In this guide 6 sections
Track five things every month, site by site. They are deployed strength against the contract, complaints closed with proof, maintenance done against due, consumables against a norm, and bills against money received. GullySystem’s Facility Management Software reads all five from the same site records, so head office does not rebuild them from each supervisor’s format.
Deployed strength against the contract
Each contract promises so many housekeepers, technicians, pantry staff and supervisors by shift. Clients count heads on the floor and deduct for shortfalls. The muster has to answer that question before the client asks it.
Read daily attendance against the contracted number for each role. Note where a reliever covered an absence. A month of this shows which sites run short and on which shifts.
- Contracted headcount by role and shift
- Marked attendance, day by day
- Short posts and relievers sent
- Transfers between sites with their dates
Complaints closed, and the proof behind them
Complaints arrive by email, phone and in WhatsApp groups. Whoever sees one first answers it. Without a ticket, nobody can say when it closed.
Count complaints logged, closed and still open, by site and category. Keep a before-and-after photograph on the ones clients care about. A leak marked fixed with no photo is an argument waiting.
Planned maintenance done against due
DG sets, pumps, lifts, STPs and fire equipment have service intervals named in the contract. Paper logs at the site stay at the site. Head office learns about a skipped round when the equipment stops.
List rounds due, done and overdue, per site. Where a meter or controller can send its own readings, those can arrive without typing. That needs devices chosen for the site, which is a separate piece of work.
Consumables issued against a norm
Phenyl, tissue rolls, hand wash and garbage bags leave the godown against a site indent. Few firms compare that with headcount or floor area. Costs drift upward without anyone deciding they should.
Set a monthly norm per site. Compare indents raised and quantity issued with it. Flag the variance before the month closes, not after the bill goes out.
- Indent raised by the site supervisor
- Quantity issued from the godown
- Norm for that site and the variance
Bills raised, wages paid and money still due
The monthly bill per site draws on deployed headcount, extra duties, consumables and AMC work. Wages draw on the same duties, with overtime, advances and deductions. When both come from one muster, they agree.
Then track payment due by client and how old each bill is. Statutory wage treatment belongs with your tax adviser. The tracking is yours.
Monthly site scorecard
One row per site, with columns for contracted and deployed strength, complaints open and closed, maintenance rounds overdue, consumable variance and bill outstanding. Fill it from last month’s records and circle the three sites that need a visit.
Open a blank worksheet to printQuestions owners ask
Can a client see their own site’s figures?
Yes, where you want that. A client login can show complaints, maintenance rounds and bills for that site alone.
Are sensors for meters and pumps supplied with the software?
No. Sensors and gateways are selected with you or your vendor, bought in your name and fitted by an electrician. The monitoring screen and its rules are what get built.
Will our accountant get a Tally file?
Not built in. Billing and wage figures leave as an export your accountant can open. A Tally-ready version is quoted once your ledger heads are fixed.
Is this worth doing for three sites?
Possibly not in software yet. Three sites can run on shared sheets with a disciplined supervisor. The five figures above are still worth tracking by hand.