FAMIS Frequently Asked Questions   

 For Assistance Contact Us at worqs@austin.utexas.edu or at 512-232-5020  

Note: Clicking on the links below will take you outside the WORQS site with the possibility of not being able to utilize the back button to return. You may copy the link into another browser page to keep the WORQS site active for further reference. 

General

Question 1: Accessing the Test Database (TRAIN)

In the Logon box, use the following:

Username: LASTNAME_FIRSTNAME_MIDDLEINITIAL

Database: TRAINDB

Email facilityWORQS or call us at 232-5020 to request a password.        

Question 2: Accessing FAMIS from Off-Campus

In May 2006, we enhanced security by placing the FAMIS server behind a firewall. To access FAMIS from any off-campus location you must first connect to the UT network through a Virtual Private Network (VPN). If you do not have the  VPN software installed on your home computer, go to the BevoWare website and download the Cisco Systems VPN Client  application from the Utilities section. Once installed, login to the VPN and then login to FAMIS.

Question 3: What do I do when a room number is missing in FAMIS?

To request a provisional (temporary) room assignment in FAMIS please visit:  http://www.utexas.edu/academic/ima/worqspace/provisional

Question 4: Deleting and/or Changing a Project Account Number

To have an delete or change a project account number, please email Business & Financial Services with your request.

Question 5: Running a Delinquent PMI Report

FAMIS doesn't have this as a 'canned' report, but you can get the same info by running the 'Active Work Order Detail Report by Maintenance Type' (found in the Work Orders/Reports – Active WO folder) with the following search parameters:

(Note: status and type need to be in ALL CAPS.)

Question 6: Requesting an Account Number or Misc Cost Type be added in FAMIS

To have an Account Number or Misc Cost Type added in FAMIS, please email Business & Financial Services with your request.

Question 7: Entering a Return or Price Adjustment for a Benchstock Issue

If you’ve overcharged for a benchstock item or issued too many, the solution is to make a negative issue. This procedure applies to ProCard purchases as well, since those are tracked in FAMIS as benchstock items.

Question 8: Finding Work Orders by Account Number

The quickest way to look up work orders by account number is through WORQS at https://utdirect.utexas.edu/webapps/worqs/

(NOTE: There's also a link to WORQS at the top of your FAMIS Navigator Menu).

Once in WORQS, click the Search for Work Requests link and enter an account number in the appropriately labeled field and press the Submit button. (If you do not see the Search for Work Requests link, please contact facilityWORQS.)

Question 9: Q&A for Labor Entry  

Q: Does the date in the Work Date field automatically appear -- and is it defaulted for today? 

A: It does appear, but defaults to yesterdays' date. Date shortcuts do work; see the SOP for Using Date Fields.

Q: Do the hours add up automatically in the "total hours" box?

A: Yes, the hours will accrue each time you go to the next line.

Q: What kind of comments would you add in the "comments" box?   

A: Generally not being used - if there were unusual circumstances (don't know what those would be, exactly) you might want to add them there.

Q: What is the "Work Done?" box for and why don't we check it? Does it get checked automatically when the work order is closed?           

A: Currently we do not use this feature.

Q: What happens in the Location and Work Order description fields? Are they automatically filled in by the WO?           

A: Yes, when you enter the WO# then Tab, the Location is completed with the Site/Building, and the Description is pulled from the WO.

Q: Would you ever need to use the Daily Schedule tab? 

A: Currently we do not use this feature.

Q: What happens if we find out we made a mistake after it's been approved? 

A: To make a correction, enter a negative number of hours to zero out the bad transaction, and then post the correct transaction like you normally would.

Q: How do you look up old DLRs?

A: The paper copies of the DLRs are typically kept on file within each crew for about a year.

To look up entries in FAMIS:

• For an Individual Employee - current month's entries are stored in the Employee Record
• For a Specific Work Order - entries are recorded in the WO Closing Form, and in the WO Cost Summary Form

Question 10: Material Charges for Standing Work Orders

When Benchstock, ProCard, or other charges need to be posted against a Standing Work Order, use the Maintenance Issue form. If the form does not appear on your menu, create a quick-pick button to access it.

Question 11: Batch Printing Work Orders

For batch print work orders contact WORQS at worqs@austin.utexas.edu or at 512-232-5020

Question 12: Elevator Trouble Call 

Contact Facilities Service Center at x1-2020 for ALL Elevator related trouble calls.

Question 13: Using a Service Request Number to look up a Work Order

Open the Service Request form and query the Service Request number. Click on the Other tab and the WO Number is displayed on the right-hand side.

Question 14:  Labor & Material Entries for Terminated Employees

When an employee is inactive, FAMIS will not allow you to post labor and material charges against that employee’s ID and you will receive an error message relating to that employee's crew not being assigned to the request. To work around this, please email worqs@austin.utexas.edu requesting temporary reactivation of the employee; you will then have a limited amount of time to make any needed entries.

Question 15: Can the Description within the Line Detail be changed after it’s in PLACED status?

The only way to make any change once a Purchase Order (PO) is in PLACED status is through a Purchase Order Change Order (POCO).

Question 16: Did you receive an error message, “this plugin is not supported”, after logging into FAMIS?  Chrome users may receive this specific error message.

This is due to a Google Chrome update (Chrome version 42) on 4-17-15 that blocks the required JAVA plugin from running.  Those with Administrative rights on your computer are likely to have this problem as Chrome may update itself during use. 

If you see the “this plugin is not supported” error along with the above Image, follow these steps:

1. Open a Google Chrome window and paste the following text into the address bar: chrome://flags/#enable-npapi and hit Enter.
                                                                                        
2. Chrome will open a new tab with a list of browser settings.  At the very top, you will see “Enable NPAPI” setting with a blue “Enable” link below it.
3. Click the “Enable” link, then close your browser. 
   
4. Open your FAMIS shortcut and login normally.

Question 17: When access Campus Floor Plans, why do some of the PDF documents have a “washed out image display”, after selecting it?  So far this experience has only been reported by users of the Mozilla Firefox browser.

The TRECs (IT) department is aware of the ‘washed out display’ issue and is working to republish these Campus Floor plan files, however there is no ETA as of 4/21/15. 

TRECs does suggest a work around option for users of the Mozilla Firefox browser:   

1. Save these files to your local hard drive
2. Then open these files in Adobe and they should display fine.

NOTE: To avoid downloading these files just to view them better, we suggest using either Internet Explorer or Chrome in which both browsers display these Campus Floorplan drawings clearly.