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Archibus Information


Archibus

Click HERE for Archibus Online Help Documentation (Learning Path)

Facilities Services launched its new Archibus IWMS system on January 5, 2015.

The switch to the new system was to eliminate some existing bottlenecks and other defficiencies with our legacy CMMS system (such as dispatching, Web interaction, and hard to obtain report information).

Now Archibus gives our customers easier access to work order information, broader access to more detailed reports, and real-time updates on work orders currently in the system.

In addition to creating a more transparent, user friendly experience, the Archibus system increases our service levels to campus in many more ways, such as:

  • Improved responsiveness of Facilities Services through direct electronic routing of requests, web form requests, quicker electronic approvals (with campus financial officers approving chargeable work before it ever reaches Facilities Services), and the availability of more information and web-based services.
  • Work Orders are now routed directly to supervisors and even to craftspersons working in the field via smart devices (tablets, cell phones, etc.). These devices also allow our team to quickly process these requests, with more information right at their fingertips to assist our customers.
  • Easier and more accessible reports are also available to allow our customers to track work order process and increase productivity.
  • System transparency allows customers and workers alike to see statuses of requests along any point of the business process workflow.

If you have any questions, please feel free to contact Kevin at garlandk@utk.edu, Leo at lpedigo@utk.edu or Veronica at vhuff@utk.edu.

Archibus is a global provider of real estate, infrastructure, and facilities management software that allows Facilities Services to better schedule, dispatch, manage, and report maintenance tasks efficiently using customer self-service capabilities to reduce operational costs and increase satisfaction.


What does this mean to our customers?
By logging on to Archibus (archibus.tennessee.edu) Facilities Services customers are able to view all past history of their work requests, receive timely notifications of work status changes as work proceeds, can check the status of their work requests day & night, and can review billed work orders online. It is Facilities Services' goal to provide better transparency to our customers and to provide faster responses and turn-around times with requested work. Because Archibus is a web-based application that automates many steps during the maintenance process, we are raising customer satisfaction levels by empowering requesters and communicating with them at every step of the process. Click here to open a brief PDF file showing how to logon to Archibus and how to create a service request.

All requests for Facilities Services work should be entered online using Archibus (or using our "One Call" line: (865) 946-7777; or 6-7777). Please review the links below to find out more about the impact of our changeover to Archibus. If you have any questions feel free to contact us via email garlandk@utk.edu or phone at: (865) 974-4009.


What does this mean to campus financial officers?

Campus financial officers will receive email notifications now that Archibus is live, directing them to logon to Archibus (archibus.tennessee.edu) and approve or reject any chargeable service requests that Facilities Services receives before work is started. By empowering campus units to review chargeable service requests before any work begins, we are facilitating better fiscal awareness and to prevent any unexpected charges that may impact campus budgets. Click here to open a brief PDF file showing how to logon to Archibus and how to approve or reject a service request. For more information on services we provide and which services may be chargeable, please visit our Services Guide page: http://fs.utk.edu/services.htm

Archibus Ledger Reconciliation Guide


All requests for Facilities Services work should be entered online using Archibus (or using our "One Call" line: (865) 946-7777; or 6-7777). Please review the links below to find out more about the impact of our changeover to Archibus. If you have any questions feel free to contact us via email garlandk@utk.edu or phone at: 974-4009.


ARCHIBUS LOGIN
Customers can login to Archibus using their NetID and password at the same url where service requests are submitted now (http://facserv.utk.tennessee.edu/projwo.htm) or directly from the new Archibus site (archibus.tennessee.edu). Financial Officers can approve/reject work or provide substitute approvers when they know they will be out of the office. All requests for Facilities Services work should be entered online (or using our "One Call" line: (865) 946-7777; or 6-7777).


ARCHIBUS TRAINING & FURTHER INFORMATION
No formal training will be required of our customers. You may, however, use the links below to view more information about Archibus. All requests for Facilities Services work should be entered online with Archibus (or using our "One Call" line: (865) 946-7777; or 6-7777).

Introductory Video
Archibus Homesite
Learning-path files

Again, if you have additional questions or comments please contact us via email garlandk@utk.edu or phone at: 974-4009.