Tutorial
How to Complete a Service Request:

The Service Request should be completed in the following order:

Select the appropriate Campus from the pull-down menu.  Click the double arrows to proceed to the next page.
Select the appropriate Building from the pull-down menu.  Click the double arrows to proceed to the next page.
Complete all the fields and click on Submit.

The originator should complete the following fields:

1. The Name field should indicate the name of the person who wishes to be contacted if there is further information needed regarding this request.  This is the name that appears on the service/work order request that is generated to the skilled trades technician who will be performing the necessary work.  The person whose name appears in this field should be the person that can answer any pertinent questions regarding the work to be performed.

2. The Phone Number field should be completed to designate a phone number for the person who should be contacted in the event there are questions or additional information is required by a skilled trades technician to complete the service request.

3. The  E-mail Address field is needed for correspondence that facilities operations will send to the originator.  The electronic work order/service request system generates automatic e-mail correspondence to keep the user informed of the progress of their request.  This is the address that will be used to receive automatic correspondence from the work order/service request system.

4. The Service Center field is used to designate the department that will perform the work.  In this case, the option for Service Center should be Facilities Operations (FO).  This work order/service request system defaults to FO for your service center at this time.

5. The Area/Room field needs to be completed from the pull-down menu selection.  The entry in this field, in combination with the Building, should designate the location where the service is needed.  (If you are requesting a move of an item from one location to another, use the destination location when selecting Building and Area/Room from the pull-down menus.)  Using the Area/Room pull-down menu, select the appropriate space designating the location where the repair is needed.  You must select an area in order to have your request processed properly.  If you do not select an appropriate area, your request could be rejected.  If you cannot find the space that you need in the Area/Room pull-down menu, please contact facilities operations at extension 5601.

6. The Request field is the most important field on the service request form.  This field should contain complete information regarding the nature of the repair to be performed, any dates that might be needed to communicate to the skilled trades technician, and any further directions or specialized information that needs to be communicated to the skilled trades technician in order to effectively complete your request.  When explaining the work that is needed, be as specific as possible.  For example, instead of stating that "a toilet needs to be repaired," state "the toilet is clogged," or "the toilet leaks at the base when flushed," or "the toilet seat is broken."  This allows for efficient prioritizing and scheduling of this repair work.

7. Click Submit.

8. A window is returned to you that displays your Request Number.  You will need this number for any inquiries or correspondence with facilities operations.

Communications Regarding A Service Request

A confirmation number is sent to the originator after a work order number has been assigned and the work request has been entered in the facilities operations service/work order request system.  The request number (provided to the requestor on-line upon completion of the service request form) or the work order number (provided to the requestor via e-mail when the service request is accepted) is needed for all job inquiries to facilities operations.

Checking the status of a Service/Work OrderRequest Number via the Search by Number

From the Work Order Request System menu, click on "Check the Status of Service Request or Work Order."  Next you will come to a screen that looks like the image on the left below (when work order is selected), or like the image on the right below (when service request is selected).

OR

Simply select work order or work request from the pull-down menu.  Enter the work order/request number in the space provided.  Remember, work order numbers will need to start with FO-.  The request number does not start with FO, therefore enter the actual work request number.  Click on the double arrows to proceed.  A screen with your work order/request status will be displayed.  Everything you need to know about the status of your work order/request is here.  Below are samples of what the work request status screen and work order status screen look like.

Work Request Status Screen

Work Order Status Screen

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