STABLE Work Order Request versus a Construction Project Request

STABLE Work Order

Work Orders are used for minor renovations and Facilities Maintenance related items.

For example:

• Carpentry request
• Plumbing request
• Electrical request
• Painting request
• Too hot/too cold temperature adjustment request
• General maintenance request
  • Minor finish (flooring, painting, wall covering, countertops, etc.) changes or upgrades
  • Minor renovation, repair and maintenance of existing buildings and infrastructure
    (electrical, lighting, plumbing, HVAC, low voltage, etc.).
• Key request
• Locksmith request (beyond a key request)
• Chemical fume hood (lab) maintenance request
• Custodial request
• Fire alarm and systems request
• Indoor air quality request
• Landscape request
• Pest control request
• Personal protective equipment (PPE) request
• Vehicle/fleet maintenance request
• Furniture moves
• Office location changes
• Event and room requests

Construction Project Request

Construction Project Requests are used for new construction projects and complex renovations.

For example:

• Major finish changes or upgrades (flooring, painting, wall covering, countertops, etc.)
• Space reconfiguration
• Addition or removal of walls
• Addition or removal of utilities (electrical, plumbing, HVAC, low voltage)
• Projects that require design services
  • Design services for construction drawings could include the coordination of the following disciplines: civil engineering, landscape, structural, architecture, interior design, mechanical, electrical and plumbing engineering, cost estimating, an accessibility consultant, and information technology.
• Projects requiring permitting
• Projects requiring detailed coordination with other SMU Departments

Construction Project Request Process

1. Project Requestor fills out this form.
2. The form will route for signatures to confirm departmental leadership approval of the project, the proposed funds and the funding source. This can take up to two weeks or longer dependent upon availability of signers and funding status.
3. Next it will be sent to the SMU Project Management Services Department to assign a Project Manager.
   • If a Project Manager is available, one will be assigned within 2 working days (dependent on workload).
   • If project volume is higher than normal, the Project Requestor will be informed of their place in the queue to be assigned a Project Manager.
4. Project Manager will make initial contact and schedule a site walk with Project Requestor to confirm the scope and start the pricing process. This can take up to a week or longer dependent upon the availability of the Project Requestor.
5. Pricing can take up to 2 weeks or longer depending on the complexity of the scope of work and the number of vendors involved. Once complete, the Project Manager will send pricing and an estimated project duration/schedule to Project Requestor for approval.
6. Once Project Requestor approves, Project Manager will submit a Funding Request within 5 working days (dependent on workload).
7. Funding Request will route for approval. This can take up to two weeks or longer depending on signer and funding availability.
8. Once the Funding Request is approved and funds are posted to the project, the Project manager can now write contracts and coordinate/schedule the work with the Project Requestor and all other parties involved.

Estimated durations above exclude weekends and SMU holidays. These durations are dependent on the speed of decision making and the availability of the Project Requestor, Project Manager, funding and approvers. When all parties and funding are available, durations noted above can be significantly improved.

We look forward to serving you and will always work to expedite when possible.