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OVERVIEW

Building Automation Systems (BAS) Too Hot/Cold Work Order Management. Following this procedure will provide consistent and efficient management of work orders regarding too hot/cold calls.

ROUTING ROUTINE TOO HOT/COLD CALLS THROUGH WCC

Facilities Services (FS) Work Control Center (WCC) receives initial issue/request and creates a work order (WK).

Requests come from these sources:   

WCC staff should use the following script to gather the necessary information from the requester:

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Contact Information 

  • Name
  • Phone Number
  • Email (note: recommend asking for an alternate staff member’s contact information if the original requester is difficult to reach)
  • What building and specific room number(s) are affected? (It isn't helpful for the work order to say the entire building.  At least provide the callers location)
  • What date(s) and time(s) was/were the condition(s) first noted or reported? (i.e., July 1, at 6:30 p.m.; or classroom XXX on Tuesday from 7-9 p.m.)

WCC will create a call log entry, for the work order, with some unique handling, based on appropriate problem code.

BAS Electrical Problem Codes

  • BAS Controls (High priority must be dispatched)
  • Hot/Cold (High priority must be dispatched)
  • P1 Renos (all P1's are dispatched)
  • P3 Renos

BAS Electrical account set-up RXBLDS 23555

BAS is the first responders for hot/cold calls, who will triage and determine if the root cause is controls or mechanical in nature.

If controls in nature, the BAS Department will perform the work

    • BAS may ask for a phase addition for the controls contractor 
      • The controls contractor index is RXBLDS 23555

If mechanical in nature, the BAS ECST will contact Work Control via phone, email, radio or WCC AiM notes with pertinent details associated with the parent work order.

  •   Work Control will create a phase addition for the mechanical shop to perform repairs, as needed.  If urgent Work Control will dispatch the mechanical shop.
    • Mechanical shop index is RBSYS 23555.

ROUTING URGENT TEMPERATURE ISSUES

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titleExamples - Click here to expand..
  • In Faculty/Staff Offices Reported as “Can’t Work” or “Sweating”
  • In Classrooms or Work Areas Reported as “So Hot That People Can’t Occupy the Space,” “Sweating,” or "Shutting Down Class"
  • Temperature, humidity control, or pressurization issues in a critical research lab, suite, or archival space
    • Several Examples:
      • Jordan Schnitzer Museum of Art (JSMA)
      • Constant Temp (CT) Rooms
      • MRI
      • University Health
      • Lokey Labs
      • Zebrafish
      • C-MER

Document Hot/Cold Work Orders Step-By-Step Guide: 

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Unique work orders are created for all issues.  No generic or annual work orders are allowed for these types of issues.

  •  Create a new WK only after verifying a pre-existing open/assigned WK is not in place for the issue. This will provide better tracking and documentation, per the ECST’s notes on each specific WK. 
    •  The ECST will clearly document the as-found condition and proposed resolution/repair of the root cause on the WK. 
     If parts are required, the ECST will make notes in the WK for status, and submit a purchase request (PREQ) to order the parts.
  • Once the parts arrive, the ECST will perform/coordinate the repair, update the notes on the WK, and change status to complete-pending review for the BAS Supervisor to review and complete work order.

    • ADDITIONAL INFORMATION

    If campus requestors inquire about an Air Conditioner or Heater send the below reply emails:

    Air Conditioner

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    Greetings, XXX,
    The process for requesting an air conditioner has four steps:
        1) A work order created for BAS to perform an assessment of the space ensuring a more global fix won’t work (RXBLDS)
        2) If BAS approves, Work control will add a phase for Electrical to make sure the circuits can handle a new unit (billable to department)
        3) If Electrical approves, customers' orders a university approved unit through Electrical (billable to department)
        4) Maintenance Support or Carpentry can build the necessary part to attach the hose to the window, deliver and install (billable to department)

    If you are still interested, please let us know the room number(s) involved and what index you would like to use once approved.

    Thank you,

    Heaters (safety sheet)

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    Greetings, XXX,
    The process for requesting a portable heater has three steps:
        1) A work order created for BAS to perform an assessment of the space ensuring a more global fix won’t work (RXBLDS)
        2) If BAS approves, Work control will add a phase for Electrical to make sure the circuits can handle a new unit (billable to department)
        3) If Electrical approves, customers' orders a  university approved unit through Electrical (billable to department)

    If you are still interested, please let us know the room number(s) involved and what index you would like to use once approved.

    Thank you,

    Freezer Alarms

    There is a notification program set up with the occupants. Work Control needs to ask for an index for any updates to this program.

    List of Buildings BAS Does Not/Or Partially Services for Hot/Cold Call (need to be assigned to Mechanical)

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    1600 MillraceBAS controls
    1715 Franklin

    No BAS control - send to Mechanical.  Stand-alone refrigeration equipment

     Exceptions that go to BAS are:  167, 169, 170, 171, 172N, 172J, 172K, 172N, Hall 172  (8 rooms) Basically heat pumps with a web base connectivity

    1900 Millrace -


    Agate Hall

    This building is served by Daikin DX Refrigeration equipment.  Assign to Mechanical 

    Alder Building

     No BAS - send to Mechanical.  This building has a stand-alone boiler and local radiators

    Baker

    Baker Downtown Center.docx

    Condon308 is local refrigeration equipment - go to Mechanical
    Esslinger Hall 

    Room 122 - no BAS Controls - Send to Mechanical 

    • All of South Esslinger is Mechanical 
    Friendly Hall served by local radiators - not BAS
    Frohnmayer Music building rooms 143 and 143A
    Gerlinger AnnexBAS
    Gerlinger Hall

    Served by local refrigeration equipment - goes to Mechanical 

    Hendricks Hall

    Hendricks DX AC.docx

    All the building served by DX refrigeration 

    Klamath Hall

    Building is BAS but Room 271 has refrigeration units that go to Mechanical

    Lawrence

    Image Added

    Lawrence.docx

    Snip above shows the area that has BAS control - rest is local stream radiators 

    McMorran House (Pres Res) 

    Boiler - belongs to Mechanical 

    Paleoecology Research Building 122

    Send to Mechanical 

    PLC

    Officers are served by local radiators with local manual control valves. Assign to the mechanical shop  

    Rainier 

    no BAS Controls - send to Mechanical 

    Streisinger

    Streisinger.docx

    Rooms 266 and 366 are served by DX Refrigeration Equipment with local control

    Susan Campbell

    no BAS - send to Mechanical 

    University Hall 

    not BAS - send to Mechanical 

    UOPD East Station Annex A

    no BAS controls - send to Mechanical 

    UO Annex 

    No BAS - send to Mechanical 



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