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As part of an initiative to ensure that operations are optimised, governance improved and systems are integrated through better use of technology Stellenbosch University Facilities Management (SUFM) Division conducted a procurement process in 2016 and selected Planon' s Integrated Workplace Management System (IWMS). As Planon's IWMS is used in more than 38 universities globally it is also an opportunity for SUFM to implement global best practice.

SUFM and other SU stakeholders have been developing Planon's IWMS modules of Maintenance, Projects and Sport Facilities Reservation Management.  We are now ready to go live and the scheduled date is 3 September 2018!   

The benefits of the IWMS 

There are many benefits to SUFM and the University that will be realised through the implementation of the new system and the resulting changes in processes.

• Unified approach to dealing with Facilities Management work requests
  
• Better integration and prioritisation of work requests
• Better allocation of resources (funding, budgets and human resources)
• More efficient and effective operational Facility Management processes
• Improved stakeholder relations
• Single source and storage of all work requests and access to original information
• Common access point to all property portfolio information
• Improved internal controls over maintenance and project management processes
• Financial integration between the Maintenance module and Natural Adabas
• Single sources of data for assets, spaces and people (employees and external workers i.e. consultants and contractors)

What's new? 

ALL maintenance service requests and other non-maintenance work requests will be logged on Planon, via the following mechanisms:

• The FM Service Desk (ext. 4666) or FMHelpdesk@sun.ac.za email address for maintenance requests
• Planon' s request module available to registered users for logging Maintenance and Non-Maintenance Work Requests

Registered users will be informed by the end of August of their permitted access and the link to Planon. These users, depending on their permitted authorisation, will be able to log Maintenance Service Requests or Non-Maintenance Work Requests separately. The latter includes Institutional Work Requests, such as new or upgrading of facilities.

The new method of logging requests will require financial authorisation by the designated cost centre owner prior to commencement of any work. The current program for registering of Small Capital Works (FBG115P) will no longer be available for new requests after August.

Open maintenance work orders, existing Small Capital Works requests and existing project requests as at the end of August, will be transferred to Planon.

Those people who have been identified as “Registered Users" will be contacted directly and will receive training before the end of August.

Who to contact?

The FM Service Desk can be contacted for normal works' enquiries on ext. 4666.

For Planon system enquiries only, please contact the following number: ext. x4655. This service will be available for September only.​