Work Requests

Work Requests

Archibus is the software platform that UBC Okanagan staff and faculty will use to create work requests for the Facilities Management department. The Facilities Management administrative staff will review new work requests and assign them to our most relevant team of craftspersons. Each craftsperson Team Lead will then prioritize the work request based on urgency and available resources. General questions should be sent to facilities.ok@ubc.ca.

Important Notes:

  • Please do not use Archibus to create custodial requests (e.g. room cleaning, supply replenishment, spill clean-up). These should be sent directly to BEST Service Pros using the Custodial Request Form. For more information please visit the Custodial Services page.
  • We encourage new faculty or staff members to create an Archibus account (see instructions below) as soon as possible so it is activated before you may need to use it.
  • Students and campus visitors are not able to access Archibus, but are invited to email facilities.ok@ubc.ca if they wish to identify maintenance concerns in academic buildings.
    • Students working in support roles should ask their Lab Manager, Principal Investigator or other departmental staff to create work requests on their behalf.
    • Maintenance requests for dorm rooms or other areas of residence buildings should be directed to the Student Housing and Community Services department. Please find contact info and a link to their Online Service Centre at https://okanagan.housing.ubc.ca/contact-us/
  • If work – ether maintenance or modifications – is found to be the result of negligence, the responsible department will be charged accordingly.

Create an Archibus account:

New UBC Okanagan staff and faculty can register for an Archibus account using their CWL credentials. To register for an account, please visit the Archibus Account Request form. Accounts are typically created within 24-48 hours and users will receive notification once their account is ready to use.

Create an Archibus work request:

Once your account has been activated, staff and faculty members can login to Archibus using their CWL credentials. Please follow the steps outlined in the How To Submit A Work Request quick reference guide.

  • If you are working from a remote location then you must be connected to the UBC VPN in order to access Archibus.
  • If you are working on campus via laptop then you must be connected to the ubcsecure wireless network or the UBC VPN.
  • Work requests cannot be assgined to multiple teams so users should consider dividing multifaceted requests into multiple smaller requests.
  • Please email us at facilities.ok@ubc.ca if you would like guidance or consultation before creating your request. We will also be happy to schedule a quick 5-10 minute training session via Zoom, Teams or in-person.

Troubleshooting:

Facilities Management will distribute a project notice if an extended Archibus outage is expected. Otherwise, users should please trust that Archibus is fully operational.

Users with existing Archibus accounts who encounter login issues or unexpected behaviour (e.g. continuous loading screens) can usually resolve this behaviour by clearing their web browser cookies and attempting to log back into Archibus. The following external links outline how to clear cookies in a number of popular web browsers: Google Chrome, Microsoft Edge, and Apple Safari. Please ensure that “All time” is selected as the time range when clearing the cookies.

When creating work requests, users should also please ensure that they have provided information in all required fields. Please follow the steps outlined in the How To Submit A Work Request quick reference guide.

If users identify any other bugs or error messages, please take a full screen screenshot and email it to facilities.ok@ubc.ca along with a summary explaining when/where/how it occurred. Thank you!

 

Type of Problem Categories

Work will normally be carried out within the following parameters:

  • ROUTINE: Includes regularly scheduled and routine maintenance services. Routine maintenance requests which directly affect occupant comfort will be given priority over chargeable requests within this category. Routine requests will be responded to within 10-14 business days.
  • URGENT: Includes problems which can cause escalating damage to facilities and/or property, or which detrimentally affect departmental functioning. Urgent requests are normally responded to within 7 business days, depending on available resources.
  • EMERGENCY: Includes the protection of health and safety, repair of equipment essential to building operation, prevention or restoring of loss of function. Facilities Management will dispatch someone immediately.
  • EVENT SETUP: Any event that requires special setup of tables, chairs, tents, etc. (e.g. faculty/academic events, convocation).
  • INTERIOR SIGN: Any type of sign for the interior of a building including: name plates or room identifying plates, window privacy frosting, interior wayfinding signage, etc..
  • MOVE: Includes moving office furniture, removing/moving small or large items (e.g. lab equipment, fridges), or picking up/delivering large items from Central Receiving and Mail Services. *Please see the Moving page for more information regarding the best practices for coordinating desk/workstation moves.
  • ESTIMATE: A quote for any chargeable work as outlined in the Cost Recovery Services Table.
  • PROJECT CHRG – Chargeable work requests for departments with a budget for a specific project.

 

Chargeable Work Requests

Work performed by Facilities Management may be chargeable. The chart below provides examples of chargeable work requests. Hourly labour cost, parts or supply charges may apply. Faculty and staff are welcome to submit a work request in Archibus using the “Estimate” category prior to any requested work being performed. It should be noted that there are situations where a third-party contractor may need to perform the requested task, therefore third party rates would apply.

 

Cost Recovery Services Table

Scope of Work

 

  

Team

 

  

UBCO Labour Charges Apply

 

  

Material Charges Apply

 

  

Notes

 
 

Name Plates, Directional and Custom Signage

 

  

FSW / Contractor

 

  

N/A

 

  

ü

 

  

Third-party sign material charges will apply. Charges for wall repairs may apply. Installation typically no cost.

 
 

Custom Build Projects

 

  

SSA

 

  

ü

 

  

ü

 

  

An estimate work request should be submitted.

 
 

Painting

 

  

SSA / Contractor

 

  

ü

 

  

ü

 

  

Labour charges may differ if a third-party is required to complete non-maintenance related painting (e.g. office wall colour change).

 
 

Extra Cleaning Requests

 

  

Contractor

 

  

Contractor fees apply

 

  

 

  

Third-party charges may apply. Please use the Custodial Request Form to request more information.

 
 

Special Lighting & Electrical Requirements

 

  

Electricians

 

  

ü

 

  

ü

 

  

Labour charges may vary if a third-party is required to complete the special electrical request.

 
 

Greenhouse Materials and Installation

 

  

SSA

 

  

ü

 

  

ü

 

  

 

 
 

Perforated Paper Towel for Labs

 

  

FSW

 

  

n/a

 

  

ü

 

  

$38.59/case of 12 (including tax)

 
 

Off Campus Moves & Events

 

  

FSW

 

  

ü

 

  

 

  

 

 
 

On & Off Campus Deliveries

 

  

FSW

 

  

ü

 

  

 

  

 

 
 

External & Student Event Setups

 

  

FSW

 

  

ü

 

  

 

  

 

 
 

Specialty Equipment Repairs (e.g. lab equipment or installations)

 

  

Electricians, Engineers and/or Contractor

 

  

ü

 

  

ü

 

  

Labour charges may vary if a third-party is required to complete the specialty equipment request.

 
 

Window Blind Installation

 

  

SSA

 

  

ü

 

  

ü

 

  

Labour charges may vary if a third-party is required to complete the non-maintenance blind installation. Supplies are purchased through a third-party.

 
 

Window Privacy Frosting

 

  

Contractor

 

  

ü

 

  

ü

 

  

Third-party labour and material charges will apply.

 
 

Project Related Moves

 

  

FSW

 

  

ü

 

  

 

  

 

 
 

Project Related Work, (e.g. Installations, Repairs, etc.)

 

  

FSW, SSA, Electricians, Engineers and/or Contractor

 

  

ü

 

  

ü

 

  

Labour charges vary depending on who is performing the task(s).

 
 

Special Fire Extinguisher Requirements for Labs

 

  

Contractor

 

  

N/A

 

  

ü

 

  

Supply cost of the fire extinguisher is dependent on the type of fire extinguisher.

 
Desk/Cabinet Keys for Existing Locks

SSA

N/A

ü

 $15 per lock
 

Locksmith Work That Facilities Management Cannot Perform

 

  

Contractor

 

  

ü

 

  

ü

 

  

Labour charges may vary if a third-party is required to complete a locksmith request. Supplies are purchased through the third-party.

 
 

Wall Hangings and Displays

 

  

FSW/SSA

 

  

ü

 

  

ü

 

  

Extended labour charges may differ depending on who is performing the task(s). Material costs may apply.