Work Order System

1. Work Order System January 4, 2011

2. The work order system is to request alterations, improvements, maintenance or repairs to a building, equipment and/or the grounds area. As well as the request of a special service such as an activity or an event set up. When a person decides they want to make a work request, they will navigate to the Physical Plant’s Web Page and click on the link that says ‘Work Order ’ in the left hand column of the page.

3. Once the requester has completed the top half of the work order form, they will save a copy to their computer and click the submit button in the top left corner of the form This will allow the form to be sent directly to the Physical Plant. • Certain areas MUST be filled out on the form or it will not have the capability of being submitted: • Requested By: • PCard Account • Fund / Org Number

4. Everyone will have access to view and fill out the form, but only deans, chairs, and authorized employees will have the ability to send the actual form through the submit button. If you are not on the list to have the ability to send the form, you must send the form to the person in your department with the capability. Click on the send button in the tool bar at the top of the page (not the submit button). Then, like any other e-mail, enter the person who will be receiving the e-mail and send.

5. Accurate Validation of the Form Only certain e-mail addresses will have the ability to send the form through the submission button. Administration Deans Chairs Approved Offices / Services Only Administration, Deans, and Chairs can request for others in their department to be added to the list of approved e-mail accounts. A signed letter or e-mail must be sent to the Physical Plant stating the name and account information for the person you wish to add.

6. Those Individuals with Access to Submit a Work Order Directly Ms. Tina Lemasters Mr. Roy Lewis Ms. Heidi Mahaney Ms. Tina Malcomb Mr. Kerry Marbury Ms. Beth Martin Mr. James Matthews Ms. Brenda Mayfield Dr. Nancy McClure Ms. Fran McClure Mr. Richard McCormick Ms. Vickie McVaney Ms. Stephanie Miller Mr. Christopher Morgan Dr. Beth Newcome Ms. Donna Nuzum Dr. Tim Oxley Ms. Anne Patterson Mr. Kevin Philyaw Mr. Rick Porto Ms. Lori Postlewait Ms. Trish Price Ms. Renee Rannenberg Dr. Tim Rice Ms. Martha Richards Ms. Deborah Rogers Dr. Clarence Rohrbaugh Dr. Rosemarie Romesburg Dr. Steven Roof Ms. Joyce Rose Dr. Maria Rose Ms. Joyce Ross Ms. Mary Jo Rutherford Ms. Raime Santee Ms. Lori Schoonmaker Ms. Annette Schorr Mr. Paul Schreffler Dr. Deanna Shields Ms. Sandy Shriver Ms. Harriett Snyder Ms. Donna Snyder Ms. Priscilla Steed Ms. Pamela Stephens Mr. Porter Stiles Mr. Tom Stose Ms. Sherrie Strawderman Ms. Tina Stuart Mr. David Tamm Ms. Lea Ann Valentine Ms. Jennifer Weist Ms. Leticia West Ms. Tami Winston Ms. Deborah Woods Ms. Catherine Woodson Ms. Robin Yeager Ms. Lauren Adams Dr. Gerald Bacza Ms. Kelli Baker Dr. Robert Baker Ms. Debbie Bates Mr. Michael Belmear Ms. Judy Biafore Mr. Pieter Blood Ms. Joni Bokanovich Ms. Jean Bolyard Dr. Sharon Boni Mr. Dale Bradley Ms. Evie Brantmayer Ms. Christy Burner Ms. Brenda Cain Ms. Georgeann Cain Mr. Jack Clayton Ms. Nita Coleman Ms. Sue Conrad Ms. Brenda Davis Mr. John J. Davis Ms. Jane Delbrook Dr. Van Dempsey Mr. James Doak Ms. Janet Dudash Ms. Miwa Edwards Mr. Rusty Elliott Ms. Barbara Fallon Ms. Amie Fazalare Mr. William Finley Dr. Anthony Gilberti Ms. Sharon Glasscock Mr. Daniel Gockley Mr. James Goodwin Ms. Suzanne Gripper Dr. Richard Harvey Ms. Debra Hawkins Ms. Jeani Hawkins Ms. Vickie Hedrick Ms. Sarah Hensley Ms. Vickie Holcomb Ms. Dalene Horner Ms. Thelma Hutchins Ms. Beverly Johnston Ms. Beverly Jones Ms. Francine Jurosko Mr. John Kellar Ms. Nancy Keller Ms. Cindy Knight Ms. Rosetta Kolar Dr. Thomas Krepel Ms. Yolanda Kirchartz Ms. Jessica Kropog Mr. Peter Lach Dr. Christina Lavorata Ms. Nancy Lawler Mr. Stephen Leach Mr. Steve Leadman

7. Upon receiving the work request, The Physical Plant will do its part for the projection of cost and completion date. The Physical Plant will then re-send the form, via e-mail to the requester with a Work Order number assigned. The request will either be chargeable or not. For chargeable services the requester will be responsible for accepting the estimated cost and date confirming it is OK to begin work or rejecting the request for circumstances within their control. A work order can be rejected because of cost or time frame. Whether accepting or rejecting the request, the form MUST be sent back to the Physical Plant via the submission button on the top left corner of the form. For chargeable services the work will not begin until the form is returned

8. Once the work has been completed for the request – the Physical Plant will fill out the remainder of the form. • If a service is chargeable the requester will receive an e-mail stating: • The job has been completed • This is the final cost • This was the actual date it was completed • This is the date your card was charged.