SendTrac® Facilities Services System is designed to handle the management of your staff, office, plant, warehouse, etc… in other words, not only your physical facilities management but also general communications with your staff. And with ever growing compliance and reporting requirements, this becomes more critical and time consuming every day. Well, with SendTrac it can be automated.
There is a Request for Facility Services Form that is used by staff to make requests for repairs and new services. It is routed for approvals and then to the facilities staff for appropriate action.
For example, with retail operations SendTrac® Facilities Services System is ideal for managing the many vendors such as; waste pickups, store cleaning, display maintenance, exterminators, security, and much more.
There are forms and functions for recording:
- Safety Inspections
- Fire Drills
- Vehicle Inspections
- Vehicle Activity
- And more!
In addition, these functions have tickler controls to ensure that personnel perform the assigned tasks in accordance with rules and regulations.
But there is much more...
Incident Reporting
There is an Incident Reporting Form used to report a variety of client, staff, and facility incidents such as normal routine events and unusual non-recurring events such as emergencies.
Communications With Staff
Communication is key but it can be time-consuming and archiving can be overwhelming. You develop the content and SendTrac will automate dissemination of your information.
In addition, the SendTrac® Administration System contains many useful publishing tools that an organization can easily use to publish information that would be of use to your organization’s staff.
These include, but are not limited to:
Directories: There is a Contact Directory Function that is a searchable phone directory of organization staff. And there is a Program/Department Directory that is a searchable directory of organization programs and departments.
Manuals: Using the Manual Function, one can also publish organization forms for on-demand printing or on-line viewing by the staff. This is ideal for publishing forms and manuals such as procedures, policies, and operating instructions. In this way, there can be savings of printing costs, and the correct version of the form will always be available.
Not only are the manuals searchable, the tool also allows for updating of manuals so that the most current information is always available to staff.
Instructional Curriculum Library: The Instructional Curriculum Library module provides a searchable repository for lesson plans and other training materials.
Newsletters: There is a tool for publishing newsletters.
News/Press Releases: There is a tool for publishing news and press releases.
Web Resources: There is a tool for publishing links to relevant web sites.
Training and Meeting Calendars: There is a tool for publishing training and meetings, including publication of agendas. There is the ability to set the size of the class/meeting and allow on-line registration.
Collaboration Workgroups: There is a function that allow set-up of collaboration workgroups. Each workgroup is given a name and staff are assigned to the group. Only assigned members of the workgroup have access to the functions for that work group.
The functions in the Collaboration Workgroups are as follows:
Document Creation/Publishing: Members of a group can publish documents in folders available to group members. Such documents can be designated as updateable or read-only. Specific staff members may be give rights to make changes of documents. Staff assigned can collaborate on developing a document through a document sharing function.
Discussion Group: Threaded discussion groups can be initiated and maintained to share information across the workgroup members.
On-Line Chat: In-line chat sessions can be set up amongst workgroup members.
Workgroup Schedule Calendar: A calendar of workgroup meetings and events can be published for workgroup members.
Workgroup Contact Directory: A workgroup contact directory provides information about members of the workgroup.
Workgroup Broadcast E-Mail: E-mail messages can be sent to all workgroup members.
Contract/Grants Management
This function allows staff to initiate a grant review process to determine if the organization will file a grant application. A form tracks review and approvals. Task Form assigns tasks to staff for grant preparation.
The system then tracks progress through grant approval, contract, and implementation of the grant. SendTrac also has Task Forms to monitor grant deliverables, which allows you to monitor contract requests, progress on contract approvals, and contract deliverables.
For a demonstration, please contact us today!