Work Order System
Welcome to the Work Order System, Megamation
How to have a profile created, to use the Work Order System:
Have your administrator e-mail Alexandra Dulmage, with their approval, to add a new user (This will generally be the Head Secretary or Head Custodian)
Include the employee ID Number of the new user and their official start date
Once the new user is setup, the employee will receive a separate e-mail with personal login information
These are submitted for general day to day maintenance including, but not limited to, grounds, badging/security, fire systems, plumbing, carpentry, locksmith, electrical, and any hvac issues your site has. These are handled by Facility Operations.
Please make sure your team is working together when it comes to Work Order submission to avoid duplicates. Duplicates slow down our process and our ability to get work on the schedule.
Please do not submit Work Orders to check on the status of a Work Order or to add something you forgot to the original.
If you have any questions, concerns, additions, or status inquiries please email Alexandra Dulmage with the Work Order number and your question/amendment.
Please provide as MUCH detail on the work order as possible. We need to know rooms, locations, type of issue, details about what happened or what is going on, size of broken windows (also if they are double or single pane), if a fridge/freezer is walk-in or reach in, unit numbers of HVAC systems having problems, etc. This way our technicians know what they need to be prepared for and our contractors have detailed information about the job.
CUSTODIAL ROVERS DO NOT SUBMIT WORK ORDERS OR INCIDENT REPORTS FOR SITES.
PLEASE DO NOT REACH OUT TO FACILITY OPERATIONS TECHNICIANS DIRECTLY.
(Call the Facility Operations front office if you have questions, need to report something, or need assistance.)
Head Secretaries and Head Custodians are the MAIN point of contact for work orders at a building. They will also be the ones to submit Incident Reports through Safe Schools (contact Mike Reilly if you have questions regarding this program)
(For clarity the only people who generally have work order access are Administrators, Head Secretaries, and Head Custodians.)
EXTREMELY IMPORTANT: Please DO NOT call Facility Operations technicians or contractors directly, or direct them to fix anything they do not have a work order for, while they are on site. This is causing extremely problematic issues and expenses as well as a large amount of confusion and lost time.
IF YOU HAVE AN URGENT ISSUE/EMERGENCY (Burst pipe, smoke, etc): Call the front desk of Facility Operations at 503-353-6057. NOT our Technicians. And then submit a work order.
Sites must submit their OWN work orders for tracking problems. Please communicate with your site, or the site where the problem is located, and have appropriate staff submit the request.
Here are some examples of what should be submitted, as a HelpDesk Ticket, for Technology:
Certain PA systems
Front Door Intercom
Printers (if the printer stops working or someone's badge does not work on the printer)