Service agreements

Integrating service agreements into your FM instance allows you to monitor current and expiring agreements with external suppliers. This feature links work orders to each agreement, offering a complete view of the work done under the agreement.

Additionally, on-site facility managers can quickly verify existing service agreements for assets or buildings when creating work orders.

How to create a service agreement

Create a new service agreement by navigating to

Work Orders 'Service agreements'.

Here, you also get a complete overview of all your service agreements.

Click CreateService agreement to create a new service agreement and fill out the form.

Main data

Name the service agreement and add the following data:

• Contract number: Add your internal contract number for the service agreement. This can be used to easily find the agreement later.
• Disciplines: Add what discipline(s) the service agreement is related in order to find specific agreements later on.
• Agreement content: Describe what type of work is covered by the service agreement, so your maintenance staff can easily find this when creating work orders.
• Description: Insert additional information for your team.

Contract details

The fields in this section allow you to specify details that help you and your team in managing and retrieving service agreements.

• Contract number: Type in a number so this agreement is easy to identify later.
• Supplier: Choose the supplier with which you have the agreement. When your team creates a new work order and selects the agreement, it automatically sets the supplier.
• Responsible: Who in the FM organization is responsible for this service agreement.
• Agreement content: The details of the agreement.
• Description: Short description of this agreement.

Contract period

• Start date: Use this field to define the start date of the service agreement.
• End date: Set the expiry date of the agreement to maintain a clear overview of contracts approaching completion.
• Notify timing: Specify the number of days before the expiry date when a notification should be issued. The notification is sent to the responsible person and the additional recipient.
• Additional recipient: Assign one additional stakeholder who should receive notifications when the service agreement is nearing its end.

Economy and disciplines

• Net price (yearly): Adding a yearly net price helps your team track related work orders tied to an agreed service volume.
• Disciplines: Select the discipline for this service agreement.

Placement

Defining the buildings and/or assets the service agreement is related to helps your facility managers to check if an agreement is set up when creating a work order on site.

Buildings lets you select the buildings on either the map, or you can click on Show in list to select them from the list.

Lots lets you link the service agreement to a lot that you can select, similarly to buildings.

Zones lets you choose the zones from a list view.

Assets lets you choose the assets from a list view.

When scanning a QR code or viewing the placement in Locations, they can quickly see if a service agreement is in place.

Documents

After you have created the service agreement, you can add documents, such as the signed service agreement, to it. This way, your team can always access the contract for specific information.

Click DocumentsAddUpload document, and select the file from your computer to add it to the service agreement.

You will find the documents at the bottom of the service agreement and can add or replace them at any time by clicking Edit documents. From here, you can also

• show the file properties, such as versions, discipline, and other metadata
• download the file on your computer, and
• send it to selected users.

How to use service agreements

Service agreements can be selected in work orders. When doing so, the supplier is automatically set according to the service agreement.

Work orders can also be created directly from the service agreements by opening them and clicking Create work order. The service agreement and supplier are then automatically set as well.

When viewing a service agreement, click Work order history or Upcoming work orders to see all previous and planned work orders that are connected with it. This helps you monitor and plan any work that is related to this agreement.