Tenant Requests

INSTRUCTIONS FOR TENANT REQUESTS

Oak Brook Regency Towers provides online service requests for tenant contacts as an amenity. To access the Tenant Request system:

· At the login screen, enter your user name and password.

ü Your username is your first initial and last name.

ü The default password is 1234.

· Click the “Sign In” button.

To change your password:

· At the login screen, enter your user name and current password.

· Click the “Change Password” box.

· Re-enter your old password.

· Enter your new password.

· Re-enter your new password.

· Click the “Ok” button.

· Re-sign on to the system following the above procedures to access the 360Facility system utilizing your new password.

To enter/create a new work order request:

· Click the tab marked “Create Request” at the top left corner of the screen.

· Under the “Property” field, no change. Proceed to next step.

· Under the “Space/Floor” field, please identify the suite/floor number that the service request work order is for, not your personal floor location.

· Under the “Type” field, select the type of service requested. Choose from one of the following types:

ü Cleaning

ü Office of The Building (After hours HVAC, security cardkeys, etc.)

ü Temperature

ü Lighting

ü Maintenance

ü Freight Elevator/Dock

ü Projects (Specialty work that would require a supplemental proposal from the Management Office)

· Under the “Sub-Type” field, select the specific type of service requested.

· The majority of work orders should default at a “Normal” priority level, regardless of its nature. The building staff that receives a work order will know to handle temperature comfort calls, leaks, etc. on an urgent basis, which is a normal priority level for that type of service. Generally, a “High” priority level is used in a situation where the normal response time needs to be expedited. For example, building engineers generally will handle a light bulb replacement request within 24 hours of receipt; however, if you need the bulb replaced immediately, the priority level may be changed to “High”.

· Under the “Describe Your Request” field, please briefly describe the service request, listing the subject first. This message is paged directly to the building team member, thus the scope of work should be detailed, but brief. The following are a few example work order descriptions:

ü Hot. Conference Room A on the __ floor.

ü Cold. Office #_____ on the ___ floor. See Name.

ü Light out. ___ floor East pantry area.

ü 2 Keys for Office #____ on the ___ floor.

ü Activate card #________ for Name with 24-hour access.

ü De-Activate card #________ for Name effective Date.

ü Issue 2 cardkeys for Name and Name with 24-hour access.

ü Clogged toilet. Women’s restroom on the __ floor.

ü Dock Reserved. Date at Start Time to End Time, totaling ___ hours.

ü After Hours HVAC. Date from Start Time to End Time, totaling ___ hours in ___ floor(s).

ü * Please indicate the location that area or room can be found (i.e., north, south, east or west).

· Under the “Who is Making this Request” or “Contact Information” fields, no change. Proceed to next step.

· Click the “OK” button, if the request has been entered to your satisfactory. Click the “Reset” button, if you would like to start over and re-enter the request.

· Upon completion, a request identification (ID) number will appear. Please record this number for future reference.

· If you would like to print a hard copy of the work order, simply click on the request ID number. The work order will appear on your screen, and you will need to click on the printer button on the toolbar, which will print the work order for your records.

To review pending work order requests:

· Click the tab marked “My Requests” at the top left corner of the screen.

· This screen is broken down into two components:

· Open work orders: Work orders that have not been closed out.

· Closed work orders: Work orders that have been closed out, and billed if applicable.

For Open Work Orders:

· Locate the request ID number for the work order in question. If you forgot the request ID number, simply hold your cursor on each request ID number, and it will give you a glimpse of the work order description for that applicable work order.

· In the far right column marked “Status/Priority”, it will tell you one of the following:

ü Open: The work order request has not commenced.

ü On occasion, an open work order may have “Escalation Sent” below it, which simply means that the building team member has been sent a reminder page regarding the work order request.

ü In Progress: The work order request is in progress.

ü Finished: The work order is complete.

· If there is an issue with a work order or if you need to modify the work order request, please follow the procedures below.

For Closed Work Orders:

· In the far right column marked “Date Closed”, it will give you the date the work order was closed.

· If there is an issue with a closed out work order, please contact the Management Office at (630) 574-7745.

To void (or terminate) a work order request:

· Click the tab marked “My Requests” at the top left corner of the screen.

· Verify that the work order has not been marked “Finished”, under the far right column marked “Status/Priority”.

· If the work order has not been finished, simply click the applicable request ID number, which will open the work order.

· If the work order has been finished, you will unfortunately not be able to void or terminate the request.

· At the bottom of the screen, in the “General Comments” field, please type in “Void work order” or “Entered Work Order in Error”. This message will then be paged to the appropriate building staff member, who will advise the Management Office to close out the work order completely.

· Click the “Update” button.

To update a work order request with new information/details or request a detailed status of a work order request:

· Click the tab marked “My Requests” at the top left corner of the screen.

· Verify that the work order has not been marked “Finished”, under the far right column marked “Status/Priority”.

ü If the work order has not been finished, simply click the applicable request ID number, which will open the work order. Then, proceed to the next step under these procedures.

ü If the work order has been marked finished, simply enter a new work order request with the updated information. Thus, please proceed with the procedures referenced above for creating a new request.

· At the bottom of the screen, in the “General Comments” field, please type in your updated information pertaining to this request and/or your request for the building team member to contact you directly with a detailed status of the work order request. Again, as a reminder, please be detailed but brief. This message will then be paged directly to the appropriate building staff member, who will handle your request accordingly.

· Click the “Update” button.

INSTRUCTIONS FOR PRINTING AND SAVING A FORM

To print a form:

· Select the form you would like to print.

· From the menu bar, select File.

· Select Print from the drop down menu.

To save a form:

· Select the form you would like to save.

· From the menu bar, select File.

· Select Save as from the drop down menu.

· Assign a file name to the document.

· Select Save.