Coronavirus Information from Administration & Finance

Planon

Overview

Service Requests allow campus community members to easily to submit requests directly to Facilities Management & Development.

web interface showing the selections for planon

Basic Service Request Types

Title Charge Back? Purpose

Maintenance or repairs

Maintenance or repairs
No

General maintenance or repair requests for:

  • State buildings
  • Grounds
  • Campus-wide roads
  • Utility infrastructures

Building maintenance is strictly limited to repair and maintain the 'as-built' (existing) infrastructure.

'Maintenance or Repairs' requests are covered under maintenance funds and are no charge to the requesting department.

Infrastructure upgrades/improvements and maintenance or repairs to non-state (auxiliary) buildings are not covered under maintenance.

Minor request

Minor Request
Yes

Any services that include infrastructure improvements/upgrades to state buildings or, general maintenance and improvements/upgrades to non-state buildings.

Minor requests require ChartFieldString(s) from the requesting department(s) for billing allocation.

Minor request w/ estimate

Minor Request with Estimate
Yes

Any services that require an estimate from the requesting department(s) prior to performing infrastructure improvements/upgrades to state buildings or general maintenance and improvements/upgrades to non-state buildings.

Minor requests w/estimates require ChartFieldString(s) from the requesting department(s) for billing allocation. 

Project request

Project Request
Yes

Any service that requires multiple trade shops and/or outside contractors to perform the work. Projects are assigned a Facilities Planning & Capital Projects manager to coordinate the project. 

Project requests require approval from an appropriate approving official and a ChartFieldString(s) from the requesting department(s) for billing allocation.

Creating a Service Request

Not all fields listed will be on all request types.

Fields that are required have an asterisk "*".

  1. Click on the type of request you would like to submit.
  2. Fill out all of the details of the request: (Note: Not all fields will be on all request types)
    1. General
      • Internal requestor: will automatically be populated with the name, email, and phone number of the logged in user.
    2. Location
      • Property: building or general location of the request
        •  The "Property" field is required for all requests.
        •  Planon will auto-suggest values as you type or you can click the lookup button .
      • Space: room or location within the property.
        •  If "Property" is set first, the spaces will be filtered to only that property.
        •  Planon will auto-suggest values as you type or you can click the lookup button .
    3. Service Request Details
      • Brief description: a short description of the request.
        •  The "Brief description" field is required for all requests.
      • Detailed description: this field can be used describe your request in detail.
      • To be approved by: The individual that will be responsible for approving the request.
        •  You can click the lookup button  or start typing and Planon will auto-suggest people by searching on first name, last name, and username.
      • Billing Allocation: Click the lookup button  to enter ChartFieldString(s) that will be billed for any requests that require charge back. 
    4. Documents
      • Files: files or pictures can be added by to the request by dragging and dropping the files or selecting the 'Browse' link.
        • Documents should be uploaded to supplement request details.
        • A maximum of 5 files can be uploaded to a request.
  3. Click the Submit button.
  4. Review the details on the confirmation page.
    •  If any changes are needed select Edit to return to the request window. 
  5. Click Close.