FWR USER MANUAL 8/13/13
Contents
1. selected The Facilities Customer Service Center must be contacted with emergencies G Submit work request Yale B Track Screen This screen is used to search for work orders and service requests Data can also be exported to Excel pe Le 7 Facilities Work Request Mozilla Firefox File Edit View History Bookmarks Tools Help i A testjava facilities yale edu fwr3 ticket 5T 726947 d5ugxevxcHisfG43feu0 cas gt Google gt FWR w Request Q Track WA Preferences Help Track Filters SRAWONUM gt SRAWO Number OR User Buildings Bj a FloorNA Room NA x My Requests x All M Keyword Search Go D Search Results Export To Excel Sort Location Priority Enter Date Teh A K WATSON HALL Floor 001 Room 100 TEST PLEASE DISREGARD Superseded J Canceled J Complete J Closed WO Number Requestor UNDERCUFFLER THOMAS RESPOND WITHIN 14 DAYS TEL Tee A K WATSON HALL Floor 001 Flood UNDERCUFFLER THOMAS RESPOND WITHIN 4 DAYS Due on 04 12 2013 Tyee A K WATSON HALL Floor 002 Rodents UNDERCUFFLER THOMAS RESPOND WITHIN 4 DAYS Due on 04 12 2013 Tver A K WATSON HALL Floor 005 Room 501 Lightis out UNDERCUFFLER THOMAS RESPOND WITHIN 4 DAYS Due on 04 07 2013 PTL ara A K WATSON HALL Fix wall UNDERCUFFLER THOMAS RESPOND WITHIN 14 DAYS Due on 04 20 2013 PTS Talae A K WATSON HALL Fix ceili2. Limits the results to only your requests o All Requestors Returns all requests no matter who requested them e Status o Active Requests that are Waiting to be converted to a Work Order Waiting for a signature On Hold Work Orders that are not Complete or Closed Open Requests that have become Work Orders and are Open to be worked on Requested Requests that have not become Work Orders yet Hold Requests that have been put in a hold status Canceled Requests that have been canceled and will not be worked on Complete Work Orders that have no more work to be done but are still open for financial transactions Closed Work and financial transaction are complete o All No restriction Selecting User Buildings will return all WOs for those buildings This is a large list e Keywords Searches the description for the input words Add a before the keyword to require that it exists in the description Add a before the keyword to require that it does not exist in the description O O O 0 0 0 Some filter combinations are not allowed to run due to the number of results that would be returned The application will report when this has occurred you may then change a selection to return a smaller result set Search Results The results returned above are displayed in a sortable list that can be exported to MS Excel Sorting is accomplished by clicking on the sort icons at the top of the list Icons g
3. Yale FWR USER MANUAL 8 13 13 A Request Work Screen This screen is used to request work to be completed The building and description of work requested are required Facilities Work Request Mozilla Firefox E lal a x File Edit View History Bookmarks Tools Help Facilities Work Request FWR w Request Q Track A Preferences O Help Request Work Where do we go A User Buildings Floor NA Room NA What needs to be done B Description From What Needs Done Enter work description here Alt Contact None Funding E Default Customer How urgent is it C Who do we contact Requester UNDERCUFFLER THOMAS THOMAS UNDERCUFFLER YALE EDU 203 436 8839 D Routine Urgent Emergency Submit Submit A Select building floor if applicable and room if applicable where requested work is to be completed B Input description of what work is requested to be done The first 50 characters become the description field in the work order C Requester defaults to the person submitting the request This cannot be changed D Select alternate contact if desired E Select funding If Customer work is customer funded and PTAEO is required Earliest start and latest finish dates are optional F Select priority Routine SLA for completion is 14 days Urgent 4 days Emergency cannot be
4. e 1530 AK WATSON HALL A 2708 ALLUVIABLDG 2717 AMBART BLDG Add Building B All Buildings gt asl Adding buildings to your list allows searching by a set a buildings you define under the heading User Buildings as well as putting the buildings you care about atthe top of the building list A Click Remove to remove a building from the list B Select buildings to add to the building list Yale D Help Screen Overview FWR is the Yale Office of Facilities self service work order request and tracking application The application provides an easy Yale centric method for the Yale community to request services from the Office of Facilities and track their subsequent progress The application has three main areas Request Track and Preferences which can be accessed by the icon name controls on the upper control bar What is new Following on the My Requests concept added in the last version this version of FWR adds the concept of User Buildings a list of buildings pertinent to the user that they can maintain These buildings will be added to the top of all building selection lists and can also be searched as a unit User Buildings can be defined under Preferences Request The Request section of FWR is designed to streamline the request process for users by using as few pieces of information as possible Where do we go Choose a building using the s
5. elect list If you are not sure of the building name use the magnifying glass to search Once a building is selected floor and room can be chosen if applicable The more information you can give the service responders the better What needs to be done Enter a description of what you want Facilities to do Enter as much as you like to fully describe what you need The first 40 50 characters of your description will become the Description field on the work order and will be displayed in the tab above the work description entry control If you want the description to end but have more to write start a second line Who do we contact As the person entering the request you will always be the requestor this cannot be changed If you want to add another person to be contacted click the Alt Contact button a search form will appear Contacts can be found by LastName FirstName or by netID Once you see your contact in the list select the name If you cannot find the person by search use the Create New button input fields will display Funding Default adie is preselected meaning the work 1s part of Facilities normal maintenance purview and will be charged accordingly If the work is not standard choose the Customer button revealing estimate date and charging instruction controls If the work cannot begin until or is needed by a certain date fill those in here When valid charging instructions are input for customer funded w
6. ive the name of the field by which WOs are sorted and the color of the icon denotes the order in which the data is sorted Green is for ascending orange is for descending and black is not sorted Clicking a green or orange icon will reverse the sort order Clicking on a black icon will add it to the sort in last position ascending order Clicking the x on any green or yellow icon will remove that field from sorting This sort is preserved on MS Excel export The two line WO display gives a quick overview of the WO If more information is needed click the colored SR WO number in the upper left corner and a more detailed view expands For those who have Oracle access to the charged organization or their designee charging instructions and summary financial information is displayed WO numbers are color coded by the status they are in with the possible status values displayed in a legend at the bottom of the list Clicking the print icon in the upper right of the WO display will open a new browser window tab with a printable WO Preferences Defining any user maintained information takes place here User Buildings This is where you may add or remove buildings from the User Buildings list To add a building select or find the building from the list to remove click the remove icon
7. ng UNDERCUFFLER THOMAS RESPOND WITHIN 14 DAYS Due on 04 20 2013 ATLA ES AMBART BLDG Replace roof UNDERCUFFLER THOMAS RESPOND WITHIN 14 DAYS Due on 04 17 2013 Facilities Work Request le eeeeeeseseaiaiaiai i iaiai A Input SR number or WO number by which to search OR B Input other search criteria by which to search C Sort criteria for queried data a Ascending up arrow by Location then descending down arrow by Priority b Click on Location or Priority to change sort order from ascending to descending or vice versa c Click on x in Location or Priority to remove it from sort criteria d Click on Enter Date WO Number or Requestor to add any of these to sort order D Export queried data to Excel E Print selected work order or service request Yale C Preferences Screen This screen is used to define a list of buildings for use in the Track screen User Buildings If you have buildings for which you are responsible or for which you want to track work orders and service requests you can put them in a list for easier searching purposes I Facilities Work Request Mozilla Firefox File Edit view History Bookmarks Tools Help 9 Facilities Work Request G Go ogle amp testjava facilities yale edu fwr3 ticket 5T 77890 1 u7SHITEPKQWvw2tkvInP cas FVWR w Request Q Track WA Preferences Help Preferences User Buildings FacID Nam
8. ork the background of the PTAEO control will turn green How urgent is it Routine work is preselected meaning Facilities should complete the work within 14 days Choosing Urgent asks Facilities to complete the work within 2 days Emergencies should be reported directly to the Customer Service Center by calling 203 432 6888 Submit Once satisfied with your request hit submit Any issues with your request will be reported and you will be allowed to fix them If all is proper the request will be sent the screen will change to Track and your request will be displayed Track FWR is the primary mechanism for users to track the progress of their requests as well as providing the Yale community with a window into what work is being done in their buildings Yale Filters To see the progress of a particular work order enter the service request or work order number in the SR WO Number field Once the control detects a valid number it will be queried and the results displayed OR To generate a list of work orders that match your criteria you can use the provided controls below the OR When the value in a control changes the system will be queried and any matching work orders returned e Building Limits the results to the selected Building Floor Room if chosen User Buildings Recent Buildings and All Buildings can be selected to query a set of buildings e Requestor o My Requests
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