Work Requests

Work Requests

Archibus is the software platform that UBC Okanagan staff and faculty may use to create work requests for the Facilities Management department. The Facilities Management administrative staff will review all 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.

Please Note:

• Custodial requests (e.g. room cleaning, supply replenishment, spill clean-up) should be sent directly to BEST Service Pros using the Custodial Request Form.
• Students and campus visitors are not able to access Archibus, but are invited to email facilities.ok@ubc.ca if they wish to identify general maintenance concerns.
• 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 in 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.

Login to submit an Archibus work request:

Submit a Work Request

The instructions listed below explain how UBC staff and faculty can create an Archibus account. Users will be able to login using their CWL credentials once their account has been created.

Note: staff working from a remote location will need to be connected to the UBC VPN in order to access Archibus.

How to create an Archibus account:

New UBC staff and faculty can register for an Archibus/OSIS account using their CWL credentials. To register for an account, please visit the Archibus/OSIS Account Request form. Accounts are created and verified by staff at UBC Vancouver typically within 24-48 hours.

Video tutorials:

Video tutorials are currently out-of-date and will be updated once we resolve a few remaining bugs with the 2022 Archibus upgrade. Please contact facilities.ok@ubc.ca if you require assistance with logging into Archibus or creating a work request. We will be happy to conduct a quick 5-10 training session via Zoom, Teams or in-person. If you wish to view the old tutorials you can find them on the Archibus Tutorials page.

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.

Registered users (see account creation instructions above) 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.

Some users working on-campus have also reported that they need to be connected to the UBC VPN in order to login to Archibus.

When creating work requests, users should also please ensure that they have provided information in all required fields.

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 brief summary explaining when/where/how it occurred. Thank you!

 

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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 office or workstation sign, occupant or department/business unit name change.
• MOVE: Includes moving office furniture*, removing/moving small or large items (e.g. lab equipment, fridges), and picking up/delivering equipment or large packages from Central Receiving and Mail Services. *Please see the Moving page for more information regarding the proper coordination of 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.

 

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Chargeable Work Requests

Work performed by Facilities Management may be chargeable and depending on the team required to perform the work, the labor charge per hour may vary. The chart below provides examples of chargeable work requests. Hourly labour cost and ‘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.

 

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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.