Facility Max/Aim
WORK ORDER ENTRY
(Note: Customers do not receive automated email
notifications if you enter in a WO directly.)
Main Work Desk screen
Under MENU in upper left hand corner, select WORK
MANAGEMENT
This will take you to the WORK MANAGEMENT work desk.
Under MENU click WORK ORDER.
For a new record, upper right hand corner select the
icon that looks like a blank sheet of paper for NEW
Fill in required fields
Fields
Description:
Add work to be done/issue to remedy
Org:
Department code: Math= MTH
Requestor:
Requestor is generally the persons ODIN an
the work is a DEPT/SERVICE then the
requestor is required.
Contact:
Name, phone, email -- get as much info as
possible
Property:
PSU/MAIN CAMPUS Default, add Building by
zooming or use alpha-numeric list
Status:
Set to 11-OPEN or if assigning the work set
to 50-Assgn
Project:
If type of work is maintenance:
USB 10 MNT -- 3 digit bldg code, FY, MNT
Usb10mnt
Chx10mnt
Nhx10mnt
If type is Service, Charge back work:
SER 10 FAP – SER, FY, dept code
Ser10mth
Ser10che
Ser10fll
Ser10bio
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Problem code:
Zoom, or use codes if known.
electrical, CARP = carpentry
ELEC =
Type/Category: Defaults depend on the work code. Change if
work is charge back to Type: DEPT and
Category: SERVICES. If work is maintenance
type and category are REACTIVE/REPAIR.
Desired date:
Leave blank unless a request
Budget:
You will need to set up the account. From
the view drop down menu on the top right of
the screen select “account set up” (It will
be greyed out but you can select it) change
Enforce Distribution to “yes”.
The first blue header titled “Charge” click
click the green plus to add an account.
 Percentage Split – this is typically
the type of account you will use for
all work oders including building
splits and maintenance/service
orders.
o Select percentage split and
click the blue arrow.
o Supply appropriate index (refer
to accounts information sheet to
determine proper index)
o Enter subcode – 23502 for all
repairs/services 23503 is ONLY
used for facilities
grounds/landscape shop.
o Enter Percentage – If this is
not a building split it will be
100% If building splite put in
the percentage to be charged to
this account and select green
plus for the other account to be
charged repeating steps above.
o Green Flag out to save.
 Fixed Amount – Used almost
exclusively for approved estimate
requests.
o Select fixed amount and click
blue arrow.
o Supply appropriate index (refer
to accounts information sheet to
determine proper index)
o Enter subcode – 23502 for all
repairs/services 23503 is ONLY
used for facilities
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o Amount should be provided by the
shop via email on the approved
estimate.
o Precedence is always 1
o Green flag out to save
On this first page for the work order, if everything is
entered correctly, it should bring up a default phase with
some information.
Phase
Cut and paste description from work order into phase; add
details if needed.
Make sure shop and work code are correct.
Add Shop Person if known by zooming for the shop person.
Check all that apply. If you have assigned the work change
status to 50-assgn
Set priority (refer to priority guidelines if needed).
 04-Routine
 03-High
 02-Critical
 01-Life Safety
Funding method should be charging to work order unless it
needs to be a custom set up for estimates and service
requests.
Add additional phases as needed- multiple shops on one work
order. For instance; plumbers are working on a clogged
toilet, but janitorial will need to do clean up as well.
Green flag to WO and hit save (floppy disk on right top of
screen)
To determine if work is F/CB:
Check the building list if it happens to be regular
maintenance work like a clogged toilet.
If it is reg. maint, but in a CB building (like
Smith), then call the building manager first.
They will decide if they need FAP help.
If it is a request from a department to do something
for them, like hang a whiteboard, then we need an
index code to bill.
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CUSTOMER REQUEST ENTRY:
Main Work Desk screen
Under MENU in upper left hand corner, select CUSTOMER
SERVICE
This will take you to the CUSTOMER SERVICE work desk.
Under MENU click CUSTOMER REQUEST.
For a new record, upper right hand corner select the
icon that looks like a blank sheet of paper for NEW
Fill in required fields
Fields
Description:
Add work to be done/issue to remedy
Org:
Department code: Math= MTH
Requestor:
you can zoom and Select requestor name if
customer has account or you can select the
general dept requestor name and manually
enter contact info. (ALL DEPT/SERVICE
requests will require requestor name. If
person does not have an AiM account you can
select the general dept account name)
Contact:
Name, phone, email -- get as much info as
possible (if you do not enter email then the
customer will not get auto notified)
Property:
PSU/MAIN CAMPUS Default, add Building by
zooming or use alpha-numeric list
Location:
Add room #
Problem Code:
Zoom to select problem code or type in.
SAVE! Top right of corner!
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CUSTOMER REQUEST APPROVAL
Select the request by clicking on the number to edit
Click the white sheet of paper with the pencil which is
located in upper right hand corner, to edit
Back fill any org/dept/ info if possible
Add project number (same as WO entry): SB210MNT/CHX10MNT or
service project SER10MTH/ SER10FAP
Make sure building is correct
Add problem code/make sure correct code is entered (zoom)
Depending on Problem Code you may have to put in type and
category manually Reactive/Repair
Select the proper Work Code as long as type and category
are entered you can zoom for the work codes.
Make sure Shop is correct zoom if needed.
Select Shop person that was dispatched if no one is being
dispatched leave blank
Enter Priority
Set up funding
 Funding Method: Generally funding needs to be set up
for WORK ORDER however estimates and service requests
will be set up to Custom.
 Select Account Set up from the view drop down menu.
 Click the green plus on the first blue header titled
“charge”
 Select Percentage Split if not estimate, click blue
arrow
 If CB/Service Request enter departments index.
 If maintenance request select proper shop index. You
can search shop index by typing in FAPG and zooming
and a list of all shop codes will appear.
 Subcode is always 23502 unless it is for
Grounds/Landscaping then it’s 23503
 Percentage for services and E&G building is 100%. For
any non E&G buildingS refer to the building split
index list.
 Green flag out to customer request
Change status to ‘approved’ and SAVE!
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CB REQUEST APPROVAL:
Change Type/Category to Dept/Service
FUNDING METHOD custom







Change to CUSTOM to charge the department
Select Account Set Up from view drop down
Click Green Plus sign at the end of the blue line
for Charge.
Select Percentage Split, then blue arrow
Under account add the index code from the dept
Subcode is 23502 for all FAP Shops except
Landscaping which needs to be set to 23503.
Percentage is 100%.
Click green flag
SAVE!
CB BUILDINGS CUSTOMER REQUEST APPROVAL:
ASRC, FAB, MCB, SEC, ALL RETAIL
Set status to ‘NBS TO REVIEW’
This will go into an NBS queue and they will either take on
the WO or send back with status of ‘NBS APPROVED FOR FAP’
See ‘NOTES’ in view drop down menu to see if tenant/dept is
to pay or if we are to invoice NBS.
If NBS is to pay type “invoice” into the account field with
subcode of 23502/23503. If we need to bill the
department/tenant make sure to set funding to custom and
set up account.
BHB, BLKS, KNGA, LIBE, MONT, OND, PRKW, SHE, SMSU, STFR,
STHL, UP, JCB
Set status to ‘AUX TO REVIEW’ This will go into an AUX
queue and they will either take on the WO or send back with
status of ‘AUX APPROVED FOR FAP’
Approve as normal and for funding set up refer to the
building splits
Example: SMSU bill AUX320 at 70.08% and bill the
appropriate FAP Shop FAPGXX at 29.92%
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POSSIBLE RISK CLAIMS:
Any customer requests regarding theft, vandalism, or
graffiti need to have the status set to ‘ACCT TO REVIEW’
regardless of building.
Accounting will review and create a risk claim if needed.
If not a risk claim accounting will set the status to ‘NOT
RISK’ and approve as normal. (Make sure to use appropriate
work code of THEFT/VANDALISM/GRAFFITI.
Pending:
Select status ‘pending’ when you need more information
and/or are waiting for an index code. If you change a
request to pending, make notes to follow up later.
TIME CARDS
Go to Module
Select Time Management
Select Time card
Click white sheet of paper for New
Enter employee ID, Which is first 6 letters of last
name, followed by first digit of first name
Select work date, be sure to watch month - it always
defaults to today’s date
Click green plus sign to add a line of work
Click into red box for hours – add time
Tab or click to Work Order Field – enter work order
number: example 10-59993.
Tab or click to Phase field, enter phase number: 001.
To verify information, hit enter after these fields,
and the work order description will pop up.
Click green flag to save line
When done entering all lines of work click save!
Be sure to change time to OT or OC as needed.
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If there are errors they will pop up at the top of the
screen in red, usually denoting that the work order is
closed or the phase doesn’t exist.
ESTIMATES – NEEDS UPDATE!!!! 10/01/12
When a request comes in for an estimate, enter the
request as usual but:
Set TYPE to DEPT
Set CATEGORY to SERVICES instead of repair or
service
Set Work Code to ESTIMATES
If/when accepted create a new Work Order for the
work, and reference estimate work order number.
Make sure to change the TYPE/CATEGORY back to
DEPT/SERVICES and set up custom funding with
departmental index.
Use fixed billing and set the amount given in
estimate with a precedent of 1.
INDEX CODES
Used for billing a department for service work
Usually six digits, consisting of four alpha, two
numeric
Before entering/approving work order be sure to get
index code.
If it is a grant index, you need to email research
accounting for approval.
If work order is entered and awaiting index, set work
order status to 10-Verify Funding.
For Grant Indexes, email for approval:
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riea@pdx.edu
colyn@pdx.edu
askra@pdx.edu
NBS BUILDINGS
SEC, FAB, ASRC, MCB
Broadway and Urban retail
For all maintenance issues in these buildings first
send them to Tammie Rose or Cary Morris for approval
trose@nbsrealtors.com
cmorris@nbsrealtors.com
5-9751
SMITH AUX
For a all maintenance issues in Smith, send customer
request to AUX for approval
Unless emergency situation
General Maintenance in Smith is AUX320
Kitchen equipment in Aramark is AUX310
HOUSING
Phone calls and emails from students, direct to
Theresa or Wayne in housing:
Theresa
5-4360 theresag@pdx.edu
Wayne
5-2460 fixit@pdx.edu
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