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Its contents, in part or in whole, may not be reproduced or distributed without the express permission of WWU.

Service Requests

Last Update 4-13-07 (whm/ss);

Service Requests

There are various ways to request work.  See Requesting Work.

Billing

Search Billing - This is a informational tool to help the requestor track their requests. Use this to find self-service requests and related work when you know all or part of the funding string.

Search Billing Screenshot

Display Service Requests - This forms allows you to search and track all of your previously submitted self-service requests and verify the work status in two ways.  One by time frame and by advanced search where more information can be entered.

Basic Search Screenshot
Advanced Search Screenshot

Add a screen shot of an actual completed search with example service orders, work orders and projects.

Create a Service Request

All fields flagged with an * are required.  The * is typically is just right of the field to be completed.

Create Service Request: Confirm Requestor - Step 1 of 5

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Requestor - Verify the information is accurate and fill-in missing data.  This is the individual with a WWU ID number ("W" number) that is requesting the work.

Department - Within FAMIS the department will always be ALLWWU.

Mail Code = WWU Mail Stop

Alternate Requestor - This should be any individual that may need updates or wish to track the requested work.

Examples are:

  • Occupants within the area impacted if they were not the Requestor
  • Requestor supervisors
  • Anyone who has the ability to update the request including funding authorities.

Cancel - Takes you back to Display Service Requests.

Next - to continue on to Step 2

Create Service Request: Select Service - Step 2 of 5

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Available Services - The following selections are the funding authorities for any work by Facilities Management. Selections below will route your self-service to the pre-determined funding authority for each area.

    Consider the following when making a selection:

    1. Who pays for the work to be performed?
    2. What area is the work to be done in?
      If the "Available Services" category needed is not listed select "Other Departments" or "New Web Request".  "Other Departments" or "New Web Request" will be routed to the Facilities Management Work Control Center (WCC).  To most efficiently process the request WCC needs funding include

    Note:  The following definitions will help in your selection below:

  • Maintenance = Fix something existing.
  • Construction = Install something new.  Examples of construction work are:
    • a new additional bookshelf that did not previous exist.
    • remodeled or new rooms
    • remodel or new buildings

CAMPUS GROUNDS - All maintenance work on exterior grounds on any WWU property except for Parking Lots, Associated Student Properties, utilities and leased properties.  See Funding Authorities & Asset Management for more complete information on which FAMIS funding authorities manages and funds maintenance for the various grounds areas (Land Entities in FAMIS) WWU owns.  This selection will route Service Requests to the Campus Grounds Funding Authority (SR_GRDS) for processing.  See FAMIS Funding Authorities Report Date 11-07-12 for a list of the funding authorities within FAMIS.

CAMPUS UTILITIES - All maintnenance work on WWU utilities.  See Funding Authorities & Asset Management for more complete information on which FAMIS funding authorities manages and funds maintenance for the various utility systems (Equipment in FAMIS) WWU owns.  This selection will route Service Requests to the Campus Utilities Funding Authority (SR_UTIL) for processing.  See FAMIS Funding Authorities Report Date 11-07-12 for a list of the funding authorities within FAMIS.

CAPITAL BUDGET OFFICE PROJECTS - Use for all new construction projects funded by the CAPITAL BUDGET OFFICE related to FM In-house new construction work.  This selection will route Service Requests to the Capital Budget Office Funding Authority (SR_CBO) for processing. Capital does not fund maintenance.  For questions on projects funded by Capital contact WWU Capital Budget Office.

DINING SERVICES - All maintenance and construction work in the food service equipment managed by the Dining Service Vendor.  The maintenance and construction work on the facility/structure making up the rooms in which Dining Service equipment is housed is funded by University Residences.  For related questions contact University Residences.  See Funding Authorities & Asset Management for more complete information on which FAMIS funding authorities manages and funds maintenance for the building WWU owns and leases.  This selection will route Service Requests to Dining Services Funding Authority (SR_DINS) for processing.  See FAMIS Funding Authorities Report Date 11-07-12 for a list of the funding authorities within FAMIS.

MAINTENANCE - ACAD FACILITIES - All maintenance work on academic facilities.  See Funding Authorities & Asset Management for more complete information on which FAMIS funding authorities manages and funds maintenance for the building WWU owns and leases.  This selection will route Service Requests to the Maintenance - Acad Facilities Funding Authority (SR_ACAD) for processing.  See FAMIS Funding Authorities Report Date 11-07-12 for a list of the funding authorities within FAMIS.

OTHER DEPARTMENTS (NOT LISTED) - All campus departments not otherwise listed.  Coordinate funding for each request.  This selection will route Service Requests to the FM Work Control Center funding authority (SR_OTHR) for processing.  See FAMIS Funding Authorities Report Date 11-07-12 for a list of the funding authorities within FAMIS.  The FM Work Control Center will coordinate with all requestor to obtain approval and funding.

  • Academic Departments - All new construction academic department requests fit within the Other Department selection and will be routed to the FM Work Control Center and in turn to Space Administration for approval and finalizing required funding which will be transmitted to the Work Control Center for processing.  See Service Requests.  Maintenance requests should not use this select.



RECREATION CENTER - All maintenance and construction work at the Wade King Student Recreation Center.  See Funding Authorities & Asset Management for more complete information on which FAMIS funding authorities manages and funds maintenance for the building WWU owns and leases.  This selection will route Service Requests to the Wade King Student Recreation Center Funding Authority (SR_RECC) for processing.  See FAMIS Funding Authorities Report Date 11-07-12 for a list of the funding authorities within FAMIS.

UNIVERSITY RESIDENCES - All maintenance and construction work at facilities managed by University Residences. See Funding Authorities & Asset Management for more complete information on which FAMIS funding authorities manages and funds maintenance for the building WWU owns and leases.  This selection will route Service Requests to the University Residences Funding Authority (SR_URES) for processing.  See FAMIS Funding Authorities Report Date 11-07-12 for a list of the funding authorities within FAMIS.

VEHICLES - Contact WWU Motor Pool for questions regarding who owns or funds each vehicles, x-6413.

This is divided into five categories.

1.  Departmental Owned Vehicles
2.  Facilities Management Heavy Equipment
3.  Facilities Management Shop Vehicles
4.  WWU Motor Pool Vehicles and
5.  WWU Leased Vehicles.

Viking Union Facilities/Student Activites -  All maintenance and construction work at facilities managed by Viking Union Facilities/Student Activities.  See Funding Authorities & Asset Management for more complete information on which FAMIS funding authorities manages and funds maintenance for the building WWU owns and leases.  This selection will route Service Requests to the Viking Union Facilities/Student Activites Funding Authority (SR_ASST) for processing.  See FAMIS Funding Authorities Report Date 11-07-12 for a list of the funding authorities within FAMIS.

New Web Request *Create your own request* - Not used at this time.

After selection of one of the Available Service above the following appears. (Note exceptions below).

1. IMMEDIATE RESPONSE - CALL 3420 (3555 AFTER HOURS) FIRST! - Use this for emergency response only. See Report Emergencies.  This self-service request will only be processed during normal business hours. All of this work is on a Time and Materials basis.

HEALTH & SAFETY - FIX SOMETHING EXISTING
PROPERTY DAMAGE - FIX SOMETHING EXISTING

2. RESPOND WITHIN 2 WEEKS - This is typically small service work. All on a Time and Materials basis. See Understanding Maintenance Types and Funding Needs. The maintenance types describe when to select Fixing Something Existing and Renovation/Construction Services describe when to select Install Something New.

FIX SOMETHING EXISTING
INSTALL SOMETHING NEW

3. RESPOND OVER 2 WEEKS - This is typically for work requiring more time to complete taking into account material ordering, design, planning, scheduling, estimating and execution.  See Understanding Maintenance Types and Funding Needs.  The maintenance types describe when to select Fixing Something Existing and Renovation/Construction Services describe when to select Install Something New. This is the only selection group that has estimated work available.

FIX SOMETHING EXISTING - ESTIMATE REQUERED
FIX SOMETHING EXISTING - TIME AND MATERIALS
INSTALL SOMETHING NEW - ESTIMATE REQUIRED
INSTALL SOMETHING NEW - TIME AND MATERIALS

Exceptions

ACADEMIC FACILITIES - Item 4. below is unique addition to Academic Facilities.

4. CLEANING SERVICES - Use this for any non-routine custodial service in Academic Facilites. Include funding string since all non-routine custodial services are paid for by the requestor (self-sustaining).  See Academic Custodial Services for a complete listing of routine custodial services.  See Funding Authorities & Asset Management for a listing of the academic facilities these service are provided in.  They are listed with SR_ACAD.

NON-ROUTINE CLEANING SERVICES - ESTIMATE REQUIRED (FUND. REQ.)
NON-ROUTINE CLEANING SERVICES - TIME AND MATERIALS (FUND. REQ.)

CAPITAL BUDGET OFFICE - All FM work funded by the Capital Budget Office uses the selections below.

FM WORK FUNDED BY CAPITAL BUDGET OFFICE

ESTIMATED PROJECT - Used for projects executed by FM trades.
M&O ASSIST TO A PULBIC WORKS PROJECT - When Maintenance and Operations trades are needed to assist outside contractors, consultants and vendors for any public works project.

VEHICLES - See Motor Pool Information for a description of the selections below.  These are the only selections for Vehicles.

FACILITIES MANAGEMENT SHOP VEHICLES
WWU MOTORPOOL VEHICLES
DEPARTMENT OWNED VEHICLES
FACILITIES MANAGEMENT HEAVY EQUIPMENT
WWU LEASED VEHICLES

Create Service Request: Enter Service Details - Step 3 of 5

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Work Title - Use descriptive phrase that best describes the overall work intent to allow sorting and filtering.  Banner will limit the title to 64 characaters.

Description - First include info for utility system, grounds area and equipment requests as follows: When requesting work on utility systems or grounds areas use "keywords" under the the self-service equipment search tools to find the system or area. Copy and paste the complete row of information into the top of the description field. For a specific equipment request use the same search tools to find the equipment item and copy and past the complete row of information into the top of the description field. Second Describe the work needed. The more detail provided facilitates the best timely result.

Earliest Start Date - Provide the desired realistic date. The requestor will be notified when the actual work is to be performed. To best understand FM's priorities for work see the the following section in this User Manual...

Priority Codes

Latest Completion Date - Provide the desired date. The requestor will be notified when the actual work is to be performed. To best understand FM's priorities for work see the the following section in this User Manual...

Priority Codes

Dates/Time Work cannot be done in location - Accurately complete this. This is critical information for planning the work.

Create Service Request: Enter Location - Step 4 of 5

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This location information is auto filled if you completed that portion earlier in the self-service request. At a minimum site must be completed. There is only one site (ALLWWU) with FAMIS Phase 1 implementation.

Create Service Request: Review - Step 5 of 5

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Make sure the information is correct. Use FINISH to submit your request. Note the Service Request number is automatically issued and immediately available for your tracking.

Page Updated 11.22.2013