Quick Guide To BEIMS. Remote Request

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1 Quick Guide To BEIMS Please Note: Priority A (Immediate 1 hour) requests MUST be logged in BEIMS and phoned directly through to FM Helpdesk on extn 6600 Priority B (Urgent 4 hours) requests MUST be logged in BEIMS, and then the request number & details phoned through to FM Helpdesk on extn 6600 Remote Request 1. Open Web Browser 2. Go to webpage https://beims.vuw.ac.nz/beimsweb2/ (TIP: save in favourites) 3. Enter your User name and Password 4. Click Login button Last Updated 21/07/ :00 Page 1 of 12

2 5. Click on View, add or modify Remote Requests Notes: - You can change your password anytime by clicking on Change your password link. - Make sure to logout properly using the Logout link. Not doing so will create issues the next time you login. - BEIMS Remote Request will automatically log you out if you have been inactive in the application for more than 20 minutes. Last Updated 21/07/ :00 Page 2 of 12

3 6. Click on Add New Request Notes: - You can refine your search by utilising the sort order drop down box. Last Updated 21/07/ :00 Page 3 of 12

4 7. Enter details a. Ensure your Department Code is correct b. Refer to page 6 of this document for Important Information for Priority Definitions, Job Type, Sub type and Cost Centres 8. Once you have entered your entire request details click on Submit / Print Request NOTE the acceptance process for RM jobs is AUTOMATED and relies on your coding of your job being correct if your job is not coded correctly it may be delayed in the system for approval please ensure you reference the details on pages 7 through 12 of this document for the correct coding guidelines Last Updated 21/07/ :00 Page 4 of 12

5 9. Your request has been submitted and a remote request number has been assigned 10. An automated BEIMS Notification will be sent to you once your request has been approved or rejected. Should you have any queries please contact the FM Service Desk via or phone extension 6600 if your query is urgent. Last Updated 21/07/ :00 Page 5 of 12

6 Important Information for Logging Remote Requests 1. Your login name is set to be the same as your VUW staff account login name, and your password is initially set as password. It is recommended to change your password when you first logon in to Remote Request 2. Add the BEIMSWeb Remote Request webpage to your Favourites list in your internet browser https://beims.vuw.ac.nz/beimsweb2/ 3. Please check that your login has been attached to the correct School/CSU. You are able to change your Department Code while you are logged in to Remote Request 4. You have access to all the Remote Requests that have been logged by other users in your School/CSU. It is therefore worthwhile to check through the existing remote requests prior to logging a new one to eliminate the possibility of duplicate requests 5. A separate Remote Request number should be raised for each job. Multiple jobs are not to be loaded into one Remote Request. 6. All Priority A (Immediate response 1 hour) should be phoned through to FM Helpdesk on extension 6600 and logged into BEIMS. 7. All Priority B (Urgent response 4 hours) should be logged in BEIMS and then phoned through to the FM Helpdesk on extension 6600 and the remote request number given to the call taker 8. ALL jobs MUST have the correct Job Type, Job Sub-Type, Cost Centre and Expense Code to be automatically accepted into the system any errors may delay your job. Please refer to the following pages (7 12) for the correct codes to be used. 9. Any issues with the BEIMS Web Remote Request (Website error) should be ed to 10. Any issues with the actual job e.g. job has not been started, completed, etc...please phone the FM Helpdesk on extension 6600 or Last updated on 24/10/2014 Page 6 of 12

7 Priority Definitions Response priorities are the maximum timeframe for a contractor to respond to your request these are not job resolution timeframes. Priority A: Immediate (1 Hour response) - Where there is a Major health and safety risk to staff, students, visitors Gas smell Electrical fire from socket, switch, light fitting Sewerage leak Burst water pipe Power outage affecting whole campus or building Person trapped in a lift Priority B: Urgent (4 Hour response) - Where there is a risk to VUW property e.g. Security Building leak Broken window Broken window/door lock or hardware Blocked toilet/sink where that is the only toilet/sink available Power outage affecting individual room Unsafe electrical equipment or fittings Extreme change in temperature in laboratory/teaching space or affecting Whole building Note: Jobs that fall in the above two priorities MUST be logged and phoned through to the FM Service desk ex 6600 Priority C: Routine 1 (2 Working day response) - Where there is a nuisance or inconvenience Dripping tap Flickering lamp Priority D: Routine 2 (5 Working day response) Non urgent requests Priority P: Project specific Timeframe Requests that need to be actioned on a certain date e.g. event/room set-ups Last updated on 24/10/2014 Page 7 of 12

8 This is a quick guide to the more common job type information that is used in Remote Request Please note that Defect Repair, Scheduled Maintenance and Planned Maintenance are internal use codes only for the use of FM and maintenance contract staff Legend: #### = charged to the requestor. Campus Care Job Type CC Description Job Sub type EXPR Exam Setup and Removal GRFTI Graffiti MAIL Mail MILK MISC PORT RCYCG RMSTUP UNLK WSTE Milk Supplies Miscellaneous Porting e.g. moving furniture, boxes etc Recycling Room Setup Unlock Rooms Waste General Cost Centre 2235 Expense Code NOTE: - If you make any changes to a CC job that has already been Accepted in BEIMS, you MUST notify Campus Care via that a change has been made so they can ensure their staff are aware: Last updated on 24/10/2014 Page 8 of 12

9 Campus Security (CS) Job CS Description Cost Centre Type Expense Code Job Sub type CAC Contractor Access Card LOKLR Locks, Keys and Latches; Repairs to existing LOKLS Locks, keys & latches, new locks, spare keys #### SCSPS Security Personnel & Support SECSY Security Systems UNLK Unlock Rooms UPSCA Access Card Last updated on 24/10/2014 Page 9 of 12

10 FM Operations Job Type OPS Description Cost Centre Job Sub type CLNCO Cleaning consumables equipment Expense Code CLNGS Cleaning Special Request #### CLNPL Cleaning Complaints CLNSEC Cleaning Security CLNGS Cleaning Windows CLNWL OCS Waste Line GRND Grounds Maintenance HYGN Hygiene LIFT Lifts PPTW Cleaning consumables paper towels #### TLRL Cleaning Consumables Toilet WSCOB Waste Confidential Bins WSTE Waste General Last updated on 24/10/2014 Page 10 of 12

11 Reactive Maintenance (RM) Job Type RM Description Job Sub Appliances (Testing & Tagging APPL Type only) AUDR Automatic Doors BDMS Building Management Systems BPEM Bldg Plant & Equip. Maint. BSTR Building Structure BULK Building Leaks DORS Doors, all types ELEC Electrical; power points etc ENMG Energy Management FIRP Fire Protection Systems FLCO Floor Coverings GLAZ Glazing GRFTI Graffiti HEAT Heating HTWS Hot Water Systems CPJN Carpentry & Joinery LGTG Lighting PEEXT Pest Extermination PLDR Plumbing & Drainage PNDC Painting & Decorating ROAD Roading ROOF Roofing SIGN Signage & Road Marking TEXT Miscellaneous Cost Centre 2232 Expense Code Last updated on 24/10/2014 Page 11 of 12

12 Minor New works Job Type MNW MINOR NEW WORKS APPL Appliances BDMS Building Management System BPEM Bldg Plant & Equip. Maint. BSTR Building Structure CDEQ Civil Defence Equipment CPJN Carpentry & Joinery DORS Doors, all types ENMG Energy Management ELEC Electrical; power points etc FLCO Floor Coverings FIRP Fire Protection Systems FURN Furniture GLAZ Glazing GRND Grounds HEAT Heating HTWS Hot Water Systems LGTG Lighting TEXT Miscellaneous PLDR Plumbing & Drainage PNDC Painting & Decorating ROAD Roading ROOF Roofing SIGN Signage & Road Marking WALC Wall coverings WNTR Window Treatments e.g. blinds WSHZ Waste Hazardous Cost Requesting School/CSU cost #### Centre centre Expense Requesting School/CSU expense ##### Code code Last updated on 24/10/2014 Page 12 of 12

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