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How Work Flows through FAMIS

Last Updated:10-02-2013 (JAM) Changed FDCAs to FDCB, edited phase conventions; 5-27-07 (WHM,SS); Revision 5-13-10 (WHM,SS) clarified criteria between Non-Project Work Order and Projects; 12-10-10 (sl/dk) Added Public Safety Charges info for "ZI".

How Work Flows through FAMIS

Basic Work Flow - After and Before FAMIS

After FAMIS Implementation

Requesting Work -  There are four ways to request work;

1) Complete a FAMIS Self-Service request.  All Renovation/Construction Services requests use this method.  Use this process for maintenance work that requires individual tracking that is over the Standing Work Order funding limits.  This work historically covers just over half of all FM crew work performed.

2) Complete a "Maintenance Slip".  This paper form varies between the different campus facilities managers.  See Requesting Maintenance Services for a complete description of this process.  All of this maintenance work is done on Standing Work Orders and should be within the Standing Work Order funding limits.  This allows FM crews to respond to small maintenance needs that have been pre-approved and funded without having to wait for a Self-Service request to be processed.

3) Phone FM Work Control Center.  This is only for emergency immediate maintenance needs.  See Reporting Emergencies and Requesting Maintenance Services for a complete description.  All of this maintenance work is done on Standing Work Orders and should be within the Standing Work Order funding limits.  This allows FM crews to respond immediately to emergency maintenance needs that have been pre-approved and funded without having to wait for a Self-Service request to be processed.

4)Preventive Maintenance.  See Preventive Maintenance for a definition and application at FM.  Also see the FAMIS Preventive Maintenance User Guide.  This method of requesting work is only available to campus facility managers with funding authority.  This is a program of scheduled inspection activities.  This work is coordinated and funded in advance with the various facility managers on campus.  Preventive Maintenance work orders once set up are automatically issued by FAMIS at pre-determined frequencies.  Each preventive maintenance event will be an individual work order.

Update the FM Public Web page to update the on-line work request to FAMIS Self-Service.

Self-Service - Within FAMIS Self-Service follows typical web browser navigation protocol.  Self-Service allows both requesting work and tracking work previously requested.  When the work is completed and closed it will no long show up in Self-Service.

Two Approaches - There are two approaches to gather information for each self-service requests, 1) location 2) equipment before completing the request. If you known the location and or equipment to be worked on you can go straight to Service Request. The more complete the information is the quicker the request can be routed and processed. Location and knowing the funding authority for the work needed is a key piece information.

Why use each of the below approaches?

Location - When you wish to use pick boxes of available choices for the location the work will be performed in start with this approach under Select a Site. Note that various Western properties (FAMIS land entities) are listed in the buildings list. When the location information is complete select Service Request and continue. If you know the specific location information without having to look it up on the pick list proceed straight to Service Request.

Equipment - This is a search tool to find equipment. This is key information for Vehicles, Utility and Grounds requests. FAMIS uses the equipment Keywords to allow filtering of vehicles, utility systems and grounds areas. Utility systems and grounds areas are separated by land entities (WWU properties) found under the building list.

Service Request - This approach jumps straight to preparing a request. Caution: Without detail location information the request routing and process may be delayed.

Request Routing General Note - Under Request Routing - Create Service Request: Select Service - Step 2 of 5 you will select a funding authority for the work being requested.  Proper selection automatically routes your request to that funding authority for approval. Using OTHER DEPARTMENT will route the request to Facilities Management Work Control Center to obtain funding approval. Whenever possible pre-determine the funding authority to help expedite the request processing.

Service Requests

Managing Your Work Bench - Each funding authority (major clients for FM work) will be provided a FAMIS Service Request Work Bench. The intent is that all work requests (work that is not funded yet) will be managed by each funding authority across campus. Only when each funding authority converts a Service Request to a Work Order or Project with funding does the work get routed to Facilities Management. Funding Authorities will manage requests, Facilities Management will manage funded work. See Service Requests for a more detailed explanation. For any funding authority with more than one Assign To individual it is recommended that they charge one individual with filling in the Assigned To field for each Service Request to route those requests within their department.

Work Order & Projects - Work is performed on Standing Work Orders, Work Orders and Projects.  All work billed by FAMIS is from a Work Order including Standing Work Orders.  Projects provide a tool to summary a series of Work Order for more complex work.  All of this work is given a Work Type, as was previously done, of either Reactive Maintenance (RM), Corrective Maintenance (CM), Preventive Maintenance (PM) or New Construction (NC).  See Understanding Maintenance Types & Funding Needs for a complete understanding the work types FM performs and when there are associated charges for that work versus what work is paid for by the state.  Expenses for all work orders are tracked by crew (See Crew) materials, invoices, equipment and misc cost.  See Estimate vs Actual Categories for a complete explanation of the expense categories.

Standing Work Orders - These work orders take the place of our past Open Work Orders.  All T&M work.  Limits of expenditures can still be applied.  Past limits example is no work over 2 hours labor and/or $100 materials per event.  Actual expenditures versus the limits can be verified through monitoring of the Stand Work Order expenditures similar to our past system.  There are no preset automated limits.  Each Standing Work Order is limited to one building or land entity (typically without a floor or room designation), one crew, one work type (RM, CM, or NC), one set of funding strings.  There are no standing work orders for Preventive Maintenance.  The funding for each Standing Work Order can be split by percentage to various funding strings.  These Standing Work Orders are typically a Work Type of RM.

Standing work orders are generally used to create blanket categories of maintenance costs for which work orders are not generated. For example, in general, not all labor charges are charged to work orders, such as when employees attend training classes. Therefore, instead of charging the employees’ time to a work order, the time can be charged to an established SWO.  This could also apply to tasks which are ongoing by nature, such as conducting inspections or repairing storm damage. SWOs can also be used for repetitive work that does not require an individual to be tasked or does not require a printed work order.  SWOs also can be used to track administrative and non-maintenance time.

Note:  The standing work order in FAMIS does not have estimating capabilities.

Note:  For a report of the active standing work orders assigned per crew see  Reports -Active Work Orders > Active Work Order Detail Report by Crew.  In the report guery fillin the Request Type as T for Standing Work Orders.

Note:  There is no FAMIS work bench for Standing Work Orders.  Summary lists of Standing Work Orders must be generated through a report writer.

This report is needed at go-live along with reports that sum SWO's by Assigned To, Crew, Building (Land Entity) and Maint Type.  These reports must allow generation by start and end date since the SWO will be permanently left open.  The Assigned To report is required for a Supervisor to see SWO for crews within their shop.

Non- Project Work Orders - These work orders take the place of all past Service Work Orders.  All T&M work.  These work orders track smaller specific work events intended to be complete within the time frames established by the priorities selected and are not schedule.  Typically 10 hours and/or $1000 in costs of work or less.  Any non-project work orders over these limits requires an early discussion with Work Control Center to coordinate the best work routing based on crew planning & availability.  These non scheduled work orders will be routed directly to crew supervisor to be performed on a first come first serve basis. See priorities below.  These work orders track all labor expenses by primary (see Primary Crew) and secondary crews (see Secondary Crew).  All other costs are tracked by the work orders and not divided by crew.  These work orders are typically a work type of CM with some as minor NC.

Projects - These FAMIS Projects take the place of all past Project Work Orders.  Projects provides for both T&M and estimated projects.  Projects are divided by Phase with one work order per crew per phase.  These work orders track larger work efforts, greater than 10 hours and/or $1000 in costs or more, with more detailed tracking information.  All projects are scheduled by the Work Control Center Scheduler.  These work orders tracked all expenses by crew due to the phase structuring.  These work orders were typically a work type of NC with occasional CM.

Phase - All Phases are to have a associated work orders to allow tracking for completion. Phases do not have a Complete status only their associated Work Orders and the entire Project.

This phase convention will be created in each project

  1. FDCB DESIGN - when needed - Crew LA
  2. PERMIT - for Permit charges if needed - Crew XC
  3. SHOP MANAGER APPROVAL - shop manager approval after all other phases are complete - Crew none
  4. DESIGNER CONSTR ADMIN & APPROVAL - designer approval that all other phases are complete - Crew LA
  5. XX WORK - phase for each FM Crew as needed where "XX" is the two letter crew code.
  6. Phase for each misc costs as needed for the Project.  See Misc Costs.

Assist Work Orders to Public Works - Previous Task Work Orders will be managed through FAMIS Projects as Work Orders.  There will typically by one FAMIS Project per Public Works project with each task assist required as a Phase within the Project.  All T&M.  These requests are to be managed by the FM Facilities Design and Construction Administration Project Managers assigned to manage any given Public Works project, i.e., projects not performed by FM but bid out to contractors.  These Projects and associated phases/work orders are typically a work type of NC.

Designer Responsibilities: The FDCB Designers are responsible to monitor the planned versus actual costs for each Project with PW Assists Work Orders and coordinate adequate funding represented by the planned costs within the Project as required with the funding authority.  With all PW Assist Work Orders as Time & Materials all actual expenditure will be paid.  The FAMIS process specifically places the Designer in control of directing the work to be done and monitoring/funding the related costs.

This phase convention will be created in each project for Assist Work Order to Public Work Projects

  1. FDCB Designer construction administration and approval that all other phases are complete
  2. Phase for each FM Crew task as needed.
  3. Phase for each misc costs as needed for the Project.  See Misc Costs.

Time & Materials versus Estimate

Note: Time & Material work can be on both Non-Project Work Orders and Project Work Orders.  Guaranteed estimates are only on Project Work Orders.

Time and Materials - All actual costs are charged to the client.  All cost risks are assumed by the funding authority.  Risk are managed through definition of the scope of work requested.

Estimate - All estimates are approved by the funding authorities prior to work commencement.  Any work over the estimate was absorbed by Facilities Management.  Scope revisions and unforeseen conditions not within the original estimate are subject to a change order process to increase or decease the estimate with funding authority approval.  All work including work orders with a guaranteed estimate are charged monthly using actual costs.  At the completion of the work, costs are reviewed.  When actual costs exceed the estimate without a change order justification the overrun is credited to the work order funding string through a change order.  This change order will be a new Work Order on a dedicated Project Phase under a Miscellaneous Invoice with a billing type that pulls funds from the correct account.  All cost risks over the estimate are assumed by Facilities Management.

FAMIS estimating approaches at Western:

Non-Project Work Orders - All of these work orders will receive a planned cost (FAMIS estimate).  The goal is to provide management with labor resourcing information.  These planned costs will not utilize the FAMIS Detail Estimate, but rather be completing through the Primary Crew fields, Supporting Crew fields, and Work Order Estimates.  The Work Order Estimate summarizes the labor between Primary & Supporting Labor and summarizes all non-labor costs for the entire work order.  The non-labor costs categories are materials, invoices, equipment and contingency.  See Estimate vs Actual Categorieslink to work order estimates

Project Work Orders - All of these work orders will receive a guaranteed estimate (FAMIS estimate).  This guaranteed estimate is made up of either the Work Order Estimate or the Detailed Estimate as required to document the guaranteed estimated breakdown.  All Projects are divided by Phase with one work order per phase and one crew per work order.  The guaranteed estimated is divided by Phase.  Guaranteed estimates are only provided on Projects because Projects provides the summarized estimated versus actual costs combining all phases.  See Project Status Descriptions and link to work order estimates

Estimate vs Actual Categories

General - All estimates and corresponding actual expenses are broken down into labor and non-labor categories of Materials, Invoices, Equipment and ContingencyLabor is explained below.  Non labor costs are typically divided into inventory transactions, non-inventory transactions, in-house equipment rentals and contingency or misc costs.  FAMIS at Western is set up to route all inventory and non-inventory transactions through inventory within the Materials category.  With non-inventory transactions accounted for as Materials the Invoices category is used for limited specialized services.  The Equipment category will account for rental of FM owned equipment.  Contingency will account for anything else.  See the categories below for a detailed explanation.  See  Purchasing Type Code Configuration

  • Labor - All Facilities Management labor associated with a Work Order.
    • Non-FM university labor including Telecommunications, Lockshop and Transport Service required to perform work on a Work Order is categorized and billed as Misc Costs with actuals tracked against the Contingency portion of the estimate.
    • Labor outside of University used to perform work on a Work Order is purchased through a Purchase Orders and will be categorized as a Materials cost.
  • Non-Labor
    • Materials - Any purchase order associated with the performance of the work on the Work Order including but not limited to materials, purchased services except specialize services flagged within Invoices, and vendor equipment costs.  Inventory versus non-inventory charges are separated through use of a Inventory Number.  A inventory item has an inventory number.  A non-inventory item has an inventory number of Direct, meaning it was purchased direct to the Work Order.
    • Invoices - Any purchase order for a specialize service.  Examples include:
      • Consultant Service Agreements
    • Equipment - Any Facilities Management equipment rented for work on a Work Order.  This does not cover equipment rental from a vendor on a purchase order which is covered as a Material expense.
    • Contingency (Misc Costs) - This is for any Miscellaneous invoice on a Work Order with the associated crew list when applicable.  Uses are:
      • Computer Maintenance charges - A Non-FM Crew in FAMIS - ZA
      • Transport Services charges - A Non-FM Crew in FAMIS - ZB
      • Lockshop charges - A Non-FM Crew in FAMIS - ZC
      • Publishing Services - A Non-FM Crew in FAMIS - ZD
      • Telecommunication charges - A Non-FM Crew in FAMIS - ZE
      • WWU Environmental Health & Safety charges - A Non-FM Crew in FAMIS - ZH
      • Public Safety Charges - A Non-FM Crew in FAMIS - ZI
      • Permit charges - XC
      • Hazardous materials charges - XZ
      • Guaranteed Estimate fees - WA
      • Project Management fees - LA
      • WWU Architect & Engineering fees
      • Over estimate change order adjustments
      • Work Order contingency

        Note: Sales tax is included in the above costs when applicable.  Sales tax is not a separate line item within Work Order cost summaries, but is available through purchase order information.

Work Priority - See Priority Codes for an understanding of general response times.

FAMIS Work Flow - All work of FM crews are requested on the web through FAMIS Self-service.  These Self-Service requests become FAMIS Service Requests.  All Service Requests are automatically routed to and managed by campus funding authorities.  Only funded Service Requests will become Work Orders or Projects for FM to perform and manage.  See the below links for a detailed understanding of who does what when from request to completion.

Work Flow Summary 032107   This provides a one page overview of who has the authority and responsibility to change work to the listed status. In addition, the basic order (flow) of the status' are provided.

Standing Work Order Status Descriptions 031307 and Standing Work Order Status Configuration

Self-Service Status Descriptions 020207

Service Requests Status Descriptions 050107 and Service Request Status Configuration

Work Order Status Descriptions 031307 and Work Order Status Configuration

Project Status Descriptions 020207 and Project Status Configuration and Project Phase Status Configuration

FAMIS Automated Email Notifications - See Automatic Email Notifications which indicates the Non-Project Work Order Status's and Project Status's changes for which an email is sent out and who to is sent to.

Active Work Order Transition - Job Cost to FAMIS - Any work order active at the time of FAMIS go-live will be cross walked to FAMIS.  This allows all work to continue and be tracked in FAMIS.  The Job Cost information is still available to view in Job Cost.  The following cross walk criteria will be used:

Active Work Current Issued to Crews

  • Work Order numbers in FAMIS will match the Job Cost number.  All new work created in FAMIS will have automated FAMIS numbers which will differentiate new work from cross walked work.
    • Job Cost T & M Service Order work and T & M Projects = Non-Project Work Orders in FAMIS with the same number, Sxxxxxxxx or Pxxxxxxx.  These Non-Project Work Orders will have:
      • No primary Labor crew - All crews will be shown as secondary labor.  This means no crew or Assigned To will be listed on the Current Schedule (Work Order Workbench).  The crew supervisor who has Construction Lead work order duties in Job costs is to fill-in the following:
        • Primary Labor
          • Crew = (example BA )
        • Assigned To = primary crew supervisor
      • Method = T & M
      • All expenditures to date from Job cost will cross over to the Work Order and not be associated with any crew. 
      • The Job Cost Project Notes would cross over as Attachments under Notes in FAMIS
      • Updates on 5-03-07
        • Work Description - Note that the description on many of these did not come accross.  Descriptions that were long enough to go into Project Notes in Job Cost appears to have come across to FAMIS.  Others did not.  Update the descriptions as needed.  See Job Cost S Work Orders to FAMIS Work Order Corrections 050307 for a list of the work orders to correct and the correction status.
    • Job Cost Estimated work orders = Work Order attached to one phase within a Project.  The Project number will be a FAMIS auto number with the title match the Job Cost work order title.  The Project Phase Work Order number will match the Job Cost Pxxxxxxx number.  The Project Phase Title and Work Order title will match the work order title and the Project title.  These Projects with phases and work orders will have:
      • No primary Labor crew - All crews will be shown as secondary labor.  This means no crew or Assigned To will be listed on the Current Schedule (Work Order Workbench).  The crew supervisor who has Construction Lead work order duties in Job costs is to fill-in the following:
        • Primary Labor
          • Crew = (example BA )
        • Assigned To = primary crew supervisor
      • Method = Estimate
      • All expenditures to date from Job cost will cross over to the Work Order and not be associated with any crew.
      • The Job Cost Project Notes would cross over as Attachments under Notes in FAMIS
      • Updates 5-21-07
        • All of the estimates did not come across accurately.  All must be manually corrected.  Scott & Bill are correcting these.  All materials costs from Job Cost transferred as Materials costs in FAMIS.  This left FAMIS Misc Cost items in in Material cagetory to be marked up when they should not be.  This increases the estimate substantially.  Items to move to misc costs are: WA, all non-FM crews, and permit.  In addition, material costs to zero out since they are already in the FAMIS mark up are tax and the PO fee.  See Job Cost P Work Orders to FAMIS Work Order Corrections 060607 for a list of work orders to correct and the correction status.
    • Job Cost Tasks = Work orders attached to a phase per work order within a Project.  One Project will be set up for each FMxxx Cost Center.  Only active Tasks will cross over as work orders attached to a phase.  These Projects with phases and work orders will have:
      • No primary Labor crew - All crews will be shown as secondary labor.  This means no crew or Assigned To will be listed on the Current Schedule (Work Order Workbench).  The crew supervisor who has Construction Lead work order duties in Job costs is to fill-in the following:
        • Primary Labor
          • Crew = (example BA )
        • Assigned To = primary crew supervisor
      • Method = PWAssist
      • All expenditures to date from Job cost will cross over to the Work Order and not be assoicated with any crew.
      • The Job Cost Project Notes would cross over as Attachments under Notes in FAMIS

Active Work Current Not Issued to Crews

  • Job Cost work orders not yet issued to crew are typically projects requiring designs and/or estimates = Work Orders attached to one phase within a Project.  The Project number will be a FAMIS auto number with the title match the Job Cost work order title.  The Project Phase Work Order number will match the Job Cost Pxxxxxxx number.  The Project Phase Title and Work Order title will match the work order title and the Project title.  These Projects with phases and work orders will have:
    • All expenditures to date from Job cost will cross over to the Work Order and not be associated with any crew.
    • The Job Cost Project Notes would cross over as Attachments under Notes in FAMIS.

    Note: Each existing Project Work Order will move through the User Guide steps to create an Active Famis Project with all required Phases and Work Orders.

Before FAMIS

Requesting Work -  There were four ways to request work;

1) Before FAMIS - On-line work request request.  All Renovation/Construction Services requests used this method.  This process was also used for maintenance work that requires individual tracking that is over the Open Work Order funding limits.  This work historically covered just over half of all FM crew work performed.

2) Before FAMIS - "Maintenance Slip".  This paper form varied between the different campus facilities managers.  See Requesting Maintenance Services for a complete description of this process.  All of this maintenance work was done on Open Work Orders and should have been within the Standing Work Order funding limits.  This allowed FM crews to respond to small maintenance needs that had been pre-approved and funded without having to wait for a Self-Service request to be processed.

3) Before FAMIS - Phone FM Work Control Center.  This was only for emergency immediate maintenance needs.  See Reporting Emergencies and Requesting Maintenance Services for a complete description.  All of this maintenance work was done on Open Work Orders and should have been within the Standing Work Order funding limits.  This allowed FM crews to respond immediately to emergency maintenance needs that had been pre-approved and funded without having to wait for a Self-Service request to be processed.

4)Before FAMIS - Preventive Maintenance.  See Preventive Maintenance for a definition and application at FM.  This method of requesting work was only available to campus facility managers with funding authority.  This was a program of scheduled inspection activities.  This work was coordinated and funded in advance with the various facility managers on campus and setup as Open Work Order with no closing date.  Preventive Maintenance events once set up were automatically issued by Job Cost at pre-determined frequencies with that work charged to the established Open Work Order.

Before FAMIS - Work Flow - all Work provided by Facilities Management trades was performed on Open Work Orders, Service Work Orders, Task Work Orders and Project Work Orders.  All of this work was given a Work Type of either Reactive Maintenance (RM), Corrective Maintenance (CM), Preventive Maintenance (PM) or New Construction (NC).  See Understanding Maintenance Types & Funding Needs for a complete understanding the work types FM performs and when there are associated charges for that work versus what work is paid for by the state.

Before FAMIS - Open Work Orders - All time & material work (T&M).  Accounted from just under 50% of all FM trade work.  These were set up on an fiscal year basis. They were typically open for any FM trade to charge hours, materials and invoices to within the limits established by the funding authority.  Typical limits set were labor under 2 hours and materials under $100 per event.  Some Open Work Orders for specific clients were restricted to identified trades.  These work orders tracked all expenses by trade.  These work orders were typically maintenance, typically with a work type of RM.

Before FAMIS - Service Work Orders - Commonly referred to as "S" jobs.  All T&M.  These work orders tracked smaller specific work events intended to be complete with 5 business days from issuance to the trades.  These work orders tracked all expenses by trade.  These work orders were typically a work type of CM with some as minor NC.

Before FAMIS - Task Work Orders - Commonly referred to as "T" jobs. All T&M.  These were specific tasks to assist public works projects commonly called M & O Assists.  These requests were all managed by the FM Facilities Design and Construction Administration Project Managers assigned to manage any given Public Works project, i.e., projects not performed by FM but bid out to contractors.  These work orders tracked all expenses by trade.  These work orders were typically a work type of NC.

Before FAMIS - Project Work Orders - Commonly referred to as "P" jobs. Both T&M and estimated jobs.  These work orders tracked projects larger than Service Work Orders.  These work orders tracked all expenses by trade.  These work orders were typically a work type of NC with occasional CM.

Before FAMIS - Time & Materials versus Estimate

Before FAMIS - Time and Materials (T&M)- All actual costs are charged to the client.  All cost risks are assumed by the funding authority.  Risk were managed through definition of the scope of work requested.

Before FAMIS - Estimate - All estimates were approved by the funding authorities prior to work commencement.  Any work over the estimate was absorbed by Facilities Management.  Scope revisions and unforeseen conditions not within the original estimate were subject to a change order process to increase or decease the estimate with funding authority approval.  Expenses were charged on a monthly actual basis and did not exceed the estimate.  After work completion, if the actual costs was less than the estimate there were no additional charges.  All cost risks over the estimate were assumed by Facilities Management.

Before FAMIS - Work Priority - In general FM trade work is implemented on a first come first serve basis.  This work is generally prioritized as 1) emergencies, 2) work associated with feeding students 3) work supporting classroom academic mission 4) work associated with housing students 5) all other work.  For a more information of FM Priorities and Work Types see the below link.

Prioritizing Facilities Management Work

Page Updated 10.02.2013