Service specifications with automated caretaker software: digitisation and task generation

What is a service specification, and how do caretakers use software for it?

A service specification describes how contractors are to fulfil a client’s tasks. In facility management, the scope of work is very diverse. Until now, these tasks were written down on paper. With digitisation, IT is now replacing paper.

While a requirements specification captures the client’s requirements, the service specification provides the answer—how those requirements will be implemented. The service specification describes all necessary tasks.

In addition, a service specification records all technical requirements for completing the job, along with the relevant framework conditions such as the required working time.

Last but not least, the service specification serves quality assurance. In a digital service specification, completed assignments are confirmed and documented with photos. In this way, the service specification also fulfils a documentation function.

How is the service specification digitised?

Modern facility management software makes it possible to digitise the service specification. Tasks are then generated automatically; all that is required is entering certain data.

When an order is placed, a requirements specification (also called a requirements catalogue) records the client’s key tasks. It includes the type of activities, time frames and the objectives of the work. This data is entered into the digital service specification using the software.

The system then automatically determines an optimised work plan for each caretaker based on the shortest travel time, available resources and the relevant skills. Digitising the service specification saves facility management money, time and planning effort. Employees also gain a quick overview of their upcoming tasks.

ImmoTrack AG’s software enables digitisation of the service specification with all required tasks. Order changes and special client requests can also be taken into account very quickly. Otherwise, the contractor risks losing valuable time.

Today, service specifications are digitised using so-called CAFM software. The acronym stands for “Computer Aided Facility Management”. ImmoTrack AG’s software can be integrated into such a system very easily.

Why should a caretaker use software?

Facility management consists of a wide variety of tasks, with technical, organisational and business aspects at the forefront. Overall, a facility manager’s responsibilities vary greatly. To maintain an overview of all required tasks, it is recommended to use appropriate software.

Caretaker software primarily digitises and optimises workflows in facility management. This moves property-specific service specifications to the digital level. Both property criteria and recurring activities are captured in a structured way. Facility managers can plan, coordinate and control their activities precisely.

The caretaker software is designed to automatically suggest ideal routes and assignments. This also gives employees a clear overview of the activities to be carried out. ImmoTrack AG developed such software specifically for modern facility management.

What functions does caretaker software include?

Every software solution has core functions—above all, features that meet legal requirements as well as organisational aspects. The most important functions caretaker software needs are:

• Properties to be managed, including the relevant recurring activities.
• Jobs can be completed digitally or rescheduled to another date, and the caretaker always sees the postponed activities—so nothing can be forgotten.
• Activities can be assigned to other employees when needed.

In addition, reporting and a documentation system are also core functions of good facility management software.

What benefits does the software provide for the caretaker?

Above all, using the software saves a great deal of time. It ensures a seamless, digital workflow. Automation makes manual route and deployment planning obsolete. The time previously required for these tasks can now be used for important on-site work.

Business processes also become more transparent, making individual processes easier to monitor. With digital workflows, facility management can react much faster and more effectively to changing client requirements. GPS tracking records the actual time spent per activity, so empirical values can be taken into account during planning. This creates a competitive advantage in the market.

Facility management has changed as part of digitisation, and the trend is now towards greater customer focus. That is why digital workflows and digitising the service specification are essential prerequisites for the success of a facility management company.

The most important advantages of caretaker software

The software is intended primarily to make workflows easier. In the long term, it also offers the following decisive advantages:

• Fewer customer complaints.
• Fewer on-site visits are necessary.
• Administrative effort is reduced.
• Paper consumption is reduced.
• Less time is required for planning.
• Productivity increases.

By using ImmoTrack AG’s caretaker software, all the benefits of digital workflow and automation are utilised efficiently. The system records activities across all properties in real time, giving facility managers a tool for optimal transparency and quality control.

How is caretaker software implemented?

Setting up the caretaker software is very simple. Facility managers provide ImmoTrack AG’s software with the necessary data, including information about the relevant objects and properties. Tasks are also represented in the form of a digital service specification, along with activity intervals and employees’ skills.

To use the web-based solution, you only need to enter a few data points into the system, including:

• Data about the properties
• Recording the service specification for each property
• Assigning the frequency/periodicity of the activities
• Setting up employee profiles
• Assigning properties to employees

All other related tasks are handled automatically by ImmoTrack’s software.

Optimised for mobile devices

As with everything else, digitisation is raising expectations for software. It must not only run on a typical desktop PC, but increasingly on mobile devices as well. The smartphone has already become an everyday companion at work.

For this reason, good software should be designed for use on mobile devices such as tablets or smartphones. ImmoTrack AG’s caretaker software meets these requirements. Via a mobile app, all tasks to be completed are immediately visible to employees.

The digital service specification is always aligned with the specific activities of a property. The urgency of a job is also visible immediately. Completed tasks are confirmed digitally and supplemented with photo documentation.

Caretaker software: benefits for everyone involved

The digital solution brings advantages not only for the facility manager, but also for the property manager. Employees also benefit from this software solution.

Facility managers benefit from transparency when using the caretaker software. An intelligently designed dashboard provides a constant overview of employees, properties and completed activities. It shows work status as well as the precise location of each employee.

The components that enable this transparency are primarily the heatmap with a traffic-light system, an area map and the status display. In addition, there are different views, targeted data export and reporting.

Ultimately, individual employees also benefit from the software solution. They get structured workflows with a digital service specification. They can view their activities on a smartphone and therefore always keep an overview.

What should be considered before implementing caretaker software?

Implementing facility management software naturally involves costs. Personnel resources also play a role. Using the software is intuitive and easy to learn.

Technically, the software does not have to be compatible with other systems. ImmoTrack’s software can be integrated into existing systems easily. It is also suitable as a complement to an existing CAFM system.

ImmoTrack runs on any device and is compatible with numerous platforms, including:

• Conventional desktop PCs as a cloud-based web application
• iOS apps from version 12.0
• iPad apps from version 12.0
• Android apps from version 5.0

Thanks to iOS and Android apps, the software can also be used without problems on all modern mobile devices.

The digital workflow

Digitising the service specification primarily improves the workflow. Capturing specific data allows employees to be deployed in a targeted way, increasing productivity and saving time and costs.

Digital workflow management automates many processes. This gives employees more freedom that they can use for other activities. Facility management can also coordinate workflows better, has more transparency, and control becomes easier.

ImmoTrack AG’s software records all data in real time. GPS can be used to determine employees’ locations, while they always have access to all necessary project data on their smartphone.

Facility management combines business, organisational and technical aspects. Digitising the service specification enables a holistic view of operations.

Customised digital service specifications

With its caretaker software, ImmoTrack AG offers the option of tailoring service specifications to individual requirements. This is crucial for facility managers, property managers and employees.

The service specification is the central element in the management or administration of properties. It lists all required activities and schedules. The digital service specification has the advantage of capturing property-specific data and individual needs. In addition, data can be accessed at any time and from anywhere.

With a customised digital service specification, clients and contractors save time and costs. It also improves quality management. Property managers can also register ad-hoc activities efficiently.

These activities can also be classified—for example into complaints, special assignments or on-call duty. ImmoTrack AG always focuses on innovation in its caretaker software. That is why digital service specifications significantly simplify workflows. We also use the latest technologies to equip our software with practical functions and make it as usable as possible.

If you are interested in a facility management software solution from ImmoTrack AG, a range of contact options is available: a form, a phone call and email. We are also happy to show you how our caretaker software works during a demo at our Zurich location. We now also offer free test accounts so you can see the benefits for yourself. You can register at https://www.immotrack.com/demo/.