These guidelines are here to assist Department employees to act in accordance with the Plant Operations Website, Information Technology Networks Operations Website in addition to the Information Technology MAPPs, in conjunction with the College of Natural Sciences and Mathematics Business Handbook.

Requesting Work Orders

As work orders of all types are requested verbally, via the Math Department Work Request Form, or via email to Math Department Staff, the requests should be entered into the Work Request Log to be tracked internally.  If the request is completed by someone inside the department, a note as such should be made on the Work Request Log to keep tabs on who took care of it and when it was completed in lieu of the account, date approved, and work completed.  If the work order cannot be completed internally, and is in regards to a telephone, network line, or other telecommunications function, the work order should be requested via the Telecomm Work Requests guidelines below.  Otherwise, the request should be made via the Plant Operations Work Requests guidelines below.

Plant Operations Work Requests

Plant Operations Work Requests should be completed in the manner indicated on the Plant Operations Website.  Prior to sending to the DBA for certifying signature, follow the Physical Plant Work Request Entry Guidelines for entry into FMP, and follow Check Cost Center instructions.  Then obtain certifying signature (via email or hard copy), scan to email, and email the form to plant operations as it suggests on the Plant Operations Website.  The DBA will not forward the document directly.   Efile a pdf of the request with certifying signature in O:\Plant Operations Work Requests with a filename in the format "MMDDYY(requested).<Lastname>.<Request>.pdf."  Follow up to ensure that the work order is approved, assigned a work order number, and completed in a timely manner.  When the work request is given a number, efile a pdf of the request in O:\Plant Operations Work Requests with a filename in the format "MMDDYY(requested).<Lastname>.<Request>.WO#####.pdf" and enter the work order number in FMP using the Physical Plant Work Request Entry Guidelines. When the work is actually acknowledged as completed by staff or the requestor, enter the work completed date in the Work Request Log.

Telecommunications Work Requests

Telecommunications Work Requests should be completed in the manner indicated on the Information Technology Networks Operations Website, and for guidelines on this manner, please see the Telecomm Work Request Procedures.  Follow up to ensure that the work order is approved, assigned a work order number, and completed in a timely manner.  Efile a pdf of the request in O:\Telecomm FY ##\Work Requests with a filename in the format "MMDDYY(requested).x#####.<Lastname>.<Request>.pdf."  When the work request is given a number, efile a pdf of the request in O:\Plant Operations Work Requests with a filename in the format "MMDDYY.x#####.P##########.<Lastname>.<Request>.pdf."   When the work is actually acknowledged as completed by staff or the requestor, enter the work completed date in the Work Request Log.  On the internal electronic copy of the Department Telephone Directory, modify the equipment, service, or cost center information on the right hand side (outside of the printable range) to update changes made by the work request.  Include a date of change so that later, you can see whether the change should have been effective by the time period of the monthly bill posting.  If the work request involves deleting a phone line, remove the phone line from the printable area of the directory and put the line in a DELETED section at the bottom beneath the printable area of the directory.    In other words, use the Telephone Directory to track work request activity so that it can be used as a reconciling tool for reviewing the Monthly Telecomm Bill.