Accessing the Test Database (TRAIN)

Click on: https://worqs02.austin.utexas.edu/forms/frmservlet?config=famisMR12

In the Logon box, use the following:

• Username: LASTNAME_FIRSTNAME_MIDDLEINITIAL
• Database: TRAINDB

Email facilityWORQS or call us at 232-5020 to request a password.

Back to FAQs

Accessing FAMIS from Off-Campus

In May 2006, we enhanced security by placing the FAMIS server behind a firewall. To access FAMIS from any off-campus location you must first connect to the UT network through a Virtual Private Network (VPN). If you do not have the VPN software installed on your home computer, go to the BevoWare website and download the Cisco Systems VPN Client application from the Utilities section. Once installed, login to the VPN and then login to FAMIS.

Back to FAQs

What do I do when a room number is missing in FAMIS?

To request a provisional (temporary) room assignment in FAMIS please visit: http://www.utexas.edu/academic/ima/worqspace/provisional

Back to FAQs

Deleting and/or Changing a Project Account Number

To have an delete or change a project account number, please email Business & Financial Services with your request.

Back to FAQs

Running a Delinquent PMI Report

FAMIS doesn't have this as a 'canned' report, but you can get the same info by running the 'Active Work Order Detail Report by Maintenance Type' (found in the Work Orders/Reports – Active WO folder) with the following search parameters:

(Note: status and type need to be in ALL CAPS.)

Back to FAQs

Requesting an Account Number or Misc Cost Type be added in FAMIS

To have an Account Number or Misc Cost Type added in FAMIS, please email Business & Financial Services with your request.

Back to FAQs

Entering a Return or Price Adjustment for a Benchstock Issue

If you’ve overcharged for a benchstock item or issued too many, the solution is to make a negative issue. This procedure applies to ProCard purchases as well, since those are tracked in FAMIS as benchstock items.

Back to FAQs

Finding Work Orders by Account Number

The quickest way to look up work orders by account number is through WORQS at https://utdirect.utexas.edu/webapps/worqs/ (NOTE: There's also a link to WORQS at the top of your FAMIS Navigator Menu). Once in WORQS, click the Search for Work Requests link and enter an account number in the appropriately labeled field and press the Submit button. (If you do not see the Search for Work Requests link, please contact facilityWORQS.)

Back to FAQs

Q&A for Labor Entry

• Q: Does the date in the Work Date field automatically appear -- and is it defaulted for today?
  A: It does appear, but defaults to yesterdays' date. Date shortcuts do work; see the SOP for Using Date Fields.
  
• Q: Do the hours add up automatically in the "total hours" box?
  A: Yes, the hours will accrue each time you go to the next line.
  
• Q: What kind of comments would you add in the "comments" box?
  A: Generally not being used - if there were unusual circumstances (don't know what those would be, exactly) you might want to add them there.
  
• Q: What is the "Work Done?" box for and why don't we check it? Does it get checked automatically when the work order is closed?
  A: Currently we do not use this feature.
  
• Q: What happens in the Location and Work Order description fields? Are they automatically filled in by the WO?
  A: Yes, when you enter the WO# then Tab, the Location is completed with the Site/Building, and the Description is pulled from the WO.
  
• Q: Would you ever need to use the Daily Schedule tab?
  A: Currently we do not use this feature.
  
• Q: What happens if we find out we made a mistake after it's been approved?
  A: To make a correction, enter a negative number of hours to zero out the bad transaction, and then post the correct transaction like you normally would.
  
• Q: How do you look up old DLRs?
  A: The paper copies of the DLRs are kept on file for a year. To look up entries in FAMIS: For an Individual Employee - current month's entries are stored in the Employee Record; For a Specific Work Order - entries are recorded in the WO Closing Form, and in the WO Cost Summary Form. Beyond that, there are a number of canned reports that will give summary and detail info by crew, date, employee, WO, etc.

Back to FAQs

Material Charges for Standing Work Orders

When Benchstock, ProCard, or other charges need to be posted against a Standing Work Order, use the Maintenance Issue form. If the form does not appear on your menu, create a quick-pick button to access it.

Back to FAQs

Batch Printing Work Orders

When a new work order is created, this box is checked; the first time the work order is printed, the box gets unchecked. To print all unprinted work orders for a single shop, you need to do a batch print, as follows:

• Open any work order.
• Click on the 'Print' button on the right side of the form; this will open the 'Print Work Order Tickets' form.
• The form defaults to selecting the 'WO Number' button on the left, with the current work order number on the right.
• Click in the field below the work order number and type in your crew number.
• Select the 'All Marked to Print for Crew' button on the right.
• Select the print method by using the drop down box to select either screen to generates a PDF like in 7i or printer to send the print job directly to printer. Note: Before you can utilize this feature, you must select a network printer from list; if your printer isn't listed, you will need to print to screen.
• Very important: The next step is to click the 'Okay' button but before you do that, check twice to make sure you have changed the crew from ALL to your own. If you leave it set to ALL, you will print everyone's work orders, and become very unpopular.
• Click the 'OK' button.

(Note: When printing to screen, if you don't print or save the PDF, you will have just unchecked all the 'Print Ticket on Next Batch Run' checkboxes and your PM work orders will NOT print again as part of a batch run. You'll either have to print them all individually or see instructions on resetting the print ticket flag.)

Back to FAQs

Entering Service Requests for Elevator Trouble Calls

See the SOP for Creating a Service Request and use the following values:

If zone support is needed, add the crew as secondary labor.

Back to FAQs

Using a Service Request Number to look up a Work Order

Open the Service Request form and query the Service Request number. Click on the Other tab and the WO Number is displayed on the right-hand side.

Back to FAQs

Labor & Material Entries for Terminated Employees

When an employee is inactive, FAMIS will not allow you to post labor and material charges against that employee’s ID and you will receive an error message relating to that employee's crew not being assigned to the request. To work around this, please email worqs@austin.utexas.edu requesting temporary reactivation of the employee; you will then have a limited amount of time to make any needed entries.

Back to FAQs