The Prism Mobile app streamlines the process of completing Preventive Maintenance tasks by providing a comprehensive, step-by-step approach to be able to complete tasks on the go.
Users can easily access and manage PM tasks, record labor time and materials used, attach photos, and complete tasks efficiently. The following guide with walk users through how to access the Preventive Tasks, how to filter the task grid, how to complete the required steps, and how to add Labor and Materials to the task.
Accessing the Preventive Maintenance Dashboard:
Select the Preventive Maintenance tile below Work Orders on the main Prism mobile app stream
Navigating the Dashboard:
Use the Properties filter to view tasks for specific properties
You can search by typing in the name of the property, by a specific Property Group, or by scrolling through the property list.
Use the Assignee filter to view tasks assigned to specific individuals or teams.
Use the Status filter to view tasks in different statuses (New, Open, On Hold, and Completed).
Please note - you cannot view Closed status on Mobile. You can only see Closed tasks on Desktop view
Access additional filtering options using the blue filter button
Viewing and Managing a Specific Preventive Maintenance Task:
In the Grid, you can see the Frequency of the task, the Due date, and Property
When you click into the task, you can also view the information in more detail - such as Frequency, Due Date, Property, Estimated Labor Time, and the current Completion Percentage.
You can also click on the Equipment name, and it will take you to the Equipment module to show you more information on the Equipment piece itself
If you have the proper permissions, you can also reassign the task from the app
You can also attach a photo to the task by clicking on the camera icon at the top. You can either add from your device's Camera Roll, or access your device's camera to take a picture from within the app. (You may have to grant permission settings for Prism Mobile to access your camera roll, and camera)
Please note: You cannot take a video from within the app, or attach videos from the mobile app. You can upload videos on desktop.
Completing Task Steps:
Navigate through sections using the top menu. The first section you want to complete is the Steps section. In the example below, if you have a Meter Reading you need to enter, that will populate 1st.
Below that, the individual steps will be outlined. You can either select "Done" on each question, or select "All Steps Complete" at the bottom to mark them all at once.
Recording Labor Time:
Method 1: Manual Entry
Select the Labor tab and click on "Add Labor Hours"
Enter any information needed, such as Labor Rate, the hours worked, Mark-up, and any notes you want to add.
Please note: depending on your organization's labor hour set up, some of these fields may auto-populate depending on the labor rate chosen.
If you scroll down, you can also click on "View More Billing Details" and fill out any additional info needed.
Then click "Save Hours" to save your work
Method 2: Using the Timer
Start the timer at the bottom left of the screen
At the top of the task, you can pause/resume as needed.
Please note: The timer will function as long as you don't close out of the app. As long as you have the app running the background and do not completely close out of it, this timer will continue to run and you can utilize other apps in your phone region.
If you put your phone to sleep, or if you do exit out of the app entirely, even the background, the timer will pause.
When you are finished, you would pause the timer, and then click on "Save Labor Hours" to save the timer log.
It will then take you to the labor screen, where you can edit/save the timer log.
Adding Materials:
Select the Materials tab and click on "Add Materials"
You can then filter by category and or search for specific materials
Enter quantity used and add to the task.
Reviewing Additional Information:
You can check Notes tab to see if there is any task-specific information you need to complete the task
Additionally, you can click on Parts to see any specific parts information that would be helpful to have.
In the History Tab, you can see any past actions taken on the task, and view/add any comments to the task.
Under the Files tab, you can view any manuals that have been fired out with the task, or view any attached photos or videos
Completing the Task:
After filling out all steps and adding necessary information
Select "Complete task" button at the bottom right
FAQ Troubleshooting:
Q: I am not seeing the most recent tasks load into my grid. How can I ensure I am seeing the latest information?
A: When working on your app, please make sure that you are connected to either Wifi or Data. If your wifi signal is weak, try switching to data (or vise versa). If that does not work, we would also recommend refreshing the app to see if that pushes through the latest into. The last step we would suggest is to uninstall and reinstall the latest version of the app from your app store.
Q: Can I save progress on a task so I can come back and complete it later?
A: Yes - you can save your current progress and return to the task at a later time to complete it out.
Q: I am looking for a task, but I cannot seem to find it
A: Make sure you adjust your filters to make sure that they are not limiting your search results.