Asset based servicing

Article author
Aleks Petrovic
  • Updated

Asset based servicing allows for the servicing schedule to be based on a single, base date or last service date of an asset. This is in contrast to site-based servicing where all assets are serviced on a property for a given scheduled routine unless otherwise tagged appropriately. This allows for:

  • Simplified approach to split testing (such as red/green/blue testing or automatically testing a percentage of assets each year)
  • In contract, individual asset servicing based on the last service date (such as the 10 yearly testing of Automatic Fire Sprinkler Systems)
  • The ability to manage and quote for out of contract, individual asset servicing based on the last service date.

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Configuration

To configure asset-based servicing for a certain routine level:

  1. Click Control Panel > Routines > Create Routine Service Level Type.
  2. Fill out the fields and take note of the Asset Based Service and Uses Slippage checkboxes. See the table below for an explanation of these options:
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    Asset Based Service Checking this box will mean servicing schedule will be generated using the asset base service date or last service date rather than the site based service date specified on the routine the asset is applicable to. Which date is uses will be based on whether or not the Uses Slippage box is ticked.
    Uses Slippage

    Checking this box as well as the Asset Based Servicing checkbox will mean the servicing schedule will be generated using the last service date. If there is no last service date it will default to the base date to begin with.

    If left unchecked the system will use the base date to calculate when the next asset based service is due.

  3. Toggle Asset Based Service if applicable
  4. Toggle Uses Slippage if applicable

How it appears on the Property's Routine schedule

The routine calendar on a property will show more than the next service date for a routine when asset based servicing is enabled - it will also show how many applicable assets to that routine are to be serviced.

Example:

Below you can see that the Fire detection and alarm systems Monthly level is non asset based and just shows the letter representing the service level due. The annual, which is asset based, will show the number of assets to be serviced in that month. This will help clearly distinguish asset-based services from site-based services on this site.

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All in contract asset and site based servicing will generate tasks each month using the Routine Task Generator. Tasks will still split up as expected given the site conditions.

 

Managing out of contract asset based servicing

To manage out of contract asset based servicing that needs to be quoted on and approved before tasks can be generated, simple use our Major Servicing module.

Toggling routines as asset based on the property

While there are default settings in place for which levels are considered asset based, the routine levels against the property can be configured to be asset or non-asset based by taking the following steps:

  1. On a property, click Routines > Manage routine services.
  2. Click on the level then select Edit (level name) level .
  3. Check/uncheck the box labelled (level name) Asset Based Servicing.

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Major Servicing March Release update

Note: As of the March 2022 update, all service levels over 1 year and above are automatically asset based, with Slippage enabled.

Service levels that have asset based servicing enabled will be clearly indicated with ASSET BASED when viewing routines under the Routines tab on a property or in the Control Panel. 

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When the level is checked, service levels applicable to a Major Service will generate a routine service task instead of requiring a defect quote to be generated from the Major Servicing Dashboard. The defect quote method will still apply if the service level is unchecked. In either case, Major Servicing Dashboard can be used to keep track of all Major Services, whether they are in contract or not.

 

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