EMS Integration with FAMIS 360

You can create and update work orders in FAMIS 360 with EMS integration.

Facility and event planning teams can easily coordinate and plan work needed for scheduled events by creating a work order from EMS to FAMIS 360.

Products involved

EMS is part of Accruent's space management product suite. It provides a platform to manage entire reservation cycle for single bookings to large complex events with services and resources.

EMS supports self-service through a number of easy-to-use points of access, including web, mobile, kiosk, room sign, desk sign, and Microsoft Outlook. Expert users have more configurability, scalability, open access, and security than ever before. You can also use EMS as a subscription-based cloud service hosted on a top-tier cloud provider. Organizations can integrate EMS with most hardware and software infrastructures through EMS Platform Services, our middle-tier RESTful API.

MuleSoft Anypoint Platform is an enterprise application integration platform that enables integration of apps, data, and devices. Supports on-premise, in the cloud or hybrid instances. Includes rich set of connectors. Extensible with Java (.NET with adapter).

FAMIS 360 – Accruent’s facilities maintenance and space planning solution FAMIS 360 helps facilities managers optimize maintenance and gain efficiencies across their assets and buildings. This cloud-based facilities lifecycle management solution is purpose-built for public sector, CRE, and education institutions and is easy to use, easy to implement and continuously updated with new functionality.

Overview

In this integration, EMS is viewed as the source for all event and reservation data and FAMIS 360 is viewed as the source for all request data. When a work order is created in EMS, FAMIS 360 receives the data and a corresponding request is created.

EMS sends the following items on Creation of any Work Order to FAMIS 360:

  • Reservation ID (sent as ExternalWOID 1)
  • Setup and Teardown Hours are the hours between the reserved and event times at the start and end of the event.
  • An endpoint is available that can remove Billing Reference Description if no rooms are associated with it.

An endpoint is also available that makes calls to FABRIC / FAMIS endpoints and returns a list of all the Work Orders by Booking ID.

Key integration features

The following functions are available via this integration:

  • Create a work order from EMS to FAMIS 360

  • Update a work order from EMS to FAMIS 360

  • Cancel a work order from EMS to FAMIS 360

  • Monitor work order status & add comments for last minute changes

The following functions are not available at this time:

  • Automatically sync new buildings and rooms from FAMIS 360 to EMS

  • Block a room for maintenance automation

Field mapping

Learn more about field mapping information.

User work flow architecture

Minimum user security settings – EMS

Admin users and other users that have the Manage Work Order process will be able to create and manage work orders from EMS side.

Admins and other users with the correct building / room processes will be able to map the EMS buildings and rooms to the FAMIS 360 buildings and rooms as needed.

The Rooms Integrations tab features include:

  • Table that shows providers and space names.
  • Delete button to remove mappings.
  • Choose provider via drop-down field.

Data hierarchy

For the purpose of this integration we can consider Building to be the highest module in the data hierarchy. A building is a physical location that contains one or more spaces (e.g., rooms, open areas, etc.), that users can reserve for an event. Buildings are one of the core data items that you must configure so that your users can make reservations in EMS.

The second level of the data hierarchy is the Room. A room is a physical location that you reserve for an event. You can configure any physical location or space (e.g., meeting room, athletic field, lobby, etc.), as a room. Grand Ballroom, Conference Room A are examples of rooms.

A Work Order is a service request created in EMS and sent to FAMIS. For example, requests for plumbing or electrical repairs in a room. Once a work order is received by FAMIS it is assigned to a technician.

Integration specific procedures

This section contains procedures that are specific to the integration in EMS.

ClosedMap a building in EMS to a property in FAMIS 360

To map a building in EMS to a property in FAMIS 360

  1. Navigate to EMS Desktop Client > Navigator > Configuration.

  2. In the Groupings pane Description column, click Buildings.

    The Buildings window opens.

  3. Click New.

    The Building window opens.

  4. On the Integrations tab, click Search for the GUID field.

  5. On the GUID Selector window, choose the property you want to map to the building.

  6. Click Select.

  7. Click OK.

ClosedMap a room in EMS to a property in FAMIS 360

To map a room in EMS to a property in FAMIS 360:

  1. Navigate to EMS Desktop Client > Navigator > Configuration.

  2. In the Groupings pane Description column, click Rooms.

    The Rooms window opens.

  3. Click New.

    The Room window opens.

  4. Select the Integrations tab.

    If you enabled a calendaring integration, the Integrations tab previously appeared as Exchange Integrations or Google Integrations.

  5. On the Integrations tab, click the search button for the GUID field.

  6. On the GUID Selector window, choose the property you want to map to the room.

  7. Click Select.

  8. Click OK.

ClosedCreate a work order for FAMIS 360

When you create a work order from EMS to FAMIS 360, priorities that cannot be used do not display in the menu selection.

To create a work order for FAMIS 360:

  1. Navigate to EMS Desktop Client > Navigator > Reservations.

  2. Open the reservation for which you want to create the work order.

  3. Click Create WO.

    The Booking – Create Work Order tab opens.

  4. Enter the information.

    • Requester Information – pane for work order requester's information.

      Includes First Name, Last Name, Phone and Email fields. This user gets notified via email from FAMIS 360 if there is an update made to the work order.

    • Request Type – type of job to be done.

      For example, electrical, plumbing etc.

      The list of options in the Request Type and Request Sub-Type fields is determined by the FAMIS 360 EMS_Logbook_Admin user’s permissions. If you have Property Admin rights you will see the complete list of FAMIS 360 request type options, if you do not have Property Admin rights you will only see the request types associated to you and building you are on.

    • Request Sub-Type – further classification of the job to be done.

      For example, repair.

    • Priority – priority of completion of work order

    • Schedule For – start date for work order

      Start Time – start time for work order

      Date and time the work order is available for the technician.

    • Complete By – completion date for work order

      End Time – end time for work order

    • Describe your Request – additional information about the work order

  5. Click Ok.

ClosedEdit / Cancel a work order in EMS

To edit or cancel a work order in EMS:

  1. Access the reservation in Navigator.

  2. Select the Work Order Summary tab.

  3. To cancel the work order, click Cancel WO.

  4. To edit the work order, click Edit WO.

  5. Make the changes.

  6. Click Ok.

If you change the rooms on the reservation all work orders associated with the reservation will be canceled.

FAMIS 360

The FAMIS 360 application receives the work order data from EMS and creates a corresponding request.

ClosedMinimum user security settings – FAMIS 360

To access the integration from the FAMIS 360 side you need to have an integration user account.

To create an integration user account:

  1. Create a user within the Stage and Prod databases with the same username and password.

    You need the same username and password for consistency.

  2. Grant the user system admin access.

  3. Grant the user access to all regions, properties, activity groups and other records.

    This is necessary so that the user account can be used for testing.

  4. Entry for the Mulesoft team in Last Pass is done by a Mulesoft team member.

Integration specific procedures

This section contains procedures that are specific to the integration in FAMIS 360

ClosedUpdate a work order in FAMIS 360

To update a work order in FAMIS 360:

  1. Sign in to FAMIS 360.

  2. Navigate to My Requests.

  3. Click the ID of the request that you want to update.

  4. To update the status of the work order, in Status, choose an option.

  5. To change the assigned technician for the work order, in Assigned To, choose an option.

  6. In General Comments, enter information about the update.

  7. Click UPDATE.

ClosedAdd comments to a work order in FAMIS 360

To add comments to a work order in FAMIS 360:

  1. Sign in to FAMIS 360.

  2. Navigate to My Requests.

  3. Click the ID of the request that you want to add comments to.

  4. In General Comments, enter your comments.

  5. Click UPDATE.