Infrastructure Management system (IMS)

REFERENCE GUIDE:SERVICE REQUESTS

The University of Adelaide Slide 2

Job raised by requestor via

the IMS Interface

Job Processed by UofA Facilities

Support Team

Maintenance Work Order

(MWO) dispatched via

email to contractor

MWO accepted in IMS by

Contractor

MWO actionedon site by

Contractor

MWO completed in

IMSby Contractor

NOTE:This Reference Guide relates to this process.

Service Request - Overview

The University of Adelaide Slide 3

Service Request – Log In

ACTION

LOG IN – using your supplied University “A number” and your password

ACTION

CLICK – “Create Service Request” from the Service Request options

Log in screen

Refer end of document for “Service Request” options

WEBSITE: archibus.adelaide.edu.au

The University of Adelaide Slide 4

Refer end of document for “Service Request” options

Service Request - CreateACTION

CLICK – Select to select “Service Desk –Maintenance” to create a Service Request

The University of Adelaide Slide 5

Service Request - Create

Auto-filled Attributes:Auto-fill fields based on your log in details. Attributes can be changed manually for individual Service Request

[note: users can change any of the attributes to ‘customise’ the Requestor and /or Work Location information

ACTION

SELECT – Problem Types from the pull down menu based on the available options

[note: subcategories available under the main problem types – click on triangle to expand]

ACTION

CLICK – Attach Doc.– if required, attach photos or other documents to support your Service Request

ACTION

INPUT – Description of the issue (free text field) to assist in diagnosing the Service Request.

INPUT – Specific date and time: select date and time if these are critical to the request.

The University of Adelaide Slide 6

Service Request – Create: Modifying Auto Fill Attributes

List Request for LocationClick to view the list of Service Request for this location

ACTIONTo MODIFY the Work Location

UNCHECK – ‘Same as requestor’ button

CLICK – Select Location - select Campus/Site, Building, Floor from the pull down menu based on the available options and then ‘click’ the actual Room from the provided plan

ACTIONTo ‘CANCEL’ Service Request

CLICK – Previous to return to the Create Service Request screen

[note: only rooms that are occupied or have a University presence will be highlighted for selection]

[note: it the Service Request relates to a external area, select the ‘closest’ room and provide appropriate comments in the “description’ area]

The University of Adelaide Slide 7

Service Request - CreateACTIONTo ‘Submit’ the Service Request

CLICK – Submit to view the submit the request, the detail will be displayed in the Service Request Submitted –Overview screen.

Service Request Submitted – Overview screenSummary of the submitted Request

[note: change any of the attributes to ‘customise’ the Requestor and/or Work Location information]

ACTIONTo create a another new Service Request

CLICK – Create New Request to return to the Create Service Request screen

The University of Adelaide Slide 8

Maintenance Work Orders (MWO) – FAQs

I have forgotten my password?From the log in screen you can access the “Forgotten Password” function

I have forgotten the IMS website https://archibus.adelaide.edu.auClick the link in your initial email

I cant log in to the IMSs websiteYou need a valid and activated University of Adelaide “A number” to log in.

I can not find the room where the issue is locatedIf you cant find the room, select the site, building and then describe the location in the “Description” field.

The issue on site is potentially dangerousContact The University of Adelaide – Facilities Support Team by phone ASAP.

The issues Problem Type is not on the listDescribe the problem in the “Description” field.

CRICOS Provider Number 00123M