UT Works
A new work-management system that enables the University to better manage its physical spaces, improve the delivery of mission-critical services, provide better and more useful data to drive capital projects, and streamline workflows across multiple units. The UT Works program seeks to not only implement a new system but to engage leadership and users in essential business process improvements that will lead to providing improved services to the University. This is a three phase project with phase 1 completed in November 2024.
Starting in 2025, the UT Works project will enter two additional phases:
- Phase 2: This phase will focus on key control for the university.
- Phase 3: This phase will cover Space Management, Portfolio Planning and Analysis, Sustainability/Energy Management, and Real Estate.
Phase 1
Completed on November 5, 2024
Implementations
Operations and Maintenance
The Operations and Maintenance (O&M) module serves as the foundation for facilities and energy management by supporting work order planning and scheduling, integrated timekeeping, labor tracking, asset and materials management, purchasing, contracts and billing.
Capital Planning and Project Management
The Capital Planning and Project Management (CPPM) module enables the management of project lifecycles, from receiving a capital request through design, construction, closeout, and turnover. CPPM will support the standardization of project processes across participating units and improve financial reporting.
UT Works Request Forms
UT Works Request Forms replaces the University’s WORQS request form system by providing an improved service request application and process. The system opens a communication channel between the requester, the facilities department, and technicians in the field for each customer request.
Key Features
Replace end-of-life Systems
Replace end of life systems Facility and Asset Management Information System (FAMIS) and Work Order Request and Query System (WORQS).
Enhance Usability
Upgraded usability of the new application includes dashboards, at-a-glance tools, and quicker, simplified ways to enter and query data.
GO Mobile
For frontline workers, 'GO Mobile' will allow access to information in the field, use of your mobile device’s camera and voice-to-text to quickly document existing conditions, and easy management of timekeeping.
Improved Data Quality
Improved data quality and standardization will help leaders make operational and strategic decisions based on facts, such as workload balancing and staffing requests.
Transparency
Increased transparency and process standardization will improve the customer experience.
Challege Addressed
The University's current tools for physical space management represent 20-year-old technologies that had reached their end of life and were not prepared to meet future needs. UT Works not only replaces these old systems but also transforms the way the team supports the University, through the implementation of best-in-class technology and by re-imagining service delivery.
Partnerships
This project is an outcome of the partnership between Financial Business Services (FBS), Business Strategies. And Operations (BSO), and Enterprise Business IT Solutions (eBITS).