New Work Order System: Simple and Efficient

Student Centers has just released new work order procedures for maintenance/repair of its facilities. This includes basic building reparations, such as drywall repairs, minor plumbing issues, lighting maintenance, painting and other general building maintenance.

Our tenants have been requesting a simpler work order system and more structure in generating and clearing work orders. In the process of evaluation, we’ve developed a more efficient system for everyone.

The new work order procedure is in response to evolving requirements that both simplify the system and increase the efficiency of getting the work processed.

Why has the system changed?

When we evaluated the work order system, we

work_order_diagramfound that, due to some of the inefficient processes, the system was getting bogged down by multiple sources of generation, and a lack of work order tracking after they were generated. It had been in place for many years without being overhauled to reflect our growth. It wasn’t transparent to those who needed to manage job status. Unnecessary steps sometimes resulted in confusion. We discovered that all of this was adding costs and increasing the time it took to get the work done.

What is the biggest change that we will see?

The new system is streamlined and builds more control and transparency into the process.

It will enable us to take on more jobs for ourselves. Instead of jobs going directly to Facilities, we will handle the jobs that are clearly in our wheelhouse. This should enable us to complete work in a more timely manner. Best of all, the tenant will be able to follow the status of the work order until completed.

The other place we have tightened up is with the input process. All needed information is now gathered up front so a full estimation of the job can be made from the start. This will enable us to more accurately estimate completion time for our tenants.

How will users interact with the new system?

Mostly, we want you to use the convenient web form located here (http://studentcenters.gmu.edu/building/work-orders). This form prompts the user for all necessary information to get the work order input correctly.

An example question might be, “Do we need to shut off power to repair?” It is extremely helpful to know this kind of thing from the start so that we can plan for a scheduled outage.

What if I don’t have access to the web form or need to phone it in?

Then, call the Student Centers main number at 703-993-2921. An office assistant will take your information and walk you through a series of quick questions that will aid our process.

Will this be more complicated than the old system?

No.  We expect that this process will actually be much simpler for our tenants and more effective for Student Centers as we are able to get more detailed information initially, which we expect to translate into quicker turnaround time.  Most importantly, this change will enable Student Centers to take a more hands-on approach, save the university money, and improve the tenants visibility of where their request is in the process.

What about emergencies?

If there is an emergency during business hours, call Keith Epps, the Facilities Manager for Student Centers. His office phone is 3-2857 and his mobile phone is 571-533-6704. Normal hours for the facilities manager are 6 a.m. to 2:30 p.m. If you cannot reach Keith at either number, then call the Student Centers main office at 703-993-2921.

What about events outside of normal business hours and on weekends?

If the incident is NOT an emergency but you want to get it into the system, just use the web form. A work order will generated the next business day and assigned.

If the incident IS TRULY an emergency, such as a burst pipe, electrical hazard, or power loss, happening outside of business hours or on a weekend, call Facilities at 703-993-2525 to report this. Facilities will handle the emergency and communicate back to us.

 

We are always looking for feedback about your Student Centers experience.  If you have comments or suggestions about our new work order system or any aspect of our Student Centers services, please complete the Student Centers feedback form.

 

Loan Us a Banner, We’ll Promote Your Group

Student Centers needs your help!

Get More Out of Your JC Atrium Pole Banners

We are looking for more organizations to offer pole banners on loan to Student Centers. These banners will become part of a rotating schedule that fill any unreserved spaces in the Atrium or ground floor spaces.Banners 3-13 (4)

This means great publicity for you and a good looking JC for all of us. And, of course, there is no charge for Mason departments and recognized organizations to display their banners.

Banners Without Specific Dates and Events

The best loaner banners will promote your organization in general  so avoid advertising specific dates or events when designing your banner. Banners may advertise a service that an organization provides on an ongoing basis, such as: “Rent a Locker from Student Centers.”

Student Centers will keep your banner for the academic year. Don’t worry–if you need it at any time, we’ll be more than happy to return it.

It’s a win-win situation–your group’s brand gets out there, and the JC continues to look its best!

All banners must be made of vinyl and be 30 ft. wide by 60 ft. tall, as per regulation. The Mason Print Shop is a good source for banners ($185).

To reserve a banner space and loan your banner for the upcoming year, please complete the reservation form or stop by the Student Center Administrative Office in the JC Room 324 between 8:30 a.m. and 5 p.m.