Minor Facility Request

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Minor facilities requests are required frequently in work locations. Therefore, standardized procedures are used in most organizations for efficiently handling large numbers of these requests.

It is assumed that this request covers only small facilities work efforts such as installing shelves, rearranging furniture, paint refresh etc. (i.e. the total sum of all activities is 20-40 hours). It does not cover large work efforts that require more formal project management.

Authorization

The authorization process of the minor facilities request includes approval from the requester's manager and from the Facilities Management organization.

The following tasks are performed as part of the authorization process:
  1. Requester management approval
    Note: If management rejects the request, the requester is notified and the request is closed.
  2. Facilities management approval
    Note: If facilities management does not approve the request, the request is closed.
  3. Notify requester of approval

Fulfillment

A minor facilities request is typically a small maintenance work effort (20-40 hours) and is performed by a single, in-house or contracted craftsman. Examples of these include:
  • Office furniture alteration
  • Paint jobs
  • Cleaning

The process begins after the catalog request has been approved. A Facilities Coordinator receives the request, plans the work and coordinates its execution by craftsmen or service employees.

The following tasks are performed as part of the fulfillment process:
  1. Prepare move schedule
  2. Prepare work location
  3. Execute work
  4. Clean up
  5. Review with requester

Resource assignment

Direct assignment by analysts to specialist or the team queue.

Role assignment

Table 1. Minor Facility Request role assignments
Role Responsibilities related to Minor Facility Requests
Service Requisition User Enter service request information for a Minor Facility Request.
Requester Manager/Approver Receives e-mail asking for an approval for a Minor Facility Request.
Facilities Manager Manages a facility and approves work.
Facilities Coordinator Manages work at the facility.
Facilities Employee Craftsperson executing the work.