WorkOasis™ Frequently Asked Questions
What is the cost of WorkOasis for my building or portfolio?
What will my suppliers think about having to pay a $75.00
registration fee?
What do I need to know as a contractor if my customer
has asked me to register on WorkOasis?
What are the requirements for contractors to accept a
work order from a client?
How do I sign-up my building or portfolio to use the WorkOasis
system?
Do I need to install or download any software onto my
computer?
Is my information confidential?
What happens if I have a problem with a contractor?
How is WorkOasis different from other Web based work order
systems and marketplaces?
What can I do if not all of our buildings have Internet
access?
Can WorkOasis replace our existing CMMS system?
How does WorkOasis save money?
What is the cost of WorkOasis for my building or portfolio?
The cost of WorkOasis is largely dependent on the number of service work orders
you process and type of services that fit your operating strategy. Your sales rep
can provide you an estimated annual cost based on number of transactions.
What will my suppliers think about having to pay a $75.00 registration
fee?
For most contractors the $75.00 fee is not significant in light of the many member
benefits that contractors enjoy, which include their selection as a facility's primary
category provider, listing in our national service directory and the administrative
cost savings for managing work orders.
What do I need to know as a contractor if my customer has asked
me to register on WorkOasis?
Your client has selected WorkOasis™ as the technology platform for managing the
selection and certification of contractors, and the processing of work orders for
their portfolio of properties. Unlike other computerized maintenance management
systems WorkOasis™ is a centrally hosted web-accessible platform designed to be
used by the contractor as well as the client. The system works by you first registering
as a supplier. There can be a $75 annual registration fee if the customer elects
to use WorkOasis for contractor certification and insurance document management.
You also get listed in our national directory of certified suppliers which can help
you secure new customers.
Once registered, WorkOasis™ will link you to the clients building as the exclusive
provider of service for that category of service. When the client enters a web-based
work order it will be sent to you by email beginning the work order process. To
open the work order you simply need to click on the attached link in the email which
will automatically open up the application and provide you instructions for completing
that step of the workflow. This initial email should be directed to your dispatch
center for acknowledgement of receipt and response.
The WorkOasis™ system automates the entire work process including:
- Work order entry (client)
- Work order receipt and estimated time of arrival - ETA (contractor)
- Work order completion (contractor)
- Work order approval and satisfaction survey (client)
- Invoice preparation (contractor)
- Invoice approval (client)
- Invoice payment (client)
Each step of the process is initiated by an email which includes a link to the application
for the next step to be completed. The application is designed to be intuitive and
require minimal training for your support staff. You have complete visibility and
access to information about each transaction including work order approval, invoice
status and customer satisfaction. You also have access to detailed information about
the assets you have responsibility for maintaining including equipment information,
maintenance history, warranty information and any documents, procedures, logs or
schematic diagrams the customer has loaded into the system.
Finally, because the WorkOasis™ process is completely paperless and electronically
driven, the time to complete a typical service transaction is greatly reduced allowing
you to get timely information on your performance and get paid faster.
What are the requirements for contractors to accept a work order
from a client?
Step #1 - Register on WorkOasis: Using any internet browser go
the workoasis.inetium.com. Once on the site go to the left hand tool bar, under
Sign-Up Now, click on Contractor Sign-Up. You will be required to complete three
pages of information including service category, geographic coverage, rate information,
insurance policy information and compliance with Federal laws. You have the ability
at any time to edit and modify your information by logging in with the user name
and password provided during the sign-up process.
Step #2 - Assign correct email for dispatching function: The email
and password you provide on the first page of the sign-up form is your user name
and password. It is important for you to remember that the email address you provide
will be the destination all the work orders will be routed to; WorkOasis™ recommends
this be an individual in your dispatch organization.
Step #3 - Adhere to the WorkOasis workflow: Upon receipt of a work
order from a client you are required to complete your portion of each step in the
workflow; this includes:
- Upon receipt of an email work order:
- Accept, reject or add note to work order
- Enter estimated time of arrival
- Upon work completion:
- Document the work that was performed
- Send the completed work order to the client for approval
- Upon notification by the client of acceptance of work completion:
- Create an electronic invoice
- Send to the client for approval
Step #4 - Maintain accurate contractor files: You maintain your
own files and are required to periodically update rate, insurance and business license
information. You can do that at any time by logging into the system with your user
name (email) and password. You also have the ability at any time to log onto the
system and view work orders in process, the status of invoice approval and payment.
How do I sign-up my building or portfolio to use the WorkOasis
system?
It is simple. Just log into the site and enter your company information and password.
Once you are a member, you can begin the setup process for your facility, equipment,
contractors and users.
Do I need to install or download any software onto my computer?
No. WorkOasis is a Web based application that is centrally hosted and is accessible
by all users with an Internet connection.
Is my information confidential?
Yes. You and only you can view and access your company's data. WorkOasis has a strict
privacy policy, which is posted on the Web site. Our system's engineers work to
insure system security and integrity and to most importantly protect all of our
client's interests.
What happens if I have a problem with a contractor?
WorkOasis provides only the connecting, collaborating and the work control software
to our clients; we do not guarantee the accuracy of the contractor's information
or service delivery performance. If you experience a problem with a contractor,
you will need to resolve that directly with that contractor. Clients have the ability
to rate a contractor's services, which will be publicly posted. Clients can change
their primary contractor at any time and communicate with contractors through the
WorkOasis system.
How is WorkOasis different from other Web based work order systems
and marketplaces?
WorkOasis is a pure communication, collaboration and commerce company. We do not
sell software, mark-up services, promote preferred contractors or allow advertisers
within the application. We are privately owned and operate independently of any
3rd party interests or conflicts of interest.
What can I do if not all of our buildings have Internet access?
The ability for an end-user to enter a work order through the Web saves time, reduces
miscommunication and increases responsiveness. However, we recognize some customers
may not have Internet access at all of their locations. WorkOasis can also be used
by call centers and help desks for those customers who utilize a telephone based
call-in process.
Can WorkOasis replace our existing CMMS system?
WorkOasis can either supplement or replace a CMMS application based its functionality.
WorkOasis' functionality is designed specifically to automate the contractor management
function and therefore has functionality that CMMS systems lack in the area of contractor
Selection, certification, invoicing and work flow. What makes Work Oasis unique
is the fact that both Internet and Extranet users utilize the same application.
This allows "The Work" to be re-engineered, such as the contractor certification
process, where not everything has to be done by a limited internal staff.
If you are using a CMMS system for other functions such as Inventory control, financial
planning and internal resource management, then we would recommend you implementing
WorkOasis to manage your Contractors and use our Web based communication capabilities
to integrate the data into your CMMS system.
How does WorkOasis save money?
WorkOasis provides over 50 major benefits to owners and facility managers. The key
contributors for saving money include:
- Lower administrative cost associated with contractor self certification, insurance
verification and Federal Law compliance
- A 74% reduction in transaction cost by utilizing the work flow engine, eliminating
paper and reduction of errors.
- Better information and decision making that impact maintenance decisions, equipment
replacement and warranties.
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