A step by step guide on how to log a ‘Request’
for maintenance or service
Request Form
• You gain access to the
Request Form from your
intranet set-up by your IT
dept.
• Or the internet via either
our desktop launcher icon.
• Or a bookmark in your
browser.
Request Form
• Once on the Request
Form for the first time
please review the
introduction text.
Request Form
• Click “Generate a
Maintenance Request”
button to begin to log your
issue.
• For each issue it is
imperative that you log
separate requests.
Your Details
• Fill out “Your Details”.
• “Your Details” can be
automatically saved to a
cookie on your computer
so that you don’t need to
re-enter details for
subsequent requests.
(Ask your IT dept about setting this up for your browser
if your details don’t automatically populate on your next
request)
Request Details
•
“Item ID Number” is a non
mandatory reference field
e.g. for serial, model, asset,
room, or order number, etc.
•
“Item Description” is used for
a short description of the item
or issue. e.g. leaking tap.
Request Details
•
“Item Location” should accurately
describe the location of the issue.
•
“Description of Request” is used
to provide a detailed description
of the issue observed.
•
“Works Department” is used to
associate the Request to a work
team and to notify that department.
Assessment/Survey
•
There are a series of questions
on the Request Form to help with
request management.
(they will differ from here)
•
Please review and accurately
answer the questions either
“Yes” or “No”.
•
Your answers to the questions will
be recorded against the Request
in My Maintenance and will be
vetted by the associated Works
Department.
Status Updates
•
If you require email status updates
tick the check box “Do you wish to be
kept informed on the status of the
request”.
Status Updates
•
This is the fastest and easiest way
for you to be kept informed of your
Request’s status. So there is no
more need for separate calls or
emails to your facility or
maintenance department.
•
Following submission of the
Request you will receive an email
detailing your Request.
•
As the Request passes specific
milestones through to completion
you will receive email notification/s
detailing the status of your
Request.
Preview the Request
•
If you’re happy with all your entries
click “Preview Request”.
Review your Request
•
Review your Request on screen
prior to final submission.
•
If upon review you do not wish to
submit click on “Cancel Request”.
•
If you wish to edit content click on
“Edit Request”.
•
If you wish to submit click on
“Submit Request”.
Submit Request
•
Following clicking on the “Submit
Request” button a dialogue box
will appear asking “Are you sure
you want to process this request?”
•
Click “OK” button to submit Request.
Request Processing
•
Following clicking on the “OK”
button, momentarily a dialogue box
will appear advising your request is
being submitted.
•
Do not navigate away from this
page or click on any buttons while
your Request is being processed.
Post Submission
•
Following submission your Request
will be allocated a unique identifying
number.
•
If you do not wish to add images or
documents to your request click
“Finished”.
Adding Image or Files
•
You can upload images or files to
your Request by clicking on “Add
Files”.
File Upload
•
Click on “Upload Now” and navigate
to image or file on your computer to
upload.
File Preview
•
A thumbnail of your uploaded
images and filenames will be
displayed. Up to six files can be
added per request.
•
Image files can be previewed by
clicking on the thumbnail and
rotated if required using the rotate
left and right arrows.
•
Files can also be deleted by
clicking on the trashcan icon.
•
Click on the “Finished” button to
return to the request form.
Post Submission
•
Following submission of the
Request you will receive an email*
detailing your Request.
*If you ticked the notify checkbox on the request form.
•
You can view the progress of your
request and add files by clicking on
the URL on the bottom of the email.
Email Link to Report
•
Upon clicking on the URL link in the
email a request report will open in
your browser.
•
You can view the progress of your
Request or add files by clicking on
the “Add Files” button.
Task Allocation & Action
•
Upon submission your Request will be logged
in the My Maintenance database and will be
vetted by the associated Works Department.
•
Tasks associated with your Request will be
assigned to staff or contractors using a step
wise process; Verify, Quote, Pre-Work
Approval, Perform, Check and finally Sign-Off.
•
Most Requests will only have one or two
of the above steps assigned to them.
Task Completion
•
Upon completion of each of the
assigned task steps you will be kept
informed of progress through the steps
to completion via email notification*.
•
Upon completion of all assigned steps
you will receive email notification* that
your Request has been completed.
*If you ticked the notify checkbox on the request form.
Thank You - For further information
please contact your facility manager.
For more info go to www.mymaintenace.com.au