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New Upgrades to Work Request Center

Published on by Lai Saechao.

Facilities has upgraded the Work Request Center (WRC) based on feedback from WRC users. These upgrades make it easier to look up work orders, add attachments to work requests, and contact the correct Facilities department with questions.

Updates include:

  • Adding attachments, like photos, to work requests in the Pest Control, Custodial, and Transportation channels. Previously, this function was only available on the General Request screen.
  • The General Request screen has a new “Requesting Division” section. The section auto populates to the requester’s assigned division, but requesters who support multiple divisions can change it. This new functionality allows Facilities to better see and track work requests that are important to science.
  • New lookup options have been added to the “My Requests” screen.  Requesters can now look up requested work using Work Order Number, Project ID, and Activity ID lookup fields, in addition to the options that existed before. As a reminder, anyone can look up any work order in the request center, not just work orders that they submitted.

Have a work status question that you cannot find an answer for in the WRC?

  • Your first point of contact is always your Facilities Area Manager.
  • If your FAM is unavailable, the Facilities Support Hotline is staffed weekdays from 7:00 a m – 3:30 p.m to answer general service/work order questions when your Facilities Area Manager is unavailable. Hotline staff can help live with work order questions and general service questions (such as heat not working).

 

More Information

Facilities website

Work Request Center

Work Request Center – Check Work Order Status

Facilities Area Managers

 

What has changed: Work Order Requests

Published on by Lai Saechao.

As more people return to work at one of the Lab sites, Facilities is working hard to handle an influx of service requests. In this conversation with Tamatha Thompson, Business Systems Analyst, Facilities Division, we review reminders and updates about the work order request process.

Q: For those who are coming to a Lab site for the first time, or for those who may need a refresher, can you describe how someone would request Facilities assistance, and what happens with that request?

Anyone with an LDAP can request Facilities services through our Work Request Center (WRC). Once in the WRC, you select the type of work (general, custodial, transportation, etc.) and complete the online form. When you click “submit”, the system generates a work order number, which will appear on the screen.

A submitted work order enters our system and, within 24 business hours, is assessed (triaged) and prioritized. The GL account is updated, and the work order is routed for the appropriate next steps. Next steps could include:

  • The work order is considered minor maintenance and fast-tracked to the schedule
  • It is sent to planning for further evaluation and hazard assessment
  • It is sent back to the FAM for additional information.

You can look up any work order at any time in the WRC.

We’ve also launched the Facilities Support Hotline. The Facilities Support Hotline is staffed weekdays from 7:00 a m – 3:30 p.m. to answer general service/work order questions when your Facilities Area Manager is unavailable. Hotline staff can help live with work order questions and general service questions (such as heat not working).

Q: What are the biggest changes in the work order process since March 2020?

The biggest change was to the WRC website, which is workrequest.lbl.gov. The updated WRC site was launched in November 2020 with several great features suggested by Lab employees to make it easier to submit and find work orders. The biggest updates are:

  • Key categories – based on feedback, we separated different work categories, like Custodial Services and Key Services, to make them easier to find.
  • Attachments – in the General Work category, which includes general maintenance, alterations, and improvements, we added the ability to attach documents or photos to the work request form. Before, you had to send a separate email. This is really helpful for hard to describe issues or complicated equipment. 
  • Increased lookup functionality – You can now look up any work order in the request center, not just work orders that you submitted. 

Facilities plans additional updates to the WRC to make it even more user friendly, including adding the attachment function to other work categories, and creating a glossary of terms for work order status codes.

Q: What do you want people who have not been on site ever/for a long time to do? 

I want to mention the Technical Area Designation (TAD) database. 

Some labs and technical spaces contain potentially hazardous equipment or materials. Several years ago, Facilities worked with researchers to create a process to ensure that work can be performed safely in technical areas where work environment hazards exist. Division safety coordinators (DSCs) can add controls in the Technical Area Designation (TAD) database that let Facilities know if the space requires an escort and/or if someone must give approval before requested work can be done. 

What we’re finding, after two years of the pandemic, is that information in TAD is outdated. If incorrect information is listed – for example, if the designated work approver has left the Lab – then that can slow down work as Facilities tries to notify the correct people to approve and release the work orders. 

We’re also finding spaces that may not need these added controls. TAD was developed to enhance work safety in technical areas where hazards exist. We’re finding spaces that probably should not be flagged as having hazardous work environments, like cubicles. It takes longer to authorize work in spaces that are flagged, so those designations really should be reserved for areas where greater access control makes sense.

This is a great opportunity for supervisors to review their spaces in TAD and, as needed, work with their DSC to update the information. Anyone can view TAD information, and DSCs are all authorized to make updates.

 

More Information

Facilities website

Work Request Center

Work Request Center – Check Work Order Status

Facilities Area Managers

Technical Area Designation database

Division Safety Coordinators

 

The Way We Work: Fleet Car Safety

Published on by Lai Saechao.

Many people who are returning, or are new to the Lab, may not know that the Facilities Division has a fleet of more than 160 vehicles that are used throughout all divisions, for business use both on and off site. Only Lab employees can drive a fleet vehicle, and they must possess a valid U.S. driver’s license to drive one.

Elements spoke with Heather Pinto, the division’s fleet and contracted services manager, about changes that have been introduced to fleet services and specifically about vehicle safety.

Elements: What things do Lab employees need to know before driving a fleet car?

Heather Pinto: First, we have updated our fleet website with a whole lot more information about fleet safety. There you can also read how to request a vehicle, how to maintain it, how to fuel it, how to report accidents, and there’s a link to all our policies and procedures. We also have a special section for Vehicle Custodians outlining their responsibilities and with links to helpful tools for them.

Our vehicles are leased by the GSA (U.S. General Service Administration) and are for official business use only. And anyone who drives a government vehicle, whether it’s a sedan, or a work truck, or a Gem, should familiarize themselves with our website because there are a lot of great resources there, in particular, for people who aren’t familiar with driving electric or plug-in hybrid vehicles.

Elements: What’s the top concerns about car safety at the Lab sites?

Pinto: Speeding is a big concern. The speed limit at the main site is 15 mph and has been for quite some time. I know 15 mph can be hard to do – it feels like you’re just inching along – but it is our speed limit and it’s really important that people adhere to it whether in a fleet car or a personal car. Another concern is that people need to pay attention, especially with our hybrid and electric vehicles because they don’t emit the engine noise we’re used to hearing from gasoline-powered cars so they can be difficult to hear coming down the road.  You know, the Lab site roads are tight and our parking spaces are sometimes narrow, so it can be difficult to maneuver. If you’re trying to park and you’re not sure if the car is going to fit, put the vehicle in park and get out to look before you try, or get a spotter, or find a different place to park. People should just be aware of their surroundings when they’re driving any vehicle on site but especially a fleet vehicle,

Elements: What should people do if they get into an accident with a fleet car?

Pinto: If you hit a post, or even if it’s just a little ding, that should be reported to us at accidentreport.lbl.gov. Even if you don’t know how the damage occurred, you need to report it immediately. The majority of our vehicles are leased from GSA and we have requirements to keep them in good working condition, with the car body intact. Reporting helps us identify damage and get it repaired so it doesn’t get worse, and it’s a DOE requirement.

What Has Changed at the Lab: Custodial Services

Published on by Lai Saechao.

Depending on the COVID conditions in our communities, more people will return to work at one of the Lab sites in the coming weeks. While the Lab’s buildings will look familiar, Lab processes have changed in the past two years. In this conversation with Ryan Velasco, Site Utilities and Maintenance Department Head in the Facilities Division, we looked at some of the most apparent changes that people returning to a Lab site will notice.

 

Q: What are the biggest changes in Custodial Services since March 2020?

Before I go into what has changed, I want to share what has not changed with custodial services. The custodians have been cleaning and maintaining all the buildings at the Lab, regardless of occupancy and usage, since the shelter in place order took effect in March 2020. We’ve been doing all the daily, weekly, and monthly cleaning routines. When you come back to the Lab, you will come back to buildings that have been regularly cleaned and maintained. 

As for what has changed, beginning in March 2020 the custodial team started wiping down high touch surface areas more, like all the entry doors, the lobbies, and bathrooms. When COVID began the custodians were really focusing on making sure that the high touch surface areas were being continuously wiped down.

Q: What do you want people who have not been on site ever/for a long time to know? 

As people come back, they are coming back to buildings that, like I said, have been regularly cleaned. The daily, weekly, etc., cleaning routines are on the Custodial Services page. 

If there are areas not routinely accessed, they may need special cleaning, such as rad labs or laser labs, or private offices that are routinely locked and controlled. Say someone comes into one of those areas and they have a dusty lab, or the floor is a little grimy. Anyone can request special custodial services by filling out a Work Request.

We’ve been receiving questions about, or requests for, what some are calling “deep cleaning.” Deep cleaning is going to be different for each space. When you request special custodial services, a custodial supervisor or your FAM will need to meet with you and discuss what needs to be done, what needs to be cleaned out, and what needs to be put away in the space before custodial services can come in and clean.

These extra services or deep cleaning requests will take time as well. So I ask everyone to be patient as we repopulate the buildings. Due to workload and timing, it may take several days for your request to be completed.

Q: What more do you want employees to know/How can employees learn more about custodial services?

The custodial services team has been onsite as essential workers since the pandemic began. They have worked hard to maintain the buildings for the time when we could reopen the Lab, and I know they are looking forward to seeing more people at work. 

For more information, visit the Custodial Services webpage or feel free to contact our Custodial Supervisors: Jose Mayorga (x7281) or Soledad Espinoza (x5034).

 

 

What Has Changed at the Lab: Guest House

Published on by Lai Saechao.

It’s been about two years since guests have stayed at the Lab’s Guest House, but that changes on March 7 as guests are being welcomed back. At this time, guests will be limited to affiliates of the Lab. Learn more in this conversation with Heather Pinto, Fleet and Contracted Services Manager, and Tori Gauthier, Guest House General Manager.

Elements: What are the three biggest challenges in reopening the Guest House?

Tori:

Getting the Guest House ready has taken a lot of work. It’s all about service and cleaning! We’ve hired new staff (with some returning faces), cleaned every room, implemented new procedures for cleaning and safety, and purchased new equipment for cleaning and safety. We are balancing getting guests in the door with restrictions due to COVID. We want to ensure everyone’s safety and follow all of the site access requirements while trying to utilize the Guest House as best as possible. 

Heather:

There have been changes to food options at the Lab so we are working closely with Lab security to have a process in place for guests to request food deliveries. The ALS will be going dark later this year, which will mean fewer guests, and we are looking for ways to eventually attract additional guests.

Elements: What COVID controls will guests be required to follow?

Heather:

Current controls include masking in shared spaces and a requirement to be vaccinated or show proof of a negative test. Rules are changing quickly, so the most up to date information can be found on the Guest House website.

Tori:

As of today, all guests will be asked to sign a copy of the BLGH COVID In-House Policy at check-in. Policy will include declaration that the signer acknowledges they are symptom-free, will agree to actively self-monitor during their stay and will report to staff if they feel symptomatic. Policy will also outline that developing symptoms during their stay will result in the guest being asked to leave.

Elements: What more do you want employees to know about the Guest House?

Heather:

We want employees to know that they can stay at the Guest House, too. For folks who have to stay late and don’t want to drive home, the Guest House is a convenient option that is priced well. There are 57 rooms of varying size, many with amazing bay views. 

Tori:

There are grab-and-go food options available in the lobby. There are dedicated parking spots for guests. Email Reservations@BerkeleyLabGuestHouse.org at any time with questions.

MORE INFORMATION

Berkeley Lab Guest House  

Information and Reservations: Reservations@BerkeleyLabGuestHouse.org

Welcome to Facilities’ new website!

Published on by Site Admin.

The Facilities Division has a new website which follows the Operations website theme design, developed to give all of Berkeley Lab Operations websites a consistent look and feel. The focus of the web content is the services provided by Facilities (and by each Operations Division). Berkeley Lab employees and affiliates can search or navigate through services, as well as resources (documents, forms, databases, and systems), and group information.

The features of the new website include a responsive design which makes accessing the website on smartphones and tablets easier, common navigation, contextual search (search within the site), news/updates, feedback, and more. The website platform is WordPress.

The ongoing development of the Operations websites will be a collaborative effort amongst the Berkeley Lab community and the Operations Divisions which includes all the staff who will support content creation, content management, web design, and web development.

For more information about Facilities Division website contact Lai Saechao.

For more information about this project contact Kryshna Aviña who serves as the Ops Web Program Manager.

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