It's that time of year that is the equivalent of herding cats in the school world: Graduation and Commencement time. The time of year that is a glorious triumph for the student and the time that every department behind the scenes has to coordinate. Strategies on setup, a plethora of phone calls, endless email strings, terrifying text messages, multiple meetings, etc., etc., etc.
After the speaker has made the speech, the students have the diplomas, the chairs have been put away and the stage or grounds are back to normal, do you know the counts, the costs and the time spent? It's a question that buzzes on our phones and emails this time of year, so let's look at some options.
In MaintenanceDirect and ITDirect, users have the ability to create work, but what is the best way to group them? Consider creating a term such as "Graduations" as a Project. This allows you to group items together for quick searches and reports, along with pretty graphs and charts. Keep it generic as you can generate results to include this year or all years, one location or all locations or both.
Graduations are multi-trade and multi-discplined, so it is often interesting to see how custodial, electrical, audio-visual, grounds and more trades are affected.
Why did I not say Purpose instead of Project? I recommend using Purpose to identify why. Let's look at some examples of data:
||Install new lighting
See the common theme?
Also note example #5. It may have been a work order scheduled in PMDirect to auto-generate the first weekday of every May as a work order to MaintenanceDirect.
For IT, ITDirect allows to create work templates as a "to-do" list to automate the creation of multiple incidents. Example #3 above could have been one of several items for the technology department to coordinate.
If you track what employees had labor, plus the materials and contractor costs, it gives solid statistics for what you spend, where you spent it and how long.
What about scheduling the areas? Use FSDirect to schedule the facilities and develop a task list that can auto-notify the appropriate personnel and they can decide if they want to convert the task to a full-blown work item in MaintenanceDirect or ITDirect and save yourself some double-data entry! Get even fancier by automating the air conditioning start/stop times with FSAutomation.
Good luck with finishing out the graduation season and getting ready for Summer Project season...which, of course, can work in a similar scenario of options :-)