Facilities Work Order Requests

Operational Standard/Purpose

Standardization of the procedure for facilities work order requests.

To provide a process for all Facilities Requests to be submitted through Maintenance Connection, an automated computer management system. These work order requests are for the variety of tasks our multiple department’s handle. Some examples are a light out, full recycling bin, litter in the parking lots, courier services, or carpet vacuumed. Work orders are submitted for all situations except emergencies such as power loss, overflowing toilets, or too hot/too cold.

Scope/Applicability

The procedure applies to all Illinois Central College employees.

Procedures

1. Employees must log into Maintenance Connection and create a work order for any requests for the Facilities Services departments, which consist of Building Maintenance, Custodial, General Operations/Mail Room, Grounds, Planning/Space Utilization, Recycling, Hazardous/Environmental Waste, Set-Up, and Vehicle Maintenance. The system will track the work order progress. Once the request has been assigned, the employee will put in a status update. Once the request is completed, the work order will be closed. See attached page for tutorial.
2. Complete a Work Order Request:
   1. From ICCNET, log into maintenance connection
   2. Enter priority: Click on the dropdown to select between three options.
      • High - Please call ext. 5120
      • Low
      • Normal - default setting
   3. Enter Needed By: The default is the next day. Click on the dropdown to change the date.
   4. Department: Do not change.
   5. Enter Location/Asset: Click through each level to be as specific as possible. For example, to request a service for Acad 101A, click through the 4 different levels to select the room.
      
   6. Enter Problem: Click on the dropdown to select a category. Select the general category of work that is needed, for instance, if you have a light out click on lighting and replace light. You will be able to explain the details of your request in #7.
   7. Shop: Do not change.
   8. Enter Short Description: Explain the details of your request. Please be as specific as possible.
3. Check Status of a Work Order Request: On the right-hand side under “select an option”, click on “service request status.” A request can have four different types of statuses
   • Requested
   • Issued - a worker has been assigned to your request. On-hold - rarely happens; your request is being put on hold.
   • Closed - the work order has been completed and closed.
4. Facilities Services Contact Information: For inquiries please contact
   • Facilities Services Office – ext. 5120
   • Administrative Assistant, Custodial Services – ext. 5157