Building Deputy Frequently Asked Questions

Where do we enter the building abbreviation within the look up function?

Rooms are labeled as “Equipment” in SAP. Within the “Equipment” search fields use the Location Data search parameters. In the Location field, type the building code to bring up a list of rooms.

How do we place work orders for outside space?

The nearest building to the outside space can be used. Provide more specific location information in the description field.

How does a backup Building Deputy know when someone has submitted a Fix It notification?

The backup could search notifications by location and date range. If performed frequently, the backup could create and save a variant to perform this search. Zones and the Work Request Center can also see notifications submitted.

If several people are authorized to submit work orders in my building are notifications sent to all?

The building deputy and the individual creating the work order will receive notifications.  

Are primary Building Deputies the only ones to approve Fix It notifications?

Building Deputies will be the primary approvers. Fix It notifications can also be viewed, approved, and addressed by Physical Facilities staff if the request falls within their service parameters. 

Will Building Deputies receive email notification when a Fix It notification is submitted?

No, you will need to access the SAP launch pad to check for notifications.

Can you change the work order type?

Yes

What will happen to all current and past work orders created before new system launch?

SAP is being updated. Work orders created within SAP before the launch will remain available.

How are variants determined?

By Location. Each location has been populated with a building deputy in SAP.

Do emails notifications go out to the requestors or the approvers?

To both requestor and to the building deputy.

When will Building Deputies receive an email notification to alert them that there is a long lead time on a parts for their building repairs?

Lead times longer than two weeks will generate an email.

Will there be a standard header for these email notifications?

Yes

How will Deans/Department Heads be made aware of the process for submitting a Fix It notification?

Information regarding the Transformation project has been widely circulated. Additional information will be promoted before the go-live date. Building Deputies are encouraged to promote the Fix It submission process in their areas.

Stewart Center has multiple Building Deputies. How will Fit It know which one to send the notification to?

By the SAP partner list associating a building deputy to a location.

During an emergency situation that is handled with a telephone call who would enter the Fix It?

Work Request Center

Do you have to have a Purdue career account in order to enter a Fix It notification?

Yes

Beyond having a career account, can anyone enter a Fix It notification?

Students, staff, and faculty will be able to enter repair notifications

What if there are multiple issues in one location?

There is an area to enter additional issues on the same work order.

Is SAP PC and Mac friendly?

SAP works with PC’s. The web portal for Fix It notifications is compatible with both.

If anyone with a career account can submit a Fix It and that person is responsible for inputting account information, does the business office confirm correct?

Any incorrect information submitted will be corrected on the back end.

Does a work order submission always begin with a Fix It?

Utilizing SAP Personas is the most efficient method for building deputies to submit and approve requests.  

Do all Zones have access to see the Fix It notification?

Zones personnel could search and view any notification. But only the notifications associated to their work area will be accessible from their launch pad.

Will all techs have an IPAD assigned to them?

No, various groups will share one while others will have their own.

Will all work orders created still go through the Work Request Center?

The hope is to eliminate 80% of the work orders from going through the work request center. Only the work orders with incorrect or unsure information will go there, and the others should go straight to the area that need to address the work.

Lighting requests are split between Custodial Services and Zones depending on the issue. How will SAP route those requests?

If routed to the wrong department, the receiving department can quickly redirect to the correct work group.

Not all individuals are authorized to have account information. How will this work for those submitting a Fix It notification?

Submittals for general maintenance work provided by Physical Facilities will not require account info from the requestor.  If the request is for work over and above general maintenance (e.g. painting an office), these individuals will need to coordinate their service requests with their department requestor.   

Internal Communications

Building and Grounds Newsletters

Other Transformation Updates

The following are various presentations or updates provided at meetings.

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