Steps to setting up rounds

Rounds systematically organize and track logically grouped work. For example, if your property has two different kitchens, you might group the equipment for each kitchen into its own round. Follow these steps to set up rounds in preparation for scheduling.

  1. Define the issue(s) that will be sub-issues for the Round. Often sub-issues are PM orders but can be an inspection order, or service order. More sub-issues can be added later as needed - we'll walk you through that too.

  2. Equipment and rooms to be used in the round must be defined. Confirm they are and, if not, create them.

  3. Create the Round issue

  4. While not required, we strongly recommend including UDFs (user-defined fields) for equipment type or room type. This information is available in the order to the team member responding. No more time running back and forth to find the information needed - it's on their HotSOS Mobile right at their fingertips.

  5. Everything in place? You are ready to create a Round Schedule.

You may also want to consider adding File Library attachments for either issues or rooms to include manuals, parts lists, Lock Out/Tag Out (LOTO) procedures, Material Safely Data Sheets (MSDS), sanitizing check lists, and so forth. Like a tool box with all the right tools to do the job at hand, file library keeps all the documents needed accessible on the device.

What about creating a business rule for the round? Remember:

Business rules are not applied to rounds.

Case study

Your property has a staff kitchen and the chief engineer wants to create a round to generate quarterly for all the equipment. The kitchen has a 6-top range and oven, refrigerator, reach-in freezer, dishwasher, coffee-maker, as well as a prep table and sink. Let's get started:

  1. Issues. Many PM issues are predefined as part of the HotSOS database. Confirm what is available and create any PM issues you need.

    • Oven/Range PM

    • Refrigerator PM

    • Reach-in Freezer PM

    • Dishwasher PM

    • Coffee Maker PM

  1. Equipment. Confirm the equipment has been added, create anything missing.

    • Staff Kitchen - Vulcan 6-top Oven/Range

    • Staff Kitchen - Cooltran Refrigerator

    • Staff Kitchen - Arctic Air Freezer

    • Staff Kitchen - Hobart Dishwasher

    • Staff Kitchen - Bunn Coffee Maker

  1. Round Issue. Include all the PM issues (sub-issues) and the equipment.

  2. Round Schedules. Create the Staff Kitchen Round scheduling with the required recurrence.

  3. Once scheduled, confirm the round is going to execute when you expect. Expand the dates and use search as necessary.

You can easily add issues, rooms or equipment to an existing round. For example, the chief engineer creates an Inspection issue to measure the quality of the overall work done. Here's what you need to do:

  1. Create the new inspection issue.

  2. Add to the inspection as a sub-issue in the kitchen round issue.

  3. Edit a kitchen round.

  4. Click the Room/Equipment tab.

  5. On the inspection issue card, add the room or equipment: Staff Kitchen.

  6. Click OK - Save.

The freezer has been removed from the Staff Kitchen, now you need to remove it from the round schedule.

#1

  1. Edit the round schedule.

  2. On the Room/Equipment tab, find the freezer card.

  3. Click the 'X' on the chip to remove the piece of equipment.

  4. Click OK - Save.

#2

  1. Edit the round issue.

  2. Click Sub-issues tab

  3. Click X to the right of the freeze sub-issue.

  4. Click OK - Save.