Training ARCHIBUS/FM Web CentralARCHIBUS/FM Web Central

CAPITAL FM SUPPORT REVIEW

M & O Process Review:M & O Process Review: Supervisors/PA

INSTRUCTOR: Ray DinelloINSTRUCTOR: Ray Dinello

A dA dAgendaAgenda Roles Roles Capital FM Support Work Flows M & O Process Overview M & O Process Overview Archibus Interactive Processes

C it l FM S t A hib W kCapital FM Support Archibus Work Request Roles

• Roles Roles

– Capital Customer (Project Mgr)– Capital Office Mgr (OM)– M & O Shop Supervisor/PA– Managers and M & O Director– Financial Business Office (FBO)

Capital FM Support Work RequestCapital FM Support Work Request Work Flow

A Capital Customer submits a WR w/

estimate (i.e. Locates)

Supervisor/PA logs into Archibus to review the WR Estimate (Issue

Supervisor approves or rejects estimate

If Rejected, the Work Request is sent to

History; End of Process(Status: Rejected)

Locates) (Approved WR)

If approved, WR is assigned CF and

Issued out for

If Work Request gets within 10 % of

C it l ti t

If the Work Request goes over Capital

WR Estimate, WR is

Capital & M & O Director/Mgrs resolve issue; once resolved Issued out for

completion(Status: Issue and In

Process)

Capital estimate, email notifications

are sent out to Capital and M & O

Supvr/PA and

,Locked; an email

notification is sent to Capital, M & O

Supvr/Mgrs and Director

issue; once resolved, WR is unlocked. An email notification is sent stating that WR may proceed (Status: Issued/In Progress)

If billing is rejected, an email will notify M & O Supvr/PA/Mgr/Director of reason; M & O will

have 5 days to resolve billing issues and then

Capital will approve or reject the WR. If

approved, the WR is queued for Billing an sent to the FBO for

The Work Request is completed and

Assigned Ready to Bill Status; an email will

tif C it l

After issue resolution and approval by

Capital, WR is billed Obilling issues and then

resubmit WR back to Capital for Billing

Approval

invoicing. (Status: Ready for

Invoicing)

notify Capital (Status: Waiting for Capital Approval)

by FBO. Invoiced WR is sent to History

Process Overview:Process Overview:M & O Capital FM Support WR

Action Item Menu Item 1 FM Support WR is created w/ Estimates by Capital Customer and

submitted to M & O Zone/Shop. Capital Role: Create Capital Project WR

2 Request is routed to the Zone/Shop. q p

3 Shop Reviews/Approves Capital FM Support WR Estimate. Shop Supervisor: Issue Approved WRs 4 If Estimate is Rejected, WR is sent to History 5 If Approved, WR is Issued and Assigned to CF for Completion.

S I d d I PShop Supervisor: Issue Approved WRs

Status: Issued and In Process 6 If WR actual goes over Capital Estimate, WR is Locked; WR labor

or parts costs may be adjusted by Mgr or M & O Director Building Ops Account: Update Hrs by WR by Day or Update WR Shop Stock cost

7 WR is completed & finalized for bill. Email notifies Capital of WR Ready for Approval Status: Waiting for Capital Approval

Shop Supervisor: Update/Complete/Approve WR for BillingWR Ready for Approval Status: Waiting for Capital Approval WR for Billing

8 Capital Reviews and Approvals or Rejects WR ready for billing Capital Role: Approve WR Ready to Bill 9 Rejected WRs are sent back in Completed Status to M & O Zone

Shop Supervisor; After review and corrections, WR is resubmitted for Capital Approval

Shop Supervisor: Update/Complete/Approve WR for Billing

for Capital Approval 10 Capital Approved WR is sent to FBO queue for review & billing. FBO Role: Review Ready to Invoice

WRs/Create Invoice 11 Invoice is generated for printing and viewing FBO Role: Review Invoice

Capital FM Support Archibus WorkCapital FM Support Archibus Work Request Work Flow Status

Several new statuses are associated with the FM Support WR and will allow Capital and M & O the ability to track the Work Request. Emails are generated as needed informing all parties of the WR status.

LockedThe Work Request has been locked; the WR actuals have exceeded the Capital WR estimates. WR will not proceed until the issue is resolved. The Managers and/or M & O Director have the responsibility of communicating with Capital and resolving WR discrepancies.

Waiting on Capital ApprovalThe Work Request has been completed and marked ready for bill and was submitted to Capital Customerfor Approval.

Rejected by Capital (WR has been returned to M & O Shop for review & corrections)Rejected by Capital (WR has been returned to M & O Shop for review & corrections) Billing has been rejected by the Capital Customer or OM due to incorrect labor, costs, etc.

On Hold Status for M & O/Capital ResolutionThe work request may be placed in On Hold status by the Office Manager (OM) if the WR issue requiresmore than the allotted 5-day timeframe to resolve issues.more than the allotted 5 day timeframe to resolve issues.

Completed The Work Request has been completed. After being marked Ready for Bill, the work request will be sent to the Capital Customer for review and billing approval.

Process: Create FM Support Project and Submit Capital FMProject and Submit Capital FM Support Work Request Estimate

Role Responsibility– Capital Customer– Capital Office Manager (OM)

Process: Review and Approve or R j t C it l FM S t WRReject Capital FM Support WR Estimate

Role Responsibilityp y– Shop/Zone Supervisor/PA

Shop/Zone Supervisor Tasks

WR Routed to Zone Shop Supervisor/PA in “Approved” statusstatus. Note: An email is generated to the Supervisor/PA informing them that a Capital FM Support WR Estimate has been submitted by a Capital Customersubmitted by a Capital Customer.

The Shop/Zone Supervisor/PA reviews and approves or rejects the Estimate.

WR is either Rejected and sent to History or Issued and WR is either Rejected and sent to History or Issued and Assigned CF for WR Completion.

Process: Review & Approve or Reject Capital WR EstimateReject Capital WR Estimate

Action Bar

To review and approveTo review and approve or reject the Capital FM Support WR Estimate, the

Capital WR Estimates will be listed at the bottom of WR,

Supervisor/PA selects the Issue Approved Work Request task

bottom of WR

located under the Supervisor role.

Shop Zone Supervisor/PA Tasks

If Estimate is Approved the Work Request is If Estimate is Approved, the Work Request is assigned Craftsperson(s) and issued out for completion.

Time, Materials and other charges are , gassigned/updated on the work request by the Shop Zone Supervisor/PA.

M & O Work Request Processes

The M & O Work Request proceeds through The M & O Work Request proceeds through normal processes.

Note: If work request is within 10% of estimate, an email notification will be sent to Capital and pM & O.

M & O Work Request Processes:M & O Work Request Processes: WR is Completed/Updated

Once actual work is completed, PA updates the WR using existing processes.

Although WR hours are updated daily Although WR hours are updated daily and weekly, any additional labor, materials and stock used are added to the WR at this pointto the WR at this point.

Note: If the Work Request goes over the Capital WR Estimate, the WR will be assigned “Locked” Status.

M & O Director Managers & Capital:M & O Director, Managers & Capital: Resolve Locked Capital Work Request

● If work request goes into Lock status, an email will notif Capital and M & O personnelnotify Capital and M & O personnel.

● M & O Director, Managers and Capital must resolve issue.

● M & O Managers or Director may access the Building Operations Account to adjust charges and correct any errors associated with Labor Hours or Shop Stock costserrors associated with Labor Hours or Shop Stock costs. Also, Capital may adjust WR estimate, if needed.

● Once the Work Request adjustments are made, the WR will automatically unlock; an email will notify all parties and the work request may proceed to completion.

M & O Shop Role:M & O Shop Role: WR is Marked Completed

The PA accesses the The PA accesses the Update/Complete/Approve WR for Billing task in Archibus and gmarks the Work Request Completed

M & O Shop Role: SupervisorM & O Shop Role: Supervisor Reviews/Finalizes WR

Once the Supervisor reviews the WR, he will mark the Completed , pWR as Ready to be Finalized and then select the Save button.

The WR is sent to Capital Customer for Review & ApprovalApproval.

An email will notify Capital of the WR d f R i dWR ready for Review and Approval.

Capital Role: Approve or RejectCapital Role: Approve or Reject WR Ready to Bill

● An email will notify Capital of the Capital FM Project WR th t i d f R i d A lWR that is ready for Review and Approval.

● If the WR is approved for billing by the Capital Customer the WR will then be sent to the FBO queueCustomer, the WR will then be sent to the FBO queue for invoicing.○ An email will inform FBO of the WR awaiting

bill/invoicingbill/invoicing

● If Rejected, the work request will be sent back to theM & O Supervisor for review and correction.p

M & O Shop Role:M & O Shop Role: Correct WR Rejected by Capital

● The rejected Work Request will be sent back to M & O Shop Supervisors in “Completed” status.

● An email will inform M & O Supervisors/PA/Mgrs and Director of p grejected work request and the reason for the rejection.

Example: A Capital FM Project WR that was submitted for p p japproval has been rejected by the Customer. Please log into Archibus, review and correct Capital FM Support Project WR # 2009039529 and resubmit for approval.

Office Manager: DUFF, PAMELA (pduff)P j t ID 0000026Project ID: 0000026Work Request: 2009039529Requestor: DUFF, PAMELA (pduff)Rejection Reason: Shop Stock has been added to this WR in error; please correct.

Work Request Rejected & Returned to M & O Shop for Corrections

Note: The WR Audit will track the status andthe status and indicate who rejected the WR.

M & O Shop Supervisor Role: Correct Errors and Resend forCorrect Errors and Resend for Capital Approval

● M & O Supervisor will review and /correct/edit the work request as needed

using current processes and then resubmit the work request using the Update/Complete/Approve WR for Billing.Update/Complete/Approve WR for Billing.

●Once corrections have been made, the Supervisor will mark the WR Ready to Bill.

● An email will inform the Capital Customer that a FM Support Work Request has been marked ready to bill and is ready for review y yand approval.

FBO Role:FBO Role: WR Billed and Invoiced

The Facilities Business Office will complete the Billing process and generate an invoice for the C it l FM S t kCapital FM Support work request.

WR is sent to History.

M & O Shop Notification: CompleteM & O Shop Notification: Complete WRs Associated with Project

When an FM Capital Project is d t b l d il ill bready to be closed, an email will be

initiated by Capital informing all Supervisors and PA that all WRsSupervisors and PA that all WRs associated with that specific project need to be updated and p j pcompleted.

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