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Operations

Students and staff report it in a minute, and your team fixes it before the next class.

Maintenance for your schools' and universities' buildings, classrooms and labs, where students and staff report a problem in a minute, with the stores behind it.

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Overview

Ehkam Campus Operations runs maintenance across your schools or university end to end. Students and staff report problems in a minute from their phones, with no account, and follow them through a link; your team assigns and fixes the work, preventive maintenance for buildings, labs and plant arrives on time, and the stores keep up, with a full record of who did what and when. It works in Arabic and English, on the web and on the mobile app.

Because Ehkam is a configurable platform, you can shape it to your own procedures: the information each record holds, the forms, the steps a request moves through, who may do what, and what you see on your dashboards. You can do all of this without changing any code.

At a glance

How it works

  1. Report

    A student or a member of staff reports a problem through a public form, no account needed, naming the building or room.

  2. Plan

    Operations turns it into a work order with a priority, a trade and a technician.

  3. Fix

    The technician fixes it, draws the parts from the store and records the actual start and end.

  4. Prevent

    Preventive maintenance for buildings, labs and plant is created on schedule, around the academic calendar.

  5. Review

    Dashboards show open and late work by building, and which assets need the most attention.

Features

Reporting by students and staff

Anyone on campus reports a problem instantly, no account needed.

  • Students and staff report a broken projector, a leak or a failed AC from their phone through a public form, naming the building and room.
  • Share the form's link anywhere, such as your website, portal or noticeboards.
  • Whoever reported it follows its progress through a link, so nobody has to chase.

Included

  • Public Intake Form
  • Public Record View

Work orders

Every repair and job, planned, assigned and closed.

  • Give each job a priority, a work type and trade, a due date and an assignee.
  • Assign a job to a technician, or let the building's team claim it.
  • Record the actual start and end of every job, and see at a glance what is open and what is late.
  • Draw the parts a job needs straight from the store, so stock and cost follow the work.

Preventive maintenance

Planned maintenance for buildings, labs and plant, created on time.

  • Schedule preventive maintenance for HVAC, lifts, fire systems and lab equipment, on any pattern, such as before each term.
  • Each due visit is created as work on its date, with its checklist.
  • Missed work stays visible, so nothing is quietly skipped.

Equipment and lab assets

One register of every piece of equipment, from lab instruments to plant, with its history.

  • Record each asset's maker, model and serial number, its condition and how critical it is.
  • Track warranty type, expiry and terms, and who is responsible for each asset.
  • Record meter readings and keep each asset's book value as it depreciates.
  • A QR code for every asset, ready to print as its label, and its full history of changes.

Included

  • Depreciation
  • Readings

Campuses, buildings and rooms

Every campus as one tree: buildings, floors, classrooms and labs, on the map.

  • Keep campuses, buildings, floors, classrooms, labs and halls nested under each other, with their type and how critical they are.
  • Record the address of each site and who is responsible for each space.
  • Print a QR code for any space, so a phone scan opens it on the spot.

Stores

Stores, stock movements and a costed ledger, with work orders drawing their parts from the store.

  • Set up your stores and storage locations, and receive stock from suppliers, by batch where you need it.
  • Issue parts to work orders, and transfer stock between stores, tracked while in transit.
  • Count a location, review the result, then post it or send it back for a recount.
  • Storekeepers are alerted when a part falls to its low or critical level.

Parts and supplies

The parts and supplies your team uses, by batch.

  • Keep a catalogue of your materials and parts, by category, unit and shelf life.
  • Track batches with their supplier and dates, and the shipments that bring them in.

Suppliers and contractors

Your suppliers and service providers, what each supplies and at what price.

  • Keep your suppliers and service contractors, with the parts and services each supplies and at what price.
  • Keep a register of the services you buy and deliver, beside your suppliers.

Map and calendar

Every located record on one map, and every dated one on one calendar.

  • See every building and asset on one map across your campuses.
  • See every scheduled visit and due date on one calendar, to plan work around exams and holidays.

Around the campus

Technicians working across buildings, on their phones.

  • Open the work assigned to you, record progress and close it from your phone.
  • Scan a QR code to open an asset or a space straight away.
  • Geo-fencing makes sure work is done at the right place.

Included

  • Geo-fencing
  • Scannable Code

Workflows and approvals

Controlled lifecycles and approvals for every record, and multi-step processes tracked end to end.

  • Every request and work order follows a controlled lifecycle, with clear steps from start to finish.
  • Decide who may move a record from one step to the next, and what may be changed at each step.
  • Add approvals wherever your procedures need them, such as a supervisor's sign-off on large jobs.

Dashboards

Live views of your maintenance and your stores.

  • Ready-made dashboards show what is open, what is late, and which assets need the most work.
  • Build your own charts on any of your data, such as requests by building.

Included

  • Dashboards
  • Embedded Views

Collaboration

Comments, mentions, announcements and notifications.

  • Comment on any record, mention colleagues, and attach photos and documents.
  • Notify people of the work assigned to them and of changes to the records they follow.
  • Send announcements to your whole operations team.

Included

  • Comments & Discussions
  • Broadcasts

Roles and permissions

Ready-made store roles, and exact control over who sees and does what.

  • Ready-made roles for the storekeeper and the warehouse manager, with exactly the access each needs.
  • Add roles for supervisors and technicians per campus, and decide exactly who sees and does what.

Also included

  • Unified Calendar

Starter roles

Ready on install, so your team can start straight away. Change what each role may do, or add your own roles, at any time.

  • Storekeeper

    Runs the store day to day: receives, issues, moves, returns and counts stock, and maintains locations and the vendor catalog.

  • Warehouse Manager

    Owns the storage tree, the vendor register, and every threshold in it.

Across the system

  • Arabic and English throughout

    Every screen and every record works in both languages.

  • Full audit trail

    Every change to every record, with who made it and when.

  • Linked records

    Connect any record to any other and follow the thread between them.

  • Attachments

    Photos and documents on any record.

  • Configurable without code

    Shape the records, forms, lifecycles, roles and dashboards to your own procedures.

Make it yours

Fields, statuses, roles and forms can all be changed after installing, so the system follows the way your team already works.

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