Work Orders

When the Service Coordinator receives a work request, it is entered into TMA, a computerized work order management system. The work order is then printed out and given to the respective supervisor of the Building Trades Shop, the Mechanical Trades Shop, the Utilities Trades Shop, or to the Locksmith depending on the nature of the request.

A door tag is left by the maintenance worker stating that the work request was completed, or, if additional work/materials are required, when it will be scheduled for completion.

The completed work order is returned to the Service Coordinator where it is closed out in the system.

Requesting Service

Requests for maintenance work should be submitted to facilities@haverford.edu for routine requests. Campus users may also submit requests via the web at new.webtma.com. To access this website, users should leave the first two fields blank and enter "Haverford" in the third field which is labeled, "Client." This option may be preferable in that an auto-generated response will be received by the user indicating the schedule date for their requested work to be completed. All emergency requests during normal working hours should still be called in to extension 1096.

Emergencies: During normal working hours, call the Service Coordinator (610-896-1096) immediately for any security and/or safety-related problems. The Service Coordinator will, if necessary, direct the closest worker to correct the problem. As these calls take precedent over all other high-priority jobs, please use good judgement when calling in an "emergency." After working hours, call Security at 610-896-1111 or from any blue lighted emergency phone.

Service Priorities

Generally, requests for maintenance and repairs take precedence over requests for alterations or improvements. All work requests received by the Facilities Management Department are assigned a priority based on the following criteria:

Priority 1 - All work relating to:

• Personal safety
• Security
• Loss or damage to facilities, buildings, or property.

Priority 2 - All work relating to:

• Restoring essential services necessary for normal classroom, administrative, athletic, and dining operations.
• Setting up for specific events which must be completed by a specific time.

Priority 3:

• All other work on a first in, first out basis.

Maintenance and Repair Backlog

The Facilities Management Department is budgeted to provide basic maintenance, repair, and operational functions to enhance the College's physical environment. In the past, budgetary restraints precluded accomplishing everything that needed to be done. As a result, the Facilities Management has a Backlog of Maintenance and Repair (BMAR) that totaled over 6.2 million dollars as of June 2009. In view of this backlog, the Facilities Management Department must direct its resources to the most acute problems and may not be able to take care of every request that it receives.

Consultation

Members of the Facilities Management Department staff are available and welcome the opportunity for discussion and consultation with members of the College community. Please call 610-896-1100 or write to the Director of Facilities Management via campus mail for an appointment or referral to the appropriate departmental manager for attention to a particular problem or question.