1) Requirements — Maintenance Contractor Setup

A) Roles (Site + HO)

• Site Supervisor (daily planning + SLA control)
• Electrician (power, panels, lighting)
• Plumber (water lines, drainage, pumps)
• HVAC Technician (AC, AHU, chiller support)
• MEP Helper (support staff)
• Helpdesk/Coordinator (call logging + allocation)
• Store/Spare Parts Incharge (issue + return)
• Back Office / MIS (WO closure + reports)
• Accounts/HR (payroll export + billing support)

B) Shift Inputs (Practical)

• Day Shift (regular maintenance)
• Night Shift (plants / malls / hotels)
• Split Shift (peak hours + evening coverage)
• Emergency Breakdown Window (on-call roster)
• Month-End PM/Closing (reports + OT)

C) Policies (SLA + Proof + Control)

• Grace time (example: 5–10 min)
• Late/Early rules (critical shifts strict)
• Half-day (example: <50% shift)
• OT slab (30 min rounding)
• OT approval (Supervisor → HO)
• Site-wise roster (who deployed where)
• Work Order (WO) tracking (open/assigned/closed)
• Breakdown log (time, complaint, response, closure)
• Preventive maintenance (PM) log (schedule vs done)
• Spare parts issue log (issue/return/balance)

D) Device + Network Requirements

• Face Attendance / Biometric (site/HO)
• LAN/WiFi/4G internet (cloud dashboard)
• UPS backup (site continuity)
• Admin PC/Laptop (WO + PM + payroll export)

2) Use Cases (Maintenance Real Scenarios)

1) Breakdown SLA Protection

Client penalty avoid: on-time technician allocation + response logs.

2) Preventive Maintenance Discipline

Breakdowns reduce: PM schedule + completion proof.

3) Work Order Closure Control

Billing accuracy: WO open → close with audit trail.

4) Night/After-hours Coverage

Plants/malls: multi-shift + approved OT only.

5) Spare Parts Leakage Control

Cost control: issue/return logs + approvals.

3) Common Problems (Maintenance)

1. Late breakdown response → SLA breach/penalty
2. PM missed → repeated failures
3. WO closure not tracked → billing disputes
4. Spare parts leakage → cost loss
5. Unapproved OT → payroll disputes
6. Site-wise manpower visibility weak → control low

4) Maintenance Workflow Mapping

Shift Start (Planning)

• Team punch-in
• Daily PM list + open WOs allocation
• Spare parts issue (if needed)

During Shift (Execution)

• WO status updates (assigned/in-progress)
• Breakdown log updates with timestamps
• Supervisor checks for critical jobs

Shift End (Closure)

• WO closure + remarks
• Punch-out discipline
• OT auto calculation + approval

5) Software Features (Must-Have)

• Role-based attendance (MEP tech/supervisor/helpdesk/store/back office)
• Multi-shift roster (day/night/split/on-call)
• Late/Early rules with grace
• OT approval workflow
• Site-wise mapping (multi client sites)
• Work Order (WO) tracking (open/assigned/closed)
• Breakdown & PM logs (schedule vs done)
• Spare parts issue log (issue/return/balance)
• Mobile dashboard (owner/ops head)
• Payroll export Excel/CSV
• Audit log (edits + approvals)

Optional Add-ons

• Daily WhatsApp report (late/absent/OT + WO summary)
• Geo-check-in for field sites (optional)
• CCTV integration for store room/critical areas (optional)

6) Shift + OT Policy (Recommended)

Item	Recommended	Why it matters
Grace	5–10 min	Practical reporting
Critical Shift Late Rule	After grace → strict	SLA readiness
Half Day	< 50% shift	Fair payroll logic
OT Slab	30 min rounding	Standard OT
OT Approval	Supervisor → HO	Fake OT block
WO Closure	Mandatory remarks	Billing proof

7) Recommendations (Owner Control Tips)

• PM schedule weekly lock karo (missed PM avoid)
• WO tracking compulsory rakho (open → close)
• Breakdown response timestamp logs maintain karo
• Spare parts issue/return approval based rakho
• OT approvals mandatory rakho (night jobs)

8) Example Setup (Sample – 1 Contractor + 8 Sites)

• Sites: 8 (commercial + industrial)
• Shifts: Day (9–6), Night (6–3), On-call (breakdown)
• Grace: 10 min
• OT slab: 30 min
• Approval: Site Supervisor → HO Ops
• Payroll: Monthly Excel export (site-wise)

Role/Site Mapping Example

Role	Shift	Site	Mapping
Electrician	Day	Site A	Lighting + Panels
Plumber	Day	Site A	Pumps + Washrooms
HVAC Tech	Evening	Site B	AC/AHU checks
Supervisor	Day	Multi	WO allocation + QA
Helpdesk	Day	HO	Call logging + dispatch

9) Reports (Owner + Client Friendly)

• Daily attendance (site-wise present/absent/late)
• WO summary (open/closed/pending)
• Breakdown response report (time-to-respond)
• PM completion report (planned vs done)
• Spare parts issue/return (stock movement)
• OT requested vs approved
• Monthly payroll export (Excel/CSV)

Payroll Export Columns (Recommended)

• Employee ID / Name
• Site / Client
• Role (Electrician/Plumber/HVAC/Supervisor)
• Shift tag
• Present/Absent/WO
• Late count + minutes
• Approved OT hours
• Payable days / remarks

10) Implementation (Modi Group Process)

1. Requirement discussion (sites, roles, shifts, WO/PM logs)
2. Device placement (site/HO) + network
3. Device install (Face/Bio) + testing
4. Policy setup (late/OT approvals)
5. Site mapping (clients/sites)
6. WO + PM log templates setup
7. Spare parts log setup
8. Training (supervisors + helpdesk + HR)
9. Test payroll export
10. Go-live + support

11) FAQs

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

Q2) Work Order tracking possible?
Yes, WO open/assign/close tracking can be enabled.

Q3) PM logs available?
Yes, preventive schedules and completion logs supported.

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, staff count, trades (electrical/plumbing/HVAC), shifts, WO/PM reporting needs, OT policy, payroll format.

📞 9664988206 / 7405851025
📧 modigroupahm@gmail.com

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