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UCSB Administrative Services utilizes an internet-based work order ticket management system called WebTMA. In order to submit a Work Request, from this “Landing Page”, click one of the buttons labeled Something on Campus, Project Initiation Form (PIF), or Something in My Residence.

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  1. In order to submit a Work Request, from the WebTMA “Landing Page”, click the button labeled “Something on Campus”.
    submit a new work request
  2. Enter your First and Last name in the “Name” field. (Required)
  3. Enter your 10-digit phone number in the “Phone” field in case a call back is needed for more details, location or scheduling.
  4. Enter your email address in the “Email” field. This is required if you want to receive status notifications of the requested work.
  5. Select the “Facility” type from the drop-down. For example, select “UCSB Parking Facilities” for work related to Parking Lots. This will default to “Main Campus” if no selection is made.
  6. Select the “Building” from the drop-down. This drop-down is updated according to your selection from the “Facility” drop-down. For example, if you selected “UCSB Parking Facilities” for “Facility” then the “Building” drop-down will include only parking lots and parking lots that are combined with buildings.
    Note: Most Buildings have a “Name” and a “Number” as in “Facilities Management – 437”. You can begin typing the Building name and it should appear in the drop-down.
  7. Select the “Area” from the drop-down. This drop-down is updated according to your selection from the “Building” drop-down. For example, if you selected “Parking II Facility (Lot 10)” for “Building” then the “Area” drop-down will include rooms, parking lots, elevators and stairwells for the parking Lot 10 structure.
    Note that most Rooms appear in the “Area” drop-down and the first digit is the “Floor” of the room. For example, “2520” is Room “520” on the Second Floor.
    Note: Rooms have a room “Number” and a room “Type” as in “1110, PT-Restroom”.
  8. Enter your work request in the “Details” field, up to 1000 characters. (Required) Please be as specific as possible in order to help us expedite your request.
  9. If you know the request is “Chargeable” to a Department, enter the 13-digit account string (also known as the “LAFS”) in the “Account” field using the format x-xxxxxx-xxxxx-x (Location-Account-Fund-Sub). We cannot accept LVP accounts.
  10. If you wish to receive an estimate for the work, click the “Estimate Only” checkbox. Note this is for “minor” modifications such as moving an electrical receptacle. For larger remodeling and renovation projects, submit the “Project Initiation Form” (PIF) and request an estimate.
  11. If you wish to include an attachment which can be a photo or document file (maximum 4 MB), click the “Choose File” button to locate and select the attachment.
  12. When all the field values have been entered, click the green “Submit Request” button at the bottom of the form.
  13. The system will respond with a page similar to below:
     sample work request
    Note for the above “Work Request” response page the top line (in this example “Work request 20206303 for 437-0111A was submitted”) includes the “Work Request Number” (20206303) used for tracking purposes (not a billing number), the Building Number (437) and the Area/Room Number (0111A).

If you entered a valid email address into the Work Request form that you submitted, you will automatically receive email updates as they occur.

If the work being requested is not Maintenance, a Project Initiation Form (PIF) is required. Click here for further information on how to determine if work is Maintenance or a Project.

(Note: Interior/exterior painting or repainting services >$25K are forms of construction.)

Step 1:

To submit a “Project Initiation Form” (PIF), go to the WebTMA “Landing Page”:

https://www.workrequests.ucsb.edu/

Step 2:

On the “Landing Page”, click the “Project Initiation Form” (PIF) button:

Project Initiation Form (PIF) button circled on home page

Step 3:

You will next see the “Submit a Project Initiation Form (PIF)” page. The fields circled in red are required. Directions for completing the PIF follow the screenshots.

screen shot of Project Initiation Form

screen shot of Project Initiation Form continued

Directions for Completing the PIF:

  1. Enter your First and Last name in the “First & Last Name” field. (Required)
  2. Enter your 10-digit phone number in the “Phone” field in case a call back is needed for more details, location or scheduling. (Required)
  3. Enter your email address in the “Email” field. This is required to receive status notifications of the requested work. (Required)
  4. Select the Requester’s “Department” from the drop-down. This will default to “No Department” if no selection is made.
  5. If the person submitting the Project Initiation Form is other than the Project Contact, enter the appropriate information in the “Project Requester” fields for “First & Last Name”, “Phone”, and “Email”.
  6. Select the “Facility” type from the drop-down under “Project Location”. For example, select “UCSB Parking Facilities” for work related to Parking Lots. This will default to “Main Campus” if no selection is made. (Required)
  7. Select the “Building” from the drop-down. This drop-down is updated according to your selection from the “Facility” drop-down. For example, if you selected “UCSB Parking Facilities” for “Facility” then the “Building” drop-down will include only parking lots and parking lots that are combined with buildings. (Required)
    Note: Most Buildings have a “Name” and a “Number” as in “Facilities Management – 437”. You can begin typing the Building name and it should appear in the drop-down.
  8. Select the “Area” from the drop-down when applicable. This drop-down is updated according to your selection from the “Building” drop-down. For example, if you selected “Parking II Facility (Lot 10)” for “Building” then the “Area” drop-down will include rooms, parking lots, elevators and stairwells for the parking Lot 10 structure.
    Note: Most Rooms that appear in the “Area” drop-down use the first digit is the “Floor” of the room. For example, “2520” is Room “520” on the Second Floor.
    Note: Rooms have a room “Number” and a room “Type” as in “1110, PT-Restroom”.
  9. Under the heading “Check Project Request Type” (right-side top), click to check as many as are applicable to your project request.
  10. Enter your project request description in the “Project Description” field, up to 4000 characters. Please be as specific as possible in order to help us expedite your request. (Required)
  11. Enter a “ballpark” dollar estimate of your project budget in the “Project Budget” field, noting that a Project Manager (once assigned) will work with you to determine an actual project budget. (Required)
  12. Enter the 13-digit account string (also known as the “LAFS”) in the “Account” field using the format “x-xxxxxx-xxxxx-x” (Location-Account-Fund-Sub). We cannot accept LVP accounts. (Required to fund Project scoping activities)
  13. Enter a “Desired Completion Date”, noting that a Project Manager (once assigned) will work with you to determine an actual completion date.
  14. If you wish to include an attachment which can be a photo or document file (maximum 4 MB), under the heading “Attachment” click the “Choose File” button to locate and select the attachment.
  15. When all the field values have been entered, click the green “Submit Request” button at the bottom of the form.

Step 4:

After you have entered the information needed to process your request, click the green “Submit Request” button at the bottom.

You will then receive a “PIF Request Confirmation” page similar to this one:

PIF Request Confirmation page

Note the text message at the top:

“PIF Request 20209529” is the WebTMA PIF Request ID Number used for tracking purposes (not a billing number). This is followed by the Building Number (437) and the Area/Room Number (0111). When this PIF Request is “accepted”, you will receive an acknowledgement email with additional information.

For now, contact Sue at FM Customer Service via email at sheppards@ucsb.edu.

We are exploring other ways to make this easier for you and allow you to obtain this information yourself on demand.

Contact Sue at FM Customer Service via email at sheppards@ucsb.edu.

We may be able to create a report for you that you can access at any time or have emailed to you on a routine schedule.

Work Request: This is a request submitted by a UCSB campus person (student, faculty, staff or visitor) for work to be performed on campus.

Work Order: This is an internal electronic document created from a Work Request after the Work Request has been reviewed for completeness. Work Orders are created by WebTMA Customer Service Operations personnel and assigned to “Trades” (e.g., Plumbing, Carpentry, and Electrical) or “Technicians”. Technician refers to the person (or persons) assigned to perform the work.

Work Ticket: Same thing as a Work Order. The term “Work Order” is sometimes confused with an accounting code (called the 5-Digit Work Order) used by the fiscal department for chargeable work.

WebTMA is often called a “Work Ticket Management System”. Below is an outline of the Work Ticket Management process as implemented by Facilities Management (FM).

This might seem like a lot of steps but the steps happen at “computer” speed using WebTMA and can be completed in minutes.

Variations of this process may occur such as when a part that is needed is not in stock and must be ordered.

  1. The process begins with a “Work Request” submitted by a campus customer, including faculty, staff, students and visitors, sometimes referred to as the “Requesting Party”.
  2. The “Work Request” is reviewed by the FM Customer Service team for completeness and to determine if additional information is needed or if the request is a duplicate. 
  3. The “Work Request” will be reviewed by the Budget & Financial Planning (BFP) team when the requested work is “Chargeable”, again for completeness and accuracy. 
  4. Once the “Work Request” is ready determined complete, FM Customer Service converts the “Work Request” to a “Work Order”, sometimes referred to as a “Work Ticket”.
    1. NOTE: Confusion sometimes arises because the term “Work Order” may also refer to an accounting number used for “Recharge” or “Chargeable” work.
  5. The FM Customer Service assigns the WebTMA “Work Order” to a FM Superintendent.
  6. The FM Superintendent reviews the work and schedules the work to be performed by an FM Technician or Trades person such as a plumber or carpenter.
  7. The FM Technician receives a notification on their mobile device of the work to be performed.
    1. The FM Technician may obtain parts when needed, may visit the job site to determine what is needed, or may just begin the work.
  8. The FM Technician completes the work and marks the “Work Order” as “Finished”.
    1. If you had entered a valid email address into the “Work Request” form that you submitted, you will automatically receive email notification the work has been completed.
  9. The FM Superintendent reviews the work completed by the FM Technician and marks the “Work Order” as “Closed”.
  10. The cost to complete the work, including materials and labor, is now available for processing by the financial system.

NOTE: First two minutes does not have audio. Some comments from the audience may not be audible.

Contact Sue at FM Customer Service via email at sheppards@ucsb.edu.