Facilities Management

Upgrades to improve key requisitioning

August 21, 2012

As of Wednesday August 22, 2012, Facilities Management will do away with the wasteful paper version of the key requisition process. Key requisitions will be pre-empted for the remainder of the week as a new software interface and keys database are implemented. Customers will be able to resume making requests once the upgrade is complete on the following Monday (Aug. 27).

“We understand the flow of key requisitions will be interrupted for a few days,” says Project Manager, Michelle Knox. “We appreciate our customer’s patience as we upgrade to our new time-saving system.”

FM’s new key software and requisition interface is designed to eliminate unnecessary delays in the process. The upgrade increases the speed with which customers can submit the request form as well as the internal process for retrieving and distributing keys.

On average a key request is filled in two days or more. Time is being lost by the customer as they print, authorize, scan, and email paper based forms. Time is also being sacrificed internally, as manual processes include reviewing requests, looking up key codes, and sending out confirmations. With the new system, it is anticipated that the keys will be available for pickup within 24 hours of approval.

“Our customers have spoken and we’ve listened,” says Knox. “We’ve made it simple, automated, and paperless.”

Knox is proud of the environmental impact of the new system, acknowledging that during peak times hundreds of forms are being received by Facilities Management each week. By going electronic, it is expected that the new process won’t produce any unnecessary paper. An estimated 70kg of paper will be saved each year.

To further enhance the customer experience, all keys will be available at the Parking & Visitor Services office located at the Western Road entrance of the Support Services Building. Cash deposits and special requests will also be accommodated from this location.

Although the new keys process is more intuitive than in the past, a walkthrough document and interface training will coincide with the system launch next week – further details will be directed to Administrative Officers in the coming days. Users seeking more information are encouraged to contact Michelle Knox (mknox@uwo.ca).