Operational Checklist: Best Practice: To create a new ...

1 Operational checklist : create , schedule, score, email or text a notification and complete your daily, weekly or monthly checklists in hotel ServicePro! Entering your checklist in hotel ServicePro allows each task item to be scheduled on a recurring schedule per department. Each task can be set to have its own value, notes, points and instructions required for the user to complete the checklist . If the task requires follow-up or is out of the specified pre-set range, a follow up maintenance task or a notification can be sent directly from the failed task to ensure a quick response. Best Practice: For the most accurate reporting and to maximize time and ensure a quick response for failed tasks, the checklist should be completed on a hand held device.

2 To create a new checklist maintenance task: 1. Log into hotel ServicePro 2. Click Setup 3. Click New Maintenance Task 4. Enter the task Name 5. Choose a Location Type 6. Enter a Description 7. Select a Category 8. Choose the Operational check List radio button. *Important: the Operational check List button must be selected when the work order is being created. 9. check the Schedule through Setup Only checkbox 10. check the Maintain Schedule checkbox 11. Select the Recurrence 12. Click Save To add checklist tasks and customize a new Operational check list: 1. Click Setup. 2. Select Maintenance plan in the left navigation 3. Select the Category of the task 4. Click the View icon (magnifying glass) to open the task 5.

3 Select Edit 6. Click Add New Sub-Task 7. Complete all fields that apply to the task item you are entering 8. Click Save 9. Repeat until all checklist items are loaded 10. Click Save A description of each field and an example screenshot of how the scheduled task will appear are listed below: List Order The order in which the checklist items will be listed Task- The name of the checklist task Department- The department that is responsible for completing the task Value Type- The value the task requires to be completed Example: Make sure Pool & Spa hand rails clean, lights working, skimmers clean. The value type for this task would be yes/no. Enable Notification- check this box if the task requires an email alert to be sent if the task is out of the specified requirements.

4 Example: Setting the boiler temperature range or pH range for the pool *See information on notification below. Value Label- A description of steps, actions or instructions to complete the task Notes Label- Any additional notes or directions pertaining to the task or steps required to complete the task Points -The point deduction for the task Alternate language- Enter the translation of the task to a language of your choice To schedule an Operational check List: 1. Click Setup 2. Select Maintenance plan 3. Select the Category for the task you are scheduling 4. Click the View (magnifying glass) icon to open the task 5. On the right side select Schedule 6. Select the Location, Date, Time and enter any Instructions.

5 Select an Employee, and Priority 7. Cl ic k Sa v e The follow-up work order can be viewed by clicking Activities. It will be displayed under Work Orders & Inspections Outstanding and will be listed as a checklist . If a checklist item fails or requires follow-up to be completed, a work order can be scheduled directly from the failed task. The Schedule Follow-up dropdown displays the Daily Work Order list. To schedule a follow-up work order from a scheduled checklist : Select the Edit icon (pencil) to open the task Select a Completion Status Enter any Notes Click the Add Follow-up button Select a Schedule Follow-up, Location, Employee, Date, Time Enter any Instructions Click Schedule The follow-up work order will display with the work order number: Click Save The task will display a Pass or failed status icon as well as a green flag to note that a follow up work order has been scheduled for that list item.

6 The follow-up work order can be viewed by clicking Activities. It will display under Work Orders & Inspections Outstanding. The green flag notes that the work order was created as a follow-up to a checklist item. Click the Edit icon (pencil) to open and view the instructions Notification: When the Enable Notification checkbox is checked, and the task is out of the specified preset range, a notification email will be sent to the selected employee. The employee must be set up to receive email alerts. To set up an existing checklist task to send a notification: 1. Open the selected Maintenance Task and Select Edit to open the task. Select Edit to open the sub-task. check the Enable Notification checkbox and choose yes or no depending on the value.

7 2. If the Always Email Separately checkbox is checked, each follow-up task will be emailed separately. If the checkbox is not checked it will send all follow- up tasks at once. 3. Choose the appropriate employee in from the Notify Employee dropdown. See information below on how to set up a user to receive notifications emails. 4. Enter any notes or instructions in the Notification Message box. 5. Click Save. Setting up a new checklist task to send notifications: For a new task enter the List order, Task, Department and value type check the Enable Notification checkbox Complete the Low Value and High Value fields If the Always Email Separately checkbox is checked, each follow-up task will be emailed separately.

8 If the checkbox is not checked it will send all follow- up tasks at once. Choose the appropriate employee from the Notify Employee dropdown * See information below on how to set up a user to receive notifications Enter any notes or instructions in the Notification Message box Click Save Select the Employee Enter any notes or instructions in the Notification Message box. Click Save Any employee that will be receiving the email notification will need to be setup with the correct access. The system administrator will have to set up the employee access to make sure the user is setup to receive the checklist item notification. To set up a user to receive the checklist Item Notification: 1.

9 Click Setup 2. S el ec t E m p lo y e e 3. Click the View icon to open the selected employee record. 4. Selec t Ed it 5. Choose the Send Notification by Email or Cell option. 6. check the Always email separately checkbox for each checklist item to be sent separately. If not checked it will send all at once. 7. Click Save Adding the Operational checklist feature to an existing work order: When converting a current maintenance task to an Operational checklist , an inactive copy of the original task will be made so all history is saved. The current schedule will be reassigned to the new Operational checklist the current task will be set inactive. The current sub task list will be copied over and any pending schedules will be reassigned.

10 To add the Operational checklist to a current maintenance task: 1. Click Setup 2. Select Maintenance plan 3. Select the appropriate Category 4. Open the current maintenance task you would like to convert 5. Click the Convert to Operational checklist button _____. 6. Select Yes for the pop up message (see above). 7. The checklist feature will display in the task list. To view the inactive maintenance task: Click Setup Select the Category check the Show Inactive checkbox The maintenance task will display Inactive- task name.