University Facilities

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1 1 University Facilities WebTMA Requestr Training Manual WebTMA is Drexel University s nline wrk rder management system. The fllwing instructins will walk yu thrugh the steps n hw t: 1. Submit a wrk request 2. Authrize chargeable wrk if yu have been given that ability by yur cllege/divisin 3. Check the status f a wrk request r wrk rder 4. Change yur passwrd Registered requestrs lg int the system by ging t the website and using yur Drexel User-ID as the Lgin ID and the passwrd that has been assigned t yu. The client name is drexel. Once yu are able t lg-in with yur credentials, yu need t change yur passwrd. Directins n hw t d s are included in this training material. Please nte that any Drexel faculty member, prfessinal staff, r affiliate can submit a simple, nn-chargeable wrk request thrugh the link n the University Facilities webpage at withut having t lg int WebTMA. If yu have any questins abut yur WebTMA accunt r the wrk rder prcess, Passwrd resets and system errrs can be ed t T request access t WebTMA, cmplete the WebTMA Requestr Frm n the University Facilities website and have it signed by the Business Manager in yur cllege r divisin. Cntact with questins.

2 2 Yu may have a pp up blcker t disable nce yu ve lgged in. Fllw the steps belw t disable this feature. Right Click n the Yellw tl bar at the tp f the page and select Always allw Pp-Ups frm this site. The bx belw will appear, and click YES. Then click n the Retry buttn when the message belw appears. Yur page will refresh and yu will nw be able t submit yur request in the system. An additinal windw will appear and yu have successfully lgged in.

3 3 Hw t Submit a Wrk Request in WebTMA The system will autmatically bring yu t the belw Identity tab with all f yur infrmatin pre-ppulated. The items in RED are mandatry fields. 1. Be sure that the Ntify Me bx is checked befre yu submit yur request if yu want t keep track f yur request via ntificatins. Yu will receive an when the request is mved t a different status. A cpy f these s can be sent t anther persn as well. Simply enter their address in the Request Cpy T field. 2. Leave Accunt # blank until yu enter the building infrmatin. Once the Building Name has been selected, yur default accunt number fr billable wrk rders will be autmatically ppulated in the Accunt # field. If yu need t chse a different cst center t charge, yu may select it frm the drp dwn list. All requests will have an accunt number assciated with it regardless f if the request is fr chargeable wrk r nt. 3. Campus Name will be defaulted t yur campus. 4. Click n the Building Name drp-dwn bx t select a building. Yu may have access t submit a request fr any building n campus, r yu may have limited access and can nly select frm the buildings shwn. 5. Select the Flr Cde and Area (rm) if yu have that infrmatin available. 6. Enter a descriptin f the wrk yu need cmpleted in the Actin Requested bx. Make sure t be as detailed as pssible. 7. Click the SAVE buttn in the tp right crner f the screen.

4 4 After yu click SAVE yu will receive a cnfirmatin message with yur assigned request number. This means yur request has been sent the Dispatch Center fr review. Hw t Authrize a Wrk Request in WebTMA Each cllege/department has a business persn designated t authrize chargeable wrk rders submitted by nnregistered faculty and staff thrugh the Facilities website. Wrk requests charged t grants will als be ruted t the Office f Research fr apprval befre becming a wrk rder. The Facilities dispatchers will rute these requests t these apprvers, wh will receive an ntifying them that they have a request pending authrizatin. T view these, click n the Pending Authrizatin tab. It is then the respnsibility f the apprver t click either the Authrize r Reject buttn. If Authrize is selected, a valid cst center number must be prvided in the Cmments field, as well as any special instructins r limitatins. The riginal requestr will receive ntificatin f this status as well. As a Registered Requestr yu have already been given the authrity t submit chargeable wrk requests by the Business Manager in yur cllege/divisin. It is yur respnsibility t make sure yu are apprpriately charging wrk t accunt numbers and areas fr which yu have the authrity and versight f.

5 5 Hw t Check the Status in WebTMA Once yur wrk request is saved, a dispatcher will either accept it r reject it. Once accepted, it will be cnverted t a Wrk Order and assigned a Wrk Order Number. Click n the Brwse tab t view all Open Requests, Rejected Requests, Open Wrk Orders, r Clsed Wrk Orders. If yu knw the request r wrk rder number, yu can als enter it n the Status tab t view detailed infrmatin n yur request. Depending n the access given t yu by yur cllege/divisin, yu may either have the ability t nly view the status f the requests that yu submitted, r yu may be able t see all f the requests within a certain building(s). In additin, if yu selected the Ntify Me bx, yu will receive an when the request is accepted r rejected, if it is placed n hld, and when the wrk is cmpleted. If there are any questins regarding yur request, ne f ur Dispatchers r Managers will cntact yu fr clarificatin r feel free t call University Facilities at

6 6 Hw t Change Yur WebTMA Passwrd Select File at the tp f yur screen. Scrll t Persnal Inf Select Edit Change Passwrd and Save

7 7 Enter the riginal passwrd when prmpted and then click OK

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