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FM:SystemsMaintenance Request Guidance

How to Submit a Maintenance Work Order

Any non-emergency campus maintenance request can be submitted to the ODU Facilities Management & Construction (FMC) department online via FM:Systems. If you have any additional questions on the work order process - please call the Maintenance Support Center at 757-683-4600 during normal business hours.



 1.Login to FM:Systems

Login to FM:Systems using your ODU MIDAS ID. Dual factor authentication will be required.

Using a computer, laptop, or large device:

https://odu.fmshosted.com/FMInteract/Default.aspx

Using a cellphone / mobile device:

https://odu.fmshosted.com/fmmobile/sso


 2. Open a Work Order Request

A wrench icon will be on the startup screen. Hover over the icon and two options will be available:

  • Work Order Request Form - Select this to submit a work order
  • My Work Order Requests - Select this option to check the status of your work orders OR to add additional documents/images onto an existing work order

Select Work Order Request Form.

FM Systems DesktopCLICK TO VIEW

Once you log in, you will land on the FM Mobile home screen. Select "Facility Maintenance". Beneath it will be two options:

  • 1.00 - Work Order Request Form- Select this option to start a work order

  • 2.00 - My Work Order Requests
    (Use this to check the status of your work orders OR to add additional documents/images to an existing work order)

NOTE: If your cell phone has a large screen, we recommend you HOLD PHONE SIDEWAYS (horizontal), for ease of selecting building and room. Do this BEFORE you log in.

FM Systems MobileCLICK TO VIEW


 3. Complete & Submit Request

Who is this request for?

  • Requestor's name- Will be prefilled
  • Contact Number- Add contact number (office or cell)
  • Requestor's E-mail- Will be prefilled
  • Department- Add/Select department name (staff/faculty only)
  • Alternate Contact- If you wish to add an alternate contact, check the "Alternate Contact?" box and fill in Alternate Contact Info (name, phone, and e-mail)
fmsys-3-whoCLICK TO VIEW

Where is the service required?

  • Building Only? - Select this option if there is a building-wide issue or for something exterior to the selected building.
  • Room - Press "Select" and building, floor and room options will pop-up:
    • Select Site - Generally, Norfolk Main Campus will be selected
    • Select Building - Buildings are currently listed by building number. Scroll through the list to find your building. You can also view the ODU Building List: Alphabetical.
    • Select Floor
    • Select Room - A list of room numbers on the floor selected will pop up - select your room from the list. You may have to scroll up to see list.

Press "Select" when done.

fmsys-3-whoCLICK TO VIEW

How can we help?

  • Request Type - For most standard work orders (light out, drain slow, too hot/too cold, etc.) you will select "Work Request"
  • Problem Type - Make the most appropriate selection
  • Reimbursable - If this request is chargeable (IDT) then check the box and a budget code box will appear. Press "Select." A box will appear - enter the appropriate budget code and press "search." Highlight the desired budget code and then press "select." THIS OPTION WILL NOT SHOW UP ON STUDENT WORK ORDERS.
  • Problem Description - Provide sufficient details to inform FM staff of the request to prepare appropriately.
  • Image - If a picture will help clarify an issue it can be attached here:
    • Press "Select" and a file explorer box will open.
    • Select the image file and press open. The file must be on the device being used.
    • Only a single attachment is allowed.
fmsys-3CLICK TO VIEW

To Submit Additional Attachments:

If additional documentation is required, to include pictures, PDFs, documents and files, once a work order is submitted, select the HOME icon on the left side of the screen, hover over the WRENCH icon and select My Work Order Requests. A list of your submitted work orders will be displayed. Select the work order you wish to attach additional information.

  • - In the bottom half of the screen there are two tabs, select "Documents/Images" tab.
  • - Press "Add." A pop-up will appear, select "Upload" and then "browse" and then search for your document. Select your document/image and then press "Open."
  • - Then press "Upload" and finally "Submit."
  • - Repeat that process for additional files.

Submit the Request

Once information on the work order form is complete, press "Submit" on the bottom left hand corner of the screen. You will receive an e-mail notifying you that the work order has been submitted.

Email Notifications

You will receive an email confirming your work request submission. Messages from the FM:Systems will originate from noreply@fmshosted.com. You will also receive e-mails:

  • When your work order is assigned to an FM staff member
  • When work will start on the work order
  • When a work order is placed on hold (waiting for parts, waiting for funding or information)
  • When a work order is completed

REQUEST DETAILS

  • Requestor's Name- This will be prefilled
  • Contact Number- Please add contact number (office or cell)
  • Requestor's E-mail- This will be prefilled
  • Department Name- Add/select your department name (if staff/faculty)
  • Alternate Contact- If you wish to add an additional contact, toggle "yes" and fill in Alternate Contact Info (name, phone, and e-mail)

FM Systems MobileCLICK TO VIEW

BUILDING INFO

  • Building Only? - Select this option if there is a building-wide issue or for something exterior to the selected building.
  • Select Room - If the issue is not building-wide, you will need to specify the location. Press the search button and a pop-up box will appear. NOTE: You may need to scroll up to see the pop-up box with building/floor/room info
  • Select Site - Generally, Norfolk Main Campus will be selected
  • Select Building - Buildings are currently listed by building number. Scroll through the list to find your building. You can also view the ODU Building List: Alphabetical.
  • Select Floor
  • Select Room - A list of room numbers on the floor selected will pop up - select your room from the list. You may have to scroll up to see list.

Press "Select" when done.

FM Systems MobileCLICK TO VIEW

REQUEST TYPE/INFO

  • Request Type - For most standard work orders (light out, drain slow, too hot/too cold, etc.) you will select "Work Request"
  • Problem Type - Make the most appropriate selection
  • Reimbursable - If this request is chargeable (IDT) then check the box and a budget code box will appear. Press "Select." A box will appear - enter the appropriate budget code and press "search." Highlight the desired budget code and then press "select." THIS OPTION WILL NOT SHOW UP ON STUDENT WORK ORDERS.
  • Problem Description - Provide sufficient details to inform FM staff of the request to prepare appropriately.
  • Image - If an image will help clarify an issue:
    • Select edit button (pencil icon)
    • From the pop-up box, press "Choose File"
    • Select an image/file and then press "Upload"
    • NOTE: You currently may only select ONE image, not multiple images. If you need to add more, see below.
FM Systems MobileCLICK TO VIEW

To Submit Additional Attachments:

If additional documentation is required, once a work order is submitted, select the home icon on the left side of the screen; select My Work Order Requests. A list of your submitted work orders will be displayed. Select the desired work order. Press "Request details" and then choose "Documents/Images."

  • - Press "Add Record"
  • - Press the pencil icon in the "Document ID" row
  • - A popup box will appear, press "Choose File"
  • - Select you image/document and press "Open"
  • - Press "Upload" If adding more images/documents, repeat above steps, otherwise
  • - Press "Submit"

SUBMIT THE REQUEST

Once you have completed the work order:

  • - Press "Next"

You will be offered another opportunity to add an image. It will say "Add Record".

  • - Press "Submit"

Once you have submitted, it will say "Record Updated". You will also receive an automatic email confirming your submission.

FM Systems MobileCLICK TO VIEW

EMAIL NOTIFICATIONS

Messages from FM:Systems will come from noreply@fmshosted.com. You will get a message that says "odu.fmshosted.com says Record Updated." You will also receive an e-mail notifying you that the work order has been submitted. You will also receive e-mails:

  • - When your work order is assigned to an FM staff member
  • - When work will start on the work order
  • - When a work order is placed on hold (waiting for parts, waiting for funding or information)
  • - When a work order is completed





How to Check or Update Existing Requests

1. Select "My Work Order Requests"

After logging into FM:Systems with your MIDAS (use above instructions), hover your mouse over the wrench icon to see the options.

Click My Work Order Requests.

FM Systems DesktopCLICK TO VIEW

2. View Open Work Orders

A listing of all active work orders in your name will be shown with the following info:

  • Request No. - this is your work order number - important for when having any conversation concerning a specific work order
  • Date/Time Received - this is when the work order was received by the system
  • Requested For - who submitted the work order
  • Assigned Technicians - The individual(s) assigned to a work order
  • Status - work orders can be in any of the following statuses:

Statuses:

  • New - A recently received work order / action has not yet been taken
  • Dispatched - work order has been dispatched to the appropriate department
  • Assigned - work order has been assigned by a supervisor to a technician
  • In-Progress - Technician has begun work on this work order - this could involve obtaining parts and/or materials, driving to location of work order request, or actually commencing work.
  • Completed - technician has finished working on a work order
  • Closed - reviewed by supervisor
  • Void - ADDLWO - a duplicate work order - same request already exists
  • Void - EVTCANCL - Event has been cancelled
  • Void - ITSREQ - work request should be sent to ITS, not Facilities
  • Void - NOINFO - work order request contains insufficient information to take action
  • Void - NOSVC - Work requested in a facility not supported by Facilities
  • Void - PROPCTRL - Work request should be sent to Property Control, not Facilities
  • On-Hold - APPRV - request is waiting for approval
  • On-Hold - INFO - waiting for more information
  • On-Hold - FUNDS - waiting for funding
  • On-Hold - PARTS - waiting for parts

3. Select & Edit Your Work Order

Clicking on a work order will open two tabs:

Request Details - such as the description of the work requested, date it was completed, the activity performed (a brief description of the problem, assigned by the technician), and the action taken - the steps taken by technician. Blank fields indicates that no action has been taken.

Documents/Images - in order to add documents or images to a word order, select this tab:

  • Press "Add." A pop-up will appear, select "Upload" and then "Browse" and search for your document/image. Select your document/image and then press "Open."
  • Then press "Upload" and "Submit."
  • Repeat that process for additional files.

 1.Select "My Work Order Requests"

To add documents or additional images or to check the status of a work order you have submitted (or had submitted for you in your name) sign into FM:Systems mobile (see instructions for submitting a work order) and press "Facility Maintenance." There will be two options:

  • 1.00 - Work Order Request Form
  • 2.00 - My Work Order Requests - select this option

 2. View Open Work Orders

A listing of all active work orders in your name will be shown with the following info:

  • Request No. - this is your work order number - important for when having any conversation concerning a specific work order
  • Date/Time Received - this is when the work order was received by the system
  • Requested For - who submitted the work order
  • Assigned Technicians - The individual(s) assigned to a work order
  • Status - work orders can be in any of the following statuses:

Statuses:

  • New - A recently received work order / action has not yet been taken
  • Dispatched - work order has been dispatched to the appropriate department
  • Assigned - work order has been assigned by a supervisor to a technician
  • In-Progress - Technician has begun work on this work order - this could involve obtaining parts and/or materials, driving to location of work order request, or actually commencing work.
  • Completed - technician has finished working on a work order
  • Closed - reviewed by supervisor
  • Void - ADDLWO - a duplicate work order - same request already exists
  • Void - EVTCANCL - Event has been cancelled
  • Void - ITSREQ - work request should be sent to ITS, not Facilities
  • Void - NOINFO - work order request contains insufficient information to take action
  • Void - NOSVC - Work requested in a facility not supported by Facilities
  • Void - PROPCTRL - Work request should be sent to Property Control, not Facilities
  • On-Hold - APPRV - request is waiting for approval
  • On-Hold - INFO - waiting for more information
  • On-Hold - FUNDS - waiting for funding
  • On-Hold - PARTS - waiting for parts

 3. Select & Edit Your Work Order

Clicking on a work order will display "Request Details:"

Request Details - such as the description of the work requested, date it was completed, the activity performed (a brief description of the problem, assigned by the technician), and the action taken - the steps taken by technician. Blank fields indicates that no action has been taken.

By pressing "Request Details" a box will pop up where you can select "Documents/Images." You can see any images attached to a work order OR to ADD documents or additional images, Press "Add Record"

  • Select the pencil icon in the "Document ID" row
  • A popup box will appear, press "Choose File"
  • Select your image/document and press "Open"
  • Press "Upload"
  • If adding more images/documents, repeat above steps, or
  • Press "Submit"




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