Facilities Management, Northwestern University

Please click the myHRLearn curriculum link for access to the courses below:

Facilities Connect Overview (curriculum)

• eLearning (1)

  • Facilities Connect: Basic Navigation (eLearning)

• Job Aids (2)

  • Facilities Connect: Basic Navigation 

  • Facilities Connect: Access & Roles

Demonstration 

Demonstration of Facilities Connect functionality:

• Recording: Customer Demonstration (0:57) 

Topics demonstrated: Submitting a Service Request, Viewing the Status of a Service Request, Approving Requests (Approvers), Viewing Work Task Cost Information (Data Administrators/ Data Stewards) and Viewing Capital Projects (Data Administrators/ Data Stewards).

Job Guides

• Accessing Facilities Connect and General Navigation
• Creating a New Service Request
• Adding a Chartstring to a Service Request
• Find the Status of an existing Service Request
• Modify or Cancel a Service Request
• Search for a Service Request
• Request Category and Service Request Type Listing
• Locate a Completed Estimate
• View Work Task Details
• Create a Service Request to Perform Estimate Work 

These actions are available to Data Steward, Data Administrator, and Department Financial Administrator. 

Job Guides

• Basic Navigation / Project Walkthru
• View All Service Requests
• View Work Details
• View Job Cost Report
• Daily Work Order Report
• Work Order Audit Report

Please visit this training if you view and report on space information. If you manage and update space, please see the Data Steward and Administrator training.

• eLearning (2)

  Please click the myHRLearn curriculum link below for access to the courses below:
  • Facilities Connect: Space Information (Viewer) – (curriculum)

    • Space Information: Viewing Space

    • Space Information: Reporting

• Job Aids (4)

  • Space Information: Glossary of Terms 

  • Space Information: Creating Space Requests
  • Space Information: Find Floor Plans

  • Space Information: Graphical Reporting 

Please visit this training if manage and edit space information.

• eLearning (4)
  • Please click the myHRLearn curriculum link below for access to the courses below:
  • Facilities Connect: Space Information (Data Steward and Administrator) – (curriculum)
    • Space Information: Managing & Updating
    • Space Information: Reporting
    • Space Information: Notifications & Requests
    • Space Information: Change Log
• Job Aids (6)

  • Space Information: Glossary of Terms 

  • Space Information: Creating Space Requests
  • Space Information: Find Floor Plans

  • Space Information: Graphical Reporting 

  • Space Information: Find A Responsible Space
  • Space Information: Change Space Occupants

Please visit this training if you are responsible for completing the Space Validation process.

• Training Recording (1)
  • FY23 Space Validation: Data Administrator Training
  • FY22 Space Validation: Data Administrator Training
• Job Aids (6)
  • Space Validation: Access and Navigation
  • Space Validation: Sponsored Grant Chartstrings
  • Space Validation: Manage Lab Users
  • Space Validation: Request Department Assignment Change (Data Administrator)
  • Space Validation: Manage Department Assignment Change Requests
  • Space Validation: Exporting Your Responsible Spaces
• Quick Guides (4)
  • Space Validation: Request Access
  • Space Validation: Review a Lab Related Space Record
  • Space Validation: Review an Office Related Space Record
  • Space Validation: Open a Closed Space Record
• Space Information: Additional Resources (Website Only) (4)
  • Space: Glossary of Terms
  • Space Class Definitions
  • Function Code Definitions
  • Functional Coding and F&A Rates Training Presentation

Please visit this training if you are responsible for providing data on Space Information. 

• Job Aids (3) 
  • Space Report Matrix
  • Space Report Guide
  • Space Reporting Data Dictionary

Quick Reference Guides

• Project Naming Conventions
• Project Phase Checklists Tasks
• Manage External Contacts
• Locate Capital Project Work Tasks
• Seach Project Work Tasks (All Tasks)
• Project Contact Quick Add Option
• Procurement Tab 

Job Guides

• Basic Navigation / Project Walkthru
• Creating a New Project
• Complete a New Project Record
• Creating Project/ Progress Reports
• Managing External Contacts
• Managing Project Phase Checklists
• Financial Management for Capitalized Projects
• Financial Management for Non-Capitalized Projects

Training Course Recordings/ Materials

• Course 1: Project Management and Planning in Facilities Connect

  • Course Materials 
  • Course Recording

• Course 2: Introduction to Facilities Connect and Creating a Project

  • Course Materials
  • Course Recording
• Course 3: Updating and Managing Projects
  • Course Materials
  • Course Recording: Manage Phase Checklists
  • Course Recording: Managing a Project Schedule (part 1)
  • Course Recording: Managing a Project Schedule (part 2)
  • Course Recording: Create Project/Progress Reports
• Course 4: Financial Management
  • Course Recording

Please visit this training if you view or support design, construction or renovation projects (Facilities Personnel only).

Job Guides

• Basic Navigation / Project Walkthru
• Managing External Contacts

Training Course Recordings/ Materials

• Course Recording

Please visit this training if you manage assets (Facilities Personnel only).

Job Guides

• Managing Assets: Building Equipment 
• Managing Assets: Vehicles, Tools and Test Equipment  

 

 Training Course Recording

• Building Equipment Assets Part 1
• Building Equipment Assets Part 2

Job Guides for On the Go (OTG)

• Access and Navigation
• View and Search My Tasks
• View My Overdue Tasks
• Using Filters and Sorts for Work Tasks
• Viewing the Details of a Work Task
• Viewing Service Request details
• Adding a Comment to a Work Task
• Adding Documents and Photos to a Work Task
• Viewing Parts Issued to a Work Task
• Viewing Asset Information for a Work Task
• Viewing Procedures for a Work Task
• Adding a Time Entry
• Completing a Work Task
• Place a Work Task on Hold
• Viewing On Hold Work Tasks
• Resume On Hold Tasks
• Add a Resource to a Task
• Request Category and Service Request Type Listing
• Creating a Service Request in OTG
• Timesheets: Overview and Hours Logged Today
• Timesheets: Create Time Entry on a Work Task
• Timesheets: Create Time Entry for Time Off
• Timesheets: Hours Logged This Week
• Locate and Search All Assets
• View Asset Detail

Job Guide - On Base Mileage Application

• How to Enter Mileage
• How to Edit a Mileage Entry

Job Guides - Desktop

• Creating a New Service Request

 Training Course Recordings

• Course 1: Access and Navigation (06:41)
• Course 2A: Work Task Overview Part 1 (12:20)
• Course 2B: Work Task Overview Part II (11:30)
• Course 3A: Timesheets and Creating New Time Entries (13:31)
• Course 3B: Managing Timesheets (5:59)
• Course 4: Create a Service Request (07:47)  

Guías de trabajo para On the Go (OTG)

• HOJAS DE TIEMPO: RESUMEN Y HORAS REGISTRADAS HOY
• HOJAS DE TIEMPO: CREAR UNA ENTRADA DE TIEMPO PARA UNA TAREA DE TRABAJO
• HOJAS DE TIEMPO: CREAR UNA ENTRADA DE TIEMPO PARA TIEMPO LIBRE
• HOJAS DE TIEMPO: HORAS REGISTRADAS ESTA SEMANA

Job Guides for On the Go (OTG)

• Register OTG v4.1.2
• Access and Navigation
• Sort, Filter and Search for Work Tasks
• View Submitted Time Entries (OTG)
• Approve Time Entry (OTG)
• Add Time Entry on Behalf of a Resource (OTG)
• View Approved Time Entries (OTG)
• Return a Time Entry (OTG)
• View Unassigned Work Tasks
• View Resource Pool
• View Resource Assignments
• Assign Work Tasks to Resources
• Reassign a Work Task
• Creating a Service Request in OTG

Job Guides for Desktop

• Request Category and Service Request Type Listing
• Supervisor Access and Home Screen
• Supervisor Request Screen
• Supervisor Task Screen
• Search All Service Requests
• Search All Work Tasks
• Search On Hold Work Tasks
• Update Responsible Organization
• Assign Resources
• Adjust Respond By and Due Date
• Adjust Work Time
• Managing My Organizations Active Tasks
• Approve or Return Time Entries (Desktop)
• Enter a Time Entry on Behalf of Others (Desktop)
• Enter a Negative Time Entry
• Manage an Estimate Request
• Perform Estimated Work
• Manage Unassigned Tasks (Desktop)
• Daily Work Order Report
• Work Task Resolution (Desktop)
• Creating a New Service Request
• Adding a Chartstring to a Service Request
• Find the Status of an existing Service Request

FC Training Course Recordings

• Course 1: My Workgroups (06:19)
• Course 2: Time Approvals (09:15)
• Course 3: Work Task Management (07:13)
• Course 4: Time Entry Management (05:09)

Job Guide - On Base Mileage Application

• How to Enter Mileage
• How to Edit a Mileage Entry
• How to Approve a Mileage Entry

Job Guide - Workforce 

• How to Manage Delegation

Job Guides

• Access and Home Screen
• Request Screen Overview
• Manage Requests
• Contact Center Screen
• Tasks Screen
• Contact Center-Customer Interaction Form
• Call Log
• Dispatch Tasks
• Manage an Estimate Request
• Manage Duplicate Requests
• Manage Service Request Drafts
• Search All Service Requests
• Search All Work Tasks
• Search On Hold Work Tasks
• Request Category and Service Request Type Listing
• Create a Capital Project Work Task
• Create a Preventive Maintenance Work Task
• View Job Cost Report
• Assign Resources
• Update Responsible Organization
• Adjust Respond By and Due Date
• Adjust Work Time
• Overrule Billing Type

Job Guides

• Setting Up a New Job Plan Manually
• Removing a Job Plan Manually
• Setting Up a New Job Plan with Template
• Add Multiple Chartstrings to Job Plan 
• Add a New Procedure
• Add a New Asset
• Bulk Work Task Actions
• Ad Hoc Work Tasks for Job Plans

Job Guides

• Create Storage Area
• Update Storage Area
• Retire Storage Area
• View Inventory Items
• Manage Inventory Adjustment
• Update Count Task
• Inventory - Receipts
• Issue Part to Work Task
• Review Work Task for Parts Issued
• View ABC Class Report
• View Part Re-Order Report
• Create Consumable Spec
• Update Consumable Spec
• Create Inventory Item
• Update Inventory Item
• Manage Inventory Adjustment - UOM Conversion

Job Guides

• Create Job Cost Detail
• Run Job Cost
• Accounting Hold
• Work Task Billed (Capital)
• Work Task Billed (Ops)
• Job Cost Related Fields
• Job Cost Reconciliation
• Reverse Job Cost Entry
• Project Costing Audit Report
• Work Order Audit Report
• Overrule Billing Type
• Capital Project Assistance Billing Type
• Building Billing Allocation 

Job Guide

• Add or Modify a Workgroup Member

 

Job Guides

• NUPD Entry Process
• Assign Resources

Job Guides

Updates to Reports 03/2022