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RWS Frequently Asked Questions

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What is an e-RWS?
How does the e-RWS process work? (Flow Chart)
Who can complete e-RWS forms?
Can I complete an e-RWS for work at a non-campus (eg Hospital) site?
What is a Registered User and what can they do?
What can Unregistered Users do?
What happens after I fill my e-RWS?
How do I get my e-RWS approved?
Why is my e-RWS rejected?
Why is my e-RWS cancelled?
How do I register?
What do I do if I cannot login?
I have forgotten my password!
What happens if a Registered User moves to another department in the University?
What happens if a Registered User leaves the University?
How do I print my e-RWS?
How can I view e-RWS forms, I have approved?

What is an e-RWS?

An e-RWS is the electronic version of the Requisition for Works and Services and is used whenever a repair, alteration or service provided by Facilities is needed on a building or property owned by the University which is to be charged to the Budget Unit requesting the work.

Services currently provided by Facilities Management are: Access Control (CCTV Systems, Alarm Systems, Alarm Code issue)

  • Air-conditioning
  • Broken Glass
  • Cleaning
  • Electrical, plumbing
  • Electronic Security (CCTV. Alarms, Access Control)
  • Electronic opening (Buildings/computer Labs, Access controlled Lifts)
  • Fire Extinguishers/Blankets
  • First Aid Supplies
  • Grounds maintenance
  • ID Cards
  • Locks/key cutting
  • Parking
  • Physical Security (Static Guarding, Gatekeeping, Security Patrols)
  • Projects (building alterations and additions)
  • Removals (furniture/equipment etc)
  • Repairs and Maintenance
  • Signs - Door
  • Signs - Other

Please note that if you only want to report a maintenance problem, phone your Zone Office between 7:30 AM and 4:00 PM or after hours, Security on 9385 6000. When filling out the form please keep the following points in mind:

  • Although the work may involve several trades or services, one e-RWS will suffice.
  • Please note all job particulars in the Work Description on the e-RWS.
  • If there is a strict time limit for job completion please note this on e-RWS.
  • The designated "Contact for Work Details" is the person who can give further information about the work requested.

Who can fill out the RWS form?

Any staff member on one of the University's main campuses can complete an e-RWS provided that at least one person from their School/Administrative Unit has been registered.

 

Can I complete an e-RWS for work at a non-campus (eg Hospital) site?

The short answer is no, because Facilities Management activities are restricted to the University’s main campuses and sports fields. However, every effort will be made to advise you on the use of suitable contractor(s) to carry out the work. Please call Facilities Management Enquires on 9385 4981.

 

What is a Registered User

A registered user is a person who has been nominated by their Head of School/Administrative Unit and has registered a login name and password.

Registered users can complete and submit e-RWS forms directly to Facilities and can approve e-RWS forms completed by unregistered staff.

To be a registered user you must have a University Officer Financial Delegation or if you do not operate under the University’s ABN, then you must provide evidence of your financial authority.

 

What can Unregistered Users do?

Unregistered users can fill in e-RWS forms using the e-RWS wizard, provided that there is a registered user in their department who can approve the e-RWS and submit it to Facilities.

They will also be asked to nominate an e-mail address for status information on their e-RWS. To see who is registered to approve e-RWS forms in your department, click here.

 

What happens after I fill in my e-RWS?

Unregistered users will be asked to nominate an approver from their Department. (Please note: only the person you nominate will be able to approve your request.)

The nominated approver may also reject your e-RWS. In either case you will receive an email advising of the status. However, please note that if the approver does not process the e-RWS within 14 days, it will be deleted from the database. You should direct any queries to your nominated approver.

Only when the e-RWS has been approved, will it be transmitted to Facilities Management. When Facilities Management has processed your e-RWS you should receive an email containing a reference number and Facilities unit contact details for the request.

This should happen within 2 working days of receiving your “approved” email. If you do not receive a response within 2 working days please contact Facilities Management Enquiries on extension 55111 for assistance.

Registered Users, after logging in, using the login name and password supplied by them at time of registering, can:
(a) complete and submit an e-RWS using the “Approve Request” button, or (b) approve or reject an e-RWS raised by another staff member using the "Approve Request" or "Reject Request" buttons. (However please note that if the approver does not process the e-RWS within 14 days, it will be deleted from the database.)

In either case, if “approved”, the request is directed to the appropriate Facilities Management unit depending on the “Type of Service” selected. Within 2 working days you should receive an email containing a reference number and Facilities Management unit contact details for the request. If you do not receive a response within 2 working days please contact Facilities Management Enquiries on extension 55111 for assistance.

If an e-RWS forwarded to a Registered User by an Unregistered User is “rejected” the originator of the e-RWS will be sent an email advising of the rejection.

 

How do I get my e-RWS approved?

If you are an unregistered user click here to see who can approve e-RWS forms for your department. If no one is registered for your Department, contact your Head of School/Administrative Unit.

 

Why is my e-RWS rejected?

An e-RWS filled in by unregistered user, can only be rejected by the nominated approver and you will be advised by email. If your e-RWS is rejected, please discuss with your “approver”.

 

Why is my e-RWS cancelled?

An e-RWS may be cancelled for the following reasons: If the e-RWS is for work carried out by the Communications Unit, Facilities Management will cancel the e-RWS and advise you by email to contact the Communications Unit directly.

If the originator or approver decided to cancel the request, Facilities Management will cancel the e-RWS and you will receive a confirming email.

 

How do I register?

Contact your Head of School/Administrative Unit and ask to be nominated as a Registered e-RWS user.

Registered users must have the appropriate financial delegation in order to either submit or approve an e-RWS. The Head of School/Administrative Unit must contact Zone Operations (Olive Smith extension 55486) to request the nomination form.

The nomination form requires name/s and email address to be filled in as well as the Business Unit. If the Business Unit is not under the University’s ABN (UNSWA) then the ABN for the Business Unit is required.

After the form is filled in, be sure to use the “Submit” button to send to Facilities.

Nominated staff will receive an email advising that they have been nominated. The email will contain the name of the person who nominated them and a link to the registration form.

In the registration form you will be asked to enter your login name and a password as well as contact information. If your Business Unit is not UNSWA, you will also need to enter a Customer Number so that Facilities can send you a Tax Invoice. If you do not know your University Customer Number please contact the Financial Services Department (9385 2985). When complete be sure to click on the “Submit” button.

 

What do I do if I cannot login?

Firstly, to be able to login you must be registered. To check if you are registered click here.

If you are registered and still cannot login, check that you have typed your user name correctly. Your user name is case sensitive and must be exactly the same that you registered. To check your user name click here.

If you still cannot login, you may have used an incorrect password.

If you are not sure of your password, or have forgotten it, you can obtain a new one. Click here.

 

I have forgotten my password!

If you have forgotten your password, click here.

 

What happens if a Registered User moves to another department in the University?

Because registration relates to financial delegation, if you move Departments you will need to cancel your registration for your original Department and be renominated by your new Head of School/Administrative Unit. Click here to cancel your current registration.

 

What happens if a Registered User leaves the University?

Please advise Facilities Management by clicking here.

 

How do I print my e-RWS?

Use “File Print" from your browser's menu or “Print” button on e-RWS form.

 

How can I view e-RWS forms, I have approved?

Registered users can use “My e-RWS” view when logged on to see a list, for the past 30 days, of all e-RWS forms they have approved or that are awaiting their approval. You can use this view to select requests for approval or rejection. Click here to access “My e-RWS”. You will be prompted for your user name and password.