Guided walkthrough
One issue, every seat
Follow a single problem from the moment a campus notices it to the point the default process stops. Every step runs the real action against the real records — when it's finished, the work order exists and you can open it.
Watch it run
Step through it below. Each step runs itself against the real records — fast, and it can't go wrong halfway through a meeting.
Use the steps underneath.Do it yourself
Guided mode takes you to the actual screens and tells you what to do when you get there. A bar follows you around the app until you're finished.
The app pushes an alert at one point in this whole process — the moment a work order is raised. Everything after that is written to the work order, where the campus sees it next time they look. Nothing chases anybody.
The problem, as the campus describes it
Walk-in freezer in the cafeteria is holding at 18°F and climbing. Kitchen has moved stock to the reach-ins but can't hold lunch service past Thursday.
LRA Riverside Heights
0/12
1
Work out who owns it
Warren HolcombOperations Lead · LRA Gulf Coast only
Sees Who To Call — a plain description, the campus's own contacts, and the ownership tier.
Does Checks whether this is campus-fixes-today, campus-dispatches, or Facilities-leads. A failed walk-in is none of the campus tiers; it's a real repair.
Facilities procedures
19 of 38 screens · 2 of 8 permissions
Who finds out
Nobody, and nothing recorded.
2
Raise the work order
Warren HolcombOperations Lead · LRA Gulf Coast only
Sees The intake form. Campus, category, description, photos, priority — no vendor, no price, no fund.
Does Describes the problem and stops. The DO isn't expected to know the vendor or the cost to report a fault.
19 of 38 screens · 2 of 8 permissions
Who finds out
Pushed out
Nadia Fairbanks · Helen Brandt · Joel Sandoval
Teams and email — reaches them without opening the app
On the work order
“Received. The next update goes out when it moves.”
The campus sees this next time they open it. Not pushed.
3
Triage it
Monica ReyesOperations Specialist
Sees The work order, untriaged, with three lanes and what each one means downstream.
Does Calls it a Minor Repair — fixed through the normal route, sourced and quoted on a purchase order.
Whoever monitors the facilities inbox
25 of 38 screens · 5 of 8 permissions
Who finds out
On the work order
“Reviewed and routed as a minor repair.”
The campus sees this next time they open it. Not pushed.
4
Name the point of contact
Monica ReyesOperations Specialist
Sees POC determination — campus resolution, or Facilities support.
Does Routes it to Facilities for solicitation. A commercial refrigeration failure isn't something the campus sources alone.
Without this, nobody owns it
25 of 38 screens · 5 of 8 permissions
Who finds out
On the work order
“Monica Reyes is looking after this now. Facilities has it and is out getting prices.”
The campus sees this next time they open it. Not pushed.
5
Solicit three comparable quotes
Monica ReyesOperations Specialist
Sees The page-6 checklist — eight things to send every bidder, eight to require back — and the Hillsborough contractor pool.
Does Sends one scope to three vendors. Above $10,000 this needs three, not two. Happens off-system, on the phone and by email.
Facilities procedures · three quotes above $10,000
25 of 38 screens · 5 of 8 permissions
Who finds out
Nobody, and nothing recorded.
6
Raise the purchase order
Monica ReyesOperations Specialist
Sees The prompt: triaged, no PO against it yet.
Does Converts the work order to a PO now the proposals are in hand. This is the step that tells Finance an expense is coming — until now the cost existed only on the work order.
Facilities procedures
The written order is work order → proposals → PO. The app files quote documents against the PO, so the PO is created first and the proposals attach next. Same sequence in practice.
25 of 38 screens · 5 of 8 permissions
Who finds out
Pushed out
Finance
Teams and email — reaches them without opening the app
On the work order
“Priced at $12,400 — with Finance for approval. Millbrook Mechanical. Nothing gets scheduled until it's approved.”
The campus sees this next time they open it. Not pushed.
7
Attach all three proposals
Monica ReyesOperations Specialist
Sees The quote panel, counting against the three this amount requires.
Does Files every proposal received, not only the winning one.
Every proposal received goes on the record for Facilities review
25 of 38 screens · 5 of 8 permissions
Who finds out
Nobody, and nothing recorded.
8
Recommend the award
Monica ReyesOperations Specialist
Sees All three proposals on the record, and the nine selection factors.
Does Recommends Millbrook Mechanical with the reasoning written out, and names the fund it comes from.
Lowest price alone does not automatically equal best value
25 of 38 screens · 5 of 8 permissions
Who finds out
Nobody, and nothing recorded.
9
Approve the purchase order
Daniel MercerFacilities Management
Sees The PO with its three quotes, the recommendation, the reasoning and the fund.
Does Approves. Matched on the person, not the role — only Daniel Mercer and Claire Holloway, at any amount.
Facilities procedures — Facilities *and* Finance
You're in this seat38 of 38 screens · 8 of 8 permissions
Who finds out
On the work order
“Approved and the PO has been issued — the vendor can be scheduled.”
The campus sees this next time they open it. Not pushed.
10
Finance approves it too
Helen BrandtFinance
Sees The same purchase order, already carrying the Facilities approval.
Does Gives the Finance half. The procedure requires both — until Finance signs, the PO is not approved and nothing can be scheduled.
Facilities procedures — no work starts before Facilities and Finance approval
Who gives Finance approval is set per network; here it's the sample Finance approver, Helen Brandt.
34 of 38 screens · 2 of 8 permissions
Who finds out
On the work order
“Approved by Facilities and Finance — the funds are committed.”
The campus sees this next time they open it. Not pushed.
The school's treasurer is told at this step — treasurers are notified when a purchase order is approved, not when it is raised. No campus in the sample data has a treasurer on file, so here the system records that nobody could be told.
11
Qualify the vendor before dispatch
Monica ReyesOperations Specialist
Sees Six checks: Florida licence for the exact scope, current COI, W-9, work hours and clearance, written rates and warranty, Facilities and Finance approval.
Does Works the list. Five of the six can't be put right once work has started.
Facilities procedures
The app counts these and warns, but does not block a dispatch.
25 of 38 screens · 5 of 8 permissions
Who finds out
Nobody, and nothing recorded.
12
Work done — close the loop
Monica ReyesOperations Specialist
Sees Six more checks: inspect against scope, after photos, completion record, SITREP, invoice against proposal, vendor rating.
Does Marks it resolved. The invoice goes to Finance — and that is where this walkthrough stops.
Invoice approval is its own authority, handled on the Invoices screen.
25 of 38 screens · 5 of 8 permissions
Who finds out
On the work order
“Marked complete. Tell us if it isn't.”
The campus sees this next time they open it. Not pushed.