Welcome to the new Physical Plant Work Request.

This is the first step in the improvement of the work order system. We anticipate an improvement in communication between the requester and the Physical Plant and hope with the new form, and the ability to fill the form out on the computer, a better understanding of what is being requested will occur.

The ‘Work Request Form’ is to be used to:

1. Request alterations, improvements, maintenance or repairs to a building, equipment, and/or grounds.
2. Request special services.

How to OPEN and COMPLETE the Work Request Form:

1. Click on the link that says ‘Work Order Form’ in the right hand column of this page.
2. A window will open asking if you would like to open the document or save to your computer. (For future time savings it may be a good idea to save a copy of the form directly to your desktop)
3. The form is to be filled out on the computer and once completed a copy is to be saved to your computer
4. If you are a pre-approved requester then after a copy has been saved, click the ‘submit’ button in the top left corner of the form (This will allow the form to go directly to the Physical Plant for processing.)
5. If you are not approved to send a work order, email the form to the dean or department head. (This can be done from the top tool bar directly on the form)
• Upon receiving the request, the Physical Plant will do their part in making accurate cost and start date estimations. Once those have been completed the form will be re-sent to the requester for approval
6. When you receive the form back, double click on the attachment and check whether you approve or reject the estimation
7. Make sure your name and the date you accepted/rejected is filled out and hit the submit button to re-send the form back to the Physical Plant
8. Whether you accept or reject the form, be sure to send the form back to the Physical Plant for documentation.
9. Once the work order is completed, if the request was a chargeable service you will be sent an e-mail starting the job has been complete and the date in which your card was charged. 

The floor plans, located on the Physical Plant’s webpage, can be used as a sketch processing tool.

----- All fields need to be filled out before sent to the Physical Plant. Those denoted by an asterisk MUST be filled out or the work order will not be send-able. -----

Location/Room:
            Use floor plans to determine the exact location of where the work is to be preformed. Floor plans may be printed and drawn on for better understanding of what needs to be done. If a floor plan does not exist for desired location please be as descriptive as possible to ensure the correct area is being serviced.

Description of Work:

            Be as specific as possible when describing the work to be preformed. If there are several problems for the same room or for different rooms a separate work order MUST be filled out for each problem/request (i.e. if a light needs changed, a wall needs painted and a lock is broken each problem needs to be its own request, EVEN if its all in the same room.)

Date of Activity:

            If the work needs to be done within a certain period of time, use the date of activity section to denote that. We will do our best to comply at the date and time specified. Again, impose a time constraint ONLY if critical to your operation.

Estimation:

            If any chargeable service, an estimate will be done for your request and then the form will be sent back to you for your approval. If, at that time, the cost is too high or for any other reason, you have the option of canceling your request. Make sure you resend the form to the Physical Plant for our records. Remember, it is only an estimate and final cost may vary. If the work request needs to be completed regardless of cost, fill out the third section accepting and continuing with the work request before sending the form to the Physical Plant for the first time. Also, make a comment in the Additional Information section saying ‘can be completed regardless of cost’ so we know you understand an estimate will not be sent to you for approval.

Sketch:

            A sketch is required for ALL work orders where feasible. Even if just highlighting the area of interest for a better understanding. For an activity set up a request WILL NOT be processed until a sketch has been submitted.

Signature:

            Only certain individuals will have the ability to send a work request. The name who’s e-mail account the request is coming from MUST match the typed name in the signature box.

Completed Requests:

            Requester whose request was a chargeable service will have a form sent back to them stating the completion of the project and the date their PCard was charged. Those requests that are routine maintenance or set ups will not receive a completion form back, expect by the request of the requester. 

Thank you for your patience with us as we make this transaction from paper trail to online. Out goal is to provide a better service to you in alterations, improvements, maintenance and repairs needed throughout this University. We also anticipate communication among the requester and the Physical Plant will be improved allowing us to meet you needs.

If you run into any problems while filling out the form, please contact Jennifer Okin at 367-4401