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WorkOasis™ Frequently Asked Questions

What is the cost of WorkOasis for my building or portfolio?

What will my suppliers think about having to pay a $75 registration fee?

What do I need to know as a contractor if my customer has asked me to register on WorkOasis?

What are the requirements for contractors to accept a work order from a client?

How do I sign-up my building or portfolio to use the WorkOasis system?

Do I need to install or download any software onto my computer?

Is my information confidential?

What happens if I have a problem with a contractor?

How is WorkOasis different from other Web based work order systems and marketplaces?

What can I do if not all of our buildings have Internet access?

Can WorkOasis replace our existing CMMS system?

How does WorkOasis save money?


What is the cost of WorkOasis for my building or portfolio?
The cost of WorkOasis is largely dependent on the number of service work orders you process and type of services that fit your operating strategy. Your sales rep can provide you an estimated annual cost based on number of transactions.

What will my suppliers think about having to pay a $75 registration fee?
For most contractors the $75 fee is not significant in light of the many member benefits that contractors enjoy, which include their selection as a facility's primary category provider, listing in our national service directory and the administrative cost savings for managing work orders.

What do I need to know as a contractor if my customer has asked me to register on WorkOasis?
Your client has selected WorkOasis™ as the technology platform for managing the selection and certification of contractors, and the processing of work orders for their portfolio of properties. Unlike other computerized maintenance management systems WorkOasis™ is a centrally hosted web-accessible platform designed to be used by the contractor as well as the client. The system works by you first registering as a supplier. There can be a $75 annual registration fee if the customer elects to use WorkOasis for contractor certification and insurance document management. You also get listed in our national directory of certified suppliers which can help you secure new customers.

Once registered, WorkOasis™ will link you to the clients building as the exclusive provider of service for that category of service. When the client enters a web-based work order it will be sent to you by email beginning the work order process. To open the work order you simply need to click on the attached link in the email which will automatically open up the application and provide you instructions for completing that step of the workflow. This initial email should be directed to your dispatch center for acknowledgement of receipt and response.

The WorkOasis™ system automates the entire work process including:

  1. Work order entry (client)
  2. Work order receipt and estimated time of arrival - ETA (contractor)
  3. Work order completion (contractor)
  4. Work order approval and satisfaction survey (client)
  5. Invoice preparation (contractor)
  6. Invoice approval (client)
  7. Invoice payment (client)

Each step of the process is initiated by an email which includes a link to the application for the next step to be completed. The application is designed to be intuitive and require minimal training for your support staff. You have complete visibility and access to information about each transaction including work order approval, invoice status and customer satisfaction. You also have access to detailed information about the assets you have responsibility for maintaining including equipment information, maintenance history, warranty information and any documents, procedures, logs or schematic diagrams the customer has loaded into the system.

Finally, because the WorkOasis™ process is completely paperless and electronically driven, the time to complete a typical service transaction is greatly reduced allowing you to get timely information on your performance and get paid faster.

What are the requirements for contractors to accept a work order from a client?
Step #1 - Register on WorkOasis: Using any internet browser go the workoasis.inetium.com. Once on the site go to the left hand tool bar, under Sign-Up Now, click on Contractor Sign-Up. You will be required to complete three pages of information including service category, geographic coverage, rate information, insurance policy information and compliance with Federal laws. You have the ability at any time to edit and modify your information by logging in with the user name and password provided during the sign-up process.

Step #2 - Assign correct email for dispatching function: The email and password you provide on the first page of the sign-up form is your user name and password. It is important for you to remember that the email address you provide will be the destination all the work orders will be routed to; WorkOasis™ recommends this be an individual in your dispatch organization.

Step #3 - Adhere to the WorkOasis workflow: Upon receipt of a work order from a client you are required to complete your portion of each step in the workflow; this includes:
  1. Upon receipt of an email work order:
    1. Accept, reject or add note to work order
    2. Enter estimated time of arrival
  2. Upon work completion:
    1. Document the work that was performed
    2. Send the completed work order to the client for approval
  3. Upon notification by the client of acceptance of work completion:
    1. Create an electronic invoice
    2. Send to the client for approval

Step #4 - Maintain accurate contractor files: You maintain your own files and are required to periodically update rate, insurance and business license information. You can do that at any time by logging into the system with your user name (email) and password. You also have the ability at any time to log onto the system and view work orders in process, the status of invoice approval and payment.

How do I sign-up my building or portfolio to use the WorkOasis system?
It is simple. Just log into the site and enter your company information and password. Once you are a member, you can begin the setup process for your facility, equipment, contractors and users.

Do I need to install or download any software onto my computer?
No. WorkOasis is a Web based application that is centrally hosted and is accessible by all users with an Internet connection.

Is my information confidential?
Yes. You and only you can view and access your company's data. WorkOasis has a strict privacy policy, which is posted on the Web site. Our system's engineers work to insure system security and integrity and to most importantly protect all of our client's interests.

What happens if I have a problem with a contractor?
WorkOasis provides only the connecting, collaborating and the work control software to our clients; we do not guarantee the accuracy of the contractor's information or service delivery performance. If you experience a problem with a contractor, you will need to resolve that directly with that contractor. Clients have the ability to rate a contractor's services, which will be publicly posted. Clients can change their primary contractor at any time and communicate with contractors through the WorkOasis system.

How is WorkOasis different from other Web based work order systems and marketplaces?
WorkOasis is a pure communication, collaboration and commerce company. We do not sell software, mark-up services, promote preferred contractors or allow advertisers within the application. We are privately owned and operate independently of any 3rd party interests or conflicts of interest.

What can I do if not all of our buildings have Internet access?
The ability for an end-user to enter a work order through the Web saves time, reduces miscommunication and increases responsiveness. However, we recognize some customers may not have Internet access at all of their locations. WorkOasis can also be used by call centers and help desks for those customers who utilize a telephone based call-in process.

Can WorkOasis replace our existing CMMS system?
WorkOasis can either supplement or replace a CMMS application based its functionality. WorkOasis' functionality is designed specifically to automate the contractor management function and therefore has functionality that CMMS systems lack in the area of contractor Selection, certification, invoicing and work flow. What makes Work Oasis unique is the fact that both Internet and Extranet users utilize the same application. This allows "The Work" to be re-engineered, such as the contractor certification process, where not everything has to be done by a limited internal staff.

If you are using a CMMS system for other functions such as Inventory control, financial planning and internal resource management, then we would recommend you implementing WorkOasis to manage your Contractors and use our Web based communication capabilities to integrate the data into your CMMS system.

How does WorkOasis save money?
WorkOasis provides over 50 major benefits to owners and facility managers. The key contributors for saving money include:

  1. Lower administrative cost associated with contractor self certification, insurance verification and Federal Law compliance
  2. A 74% reduction in transaction cost by utilizing the work flow engine, eliminating paper and reduction of errors.
  3. Better information and decision making that impact maintenance decisions, equipment replacement and warranties.