SHIFT Update: July 2025

Greetings,

We’ve Hit the 90-Day Milestone with AssetWorks!

Thank you for your continued support and engagement throughout the hypercare period, which officially concluded on July 7. As we transition into the next phase focused on enhancements, the nature of our support will evolve. While our team remains available to assist as needed, we’ll increasingly rely on you to utilize available resources.

To support this next phase, we’ve established the SHIFT Governance Committee, which will provide oversight, strategic direction, and governance for the AssetWorks system used by Facilities Management and the Department of Student Affairs (Dining Services, Residential Facilities, RecWell, and the Student Union). This committee is dedicated to ensuring compliance with legal, ethical, and operational standards, while also promoting transparency and accountability in decision-making.

We remain committed to resolving outstanding issues and implementing meaningful improvements. Your continued feedback and submitted requests are invaluable to this process and we truly appreciate your involvement.

Here’s an update on the progress we’ve made so far:

What we’ve done:

• Launched New Project Request Tile in Facilities Service Central (FSC) as the primary way to submit project requests to FM
• Launched Projects - Shop Support Request Tile to submit generalized work order requests in support of a capital project which will be automatically linked to AiM
• Provided AIM training to facilities customers
• Completed additional in-person Supervisor training on Work Management (Go)

Facilities Service Central Tile Coming Soon for Enhancement Requests!
We’re excited to announce that the Enhancement Request tile will launch on July 14, allowing users to easily submit their enhancement ideas. Please note that all requests will be evaluated and prioritized based on factors such as cost, time, impact and available resources.

Reminders:
To close out fiscal year-end transactions, our customers are depending on us to have their billing information posted accurately and on time so they can meet internal deadlines. This includes posting labor, material, and external costs to the correct work orders.  

What You Can Do:

• Supervisors: Please review and approve any outstanding timecards as soon as possible.
• Technicians: Make sure your time is entered accurately for all work performed on work order phases.
• Supervisors: After confirming timecards are posted and work is complete, update the phase status to "Shop Done" to signal completion.
• Shops Using Manual External Charges: Please enter any pending external charges to ensure full costing is accounted for on each work order.

Adherence to Established Workflow

While each work order may have unique circumstances, it is important to follow the established workflow as closely as possible.

We’ve observed instances where work orders are being moved from Assigned Directly to Shop Done, bypassing the Work Done step and other phase updates. These steps are essential — if a technician was assigned, they should be the one to update the statuses from Assigned to Work Done and provide relevant notes.

Skipping workflow steps reduces transparency and hinders visibility into the process. The workflows were designed to support clear communication and accountability and should be followed consistently.

Getting Support:

• For supervisors:  Sign up for an in-person training session for Work Management on Tuesday, July 15, at 8:30 a.m. in 7401 Baltimore Avenue.
• For additional training support, please submit a training request through the Facilities Service Central.
• Visit the SHIFT website for additional post-launch support information. 

We greatly appreciate the continued dedication and effort of all those involved. Please let us know how we can continue to support you and your teams.

Yours in service,