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 for nominated users.
Estates ServicesEstates Maintenance Services (EMS) guidance
EMS essentials
Examples of non-chargeable service orders include:
- faults to electrical fittings
- damage to roofs
- plumbing issues
- air conditioning faults
- furniture faults
- ceiling repairs
- repairs or maintenance of any of the following:
- gutters
- downpipes
- plasterwork
- floors
- paths
- doors
- windows
- shelves
- fixed equipment
- pest control
- lift faults
- exterior door faults
- access control issues
- selected Portering requests:
- delivery of cleaning materials
- University exams set up
- graduations set up
- items for delivery to the mailroom
- supply of prospectuses
- University event set up
- uplift of cleaning equipment for repair
- uplift of used toner cartridges
Examples of chargeable service orders include:
- installation of new fittings or equipment, for example:
- shelving
- coat hooks
- pin or white boards
- new sockets
- heaters
- sinks
- enhancements to rooms
- signage
- painting
- new carpets
- new furniture
- white goods
- replacement keys and locks
- skip hire
- additional security for events
- any other Portering requests, for example:
- rearranging offices
- moving furniture or equipment
- disposal of scrap/waste
- departmental event set up
- disposal of fridges and freezers
- disposal of furniture
- uplift of paper and cardboard waste.
For chargeable service orders, departments will need to provide a charge code to which all costs will be billed.
Billing statements & queries
A bi-weekly billing report is generated for all chargeable service orders. Customer billing statements are sent to one or more registered contacts in each department.
If you wish to query any cost appearing on a service order or billing statement you have received, contact the Estates Helpdesk. Please provide details of the Service Order reference. For example, SR20000123. Any errors in the amounts charged to departments will be credited to them via an FMS journal.
EMS training videos
Training videos can be viewed via the EMS Service Order entry screen.
- Once on the screen click on the 'Knowly' icon in the top right-hand corner
- You will find text, headed ‘How to create a service order’
- Select 'Read more'. A video will guide you through the creation of a non-chargeable (non-recoverable) service order
- On the same page you will also find the video for the creation of a chargeable (recoverable) service order
Service order status report
This report allows departments to view and see details of the status of all jobs they have raised. See the instructions for Creating a Customer Service Order Status Report.
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. On EMS, you can 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. CL-02-201 is the Collins building, level 2, Room 201. If you begin to type your building code (for example, MC) you will see a list of values for that building alone.
| Building name | Building code on EMS |
|---|---|
| 181 St James Road | AL |
| Advanced Forming Research Centre | AF |
| Andrew Ure Hall | AK |
| Architecture Building | AR |
| Barony Hall | BH |
| Birkbeck Court | AD |
| Block K | KB |
| Cathedral Wing | CW |
| Chancellor's Hall | BC |
| Collins Building | CL |
| Colville Building | CV |
| Corn Street | CS |
| Curran Building | CU |
| Duncan Wing | DW |
| Forbes Hall | AS |
| Garnett Hall | AR |
| Graham Hills Building | GH |
| Hamnett Wing | HW |
| Henry Dyer Building | HD |
| James Blyth Court | BB |
| James Goold Hall | BE |
| James Weir Building | JW |
| James Young Hall | BD |
| John Anderson Building | JA |
| Learning and Teaching Building | TL |
| Lightweight Manufacturing Centre | DB |
| Livingstone Tower | LT |
| Lord Hope Building | LH |
| Lord Todd | AQ |
| McCance Building | MC |
| Murray Hall | AP |
| National Manufacturing Institute Scotland | NM |
| PNDC | PN |
| Ramshorn Building | RT |
| Robertson Wing | AB |
| Ross Priory | RP |
| Ross Priory - Lochside Cottage | BL |
| Royal College Building | R |
| St Pauls | F |
| Stenhouse Wing | SW |
| Strathclyde Sport | SH |
| Students' Union | AA |
| Technology Innovation Centre | TC |
| Thomas Campbell Court | BA |
| Thomas Graham Building | TG |
| University Centre | UC |
| Wolfson Building | WC |