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Building Operations / On Demand
Building Operations / Preventive Maintenance
Environmental & Risk Management / Compliance Management

Integrating Compliance and Building Operations

Adhering to regulatory requirements typically requires maintenance and repair to the facility and its equipment, which you execute through On Demand and Preventative Maintenance work. Compliance officers must often ensure that required maintenance work is completed before they can sign off on a regulatory requirement. See Concept: Use Cases for Linking Maintenance Work to Compliance.

The ARCHIBUS applications offer a few methods for connecting your regulations, compliance programs, and contracts to on demand and preventive maintenance work.

The Compliance Work History Report lists this information in one place by providing lists of all PM procedures, PM schedules, work requests, and work orders that pertain to compliance requirements, as per the requirement-to-PM procedures links. Additionally, the report shows any service requests and work requests generated from within the Compliance application.

Note that any values you enter in Compliance Cost Code are copied to PM Schedules, but the Preventive Maintenance application does not include this in any costs. See Entering Costs.

Managing Contracts for Outsourced Work

When managing your contracts for outsourced work, you typically have two distinct roles:

If an organization has contracted work via an external service provider, the contract manager can use the Compliance / Contract Manager role to detail the terms of the contract, including costs. If the contracted workers are managed via SLAs defined in ARCHIBUS Building Operations, then those SLAs can reference back to the contract record. The end result is that Ops Managers can obtain the contract of record, and Contract Managers, via the Contract Work History reports, can see all work scheduled performed under the auspices of a given contract or vendor.

Note that Compliance has its own tools (events) for assigning and scheduling tasks to fulfill contract terms. These might be reminders to file reports, inspect systems, or even perform PMs. If you approach the ARCHIBUS Compliance Management application with a background in ARCHIBUS Building Operations, this can be a point of ambiguity. The task assignment and management features in Compliance do not intend to duplicate those of Building Operations, but rather complement them from the standpoint of oversight.

One might use Compliance to schedule independent verification or internal audits of work that is managed via Building Ops. Some organizations who have outsourced their maintenance or are using other systems besides ARCHIBUS to manage their PM work use these tools to manage their vendors. In general, ARCHIBUS recommends managing the actual preventive maintenance via ARCHIBUS Building Operations, which is designed specifically as a solution for operations managers needs and the details of SLAs and PM workflows. You can then link PM and Compliance as outlined above.

Reports

The following reports are useful if you link Compliance and Building Operations using the methods outlined above.

Review work history for a specific event using the Work History tab of the following reports:

• Manage All Compliance Events
• Manage Missed and Overdue Events (Operational report)
• Compliance Event Finder (Operational report)
• Compliance Requirements (Operational report)

Additionally, the Compliance Management application provides these reports that enable you to track overdue work, all active work, and work history. Report data can be filtered and exported to PD, XLS, or DOCX formats to help with internal and external audits. See Work Status Reports for a description of these reports.

• Programs with Overdue Preventive Maintenance
• Programs with Overdue Work.
• Programs with Active Work
• Compliance Work History