1) Requirements — Facility Management Setup

A) Roles (Client Sites + HO)

• Site Supervisor (attendance + shift handover + SLA checks)
• Housekeeping Staff (washroom/pantry/floor cleaning)
• Technical Staff (electrician/plumber/HVAC/UPS)
• Security Staff (if integrated contract)
• Helpdesk/Front Desk (tickets + visitor support)
• STP/ETP Operator (if applicable)
• Gardener/Landscape Staff (if applicable)
• Store/Material Incharge (consumables/tools)
• HO Operations (deployments + replacements)
• HR/Accounts (payroll + client billing support)

B) Shift Inputs (Multi-Site Practical)

• Opening Shift (site ready before staff/customers)
• Day Shift (housekeeping frequency + helpdesk)
• Evening Shift (closing + refilling + handover)
• Night Shift (plants / IT parks / hospitals)
• Event/Peak Shift (functions, audits, special cleaning)

C) Policies (SLA + Billing + Audit)

• Grace time (example: 5–10 min)
• Late/Early rules (opening shift strict)
• Half-day (example: <50% shift)
• OT slab (30 min rounding)
• OT approval (Site Supervisor → HO Ops/HR)
• Site-wise roster (who deployed where)
• Client billing control (duty-based vs billed manpower)
• Complaint/Service log (ticket/issue, time, action, closure)
• Audit-ready logs (edits + approvals trail)

D) Device + Network Requirements

• Face Attendance / Biometric (anti-proxy + fast punch)
• LAN/WiFi/4G internet (cloud dashboard)
• UPS backup (power cuts)
• Admin PC/Laptop (reports + payroll export + client summary)

2) Use Cases (FM Real Scenarios)

1) Multi-Site Coverage Proof

Client penalty avoid: site-wise punch + shift coverage.

2) Helpdesk Ticket Accountability

Response improve: helpdesk/tech team mapping + service log.

3) Preventive Maintenance & Rounds

Breakdown reduce: technical staff attendance + supervisor rounds.

4) Client Billing Control

Billing disputes reduce: deployed vs billed manpower comparison.

5) Night Shift Continuity

24×7 sites: night roster + approved OT only.

3) Common Problems (Facility Management)

1. Site coverage gaps → SLA breach + penalties
2. Late opening shift → client dissatisfaction
3. Unapproved OT → payroll disputes
4. Billing mismatch → client disputes
5. Helpdesk complaints → escalation
6. Audit logs missing → compliance issue

4) FM Workflow Mapping

Shift Start (Site)

• All deployed staff punch-in (site/device)
• Supervisor checks minimum coverage (HK + Tech + Helpdesk)
• Open tickets review + priority assignment

During Shift

• Break rotation with minimum desk/area coverage
• Complaint/service log entry (ticket) + assignment
• OT request (event/extra work) → approval workflow

Shift End (Handover)

• Punch-out discipline
• OT auto calculation + approval
• Daily site summary (attendance + tickets + remarks)

5) Software Features (Must-Have)

• Client/Site-wise mapping (multi contracts)
• Role-based attendance (supervisor/HK/tech/security/helpdesk)
• Multi-shift roster (opening/day/evening/night)
• Late/Early rules with grace
• OT approval workflow
• Site-wise roster + deployment tracking
• Client billing control (duty vs billed)
• Complaint/Service log (audit-ready)
• Mobile dashboard (owner/ops head)
• Payroll export Excel/CSV
• Audit log (edits + approvals)

Optional Add-ons

• Daily WhatsApp report (site-wise late/absent/OT + ticket summary)
• Geo-check-in for roaming supervisors (optional)
• CCTV integration for entry/exit proof

6) Shift + OT Policy (Recommended)

Item	Recommended	Why it matters
Grace	5–10 min	Practical reporting
Opening Late Rule	After grace → strict	Site readiness
Half Day	< 50% shift	Fair payroll logic
OT Slab	30 min rounding	Standard OT
OT Approval	Supervisor → HO	Fake OT block
Client Billing Control	Duty-based & audit trail	Billing disputes reduce

7) Recommendations (FM Owner Control Tips)

• Site-wise roster daily lock karo (night before)
• Opening shift strict rakho (client satisfaction)
• OT approvals mandatory rakho (events/audits)
• Complaint/service log daily review + closure discipline
• Client billing duty-based proof se match karo

8) Example Setup (Sample FM – 1 HO + 20 Sites)

• Sites: 20 (offices + societies + commercial)
• Shifts: Opening (7–11), Day (11–7), Closing (6–10), Night (10–6)
• Grace: 10 min
• OT slab: 30 min
• Approval: Site Supervisor → HO Ops → HR
• Payroll: Monthly Excel export (site-wise)

Site/Role Mapping Example

Role	Shift	Site	Mapping
Housekeeping	Opening	Client A	Lobby + Reception
Helpdesk	Day	Client A	Ticket Desk
Electrician	Day	Client A	Maintenance
Supervisor	Day	Client A	Rounds + SLA
HK Team	Closing	Client B	Floors + Washrooms

9) Reports (Owner + Client Friendly)

• Daily site-wise attendance (present/absent/late)
• Shift-wise coverage (opening/day/closing/night)
• Role-wise presence (HK/tech/helpdesk/security)
• OT requested vs approved
• Complaint/Service log summary (open/closed tickets)
• Client billing control summary (deployed vs billed)
• Monthly payroll export (Excel/CSV)

Payroll Export Columns (Recommended)

• Employee ID / Name
• Client / Site
• Role (HK/Tech/Helpdesk/Security/Supervisor)
• Shift tag
• Present/Absent/WO
• Late count + minutes
• Approved OT hours
• Payable days / remarks

10) Implementation (Modi Group Process)

1. Requirement discussion (sites, staff, shifts, billing + logs)
2. Site visit (device placement + network)
3. Device install (Face/Bio) + testing
4. Policy setup (late/OT approvals + site mapping)
5. Client/site + role mapping (HK/Tech/Helpdesk/Security)
6. Training (supervisors + HO admin/HR)
7. Test payroll export + sample client billing control report
8. Go-live + support

11) FAQs

Q1) Multi-site supported?
Yes, client/site-wise dashboards and reports supported.

Q2) Client billing control possible?
Yes, duty-based proof reports can support billing accuracy.

Q3) Complaint/service log available?
Yes, complaint/service logs can be maintained with accountability.

Q4) OT approval?
Approved OT only payroll me count hota hai.

Q5) Payroll export?
Excel/CSV export ready milta hai.

12) Contact / Demo – Ahmedabad

Share for exact quote: number of sites/clients, staff count (HK/Tech/Helpdesk/Security), shifts, billing control needs, OT policy, complaint/service logging needs, payroll format.

📞 9664988206 / 7405851025
📧 modigroupahm@gmail.com

WhatsApp Now Call Now