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University of Kentucky

EZ Turn Takes on University of Kentucky’s 6850 beds and 70 conferences


EZ Turn is a software technology that was created by student housing for student housing and is now being used from California to Vermont and from Iowa to Texas. Our product was created to streamline the turn process by developing a real time multi faceted digital turn board. This program allows you as the manager to schedule out your turn in advance, document room damages, communicate with vendors all while tracking them in real time as they sweep your property. This program has an app for your vendors or workers where they are able to check into different rooms or tasks which then tracks production or man hours throughout the day as well as an app for the managers to walk the units giving them a chance to accept the work or send them back to a unit with pictures and notes of what work remains. For cases with outside vendors, our system allows you to input cost per tasks/units allowing you to have a running estimate of costs as you schedule out your turn allowing you to better stay in budget. With the manager approval aspect this acts as a safety net to prevent paying for work that was not done up to standards, this works by not allowing the vendors to invoice for the work until the unit has been approved by staff. EZ Turn is a proven system with a strong staff that excels at customer service by providing around the clock assistance and personal onboarding as well as a dedicated account manager. EZ Turns Mission is to make turn easier!


Summer Turn 2018

EZ Turn was brought on board by UK in 2018 to service their summer turn and conference. Previously UK was using excel spreadsheets to schedule turn, then emailing or texting units to vendors. With EZ Turn this year UK was able to schedule out vendors in a fraction of the time as well as schedule out all conferences ahead of time allowing their expectations to be known by their staff and vendors.


University of Kentucky is split up into three “areas” that were somewhat run independently of each other. Using EZ Turn allowed them to see how the different sides were ran and promoted cohesiveness through all vendors and directors using the same system. Having them on the same platform made it easier for the top directors to monitor progress as well as assist the vendors in having the same style of turn at each “area”. This created an environment where any of the Area Directors could have taken over for a while in case of an emergency during turn without missing a beat.


By using EZ Turn, UK only averaged 7 visits per unit (a significant drop verses previous years) this turn and that was even with 70+ summer conferences on campus.


Testimonials

  1. “This system has allowed me to have a good conscience when I leave at a relatively decent hour each day during most of turn.” “ This was not the case in previous years and the only thing that has changed is using EZ Turn” - Executive Director University of Kentucky

  2. “ The picture and messaging system is great with EZ Turn it allows my guys to quickly compete go backs and helps me monitor my progress throughout turn so I know in real time how we are doing as a vendor.” - Cleaning Vendor Manager

  3. “EZ Turn kept everyone on same page throughout the summer and was easy to make real time decisions and real time changes and keep everyone in the loop” - Area Director University of Kentucky


Key Challenges

  • No easily accessible documentation from year to year that shows how turn went including all notes and conversation threads with each other and with vendors

  • Difficult to properly document and prove room damages for chargebacks

  • Paying for subpar work.

  • Having to check in on your staff and vendors to know their production rate and their

  • whereabouts minute to minute.

  • Easily knowing what vendors or staff members did work in which rooms.

  • Significant time savings on every Turn over using paper checklists and spreadsheets

  • Being charged twice for rooms.


EZ Turn Solutions

  • EZ Turn saves all previous turns including day-to-day metrics and all messaging and photos that were shared.

  • With EZ Turn Messaging feature you can take time stamped photos that save specific to each unit and are a breeze to retrieve also a great bonus knowing the pictures are saved on the ap not the phone.

  • With our approval required system, vendors are unable to invoice till you approve them on you own designated sign in.

  • With our EZ Scheduler you can track Vendor and staff movement in real time and document the time spent in each specific unit.

  • Again with the EZ Scheduler you can monitor who has checked into which room and at what time they did so.

  • With the ability to track from your desktop or your phone app you can save several trips to the room each turn.

  • Our system is self auditing and does not allow any duplicate numbers.

#UniversityofKentucky #AutomatedPropertyOperations #EZTurn #StudentHousing #UniversityHousing #CaseStudy #PropertyManagement

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