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Space and Facilities Project Request - Instructions

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Log in to the Space and Facilities Project Request form with your BC username and password. Only staff with a BC Agora login can access the project request form.
 

REQUEST A PROJECT

The project request form has four parts. Your information is saved after you complete each part. When you complete this first step, your project request is assigned a unique ID number. You can use this number to track your project request or make changes to it. Once you complete part four and submit the application to your first reviewer, you will no longer be able to make any changes to the project request.

Step 1: Enter general requestor and department contact information.

Step 2: Indicate the specifics of the project. This includes project title, location, reason/justification, date needed, project description and scope, funding source, and the number of people moving. Upload any attachments as well. Please limit attachments to photographs, PDF documents, and files that can be opened in Microsoft Word or Excel. You do not need to include a list of the people who will be moving, because Space Planning will ask for that information later.

Adding an Attachment:

  1. Click on the Add Attachment button
  2. Browse – select the file you want to attach
  3. Click on the Open button
  4. Type in the description of the attachment
  5. Check the Release box
  6. Click on the Upload button

The only way to edit the attachment itself is to delete it and upload a new attachment.

Step 3: Specify who will electronically approve this request. To give you a head start, one or more of the fields may be pre-populated. When you click on the Chair or Dean/Director links, a new window will pop up. Search for the approver and click on his or her name. The pop-up box will disappear and the person's name will automatically populate the field. Please note that the pop-up boxes allow you to choose from all BC employees. Make sure to select the correct person.

Step 4: Edit your project request and submit it. Once you press Submit, you will no longer be able to edit your project request. An email will be sent to your first approver. He or she will be able to edit the request, and then electronically approve or reject it.
 

MANAGE ACTIVE PROJECT REQUESTS

Use this option to check the status of project requests, edit and submit requests that have not been submitted, and approve or defer requests that have listed you as an approver. You can access any project request via its unique ID number.

View a List of Project Requests shows all submissions that you are involved in. This includes projects that you have submitted and projects that you have been listed as an approver for.

Note: If "Only show requests that require action on my part" is selected, only requests that require you to do something—either as a submitter or an approver—are shown.

To officially submit or approve a specific request, start by clicking Review. If the project request is one that "requires action on [your] part," you will be able to edit it and take an action upon it. Otherwise, you can just view the submission and print it.

Search for any project request in the “Search for One Project Request by Number” section of the page.

 

MOVE TO AND FROM LIST

Once your request reaches Space Planning and Facilities Management, you may be asked to provide more information about the movement of personnel and resources. If you have received an email from Space Planning or Facilities Management asking for this information, choose this option to fill out the Move to and From form and add it to your project request.

To complete this form:

  1. Search for your project number and then click on the Edit button that appears.
  2. Add information one row at a time, using the Add Row button to add new rows.
  3. When you are finished, press the Save Changes button.