CCIS Manual – Process New Request

All New Requests are automatically assigned to the Management Company and appear at the top of the list of Current Requests. Once a New Request has been viewed, the status will automatically change to Open.

Create Inquiry (for a Vendor)

This generates an Inquiry for a specific vendor. (To solicit quotes from multiple vendors, create an Inquiry for each vendor.) It is used to:

  • Request a quote from a vendor.
  • Request work that may not result in a payment (e.g.: follow up on seasonal contract work)

Details…

  • BEFORE clicking the Create Inquiry button, select and copy the text from the Request Description to the clipboard.
  • [Create Inquiry]
  • Select the appropriate Vendor.
  • If this Inquiry should be managed by someone other than the Management Company, select the relevant Manager – a Board Member (see current Board Member Responsibility List)
  • Ensure the Unit/Asset information is correct.
  • Label the Task – this is a phrase that describes the work to be done (not a request to find out information).
  • Insert the cursor at the beginning of the Description field and paste the description information from the original Request. Add any more relevant information in the description.
  • Leave the default text: “Please respond by <date>. (Include cost, schedule, and description of work.)” and enter the appropriate response Date.
  • [Create and Send Inquiry]

Create Work Order (for a Vendor)

This generates a Work Order for a Vendor. This action skips over the Inquiry (get an estimate) step. It is used:

  • When there is a standard price on file that is within the dollar amount is within the pre-approved limit
  • When the vendor sees something while they are in the field]
  • When catching up with reality – if the work has already been performed.

Details…

  • BEFORE clicking the Create Work Order button, select and copy the text from the Request Description to the clipboard.
  • [Create Work Order]
  • Select the appropriate Vendor.
  • If this Work Order should be managed by someone other than the Management Company, select the relevant Manager – a Board Member (see current Board Member Responsibility List)
  • Ensure the Unit/Asset information is correct.
  • Label the Task – this is a phrase that describes the work to be done.
  • Insert the cursor at the beginning of the Description field and paste the description information from the original Request. Add any more relevant information in the description.
  • [Create and Send Work Order]

Reassign Request (to a Board Member)

As a general rule, when the Management Company doesn’t know what to do with a Request, it should be reassigned to the relevant Board Member (see current Board Member Responsibility List). As Manager of the Request, the Board Member has authority over the Request and any associated Inquiries or Work Orders.

Details…

  • [Reassign Request]
  • Select the appropriate Assigned To Board Member (listed as Owners).
  • Write a brief Message about the Request and/or why it is being reassigned.
  • [Reassign]

Close Request

If the Request was merely a question and the Management Company has answered it, the Request can be closed.

Details…

  • [Close Request]
  • Be sure to add a relevant Closing Message that provides a history of the answer given.
  • [Resolve]
  • ([Cancel] will avoid closing the Request.)

Send Link (to Requestor)

For Requestors who don’t have a user login for the system but want to follow the status of their Request, they can use a Link (sent by email) for access.

Details…

  • To verify the user’s email address, click the link to their name, modify if necessary – be sure to click UPDATE USER and then click [Back] to return to the Request.
  • [Send Link]
  • Add a relevant comment such as: “sending link per your request.”
  • [Send Link with Comment]
  • ([Cancel] will avoid sending the Link.)

Set Review Date

In some cases, a Request may not be resolvable for some time. For example, minor damage to a garage door during the winter will not likely be repaired until spring. In cases like this, set a Review Date so this Request is on “hold” until then without having a daily or weekly review.

Details…

  • [Set Review Date]
  • Specify the appropriate Review Date.
  • Record a Message as to why the Review Date is set, or what to do at the Review Date (consider if someone else picks it up then).
  • [Set Review Date]

Add Comment

There may be circumstances where more information is gathered, but the status of the Request doesn’t change. In these cases, use the Add Comment feature to record relevant history.

Details…

  • [Add Comment]
  • Add relevant Message.
  • [Add Comment]
  • ([Cancel] will avoid adding a comment.)

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