The Physical Plant Work Order System can be accessed on line through my.scranton.edu using Microsoft Internet Explorer.

I. Entering a Work Order Request

1. Using Microsoft Internet Explorer, log on and enter my.scranton.edu

2. Enter your user name and password and click on login

3. Click on the tab labeled University Links. Under the heading Commonly Used Forms scroll to Physical Plant - Work Order System and click on the line.

4. The Work Request Form has various fields that require information from you in order for the work order to be processed. Working from left to right and top to bottom on the form, follow the instructions below: (Instructions in bold are required information.)

   1. Work Order Number is shown as NEW until the work is approved.
       
   2. The Submitted By block automatically defaults to the user. This block cannot be changed.
       
   3. The date will default to today's date.
       
   4. The Requestor will default to the user. If the requester is someone other than you, click on the Requestor button and perform a search for the requester by typing in the last and first names. When the person is located, click on the SELECT button and the name will be inserted into the form.
       
   5. The Contact will default to the user. If the contact is someone other than you, click on the Contact button and perform a search for the contact by typing in the last and first names. When the person is located, click on the SELECT button and the name will be inserted into the form.
       
   6. The Department will default to the user or requester. No entry is necessary.
       
   7. The Phone number will default to the user or requester. No entry is necessary.
       
   8. A Building must be selected. Click on the Building button for a list of buildings and select the building from this list.
       
   9. A Room number or area must be inserted. For example, 201 or 2nd floor Corridor are acceptable entries.
       
   10. Sketch Submitted will default to No. If a sketch or drawing is available, please send it through campus mail to the Physical Plant Department after the work order has been submitted and approved. Please reference the work order number on the sketch.
        
   11. Requested Completion Date must be inserted. Click on the Requested Completion Date button for a calendar window. Click on the date and it will be inserted into the date block. Note: the date must be at least 7 days from the current date or the work order will not be accepted.
        
   12. Target Date is under the control of the approval authority of the Physical Plant and will be inserted when the work is approved.
        
   13. No input is required in the Status block. This information will change dependent upon where the work order is in the system and is used for tracking the work order.
        
   14. Description of work to be performed. Insert, in detail, the work requested by you. Be as specific and detailed as possible.
        
   15. Charge Dept.? If the expenses incurred by the performance of the work are attributable to the department, grant, or capital account, click on button and change to Y.
        
   16. If you entered Y in the previous block, enter the 6 digit department code in the Dept Code block.
        
   17. If you entered a department code in the previous block, enter the 6 digit Account code in the Acct Code block.
        

5. After all information is entered, click the Submit button and a work order will be electronically submitted for approval to the appropriate Physical Plant personnel. A work order number will be displayed along with all the data you entered. Please review the work order submission at this point. If you forgot something and need to modify the work order, click on the MODIFY THIS WORK ORDER button, correct or enter the missing information and click the SUBMIT button.

6. When your work order request is approved, you will receive an e-mail message that indicates the approval or reason for disapproval. If approved, the request will receive a number and a target date. Please note that the target date may not be the same as the requested completion date. The target date is established based on the current work load and work priorities of the Physical Plant. If the target date is not satisfactory, please contact the Work Order Control Clerk at 7416.

7. When the work is complete the work order will be closed out by the Physical Plant and information entered into the system for statistical and performance information. You will receive an e-mail message indicating that the work is complete and advising you to contact the Physical Plant Department with any questions or concerns. Your input is very important to us and we encourage you to contact us if your expectations were not met or if the work was not completed.

II. Query a Work Request

A work request can be queried throughout its life by the submitter, requestor or contact person by following these steps:
 

1. Using Microsoft Internet Explorer, log on and enter my.scranton.edu.
    
2. Enter your user name and password and click on login.
    
3. Click on the tab labeled University Links. Under the heading Commonly Used Forms scroll to Physical Plant - Work Order System and click on the line.
    
4. You will now see a request form. In the lower left hand corner of the request form, there is a Query button. Click on the Query button for access to the Query Form.
    
5. To view all work orders submitted by you, click on the EXECUTE QUERY button. A complete list of work orders can now be viewed. The screen will list the abbreviated work orders. In order to view the complete detailed work order, click on the specific work order in this screen.
    
6. To view a specific work order, enter the work order number in the Work Order Number block. Click on the EXECUTE QUERY button and work request can be viewed.
    
7. To view work orders submitted between specific dates, enter the From and To dates in the Date Submitted area. Click on the EXECUTE QUERY button. A complete list of work orders submitted between the entered dates can now be viewed. The screen will list the abbreviated work orders. In order to view the complete detailed work order, click on the specific work order in this screen.
    
8. To view work orders submitted for a specific building, enter the building name by clicking on the Building button. Click on the EXECUTE QUERY button. A complete list of work orders submitted by you for the building can now be viewed. The screen will list the abbreviated work orders. In order to view the complete detailed work order, click on the specific work order in this screen.
    
9. The Room block is used in conjunction with the building block to narrow the building search.
    
10. To view work orders submitted between specific target dates, enter the From and To dates in the Target Date area. Click on the EXECUTE QUERY button. A complete list of work orders submitted between the entered dates can now be viewed. The screen will list the abbreviated work orders. In order to view the complete detailed work order, click on the specific work order in this screen.
     
11. To view work order requests by status, click on the Status button to view the status menu. Click on the appropriate status or the system will default to All. Click on the EXECUTE QUERY button. A complete list of work orders submitted can now be viewed. The screen will list the abbreviated work orders. In order to view the complete detailed work order, click on the specific work order in this screen.
     
12. To view a work order request using a description, enter a few key words that were used to describe the work. Click on the EXECUTE QUERY button. All work orders submitted by you using the descriptive words can now be viewed. The screen will list the abbreviated work orders. In order to view the complete detailed work order, click on the specific work order in this screen.
     

III. Modifying a Work Order Request

A Work Order Request can be modified by you at any time in the Pending and Submitted stages and prior to approval only. If a work order requires revision after it is approved, revisions can be made by entering the changes on the work request below the original description. Please note the work order request will now be viewed as a new work request and subject to approval and revision of the target date for completion. No online change, addition, or cancellation is allowed by the requestor once the work order is approved.

1. Using Microsoft Internet Explorer, log on and enter my.scranton.edu.
    
2. Enter your user name and password and click on login.
    
3. Click on the tab labeled University Links. Under the heading Commonly Used Forms scroll to Physical Plant - Work Order System and click on the line.
    
4. Click on the Query button and follow the Query instructions in Part II for a specific work order.
    
5. Enter the work order number and click on the EXECUTE QUERY button. The work order can now be viewed.
    
6. At the bottom of the screen, click on the Modify button. A new screen may be viewed with all information already entered and an additional block for the requested modifications.
    
7. Enter the revisions or modifications to the original work request and click on the submit button.
    
8. The revisions will be reviewed by the approval authority in the Physical Plant and the work incorporated in the original request or the entire work will be disapproved.
    

IV. Funding

The Physical Plant receives funding for repairs and maintenance to facilities through the annual Facilities Maintenance Plan (FMP). At times, we receive requests for work that is not covered by this funding and it is necessary for the requesting department to fund the request. When this occurs, the requesting department must provide a budget source for funding. Physical Plant charges to the Department include actual costs only. If vendor or contractor charges are incurred, they will be passed onto the requesting department. Examples of department charged services include:

1. Alterations to buildings or structures requested by and assigned to departments and activities.
    
2. Requests for various types of materials.
    
3. Painting of offices and departmental spaces, or of public spaces to change colors, or painting not warranted by the condition (fading or flaking) of existing paint.
    
4. Repair work on special equipment in laboratories or in research areas.
    
5. Alteration, repair, or refinishing of office, library, laboratory, lounge, and kitchen furniture and equipment.
    
6. Building of wood cabinets and computer work stations.
    
7. Installation and construction of bookshelves.
    
8. Requests to re-upholster furniture, except in public spaces.
    
9. Requests for additional keys.
    
10. Requests for new lock installations.
     
11. Replacing, re-keying, or additions to the present locking hardware on doors or desks because of lost keys, illegal entry, and the like.
     
12. Removal of illegally installed construction or materials (i.e. rooms in corridors) by a department that violates current building codes.
     
13. Repair of table lamps, fans, coffee pots, toasters, washing machines, dryers, supply cords, or other equipment purchased by the department.
     
14. Removal of wiring or equipment installed by a department that violates building codes or safety regulations.
     
15. Maintenance of specialized laboratory equipment, stills, ice machines and the like.
     
16. Removal of plumbing or equipment installed by a department that violates building codes or safety regulations.
     
17. Special events that cannot be covered by assigned custodians or maintenance personnel.
     
18. Requests for manpower beyond normal working hours.
     
19. Requests for special cleaning or maintenance beyond normal working hours.