Requesting Work Orders and Projects

The information below describes types of work requests including maintenance, minor and major repairs, improvements and studies and when to request work through the Fix It portal, SAP Plant Maintenance or SAP Project Portfolio Management. 

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Work orders

Work orders generally include minor repairs, maintenance and improvements costing less than $2,500.

Maintenance is work performed to property or assets to sustain appropriate level of functionality and prevent deterioration that may be reactive, preventative or predictive in nature.

  • Examples: Cleaning floors, replacing filters, greasing bearings

Minor repairs involve the fixing or replacement of components or systems to restore property or assets to its original state with small localized work or in-kind replacement of failed equipment or material.

  • Examples: Replacing or repairing a cracked floor tile, broken window or leaking roof

Improvements include the alteration or renovation of property that adds value, specifically focusing on activities that do not change the use or function of space and cost less than $2,500.  

  • Examples: Adding electrical outlets, painting a room, adding card-swipe access to a door

Exceptions

If any of the following conditions are met, the work must be submitted as a project (see next section) instead of a work order, regardless of dollar amount or project scope: 

  • Some funding types must use the Asset Management process (i.e. Physical Facilities repair and rehabilitation funds).
  • The cost estimate for work exceeds $2,500.
  • A professional engineer, registered architect or project manager is required.
    • Architectural/Engineering oversight is required for modifications to building systems (e.g. HVAC, electrical, plumbing, structural) or for changes in use of space.
    • Project manager involvement is typically required for work requiring coordination of multiple trades or entities.
  • There are ADA, environmental or other compliance issues involved.
  • There are multiple campus entities co-funding the work.
Initiating work requests and work orders

Work requests for standard repair items such as ceiling light bulb replacement or a leaking faucet may be submitted through the Fix It portal by anyone with a Purdue career account. This will generate a notification in SAP Plant Maintenance. Once your building deputy or business office approves the notification, the Work Request Center will create a corresponding work order. Using the Fix It portal ensures work is charged to the correct department. 

More complicated tasks, including building or installing shelving or adding electrical outlets in an office, should be initiated by the building deputy to ensure a mutual understanding of the scope of the work. Building occupants who have questions about a work request, including which method to pursue, should speak to their building deputy for guidance.

Maintenance Training is available to aid in creating a work order. For questions or assistance with system navigation, contact the Work Request Center at (765) 494-9999 or pfwrc@purdue.edu

Note: Submit work requests through either the Fix It portal/SAP Plant Maintenance or SAP Project Portfolio Management as the department could be charged for the work twice if submitted in both systems.

Projects

Projects generally include major repairs and improvements greater than $2,500 and studies

Major repairs involve the fixing or replacement of components or systems to restore property or an asset to its original state with systematic replacement due to age.

  • Examples: Replacing a roof or multiple windows or restoring external masonry

Improvements include construction, reconstruction, alteration or renovation of property that adds value, changes use or enhances function – specifically those that cost more than $2,500.

  • Examples: Converting a lab to an office with a renovation, constructing a new building addition
  • Exception: Improvements that cost less than $2,500 that do not change the use or function of the space may be submitted as a work order in SAP PM instead of going through the project process.

Studies include professional services work relating to planning and analysis of space, facilities, site work or infrastructure, but do not include the creation of construction documents.

  • Examples: Engineering analysis, feasibility analysis, condition assessments, programming, master planning, site planning, conceptual design

The following conditions also indicate that work should be initiated as a project:

  • Some funding types must use the Asset Management process (i.e. Physical Facilities repair and rehabilitation funds).
  • The cost estimate for work exceeds $2,500.
  • A professional engineer, registered architect or project manager is required.
    • Architectural/Engineering oversight is required for modifications to building systems (e.g. HVAC, electrical, plumbing, structural) or for changes in use of space.
    • Project manager involvement is typically required for work requiring coordination of multiple trades or entities.
  • There are ADA, environmental or other compliance issues involved.
  • There are multiple campus entities co-funding the work.
Initiating a project

All project and study estimate requests should be initiated by a client through their designated departmental initiator and facility manager. All funded project and study requests must be approved by the departmental facility manager and departmental financial director.  

An overview of the project process is available on the Starting a Project webpage.

Note: Submit work requests through either the Fix It portal/SAP Plant Maintenance or SAP Project Portfolio Management as the department could be charged for the work twice if submitted in both systems.

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