Technology

Actionable Data that Drives Efficiency

Turn data into powerful business intelligence

Managing distributed facilities is difficult. SMG simplifies the process, using our platform to deliver easier administration and potent business intelligence. By leveraging our platform, we make your job easier and your actions more effective. Our sophisticated platform drives efficiency by improving the facility management work flow, creating end-to-end transparency of the work being performed, and tracks that work order management through resolution. The daily activities that take place across your portfolio become key data points that our advanced analytics transforms your information into relevant and actionable business intelligence.

01

Service Requests

Quickly capture and categorize maintenance service requests to ensure remediation follows policy and ensures the appropriate service is being performed.

02

Work Orders

Rapid remediation meets cost controls through intelligent routing and aggressive SLA, NTE and invoice management.

03

Scheduled Maintenance

Ensure assets are maintained to prevent breakdowns, reduce long-term maintenance costs and extend asset lifecycles.

04

Asset Management

Capture critical asset data to drive repair versus replace decisions while ensuring you have the appropriate scope of work and the correct service is being performed.

Core Values

With SMG, it’s all about the experience. Our dedicated team is committed to client success and we are willing to invest our time and resources to show you what is possible in a partnership with SMG Facility Services.

Reliability

Trust

Excellence

Easily submit issues

Easily log corporate employee or the appropriate onsite personnel service requests through an easy-to-use interface.

  • Simplified process to submit issues rapidly for immediate remediation.
  • Updates provided so user will always know the status of the request and the work order, as well as notification of when technician is scheduled to arrive.
  • Tracks all requests so employees avoid making duplicate requests for the same issue.
  • Easy-to-use tool allows user to focus on their work with minimal disruption.

Command Center

Manage all maintenance calls in a central location and issue tickets across the entire organization.

  • Supports internal facility maintenance calls.
  • Troubleshoot and classify issues correctly according to problem type, Not to Exceed and Service Level Agreements.
  • Manage calls and issue tickets across the enterprise.
  • Provide visibility into all the statuses, including open requests and open work orders.

Facilities Manager

Visualize all scheduled and reactive maintenance to ensure assets are being properly serviced and maintained.

  • Assess performance at an individual trade level.
  • Approve estimates and invoices and generate work orders.
  • Manage the remediation of reactive maintenance issues to ensure assets are up and running quickly and cost-effectively.
  • Ensure assets are proactively maintained to prevent breakdowns, reduce maintenance costs and prolong asset lifecycles and ROI.

Visibility to Work Being Performed

Visibility to critical information within a specific trade or asset class to help streamline response to current or pending issues while providing greater transparency.

  • Give team members access to a designated portal to receive and accept new work orders and review invoices of completed work.
  • Allow team members to leverage the “actionable” data to improve decision-making processes.

Manage budgets in real time

Align portfolio-level maintenance and project-level budgets while tracking expenditures in real-time.

  • Develop a holistic facilities project for a location, apply a template and create one-to-many maintenance budgets, including detailed line items covering expense and capital items.
  • Track incoming invoices and work orders to capture spend versus budget at a line item level, facility level and at a program level.
  • Provide visibility into spend in real time, and stay on top of money spent on repairs versus replacement.

Request

Quickly capture and categorize maintenance service requests to ensure remediation follows policy and statement of work.

Provide visibility into previous requests and eliminate duplicates and potential errors.

Validate

Review asset histories, landlord/tenant responsibilities and store strategies to optimize decision making while enforcing SLAs and NTEs.

  • User-friendly smart solution does not require the requestor to have prior knowledge of the issue at hand.
  • Consolidate lifecycle information to determine of how to proceed vis-à-vis tenant/landlord responsibility, warranty info, asset information, work order history, spending and scheduled maintenance.
  • Factor in location strategy, including renewal and relocation decisions, and avoid fixing issues on locations that will be closed.

Issue matrix

Route issue by associated trade based on established selection criteria.

  • Leverage multi-level lists to help identify the issue, problem code, work acceptance code, NTE, impacted area, SLA and whether it is an expense or capital expenditure.
  • Route requests based on associate trade and predetermined statement of work.
  • Categorize work by type and inform associated personnel.

Select Trade & Track

Streamline facility maintenance decisions by preferences, geographies, trades and the scope of work associate with the repair.

  • Review asset histories, landlord/tenant responsibilities and store strategies to optimize decision-making while enforcing SLAs and NTEs
  • Enforce predetermined trade preferences to reduce reluctancy and minimize human error
  • Add missing trades as well as asset class

Create, assign & track

Control and reduce maintenance costs through intelligent routing and enforcement of Service Level Agreements.

  • Configure workflows, notifications and forms to create a work order process that matches how your organization works.
  • Create one-to-many work orders based on service requests.
  • Establish controls by ensuring compliance with the defined scope of work.
  • Seamlessly link to Service Level Agreements (SLAs) to enforce standards and increase efficiency.

Visit and repair

Speed remediation through estimates, approvals and streamlined communications.

  • Centrally house all documents and communication relating to issue remediation.
  • Easily create repair/replace estimates.
  • Reduce operating costs through automated workflows and streamlined communication.
  • Facilitate active communication between your facilities manager and appropriate team members.

Reduce cost and extend asset life

Proactive scheduling of preventative maintenance activities reduce reactive maintenance issues and extend asset lifecycles.

  • Set up recurring maintenance based on asset class, geography and scope of work, while enforcing procedural compliance and quality.
  • Avoid equipment downtime through proactive asset care, leading to longer asset lifecycles.
  • Reduce costs and improve efficiency by managing the interrelationship between active and preventative maintenance.

Invoicing

Align costs with work orders and maintenance budgets through electronic invoice submittal and coding.

  • Enable vendors to fill out individual invoices and attach documentation and back-up, electronically in the system.
  • Avoid annual account coding of invoices by harvesting details resident in the system.
  • Split costs against assets and allocate from one to many assets.

Approvals

Deliver the right document to the right person in the right sequence through an automated invoice approval process that enables you to define the chain of authority for approval.

  • Ensure the proper approval workflow is followed every time.
  • Speed approvals, avoid mistakes, protect sensitive information and increase collaboration.
  • Create an automated “paper trail” to provide transparency throughout entire process.

Track Work Performed

Manage proactive and reactive vendors through a centralized solution.

  • Store documentation including letters of insurance and bonds.
  • Integrate historical repair and maintenance data by asset class.
  • Track work performed by asset class, geography, etc.

Track Asset Performance

Understand which assets are perofmanicing well and which are not.

  • Ensure work is completed to satisfaction before closeout and gather work order performance data in real-time through advanced surveying capabilities.
  • Track performance trends over time from a cost, SLA, NTE, etc. 

Centralized Repository for all Asset Information

Categorize assets, document status and track conditions over the entire lifetime.

  • Track key asset information, including type, book value, age, original cost, expected life and work order history.
  • Attach key documentation related to assets, including SLA, warranties and health & safety documents to ensure compliance with terms and legislation.
  • Assign assets to locations, including buildings or spaces.

Optimize performance, minimize costs

Protect investment and increase return on assets through aggressive analyses.

Leverage key asset information to inform strategy, including routing, approvals and repair versus replace decisions.
Prevent breakdowns, reduce maintenance costs and prolong asset lifecycles resulting in increased ROI.

Easily submit issues

Easily log corporate employee or the appropriate onsite personnel service requests through an easy-to-use interface.

  • Simplified process to submit issues rapidly for immediate remediation.
  • Updates provided so user will always know the status of the request and the work order, as well as notification of when technician is scheduled to arrive.
  • Tracks all requests so employees avoid making duplicate requests for the same issue.
  • Easy-to-use tool allows user to focus on their work with minimal disruption.

Command Center

Manage all maintenance calls in a central location and issue tickets across the entire organization.

  • Supports internal facility maintenance calls.
  • Troubleshoot and classify issues correctly according to problem type, Not to Exceed and Service Level Agreements.
  • Manage calls and issue tickets across the enterprise.
  • Provide visibility into all the statuses, including open requests and open work orders.

Facilities Manager

Visualize all scheduled and reactive maintenance to ensure assets are being properly serviced and maintained.

  • Assess performance at an individual trade level.
  • Approve estimates and invoices and generate work orders.
  • Manage the remediation of reactive maintenance issues to ensure assets are up and running quickly and cost-effectively.
  • Ensure assets are proactively maintained to prevent breakdowns, reduce maintenance costs and prolong asset lifecycles and ROI.

Visibility to Work Being Performed

Visibility to critical information within a specific trade or asset class to help streamline response to current or pending issues while providing greater transparency.

  • Give team members access to a designated portal to receive and accept new work orders and review invoices of completed work.
  • Allow team members to leverage the “actionable” data to improve decision-making processes.

Manage budgets in real time

Align portfolio-level maintenance and project-level budgets while tracking expenditures in real-time.

  • Develop a holistic facilities project for a location, apply a template and create one-to-many maintenance budgets, including detailed line items covering expense and capital items.
  • Track incoming invoices and work orders to capture spend versus budget at a line item level, facility level and at a program level.
  • Provide visibility into spend in real time, and stay on top of money spent on repairs versus replacement.

Request

Quickly capture and categorize maintenance service requests to ensure remediation follows policy and statement of work.

Provide visibility into previous requests and eliminate duplicates and potential errors.

Validate

Review asset histories, landlord/tenant responsibilities and store strategies to optimize decision making while enforcing SLAs and NTEs.

  • User-friendly smart solution does not require the requestor to have prior knowledge of the issue at hand.
  • Consolidate lifecycle information to determine of how to proceed vis-à-vis tenant/landlord responsibility, warranty info, asset information, work order history, spending and scheduled maintenance.
  • Factor in location strategy, including renewal and relocation decisions, and avoid fixing issues on locations that will be closed.

Issue matrix

Route issue by associated trade based on established selection criteria.

  • Leverage multi-level lists to help identify the issue, problem code, work acceptance code, NTE, impacted area, SLA and whether it is an expense or capital expenditure.
  • Route requests based on associate trade and predetermined statement of work.
  • Categorize work by type and inform associated personnel.

Select Trade & Track

Streamline facility maintenance decisions by preferences, geographies, trades and the scope of work associate with the repair.

  • Review asset histories, landlord/tenant responsibilities and store strategies to optimize decision-making while enforcing SLAs and NTEs
  • Enforce predetermined trade preferences to reduce reluctancy and minimize human error
  • Add missing trades as well as asset class

Create, assign & track

Control and reduce maintenance costs through intelligent routing and enforcement of Service Level Agreements.

  • Configure workflows, notifications and forms to create a work order process that matches how your organization works.
  • Create one-to-many work orders based on service requests.
  • Establish controls by ensuring compliance with the defined scope of work.
  • Seamlessly link to Service Level Agreements (SLAs) to enforce standards and increase efficiency.

Visit and repair

Speed remediation through estimates, approvals and streamlined communications.

  • Centrally house all documents and communication relating to issue remediation.
  • Easily create repair/replace estimates.
  • Reduce operating costs through automated workflows and streamlined communication.
  • Facilitate active communication between your facilities manager and appropriate team members.

Reduce cost and extend asset life

Proactive scheduling of preventative maintenance activities reduce reactive maintenance issues and extend asset lifecycles.

  • Set up recurring maintenance based on asset class, geography and scope of work, while enforcing procedural compliance and quality.
  • Avoid equipment downtime through proactive asset care, leading to longer asset lifecycles.
  • Reduce costs and improve efficiency by managing the interrelationship between active and preventative maintenance.

Invoicing

Align costs with work orders and maintenance budgets through electronic invoice submittal and coding.

  • Enable vendors to fill out individual invoices and attach documentation and back-up, electronically in the system.
  • Avoid annual account coding of invoices by harvesting details resident in the system.
  • Split costs against assets and allocate from one to many assets.

Approvals

Deliver the right document to the right person in the right sequence through an automated invoice approval process that enables you to define the chain of authority for approval.

  • Ensure the proper approval workflow is followed every time.
  • Speed approvals, avoid mistakes, protect sensitive information and increase collaboration.
  • Create an automated “paper trail” to provide transparency throughout entire process.

Track Work Performed

Manage proactive and reactive vendors through a centralized solution.

  • Store documentation including letters of insurance and bonds.
  • Integrate historical repair and maintenance data by asset class.
  • Track work performed by asset class, geography, etc.

Track Asset Performance

Understand which assets are perofmanicing well and which are not.

  • Ensure work is completed to satisfaction before closeout and gather work order performance data in real-time through advanced surveying capabilities.
  • Track performance trends over time from a cost, SLA, NTE, etc. 

Centralized Repository for all Asset Information

Categorize assets, document status and track conditions over the entire lifetime.

  • Track key asset information, including type, book value, age, original cost, expected life and work order history.
  • Attach key documentation related to assets, including SLA, warranties and health & safety documents to ensure compliance with terms and legislation.
  • Assign assets to locations, including buildings or spaces.

Optimize performance, minimize costs

Protect investment and increase return on assets through aggressive analyses.

Leverage key asset information to inform strategy, including routing, approvals and repair versus replace decisions.
Prevent breakdowns, reduce maintenance costs and prolong asset lifecycles resulting in increased ROI.

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