A B C
A
TERM
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DEFINITION
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Accounts Code
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Unique alpha-numeric code associated to the Accounts
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Accrual
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This is the expected cost of a Work Order. Before attendance, the Accrual is based on the Average Order Value for this Work Order Type. After attendance it is based on the rates logged against the Resource
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Address
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Is the address which you want to list against a Building or Resource
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Answer Status (RFI)
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When creating an RFI you have the ability to set your questions to being mandatory or optional for the User to complete
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Answer Type (RFI)
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There are pre-defined types of answer for you to choose from when creating an RFI. Whatever is chosen here will determine what criteria you will need to complete for each question
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AOV
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Average Order Value - this is associated to a Work Order when actual value is not known or not used to enable budget control
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Approved Date (Finance)
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Specific date to record and identify when an invoice has been approved for payment
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Area
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A specific area within a Location Mapping. For example, Front of House, Back of House, Offices
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Asbestos
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A fire-resistant mineral once used in insulation and home products that can cause respiratory diseases (www.hse.gov.uk for more information)
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Asset
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A specific item of equipment which is deemed necessary to track
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Asset Association
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This is determining whether an Asset is associated to a PPM task on a contract
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Asset Known As Name
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Informal or abbreviated use of Asset title
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Asset Non Tagged
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An Asset which it would not be possible/suitable to tag. For example, a New Roof, Car Park Re-surfacing
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Asset Number
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Unique alpha-numeric value associated to an Asset typically affixed to the Asset.
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Asset Purchase Date
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Date from which the Asset was procured from the Supplier
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Asset Purchase Price
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The total value associated to the purchase of an Asset
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Asset Removed Date
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Official date associated to the removal of an Asset from service within a Building
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Asset Tag
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Unique alpha-numeric value associated to an Asset typically affixed to the Asset.
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Assign Method
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Is the method by which the Resource will receive the Work Order. For Example, Email or Phone
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Assign Mode
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Is the mode by which a Work Order will be assigned. For Example, automatically or by manual intervention via the call centre
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ATAS
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Automated Time and Attendance System - an IVR phone system dedicated to the operational management of works
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Attendance By Date
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See Contractual SLA Date
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Attendance Start Date
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Actual Start Date of the attendance by the Resource
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Attendance Stop Date
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Actual Stop Date of the attendance by the Resource
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Auto Accept
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Determines whether the Resource should confirm that they are accepting a Work Order they have received, or whether the system auto accepts the Work Order on the Resources behalf and progresses the Work Order straight to Pending Attendance
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Auto Generation Days
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If PPM Work Orders are being automatically generated by the application, how many days in advance of their start day would you like them to be generated
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Availability (Building)
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Is a log of the times when the Building is open, closed or occupied. This enables you to more accurately log Resource to attend site
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Availability (Resource)
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Is a log of the times when the Resource is in-hours, out of hours or not available. This enables you to more accurately log Resource to attend site at the time which will be the most cost effective
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B
TERM
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DEFINITION
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Between (Work Order Scheduler)
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Set in the Scheduler as the Scheduled Start and Finish Date. Achievement of Service Level is based on Resource attending between these dates
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Budget
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Is a financial plan, and is a way of listing your planned expenditure. This can be split between capital and revenue expenditure
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Build Date
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Date when the Building was built
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Building
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A premises which is relevant for ongoing contract management. For Example, the premises where service is provide to client
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Building Availability
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Defines the availability of the premises. For Example, Occupied, Trading and Closed times
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Building Events
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Identifies a specific activity at a Building which is outside of normal practice and may affect work; For Example, store closed for refit
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Building Groupings
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Building records can be assigned to certain groups in order for you to manage and report on spend, up time, faults with more clarity
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Building Groups
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Designated collection/identification of Buildings
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Building Known As
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Informal or abbreviated use of Building Name
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Building Number
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Unique numerical value associated to Building
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Building Status
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Current circumstance of a Building. For Example, Trading, Occupied, Vacant.
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Building Type/Format
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Function of a Building. For Example, Supermarket, Office Block
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C
TERM
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DEFINITION
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Calculated Cost
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The system calculated cost of a Work Order. Using either a Fixed Cost or a calculation based on the rates and time on site of the Resource
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Can Decline? (RFI)
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If this is ticked when creating an RFI it means that the User can refuse to complete the RFI
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Can view all Buildings?
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If this is ticked against a User, then they will automatically be able to view any new Buildings which are added to the application. If this is not ticked then you will need to manually add a new Building against
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Capex Code
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This is coding which is used to track your capital expenditure
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Capital
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Capital expenditures (CAPEX or capex) are expenditures creating future benefits. A capital expenditure is incurred when a business spends money either to buy fixed assets or to add to the value of an existing fixed asset with a useful life that extends beyond the taxable year.
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Category (RFI)
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RFIs are split into categories and then each category contains a set of questions
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Cease Occupation Date
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Official date from which Building inhabitance will end
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Cease Ownership Date
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Official date from which Building ownership will end
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Cease Trading Date
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Official date from which business at Building will end
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Certificate Association
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Against a PPM task you can state whether a certificate is expected at the end of the work. You can state whether a certificate is expected for the whole Work Order, or for each Asset which make up the Work Order
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Child Resource
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Refers to Tier 2 and Branch Resources
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Children
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Denotes the hierarchy relationship between Assets. For Example, A subordinate Asset is the child of a tagged Asset
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CIS
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Construction Industry Scheme (see www.hmrc.gov.uk for more information)
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Client
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An external company for whom the Management Company provides contracted services
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Closed
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Access is not available at Building
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Company Registration Number
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The unique and officially recognised numerical value associated to an individual company (see www.companieshouse.gov.uk for more information)
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Company Type
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The industry recognised legal definition of a companies financial registration, e.g sole trader, corporation (see www.hmrc.gov.uk or www.companieshouse.gov.uk for more information)
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Consultant
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A professional who provides advice in a particular area of expertise such as management, accountancy, the environment, entertainment,
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Consumables
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Non-repairable items or repair parts that can be discarded more economically than they can be repaired or that are consumed in use. For Example, screws, paper
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Contact Name
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This is the field in which you enter the name of a contact for either a Building or a Resource
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Contact Type
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A category applied to a Person to determine the type of contact this person is. For example, Account Director, Regional Manager, Finance Administrator
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Contract(s)
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Formalised contractual arrangement between a management company and its contractors
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Contract Code
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Unique alpha-numerical value associated to a contract
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Contract Description
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Free form allowance to provide an overview of a contract to aid with referencing
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Contract End Date
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The Last day of the very last period of a Contract
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Contract Financial End Date
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Financial End Date of the PPM Period. Often used for Invoicing and Accounting purposes
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Contract Financial Start Date
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Financial Start Date of the PPM Period. Often used for Invoicing and Accounting purposes
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Contract Managed Date
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This is the date that you began managing the contracts for this Building
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Contract Not Managed Date
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This is the date that you stopped managing the contracts for this Building
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Contract Notes
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These are freeform notes which can be entered against a contract
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Contract Period Building End Date
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End Date (inclusive) of a Building within a Contract Period. This would initially be the same as the Contract Period End Date unless the building was shortened on the Contract
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Contract Period Building Start Date
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Start Date of a Building within a Contract Period. This would initially be the same as the Contract Period Start Date unless the building was introduced to the Contract with a later date
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Contract Period End Date
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End Date (inclusive) of a Contract Period
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Contract Period Start Date
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Start Date (inclusive) of a Contract Period
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Contract PPM Period Visit End Date
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For a PPM Period this is the date by when the Work Order is expected to be completed. This date sets the Work Order Scheduled Finish Date on the Work Order
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Contract PPM Period Visit Start Date
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For a PPM Period this is the date by when the Work Order is expected to have been started. This date sets the Work Order Scheduled Start Date on the Work Order
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Contract Signed
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Is a tick box which allows you to show if a physical contract has been signed
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Contract Start Date
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The start date of the very first period of a Contract
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Contract Types
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Pre-defined categories to denote the contractual structure or services e.g comprehensive, pay as you go
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Contractor
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Person(s) that attend and undertake work at site, a type of Resource
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Contractors Reference
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Is a field on the contract which allows you to record the contractors reference for this contract
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Core Data
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The information which is referenced throughout the system via table lookups, and is required prior to live use of the database
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Cost/Sub Cost Code
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Unique alpha-numerical value associated to the cost of a Building
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Country
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This is the field in addresses where you add the country details
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County
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This is the field in addresses where you add the county details
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Create Log In Details?
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If this field is ticked on a contact record, then you can proceed with setting up a username and password
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Credit Limit
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A limit associated to the total monetary spend pre-authorised on an account with a Resource
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