ACUI Open Forum

Hello

I am researching how  other facilities handle Building Reports / Shift Reports that are composed by full-time and/or student Building Manager. 

I am interested in what software/tools/shared drives/boxes/forms etc.  that you use in your facilitiy and if possible examples and/or links to what you use.  Our facility is looking at updating our current procedure of uploading a word document onto a shared drive.  I am particularly interested in forms that ask the Building Manager to provide specific details from his/her/their shift.

Back in January there was a very informative discussion thread here on the ACUI communities board, but it seems to have been lost with the new website implementation. 

Thank you


------------------------------
Zach Brown
Special Events Facilitator 
Illini Union Event Services
Student Affairs |University of Illinois at Urbana-Champaign
1401 W. Green St. | MC 384 | Champaign, IL 61820
217.300.6549 | zbrown@illinois.edu
union.illinois.edu/spacerequestform
------------------------------

Zach - We use 7Points for our Building Reports. We have transitioned from paper to Google Docs to now 7Points over the past 3 years. 7Points is the best solution we have implemented to date. It is also great for submitting work orders to our maintenance staff and tracking setups. We use EMS for reservations and it seamlessly integrates with that program. 

If you use EMS, I would recommend checking them out.  http://7pointsolutions.com/

------------------------------
Dana L. Bonifacio-Sample
Director
Ferguson Student Center
The University of Alabama
Tuscaloosa, AL
(205) 348-8233
------------------------------

Original Message:
Sent: 11-09-2019 07:18
From: William Brown
Subject: Building Manager Shift Reports

Hello

I am researching how  other facilities handle Building Reports / Shift Reports that are composed by full-time and/or student Building Manager. 

I am interested in what software/tools/shared drives/boxes/forms etc.  that you use in your facilitiy and if possible examples and/or links to what you use.  Our facility is looking at updating our current procedure of uploading a word document onto a shared drive.  I am particularly interested in forms that ask the Building Manager to provide specific details from his/her/their shift.

Back in January there was a very informative discussion thread here on the ACUI communities board, but it seems to have been lost with the new website implementation. 

Thank you

 

------------------------------
Zach Brown
Special Events Facilitator 
Illini Union Event Services
Student Affairs |University of Illinois at Urbana-Champaign
1401 W. Green St. | MC 384 | Champaign, IL 61820
217.300.6549 | zbrown@illinois.edu
union.illinois.edu/spacerequestform
------------------------------

Original Message------

Zach - We use 7Points for our Building Reports. We have transitioned from paper to Google Docs to now 7Points over the past 3 years. 7Points is the best solution we have implemented to date. It is also great for submitting work orders to our maintenance staff and tracking setups. We use EMS for reservations and it seamlessly integrates with that program. 

If you use EMS, I would recommend checking them out.  http://7pointsolutions.com/

------------------------------
Dana L. Bonifacio-Sample
Director
Ferguson Student Center
The University of Alabama
Tuscaloosa, AL
(205) 348-8233
------------------------------

Original Message------

Zach - We use 7Points for our Building Reports. We have transitioned from paper to Google Docs to now 7Points over the past 3 years. 7Points is the best solution we have implemented to date. It is also great for submitting work orders to our maintenance staff and tracking setups. We use EMS for reservations and it seamlessly integrates with that program. 

If you use EMS, I would recommend checking them out.  http://7pointsolutions.com/

------------------------------
Dana L. Bonifacio-Sample
Director
Ferguson Student Center
The University of Alabama
Tuscaloosa, AL
(205) 348-8233
------------------------------

Our facility has built a report in Engage (Campus Labs) that is required at the end of each shift.  Topics covered include the following:

• specific reminder check mark tasks
• work orders or maintenance issues
• no show groups
• event complications
• tasks completed on their shift
• peer supervisor updates
• items checked in or out of our facility for use by other departments on campus
• observations and ideas

------------------------------
Misty Graham
Assistant Director
Fort Hays State University
Hays KS
------------------------------

Original Message:
Sent: 11-09-2019 07:18
From: William Brown
Subject: Building Manager Shift Reports

Hello

I am researching how  other facilities handle Building Reports / Shift Reports that are composed by full-time and/or student Building Manager. 

I am interested in what software/tools/shared drives/boxes/forms etc.  that you use in your facilitiy and if possible examples and/or links to what you use.  Our facility is looking at updating our current procedure of uploading a word document onto a shared drive.  I am particularly interested in forms that ask the Building Manager to provide specific details from his/her/their shift.

Back in January there was a very informative discussion thread here on the ACUI communities board, but it seems to have been lost with the new website implementation. 

Thank you

 

------------------------------
Zach Brown
Special Events Facilitator 
Illini Union Event Services
Student Affairs |University of Illinois at Urbana-Champaign
1401 W. Green St. | MC 384 | Champaign, IL 61820
217.300.6549 | zbrown@illinois.edu
union.illinois.edu/spacerequestform
------------------------------

What function did you use in Engage to build your form.  Long term it seems that 7 points is the way to go, but short term I think using a form in engage will be something that can be done because we already have that system in place.  I have just never used it and it seems to be all survey functions.  Did you just build an open ended question survey?

Thank you,

Zach

------------------------------
Zach Brown
Special Events Facilitator 
Illini Union Event Services
Student Affairs |University of Illinois at Urbana-Champaign
1401 W. Green St. | MC 384 | Champaign, IL 61820
217.300.6549 | zbrown@illinois.edu
union.illinois.edu/spacerequestform
------------------------------

Original Message:
Sent: 11-11-2019 10:05
From: Misty Graham
Subject: Building Manager Shift Reports

Our facility has built a report in Engage (Campus Labs) that is required at the end of each shift.  Topics covered include the following:

• specific reminder check mark tasks
• work orders or maintenance issues
• no show groups
• event complications
• tasks completed on their shift
• peer supervisor updates
• items checked in or out of our facility for use by other departments on campus
• observations and ideas

------------------------------
Misty Graham
Assistant Director
Fort Hays State University
Hays KS

Original Message:
Sent: 11-09-2019 07:18
From: William Brown
Subject: Building Manager Shift Reports

Hello

I am researching how  other facilities handle Building Reports / Shift Reports that are composed by full-time and/or student Building Manager. 

I am interested in what software/tools/shared drives/boxes/forms etc.  that you use in your facilitiy and if possible examples and/or links to what you use.  Our facility is looking at updating our current procedure of uploading a word document onto a shared drive.  I am particularly interested in forms that ask the Building Manager to provide specific details from his/her/their shift.

Back in January there was a very informative discussion thread here on the ACUI communities board, but it seems to have been lost with the new website implementation. 

Thank you

 

------------------------------
Zach Brown
Special Events Facilitator 
Illini Union Event Services
Student Affairs |University of Illinois at Urbana-Champaign
1401 W. Green St. | MC 384 | Champaign, IL 61820
217.300.6549 | zbrown@illinois.edu
union.illinois.edu/spacerequestform
------------------------------

At Northwestern, we use a Machform for our shift reports, that emails a copy of each report to relevant staff. There is also an option to incorporate logic to send an email notification to certain staff only if a certain field is marked (such as our facilities team for a facilities issue). Students note the time of their shift, who they gave the keys to, notes for the next manager, and note general happenings and issues that arose. We've had this system in place for years and find it to be effective and easy to update as staff turns over. Folks with the appropriate permissions can also view the historical archives of the forms. I've attached a sample screenshot of what our form looks like as students are filling it out. I also worked with a colleague on implementing this at another campus, and their IT team already used Machforms and was able to just grant her access to build her own forms, so it may already be something you have access to if you don't already use it.

We also now have 7Points, but haven't explored utilizing their reporting features as far as I'm aware.

------------------------------
Meredith Young
Events Operations Manager
Northwestern University
Chicago IL
------------------------------

Original Message:
Sent: 11-09-2019 07:18
From: William Brown
Subject: Building Manager Shift Reports

Hello

I am researching how  other facilities handle Building Reports / Shift Reports that are composed by full-time and/or student Building Manager. 

I am interested in what software/tools/shared drives/boxes/forms etc.  that you use in your facilitiy and if possible examples and/or links to what you use.  Our facility is looking at updating our current procedure of uploading a word document onto a shared drive.  I am particularly interested in forms that ask the Building Manager to provide specific details from his/her/their shift.

Back in January there was a very informative discussion thread here on the ACUI communities board, but it seems to have been lost with the new website implementation. 

Thank you

 

------------------------------
Zach Brown
Special Events Facilitator 
Illini Union Event Services
Student Affairs |University of Illinois at Urbana-Champaign
1401 W. Green St. | MC 384 | Champaign, IL 61820
217.300.6549 | zbrown@illinois.edu
union.illinois.edu/spacerequestform
------------------------------

Hello Zach,

I'm not sure this would get you too far away from your current procedure, but we also use a "Night Report" Word Document that they fill out and email to a mail list. Attached is a template of ours if that is any help to you. I also will be following to see if we can update our methods, however, using 25Live the features between reporting and reservations are limited.

Best,

Elizabeth


------------------------------
Elizabeth Inloes
UC Programming Associate-Reservations
University of Wisconsin–Whitewater
Whitewater WI
------------------------------

Original Message:
Sent: 11-09-2019 07:18
From: William Brown
Subject: Building Manager Shift Reports

Hello

I am researching how  other facilities handle Building Reports / Shift Reports that are composed by full-time and/or student Building Manager. 

I am interested in what software/tools/shared drives/boxes/forms etc.  that you use in your facilitiy and if possible examples and/or links to what you use.  Our facility is looking at updating our current procedure of uploading a word document onto a shared drive.  I am particularly interested in forms that ask the Building Manager to provide specific details from his/her/their shift.

Back in January there was a very informative discussion thread here on the ACUI communities board, but it seems to have been lost with the new website implementation. 

Thank you

 

------------------------------
Zach Brown
Special Events Facilitator 
Illini Union Event Services
Student Affairs |University of Illinois at Urbana-Champaign
1401 W. Green St. | MC 384 | Champaign, IL 61820
217.300.6549 | zbrown@illinois.edu
union.illinois.edu/spacerequestform
------------------------------

Hello,

We currently use a program called Connect2 to handle building and manager shift reports.  It offers a lot of flexibility in terms of what is offered and what you can implement.  We have it set up in several tiers so that professional staff can see everything and have admin control whereas our graduate assistants (building mangers) see something different from our other student employees who utilize it.  

It's capable of keeping a shared shift report from shift to shift throughout the day that is emailed to all professional staff members when it's submitted at the end of the night which is important to us as we have a building manager during all hours the building is open.  I've included a picture of what it looks like below.  It's set up so there is a section for the shift currently being worked, general information, employee performance notes, facility or equipment issues, customer service issues, incidents, and you can even upload a photo or video as well.

We also use it for accident/incident reports, building/area counts, assigning tasks, completing various forms such as call-offs and equipment repairs, and hosting our SOPs.  All submitted reports, forms, and responses can be accessed through the admin section which is where you can create forms and other reports for almost anything.

If you have any questions about the software please feel free to let me know.

------------------------------
Terry Carnathan
Coordinator of Informal Recreation and Wellness
California University of Pennsylvania
California, PA
carnathan@calu.edu
724-938-4820
------------------------------

Original Message:
Sent: 11-09-2019 07:18
From: William Brown
Subject: Building Manager Shift Reports

Hello

I am researching how  other facilities handle Building Reports / Shift Reports that are composed by full-time and/or student Building Manager. 

I am interested in what software/tools/shared drives/boxes/forms etc.  that you use in your facilitiy and if possible examples and/or links to what you use.  Our facility is looking at updating our current procedure of uploading a word document onto a shared drive.  I am particularly interested in forms that ask the Building Manager to provide specific details from his/her/their shift.

Back in January there was a very informative discussion thread here on the ACUI communities board, but it seems to have been lost with the new website implementation. 

Thank you

 

------------------------------
Zach Brown
Special Events Facilitator 
Illini Union Event Services
Student Affairs |University of Illinois at Urbana-Champaign
1401 W. Green St. | MC 384 | Champaign, IL 61820
217.300.6549 | zbrown@illinois.edu
union.illinois.edu/spacerequestform
------------------------------

Thanks to all of you who have taken the time out of your busy schedules to reply to this thread!  It has been extremely helpful and saved me a lot of time.  I hadn't realized how prevalent 7 points has become.  Keep the good ideas coming and thanks again!


Zach

------------------------------
Zach Brown
Special Events Facilitator 
Illini Union Event Services
Student Affairs |University of Illinois at Urbana-Champaign
1401 W. Green St. | MC 384 | Champaign, IL 61820
217.300.6549 | zbrown@illinois.edu
union.illinois.edu/spacerequestform
------------------------------

Original Message:
Sent: 11-09-2019 07:18
From: William Brown
Subject: Building Manager Shift Reports

Hello

I am researching how  other facilities handle Building Reports / Shift Reports that are composed by full-time and/or student Building Manager. 

I am interested in what software/tools/shared drives/boxes/forms etc.  that you use in your facilitiy and if possible examples and/or links to what you use.  Our facility is looking at updating our current procedure of uploading a word document onto a shared drive.  I am particularly interested in forms that ask the Building Manager to provide specific details from his/her/their shift.

Back in January there was a very informative discussion thread here on the ACUI communities board, but it seems to have been lost with the new website implementation. 

Thank you

 

------------------------------
Zach Brown
Special Events Facilitator 
Illini Union Event Services
Student Affairs |University of Illinois at Urbana-Champaign
1401 W. Green St. | MC 384 | Champaign, IL 61820
217.300.6549 | zbrown@illinois.edu
union.illinois.edu/spacerequestform
------------------------------

Hello Zach,

We are currently using Connect2 for shift reports. Connect2 has really taken off in Collegiate Recreation and is starting to make an impact in Student Unions. I have included a screen shot of what the Connect2 page looks like for our employees. It includes anything from shift reports (team log), Memos, Accident Reports, Incident Reports, Counts, Tasks Lists, Operating Procedures, Forms etc. 

To answer your specific question, my staff are required to submit a Log post after every shift. This log can be viewed by all of my staff and the Professional staff. When a log is submitted the Professional staff get an email and will act on anything that might be relevant to them. Once all of the logs are submitted for the day the "End of Day" module will compile all of this information for us. If you were interested in learning more I would be happy to chat with you over the phone. Let me know.

------------------------------
Cody Sizemore
Assistant Director of Operations
University of Maryland–Baltimore
Baltimore MD
------------------------------

Original Message:
Sent: 11-09-2019 07:18
From: William Brown
Subject: Building Manager Shift Reports

Hello

I am researching how  other facilities handle Building Reports / Shift Reports that are composed by full-time and/or student Building Manager. 

I am interested in what software/tools/shared drives/boxes/forms etc.  that you use in your facilitiy and if possible examples and/or links to what you use.  Our facility is looking at updating our current procedure of uploading a word document onto a shared drive.  I am particularly interested in forms that ask the Building Manager to provide specific details from his/her/their shift.

Back in January there was a very informative discussion thread here on the ACUI communities board, but it seems to have been lost with the new website implementation. 

Thank you

 

------------------------------
Zach Brown
Special Events Facilitator 
Illini Union Event Services
Student Affairs |University of Illinois at Urbana-Champaign
1401 W. Green St. | MC 384 | Champaign, IL 61820
217.300.6549 | zbrown@illinois.edu
union.illinois.edu/spacerequestform
------------------------------

Zach,
You might consider cross posting this into the technology community of practice.  This community is very popular when it comes to automatic processes and integrating technology into your operational workflow.  Just something to think about.

Let me know if you have any other questions,

------------------------------
Chance Haugen
Director of the Jack B. Kelley Student Center
West Texas A&M University
Canyon TX
------------------------------

Original Message:
Sent: 11-09-2019 07:18
From: William Brown
Subject: Building Manager Shift Reports

Hello

I am researching how  other facilities handle Building Reports / Shift Reports that are composed by full-time and/or student Building Manager. 

I am interested in what software/tools/shared drives/boxes/forms etc.  that you use in your facilitiy and if possible examples and/or links to what you use.  Our facility is looking at updating our current procedure of uploading a word document onto a shared drive.  I am particularly interested in forms that ask the Building Manager to provide specific details from his/her/their shift.

Back in January there was a very informative discussion thread here on the ACUI communities board, but it seems to have been lost with the new website implementation. 

Thank you

 

------------------------------
Zach Brown
Special Events Facilitator 
Illini Union Event Services
Student Affairs |University of Illinois at Urbana-Champaign
1401 W. Green St. | MC 384 | Champaign, IL 61820
217.300.6549 | zbrown@illinois.edu
union.illinois.edu/spacerequestform
------------------------------