Office of Procedures, Records, and Forms Business Policies and Procedures Manual

SERVICES
80.45
Revised 3-10

For more information contact:
   WSU Pullman–Facilities Services, Operations
   509-335-9000
   WSU Spokane–Facility Services
   509-358-7994
   WSU Tri-Cities–Facilities Department
   509-372-7213
   WSU Vancouver–Facilities Operations
   360-546-9000

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Requesting Facilities Operations Services

Overview

Departments may submit requests to the facilities services, operations departments at the WSU Pullman, WSU Spokane, WSU Tri-Cities, and WSU Vancouver campuses for the following services:

  • Maintenance
  • Grounds
  • Custodial
  • Heavy equipment
  • Project management

Departments may also request notifications from he facilities services, operations departments of building or campus events at WSU Pullman and WSU Spokane, such as fire alarm testing and road closures.

myFacilities (WSU Pullman)

Facilities Services, Operations recommends that WSU Pullman departments submit work and notification requests through the myFacilities website. See below for website access requirements. NOTE: At the time of the publication of this section, the myFacilities system is not yet configured to process requests for certain types of services (see WSU Pullman below).

WSU Pullman departments unable to access or utilize the myFacilities website may submit work requests to Facilities Services, Operations; telephone 509-335-9000.

Facilities Services, Operations has created the myFacilities website to operate as the central location for departments to do business with Facilities Services, Operations. Through the myFacilities website, departments may:

  • Receive notifications regarding significant events that impact the work environment
  • Submit work requests online and track work progress
  • Provide feedback regarding Facilities Services, Operations job performance
Requirements

In order to use the myFacilities website, a WSU Pullman department user must have:

  • Valid Active Directory (Network ID) account activated. See BPPM 85.37 and/or contact Information Technology Services for assistance.
  • Internet Explorer 5.5 or higher. Facilities Services, Operations provides some limited support for Netscape and other browsers. Contact Facilities Services, Operations for version information and assistance.
  • Expenditure authority to approve a chargeable work request (see Chargeable vs. Nonchargeable below). See BPPM 70.02 regarding expenditure authority.

WORK REQUESTS

WSU Pullman

WSU Pullman departments may submit work requests to Facilities Operations for any of the following services:

  • Maintenance (e.g., lights out, room temperature too hot/cold)
  • Grounds (e.g., broken sprinkler, tree trimming)
  • Custodial (e.g., soap dispensers, paper towels, tables and chairs)
  • Heavy Equipment (e.g., move furniture, snow removal)
  • Project management (e.g., construction, design)

NOTE: At the time of publication of this section, the myFacilities system supports nonchargeable services, chargeable project management services, and chargeable Heavy Equipment moving services for WSU Pullman. Other chargeable services may be requested through myFacilities by adding comments to a nonchargeable request or by calling Facilities Services, Operations at 509-335-9000. See Chargeable vs. Nonchargeable below regarding chargeable vs. nonchargeable services.

Submitting Request

To submit a work request, WSU Pullman department personnel go to myFacilities.

Sign in with Network ID and password, then
Select Work Requests

Work Requests Screen

At the Work Requests screen, WSU Pullman department users may:

  • Submit a new requests
  • Cancel existing requests if the work has not been initiated
  • View department requests
  • Search all department requests by the following criteria:

    Facility
    Date submitted
    Service category
    Status

WSU Spokane

WSU Spokane (WSUS) department users may submit work requests to WSUS Facility Services for any of the following services:

  • Maintenance (e.g., lights out, room temperature too hot/cold)
  • Grounds (e.g., broken sprinkler, tree trimming)
  • Custodial (e.g., soap dispensers, paper towels, tables and chairs)
  • Heavy Equipment (e.g., move furniture, snow removal)
  • Project management (e.g., special requests for work other than maintenance and utilities)

Departments may submit work requests to WSUS Facility Services by telephone to 509-358-7994, or by e-mail to:

spok.fac.maint@wsu.edu

WSU Tri-Cities

For information regarding requesting services from the WSU Tri-Cities Facilities Department, go to:

tricity.wsu.edu/facilities

WSU Vancouver

For information regarding requesting services from WSU Vancouver Facilities Operations, go to:

vancouver.wsu.edu/facilities-operations/facility-services

Chargeable vs. Nonchargeable

Facilities services, operations divisions at the WSU Pullman, WSU Spokane, and WSU Tri-Cities campuses perform both no-cost work services and services for which departments are required to pay the costs.

WSU Pullman
Nonchargeable

Work requests for no-cost services at WSU Pullman do not require expenditure authority. Any departmental users with valid Active Directory (Network ID) accounts may submit nonchargeable work requests (see BPPM 85.37).

WSU Pullman Facilities Services, Operations usually performs services in the following categories at no charge to departments:

  • Maintenance and utilities
  • Grounds
  • Custodial

NOTE: Facilities Services, Operations may determine that the department is responsible for the cost of a service in one of these categories. Contact Facilities Services, Operations for assistance and estimates.

Chargeable

Work requests for chargeable services at WSU Pullman must be submitted by department personnel with expenditure authority for the account(s) to which the costs are charged (see BPPM 70.02).

For chargeable work services at WSU Pullman, the myFacilities system:

  • Supports requests for estimates
  • Supports splitting the costs of the work between multiple accounts
  • Supports uploading of files of many types
  • Requires that the department identify multiple contacts
WSU Spokane

Chargeable work services are determined by the Director, WSUS Facility Services. Such services are charged on a time and materials basis or a quoted price set by the Facility Services director.

WSU Tri-Cities

Chargeable work services are determined by the Manager, WSUTC Facilities Department. Such services are charged on a time and materials basis or a quoted price set by the Facilities Department manager.

Departments are to submit all work service requests through the WSUTC Facilities website at:

tricity.wsu.edu/facilities/

WSU Vancouver

Chargeable work services are determined by the Director, WSUV Facilities Operations. Such services are charged on a time and materials basis or a quoted price set by the Facilities Operations director.

Event Notifications

WSU Pullman

WSU Pullman department personnel may submit requests for notification based on the facilities and the following types of events:

  • Construction (e.g. job scheduling, demolition)
  • Maintenance (e.g. fire alarm testing, fumehoods)
  • Utilities (e.g. planned shut downs)
  • Plant Services (e.g. road closures, tree removal)
  • Custodial (e.g. window washing, floor waxing)
  • Telecommunications (e.g. switch replacement)

The myFacilities system sends e-mail notifications when events are to occur which affect the facilities selected by the requester.

Submitting Request

To submit a request for event notification go to myFacilities.

Sign in with Network ID and password, then
Select Event Notification (See Manage Notices below regarding notification preferences and viewing options.)

Manage Notices

Select Manage Notices to:

  • Specify the e-mail address to which notices are sent.
  • Specify the applicable WSU Pullman facilities.
  • Specify the types of notices (e.g., construction, maintenance, custodial, plant services, telecommunications).
  • Complete sign up to receive notifications.
  • Make changes to notification preferences.
Search Notices

Select Search Notices to view all scheduled events or search for event notices by date, type, project number, and/or facilities.

View Facilities

Select View Facilities to view additional information regarding specific WSU Pullman facilities.

WSU Spokane

WSUS Facility Services sends e-mail notices of maintenance, utility, and building project events to the Riverpoint Campus community through the WSUS and the EWU (Eastern Washington University) listserve.