Operations & Maintenance

Reference guides related to the following topics are available now. 

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Approval Process Workflow

Approving Purchase Orders or Standard Contract

Assets & Equipment

The Create an Asset/Equipment Record Reference Guide contains the following topics:

  • Navigate to the Building Equipment Portal
  • Create Equipment Record
  • Cost Allocation Tab
  • Notes & Documents Tab
  • Contact Tab

Inventory Management

Purchase Orders for Inventory Staff

The Purchase Order for Inventory Staff guide contains:

  • Navigate to the Purchase Order portal    
  • Create a Purchase Order with Inventory Parts (Catalog)    
  • Attaching documents to POs    
  • Find a Blanket PO    
  • Create a Blanket PO    
  • Issue a Blanket PO

Inventory Management

The Inventory Management guide contains: 

  • Create a Cycle Count Task    
  • Receive Inventory Parts from PO    
  • Issue Parts to Work Task - through Work Task    
  • Return Inventory from a Work Task    
  • Inventory Adjustment    
  • Order a Non-Catalog Item    
  • Transfer Inventory from UMarket    
  • Inventory Replenishment    

Request Inventory Parts

The Request Inventory Parts guide describes how to request parts or remove your request. If you have requested parts and they are issued they can not be removed. Ask your supervisor to return the parts for you. This guide contains the following topics:

  • Request parts for work task
  • Complete request details
  • Removing or reducing parts previously saved on the task
  • Multi Select Inventory Item window
  • Inventory Item record
  • Search for inventory parts in a work task
  • Inventory database organization
  • Examples
  • Step-by-step instructions
  • Search for inventory parts in the Inventory Item Lookup report
  • Definitions

Key Management

The Key Management for DFRs Reference Guide contains the following topics:

  • Request a Key
  • Track a Key Request
  • Assign Key to Key Holder
  • Update Key Record Details
  • Report Lost/Stolen Keys

Keys Management for Locksmiths

The guide to Respond to a Key Request contains the following: 

  • Approve a Key Request    
  • Open new Keys work task    
  • Miscellaneous Cost    
  • Deny a Key Request    
  • Request Clarification for a Key Request    

The Create Create a Key Record guide contains instructions to: 

  • Navigate to the Building Equipment Portal    
  • Create Key Record    
  • Update Asset Status    
  • Lost Key    
  • Copy Key Record    
  • Audit and Audit Actions Tab    

Mobile App (eCIFM On The Go!)

This Mobile reference guide contains: 

  • Set up for Production    
  • Setting up the App on Your Device for Training    
  • Data Management    
  • App Layout  
  • My Tasks - Finding Tasks Assigned to You   
  • Tasks Details - Icon Descriptions    
  • Refresh the app   
  • Searching for Tasks    
  • Barcode Scanner    
  • Reviewing Equipment/Equipment Attributes    
  • Requesting Parts    
  • Adding Yourself or Someone else to a Work Task   
  • Create New Time Entry Using Timer   
  • Preventive Maintenance (PM) Procedures    
  • Timesheet: Add New Time Entry in Work Task    
  • Timesheet: Edit Time Entry    
  • Timesheet: Delete Time Entry  
  • Comments and Images   
  • Service Requests    
  • Create a Work Task   
  • Completing a Task    

Portal Tips

The Portal Tips Reference Guide contains the following topics:

  • Home Portal
  • Access My Bookmarks
  • Add a Bookmark
  • Add a Bookmark with Custom Name
  • Add a Bookmark in new Folder
  • Use a Bookmark
  • Go to Last Visited
  • Work Task Portal
     

Preventive Maintenance

The Create Preventive Maintenance Schedules Reference Guide contains the following topics:

  • Navigate to the PM Portal
  • Create a Schedule-Based PM
  • Document Reading Value
  • Create a Reading-Based PM (Not to be used at go-live)
  • Create a Completion-Based PM (Not to be used at go-live)

Purchase Orders

Create PO from a work task

The Purchase Order from a Work Task Reference Guide contains the following topics: 

  • Types of TRIRIGA Purchase Orders  
  • Navigate to the primary Purchase Order page through a Work Task   
  • Create a Purchase Order for Non-Inventory (Non-Catalog) Parts  
  • Attaching documents to POs    
  • Create a Purchase Order with Services    
  • Track a Purchase Order   

Use the Purchase Order (PO) from a Work Task Worksheet to help prepare your purchase order. 

Create a PO without a Work Task (very restricted)

The PO & Change Order NO Work Task Reference Guide contains the following topics: 

  • Navigate to the primary Purchase Order Portal    
  • Create a Purchase Order for Non-Inventory (Non-Catalog) Parts
  • Attaching documents to POs    
  • Create a Purchase Order with Services    
  • Track a Purchase Order    
  • Create a Purchase Order Change Order    
  • Track a Change Order    

Vendor Record

Use this Vendor guide to view and update a vendor record. NOTE: Updates are limited to the Contact Details tab.

Vendor Purchase Order (PO) View

Use the Vendor Purchase Order (PO) view guide to see what a vendor sees when the receive a PO. 

Service Requests

Work Management for Supervisors

The Work Management for Supervisors course guides have been combined to contain the following instructions: 

  • Review Work Assigned to your Team    
  • Review Work Assigned to an Individual    
  • Review All Overdue Work Tasks    
  • Backlog Management - Location-Specific    
  • Bulk Assign Resources to Tasks    
  • Move Task to Another Workgroup    
  • Chart Strings and General Ledger (GL) Corrections    
  • Estimated Costs    
  • View tasks related to ISAs    
  • Enter Time for Someone Else    
  • Time Correction - full correction    
  • Close the Work Task    
  • Reporting   
  • Labor Transactions for Team    
  • TRIRIGA Terms    

Work Tasks

Create Work Tasks

The Create Work Tasks Reference Guide contains the following topics:

  • Required data for all work tasks
  • Work Task Portal
  • Create new work task
  • Add, remove an asset to the work task
  • Assign Responsible Organization
  • Enter Problem, Cause, Remedy (PCR)
  • Activate work task
  • Work Task Priority 

Assign Resources to Work Task

The Assign Resources to Work Tasks Reference Guide contains the following topics:

  • Required data for all work tasks
  • Review Work Assigned to You
  • Work Task Portal
  • Navigate to Resources tab
  • Add resources to work tasks from your organization
  • Add resources to work tasks from outside your organization
  • Set RCA Required
  • Remove resources

Time Entry

Problem, Cause, Remedy (PCR) & Mark Work Task Done

The Problem, Cause, Remedy (PCR) & Mark Work Task Done Reference Guide contains the following topics:

  • Required data for all work tasks
  • Work Task Portal
  • Enter Problem, Cause, Remedy (PCR) codes
  • Mark work done    

GL Correction on a Work Task

This reference guide walks you through a GL Correction.

Request Catalog Parts

The Request Catalog Parts Reference Guide contains the following topics:

  • Work Tasks in TRIRIGA
  • Request Parts for Work Task
  • Set Quantity or Remove Parts

Notes and Documents Tab

The Notes and Documents Tab Reference Guide contains the following topics:

  • Work Tasks in TRIRIGA
  • Required data for all work tasks
  • Work Task Portal
  • Comments Section
  • Related Documents Section

Miscellaneous Costs

The Miscellaneous Cost guide contains instructions for adding expenses to a work task.

Work Tasks for External Customers

The Work Tasks for External Customers reference guide contains the following topics:

  • Work Tasks in TRIRIGA
  • Required data for all work tasks
  • Work Task Portal
  • Create new work task
  • Assign Responsible Organization
  • Cost Allocation Tab
  • Activate work task
  • Final Steps to Accurately Bill Customers

Time Entry

Employee Data

Enter and Manage Confidential Employee Information

Anyone can go in and add their own confidential information through their profile. Certain staff have the ability to add and view confidential contact information for others in TRIRIGA. The Enter and Manage Confidential Employee Information reference guide provides instructions for both. The confidential information is encrypted in the employee’s profile. 

Adding & Updating Employee Credential Information

Certain administrative staff have the ability to add and/or edit License and Qualification information stored on the Confidential tab of the employee record. The Adding & Updating Employee Credential Information reference guide provides the steps to add and edit the required fields. 

Request to Add or Revise a Vendor in TRIRIGA

If you do not have access to create or edit a vendor record in TRIRIGA, follow this guide to Request to Add or Revise a Vendor in TRIRIGA.

Reference guides related to the following topics coming soon! 

  • Master Data Management