Facility-Level Maintenance Setup
Set up site-specific workflows using the Priority Matrix, manage cost estimates with the Maintenance Budget, and track equipment inventory with Assets/Equipment.
Written by Jess Hamilton
Updated at July 27th, 2024
Table of Contents
Although most of Maintenance Setup is managed at the client level, some components of the Work Order lifecycle require site-specific configuration. For example, the Priority Matrix Setup page manages tech/vendor assignment and priority sorting, the Maintenance Budget manages allocated funds for a specific facility, and the Assets and Equipment page keeps track of inventory.
Priority Matrix Setup
The Priority Matrix Setup page manages Maintenance Work Order priority assignment at the site level based on contractual obligations for that facility.
To access this page, click Maintenance/Environmental in the facility menu, then select Priority Matrix Setup.
Not seeing it? The Priority Matrix Setup should be enabled for facilities as part of the backend setup process for Maintenance & Work Order Management. If it's missing, please reach out to Titan Cloud support.
Internal Note: This page is related to the “Mapco Maintenance” setting on the backend.
Use the dropdown menus to set a Priority Code, NTE Amount, Estimated Hours, Primary Tech/Vendor, Secondary Tech/Vendor, and Escalation Timeframe for each Problem Code.
| Column | Description |
|---|---|
| Priority Code |
The priority code selected here will automatically apply to the Work Order when this Problem Code is selected.
Unless overrides are permitted, the user creating the Work Order cannot select another priority code for this problem code. |
| Not To Exceed (NTE) Amount | The high estimate for Work Orders for this problem code. The Tech/Vendor can submit a request for approval if the invoice will exceed this amount. |
| Estimated Hours | Estimated time for completion of the task once a Tech/Vendor is on site. |
| Primary & Secondary Tech/Vendor | When set, the Primary Tech/Vendor will be automatically selected in the Work Order form when the Problem Code is selected. If the dropdown list is opened, the Primary and Secondary Tech/Vendor designated here will be the first two options. |
| Escalation Timeframe |
Keep in mind that while the matrix setup is unique to the facility, the options available depend on the client-level Maintenance Setup. Further, some Priority Codes may be configured to override the priority matrix settings.
Maintenance Budget
The Maintenance Budget page can be used to allocate funds on a monthly basis, and automatically populate the estimated remaining budget value in Work Order Details.
To access this page, click Maintenance/Environmental in the facility menu, then select Maintenance Budget.
Click the pencil edit icon to update budget values.
Not seeing it? The Maintenance Budget page can be enabled by your Customer Success Manager in Subscription Management.
Inventory Assets and Equipment
To manage a facility's asset and equipment list, click Maintenance/Environmental in the facility menu, then select Assets/Equipment.
If the facility has been configured as an inventory location, you will see the assets grid. If not, you will see a link that says “This facility is not currently an inventory location. Click here to add it before adding assets.”
Configure Facility as an Inventory Location
If the facility has not yet been set up as an inventory location, click the link on the Assets/Equipment page for a shortcut to the Inventory Locations setup page.
You can also locate this page by navigating to Inventory & Assets in the global menu, and selecting Inventory Locations in the side menu.
Provide a Name for the location, and select Facility as the Location Type.
Select the correct Facility from the dropdown list, add a Description, mark the location as Active, and click Add New to save.
Tip: The Facility dropdown list only contains facilities that do not yet have an inventory location configured. If you can't find the facility you're looking for, use the Search field below to make sure it isn't already in the list!
Add New Assets
Assets may be added at several stages during the Maintenance workflow. To add them directly to the facility's inventory from this page, click Add New Asset. This will open the asset worksheet in a new browser tab.
Complete the worksheet for up to 10 assets, and click Add New to save.
Edit, Associate, or Transfer Assets
Once assets have been added to the list, you will see two different columns containing the pencil edit icon: Edit and Transfer.
Click the icon in the Edit column to manage the following:
| Asset Details | Make edits to the asset details as needed and click Update to save. |
| E-Files | Upload and view E-Files associated with the asset, such as warranty documentation or operator manuals. |
| Associate asset with Tank, Dispenser, Line, and/or Sensor | Click Add New in any of these sections to associate the asset with an existing Tank, Dispenser, Line, or Sensor configured in the Facility Profile. |
| Associate asset with “Other” equipment | Click Add New in the “Other” section to associate the asset with a Part that has been previously added to the facility's inventory. |
Click the icon in the Transfer column to indicate that the asset has moved to a different location.
Tip: For cost tracking purposes, assets cannot be deleted from the list. Instead, there should be a disposal location configured at the client level.
To remove an asset from your facility, transfer it to the disposal location.