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Frequently Asked Questions

What is a Work Order (WO)?

A Work Order is an approved request for services. It is the heart of all actions taken by any Facilities Organizations. All cost, be it labor, material, invoices, or utilities all are charged or linked to a Work Order.

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What is a Standing Work Order (SWO)?

A Standing Work Order is a formal request for services that has no apparent end date. An example of a SWO would be the cleaning of tile floors at Kerr Hall or street sweeping on Campus.

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What is FAMIS?

FAMIS is a software program used by Physical Plant to manage its work processes including corrective maintenance, preventative maintenance, stores and parts inventory, time and attendance and cost accounting. The system automates the entire maintenance process from work identification to work completion. Its job costing features allow Physical Plant to track and analyze labor, material and contractor costs and provide cost accounting to campus clients who use our services.

Physical Plant is currently in the process of evaluating upgrades to our current version of FAMIS to improve performance and ease of use by our campus If you have questions about how to use or create an account in FAMIS, contact Melody Pahel pahelm@ucsc.edu or call 459-4444

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What is the difference between OMP (State-Supported) and Recharge?

For information on how to distinguish between OMP and Recharge spaces, click here. For guidelines on how to distinguish if work requested is recharge or state-supported in an OMP area, click here.

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What is a Shared Facility?

A Shared Facility is a building / structure that is State supported but is occupied by an unit that is an auxiliary unit. These units must pay for university services. Physical Plant bills these units at fiscal year end for their yearly utility usage e.g. refuse, electricity, water, sewer, etc. The amount paid is based on the percent of the total square footage that the unit occupies within said building.

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What is the process for requesting a cost estimate?

There are two estimates that can be requested. One is a Detailed estimate that includes an itemized list of material and a estimation of the labor hours involved to perform the task. We charge the customer for the time involved to develop a detailed estimate. Another estimate would be a Basis Standard Estimate which can be based on what similar projects cost or a dollar per square foot. We do not charge for the Basic estimate. An estimate can be requested by the generation of a Work Order.

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What are the temperature limits for buildings?

The State does mandate that we heat to 70 F and we cool at 78F. This means if the temperature is in this range we cannot adjust it.
Note: Not all buildings on campus have cooling capability.

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What is Deferred Maintenance?

The University defers certain maintenance projects beyond the time of needed or scheduled completion due to budget restrictions. The program was formalized by the Budget Act of 1970. The act requires the University to submit an annual report on deferred maintenance to the state Legislature. UC Santa Cruz does receives several hundred thousand dollars each year for high priority deferred maintenance projects. The Deferred Maintenance backlog for Santa Cruz is in excess of 20 million dollars.

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What is Emergency Maintenance?

Emergency maintenance is the repair or replacement of facility components or equipment requiring immediate attention because the functioning of a critical system is impaired or because health, safety, or security of life is endangered. Emergency maintenance supersedes all other categories of maintenance.

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What is Planned (Scheduled) Maintenance?

Planned maintenance is the upkeep of property, machinery, and facilities, including buildings, utility systems, roads, and grounds. Planned maintenance is usually characterized by its routine or recurring nature. Its purpose is to keep facilities functional.

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What is Preventative Maintenance?

Preventative Maintenance is the periodic inspection, adjusting, minor repairs, lubricating, reporting, and data recording necessary to minimize building equipment and utility system breakdown and maximize system and equipment efficiency.

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What determines if the work is going to be performed by Physical Planning and Construction or Physical Plant?

Physical Planning and Construction has responsibility for all new construction and rearrangement activity on this campus. For Physical Plant to be involved the construction would have to be tied to a maintenance activity e.g. re-roofing of a building, replacement of a deck that has become damaged.
Note: Physical Planning and Construction has the option of requesting Physical Plant to perform all or part of any construction project that has been assigned to them.

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