Room Ready Checks with the PepperDash Portal:
One of the biggest challenges we hear is how it can be difficult to track the various ready for business checks that need to be completed across all the rooms within an organization.
We decided to do something about it. Here is a quick walk-through on how the PepperDash Portal can help you with your room readiness verification process.
Providing a way to group Projects
It’s important to have a system in place that allows you to group projects in the most appropriate way for your organization. This is especially true when thinking about the types of Processes that should be completed by the project teams.
Capital budget projects usually contain processes that only need to be completed once per system. On the other end of the spectrum, Support and Maintenance projects, which are typically responsible for room readiness, frequently contain processes that should be used on a recurring basis.
To support this, we’ve added the ability to create custom Project Categories, allowing you to determine how you want your projects organized. As an example, our Demo company has three custom Project Categories.
Projects that are either expansions into new space or large renovations to existing spaces.
Projects to manage updates to existing spaces, including control software updates or changes to hardware.
Projects to track room readiness and monitor any issues that may need to resolved.
Focus on what is most important
There are numerous processes that are completed over the full life-cycle of an audiovisual system. While each of them is critical to overall success, not all processes are as important to all team members at all times.
In the initial phases, staging verification and asset tracking processes tend to have more importance. As time goes on, system acceptance, room readiness, and system decommissioning all take turns playing the leading role.
To support these multiple perspectives and natural shifting of focus, each project can now be uniquely configured to show only the processes you want to track at that time. This enables installation teams to focus on install tasks while simultaneously allowing support teams to focus on support tasks.
For Support projects, we recommend selecting only the processes that are used to verify room readiness. This provides clarity regarding the project’s intended use.
Define the expected frequency of Processes
If every process only had to be completed once, we could simply do our work and then drive off into the sunset as the heroes we know we are. Sadly, that does not apply to audiovisual systems.
While some processes only need to be completed once, it’s important to clearly define the processes that are expected to be completed on a recurring basis, such as Room Readiness and Preventative Maintenance.
The Recurring Event field enables a process to be configured with an expectation that it should be submitted Daily, Weekly, or Monthly. As a core requirement of any room readiness initiative, we recommend defining the appropriate frequency for those processes.
Confirm Recurring Processes are being submitted
Once Projects and Processes are optimized for project teams, the next step is to understand the current status of the systems. This is especially important for any recurring processes that are part of an ongoing Support project.
The Systems page has been updated to include additional information and to highlight any items that may be worth a deeper look.
Process Reports – Shows the most recent status of the enabled processes for the currently selected project.
Past Due – Lists the number of Processes that are past due based on their Recurring Event setting.
Punch List – Displays the number of open Punch List items for each System.