Have Something Fixed or Built

Have Something Fixed or Built

A Basic FS‑WORKS Request

1. After logging into FS‑WORKS, select Enter a New Work Request button.
   
   

2. The New Request form will open. Your UW NetID will automatically fill in your name as the Requester. If you have entered an FS‑WORKS request before, some of the fields may already be filled in to make entering multiple requests easier. To blank out the fields, press the Clear button.
   
   
   

3. Information provided in the Red fields will give Facilities Services the necessary information about your request to begin work.

   • Phone: Enter a phone number on campus where you can be reached.
   • Box Num: Enter the UW Box No. 6 digit number beginning with 35XXXX
   • Desired Date: Enter a date you wish work performed. Please use date format mm/dd/yyyy

   • Description: Enter a brief description of work needed. Just to the right of the Description field, Extra Description box can be used to enter detailed information.
     
     

   • Building Name: Enter the first few letters of building and click the ? button. From list, select the building.
     
     

   • Room/Location: Select the Room/Location off of the drop down list. Or, if the Room/Location is not on the list, select “OTHER please specify”. A new highlighted field will open. In this field, enter up to 15 characters describing the location.
     
     

   • Tip: If you know your building’s Facility Number (FacNum) enter it in the FacNum field and building information will automatically fill in the Bldg. Name.

   • Tip: Use the Extra Description box to provide detailed location information or if the area is outside the building
     
     
     

4. After entering all your information click the Submit button. A Tracking Number pop up appears (remember to turn off your web browser pop up blocker). You can use the Tracking Number to monitor the progress of your request.
   
   

5. Press the OK button to print a copy or press Cancel to bypass printing.

6. Press Exit button to log out of FS‑WORKS.

Other Work Requests

Other Work Order Requests

If you want an estimate before beginning a project, need a small alteration done or work where your department pays the bill, you can add budget information to your FS‑WORKS Request.

Questions to Consider

• What Alterations does Facilities Services do?
• What estimate (ROME) information will Facilities Services provide?
• When does my department need to provide a budget for maintenance work?

How to Request Alterations or Chargeable Work

1. In addition to the required fields, an Alterations project will require a departmental budget. This is entered in the Charge To field using the budget number format (XX-XXXX).

2. You may pick the budget associated with your UW NetID. Click on the ? button to select.
   
   

3. When an alternate budget not associated with your UW NetID is entered, a warning box will appear. The message warns the budget entered is not connected to the Requester ID. Press OK to proceed.
   
   

Using PCA Codes for a Department Funded Request

FS‑WORKS will allow PCA codes to be associated with an FME Work Request. To enter PCA codes into FS‑WORKS:

1. Click the PCA check box just to the right of the Charge To description.
2. Enter Task (3 characters) Option (3 character) and Project (6 characters long) respectively.
   
   

Project Cost Accounting (PCA) codes enable a department to monitor costs based on activities, projects, principal investigators, equipment or other departmentally defined cost elements in the manner most useful to them. For a more information on what a PCA is click here.

Once an FS‑WORKS request has been assigned a Work Request number the PCA codes cannot be changed or modified. Departments will need to perform their own internal process to adjust the codes. Facility Services Customer Service Centers do not have the ability to add PCA codes to requests which are called or emailed to them. PCA codes can only be entered through FS‑WORKS.

How to Request and Estimate

To have an estimate prepared, a budget is required. Before any budgets are charged or work begins the estimate must be approved by the requester.

1. In FS‑WORKS fill in the required fields and enter a budget in the Charge To field.
2. Check the Estimate Required box.

Other Requests

Fixed Price Contract: Check this box to have a Contract prepared before work proceeds. A budget is required before using this check box.

Involves Network/Phone Changes: For requests that may also involves Networking, Internet or Telephone changes. Our Customer Service Center will notify Communications Technology of your request.

Submitting a Request

1. After all information is entered on the New Request form, press the Submit button. A Tracking Number pop up will open. You can use this number to monitor the progress of your request.
   
   

2. Press the OK button to print a copy or press Cancel to bypass printing.

3. Press Exit button to log out of FS‑WORKS.

Make Changes To Your Request

Make Changes to Your Request

Please Note: If you have received an email from Facilities Services stating your request has been accepted and a work order created, you cannot edit your request in FS‑WORKS. However, contact the person listed in the email to make any changes you need.

Editing Your Request

1. Login to FS‑WORKS. At the Welcome screen click the Edit Open Request/View Any Request.

   

2. The Search form will open. To find your request, enter the Tracking Number and press the Find button.

   

3. Make changes in the Edit form and press the Submit button to resubmit. A pop up will appear acknowledging your changes have been resubmitted.

   

Search and View Work Orders

Search and View Work Orders

Searching

Looking up a request can be done a number of different ways in FS‑WORKS. From the welcome screen, click on the Edit Open Request/View Any Request button to begin.

Searching via TN Number

You can quickly look at an individual request by searching for Tracking Number. Enter the number then press the Find button.

Searching via Work Order Number

After a request is processed in Facilities Services, a Work Order number is assigned. This number is referred to in the automatic email sent to you. To search using this number, enter it in the Work Req# field and press Find.

Other Useful Searches

Searches can be done on individual fields or enter a combination of fields to refine the search.

• Requestor: By default this is automatically entered with UWNETID, but if you know the UWNETID of another Requestor, you may enter it here to search.
• Your Ref. No: This is a unique number that you enter in the new request.
• Request Date: If you enter many requests, entering a date range can narrow the results.
• Bldg Name or FacNum
• Charge To: Seach by the Budget Number entered.
• PCA Codes: Seach by the PCA codes entered.

Sorting Search Results: Work Order Lists

Often your search will bring up a list of Work Orders. You may re-sort this Search List by Column. Click on the Column Title. The first click will re-sort the column, by newest to oldest. A second click on the same column will reverse the order of sort.

Saving Work Order Lists in Excel Format

Besides sorting the list by column, it may also be saved as an Excel spreadsheet. Press on the Excel file button and select open or save as excel file.

Searching by Work Order Number

After a request has been accepted by Facilities Services, a Work Order number is generated and shops are assigned to do the work. You can track the progress of your work order by clicking the “Show Work Status” button.

• Work Order #: Work Order Number.
• Work Status: This field will show the current Work Order Status.
• Resp Party: Responsible Party. The Facilities Services Person responsible for your Work Order. Contact information is listed.
• Estimate: If an estimate of the work has been requested, an estimate amount will display in this field.
• Show WR Status Button: Pressing this button will open a window showing details and history of the Work Request.

Work Order History (Show WR Status Button Details)

• Work Status: Defines the status for the overall Work Request. For explanation, hover mouse over field.
• Date: of Status change.
• Category: Type of Work Request.
• Category Description: Describes what Type of Work Request.
• Phase: Defines the Phase (Shop/Crew) number.
• Phase Status: Defines what stage the shop’s work is in. For explanation, hover mouse over field.
• Shop: Defines the shop assigned to the Work Request.
• Description: Description of the phase.
• Contract Amount: If the Work Request requires a contract, the dollar amount appears in this field.
• Cumulative Cost: If the Work Request has been charged as a time and material job, the current costs will appear in this field.

Using FS-WORKS Routing

Using FS‑WORKS Routing

FS‑WORKS Routing Process

Would you like to have the option to check, approve or simply be in the loop when FS‑WORKS request are sent from your area or organization?

Using FS‑WORKS Routing, your department can be notified when a request is submitted for your building or using a budget within your organization.

1. Requests are submitted and an Ariba email notifies Approvers setup in Astra.
2. Ariba notifies the requestor of the approval status.
3. Once an FS‑WORKS request has been approved, it goes on to Facilities Services to begin work.

Want to learn how our customers are using Routing? Read our customer profiles.

Not sure who to contact for ASTRA authorization? Go to ASTRA application page and click on “Who can authorize me?” to discover the appropriate Authorizer’s contact information.

To setup Routing for FS‑WORKS, send us an email.

Work Order Codes

Work Order Codes

Type and Category

A-SVC: Physical Plant Funded, Service Call
B-AFC: Customer Funded, Alterations Fixed Price Contract
B-ALT: Customer Funded, Alterations Actual Price Time & Material
B-SVC: Customer Funded, Service Call
C-SVC: Capital Funded, Service Call

Work Order Status

05-OPEN: Open Work Request
10-ASSGN: Responsible Party Assigned
15-CUSCONT: Customer Contacted
20-ESTPREP: Estimate Prepared
25-ESTSUB: Estimate Submitted
50-APPRVD: Approved
55-SCHPREP: Schedule Prepared
60-SCHCOMP: Schedule Complete
65-WIP: Work in Progress
75-WRKCOM: Work Complete
85-CANCEL: Cancel
95-FBILL: Final Bill Work Request
99-CLOSED: Work Request Closed

Phase Status

05-OPEN: Open Phase
15-PLAN: Work Planning
30-ESTREQ: Estimate Required
35-ESTCOM: Estimate Complete
65-WIP: Work In Progress
75-WRKCOM: Work Complete
80-HLDCLNT: Hold For Client
85-CANCEL: Phase Canceled
95-FBILL: Final Bill Phase
99-CLOSED: Phase Closed

FAQ

FAQ

What is going on with my FS‑WORKS request?

Who do I call to find out more information about my job?

Every work order has a person who is responsible for its completion. Use FS‑WORKS to search for your request. When your request appears look near the bottom of the request

Automatic Emails

After I submit a request, I receive Ariba emails that say “fully approved”. What does this mean and is there a way I can not get this message?

If routing approval is setup for FS-WORK requests, Ariba sends email to notify approvers that a request needs to be reviewed for approval. If no ASTRA authorization is setup, Ariba checks the request and sends an email to the requester that your request is “fully approved”. The request is then sent on to Facilities Services to begin work. These emails can be turned off by changing your preferences in Ariba

I use Pine to read my emails. When I get emails from Ariba, they are difficult to read. How can I fix this?

Pine, you can setup Ariba to send you an email in Text-Only format. This format should let you read more information in Ariba emails. To change this, go to the preferences in Ariba

What do the initials TN stand for in the emails?

TN stands for “Tracking Number”. This is the number you receive after you submit a new customer request in FS‑WORKS.

What is the Work Order number referenced in the email I get from Facilities Services?

The Work Order number is generated once Facilities Services accepts and assigns a shop to begin work on the request. This number can be used for a variety of things, to track the stages the work goes through, such as “05-OPEN” or “65-WIP (work in progress) and Facilities Services Shops can use this number to schedule the work.

Why am I not receiving confirming emails about my Facilities Work Order?

When Facilities Services accepts your request, an automatic email is sent to your UWnetID email address. If you have not been receiving these confirmations, go to MyUW and under the email section, check to make sure that you are forwarding from your UWnetID account to the email account you normally use.

Accessing FS‑WORKS

When I enter my UWNetID the system tells me that I am not authorized?

FS‑WORKS updates UWNetID authentication information on a regular basis. Anyone who is a current Student, Faculty or Staff member is eligible to enter requests in FS‑WORKS based only on their UWnetID. If you are new to the University of Washington, we might not have received the updated information, which can take a few days. You may be receiving this error message because your Campus directory listing is “not listed”. To change this, go to MyUW and check that your Campus address is showing as listed.

Searching for Requests

How can I find and sort my requests by date?

To find request within a date range, enter a beginning and an end date in the “Request Date” fields. Enter the dates using the MM/DD/YYYY format. Press the “Find” button to initiate the Search. If there is more than one request, another pop up will come up showing the requests in a list. The Work Order Search Results list is initially sorted from oldest to newest work order. The list can be re-sorted by clicking on the title of a column header. To reverse the request date sort order to show the newest work orders first, click the Request Date column twice.

FS‑WORKS Webpage Errors

When I try to submit a request I get a “remote scripting” error?

Check your IE Browser Settings. Use the following browser settings to insure your request gets submitted.

1. Under Tools menu; Internet Options; Security Tab; click “Custom Level” button.
2. In the Security Settings window pop up, under the Reset Custom Settings drop down field, select “medium low”.
3. Press the “Reset” button and say “yes” to change security settings for this Zone.
4. Click Ok on the Security Settings window and Ok on the Internet Options window to complete the change.

When I press the “Submit” button, nothing happens. What can I do?

If your request is not submitting, you won’t get a TN (Tracking Number.) Internet Explorer Settings sometimes keep an older version of a webpage which prevents the request from being submitted properly. The IE settings can be adjusted to prevent this.

1. Under the Tools menu; Internet Options; press the “Settings” button under the Temporary Internet Files section.
2. In the Settings window, under “Check for newer versions of stored pages:” make sure that “Every visit to page” is selected.
3. Press Ok on the Settings window.
4. In “Internet Options” have the “Days to keep pages in history” set to no more than “20”. Press Ok to save these settings.

Glossary

Glossary

Alterations

The University’s in-house construction company, which provides skilled craftspeople and project management to work on your minor remodeling needs up to $55,000 in project costs. Campus Alterations will plan, coordinate, and build your project! We have eleven shops of skilled craftspeople, representing all of the building trades. Coat hooks, doorways, shelves, outlets, sinks, signs, lab and office remodels: all that and more!

ASTRA(Access to Systems, Tools, Resources and Applications)

An authorization system for managing access to administrative applications and tools across campus including FS‑WORKS.

Ariba

A web-based document router that can handle a wide variety of transactions that require complex “electronic signature” approvals.

Budget

A 6 digit number which is tied to funds allocated to a department, project, or other entity at the University.

Building Coordinator

A single contact coordinating operations in a building by various university support units such as, Facilities Services, and Communication Technologies.

Campus Engineering and Operations

Operate the Campus Power Plant, provide professional Engineering Services, conduct Fire Alarm and 24 hour emergency maintenance response and other essential functions.

FacNum

Short for Facility Number. University of Washington’s standardized building numbering system.

FME

Facility Management Enterprise. The system used by Maintenance, Alterations and Campus Operations to input, dispatch, track and bill work performed for the University community.

FS‑WORKS

The Work Order Routing and Control System used by Facilities Services customers to request work.

FS‑WORKS Request

A maintenance or small alterations project entered by a University client through the Work Order Routing and Control System. A Request becomes a Work Order once it has been accepted and assigned a shop by the Facilities Services Department. A Request can be tracked by the FS‑WORKS TN number. Once its become a Work Order, it may also be tracked by the Work Order number.

Maintenance

Campus Maintenance fixes what is broken and keeps running what is not broken. If you have leaks, squeaks, breaks, graffiti, and strange noises coming from closets and rooftops, Campus Maintenance will respond to your problems.

Organization Code

Ten digit code identifying organizations at the University of Washington . Budgets, UWnetIDs are tied to specific Organization Codes.

Phase Status

An abbreviated code in FS‑WORKS reflecting what stage the work is in at the shop level, for example .work in progress. (65-WIP). See FS‑WORKS Type, Categories and Statuses.

Project Tracker

Tracks all sorts of major projects. It’s a good source of information on Capital Projects Office activities, minor modifications, construction projects costing over $35,000 or large projects awaiting funding. Project Tracker also contains a subset of Facilities Services’ larger, managed projects from FS‑WORKS. Project Tracker is the best source of information on non-FS projects

Work Order

The number assigned to work which is tracked by the FME and FS‑WORKS system. The Work Order is used by Facilities Services shops to schedule and do the work, as well as collecting other information about the work.

Work Order Category

An abbreviated code describing how a order is funded and what the work is. For example, A-SVC indicates a Physical Plant Funded Service (or Maintenance) order.

Work Order Status

The overall status of an order as reflected by an abbreviated code. The status can indicate for example, if a request is open or complete.

Work Order Type

The code indicates how a work order will be funded. There are 3 Types: A is Physical Plant Funded, B is Customer Funded and C is Capital Funded.