Work Order Report

Haven Management has implemented a Work Order Tracking system to process and monitor consistent and reliable work orders.

The process is simple and each team member in our office has the ability to process a work order from their workstation.

For example:

1.       A resident calls in to report a broken sprinkler.

2.       A work order request is immediately generated and logged into our computer based work order tracking software system.

3.       A copy of the work order is then printed and faxed directly to the appropriate vendor, in some instances where a vendor does not have access to a fax machine, the work order is called into the vendor and a copy is mailed to the vendor as back up.  Additionally, the work order will state that it had been called in to the vendor with a specific date and time and which Haven Management team member generated the work order.

4.       A second letter is processed (at the same time of the original work order) and mailed to the homeowner to serve as a confirmation to them, that the work order request was received and action will be taken to correct the issue. The work order to the homeowner and the vendor both will have the same work order tracking number to reference for updates and status if there are any questions and/or concerns.

Work order requests are generated by phone calls, inspection reports, website submission (must be a registered owner through our FLOWpass system on our website to send work order requests online) and/or through Board meetings.  Additionally, bid requests and architectural improvement requests made by homeowners are also processed through the work order tracking system. The work order report will change daily as calls come in and work orders are opening and closing.  However, work orders are never deleted from the system. 

We also have the ability to track how many work orders have been completed/sent by each individual vendor for each account from the time that particular vendor became a certified vendor in our system or from a specific date such as just this year or over the last 2 years. Being able to track a vendor’s work order history and invoice history allows the Board to make better decisions when it comes to choosing between vendors or finding the best vendor for the project at hand.

One of the four core reports provided to the board monthly is called the Work Order Tracking Report. This report provides details of all the work issued within a given time period, usually monthly but a report can be provided that includes all the work issued yearly, vendor specific or category specific (such as all roof repairs or all vandalism).

This tool has been effective in keeping maintenance costs low and in enhancing the property value of the community by having access to detailed reports as needed for review.

Haven Management LLC