myFacilities FAQ

Frequently Asked Questions

This page contains answers to many of the most commonly asked questions about submitting and tracking work requests, the building coordinator program, and other facility-based issues. Please click on one of the sections listed below to learn more.

Work Request Questions

Who can use myFacilities?

Any WSU employee or student with a WSU Network ID.

What kinds of services are Work Requests used for? What do the Work Request Service areas mean? (What are Project Management Work Requests? How are they different from the others?)

Custodial: Use this service area for requests involving facility cleaning, floor waxing, carpet and upholstery shampooing, window washing, and table/chair/stage deliveries. NOTE: Most facility cleaning is done on a rotating basis. Requests that fall outside of these frequencies may require payment by the customer.

Grounds: Use this service area for requests involving lawn care, sprinkler problems, litter control, sidewalk and mall cleaning, tree and shrub care, and general walkway snow removal.

Heavy Equipment: Use this service area for requests involving street, road and parking lot maintenance, street/lot snow removal, all furniture and equipment moving, banner installations, and equipment rentals.

Maintenance: Use this service area for requests involving repairs to lighting, flooring, heating/cooling, water leaks, and loss of any utilities such as water, electricity and steam.

Project Management: Use this service area for requests involving new keys, signs, lab and office renovations, custom-built cabinets or shelves, furniture re-upholstery, window treatments, steel-case furniture installation, painting, flooring, electrical, audio-visual, sheet metal, plumbing, HVAC modifications, equipment installation, facility additions, and exterior restoration. NOTE: All construction costs are funded by the customer.

When should I submit a Work Request?

Work Requests are used for all types of services that FacOps provides. All requests to Facilities Services for tables/chairs, maintenance, repairs, and remodels should be submitted as a myFacilities Work Request. That includes work you requested in the past with an IRI.

What is the difference between a billable and a non-billable work request?

Billable work requests are for work you expect to pay for and could include new furniture, minor remodels, maintenance, repair and installation of equipment owned by your department. Non-Billable work requests are for any routine work done by FacOps, such as replacing lights, fixing heaters, etc.

How do I submit requests for billable work?

For all "Project Management" type requests (new keys, signs, lab and office renovations, custom-built cabinets or shelves, furniture re-upholstery, window treatments, steel-case furniture installation, painting, flooring, electrical, audio-visual, sheet metal, plumbing, HVAC modifications, equipment installation, facility additions, and exterior restoration) enter the request using the Project Management Service Category.

If your request is for maintenance or repair to equipment your department owns, submit the request using the Maintenance Category and indicate your accounting information (budget/project; signature authority for approval) in the description field.

If your request is for delivery of tables, chairs or stages, submit the request using the Custodial Service Category and indicate your accounting information (budget/project; signature authority for approval) in the description field.

How do I request billable maintenance for pieces of my equipment?

If your request is for maintenance or repair to equipment your department owns, submit the request using the Maintenance Category and indicate your accounting information (budget/project; signature authority for approval) in the description field.

What if I want an estimate before work begins?

Select the Project Management service area category on myFacilities and click the first option in item number 5.

What if I do not know who has expenditure authority for the account I want to use?

You should not enter billable requests without knowing the expenditure authority. Do not proceed until you have identified the proper authority. The exception to this is for larger work which should be submitted as soon as you know how to define the work required. It is not necessary to have funding set up to start a request – all project management work can be requested as an estimate.

What do the colored buttons indicate that are present for every work request?

Green buttons—work is progressing

Yellow buttons—waiting (for estimate, approval, materials...)

Red buttons – work completed

Grey buttons – customer cancelled.

Who do I contact if I have questions about a charge, billing, or accounting?

Accounting at Facilities Services (Work Management Center at 335-9000)

Where can I see all of the charges on my work request?

In Balances or on your Budget Statement. Adding financial information is a future enhancement.

When will your new system start billing customers? Will we be able to see the financial details of these projects?

We began billing from the new system March 2015 for transactions (in the early part of April). Financial detail in myFacilities is a future enhancement.

What if I do not see the account listed that I am going to use to fund the billable project management request?

Verify that you have authority for that account, if not you will need to apply to the Controller's office using the Expenditure Authority Delegation form (WSU1198/6-01) see BPPM 70.02. If you do have authority, but it is not on the list, call Facilities Services to report the problem. (If you are certain you have expenditure authority on the account but it does not show up on the account list, enter the full account string in the funding comments field. You will then need to pick another account from the list of accounts and choose 100% and add the account. When Facilities receives the request they will note the funding comment and charge the account in the funding comments, rather than the account selected.)

When can/should I cancel Work Requests?

Work requests should be cancelled immediately. You cannot cancel a Work Request in myFacilities once work has begun. If it is your intent to halt all further work, you must contact Facilities Services to make that cancellation request. You will still be responsible for any work performed or materials ordered to that point.

What if I cannot find my location on the drop-down menu?

Be sure that you are looking for the official name of your location. (Please note, only Pullman campus locations will be listed.) Contact Facilities Services if your location is not listed in the drop-down menu.

How do I submit a request for a location off the Pullman campus (i.e. ICN, Tri-Cities, Spokane)?

Only requests for Pullman campus locations are accepted through myFacilities. Contact the Project Management group for any other work. (Work Management Center at 335-9000)

Who do I contact if I have questions about the work performed?

For questions about the work, call the Service Area Coordinator for the work that was done.

How do I approve funding for a Work Request?

If you have funding to approve, another tab titled Approve will show up next to the View tab. Clicking on this tab will display the work requests awaiting your approval.

How can I see what Work Requests I have in the system?

Select the service area for your work request in myFacilities and click on the View tab, then select 'View All'.

What do the different statuses mean?

10-Open: work has been submitted to Facilities but it has not been processed yet

11-Awtapp: work has been submitted to Facilities but the funding authority has not yet approved it, work cannot begin until the authority approves the request. Alternately, the estimate has been submitted to the customer for approval before Facilities can progress with the work.

12-Awtest: work has been submitted as an estimate to facilities and it is waiting to be processed or the work is being estimated.

13-MCReqst: work has been submitted to Facilities and Minor Capital funding has been requested

20-awtdesn: Work is awaiting design completion

21-awtschd: The work is waiting to be scheduled by the shop supervisor or materials have been ordered and Facilities is waiting for there arrival.

30-accthlp: The work request needs accounting to resolve an issue, this generally means changing funding per funding comments in the work request or assigning a budget to the Work Request.

31-acctcmp: Accounting has performed an operation on work request and is complete with it, the service area it is assigned to will continue processing it.

40-planned: the work is planned for some point in the future.

50-WIP: work is in progress

60-onhold: the work has been placed on hold. This can include seeking a change order or a scope of work change.

90-wrkcomp: work has been completed as planned

91-custcnl: work has been cancelled by the customer, by FacOps per conversation with the customer or because it is a duplicate

95-closed: work has been completed, closed and billed.

How do I check the progress of a request that I submitted?

Select the service area for your work request in myFacilities and click on the view tab called Status, or call the Service Area Coordinator.

What happens if I do not receive an email notice that work was completed?

Contact the service area coordinator for the area in which your work was performed to confirm with them that the work is complete. Many times it may take up to a week for Facilities to complete the work in the system despite the physical work being completed.

Who do I contact if I have questions regarding the schedule of my project?

Contact the project manager that has been assigned to you, if you are unsure who that is, contact the Work Management Center at 335-9000.

What kinds of documents can I attach to a project management request?

You can attach text files, image files, MS Office application files, PDF files and WordPerfect files.

Who are the Service Area Coordinators for the different divisions?

For Maintenance requests, Heavy Equipment requests, Grounds requests, Custodial requests, Project Management requests, contact the Work Management Center at 335-9000.

How can I change my automatic contact information if it is incorrect?

The information is pulled from PERMS via Active Directory, Please contact your HR dept and have the information updated.

What if I am a Macintosh user without Internet Explorer?

Safari – the popular Macintosh browser – has not been tested with myFacilities but should work. Mozilla is available for the Macintosh and has been tested to work well with myFacilities.

What internet browser does myFacilities Support?

myFacilities is built for and tested with Internet Explorer 11.0 and newer. However it has been shown to work well with modern versions of Mozilla and Chrome without issue.

Building Coordinator Questions


Can I post flyers on doors and walls in my building?

Please refer to BPPM 20.39 and WAC 504-32-140 for guidelines on postings on campus.

Can we do chalk drawings on the sidewalks to promote an event?

Please contact Facilities Services at 335-9024 for the procedure in requesting permission for chalk drawings.

Who do I contact about hanging a banner on the pedestrian overpass on Stadium Way?

Please contact CUB Marketing at 335-9444 for direction and approval.