Facilities Planning and Management

New School of Medicine Facilities Work Order Request

Emergencies

Call 286 for On Campus School of Medicine buildings

Call 911 for Off Campus School of Medicine buildings or Call Security Services 3-7222 (723-7222)

For immediate Facilities Issues Call 721-2146

SoM eAM Work Order Form

For work being requested in a School of Medicine building please use the eAM Work Order

SoM Work Order Types

1. Quick-Response (QR): Use to request same day service requirements such as slow/clogged toilet, heating/cooling problems in labs, minor leaks, etc. These are no cost to user services and are also facility funded.

2. Facility Funded: Use to request regular maintenance and repair work, such as windows that are difficult to open, leaky faucets, burned out light bulbs, loss of air conditioning, etc

3. Customer Funded: Use to request departmental required work such as moving file cabinets, hanging pictures, rekeying locks, earthquake bracing, etc.

4. Projects: Use for the initiation of a new facilities project that involves remodeling, renovations, and construction for spaces that you already occupy. If you are requesting new space, you must complete the Space Request Form. Before submitting a project request, you should discuss the project and funding with your Director of Finance and Administration.

If you have questions about the Work Order process, please contact Christi Costello or Renae Langlois at 650.721.2146

List of School of Medicine Buildings

Hospital Work Order Form

If work is in a Hospital Building use the Facilities Request Portal The site is a HTTPS site and was built specifically for SHC and LPCH. LPCH and SHC employees are set up with accounts via Active Directory nightly updates. School of Medicine employees are not set up automatically but can request access at the web page. Maintenance Connection is provided as SAAS service and our plans to host in house will start fall 2012 hoping to complete the migration in January 2013. The facility data in the system are SHC / LPCH main hospital campuses and off-campus Clinic sites (Property Services buildings).

List of Hospital Buildings (SHC & LPCH)

 

Why Are We Doing This?

OFPM is integrating a new Facilities Management system called eAM (Enterprise Asset Management) to manage work in our buildings.  eAM is one of many modules in the Oracle eBusiness Suite.  The eAM module will seamlessly integrate with iProcurement, Inventory, Accounts Payable, Grants Accounting and General Ledger. eAM allows us to improve the efficiency and accuracy of our maintenance processes, thereby providing the SOM business community enhanced levels of  facilities maintenance service and satisfaction.

What Does It Mean For Our Customers?

  1. One- Stop Shopping for all Work Requests including Quick Response, Customer Funded and Project Work Requests.
  2. Immediate on-line updates to quickly review the status of your work requests
  3. Integrated DFA approval routings through the workflow notification process
  4. Complete tracking of approval history within in the Work Request
  5. PTA validation will result in reduced errors.
  6. Accurate and automated monthly billing
  7. Ability to require estimates prior to work commencement
  8. Support the School of Medicine's commitment to sustainability by significantly reducing paper consumption.
Work Order Types - Definitions
  1. Quick-Response (QR):  Use to  request same day service requirements such as slow/clogged toilet, heating/cooling problems in labs, minor leaks, etc. These are no cost to user services and are also facility funded.
  2. Facility Funded: Use to request regular maintenance and repair work, such as windows that are difficult to open, leaky faucets, burned out light bulbs, loss of air conditioning, etc.
  3. Customer Funded:  Use to request departmental required work such as moving file cabinets, hanging pictures, rekeying locks, earthquake bracing, etc.
  4. Projects: Use for the initiation of a new facilities project that involves remodeling, renovations, and construction for spaces that you already occupy. If you are requesting new space, you must complete the Space Request Form.  Before submitting a project request, you should discuss the project and funding with your Director of Finance and Administration.

How to Use the new Work Order Request Form

There are two tutorials available to provide you with instructions on how to use the new facility maintenance Work Order Form.

These tutorials highlight 2 specific types of work orders:

Customer Funded Work Order

Facility Funded Work Order

Stanford Medicine Resources:

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