Welcome to AHEC Facilities Management's Internet Work Request System. 

This system is provided for the convenience of faculty, staff, and students on the Auraria Campus in submitting and tracking requests for routine maintenance, repairs, or other assistance from the AHEC Facilities Management Division. Requests for other AHEC divisions must be made directly to them. Of course, you may also still submit your request by telephone, in writing, via email, and in person.  Some requests that cannot be accepted through the Internet include: 

Requests for projects through our Auxiliary Construction Department because a signed agreement or work  order must be submitted before work can proceed.  Any chargeable work for CCD because specific signatures are required.  Requests for keys because a "Door Key Request Form" must be submitted, with proper approvals, before any key can be issued.

Additionally, this method should not be used in the case of emergency. When using this system, your request goes into a log, which is checked periodically throughout the day, but no direct notification is made. For cases requiring immediate response from us, you should still call our main desk at 303-556-3260 during normally working hours or AHEC Campus Police at 303-556-3217 after hours. 

Submitting the Request 

At the bottom of this page there is a button to click on that will take you to the maintenance management system web page which is your interface with our work order system. From this page you can: 

Submit a work request (Log a request)  Check on the status of a request or work order  Access some basic reports in the system  Link to various other facilities related web pages.

Once you are in the maintenance management system web page, you may click on "Log a Request" to start the submittal process. When you do this, you will be asked to select a campus. If you are on the main Auraria campus, just click your mouse on "Next" because this is the default entry. If you are requesting work for off of the main campus, click on the arrow, which will take you to a drop down menu and select off campus. These drop-down menus are available throughout this web page and are always accessed this way. 

You will then be asked to select a building. Again, use the drop down menu to find the building that you are requesting the work in and select it. If you are requesting work that is not in a building, select "Not Applicable" and describe the location as well as possible in the request description. 

Once you have selected a building and clicked "Next", you will be taken to the Work Request Form. Please complete this form as completely as possible. To assist you with this, additional information is provided below for some fields: 

Email Address - This is a required field. By providing this information, the system will automatically notify  you at various points in the process.  Repair Center - We only have one repair center so just select FM from the list.  Account # - This information is only necessary when you will be paying for the requested work.  Location ID - This information is not necessary because it will be determined by the Building and Room #   information provided.  Floor # - This field is incorrectly titled. The information required is the room #, which can be selected from the drop down menu. If the work involves multiple rooms, select "Various" and if you do not know the room  #, you may leave this blank and describe the location in the request field.  Tag # - This refers to the number of the equipment or vehicle that the work is being done on. You will  probably not know this information at the time of the request so this field may be left blank.  Request - This is where you define the problem to be addressed or work to be performed. Please be as descriptive as possible and provide any specific instructions that you would like us to follow. Also, provide us with any scheduling issues that you would like to have us consider.

When you have completed the Work Request Form, click the "Submit" box. Your work request will then be assigned a number, which will be provided to you on the final screen. You will also be sent an email message indicating that the request was received. 

Tracking Your Work Request 

Once your request is received it is placed in a log which is checked throughout the workday by our main desk personnel. When the log is checked, each request is reviewed and either accepted or rejected. 

If the request is accepted, it will be turned into a work order and assigned to the appropriate shop. You will be sent an email indicating that it has been accepted and notifying you of the work order # assigned to it.  If the request is rejected, you will be notified of this by email and provided with the reason that it cannot be  accepted. Some reasons that a request might not be accepted are:  Location or description of work is not specific enough to proceed.  Written approval is necessary before the work can be done.  Work is chargeable, but no account number is provided.  The request is a  duplicate of one already received.  The Facilities Management Division does not do the type of work requested.

Once a request is rejected, it may be resubmitted with the required information as a new request. 

After your work request is submitted you may check the status at any time in using the reference number provided on the final page of the request. This is accomplished by selecting the "Request Log Query" box on the maintenance management system web page and inputting the request number and clicking on the submit box.

When your work request is accepted and turned into a work order, you may track it a couple of ways from the same web page. If you know the work order number, you may select the "Work Order Query" box and input the number. If you do not know the work order number, you may use the "Open Work'" or "Completed Work" links to search by building. Once you have selected a building from the drop-down menu and clicked next, a list of all either open or closed work orders for that building will be provided. You can then get detailed information on any work order on the list simply by double clicking on it. 

Thank you for using our automated work request system. If you experience any problems using this system or have any questions about it, please contact Jeannette Romero at 303-556-3260.