Managing Building / Facilities
Building / Facility Module Overview
The PSTracker Building / Facility Module allow agencies to manage their physical buildings, facilities, external buildings such as garages and storage sheds, and even rooms within a building such as the property or E.T. Room.
Each location you wish to manage should be its own entry. So, for example, if you wish to manage your evidence tech room, it should be its own entry, even though it may be within the police station.
Manage => Building / Facility
Navigate to Manage => Buildings to view your list of buildings / facilities
Manage Building / Facility Sub-menu
At the top right of the management page is the building / facility sub-menu.
- Add Building - Used to create a new Building / Facility.
- Buildings - Brings you to the list of Buildings / Facilities.
- Maint (Maintenance) Types - The types of maintenance performed on your buildings.
- Visibility - Adjust visible columns
- Vendors - Agency's Vendors
View - Edit A Building / Facility
To view a building / facility, click the name of the building / facility.
This brings you to the Buildings Details.
The Building / Facility Details page displays the specific details of the selected Building / Facility, and optionally up to four photos of the Building / Facility. There are several tabs at the bottom allowing you to view and/or manage details such as:
- Maintenance
- Work Orders
- Inspections
- Items
- Ammunition - Optional if you use the ammunition module.
- Files
Maintenance
To add a maintenance entry for this Building / Facility, click the Add Maintenance button at the top right of the maintenance list. A window opens allowing you to create a maintenance entry for the specific Building / Facility.
If you are an Building / Facility Manager, you will also see Edit links at the far right of each maintenance entry. Clicking the Edit link allows you to edit a specific maintenance entry.
Work Orders
A list of the work orders associated with this specific Building / Facility. Click on a work order number view the details.
Inspections
The list of inspections that have been performed on this Building / Facility. Click the View button to view the details of the inspection.
Items (optional & an agency customizable name)
The Items module (the items module may have been re-named by your agency) is a lits of all items designated as being within this Building / Facility.
Ammunition
If your agency uses the Ammunition Module and assigns ammunition to Buildings / Facilities, this tab may be visible. The ammunition tab displays a list of all ammunition designated as being assigned to this Building / Facility.
Files
Adding files to an taser is a great way to scan in and attach paper documents such as receipts, purchase orders, or even photos to store and associate with this taser.
If your agency allows file uploads and your user account has the File Upload group permission, you will see a dropzone area. Drag & Drop your files over this area.
If you have the File Upload group permission, you will also see the Rename and Delete File links at the far right of each file entry. Clicking the Rename link allows you to rename that specific file. Clicking the Delete link permanently removes that specific file.
Add Building / Facility
To add a new Building / Facility, at the top right click Add Building.
This will open a modal allowing you to add a new Building.
Fill in the fields as appropriate.
Explanation of Building / Facility fields:
- Name - The Name of the Building / Facility.
- Number - You own in-house numbering system for this Building.
- Department - Generally Police (unless your agency uses the multi-department feature )
- Location - Where the Building is physically located. It could be the name of a Campus, such as Northbrook Place or even a compass direction such as West.
- Other 1, 2, 3, 4 & 5 - Agency customizable variables we can set unique to your agency.
- Unit (Optional) - This Building / Facility can be tied to a specific unit.
- Last Maintenance Date - Date last maintenance was performed.
- Next Maintenance Date - Date you wish to perform the next maintenance.
- Note: Emails will be sent to selected personnel notifying that maintenance is upcoming at 30, 15, 7, the day of and 30 days overdue. These are dates are created during setup but can be modified by PSTracker Support.
- Notes - Administrative notes to assist in managing this Building.
- Template - The default Inspection template for this Building / Facility.
- Show in Work Order List - Is this Building / Facility in the Work Order select list.
- Active - The status of this Building. Active means the Building is currently in use and will be displayed to your users as an Building available for inspection.
- Archive - This means the Building is no longer in use. You archive an Building rather than delete a Building so that you will always have a historical record of this Building and its inspections.
Edit Building / Facility
To edit a Building / Facility:
If you have the edit column visible, you can click the edit button for the specific building / facility.
Alternatively, view the building and then click Edit Building button at the upper left.
This brings you to the Edit Building page.
Make your changes and click Save to complete the process.
Adding / Managing Photos
Each Building / Facility can have up to 4 photos.
Add
To add a photo:
Drag & Drop a photo over an empty placeholder.
The photo uploads automatically.
Manage
To Manage a photo, make sure its the main photo displayed, then click the elipses at the top right corner of the image.
You can rotate, edit or delete a photo.
Reports
If you have the Reports-Building permission you will be able to vier the building reports.
Navigate to Reports => Buildings to view the available reports.
Building / Facility Configuration Settings
The module can be configured to the agency's specifications. The default values are shown below:
- Module Name: Facilities
- Allow Adjusting Inspection Date & Time
- Use workflow for inspections
- Require to be clear workflow to inspect again
- Only send inspections with issues through workflow
- Require X hours to inspect again - Number
- Email inspection issues to opted in employees
- Email employee when inspection is rejected
- Show email & Work Order verify page on inspections
- Custom variable 1 name
- Custom variable 2 name
- Custom variable 3 name
- Custom variable 4 name
- Custom variable 5 name
- Email maintenance due today
- Email Maintenance is A days away
- Email Maintenance is B days away
- Email Maintenance is C days away
- Email Maintenance is -X days expired
- Locked minutes during approval - Number
- Show open Work Order table on inspections
- Show open Work Order cards on inspections
- Show total # of Work Orders on inspection
- Show Work Order note texts with Work Orders
- Show New Use of Force Instructions: Empty and Off
To modify any of the configurations navigate to:
Your Name => Agency Tools => Agency Configs => Building/Facilities (whatever you renamed it)
Settings are now saved instantly when changed.