EMS FAQs

Royal College Building, George Street

EMS is the new Estates Maintenance System and is the replacement for the previous EMIS and WEMIS systems. It manages the work requests for all routine maintenance and recoverable works, as well as planned preventative maintenance and major capital projects undertaken by Estates Services. The system went live in 2019.

The benefits of the new system include:       

  • a new customer interface
  • real-time updates on work requests
  • an enhanced reporting capability
  • the allocation of tasks to trade operatives via mobile devices
  • the elimination of paper job lines

‘Service Order’ is any piece of work which you request to be carried out. Previously it would have been called a ‘Maintenance Request’ or ‘Service Request’.

At the moment, only previous WEMIS users will have automatic access to EMS. If you can't see the 'EMS' menu option within the FMS, please contact the Finance Helpdesk to request access (instructions below). 

All departments should have at least one EMS user who will be able to log Service Orders for all staff within the department.  Staff members who wish to request access to create Service Orders should:

The request should come either directly from the Head of Department, or the Head of Department should be copied in on the email request.

The EMS system sits within the overall Finance FMS system. It can be accessed through the Pegasus Portal in the same way as FMS. A separate menu option for the Estates Maintenance System will be visible down the left-hand column, labelled 'Estates Maintenance Services' once you've been granted access.

You will need a valid University of Strathclyde DS username and password to access the system.

Most users familiar with the FMS systems should find the new EMS system relatively simple to use. Training videos are available on YouTube for creating non-recoverable Service Orders and creating recoverable Service Orders. Please contact the Estates Helpdesk if you'd like any further support. 

You can check this via the ‘List of users’ report.

  1. Open the Estates Maintenance Services system.
  2. Under the ‘Enquiries’ heading you will see a list of all reports which are available to your role. Select the ‘List of Users’ option.
  3. In ‘Selection Criteria’ at the top of the page enter your departmental cost centre into the field titled ‘User CostC’. Click the ‘Search’ button.

No, you should submit individual Service Orders for each element of work you are requesting, even if those different aspects are within the same room.

When creating a Service Order you need to enter details in the ‘object code’ field of the building, floor, room that the work is for. 

To check the building code for your own building to allow you to enter a code in the 'object code' field, see the List of Buildings.

There are two ways to complete the 'object code' field:

  1. EMS has a value lookup system which you can use and which is explained within the training video. 

  2. A quicker way is to type the relevant code straight into the 'object code' field. 
    All rooms are coded in the same way. For example, MC-01-133 is the McCance building, Floor 01, Room 133 and CL-02-201 is the Collins building, level 2, Room 201.
    If you begin to type your building code (e.g MC) you will see a list of values for that building alone.

On the new EMS system customers will no longer be able to select a priority. The Estates Helpdesk will assign the appropriate priority. Once the Helpdesk has rolled forward your request, you will receive an email notifying you that your Service Order has been created on the system. This email will include details of the priority and the Sub Project Manager for your job.

Find out more about prioritisation of jobs.

 Yes, you will be notified when any of the following occurs:

  • when an operative has been assigned to your Service Order and is on their way to the location
  • if a job is cancelled
  • when a job is fully completed
  • if an operative has been assigned to your Service Order but was unable to gain access
  • if the work requires a specialist contractor or we don’t hold spares required in the University stores
  • if adverse weather is delaying progress on your Service Order
  • if the priority on your Service Order is amended from that originally notified to you, e.g. if an emergency job has been made safe and is now awaiting a more permanent repair

The service levels are as follows:

Priority

Timescale

Standard

within 10 working days

Urgent

within 5 working days

Critical

initial response < 2 hrs. Make situation safe and secure < 4 hrs.

Planned

agreed or scheduled date

View further details about service levels.

For emergencies only, call the Estates Helpdesk on extension 2164. Do not use the EMS system to report an emergency.

The Helpdesk is operational 8am to 5pm on weekdays. Outside those hours Security Services will handle emergency calls. 

All enquiries should be emailed to the Estates Helpdesk or call extension 2164.

Please email Estates Helpdesk or call extension 2164.

The matter will be referred to the Project Manager for your Service Order who will review the costs charged to date.  Where it is considered that you have been overbilled, a journal will be carried out to credit you back the appropriate amount. 

If you would like a quote for works prior to proceeding with them, please check the 'Quote Required' box on the Service Order entry form. This will send your request to the appropriate trade supervisor who will be in touch with a quote for the works.