Submit and Check on Work Orders

Below are the statuses that many of our non-chargeable work orders pass through on their way to completion. The asterisk (*) next to a status name indicates that you will receive an email notification when your work order has reached that stage.

• Waiting Assignment*​
  • At this stage, we are determining if the work falls under our division's purview and if we can perform the work. If we cannot perform the work, we will cancel your request, the status will change to "Canceled," and you will receive an email with an explanation.
• Assigned*
  • The work has been assigned to a member or members of our team.
• In Progress
  • Work has begun. If the work cannot be completed, we may need to reassign or reschedule the work. Some reasons may include if we cannot access the space or if the issue is more complex than initially thought. In facilities-related emergencies, we may also need to temporarily reassign our personnel to resolve the urgent issue first.
  • Waiting Material: Sometimes, we don't have all the materials we need available to us on-site. In that case, we must order the materials to complete the work.
  Waiting Closure*
  • At this stage, our team members have reported that they have completed the work. You will receive an email notification and you'll have the opportunity to let us know if the work has been completed to your satisfaction.
• Closed
  • After 30 days, the work order will automatically be marked as closed by our system. You will see this status on older work orders that have been completed a month earlier.

Below are the statuses that many of our chargeable work orders pass through on their way to completion. The asterisk (*) next to a status name indicates that you will receive an email notification when your work order has reached that stage.

• Waiting Approval*
  • At this stage, we are determining if the work falls under our division's purview and if we can perform the work. If we cannot perform the work, we will cancel your request, the status will change to "Canceled," and you will receive an email with an explanation.
• Waiting Plan
  • We are determining the labor and materials needed for this work.
• Waiting Schedule
  • We are scheduling the labor, which may include our own personnel or outside contractors, and coordinating with the space occupants if necessary.
• Assigned*
  • The work has been assigned to a member or members of our team.
• In Progress
  • Work has begun. If the work cannot be completed, we may need to reassign or reschedule the work. Some reasons may include if we cannot access the space or if the issue is more complex than initially thought. In facilities-related emergencies, we may also need to temporarily reassign our personnel to resolve the urgent issue first.
  • Waiting Material: Sometimes, we don't have all the materials we need available to us on-site. In that case, we must order the materials to complete the work.
• Waiting Post*
  • Our team members have reported that they have completed the work. You will receive an email notification and you'll have the opportunity to let us know if the work has been completed to your satisfaction.
• Waiting Closure
  • After the work has been completed, our team will review the cost of labor and materials so that the work can be billed.
• Closed*
  • You will receive an email when your ChartString has been billed. We recommend that you share this email confirmation with whomever handles accounts on your team.

Below are the statuses that many of our chargeable work orders that require estimates pass through on their way to completion. The asterisk (*) next to a status name indicates that you will receive an email notification when your work order has reached that stage.

• Waiting Approval*
  • At this stage, we are determining if the work falls under our division's purview and if we can perform the work. If we cannot perform the work, we will cancel your request, the status will change to "Canceled," and you will receive an email with an explanation.
• Waiting Plan
  • We are determining the labor and materials needed for this work.
• Waiting Estimate Approval*
  • If you have requested an estimate, you may see this status when you check your work orders in our online system. This means that an estimate has already been emailed to you, and we are waiting for your confirmation via email at cumc.facilities@columbia.edu. Remember, an estimate must be approved within 30 calendar days of issuance. Otherwise, the work order will be canceled. You will receive an email confirmation when you approve your estimate.
• Waiting Schedule
  • We are scheduling the labor, which may include our own personnel or outside contractors, and coordinating with the space occupants if necessary.
• Assigned*
  • The work has been assigned to a member or members of our team.
• In Progress
  • Work has begun. If the work cannot be completed, we may need to reassign or reschedule the work. Some reasons may include if we cannot access the space or if the issue is more complex than initially thought. In facilities-related emergencies, we may also need to temporarily reassign our personnel to resolve the urgent issue first.
  • Waiting Material: Sometimes, we don't have all the materials we need available to us on-site. In that case, we must order the materials to complete the work.
• Waiting Post*
  • Our team members have reported that they have completed the work. You will receive an email notification and you'll have the opportunity to let us know if the work has been completed to your satisfaction.
• Waiting Closure
  • After the work has been completed, our team will review the cost of labor and materials so that the work can be billed.
• Closed*
  • You will receive an email when your ChartString has been billed. We recommend that you share this email confirmation with whomever handles accounts on your team.