BUSINESS SYSTEM · PROCUREMENT & INVENTORYAJSN Facility Management System.

Overview

The AJSN Facility Management System runs maintenance, materials and purchasing for the Al Jamea-tus-Saifiyah campus in Nairobi. Every department request moves through a signed approval chain and is then met from store stock or bought in through a supplier order and goods receipt, while maintenance work is tracked against buildings, rooms and equipment. Supplier and item records were brought across from the institution's previous stock system.

Who uses it

• Employees and building managers — raise maintenance work orders and material requests for their buildings and departments.
• Heads of department and project managers — approve requisitions and purchase orders for their department or project.
• Project coordinators and directors — sign off requisitions and purchase orders at the later approval stages.
• Warehouse manager and store supervisor — look after the stores; the warehouse manager gives the final sign-off on requisitions and raises quotations for any stock shortfall.
• Procurement manager and procurement head — turn quotations into supplier purchase orders and take them through approval.
• Administrators — manage staff accounts, roles and settings.

Main modules

• Work orders — troubleshooting and preventive maintenance jobs against a building, room or asset, with checklists, recurring schedules and a Kanban board.
• Requisitions — department requests for materials, linked to a project or an asset.
• Quotations and purchase orders — supplier quotes for stock shortfalls, converted into printable local purchase orders.
• Goods receipt — ordered stock received into the right warehouse.
• Material release — store stock issued to a room, an asset or a task.
• Warehouse and inventory — stock across several warehouses, with reservations, transfers, returns, consumption and per-item history.
• Assets — a register of more than 6,000 assets, each with its maintenance and purchasing history.
• Reports — dashboards, drill-downs, work-order ageing and requisition reports with written commentary.

How it works

Materials and purchasing

1. A department raises a requisition for materials against a project or an asset.
2. The request passes through its approval chain: head of department or project manager, project coordinator, director and warehouse manager. The project manager and project coordinator stages are skipped when no one is assigned to them.
3. Stock already in the stores is released on a material release form. Any shortfall becomes a quotation, capped so that released and quoted quantities never exceed what was requested.
4. Procurement converts the quotation into a purchase order, which goes through its own six-stage approval before it is sent to the supplier.
5. Delivered goods are receipted into the warehouse and the stock becomes available.
6. Any approver can decline with a written reason. The document is then revised under a new revision number and goes round the chain again.

Maintenance

1. A work order is raised against a building, floor, room or asset as troubleshooting or preventive maintenance, with an urgency level of urgent (6 hours), immediate (24 hours) or dependent (3 to 4 days).
2. It is assigned, worked through with comments and checklists, and closed.
3. Quick filters show overdue jobs, jobs due within three days and each person's own work orders, and preventive jobs can repeat on a schedule.

Platforms and access

• Web application that can be installed like an app, with an offline notice when the connection drops.
• Staff sign in with their own accounts, with optional two-factor sign-in.
• Role-based access across twelve roles, with each person's view limited to their own department.
• A colour-coded audit trail records every approval, dispatch and purchase order.