Work Order Status Codes

Status codes define the status of a service request or work order.

Requested
The service request has been received for review and processing. If the information is complete and no clarifications are required and it is not a request for an estimate, your request will be converted into a work order.

Review
The service request requires further evaluation or information prior to creating a work order.

Approved
The service request has been reviewed by Work Control, information is complete, and the service request has been turned into a work order.

Dept. Approved
This status only applies for properties managed by Residential Operations (Res Ops) or the Real Estate Office (REO). Requests for services related to these properties are first reviewed by the Res Ops and REO facilities departments prior to being submitted to FO&M’s Work Control Center. This status designates that the REO or Res Ops office has approved the request to be forwarded to the FO&M Work Control Center.

Estimating
The service request specifically asked for an estimate prior to performing the work. FO&M has received the request and an estimate is being prepared.

Est. Sent
The service request has been estimated and the estimate has been sent to the requestor and is awaiting financial approval.

Canceled
The requestor has decided to cancel the service request or work order. A confirmation email is sent to confirm this status to the requestor.

Rejected
The service request has been reviewed by the appropriate facilities department (FO&M, ORL, or REO) and determined that the work will not be performed. There are many reasons that a service request can be rejected including no funding approval, the work is not consistent with the College’s short or long-range plans, against College policy, etc. In the cases where a service request is rejected, a discussion will take place with the requestor reviewing possible alternatives for the work requested and an confirmation email will be sent to the requestor.

Change Order
This status is used by Conferences & Events during the service request phase to alert FO&M to changes in the scope of existing work orders. Work Control updates the scope of the existing work order and then changes the status of the service request to closed.

Open
Work order is active and is pending assignment to a staff member after review by the supervisor.

Assigned
Work order has been assigned to a specific employee to complete the work.

Scheduled
This status is used for priority type 4 and type 5 work, that has been scheduled to take place on a particular date. Please note that only priority 4 and 5 work receives the status scheduled.

Hold
Work Request Definition: The work request after previously being approved has been put on hold for a specific reason. This could be at the requestor’s direction or at the direction of FO&M. The reason for a particular work order being placed on hold will be communicated with the requestor.

Service Request Definition: This is used by Conferences & Events to start entering data into the service request form. They will place a service request on hold while they await to receive the additional information from the requestor to complete the information required for the work order.

Complete
The employee performing the work has reported to the supervisor that the work is complete. If the status is complete and the requestor does not believe the work is complete, please contact the Work Control Center or shop supervisor.

Closed
Supervisor has reviewed the completed work order and no further action is required. Please note that material and labor charges can still occur after the work order is closed. This is because the labor and material postings lag behind the closing of the work order.