Estates Maintenance Services System (EMS)

John Anderson Campus, view from Glasgow Necropolis

 

Screenshot of EMS menu option within FMS

The Estates Services Department’s new EMS system went live at the end of August 2019, initially to a small pilot group of users. Since then its use has been gradually extended to more users. It is intended that all former WEMIS users will transition across to the new system by the end of October 2019.

All requests submitted by University departments for repairs, maintenance, upgrades and adaptations will be processed through the EMS system.  The system will appear as a menu option within the Finance FMS system.

Accessing EMS 

Departments are responsible for submitting their own service order requests for either chargeable or non-chargeable works via EMS. The only exception is emergency requests which should be phoned to the Estates Helpesk on extension 2164.

All former WEMIS users will be automatically granted access to the new EMS system.  Most departments will already have at least one nominee who has been set up for WEMIS, who will transfer to the new system.

Please see the EMS FAQs for information about adding new EMS users.

 

Chargeable and Non-Chargeable Works 

Examples of non-chargeable service orders:
  • faults to electrical fittings
  • damage to roofs
  • plumbing issues
  • furniture faults
  • repairs or maintenance of any of the following:
    • gutters
    • downpipes
    • plasterwork
    • floors
    • paths
    • doors
    • windows
    • shelves
    • fixed equipment
Examples of chargeable service orders:
  • installation of new fittings or equipment
  • enhancements to rooms

For chargeable service orders, departments will need to provide a charge code to which all costs will be billed.

 

Billing Statements and Queries 

A weekly billing report is generated for all chargeable service orders. Customer billing statements are automatically sent to one or more registered contacts in each department. 

If after viewing the breakdown of the costs on a service order you wish to query any amount appearing there, or on a billing statement you received, please contact the Estates Helpdesk, providing details of the Service Order reference, e.g E-SR20000123. Any errors in the amounts charged to departments will be credited back to them via an FMS journal.

 

EMS Training Videos

Training videos can be viewed via the EMS Service Order entry screen. 

1. Once in the screen click on the 'Knowly' icon in the top right hand corner. Knowly icon

2. You will find some text, headed ‘How to create a service order’

Screenshot of How to create a service order section at EMS

3. Select 'Read more' and you will find a video which will guide you through the creation of a non chargeable (non recoverable) service order. 

4. On the same page you will also find the video for the creation of a chargeable (recoverable) service order.