Integrating service agreements into your FM instance allows you to monitor current and expiring agreements with external suppliers. This feature links work orders to each agreement, offering a complete view of the work done under the agreement.
Additionally, on-site facility managers can quickly verify existing service agreements for assets or buildings when creating work orders.
Table of content
How to create a service agreement
User rights
To create and view service agreements, you must be part of a user role with the appropriate permissions.
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Create a new service agreement by navigating to
Settings
Operations & maintenance
'Service agreements'.
Here, you also get a complete overview of all your service agreements.
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Click Add service agreement to create a new service agreement and fill out the form.
Main data
Name the service agreement and add the following data:
- Contract number: Add your internal contract number for the service agreement. This can be used to easily find the agreement later.
- Disciplines: Add what discipline(s) the service agreement is related in order to find specific agreements later on.
- Agreement content: Describe what type of work is covered by the service agreement, so your maintenance staff can easily find this when creating work orders.
- Description: Insert additional information for your team.
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Supplier and economy
The fields in this section allow you to specify details that help you and your team in managing and retrieving service agreements.
- Supplier: Choose the supplier with which you have the agreement. When your team creates a new work order and selects the agreement, it automatically sets the supplier.
- Start date: This field lets you set information about the start date of the service agreement.
- End date: When setting an end date for the agreement, you can get an overview of the ones that are ending soon.
- Net price (yearly): Adding a yearly net price helps your team track related work orders tied to an agreed service volume.
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Notify when the service agreement is about to expire: This field can only be enabled if an end date is set. If enabled, Dalux will send an email notification when the agreement is nearing its expiration.
Remember to enter an email address below. - Email: Enter the mail address of the user who should be notified when the expiration date is close.
- Number of days before the agreement expires: Define the number of days the notification should be sent out before the service agreement runs out.
Placement
Defining the buildings and/or assets the service agreement is related to, helps your facility managers to check if an agreement is set up when creating a work order on site.
Buildings lets you select the buildings on either the map or click on
Show in list to select them from the list.
Assets lets you choose the assets from a list view.
When scanning a QR code or viewing the placement in Locations, they can quickly see if a service agreement is in place.
Documents
With Add/remove documents you can attach the signed service agreement, so your team can access it from anywhere.
How to use service agreements
Service agreements can be selected in work orders. When doing so, the supplier is automatically set according to the service agreement.
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Read more
You can read more about creating work orders in the article: How to create Work orders on desktop