The Operations module Property Maintenance feature is used to enter, update, and delete property maintenance work orders. It is also used to maintain and view apartment painting records. Corresponding reports generated from data entered in this feature are accessible from the Reports module.
Required Permissions 
The Property Maintenance feature is available to users with the following permissions:
Program Chart Access
Superintendent's Log (only required if you will be using the Apartment Painting component of Property Maintenance) *
* Users in the following user groups are exempt from this requirement: Executive Officer, System Administrator, Continuum Agency Executive Officer, or Operations Staff.
NOTE: Permissions are assigned using the Permissions Maintenance feature. If you do not have access to that feature and need a permission listed here, please contact your supervisor or your local Help Desk for assistance.
Click-by-Click Instructions 
Entering a New Work Order - Learn to create a property maintenance work order.
To enter a property maintenance work order request, complete the following steps from the AWARDS Home screen:
- Click Administration from the left-hand menu, and then click Operations. The Operations fly-out menu is displayed.
- Click Property Maintenance. The Maintenance Work Orders Preliminary Selection Settings page is displayed.
- Click the Work Site drop-down arrow and select the location for which the work order request is being entered. Do not enter values into any of the other fields on this page.
- Click CONTINUE. The Maintenance Settings Selection Detail page is displayed.
- If there is more than one address for the selected work site, click the Address drop-down arrow and select the address for which the work order is to be entered. Leave all other options on this page at their default values.
NOTE: Work sites with a single address will not have an Address selection option on this page.
- Click CONTINUE. The Maintenance Selection Final Settings page is displayed.
- Click the Job Site drop-down arrow and select the site for which the work order request is to be entered.
- Click the Database drop-down arrow and select "Data Entry."
- Click CONTINUE. The Maintenance Work selection page is displayed.
This page contains a table listing any existing maintenance work orders for the selected work site, address, and job site.
- Click the checkbox next to Job # "99999.9 New Request."
- Click DATA ENTRY. The Selected Maintenance Work Orders page is displayed.
- Configure the fields and options on this page as necessary. For more information on those fields and options, refer to the Work Order Fields / Options.
NOTE: All users can enter work order requests; however, only members of the "Operations" and "System Administrator" user groups have access to all work order information (for example, target date and done date). As a result, if you are not a member of one of those user groups, some fields and options on this page will not be available for data entry. (Note that there is an option behind-the-scenes that, when set for your agency by Foothold Technology, lifts these user group restrictions and enables specified users or user groups to enter data in all work order fields/options, as well as to edit/delete work orders entered by other users. If you are interested in having this option turned on, please contact the Help Desk for assistance.)
- Click UPDATE REQUEST. The work order request is saved and the updated Maintenance Work selection page is displayed.
NOTE: At this time a system generated message for the request is also sent out to the user who made the request and to all users with the "Superintendent's Log" data entry/access permission. If the work order is for an apartment in a residential program, the primary service coordinators in the program and the program director/deputies also receive the notification.
The process of entering a work order request is now complete.
Updating / Deleting Existing Work Orders - Learn to make changes to or delete an existing property maintenance work order.
To update or delete an existing work order request, complete the following steps from the AWARDS Home screen:
- Click Administration from the left-hand menu, and then click Operations. The Operations fly-out menu is displayed.
- Click Property Maintenance. The Maintenance Work Orders Preliminary Selection Settings page is displayed.
- To narrow work order selection, configure one or more of the selection options on this page:
Request Date Range - Only those work orders requested on a date that falls within the date range entered here will be included in the selection process. The default date range is the past two weeks. Make changes to this default date range as necessary by typing the dates into the From and To fields (using mm/dd/yyyy format), or by selecting them using the calendar icon.
Requestor Initials - Only those work orders requested by users with the first and/or last name initials entered into the First and Last initial fields will be included in the selection process. Asterisks (*) in these fields will include all requestors in the selection process.
Work Site - Only those work orders requested for the selected work site will be included in the selection process. Click this drop-down arrow and select the work site for which the work order is to be updated. The default value is "All Work Sites."
Resident Info - Only those work orders for residents with the first and/or last name initials entered into the First and Last initial fields will be included in the selection process. Asterisks (*) in these fields will include all residents in the selection process.
- Click CONTINUE. The Maintenance Settings Selection Detail page is displayed.
- To further narrow work order selection, configure one or more of the settings on this page:
Requestor - Click this drop-down arrow and select the requestor associated with the work order to be updated or deleted. If requestor initials were entered on the previous page, only requestors with those initials are included in this selection list. If no requestor initials were entered, the default value for this selection list is "All Requestors."
NOTE: The Requestor list includes everyone who has previously entered work order requests for the selected location, unless specifically limited by initials as mentioned above. Users who are not members of the "Operations" user group cannot select requestors other than themselves.
Address - Click this drop-down arrow and select the address associated with the work order to be updated or deleted.
NOTE: This option is only available when a work site was selected on the previous page.
Resident - Click this drop-down arrow and select the resident associated with the work order to be updated or deleted. If resident initials were entered on the previous page, only residents with those initials are included in this selection list. If no resident initials were entered, the default value for this selection list is "All Residents."
NOTE: The Resident selection list includes everyone for which there is a work order in the date range specified on the previous page, unless specifically limited by initials as mentioned above. This selection option is not meant to be used for data entry, only reporting, and as such it is not a comprehensive list.
- Click CONTINUE. The Maintenance Selection Final Settings page is displayed.
- Click the Database drop-down arrow and select "Data Entry."
- To further narrow work order selection, configure one or more of the settings on this page:
Job Site - Click this drop-down arrow and select the job site associated with the work order to be updated or deleted.
Job Type - Click this drop-down arrow and select the job type of the work order to be updated or deleted. The default value is "All Types."
Job Status - Click this drop-down arrow and select the job status of the work order to be updated or deleted. The default value is "All Jobs."
- Click the Sort By drop-down arrow and select one of the available options to indicate how work orders matching the selection criteria are to be sorted. Available selections are:
Work Order Location - When this option is selected, work orders will be sorted alphabetically by work order location.
Person Who Made Request - When this option is selected, work orders will be sorted alphabetically by work order requestor name.
Scheduling Status - When this option is selected, work orders will be sorted by target date.
Job Type - When this option is selected, work orders will be sorted alphabetically by location and job type.
Request Date - When this option is selected, work orders will be sorted by the date on which the requests were made, with the most recent requests listed last.
- Click CONTINUE. The Maintenance Work selection page is displayed.
This page contains a table listing any existing work orders for the selected work site, address, and job site.
TIP: Click any of the table's column headings to sort the list by that variable. Clicking a heading more than once reverse the sort order. To also sort by a secondary variable, press <SHIFT> and click the second column heading.
- Click the checkbox next to the work order to be updated or deleted.
TIP: Unless you are a member of the "Operations" or "System Administrators" users group, you can only complete these tasks for those work orders you entered. (Note that there is an option behind-the-scenes that, when set for your agency by Foothold Technology, lifts these user group restrictions and enables specified users or user groups to enter data in all work order fields/options, as well as to edit/delete work orders entered by other users. If you are interested in having this option turned on, please contact the Help Desk for assistance.)
- After the appropriate work order is selected, proceed with the update/delete process as follows:
When updating an existing work order - Click DATA ENTRY. The Selected Maintenance Work Orders page is displayed. Make changes or additions to the information on this page as necessary, referring to the Work Order Fields / Options if you need more information about any of the page's fields/options. When all changes are complete, click UPDATE REQUEST to save.
When deleting an existing work order - Click DELETE. The Selected Maintenance Work Orders to be Deleted page is displayed. Verify that the correct work order was selected, and then click CONFIRM DELETE to delete the record.
The process of updating/deleting an existing work order is now complete.
Viewing a Work Orders Report - Learn to view a read-only report of property maintenance work orders.
To view a read-only work order request report, complete the following steps from the AWARDS Home screen:
TIP: The following instructions detail accessing the Work Orders Report from directly within the Operations module. It can also be accessed from within the Reports module where it can be bookmarked for easy access.
- Click Administration from the left-hand menu, and then click Operations. The Operations fly-out menu is displayed.
- Click Property Maintenance. The Maintenance Work Orders Preliminary Selection Settings page is displayed.
- To narrow work order selection, configure one or more of the selection options on this page:
Request Date Range - Only those work orders requested on a date that falls within the date range entered here will be included in the selection process. The default date range is the past two weeks. Make changes to this default date range as necessary by typing the dates into the From and To fields (using mm/dd/yyyy format), or by selecting them using the calendar icon.
Requestor Initials - Only those work orders requested by users with the first and/or last name initials entered into the First and Last initial fields will be included in the selection process. Asterisks (*) in these fields will include all requestors in the selection process.
Work Site - Only those work orders requested for the selected work site will be included in the selection process. Click this drop-down arrow and select the work site for which the work order is to be updated. The default value is "All Work Sites."
Resident Info - Only those work orders for residents with the first and/or last name initials entered into the First and Last initial fields will be included in the selection process. Asterisks (*) in these fields will include all residents in the selection process.
- Click CONTINUE. The Maintenance Settings Selection Detail page is displayed.
- To further narrow work order selection, configure one or more of the settings on this page:
Requestor - Click this drop-down arrow and select the requestor associated with the work order to be viewed. If requestor initials were entered on the previous page, only requestors with those initials are included in this selection list. If no requestor initials were entered, the default value for this selection list is "All Requestors."
NOTE: The Requestor list includes everyone who has previously entered work order requests for the selected location, unless specifically limited by initials as mentioned above. Users who are not members of the "Operations" user group cannot select requestors other than themselves.
Address - Click this drop-down arrow and select the address associated with the work order to be viewed.
NOTE: This option is only available when a work site was selected on the previous page.
Resident - Click this drop-down arrow and select the resident associated with the work order to be viewed. If resident initials were entered on the previous page, only residents with those initials are included in this selection list. If no resident initials were entered, the default value for this selection list is "All Residents."
NOTE: The Resident selection list includes everyone for which there is a work order in the date range on the specified page, unless specifically limited by initials as mentioned above.
- Click CONTINUE. The Maintenance Selection Final Settings page is displayed.
- Click the Database drop-down arrow and select "Reports."
- To further narrow work order selection, configure one or more of the settings on this page:
Job Site - Click this drop-down arrow and select the job site associated with the work order to be viewed.
Job Type - Click this drop-down arrow and select the job type of the work order to be viewed. The default value is "All Types."
Job Status - Click this drop-down arrow and select the job status of the work order to be viewed. The default value is "All Jobs."
- Click the Sort By drop-down arrow and select one of the available options to indicate how work orders matching the selection criteria are to be sorted. Available selections are:
Work Order Location - When this option is selected, work orders will be sorted alphabetically by work order location.
Person Who Made Request - When this option is selected, work orders will be sorted alphabetically by work order requestor name.
Scheduling Status - When this option is selected, work orders will be sorted by target date.
Job Type - When this option is selected, work orders will be sorted alphabetically by location and job type.
Request Date - When this option is selected, work orders will be sorted by the date on which the requests were made, with the most recent requests listed last.
- Click CONTINUE. The Maintenance Work selection page is displayed.
This page contains a table listing all existing work orders matching the selection criteria specified on the previous pages.
TIP: Click any of the table's column headings to sort the list by that variable. Clicking a heading more than once reverse the sort order. To also sort by a secondary variable, press <SHIFT> and click the second column heading.
- Click the checkbox next to each work order to be included in the report.
- Click SHOW. The Selected Maintenance Work Orders page is displayed with a read-only report version of the selected work order(s).
The process of viewing a work order request report is now complete.
Maintaining Apartment Painting Records - Learn to enter and update apartment painting information for agency residence programs.
To enter or update apartment painting information for an agency residence program, complete the following steps from the AWARDS Home screen:
- Click Administration from the left-hand menu, and then click Operations. The Operations fly-out menu is displayed.
- Click Property Maintenance. The Maintenance Work Orders Preliminary Selection Settings page is displayed.
- Click Apartment Painting. The Apartments Painting List page is displayed.
- Click the Program drop-down arrow and select the program for which apartment painting information is to be entered or updated.
- Click the Database drop-down arrow and select "Data Entry."
- Click CONTINUE. The Apartments Painting Data Entry page is displayed.
This page contains a list of apartments in the selected residence program and a last painted date for each.
- In the Last Painted Date fields, type or make changes to the dates on which the corresponding apartments were last painted (using mm/dd/yyyy format).
- Click UPDATE. The painting list information is saved, and a read-only confirmation page is displayed.
The process of entering or updating apartment painting information is now complete.
Viewing an Apartment Painting Report - Learn to view a report of apartment painting information for agency residence programs.
To view a read-only apartment painting report, complete the following steps from the AWARDS Home screen:
TIP: The following instructions detail accessing the Apartment Painting Report from directly within the Operations module. It can also be accessed from within the Reports module where it can be bookmarked for easy access.
- Click Administration from the left-hand menu, and then click Operations. The Operations fly-out menu is displayed.
- Click Property Maintenance. The Maintenance Work Orders Preliminary Selection Settings page is displayed.
- Click Apartment Painting. The Apartments Painting List page is displayed.
- Click the Program drop-down arrow and select the program for which apartment painting report is to be viewed.
- Click the Database drop-down arrow and select "Reports."
- Click CONTINUE. The read-only apartment painting report is displayed on the Apartments Painting Report page.
The contents of this read-only report include a list of apartments at the selected program along with the last painted date and duration value (the number of years between the last painted date and today's date) for each.
The process of viewing an apartment painting report is now complete.
A Closer Look @ Fields & Options 
Work Order Fields / Options - Learn about the fields and options available during work order data entry.
Below is an alphabetical list of the fields and options available during work order data entry. To jump directly to the information for a specific field or option, press <Ctrl+F> to access your browser's search field and enter the name of the field/option in question.
NOTE: Please keep in mind when reviewing the information on the work order fields/options that all users can enter work order requests; however, only members of the "Operations" and "System Administrator" user groups have access to all work order information (for example, target date and done date). As a result, if you are not a member of that user group, some fields and options on this page will not be available for data entry as detailed below.
This read-only information field indicates the agency location you selected at which the work is needed.
This read-only information field indicates the apartment/bed you selected at which the work is needed.
NOTE: This value shows as "N/A" when a non-residential location has been selected.
In the Description field, type or make changes to a brief description of the work that needs to be done.
Click the Done By drop-down arrow and select the individual, team, or group who completed the work for this request.
NOTE: This option can only be configured by members of the "Operations" and "System Administrator" user groups. For all others, this information is read-only.
In the Done Date field, type or make changes to the date on which the work for this request was completed.
NOTE: This option can only be configured by members of the "Operations" and "System Administrator" user groups. For all others, this information is read-only.
This read-only information defaults to 99999.9 until the work order request is saved for the first time; at that time, a job number is assigned.
Click the Job Type drop-down arrow and select the type of job the work order request is being entered or updated for. Available options are:
|
Fire-Related |
Plumbing |
Heating |
Cooling |
|
Infestation |
Security |
Structural |
Electrical |
|
Painting |
Appliances |
Furnishings |
Supplies |
|
Relocation |
Unspecified |
|
|
In the Labor Rate field, type or make changes to the labor rate for this work order.
NOTE: This option can only be configured by members of the "Operations" and "System Administrator" user groups. For all others, this information is read-only.
Click the Location drop-down arrow and select the location within the previously selected address at which work is needed.
In the Materials Cost field, type or make changes to the amount of money it took to complete the work for this request.
NOTE: This option can only be configured by members of the "Operations" and "System Administrator" user groups. For all others, this information is read-only.
In the text box provided, type or make changes to a detailed description of what needs to be done, or to any other work order-related information.
The read-only Req Date information field indicates the date on which the work order request was initially entered.
Click the Requested By drop-down arrow and select the staff member who is entering or updating the work order request.
NOTE: This option can only be configured by members of the "Operations" and "System Administrator" user groups. For all others, this information is read-only.
Click the Resident drop-down arrow and select the resident currently occupying the selected location.
NOTE: This information is N/A when a non-residential location has been selected.
In the Target Date field, type or make changes to the expected work order completion date (using mm/dd/yyyy format).
NOTE: This option can only be configured by members of the "Operations" and "System Administrator" user groups. For all others, this information is read-only.
Click the Urgency drop-down arrow and select the degree of urgency with which the work order request should be dealt. Available options are: "Emergency," "24-Hour," and "Routine."
In the Work Hours field, type the number of hours it took to complete the work.
NOTE: This option can only be configured by members of the "Operations" and "System Administrator" user groups. For all others, this information is read-only.
Frequently Asked Questions 
Property Maintenance Frequently Asked Questions
Are all users able to enter work orders or are special permissions needed?
All users with access to the Operations module and chart access permission can enter work order requests for the programs to which they have access. They can also update and delete those requests which they themselves entered; however, some portions of work order records are reserved for use by the Operations and System Administrator user groups. Specifically, "Requested By," "Done By," "Done Date," "Target Date," "Materials Code," and "Labor Rate" information within a work order can only be entered by a member of those groups.
NOTE: There is a behind-the-scenes option that, when set, lifts the Operations/System Administrator user group restrictions and enables specified users or user groups to enter data in all work order fields/options, as well as to edit/delete work orders entered by other users. If that is something you are interested in having turned on in your AWARDS database, please contact the Help Desk.
Can the entry or completion dates of work orders be backdated?
No, there is currently no way to backdate within the Operations module. The system was designed to record work orders as they are entered rather than ones that may have been submitted previously via another system.
Can users enter work orders for programs they don't have chart access to?
Anyone who has access to the Operations module can create work orders for non-program work sites; for example, a business office. In order to enter work orders for program work sites however, chart access permission is required.
Can work order data entry be limited to specific users?
No, anyone who has access to the Operations module Property Maintenance feature can enter work orders. Note though that unless you are a member of the "Operations" or "System Administrator" user group you can only work with those work orders you entered. Additionally, the fields/options you can configure in work orders is limited unless you are "Operations"/"System Administrator" staff; specifically, "Requested By," "Done By," "Done Date," "Target Date," "Materials Code," and "Labor Rate" data cannot be updated by other users.
NOTE: There is a behind-the-scenes option that, when set, lifts the Operations/System Administrator user group restrictions and enables specified users or user groups to enter data in all work order fields/options, as well as to edit/delete work orders entered by other users. If that is something you are interested in having turned on in your AWARDS database, please contact the Help Desk.
Do members of the Operations user group receive work order notification messages automatically?
Members of the Operations user group do NOT receive work order notification messages by default. They will only receive those messages if they have the "Superintendent's Log" permission, and/or if they were the person who made the work order request.
How are work order ID numbers assigned?
Work order ID numbers are assigned consecutively across all programs. For example, if a work order in program A has an ID number of 10001, the next work order entered will have an ID number of 10002, regardless of whether it is also entered in program A or another program.
How are work orders assigned to specific users?
There is no option to assign work orders to particular staff members. There is, however, the option to specify who completed the work order using the "Done By" option.
How are work sites added to the "Work Sites" selection list?
Changes to the work sites list must be made by Foothold Technology. Please contact the Help Desk for assistance.
What does the value in the Apartment Painting report's "duration" column mean?
The duration column calculates the length of time, in years, between the last painted date and today's date.
Which programs do users with the "Superintendent's Log" permission receive work order notifications for?
Users with that permission receive all work order notifications, regardless of the program for which they are generated. Chart access permissions of the user are not taken into consideration.
Who is included in the "Requestor" selection list on the work order Maintenance Settings Selection Detail page?
The requestor selection list includes everyone who has previously entered work order requests within the date range and for the location specified on the Preliminary Selection Settings page. It is also limited to those users whose initials are the same as those specified in the "Requestor Initial" fields on the previous page (if any).
Who is included in the "Resident" selection list on the work order Maintenance Settings Selection Detail page?
The resident selection list was not meant to be used for data entry purposes, only reporting, and as such it is not a comprehensive list. It includes everyone for which there is a work order in the date range specified on the previous page, and whose initials are the same as those specified in the "Resident Info" fields on that previous page (if any).
Who receives work order notification messages?
Work order notification messages (whether for new work orders or for updates to existing work orders) are sent to all users with the "Superintendent's Log" permission, as well as to the person who made the work order request. If the work order is for an apartment in a residential program, the primary service coordinators in the program and the program director/deputies will also receive the notification.
Why can't I enter data in all of the work order fields?
Some pieces of work order requests can only be updated by members of the "Operations" user group; specifically, "Requested By," "Done By," "Done Date," "Target Date," "Materials Code," and "Labor Rate."
NOTE: There is a behind-the-scenes option that, when set, lifts the Operations/System Administrator user group restrictions and enables specified users or user groups to enter data in all work order fields/options, as well as to edit/delete work orders entered by other users. If that is something you are interested in having turned on in your AWARDS database, please contact the Help Desk.
Why don't I see the Apartment Painting button under Property Maintenance?
In order to use the apartment painting component of the property maintenance functionality, you must have the "Superintendent's Log" permission, or be in one of the following user groups: Executive Officer, System Administrator, Continuum Agency Executive Officer, or Operations Staff.