Quick Guide To BEIMS. Remote Request

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Last Updated 21/07/2015 11:00 Page 1 of 12

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

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

Quick

Guide

To BEIMS

Remote

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5. Click on View, add or modify Remote Requests

Notes:

- You can change your password anytime by clicking on

Change yourpassword 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.

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6. Click on Add New Request

Notes:

- You can refine your search by utilising the ‘sort order’ drop down box.

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7. Enter details

a. Ensure your Department Code is correct

b. Refer to page 6 of this document for

ImportantInformation for Priority

Definitions, JobType, 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

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10. An automated BEIMS Notification email 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 email

[email protected]

or phone

extension 6600 if your query is urgent.

9. Your request has been submitted and a remote request number has been assigned

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Last updated on 24/10/2014 Page 6 of 12

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 emailed to [email protected]

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 email

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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

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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 Milk Supplies

MISC Miscellaneous

PORT Porting e.g. moving furniture, boxes

etc

RCYCG Recycling

RMSTUP Room Setup

UNLK Unlock Rooms

WSTE Waste General

Cost Centre 2235

Expense Code 35901

NOTE: - If you make any changes to a “CC” job that has already been

“Accepted” in BEIMS, you MUST notify Campus Care via email that a change has been made so they can ensure their staff are aware:

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Campus Security (CS) Job

Type CS Description Cost Centre

Expense Code Job Sub type

CAC Contractor Access Card 2235 35901

LOKLR Locks, Keys and Latches; Repairs

to existing 2232 33011

LOKLS Locks, keys & latches, new locks,

spare keys #### 33051

SCSPS Security Personnel & Support 2235 35901

SECSY Security Systems 2235 35901

UNLK Unlock Rooms 2235 35901

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FM Operations

Job

Type

OPS

Description Cost Centre

Expense Code Job Sub

type

CLNCO

Cleaning consumables –

_equipment

2270

32081

CLNGS

Cleaning Special Request

####

32095

CLNPL

Cleaning Complaints

2270

32019

CLNSEC

Cleaning Security

2270

32019

CLNGS

Cleaning Windows

2270

32019

CLNWL

OCS Waste Line

2270

32019

GRND

Grounds Maintenance

2270

34001

HYGN

Hygiene

2270

32019

LIFT

Lifts

2270

33031

PPTW

Cleaning consumables –

paper towels

####

32081

TLRL

Cleaning Consumables Toilet

2270

32081

WSCOB

Waste Confidential Bins

2270

32080

WSTE

Waste General

2270

32080

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Reactive Maintenance (RM)

Job Type RM

Description

Job Sub

Type

APPL

Appliances (Testing & Tagging

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

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