Facility Management

Unity Facility Management uses Maintenance Checklist Templates to define scheduled inspection points for each asset or area. Facility Inspection Logs are created from these templates and assigned to technicians with due dates and SLA targets. Each log captures photo documentation, checklist completion scores, and supervisor sign-off. The system distinguishes between Preventive Maintenance (scheduled, template-driven) and Reactive Maintenance (raised on-demand). All work orders flow through Facility Assignments with SLA tracking — the system checks every 15 minutes during operating hours (7AM–8PM, Mon–Sat) for breaches.

Every fire extinguisher on campus is registered as a Fire Extinguisher DocType with location, quantity, rating, and inspection schedule. The system generates Fire Extinguisher Inspection records at the configured frequency, tracks completion status, and flags overdue inspections. Fire Drill Records capture drill date, participants, duration, and outcome. Compliance Certificates store issuing authority, category, validity period, and expiry — automated alerts notify the Fire Safety Officer before certificates lapse. A dedicated Fire Safety Officer role has read access across all fire-related records.

Every task completed by facility staff earns FMS Points tracked in an FMS Point Transaction log. Points can also be lost (penalties recorded in FMS Penalty Log) for SLA breaches, missed inspections, or quality failures. FMS User Stats consolidates each staff member’s tasks completed, total points, penalty count, and calculates a Performance Score used to assign Achievement Levels. Streak bonuses reward consistent performance — staff completing tasks every day for 7 or 30 consecutive days receive bonus points. This creates measurable accountability without requiring manual performance reviews.

Patrol Routes define a named sequence of Route Points, each with checkpoint coordinates (latitude/longitude) and sequence order. Guard Shift Schedules assign a guard to a date, shift type, start time, duration, and location. At 6AM each day, the system auto-generates patrol assignments for all scheduled guards. During the shift, guards check in at each route point and a Patrol Session records the day’s execution — including any anomalies detected (missed checkpoints, time deviations, security incidents). Campus Security Incidents can be raised directly from a patrol session.

Cleaning Schedules define the frequency (Daily, Weekly, Bi-weekly, or Monthly), time of day, and the list of areas to be cleaned. Each schedule is linked to responsible housekeeping staff. At 6AM every morning, the system auto-generates cleaning tasks for all Daily and applicable Weekly/Monthly schedules due that day. Completed tasks feed into the FMS User Stats for gamification scoring. Housekeeping supervisors can view the day’s task board and mark tasks complete with notes, ensuring no area is missed without manual follow-up.