sop 150 capital fm support final with screenshots...capital project encumbrance task located the...

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UNC Charlotte Facilities Management FM/FIS SOP 150 15 December 2008 Facilities Information Systems Archibus Capital FM Support

NOTICE: This standard operating procedure is available to view digitally on the Facilities Management website: http://facilities.uncc.edu/Archibus/sops.asp

OPR: FM/FIS (Pamela Duff) FM/FIS (Ray Dinello) Pages 22

I. PURPOSE. This standard operating procedure (SOP) is a user reference for UNC Charlotte Facilities Management personnel. The purpose of this SOP is to establish a reference and a standard system guideline for FM Support work request processes and workflows. All FM Support work requests will be billed to one of two Capital Improvements Accounts, either # 887 or # 885. II. SCOPE. Develop and implement standard operating procedures for the decisions and process flows implemented for Archibus Capital FM Support. Provide systematic processes and procedures involved when initiating and managing work requests associated with Capital FM Support Projects. Provide clear processes, terminology and ensure Capital FM Support project work requests are initiated and completed by responsible parties. This SOP applies to all Archibus system users involved in creating and completing Capital FM Support Project work requests. III. RESPONSIBILITIES. The Capital Projects Director defines who is assigned roles within the Capital FM Support module. Roles are assigned as follows:

Role Name Description

Capital Customer Project Managers and Construction Managers

Office Manager (OM) Capital Projects Director, Project Mgr/Business Officer, and Administrative Assistant

FBO Facilities Business Office Staff

Budget Office

Read-only view for Campus Capital Project Budget Office; role provides a view of Capital FM Support Project history and invoices

Figure 1: Capital FM Support Work Roles and Descriptions

Note: M & O personnel manage Capital FM Support Projects using existing Building Operations Module.

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IV. PROCEDURES: CAPITAL FM SUPPORT PROCESSES

1. Capital Customer Role logs into Archibus to create Capital FM Support Project. Capital FM Support project with a name, project number, budget amount, general description and fund/index account related to a Capital Project work request may be created in Archibus to support the Capital project; i.e. locate utilities. (Note: A system-generated number is created for the system unique key.)

1.1. When the Capital Customer is ready to create the Capital FM Support Project, they will launch their Web Browser and accesses the UNC Charlotte Facilities Management Archibus Home Page at https://archibus.uncc.edu/archibus.

1.2. For security reasons, the Capital Customer must enter their assigned NinerNet username and password before clicking the login button to access Archibus.

1.3. The Capital Customer will first select the Capital Project activity (Figure 2), then the Capital Customer role (Figure 3) and finally the Create Capital Project task (Figure 4).

Figure 2: Capital Projects activity Figure 3: Capital Projects roles Figure 4: Create Capital Project task

1.4. The Create Capital Project form will display for completion (Figure 5). Use the ellipse buttons to select the index/fund account. The Banner account will default automatically to 948340.

1.4.1. Note: The Project name will automatically display when the index fund account is selected. Capital Project names and account numbers are entered into Banner regularly.

1.4.2. Archibus receives these updates via nightly feeds from Banner. 1.5. The Capital Customer must type in the project description, estimated completion date

and budget amount. 1.6. All fields indicated with a red asterisk are required fields. 1.7. Select the Save button located on the Action Bar to save the new Project.

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Figure 5: Create Capital Project form

1.8. Once the project has been saved, the Review Capital Project screen will display allowing the user a complete review of the information.

1.9. An email notification is generated to the Capital Office Manager (OM) role for a review and approval of the budget and FM Support project information.

1.9.1. The OM will log into Archibus, access the Capital Projects Office Manager role and select the Approve Capital Project Request task (Figure 6).

1.9.2. The Approve Capital Projects windowpanes will appear. Select the project request code. The Capital Project budget details will display in the right windowpane.

1.9.3. After reviewing the Capital Project and budget, the OM may select the Approve or the Reject button located on the action bar within the upper right corner of the windowpane.

1.9.4. Note: If the OM rejects the Capital Project budget, the rejection reason must be entered before selecting the Reject button.

1.9.5. An error will display if a rejected reason is not entered. Type in a reason for the rejection and then select the Reject button.

1.9.6. An email is automatically generated to the Capital Customer informing them of the rejected budget and the reason why it was rejected.

Figure 6: Approve Capital Projects task

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1.9.7. If approved by the Capital Office Manager role, an email is generated to the FBO notifying them of a project budget requiring an encumbrance set up in Banner.

1.10. The FBO will review the project estimate and information by selecting the Complete Capital Project Encumbrance task located the Capital Project FBO role (Figure 7).

Figure 7: Complete Capital Project encumbrance task

1.11. The FBO role will update the Capital FM Support Project by adding the Banner Encumbrance Number in the field provided. After updating the form, they will then select the Encumbrance Completed button located in the upper right hand corner of the windowpane.

1.12. The OM, Customer and Budget Office will receive an email notification stating that the encumbrance has been completed in Banner.

1.13. Capital OM or Customer may add updates to the Capital Project Budget at any time by accessing the Update Capital Project Budget task as needed.

1.13.1. To make new changes or to update the project budget, select the Project Request code to display the Project information within the Capital Projects windowpane (Figure 8).

Figure 8: Update Capital Project Budget

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1.13.2. The budget field may then be updated. Select the Save button to save all changes. 1.13.2.1. Note: The Budget field may also be decreased; however, an error will

display if an attempt is made to add a budget amount that is lower than the current outstanding budget.

1.13.2.2. The budget must be equal to or higher than current budget usage (Figure 9).

Figure 9: Error Message when attempting to decrease budget below Current Expenditures

1.13.2.3. If accounting or other information is changed by the OM, the Customer will be notified via an email.

1.13.3. The OM will receive an email to approve any new budget estimates using the Approve Updated Capital Project Budget task located within the OM role (Figure 10); if approved by the OM, the FBO will be notified via an automated email to complete the encumbrance update.

Figure 10: OM role: Approve Updated Capital Project Budget

1.13.4. FBO will utilized the Update Capital Project Encumbrance to indicate when the encumbrance update has been completed in Banner (Figure 11).

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Figure 11: FBO Role: Updates to the Encumbrance

1.13.5. Once the Banner Encumbrance Number is added to the field provided and the Encumbrance Updated button is selected by FBO, the OM, Customer and the Budget Office will receive an email notice in reference to the Project Budget update.

2. Capital Customer Role Creates Work Request.

2.1. When a Capital FM Support work request need is determined, the Capital Customer logs into Archibus to create the work request.

2.2. After successfully logging into Archibus, the customer selects the Capital Projects activity, the Capital Customer role and then the Create Capital Project Work Request task to initiate the work request process (Figure 12).

2.3. Three windowpanes will display. After selecting the Project Request code from the Capital Projects window, click on the Add New button located at the top of the Active Work Request window. The work request form will appear in the Work Request window. The requestor’s information will automatically display including name, department and division.

Figure 12: Create Capital Project Work Request task

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3. Capital Customer Completes and Submits the Work Request Form. 3.1. The Capital Customer completes the work request fields including location, description

and estimated costs and adds any attachments as needed. 3.2. Estimates must be added to the work request. Estimates include labor and parts, stock,

etc if applicable. Note: The estimated total cost field will automatically calculate as information is entered into the form.

3.2.1. Please Note: The Capital Customer or OM will be able to update the Capital Work Request estimated costs at any time using the Update Work Request Estimated Cost task.

Figure 13: New Work Request Added to the Active Work Requests window

3.3. Once all the work request information has been entered into the form, the customer

submits the work request form by selecting the Save button located on the action bar in the Work Requests windowpane.

3.4. The new Capital FM Support Work Request will then appear in the Active Work Requests window (Figure 13).

3.5. The Capital Customer may add as many work requests as needed. 3.6. Please Note: Once the budget limit has been reached, no more work requests may be

added if doing so will cause the current budget expenditures to be exceeded. The system will calculate all expenditures including outstanding estimated expenditures, current total actual costs for work requests and historical work requests relating to the project budget.

3.6.1. If attempts are made to create a work request that will cause the budget to go over, an error will display (Figure 14).

Figure 14: Error Message

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3.7. One work request must be completed for each task; any additional work needed for a specific project will require a new work request

3.7.1. Each work request will be closed out upon completion and then billed; no work request will remain in open status.

3.8. After submitting work requests to the shops, the OM and Customer may review work requests at any time to track charges and the WR status using the Review Capital Project Work Request task (Figure 15).

Figure 15: Review Capital Project Work Requests

3.9. In addition, the Capital Customer and OM may view the Review Capital Project Log task, which provides the ability to monitor and track the status of the work request. 4. Submitted Work Request is routed to M & O Shop.

4.1. All Capital FM Support work requests are routed by problem type and building code to the Zone Shop Supervisor (Note: Capital FM Support Estimating Costs will be visible on the WR).

4.2. All Work Requests are Non Reimbursable and are routed in “Approved” status. 4.3. After the WR is completed, an email is generated notifying the Shop Supervisor and PA

that a Capital FM Support work request has been submitted. 5. Capital FM Support Work Request.

5.1. Once the Work Request reaches the shop, the Zone/Shop using normal work processes to reviews the work request estimate submitted by Capital FM Support; they will view the work requests using the Issue Approved Work Requests task located within the Supervisor role of Archibus Web Central (Figure 16).

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Figure 16: Shop role: Issue Approved or Reject Capital FM Support WRs

5.2. Once the Shop reviews the Capital FM Support work request, the Shop Supervisor has

the option of rejecting the Work Request if the Capital estimate provided does not provide enough costs to complete the Capital FM Support.

5.2.1. If rejected by the Shop, a reason for the rejection must be entered in the craftsperson notes field. An error message will display if an attempt to reject the work request without entering a rejection reason (Figure 17).

Figure 17: Notice when attempting to reject a WR without entering a reason

5.2.2. Once the rejection reason is entered and Reject button is selected, an email notification is sent to the Capital Customer and Office Manager notifying them of why the work request was rejected. The rejected work request is then sent to history

5.2.3. The Work Request will go into “Rejected” status and the history. 5.3. The Capital Customer may create a new Capital FM Support Work Request to replace

the rejected work request, as needed. 6. Approved Work Request is Issued out for Completion by Zone Shop.

6.1. The Capital FM Support work request is assigned “Issued and In Process” status; the Shop Supervisor assigns craftspersons to complete the work request.

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6.1.1. The Capital Customer must inform the Shops if additional work is needed to complete the Capital FM Support work request; i.e. electrical.

6.1.2. Note: When the Capital Customer or OM updates a Work Request Description or Requests a WR Cancellation using Archibus system processes, the Zone/Shop and PA will receive an email notification (Figure 18).

6.1.2.1. When the Capital Customer or OM access their view to update/edit or cancel the work request using the Capital Project roles, only the Capital Support Project work requests will display for updates.

6.1.3. While the work request is in process, any updates such as work request scope changes, rejections, or issues in relation to costs will be audited to track the last person responsible for the status of the work request.

Figure 18: OM or Customer roles: Request WR Cancellation or Edit WR Description tasks

6.2. The Shops will view and track their assigned Capital Project work requests. Once completed, they will update hours, material costs and then complete the Work Request.

6.2.1. Note: Established parameters within Archibus will prevent shops from exceeding the established project budget for Capital FM support; notifications will be sent if estimate amounts or work request amounts exceed the specified amount established by the Project Manager/Capital Customer.

6.2.2. In addition, if the totals for a FM Support work request are within 10% of the established fund limits, notification alerts are sent to both the Capital Customer and Zone/Shops Supervisors, managers and the M & O Director.

6.2.3. If, however, the Capital FM Support work request actual costs go over Capital estimated costs, the work request will be placed in “Stopped” status and the work request will be locked.

6.2.3.1. An email is generated to the Capital Customer, M & O Shop Supervisor, Manager and M & O Director informing them that the work request has been locked.

6.2.3.2. The Capital Customer and OM may review the locked work request using the Review Capital Project Locked WR task (Figure 19). Capital and M & O must decide on how to resolve to the issue.

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Figure 19: Capital Customer/OM role Review Capital Project Locked WR task

6.2.4. Zone/Shop Managers and M & O Director will have the ability to update/decrease the actual labor costs and shop stock to unlock the work request using the Update Hours by WR by Day task and the Update WR Shop Stock Cost task located within the Building Operations Account role (Figure 20).

Figure 20: M & O Building Operations Account

6.2.5. In addition, the Capital Customer or OM has the ability to update the work request estimated costs to unlock the work request.

M & O tasks: Updating hours and shop stock costs

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6.2.6. Either of the two processes mentioned will unlock the work request allowing the Capital FM Support work request to continue and move forward to completion.

6.2.7. To update the work request, the Capital Customer or OM selects the Update WR Estimated Cost task located within the Capital Customer role (Figure 21). Once the windowpane displays, select the Work Request Code located within the Active Work Requests window.

6.2.7.1. The Work Request details will display; the Customer or OM may update the work request estimates and then selects the Save button to save the changes.

6.2.7.2. After the work request is updated, the work request will be unlocked and will return to the Issued and In Process status; the Work Request will then be finalized by the Shop and sent to Capital for review and approval again.

Figure 21: Update Work Request Estimated Cost

6.2.8. Note: When the decision is made to continue the work request and the work request has been unlocked, an email is sent out with the amendment amount and approval so the FBO can increase the encumbrance in Banner.

6.2.9. If the issues are not resolved, the work request can be placed in holding status until a resolution is reached or the current charges up to that point may be billed.

7. Work Request is completed and then sent to Capital Customer for Approval.

7.1. The Zone Supervisor/PA updates and applies actual time, materials, etc. associated with the Work Request utilizing the Update Hours and Update/Complete/Approve WR for Billing tasks located within the Supervisor role of Archibus.

7.2. The Supervisor approves the work request, enters the Work Request into Completed status, and marks it “Ready to Bill” which locks the bill and sends an email to the Capital Customer requesting their review and approval.

7.3. An email is sent to Capital informing them of the completed work request in ready for bill status.

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7.4. Completed work requests will include all details and an audit of the Work Request including the following information:

7.4.1. Shop Code and name; 7.4.2. Actual craftsperson hours; 7.4.3. Actual costs for parts; 7.4.4. Date completed; 7.4.5. Craftsperson notes that will include as much details as possible concerning work

completed on the work request. 7.4.6. Actual cost for external charges.

7.5. M & O will use existing processes for managing the work request completion.

Capital FM Support Work Request Approval Time Table

Note: Clock begin when Work Request is complete and marked "Ready to Bill"

Archibus Role Days

Capital FM Support Customer 5 Days

Capital Office Manager 5 Days

After 5 Days of No Action by above roles, the Capital FM Support Work Request is identified as “Approved” and "Ready to Invoice"

Figure 22: Capital FM Support Time Table 8. Capital reviews the Work Request and sends electronic approval notification.

8.1. Capital will view all details available for the Work Request using the Approve WR Ready to Bill task (Figure 23).

8.2. Once the Customer reviews the WR, they have the option of approving or rejecting the Work Request before the billing/invoicing occurs (Figure 24).

Figure 23: Capital Customer role: Approve WR Ready to Bill

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Figure 24: Customer or OM role: Approve Capital Project Work Request Ready to Bill

8.2.1. If rejected, a reason must be entered and will be included with the email notification sent to the Shop Supervisor and PA.

8.3. All Capital Customer approvals are accomplished by means of an electronic sign off with a date and time stamp for auditing and tracking purposes.

8.4. If the Capital Customer is unavailable for a specific timeframe, the OM has access to oversee the Capital FM Support Work Request in the Capital Customer’s absence.

8.5. The Capital Customer will review the completed work request information. 8.5.1. Capital must first login and select their assigned role to view the completed work

request information. 8.5.2. The clock will start once the email notice goes out notifying the Capital Customer

that the work request has been completed. 8.5.3. The Capital Customer will have 5 days to review, evaluate and approve the

completed Work Request or return it to the shop for corrections as needed. Note: Returned WR: Zone/Shop will have 5 days to perform updates to any returned

work request and Zone/Shop Managers and M & O Director will receive notification for requested changes.

8.5.4. If the completed work request has not been approved within the 5-day timeframe, then the Capital Projects OM role will be notified; the OM role will have 5 days to review and to approve the Work Request before it is sent automatically to FBO in the “Ready to Invoice” status.

8.5.5. Note: The OM Role has the option to “Hold Work Request” for discrepancy at which point the Supervisor, Managers and M & O Director are notified for a resolution of the discrepancy.

8.5.6. Capital Projects will communicate with M & O personnel during the work request resolution process to eliminate all issues.

8.6. Please Note: End of fiscal year will require expedited completion and approval processes.

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9. Completed, Ready-to-Bill, and Capital Approved Work Request queued for invoicing 9.1. Once the work request is reviewed, approved and “ready-to-invoice”, the work request

is automatically entered into the queue to be invoiced. 9.2. An email is then generated informing the FBO of the Work Request in “Ready to

invoice” status. 9.3. The work request information for billing will be exactly as approved by Capital; no

changes may be applied. 9.4. The FBO will review the Work Request using the Review Ready to Invoice WR task

located under the Capital Project FBO role (Figure 25). They may select the work request code to view the details and audit.

Figure 25: FBO role: Review Ready to Invoice WRs 10. Work Request is Invoiced

10.1. Once the billing is completed, an invoice will be generated. 10.2. The FBO will create the Invoice using the Create Invoice task (Figure 27). The Lock

Invoice tab located at the tip right corner of the windowpane is selected. 10.3. After locking the bill, the FBO has the option of removing Work Requests from the bill

that may have errors by using the Edit Locked Capital Work Requests task (Figure 26).

Figure 26: FBO role: Edit Locked Capital WR task

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10.4. Once editing is completed and the FBO is ready to create the invoice, they will select the Approve Invoice button located within the Create Invoice task (Figure 26).

Figure 27: FBO Role: Create Invoice task – Lock Invoice and Approve Invoice buttons

10.5. A notice will display stating that the invoice was approved successfully (Figure 28).

Figure 28: Notice: Invoice approved

10.6. To view the invoice, select the Project and invoice number from the Select an Invoice window (Figure 29).

10.7. The work requests will display within the Invoice Details window. Select the PDF button located to the right of the Invoice details windowpane to view and print an invoice (Figure 29).

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10.8. The FBO may also view the work request details within the Invoice History task by selecting the Details button (Figure 30).

Figure 29: FBO Role: Invoice History task

Figure 30: FBO role: Viewing the Invoice Details window

10.9. The invoice will include the project name and number, the work request number, shop code, the total labor costs, and total cost of materials and external charges.

10.10. Several Work Requests may be included on one invoice. 10.11. Capital FM Support Work Request billing will reference back to the same Project

name and number. 10.12. A Bill Summary report is provided. 10.13. Once the invoice has been generated, an email will notify the Capital Customer and

OM that an Invoice (referencing the Invoice #) has been created.

11. Capital FM Support Work Request is closed. 11.1. The Work Request is now in “Closed” status. 11.2. The invoiced work request data is sent to Archibus Historical reports. 11.3. All closed invoices will be associated with the project number and be viewable in

History for tracking/auditing purposes.

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12. Closing Capital FM Support Projects 12.1. Prior to closing a project, the Capital Customer or OM will log into Archibus and select

the Close Capital Project task and then select the Send Closing Notification button located on the action bar at the top of the window pane (Figure 31). This process will inform Shops that the work requests associated with the project must be updated and completed so the project can be closed.

12.2. Once all Work Requests associated with the Project have been closed, the Customer or OM will select the Close Capital Project task (Figure 31). After selecting the project and the close button, a notice will display stating that the specific project has been closed.

12.3. Once a Capital FM Support project is closed, no more work requests may be created and associated with the project.

12.4. Invoiced work requests will be auto archived using existing processes.

Figure 31: OM Role: Sending Closing Notification and Closing the Project

V. BILLING 1. The Facilities Business Office (FBO) will complete billing and invoicing.

1.1. Capital will provide FBO staff with the necessary paperwork/information to assign codes and encumber funds.

1.2. Before the work request goes to bill, Capital will have a 5-day timeframe to approve the work request.

1.3. Approval must be completed within 5-day timeframe; however, if issues arise with a work request, a 5-day extension may be requested.

1.4. As previously noted, once Capital approves the WR, the bill will be exactly as Capital received and approved except that FBO will have the ability to alter accounts on individual work request invoices as needed. VI. PURCHASE ORDERS 1. Note: All Capital FM Support Project Purchase Orders (POs) will be managed outside of Archibus.

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APPENDIX A: Capital FM Support Project Email Notifications Processes and Email text:

1. Process: Customer Creates and Submits Capital FM Support Project; ready for OM Capital Project Review & Approval Budget = Submitted Status Email sent to OM: A Capital FM Project has been submitted to your department for review and budget approval. Please log into Archibus and approve Capital FM Support Project # xxxxx.

2. Process: Capital FM Support Project rejected by OM – rejection sent to Customer = Rejected Status Email to Customer/PM: The budget for Capital FM Support Project #xxx has been rejected by the Office Manager for the following reason: x xx xxx xx xx . Please log into Archibus to review and resubmit the project budget.

3. Process: Capital Project is approved, email sent to FBO notifying of Capital Project ready for encumbrance which includes an estimate for the encumbrance set up in Banner Email to FBO: Capital FM Support Project # xxx has been submitted for Banner encumbrance in the amount of $ xxxx.xx. Please complete the encumbrance, then log into Archibus to notify the customer that the encumbrance has been completed.

4. Process: Encumbrance completed by FBO; Email sent to Customer, OM and Budget Office when Encumbrance completed button is selected. Email sent: The encumbrance for Capital FM Support Project # xxx has been completed. Please log into Archibus to review FM Support Project # xxx.

5. Process: If a Project budget is updated, OM receives notice to approve Updated Capital Project Budget. = Status: Open Email to OM: Same as Email #1. A Capital FM Support Project budget has been submitted for approval. Please log into Archibus to approve the budget for Capital FM Support Project # xxx.

6. Process: If budget update is rejected by the OM, the Capital Customer will be informed. Email text = Same as #2 above. The budget for Capital FM Support Project #xxx has been rejected by the Office Manager for the following reason: x xx xxx xx xx . Please log into Archibus to review and resubmit the project budget.

7. Process: If a budget update is approved by the OM, an Email is then sent to FBO requesting an update to the Encumbrance including the update amount. = Open Status Email: same as # 3

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Capital FM Support Project # xxx has been submitted for a Banner encumbrance in the amount of $ XXXX.XXX. Please complete the encumbrance, then log into Archibus to notify the customer that the encumbrance update has been completed.

8. Process: When the Encumbrance Update is completed, the Customer, OM and Budget Office receive an email notification. Email: The encumbrance for Capital FM Support Project # xxx has been completed. Please log into Archibus to review the Capital FM Support project.

9. Process: If a Banner Code or other Project updates are completed on a Project by the OM, then an additional email is sent to the Customer informing them of the changes. Email sent to Customer: Capital FM Support Project # xxx has been updated. Please log into Archibus and review the changes.

10. Process: A Capital WR estimate is created and submitted to the Shop for review and approval. = Approved Status Email to Shop, cc: sent to OM and Customer: A Capital FM Support work request estimate has been submitted for your review and approval.

11. Process: Once Capital Support WRs are created, M & O reviews WR and may reject the Project WR estimates—Customer and/or OM receive email notice concerning WR rejection WR Rejected Status. =Rejected Status Email to Capital Customer and OM: A Capital Support FM Support work request # xxxxxxxxxx has been rejected by the shop for the following reason: xxxxxxxxxx . Please log into Archibus to review and to submit a new FM Support WR.

12. Process: If during completion, a work request is w/in 10 % of estimate, notification alerts will be sent to both the Customer, OM and Zone/Shop Supervisor and Manager via email. Email notice: Capital FM Support work request # xxxxxxxxxx totals are within 10% of the established fund limits. Please log into Archibus to review and update the work request.

13. Process: OM or Capital Customer may request a WR Cancellation or may Edit a WR

description thereby changing scope. Auto generated emails are sent to the Shop Supervisor and PA informing them of the requests. Any changes or requests are automatically audited with date time and requestor’s name to the work request Description field. Note: This Email text is already available and in use within Archibus. Designated within text that it is a Capital FM Project WR

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14. Process: If WR actual goes over the estimate, the WR is placed in locked status and an email is generated and sent to the Capital Customer, OM and Shop Supervisor, Manager and M&O Director. Email notice: Capital FM Support work request # xxxxxxxxxx actual costs have gone over the approved estimated costs. Work Request # xxxxxxxxxx is now locked; please log into Archibus to update the actuals and or estimated costs in order to continue the work request.

15. Process: Capital Customer or OM may update the WR estimated costs to unlock the WR—if updated, an email notice will inform all parties (M & O Shop Supervisor, Manager, OM and or Customer) that work request has been unlocked and the work request may proceed. Outside deliberation my occur between M & O, OM and or Customer to resolve the issue. Email notice: Costs for Capital FM Support work request # xxxxxxxxxx has been updated. The work request may now move forward; please log into Archibus to review work request # xxxxxxxxxx.

16. Process: After all work has been completed on a Capital FM Support Work Request and after the PA marks the work request Completed, the OM and Capital Customer will receive an email notifying them that the work request has been completed. Email notice: Capital FM Support Work Request # xxxxxxxxx has been completed by the M & O shop. Please log into Archibus to review work request details.

17. Process: When WR has been Completed and Finalized by Shops, an email notification is sent to the Capital Customer or OM to review and approve the Work Request for billing. = Status: Completed and Waiting for Capital Approval Email notice to Capital Customer: A Capital FM Project WR has been completed and submitted for review and approval. You have 5 days to review this work request. Please log into Archibus and approve Capital FM Support Project WR # xxxxxxxxxx for billing.

18. Process: If the completed work request has not been approved within the 5-day timeframe, then the Capital Projects Office Manager role will be notified; the Office Manager role will have 5 days to review and to approve the Work Request before it is sent automatically to FBO in the “Ready to Invoice” status. Email Notice to OM: A Capital FM Project WR was submitted for review by the Shops. No action has occurred with this WR within the 5-day time limit; please log into Archibus to review and approve the WR for invoicing.

19. Process: If there is an issue, the WR may be rejected and sent back to M & O shop for corrections. The M & O Managers, Supervisors and Director will receive an email notification

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For Returned WR, Zone/Shop will have 5 days to perform updates to any returned work request and Zone/Shop Managers and M & O Director will receive notification for requested changes. Email notice: A Capital FM Project WR that was submitted for approval has been rejected by the Customer. Please log into Archibus, review and correct Capital FM Support Project WR # xxxxxxxxxx and resubmit for approval.

20. Process: OM has the ability to place WR on hold and take off hold as needed to allow

deliberations to occur and issues to be resolved. An email is generated notifying all parties (Customer, OM, Shop Supervisor, Managers and Director when this action occurs. Email when placed on hold: Capital FM Project WR # xxxxxxxxxxx has been placed in the ON HOLD status by the OM. Please contact the Capital Customer and OM to resolve these issues.

21. Process: Email when WR taken off hold. Email notice sent to OM/Customer/Supervisor/PA/Managers/ M & O Director: Capital FM Project WR # xxxxxxxxxxx has been removed from an ON HOLD status by the OM. Please log into Archibus to review the Work Request.

22. Process: The Capital Customer or OM will review all details available for the Work

Request and then approve or reject the Work Request before the billing/invoicing occurs. If approved, it will be queued for billing and sent to FBO; Once approved by Capital, an email is generated to FBO, stating that the Capital FM Support WR has been queued and is ready for invoicing. = Status: Completed/Ready for Bill

Email notice to FBO: A Capital FM Project WR has been completed and queued for billing. Please log into Archibus and review Capital FM Support Project WR # xxxxxxxxxx.

23. Process: Once the invoice is ready for viewing, an Email is sent notifying the Capital

Customer, Budget Office and OM that the invoice (with invoice # specified) is ready for viewing. Email: Capital FM Project invoice # has been completed and ready for viewing. Please log into Archibus to view the invoice.

24. Process: A Capital Project is ready to be closed. An email is sent prior to the project closing to inform M & O Supervisors and PAs that they must update/complete WRs associated with the project. Email: Capital FM Project # xxxxx is ready to be closed; please log into Archibus to update and complete all work requests associated with this project.

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APPENDIX B: CALCULATE LABOR AND DOCUMENT ATTACHMENTS 1. Using the new CALCULATE LABOR Button. When adding a new work request to a

project work request, you can now calculate labor hours by function code and labor rate.

1.1. After selecting “Create Capital Project Work Request”, select your Capital Project; then select the Add New button to add a new work request to your project. Note: If you are updating a Capital Project WR’s Estimated Cost, select your Project and then select your work request from the Active WR window.

1.2. The Work Request window will display (Figure 1).

Figure 1: Capital Projects Work Request window

1.3. Select the Calculate Labor button located next to the Budget Estimate Cost of

Labor field. The Calculate Rate by Function and Hours window will display (Figure 2). 1.4. Select the ellipse button located beside the function code field to view and select

from a list of function codes. Once the correct code is selected, that function code and rate will automatically populate the Function Rate and the Hourly Rate fields. Type in the number of estimated hours and select the Save button (Figure 2).

1.5. Note: If more than one function is needed to complete the estimated work request,

reselect the Calculate Labor button. Next, select a new function and add hours as needed to re-calculate and add the additional costs to your current estimated total. Select the Save button to save the new cost additions. Follow the same process until all functions and totals have been added to the estimate.

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Figure 2: Calculate Rate by Function and Hours

1.6. The Budget Estimated Cost of Labor will automatically update on the Capital Project Work Request windowpane after selecting the save button on the Calculate Rate by Function and Hours windowpane (Figure 3).

1.7. Complete the remainder of the form as needed before selecting the Save button to

successfully submit the Capital Project WR estimate.

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Figure 3: Calculate Labor Updated on Capital Project Work Request window 2. Attach Documents to Capital Project WR. To upload a document to the Capital Project

Work Request windowpane, select the Upload Document button located on the Action Bar at the top of the windowpane (Figure 4). Note: You must complete the work request form before selecting the Upload Document button or an error will display highlighting fields to be completed (Figure 5). Complete the fields and then select the Upload Document button.

2.1. A Pop up Message will display informing you that the WR has been saved and that Customer Document may be uploaded (Figure 6). The Customer Document field on the form will be enabled for uploading your document (Figure 7).

2.2. Select the green up arrow located beside the Customer Document field. The Check in New Document window will display; select the Browse button (Figure 8).

Figure 4: Attach Customer Document button

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Figure 5: Error displays when WR form has not been completed before attempting to upload doc

Figure 6: Message informing Capital Customer that WR has been saved and Document may be uploaded

Figure 7: Customer Documentation field enabled for document upload

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Figure 8: Check in New Document window

2.3. The File Upload window will open. From the file upload window, locate and select the document to upload and then click the Open button (Figure 9).

Figure 9: File Upload window

2.4. The document will upload to the Check in New Document file window (Figure 10). If you need to cancel the document upload, select the “Cancel” button.

2.5. Select the OK button to add the document to the Customer Documentation field on

the Capital Project Work Request windowpane (Figure 11).

Figure 10: Document uploaded to the Check in New Document window

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Figure 11: Selected Document uploaded to Customer Documentation field

2.6. Important Note: You must select the Submit Button on the Action Bar to submit you work request with the document attachment.

2.7. Note: You may also upload a document after saving the work request by selecting

the Work Request from the Active Work Requests window. Once the work request details display, upload the document to the Customer Documentation field (Figure 12)

Figure 12: Uploading document to Saved work request