AssetWorks is the online system FP&M Physical Plant uses to track and manage maintenance and repair work on campus buildings. AssetWorks supports many areas of FP&M’s operations, including service requests, preventive maintenance, work order processing, asset tracking, and project management. Through AssetWorks, building managers can submit service requests, communicate with the Physical Plant Customer Service team, and monitor the status of their work orders.
If at any time during the work order process you have questions, please contact Customer Service.
ReADY, AiM, BIRT and the new AiM WorkDesk - What’s the difference?
At different points when you’re using AssetWorks, you may notice labels like ReADY, AiM, BIRT or WorkDesk. Each of these tools is part of the AssetWorks system, but they serve different purposes along the customer journey.
- ReADY is AssetWorks’ outward-facing platform where campus users submit work orders. Requests entered in ReADY are then reviewed by FP&M.
- AiM is the internal system FP&M uses to manage work orders once they’ve been submitted. Facilities staff track, assign, and complete work through AiM.
- BIRT is the reporting tool within AssetWorks that allows users to view information about the status of work orders in their building(s).
The new AiM WorkDesk is an optional feature in AiM that building managers can use to receive daily email updates on work orders in their building(s).
Watch the Intro to AssetWorks for Building Managers Lunch & Learn
Work order process
- 1. Submit a request
- 2. Request review/approval
- 3. Subscribe to status updates
- 4. Work order completed
Building Managers can submit work order requests for maintenance or repair work in their building(s) through this link. As a building manager, you should have access to AssetWorks, but if you do not, you can request access here.
Once a request is made, FP&M will review it and let you know if it is approved. If you have any questions or updates to your request please contact Customer Service.
Once your work order is approved, you can receive daily status update emails on work orders in your building(s) by subscribing to WorkDesk. To subscribe to WorkDesk, email Customer Service.
Once you are subscribed, you will receive daily emails at approximately 8 a.m. CST every morning. You can also review your WorkDesk subscriptions here. You can learn more about subscribing to work order status updates here.
As work orders progress, they move through a series of statuses and phases, which you can track through the WorkDesk. You can learn more about these stages in a project below.
When your work order is finished, if you completed a ReADY request, you’ll receive an email notification when the work order closes. This message confirms the work has been completed and provides details for your records. You can then log into AiM and run “Report 1008 – Customer Work Order Detail” to view notes and financial details about the work.
Statuses, phases and priorities
Work orders have statuses, and each work order also contains phases, which have their own statuses and priorities. The differences between these will be outlined below.
Work order statuses
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Open
The work has not been completed.
Closed
The work has been completed.
Canceled
The customer has canceled the work.
Canceled/Duplicate
Another work order already existed for the work and this duplicate has been canceled.
WIB Review Pending*
The Work Induction Board (a cross-functional FP&M team) is reviewing the work order to decide how to proceed.
Promoted to Project*
The work order has been promoted to a project and will receive a project number. The work order will be closed.
At Cust-DSA*
For remodeling projects, the Design Service Agreement (DSA) has been sent to the customer and FP&M is awaiting a response.
* Only on work orders related to remodeling projects
Phase statuses
In AiM, work orders can be made up of one or more phases which are used to further break down the work into different tasks or shops needed. Phases themselves move through a series of statuses, including:
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New
The phase has been newly created and has not yet been reviewed by shop personnel.
Planning
The phase requires additional planning before it can begin. This could include material ordering, project scoping, and/or scheduling.
Work Ready
The phase is ready to be worked on but scheduling may not be completed and a tradesperson has not been dispatched.
Assigned
The phase has been assigned to a tradesperson and they are approved to do the work.
Phase Complete
The assigned tradesperson has indicated the phase is completed.
Shop Done
A supervisor has reviewed the phase and confirmed it is completed.
Closed
The phase is officially completed and closed. Once all the Phases under a Work Order are closed, the Work Order is considered for closure.
Safety Issue*
A safety issue has been identified. Work order is put on hold.
Waiting Access*
Workers are not able to access the work location. Work order is put on hold.
Waiting Material*
Material is needed to complete the phase. Work order is put on hold.
* Only assigned if If work is delayed
Phase priorities
In addition to Statuses, Phases are issued a priority that helps define how urgently they are being addressed:
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Emergency
This phase must be completed immediately to prevent the disruption of university operations and/or save lives, property, and research. Overtime is generally authorized.
Urgent
This phase needs to be responded to quickly, but overtime may not be authorized if the work can wait until the next day. Response time is typically within 24 hours.
Routine
This phase is on our schedule and will be completed as time and resources allow.
Fixed Date
This phase is scheduled to be completed on a specific date.