Reports & audits
Create reports and review audits.
By Rubin and 1 other2 authors33 articles
Contractor reporting
Create reports based on contractor performance
- Contractor KPI reportMonitor your performance in Access Maintain across callouts, quotes, supply only orders, and planned maintenance visits.
- Contractor Performance ReviewTrack KPI scores and review how contractors are performing across reactive, quoted, supply only, and planned works.
- View the total spend on callouts and PMVsRun a Spend report in Access Maintain to review total, committed, and approved costs for callouts and Planned Maintenance Visits, then export the data for analysis in Excel.
- View orders raised for a contractorExport completed order data from the Group area and filter by contractor in Excel to review work volume, spend, and activity across financial years.
- Generate contractor cost reports by monthYou can create reports further with the data exported from the system by creating a pivot table
- Contractor KPI score calculationUnderstand how contractor KPI scores are calculated, what checks are included, and which date range is used.
General reporting
View general reports on the system
- View historical cancelled ordersUse the Group area to see cancelled orders older than 30 days, which is useful for audits and historical reviews.
- Run the system usage reportMonitor how often users log in and how long they spend in the system to track engagement and support audits.
- View all overdue orders across the estateMonitor overdue callouts, quotes, and planned jobs to track delays and ensure contractors attend as expected.
- Review jobs by financial periodExport and filter a periodic report in Excel to review jobs raised within a specific financial period.
- View and export the flagged orders reportReview flagged callout or quote orders in Access Maintain and export the report to track items that need attention.
- Create a report for historic odd jobsGenerate a report of historical odd jobs to review contractor activity, outstanding tasks, and job progress.
- Admin changes reportSchedule the admin changes report to automatically track and receive a summary of all administrator modifications over a set period.
- Generate reports with the Report WizardCreate customised analysis reports by applying filters and criteria that match your reporting needs.
- Trade analysis reportView which contractors are assigned to specific trade types within a zone and review spend and coverage across regions.
- Check all the callouts raised in a dayReview and export a report of all callouts released on a specific day for monitoring, workload tracking, or financial reconciliation.
- Report of daily released jobsView and export all jobs released on a specific day using the Release Commitment report.
- Profit and loss accruals reportView a real-time breakdown of repair and planned maintenance costs that are committed or accrued across a rolling year.
- Committed, approved and total figures in reportsGenerate and export a report of all orders in the current period, filtered by committed, approved, or total status.
- Site spend vs budget reportCompare the available budget per site with actual spend on repairs and planned maintenance visits.
- View and export work permitsView all permit types set up in Access Maintain and export the data for compliance monitoring and auditing.
- In-house PMV reportingView and download reports for planned maintenance visits completed by in-house engineers.
- View jobs from the last seven daysExport the current period's job data from the Group area, then filter to surface jobs logged in the last seven days.
- Budget control settings report columnsUnderstand what each column in the budget control settings report represents and how values are calculated.
- View the PMV and repair split in the accrual reportDownload the full All Orders list from the P&L Accruals report to see accruals broken down by planned maintenance visits (PMVs) and repairs.
- View the remaining budget for the yearTrack how much of your allocated budget is still available so you can plan spending and avoid overruns before year-end.
- Reporting on paid orders by periodDownload a report of paid orders from previous months or financial periods to review spending, reconcile activity, or track contractor payments.
- View General Ledger codes against orders for a specific periodDownload a list of paid group orders for a selected financial year to review the General Ledger codes assigned to each order, useful for reporting and reconciliation.
Audits
View and manage Audits
- Late attendance auditView orders where a contractor attended later than the expected timeframe set when the order was released.
- First-time fix rate for In-House engineersView the first-time fix rate for InHouse jobs to monitor efficiency and track orders resolved on the first visit.
- Audit Check Savings reportView cost savings identified through audit checks for a specific period.
- Awaiting Audit Check review processAs a head office user you can manage audits to ensure the order details are correct.
- Parts-priced orders are not on the correct payment certificateYou can check why orders with priced parts may not appear on a payment certificate and how to check the audit setting that controls the holding period.