Facilities Management System (Vendor Hub)

Vendor Hub — Access, Training, Compliance & Support

Welcome to the ANU Facilities Management System (FMS) Vendor Hub. 

This page provides authorised vendors with comprehensive guidance on system access, onboarding, training requirements, operational expectations, WHS compliance obligations, and support pathways.

For the avoidance of doubt, work must not commence until all required permits, WHS obligations, and hazard checks have been completed.

Access & Onboarding Requirements

All vendors must be formally engaged by ANU and meet compliance requirements prior to FMS access approval.

• Sponsorship by a Contract Manager
• Completion of required inductions and documentation
• Verification of compliance (insurance, safety, licensing as applicable)
• Role-based approval through the FMS Support Team

Access is role-based. Vendors will only see functions relevant to their scope of work. 

Logging In

Start by testing the FMS link.

FMS training and access has been provided to vendors at the time of implementation. 

Access instructions have been provided to those vendors that have been set up, noting multi-factor authentication (MFA) is required. MFA Guidance can be found at this link.

If your organisation, or personnel have not received FMS training, you will need to contact the FMS Support Team, to request access creation and instructions on the use of the FMS.

Login credentials must not be shared under any circumstances.

Training & Working in FMS

Vendors must review the training prior to operational use. The training covers:

• Receiving and accepting work requests
• Updating work request status and site notes
• Recording completion details and evidence
• Mandatory data fields and data preservation
• Communication standards within FMS
• Safety, compliance, and reporting expectations

Vendors are responsible for ensuring their personnel understand system obligations prior to undertaking work.

Work Requests & Operational Responsibilities

Review and accept all applicable Terms & Conditions (T&Cs) before commencing any works. Please note that where a Work Request is issued under an existing agreement, the T&Cs of the precedent contract will prevail to the extent of any inconsistency – T&Cs.

The following items are critical for vendors to consider before commencing any works:

• Confirm HAZMAT Awareness compliance, including understanding of onsite hazardous materials registers and reporting requirements – HAZMAT.
• Check and obtain all required Permits to Work (e.g., Hot Work, Working at Heights, Confined Space) before starting any activity – Permits.
• Follow all Campus & Building Requirements Manual (CBRM) guidelines, including access protocols, noise restrictions, and environmental controls – CBRM.

The following responsibilities clearly confirm vendor expectations for work requests:

• Maintain clear verbal and digital communication with the FMS Work Requestor, including arrival, status updates, delays, and completion notifications.
• Report any data discrepancies or asset information corrections directly through the FMS as part of your workflow, ensuring particular attention to the asset condition, if applicable.
• Upload all required documentation (JSA, permits, inductions, completion photos and Service Report) into the FMS prior to submitting an invoice.

Quick Reference Guide:

• Review assigned work requests promptly, mindful of the inbuilt SLA
• Update status changes in real time
• Record accurate completion notes and required documentation
• Escalate risks, delays, or safety concerns appropriately
• Ensure all work aligns with contractual and ANU safety obligations

Documentation & Compliance Resources

The FMS Resource Library provides access to:

• Standard operating procedures (SOPs)
• Safety and HAZMAT requirements (where applicable)
• ANU standard terms and conditions (as applicable to engagement)

Micro-FAQ (Vendors)

1. How do I receive work requests?
   Work requests are assigned to Vendors via the FMS.
2. What if I cannot log in?
   Contact your Contract Manager first, or follow the access instructions provided during onboarding.
3. How do I update a work request status?
   All status updates, notes, and completion details must be recorded directly within FMS.
4. What if there is a safety issue?
   Escalate immediately to your Contract Manager and follow ANU safety protocols.
5. How do I report a system issue?
   Email a support request with screenshots to the FMS Support Team and include the relevant work request number.

Support & Escalation Pathway

Follow the escalation pathway below:

• Login or credential issues → FMS Support Team
• Password resets → ANU IT Password Team
• Work Request or workflow questions → FMS Support Team
• Access or role changes → FMS Support Team
• Urgent operational disruptions → Contract Manager + FMS Support (Priority)

Key Contacts

Mobiles and offices will be staffed from 07:30 until 16:00 on business days.

CCT – Zone 1 M: 0437 124 019 E: CrossCampusZone1.CE@anu.edu.au - zone office in B131, John Curtin School of Medical Research

CCT - Zone 2: M: 0427 430 837 E: CrossCampusZone2.CE@anu.edu.au - zone office in B138, Michael Burt Wing, Research School of Chemistry

CCT – Zone 3: M: 0436 811 717 E: CrossCampusZone3.CE@anu.edu.au - zone office in B9, HC Coombs Building

CCT - Zone 4: M: 0419 685 291 E:  CrossCampusZone4.CE@anu.edu.au - zone office in Joplin Lane, Kambri Precinct

FMS Support Team: CE.FMS@anu.edu.au 

Contract Manager: fixmycampus@anu.edu.au 

ANU IT Password Team: +61 2 6125 4321 option 2, option 1 between 08:00 and 17:00 for assistance. 

Emergency Contact: +61 2 6125 4000, option 1, for urgent issues affecting safety or operations, escalate immediately by phone.

Continuous Improvement

FMS forms part of ANU’s broader Facilities Management Transformation Program. Vendors are encouraged to provide feedback to support ongoing system and process improvement.