1. Equipment Maintenance Office Supplies Replenishment
Facilities Management – Equipment Maintenance
New
Equipment
Equipment Maintenance
Office Supplies Replenishment
Description: This workflow describes all the steps required to assess and manage the maintenance of office equipment. Office equipment include but are not limited to printers, desks, tables, etc. This workflow is reactionary, meaning it’s only initiated when someone identifies that there is an issue or need to repair the equipment.
Process Checklist
PREPARE
ROLE
TASK
DETAILS/TIPS
Client Associate Advisor
Survey Office to Assess Maintenance Needed
Ask the team to explain the reason for the maintenance request and to provide feedback on what the issue is
Test the equipment to try to replicate the issue and confirm the team's feedback
Take notes on the issue and what occurs when the equipment malfunctions
These notes are for reference when describing the issue to service providers or researching the maintenance required for this type of issue
Review Options & Determine Next Steps
Research service providers who perform the type of maintenance needed
This might require a phone call to the service provider to describe the issue in greater detail in order to get a rough estimate of how much it will cost to repair
Compare the costs and customer reviews of the different service providers
Determine best next steps based on the initial research and understanding of costs
Maintenance equipment – Identify the best provider to service the issue
Replace equipment – Service costs are greater than the value of the equipment
If this is the decision, skip all steps in the workflow up until the “Follow-Up” stage of this process
Provide all the service request information to the Advisor for review before scheduling the maintenance
Evaluate Service Provider & Approve Budget
(if applicable)
Review the service provider and costs associated with their repair services
Address any questions or concerns about the provider or repair service
Approve the budget for the maintenance as appropriate
Coordinate Scheduling of Maintenance
Collect all of the information needed for the service request
Contact the service provider to schedule the maintenance
Be sure to check the team’s calendars when scheduling the maintenance for any conflicts (e.g. events, holidays, etc.)
Notify any team members of the scheduled maintenance as appropriate
sei.com/advisors
© 2015 SEI. This information is proprietary.  No further distribution is intended.

2. New Equipment Equipment Maintenance Office Supplies Replenishment
Facilities Management – Equipment Maintenance
New
Equipment
Equipment Maintenance
Office Supplies Replenishment
Process Checklist
CONDUCT
ROLE
TASK
DETAILS/TIPS
Client Service Associate
Oversee & Monitor Maintenance
Ensure the maintenance takes place as scheduled
Contact the provider if there is any delay with the services
Test the equipment to confirm that the issue is actually resolved
Address any questions or issues with the service provider
Process Checklist
FOLLOW-UP – MAINTENANCE EQUIPMENT
ROLE
TASK
DETAILS/TIPS
Client Service Associate
Manage Tasks to Follow-Up on Maintenance
Pay and provide feedback to the service provider as appropriate
Notify the team that the maintenance is complete
Process Checklist
FOLLOW-UP – REPLACE EQUIPMENT
ROLE
TASK
DETAILS/TIPS
Client Associate Advisor
Validate Replacement Decision with Advisor
Explain the decision to replace rather than maintenance the equipment
Ensure the Advisor has a clear understanding of what the decision-making process was and why this determined to be the best course of action
If this has to do with a cost analysis of the situation, then be sure to provide those numbers
Address any questions or concerns regarding the decision
Obtain the Advisor's approval to move forward with replacement of equipment
Launch the "New Equipment" workflow as appropriate
sei.com/advisors
© 2015 SEI. This information is proprietary.  No further distribution is intended.