Managing Building / Facilities

Manage => Building / Facility

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 - See System Options & Settings - Column Visibility.
  • Vendors - Agency's Vendors - See System Administrator Manual - 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 Building / Facility 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 Building / Facility.

If your agency allows file uploads and your user account has the File Upload group permission, you will see an Add File button at the top right of the list of files.  Click Add File which opens window allowing you to upload a file to this Building / Facility.

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 / Editing Photos

Each Building / Facility  can have up to 4 photos.

To add or edit a photo:

• • Click on the photo or photo placeholder.
  • A modal opens allowing you to add or replace the photo.
    
    
    
    
  • Select the photo and click Add / Replace photo to complete the process.
    
    

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.