Maintenance Care

If this is what you want then fire at will...

2011-10-25T06:12:00.000-07:00

Fire A Scheduled Task

You now have the capability to select a Scheduled Task and "Fire It" (send it to your task list) whenever you want. That's right, just select any of your Preventive Maintenance tasks, click on the Trigger button, and bang, it's now a task in your list.

Why is this so awesome?

Well, it's quite simple really. Let's say it's Thursday afternoon, and you have completed all of this week's preventive maintenance tasks, plus all of your work requests have also been handily dealt with...what else are you to do? Why not get ahead of yourself and fire off a few of your PMs from next week? Ya, that's right, get some stuff done now so you can free yourself up from unexpected things that might come up next week. So next time you are bored with nothing to do...just Fire It!

Attach A Link or Document

As part of our ongoing efforts to bring you access to everything Maintenance within our interface, we now allow you to link, within a PM, to a hosted document or url. For documents, we first recommend that you set up a free Dropbox account and learn how to upload all of your documents to their Public Folder which allows you to create individual document links. Once that has been done, simply copy and paste that link within the External URL field in the Scheduled Task Details. Next time your PM is sent to your Task List, click on Notes to view the document link.

Attaching documents to a PM could be used for example for MSDS or documentation that needs to be printed and signed by a contractor. It's really up to you, but now you don't have to go looking for anything outside of Maintenance Care, it will be there for you when you need it.

For more information on our web-hosted facility maintenance software visit www.maintenancecare.com

Your Assignment, should you choose to accept it...

2011-07-14T11:25:00.000-07:00

We introduced Task Assignments a few months back, and since then, it has become one of our most popular features. There has been more and more of a demand to add functionality including to our iMCare Mobile App specifically dealing with Assigning Tasks. Although the new version of iMCare App is to be released soon, here are some updates to the Maintenance Care interface that will make your assignments easier to manage...should you choose to accept them!

Sort List by Assigned To!

We've added a sort item to the filter bar called 'Assigned To' which allows you to group and see only the tasks that are assigned to you

Print Tasks by the list!

As you know, we don't like printing, but if you must, might as well save paper! By filtering your tasks to the ones that are assigned to you, you can then highlight them all and print them in two different layout options. The first is the traditional - 1 Task per Page, the second is - List Format, which allows you to get a summary layout of your tasks so you can have all the information you want on one convenient paper and take it with you.

Hover Assigned To Details

Now when you hover over the username of the person to which the task is assigned to, a pop up box will show you what the name of the user is, and their email address.

More updates to come, and look for our new iMCare Mobile coming out soon.
Click Here to View Video of new iMCare App!

Print Daily Tasks...even though we don't like paper ;)

2011-05-16T07:29:00.000-07:00

We can't hide it, we don't like paper. With the mass accessibility of mobile devices such as iPhones, iPod Touch or Blackberrys, there has become less of a need to carry any type of paperwork with you. That being said, we understand that not everyone is ready for a head-on, 100%, pure... digital age! So, because you asked, we've added one small update to your feature list that allows you to print your daily tasks.

This is how we do it:

FROM STATUS TAB

One Task

1. Go to Task Status List

2. Click on the Task that you want to print

3. Click on the Button

4. Print

----

Multiple Tasks

1. Go to Task Status List

2a. Hold the Shift key and Click on the group of Tasks that you want to print

2b. Hold the Control key and Click on the Tasks that you want to print

2c. Press on the Control key and the 'A' key on the keyboard to select all tasks to print

3. Click on the Button

4. Print

oh...and because you asked, when you print the task...we've made the fonts bigger on the paper too! Enjoy version 2.3.5!

Asset Forecasting, Depreciation and Task Audit!

2011-05-02T04:59:00.000-07:00

Three new major features are hitting your friendly neighborhood Maintenance Care interface this week...and when we say major, we mean MAJOR!

Like a magic crystal ball, Asset Forecasting is in your future!

ASSET FORECASTING

The newest and coolest feature now available on your favorite facility maintenance software is the ability to add a life expectancy to an asset. It's really quite simple. From the purchase date, enter the amount of years you anticipate the asset should last, enter the maximum amount of dollars you would wish to spend fixing the asset, and finally choose a threshold percentage that will be your trigger for determining when an asset has hit it's estimate lifespan.

Now, every time you have an expense related to the asset, simply link the item using the Asset tab on the task screen (find out how to do this here), add a dollar value and Voila! A history of your asset will now be tabulated and compared to your life expectancy predictions. Anytime an asset hits your threshold, you will know to either put in for a new item in next year's budget, or plan increased preventive maintenance. Either way, you have your magic crystal ball peering into the life expectancy of your facility's assets!

ASSET DEPRECIATION

Another important aspect of asset management is the ability to determine its depreciation value throughout the years. Our newest feature allows you to calculate it based on the Straight Line Depreciation Method which provides the opportunity to include a Salvage Value and the amount of years to which the asset should be depreciated. Then, you can export your tables directly into your accounting package to have ready at tax time.

TASK AUDIT LOG

Yep, now you can run an audit on any task and see, in detail, how it got to where it is. From the Task List, right click on any task and choose Audit Log. A pop-up window will appear with every instance or change that ever occurred in regards to your task. From Pending, to Closed, to Re-Opened and back to Closed, each step of the way, the Audit Log will capture what change was made, and who made it. Use the Task Audit Log for training or security purposes, but either way, now you can easily find out how you got where you are.

Enjoy, and don't forget to report any issues or bugs to on our Forum.

Priority, User Settings and Improved Navigation!

2011-03-25T08:10:00.000-07:00

Great new features are now awaiting you in your Maintenance Care interface. Based on your feedback, we have deployed some major improvements in the areas of customized user settings and improved some of the navigation along the way. We also have some new features dealing specifically with Priority of tasks and additional Search Bar options. Check out each feature in more details below and find out why Maintenance Care remains your #1 choice for facility maintenance software!

SEARCH FILTER BAR
We have redesigned the Search Bar to allow for more options. We have added the ability to view only 'Active' tasks (New, Pending or ReOpened). We have also added more filter options including Area, Submitted By, Scheduled Tasks and Priority Items. All items on the filter bar can work in conjunction with each other allowing you to get to the information you need quickly and efficiently.

And here's one more great little thing we've added...you can now just press the 'Enter' button on your keyboard to refresh the list. You no longer need to click on the 'Search' button, just hit Enter and make it faster for you to view your refreshed information.

PRIORITY
One of the handiest new features available is the ability to now add a 'Priority Star' to a task. By simply clicking in the Priority column, you add or remove priority to a task, quickly making it stand out on your list. You can choose to view all priority items at the top of the search window and/or have a highlighted background for all tasks you have deemed as important. You will never again forget the important items on your list.

USER ACCOUNT SETTINGS
We have decided at Maintenance Care that it is very important for you to be able to manage all of the default settings of how you want to see your information when you first access your Task list. We have created User Settings within the Edit Account page which gives you the ability to choose your Grid height, Grid page size, number of days listed, seeing active tasks only and if you want to see all priority items highlighted. Of course, all of these defaults settings can be quickly changed by using our newly improved Search Filter Bar.

A FEW MORE THINGS...
We have also helped your navigation capabilities by providing you with the ability to remain on the current list page you are working on, even after saving or changing an item on your list. Plus, we have added a neat little click-able scroller bar at the bottom of the table which allows you to jump from page to page easily.

Enjoy the new features, and contact our Service Team for any questions you may have regarding anything related to Maintenance Care!

New Feature Update - Task Assignment

2011-02-14T08:36:00.000-08:00

As part of our ongoing product development, we are excited to announce our newest feature, Task Assignment!

You are now able to designate a Task to a specific person within your organization and track their progress.

Here's how:

Double-Click on the Task
In Task Details, click on the 'Assign Button'
Select the User you want to assign the task to
Enter a message for the User
Check if you want to include the message in the Notes of the Task
Check if you want to send an email notification to the User
Press Send

Table View

You can also assign a task directly from the Table View. Simply right-click anywhere on the line of the task that you wish to assign, and click on the Assign button. Follow the steps above and your task will be assigned.

New Columns

We have also enabled you to view a few more columns in the table view.

They are : Assigned To, Assigned From and Assigned On.

Select which column you want to view and you can easily monitor the progress of your assigned task.

www.maintenancecare.com

Server Migration Completed Succesfully!

2010-12-13T06:06:00.000-08:00

We are happy to report that we have successfully transitioned to our new hosting facility.
Check out iWeb, if you want to learn more about who they are. We are now expecting 99.99% up-time with our new cluster solution. With several servers on the front line, our new load-balancing technology will direct you to the least busy server, making sure you always have the best connection to Maintenance Care. Our web hosted facility maintenance software is also accompanied with several database servers that automatically back themselves up instantly. So not only are you going to get a connection every time you need to access your Preventive Maintenance, but you can rest assured that your information will always be safe and secure.

We thank you for your understanding in the transition process, and if you experience any further issues, please contact us directly.

Server Update

2010-12-06T08:33:00.000-08:00

Dear Valued Customer:

We wanted to update you on our current situation in relation to our server hosting.

We have been very unhappy with the service that we have been receiving from our Server Hosting Provider. We find it unacceptable for our customers to experience ANY downtime, especially when dealing with something as necessary as Facility Maintenance Software, and although we have tried to find a solution with our provider, none has been to our satisfaction.

A few weeks ago, we began the process of moving our server headquarters to a different hosting company and should have the migration completed within the next two weeks. In our new server set-up, we will be able to guarantee you 100% uptime with a structure that is referred to as "Cluster" or "Load Balancing" network. This basically means that we will have multiple servers working all at the same time, and if downtime occurs on one, it will automatically switch you to another so that you do not experience ANY downtime.

We thank you for your understanding as we transition to this more reliable service, and although we do not expect any interruption in your service during the transition, we ask that you please be patient with us within the next two weeks until it is completed.

Thanks again for your understanding and your loyalty as a Maintenance Care customer.

Dan Roberge

Maintenance Care Upgrade 2.1

2010-08-16T07:53:00.000-07:00

Today's blog isn't so much a commentary as it is an update to our customers as to the new Upgrade features now available for Maintenance Care users. Here's what's new!

Task List

Your account will remember your previous layout for table view settings

Table can now view 15, 25 and 50 records per page

Room Number is an option for table view

You can now search by Room Number or Comments Keyword (using % as wildcard)

Right-Click on any record for additional menu (Print, Forward, Change Status)

Task Details

You can now forward a request to another person

Email allows for 256 characters

Phone Number field has been added to 'Contact Details' tab

'Asset' tab added with multiple pick lists:

Asset Code
Vendor
GL Code
Amount

Note: All Asset transaction information will be automatically linked to the Asset Profile

Log In Screen

New Logo in background

Assets

View all transactions related to an Asset in the Asset Profile

Sort Columns and Group according to your preference

Scheduler

You can now delete an older scheduled task

You can now assign a Building Area to a Scheduled Task

Help

Live Chat feature (for customer support) also includes a Knowledge Base for FAQs. To be continually updated.

Admin

Under the Facilities tab, you can add more than one email for notification (separated by comma)

We are very excited to bring you these product enhancements, if you have any problems, contact us through our

Predictability of the Media

2010-06-01T13:35:00.000-07:00

I think you are wise to it too. The question I'm wondering is why do you still fall for it?

In the past year I have systematically shut down all unwanted forms of media in my life. This includes cutting out 100% of all radio listening, all television viewing and all newspaper reading. I only hear of relevant news stories from friends and family who are still submerged by all of these outlets. It's been quite surprising to those friends of mine who want to start up a conversation about the volcano incident of 2010, and learn that I know nothing about it, let alone the fact that it even happened. Yep, that's how I learn about news, when it gets big enough for people to want to tell me, that's when I hear it, for the first time. I can then choose to find out more about it, if I deem the event big enough to my life, and I usually to so on the internet.

It's been said before, 'the most liberating thing about the internet is its ability to give the individual full control over what he/she wants to know'. I use my friends and family as buffer for those important news items, and the rest is up to me.

I know what you're thinking, "how can you shut it out 100% in the world we live in. The internet is also part of that media machine". True. The big difference here is that I'm making a choice as to what is directed at me. I know, for example, that if I visit my favorite hockey team website, that I will get my favorite hockey team information, usually biased but I expect nothing less.

I can tell you, I have never felt more liberated.

I see the stress in others, sometimes even just slight stress but stress nonetheless, about a political situation heating up in some part of the world, and I say to myself, that was me. That was me less than one year ago, and today, I'm much better without it. I mean, what can you really do about it anyway. It's not like you can redirect the weather patterns to make the volcano ashes falls somewhere else. So, I choose to live my life, instead of someone elses, and that means focusing on the things that are important to me.

The media has become so predictable in its behavior and I have never understood this better than after my decision of 2009. Take for example Sports. Your team is in the playoffs, half of the journalists report that the team will lose, the others say they'll win. The team win one round, some gain confidence in the team, some hold their ground. And so it goes until the team either loses in the end, where they ALL say, told you so, or they win and they ALL say told you so. Apply that same theory to the rest of the news reported in the world, and you can start to see what I'm talking about.

In the past year, I have dedicated my time at building my own company called Maintenance Care. It's a web based facility maintenance software that helps maintenance staff manage work requests including preventive maintenance planning and asset management. The funny thing is that I have had to get deeply involved in Web 2.0 and now even Web 3.0 marketing theories in order to increase the way that we get business. By excluding those parts of the media that tries to push content on you, I have been able to gain a sort of understanding for those things that truly work in acquiring new business in this day and age.

I highly suggest that you conduct your own little experiment, and I will guarantee you, that after just 3 to 4 months of getting your life back, you will thank the day you read this post...or maybe not.

More Features vs. Practical Usage

2010-03-16T13:53:00.000-07:00

Should our software package offer more features, or should we concentrate on doing what we do well?

The number one conversation I have with my potential clients on a daily basis is directly related to this topic. Yes, as a software developer, we want to keep our product developing with the most up to date technology being offered on the market. We want to be better than our competition and we want to have that something special that other products might not have. I have, however, come to realize that this 'something special' that we all strive for, might actually lie in the simplicity of our software, not the extravagant features that we think we need and never use.

There are two types of potential clients that come to Maintenance Care for more information about our software offering. The first is a Health Care facility that wants to improve their maintenance work flow and data gathering procedures. The benefits of this are obvious, increased productivity, better decision making and compliance with ministry regulators. I love this type of prospect, because they share my values of what is important for a well grounded maintenance management tool.

The second type of prospect is usually a Health Care facility that wants to collect as much information about their facility's assets life cycle so that they can determine, usually on a large scale, which assets need replacing and which should have a more involved preventive maintenance plan surrounding it. In theory, this second type of prospect has the right mindset for overall facility planning and budget predictions. Most of these are usually larger chains who also want their maintenance software to contain some kind of accounting functionality including asset depreciation calculations and budget line controls. Nothing wrong with thinking this way, in fact, our software can help chains plan on their assets life cycle and even divide expenses to various budget lines. The problem arises when company's put more value in this second type, rather than in the basic work flow improvement functionality of a software. You see, in reality, you can't get the information for your asset assessment process without first having a sustainable work flow process that doesn't require extensive work by your maintenance staff on a daily basis. If the daily process for a maintenance person gets too complicated or requires too much time spent at a computer entering information, you are losing on the most critical side of the equation - productivity. The job simply won't get done.

When a company is deciding if they require maintenance software, a critical aspect they should consider is how their data is going to be collected. They should make sure that the maintenance person's job, which is to maintain the facility, doesn't get interrupted or slowed down, but actually improve the way they are doing their job. Maintenance Care for example can deliver maintenance requests right to the cell phone, Blackberry, iPhone or any mobile device that a maintenance person can carry, all the while beginning the process of capturing valuable information in regards to the health of the facility. From there, assets can be easily tied to a work request (couple of clicks) giving an accountant real time, valuable information about how many times a particular asset breaks down and even how much time is being spent on each fix.

I am always giving the following analogy to those who ask me if my software can do the most complicated of accounting tasks - How many times have you heard this "I'm gonna transfer your call, but if I cut you off, I'm sorry in advance, I'm not really sure how to use this feature". Why have a feature that you don't use often and when you do use it, have no idea how. I always say, focus on what you do on a daily basis then graduate to a higher level of analysis from a concrete sustainable work flow of gathering information without interrupting what is important, productivity!

The Pitfalls of Software Solutions

2010-01-11T08:41:00.000-08:00

Companies that adapt new technology-based solutions expect to realize an increase in profit through operational efficiencies, this is especially true for Maintenance related software. Today’s facility managers, environmental engineers and building owners who have embraced such notion to make wise investments in technology, have improved the ways they manage expectations and outcomes. Naturally, the more automated they make their processes, the faster they can execute on the expected improvements. And, the more streamlined the operations become, the more information they have at their fingertips to make those key business decisions that will boost profit and reduce costs.

So, what’s the catch? Technology solutions are not always so simple to implement and what is promised isn’t always what is delivered. To prevent your business from getting bogged down by a long and expensive process, it’s important that you consider the major hot-points of implementing a new way of doing business and selecting the right software for your organization.

Efficiency

Is this solution going to make my business more efficient? Obvious question - yes, but history shows that many companies get so focused on 'technology' as the solution that they forget to look at why they wanted technology in the first place. When researching a new software solution, look for specific time saving opportunities that will cut down on the amount of steps a process would take with the new software in place. Those specifics can become the measure for budgeting in relation to the software purchase/implementation and ongoing expense.

Relevant Features

So many times a software vendor will sell you their software package based on its ability to do so many different things. During the sales process, the vendor has little difficulty saying Yes to all of your questions regarding usage and flexibility by virtue of its broad range of developed tools. The problem arises when it's actually time to use the software. Research has shown that the average user will end up using less than 20% of a software solution's package ongoing. In a sense, it stands to reason that you are paying for 80% of software development costs that you will never end up using. The most common phrase heard when asking someone to transfer your call to another person on a telephone is, "I will try, but I'm not sure if I'll get this right, so if I disconnect you, please call back." What good are all the extra features, if you don't know how to use them? Make sure that the software solution that you are looking at purchasing, does what you want well, first and foremost. Concentrate on three maybe four key improvements in work flow and make sure your staff takes full advantage of those features. Try not to get sold on the 'one solution for everything' angle by remembering what relevant features you will actually use on a daily basis.

Costs

Is the initial investment too large and what are my ongoing support costs? Many software companies hide the overall costs of using their product through the omission of key factors. Traditional software comes with an initial purchase price followed by annual user licensing fees and an immeasurable I.T. infrastructure cost. Most advanced software packages require you to install the application onto your servers. You might need to hire someone to run and maintain the servers and most importantly how the information is backed up and secured on those servers. Will you need a secondary server to back up your information? This is why it is important to know all of the facts about your desired product prior to making an initial investment. Look for web-hosted solutions that host your information for you. You will automatically save on any internal information management costs including the need to buy expensive servers. In a web-hosted solution like Maintenance Care, user licenses are unlimited, plus, your upgrades are included. Traditional software will often charge a premium dollar for new upgrades, and urge you to follow with them, by eventually refusing to support the old package. Web-hosted solutions offer you the latest upgrade package for the entirety of your membership in real time, from any locations without additional installation (only require an internet browser).

Long Term Savings

As information about your operation becomes more readily available to you upon using your new software package, make sure your solution provides strong (and customizable) reporting. Imagine being able to schedule a pre-warranty expiry check up on your HVAC unit, to help reduce unnecessary costs of out of pocket expenditures. Preventive maintenance scheduling will not only help at reducing the cost of the operation, but will help to reduce your insurance premiums by eliminating and mitigating liability exposures. Reporting is key to allowing you to create a long term savings plan for your home and give you that extra motivation for the ongoing usage of a software package.

Solution

Maintenance Care is a web-hosted facility maintenance software solution that offers dedicated workflow improvements in an easy to use day-to-day interface. Maintenance Care is focused getting results and providing a true time/cost savings to your environmental services department. The web-hosted model allows for easy budgeting on the operational budget (monthly membership cost) and provides that flexibility of accessing all of the maintenance relevant information from any location around a facility including mobile devices. Find out more about Maintenance Care at www.maintenancecare.com

Internet Sales

2010-01-06T14:06:00.000-08:00

"When all is said and done, we're not the only ones." (Axl Rose - Catcher In the Rye, 2008)

Seems fitting when thinking about what the internet means to my business. The way I see it (and that's kind of implied when blogging) the web's biggest value is also its biggest deterrent for me. Lot's to find, too much to find. Sure there are tools out there that help you find the things you need in a fast and efficient manner. Sure there are new great communication and self expression avenues that help promote your goods (blogging self reference #2), but doesn't that just confuse things even more for a consumer? If I'm buying something online for example, I'm looking for reviews...but to quote Seinfeld, "Who are these people?". Why do I trust their opinions, when they might not be in the same demographic as me? Shouldn't there be some kind of qualifier to be a critic? How do I know it's not just a competitor flooding message boards with negative comments about their product? How reliable are these critics if they actually take the time to write a review for a product...do you remember ever doing this for anything you bought online? So, who are these people?

Part of me is starting to think that internet marketing is all just a big crap shoot. Almost like speed dating...here are my likes and dislikes, what do you like? Nope, doesn't fit, NEXT! Seems to me that the formula to success is staying as generic as possible without alienating anyone, just teasing them enough to have them give you their phone numbers and bang, I kill 'em with my charms.

I've been doing alot of research on the 'internet consumer' lately and the more I read (and experience) the more I come to the conclusion that

There are only certain products that sell over the web (maintenance software might not be one of them)
Long term clients are rare for web-based consumers
Price is extremely competitive (free is the common motivator)
You need to play the 'speed-dating game' to get customers

I haven't totally given up on the idea of selling my product over the internet (with minimal direct human contact) but I have seen far greater success on having that personal touch (duh, of course). So, I'm blogging (3rd reference) to keep up my speed dating skills. Keep filling that large pit of information we call the internet with more and more content in hopes that someone out there finds this, and asks me to dance.