SERVICE REQUESTS AND TYPES
BASIC POLICY AND RESPONSIBILITY OF FACILITIES MANAGEMENT
Facilities Management is responsible for the operation, maintenance and renovation of the physical facilities of The University of Texas Heath Science Center at San Antonio. Funds are provided by the State Legislature and the institution to operate all buildings and support systems as required for the HSC mission and to maintain all facilities in safe and efficient working order.
Any and all changes to UTHSCSA physical facilities must be performed and/or coordinated through Facilities Management. All connections, other than convenience type plug-in utensils, made to the various utility systems (water, steam, chilled water, sewer, electrical, etc.) must be made by Facilities Management personnel or appropriately licensed technician under the direct supervision of the Facilities Management Department.
A primary requirement is that Facilities Management personnel have knowledge of the exact condition of the physical facilities at all times and that the proposed installation meets appropriate current codes or standards. To maintain that knowledge, Facilities Management personnel are available to assist with the planning of any new or renovation project to the building structures or grounds area of HSC property.
Services are divided into two categories:
- FM FUNDED SERVICES
- DEPARTMENT FUNDED SERVICES
Facilities Management (FM) Funded Services are those for which Facilities Management receives budget allocations. These services are rendered without charge.
Department Funded Services are those services for which Facilities Management does not receive a budget allocation and which must be funded by the requesting department.FM FUNDED SERVICES
Basically, these are services directly related to the operation of the overall University facilities. Examples of FM Services include:
- Maintenance and repair services to buildings and building systems, elevators, heating/ventilation and air conditioning systems, electrical distribution systems, roofs, etc.. These services are generally performed on structures, additions, and equipment which, if vacated by present occupants, would require no alterations, special furnishing or remodeling for occupancy, by some other HSC department.
- Maintaining walks, streets, and grounds
- Pest control
- Custodial services, except in areas particular to departments or activities classified as auxiliary enterprises.Auxiliary enterprises are generally known as activities not funded by legislative appropriation.
DEPARTMENT-FUNDED SERVICES
These are services rendered to departments and HSC activities for which Facilities Management does not receive a budget allocation. Examples of this type of service include:
- Minor alterations or renovations to buildings or structures assigned to departments and HSC activities.
- Addition of special equipment such as laboratory equipment, mini blinds, special lighting, bulletin boards, etc..
- Repair work to office furniture in HSC offices other than public areas
- Painting
- State-owned vehicle repair services for department-assigned vehicles
- Movement of furnishings and equipment
- Set up of furniture and equipment for special occasions
- Lock and Key services
Facilities Management charges for labor and materials for Departmental Services, which includes labor shop rates and actual materials utilized. Departmental Services billing is accomplished on a monthly Interdepartmental Transfer (IDT) basis. Questions regarding billing may be directed to Robert Carranco, Facilities Management Accounting, at 567-2895. A Work Request number and corresponding Peoplesoft Project ID must be included with each inquiry.
OBTAINING SERVICES
FM Funded Services may be requested by calling the Work Control Center at 567-2885 or by submitting a work request form. Reports of deficiencies or requests for services will be recorded and dispatched to the proper person in Facilities Management for the proper response.
Department-Funded Work Requests can be made using our online WorkFlow system by clicking here. WorkFlow is a web-based enterprise workflow application that allows customers to submit requests for work online through the use of electronic forms.
Telephone requests for estimates will not be honored. When an estimate is requested, the project should be under serious consideration since estimates take time and cost money. In some instances, you may be charged for the cost of the estimate, even if you decide not to proceed with the project.
REPORTING ROUTINE FAILURES
Routine failures of small items are normal, expected occurrences and should be reported as such. Defective light bulbs or fluorescent tubes, leaky faucets, spilled drinks, etc. should be regarded as simple, routine failures and should be reported as soon as possible to Work Control at 567-2885 (567-2947 after hours). Assistance from the campus population in discovering routine maintenance items is appreciated.
EMERGENCIES
Good judgment is an important factor when determining whether or not a situation should be considered an emergency. Any disaster, unusual occurrence, utility malfunction, or equipment failure that presents imminent danger to life, limb, or property is an emergency and should be reported immediately by telephone to Work Control at 567-2885 (567-2947 after hours or UTHSCSA Police at 567-2800).
It is not always possible or feasible to interrupt work in progress to respond to ordinary or routine departmental problems on an immediate basis. However, Facilities Management will work with departments on emergencies that develop.
PRIORITY WORK
Generally, Institutional Services for maintaining the campus must take priority over Departmental Services.
Work requests for Departmental Services are usually scheduled in the order in which they are received. At times, priorities are set by the Deans and Vice Presidents to determine which work must be done first. Work with critical completion times must be prioritized by the Dean or Vice President within their project list. Facilities Management will move these projects ahead of those not identified as a priority.
REQUESTING SERVICES FOR REMOTE CAMPUSES
Facilities Management also provides maintenance services for UTHSCSA campuses located in Edinburg, Harlingen and Laredo, Texas. The procedures for requesting services at these locations are the same as the main campus; however, departments may fax their work requests to 210-567-2897 if desired. Also, departments are encouraged to discuss their requirements with our Building Maintenance Leaders at these locations.
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MORE INFORMATION
If you need further information concerning UTHSCSA Facilities Management policies, please refer to the UTHSCSA Handbook of Operating Procedures, Chapter 9, Facilities.
Last revised: 6/5/08
