Engineering and Technical Support Group
School of Information Technology & Electrical Engineering

Requested by Persons Within ITEE

  1. Job requests that do not attract material charges and/or require less than 1 hour of labour may be presented directly to any member of the Engineering & Technical Support Group.
  • This type of request does not require a job number or the completion of a Technical Instruction / Cost Recovery Document
  • Time allocated to this type of activity is automatically recorded as a job number XX-001 on the time sheet
  1. Job requests that attract material charges and/or require 1 hour or more of labour may be presented directly to any member of the Engineering & Technical Support Group.
  • This type of request must be accompanied by the current issue Standard Format Technical Instruction / Cost Recovery Document which can be downloaded from the Forms page

The following information is a minimum requirement and must be provided on the Technical Instruction / Cost Recovery Document before the job request is processed:

  • Full Name
  • School / Department
  • Student Number (if applicable)
  • Course Code, Lab or Division
  • Group Number (if applicable)
  • Email Address
  • Legitimate ITEE Account Number (if known)
  • Legitimate ITEE Free Form Tag
  • Account Owner's Name, Signature & Date (ETSG Manager signs for OPALS 4018202 & 4018206)

Requested by UQ Person's External to ITEE

Each job request shall be presented to the Engineering & Technical Support Group Manager for processing using the current issue Standard Format Technical Instruction / Cost Recovery Document which may be downloaded from the Forms page.

The following information is a minimum requirement and must be provided on the Technical Instruction / Cost Recovery Document before the job request is processed:

  • Full Name
  • School / Department
  • Student Number (if applicable)
  • Course Code, Lab or Division
  • Group Number (if applicable)
  • Email Address
  • Account Owner's Name & Date
  • Full Description of Work Requested
  • RISQ Form

RISQ Forms

A completed ETSG Request for Internal Services Quote (RISQ) form, which can be downloaded from the Forms page, must be presented to the Engineering & Technical Support Group Manager for processing along with the completed Technical Instruction / Cost Recovery Document.

The requester's Finance Officer is required to authorise expenditure by signing the RISQ and providing their UQ Username.

Requested by Person's External to UQ

  1. Each job request shall be presented to the Engineering & Technical Support Group Manager for consideration and agreement regarding terms and conditions
  2. No work shall commence until a legitimate order has been placed by and received from the client
  3. The Engineering & Technical Support Group Manager will initiate the appropriate documentation and allocate the job for processing

Self Initiated Jobs

By default, these jobs attract material charges and/or require 1 hour or more of labour, the completion of a current issue Standard Format Technical Instruction / Cost Recovery Document is mandatory

The following information is a minimum requirement and must be provided on the Technical Instruction / Cost Recovery Document:

  • Full Name
  • School / Department
  • Student Number (if applicable)
  • Course Code, Lab or Division
  • Group Number (if applicable)
  • Email Address
  • Legitimate ITEE Account Number (if known)
  • Legitimate ITEE Free Form Tag
  • Account Owner's Name, Signature & Date (ETSG Manager signs for OPALS 4018202 & 4018206)

How to Acquire & Administer Job Numbers

  1. Unless already allocated, a job number may be obtained from the online self assigned job numbering system by going to: http://openilabs.ilab.uq.edu.au/Etsg/Home.php and selecting SAJobNumber and following the prompts.
  2. Once issued, the job number must be entered on the Technical Instruction / Cost Recovery Document and the document identified as Sheet 1 in the appropriate cell.
  3. Further Technical Instruction / Cost Recovery Documents may be required to record additional tasks not recorded on Sheet 1.  These documents must be identified with the original job number and Sheet 2, Sheet 3, Sheet 4 etc.
  4. All additional Technical Instruction / Cost Recovery Documents shall be attached to Sheet 1.
  5. Under no circumstances should an active project or job be allocated more than one job number or have the initial job number changed.
  6. The person who was issued with, or first acquired the job number is responsible for the above.

Time Sheets

  • A record of time spent on each job is to be entered in the Officer's time sheet to the nearest 15 minutes
  • Time sheets shall be submitted weekly to the Engineering & Technical Support Group Manager for processing

Material Charges

  • An accurate record of material costs shall be maintained by way of the Technical Instruction / Cost Recovery Document
  • Each person shall have a document tray on their desk in which all active Technical Instruction / Cost Recovery Documents are to be kept until the job is completed.  Under no circumstances are these documents to be left in other locations.
  • Components or parts which have been sourced from the Electronics Engineering Lab should be booked out in the usual manner and the Order Request Form printed and attached to the relevant Technical Instruction / Cost Recovery Document
    • Please do not leave job related Order Request Forms in the Electronics Engineering Laboratory as this will result in the job incurring incorrect charges
  • The cost of components or parts which are not sourced from the Electronics Engineering Laboratory shall be recorded on the Technical Instruction / Cost Recovery Document in the space provided.  This is normally administered by the Engineering & Technical Support Group Manager.
    • Information regarding quantity, description, price and the purchase order number (if applicable) must be provided for future reference.

Upon Completion

  1. Upon successful completion and if applicable, the client shall be informed (by the technician) the job is completed and ready for collection.
  2. The completed Technical Instruction / Cost Recovery Document and any attachments shall be returned to the Engineering and Technical Support Manager for processing without delay.
  3. Finally, edit the record in the self assigned job numbering system to indicate the job is finished.
  4. Under no circumstances should additional time be booked against jobs which have been completed and charges processed.  Should the client require further support, it must be treated as a new job request and processed accordingly.

Manufacturing Failures or Defects

Should a manufacturing failure or defect occur, accurate records are to be maintained and the following process adhered to:

On the appropriate Technical Instruction / Cost Recovery Document:

  1. In large letters, write EELMFRFAIL on the top left of the Technical Instruction / Cost Recovery Document
  2. Put a line through the information contained in the Free Form Tag or RISQ cell
  3. On the back of the same document, provide a brief description and a reason for the failure or defect

A new job number and Technical Instruction / Cost Recovery Document will be required if the job is to be re-manufactured.  Do not use the current job number!

Process Development Activities

Process Development Activities may incur significant costs in terms of materials and time, as such, accurate records are to be maintained

  1. Unless already issues, a self assigned job number shall be acquired
  2. On a standard format Technical Instruction / Cost Recovery Document, enter the job number and Sheet 1
  3. Enter EELPROCDEV in the Free Form Tag or RISQ cell
  4. Provide a brief description in the Work Requested By Client cell
  5. Multiple tasks requiring separate Technical Instruction / Cost Recovery Documents may be required during a Process Development phase.  Each document should be attached to Sheet 1

Amendments to Procedure

Inform the Engineering & Technical Support Group Manager at the earliest opportunity if this procedure has, or needs to be altered in any way.