Memos

Dear Colleagues:

I am writing to announce new Facilities Operations Work Order procedures that will be implemented soon to improve convenience and reduce administrative costs. Beginning September 1, 2009, departments will have the option to initiate on-line work requests and FO will interface with PeopleSoft to collect funds electronically for billable service requests.

On-Line work requests to Facilities Operations
Departments will be able to generate non-emergency work requests on-line for both non-billable maintenance and billable work requests by accessing the FO webpage and completing a brief one-page request form. For billable requests, departments will indicate whether an estimate is required or whether work should proceed and be billed upon completion. The request form will require information including building, room number, department, requestor name, contact person, phone number, and a description of the problem or of work being requested. For emergencies, please call FO Work Management at 864-4770.

Non-billable requests to Facilities Operations
An e-mail will be sent to the department financial contact noting the requestor name, a description of the work, and the location. The e-mail will confirm that the work will be completed at no charge. After the job is complete, a second e-mail will go out to the financial contact indicating the work is done and will include a customer satisfaction form for feedback.

Billable work requests to Facilities Operations
An e-mail will be sent to the departmental financial contact noting the requestor name, a description of the work, and the location. In addition, the e-mail will list the main department cost center to be charged. If a different cost center is more appropriate for the charges, the financial contact will need to respond to the e-mail indicating the correct cost center number(s); otherwise, the main departmental number will be used for the charges. When the job is complete and ready to invoice, the financial contact will again receive an e-mail that lists the cost-center number and the amount that will be debited. For detailed information, customers will be referred to a website where an invoice similar to the one now received can be viewed or printed.

Shortly, we will be asking your financial officer to confirm your main department number, department name, financial contact’s name, and financial contact’s e-mail.

Sincerely,

Don Steeples
Senior Vice Provost for Scholarly Support