The document describes two workflows for processing work orders - the standard workflow and a sub-process for delayed work orders. The standard workflow involves a participant reporting an issue, a work order being created and assigned, repairs being made, and the work order being closed. For delayed work orders, additional steps are involved such as determining if a vendor is needed, obtaining bids, approving the request, ordering parts, scheduling the vendor, and documenting the process.

1. Centralized Maintenance: Work Order Processing Cross Functional Workflow
WorkOrderDeskParticipants
Maintenance
Technition
DRAFT
Start
Participant reports
physical issue with
unit and/or property
Does issue
require
maintenance
attention?
PM staff provides
explanation to
participant as to
why no work order
entered
On-Site
Maintenance Staff
visit unit to assess
repairs to see if
additional parts or
outside vendor
required
Participant provides
signature that work
order was
completed
W/O Clerk assigns
work orders to On-
Site Maintenance
Staff based upon
availability
Work Order entered
into Yardi 7S
Can work order
be completed?
DELAYED
WORK ORDER
FULFILLMENT
SUB PROCESS
On-Site
Maintenance Staff
makes repairs
Work Order closed
out in Yardi 7S END
No
Yes
Can work be
performed
on-site?
No
Yes
PM Staff provides
Work Order Desk
Contact Number
Maintenance Staff
organizes requests
by priority
Yes
No

2. Centralized Maintenance: Delayed Work Order Fulfillment (Sub-Process Workflow)
Maintenance
Technition
WorkOrderDesk
Maintenance
Manager
AreaManager
Property
Manager
DRAFT
Start
End
Gathers
information as to
why work order is
delayed
Can vendor do
work within NTE
contract terms?
Contact Vendor, to
schedule work,
considering
Maintenance Staff
schedule
Tech meets
vendor during
scheduled
appointment and
and escorts to
work site
Applicable bid
gathered and
submitted to
Regional
Leadership
Area Manager
Reviews Request
Scope of work
reviewed and
formal
recommendation
submitted to
Area Manager
Is request
approved?
PM researches
alternatives to
address needs
PM submits
alternatives to
Area Manager
Was work
completed?
Work Order closed
in Yardi 7S
Needed part or
outside vendor?
Property Manager
orders needed part
from approved
distributor;
monitors shipment
Once package is
received, PM
supplies to
Maintenance Tech
Maintenance
Technician
completes work
Applicable Memo
entered into
Yardi 7S with
explanation
Prepares
notification to
Property Manager
of needed part
Part
Vendor
Yes
No
Yes
Follow-up visit
scheduled with
vendor; all parties
notified
No
Yes
No
PM discusses
alternatives with
Regional
Maintenance
Manager