This page will walk you through the different parts of the customer request entry screen. Cindy has provided several tips which will help you succeed in your dealings with our work order system.

After login

The first screen after logging in is the search screen.

Insert Button

Click on the insert button to go to the entry screen for new customer requests

Request Number

This number is auto generated by the Facility Focus system. Note it and you can search for the request directly with this number.

Reference Number  (maximum of 15 characters)

This is a free box for you to use.

Cindy's Tip: You can put your own keyword here to help you search for all of your customer requests. Make sure it is unique.

Status

The status is "open" on all new requests. It will be changed to one of two other statuses:

• Accepted: A work request has been created and sent to the shops
• Rejected: if there is insufficient information or it is a duplicate of another request already accepted. See the "WR Comment" field for reasons why it was rejected.

You can edit the information in any customer request as long as it is in an open status. The request is locked when it is accepted or rejected.

Requestor

The information for requestor is auto filled by the system. It is the default contact information for the customer number.

Desired Date

Put in your desired date.

Our internal standards dictate 30 days for normal priority and 1-2 days for emergency priority (this priority is assigned by the shop supervisor).

Contact Name (max 25 characters) Contact Phone (max 15 characters) Contact Email (max 50 characters)

Enter contact information for this request if different from the default requestor information.

Problem Code

Not Required. This field is part of our internal tracking. You do not need to put anything in this field.

Description (max 40 characters)

Required Field

A short description of the problem or work to be done.

Cindy Tip: Make this description something unique so you can recognize it later. Reading your billing statements or searching two months from now through a list of several requests will be harder if you use somthing vague like "Stuck door." A better description could be "Door stuck to room 210 from west hallway" or somthing like it.

Budget

This field is only used when the request is part of a project loaded in facility focus.

Cindy's Tip: If you're not sure if it is part of a project... then it isn't. Don't worry about it and leave it blank.

Where

Required (all but location)

The zoom lists are filtered based on what you put in each of these.

Cindy's Tip: If you are unsure of region and facility then start with property. Zoom (click the magnifying glass) and change the number per page to 100 or more. This will show all of the properties loaded in Facility Focus. Selecting a building here will auto fill the region and facility.

You can type in a location (room number usually) in the location field or choose one from the zoom list if they have been loaded for your building.

Suggested Priority

Remember this is a suggestion. Our shop supervisors prioritize work and assign workers as they deem most appropriate.

Account and Sub Code

Required

You are required to put in one of your accounts before the system can save the customer request. Our work management personnel (Cindy Voigt) will change the account if the work is the responsibility of facilities or another department. The account must already be loaded in the facility focus system. Check the zoom list to see which accounts have been loaded and associated with your customer number. If you are using an account that isn't currently in the system, please reference this in the extra description and provide an account name with the fund, cost center, and internal order.

Just choose "def" in the sub code field.

Extra Description

Enter any further details which will help us complete any necessary work such as room numbers, exact location or additional contact information (name, phone number, email, etc).

Save

Required

Nothing has been sent to us until you click the "Save" button.

Incomplete Information

If you missed a required field you will still see the request with Required next to the missing information. Nothing has been sent to us at this point. You must fill in the required fields and hit save before it is sent.

Success

When the request is saved you will see a screen like this one. Hit "View" to see a completed version of the request.

Now you can sit back and we will be along to fix the problem shortly.