintenance Overview column is found in the second maintenance period topic (see ).
Using The Maintenance Period
When a job enters the maintenance period, the duration of that period is automatically set for the number of days from settlement that the builder offers. The Forecast Expiry field on the Maintenance Overview screen will automatically update once settlement has occurred.
Should the number of days for the maintenance period differ from the default, the required number of days may be manually entered into the Duration (days) field on the Maintenance Overview screen. Framework ECM will automatically calculate the Forecast Expiry date.
Procedures
Modifying The Maintenance Period
The job's Contract Settlement Date is required before the maintenance period can be modified.
On the Maintenance Overview screen:
In the Period 1 column, change the Duration (days) field to the required number of days.
Tab off the field to view the updated Forecast Expiry date.
Click OK.
Receiving A Response To Maintenance
The Response Received field on the Maintenance Overview screen is used to show the date a response was received from a client after a reminder letter or follow up call was made.
When Maintenance Is Required
When a client has responded either to the first maintenance letter or follow up call with the list of maintenance issues for their home, a new maintenance request is added to manage the maintenance issues.
When Maintenance Is Not Required
In the event that no maintenance is required on a client's house, then perform one of the following procedures:
Method 1 explicitly indicates that no maintenance is required (unlike method 2). Without a Maintenance Request, staff may incorrectly believe that maintenance is still outstanding.
Method 1: Creating A Maintenance Request To Indicate No Maintenance
Open the Maintenance Requests screen.
Click New. The General tab of the Maintenance Requests dialog will be displayed.
In the Complete group, enter a date into the Signed Off field. This will automatically close off the request. The Response Received field on the Maintenance Overview screen is completed.
In the Notes field, enter a note that no maintenance is required.
Click OK. The dialog will close.
Be aware that this technique may affect reporting on the duration of maintenance requests. To exclude these from reporting, use field criteria that insist a ‘start’ is required.
Method 2: Entering No Maintenance Information
Open the Maintenance Overview screen.
Click the Edit button.
Enter the Response Received date.
Click OK.
From the CRM menu, select New Comment.
Enter a comment reflecting that no maintenance is required.
Click OK.