USER MANUAL FOR CAB APPROVAL SYSTEM

Transcription

1 USER MANUAL FOR CAB APPROVAL SYSTEM Version Control Version Number Release Date Released by Remarks V1.1 November 2016 SNF IT Initial Shiv Nadar University Page 1 of 28

2 Contents 1. CAB APPROVAL SYSTEM INTRODUCTION CAB APPROVAL SYSTEM USER FLOW HOW TO LOGIN THE APPLICATION USERS FEATURES REQUEST FOR A CAB... 6 Steps to create cab request MY CAB REQUESTS Steps to view my cab requests REGISTER FOR TRANSPORT Steps to register for transport Steps to edit my transport request PENDING APPROVALS Steps to approve the pending cab requests DELEGATE ROLE Steps to create a delegate ADMIN SCREEN Steps to process the cab requests Steps to view transport request list All Other Requests Steps to view all other requests list COSTING DETAILS LIST... Shiv Nadar University Page 2 of 28

3 1. CAB APPROVAL SYSTEM INTRODUCTION This application is used to create, approve and manage cab and transport requests. 2. CAB APPROVAL SYSTEM USER FLOW Case 1: If employee creates cab request. Employee Creates Cab Request Department Head approves or rejects cab requests Case 2: If Department head creates cab request. Department Head Creates Cab Request Next level (President, VC, Chancellor or Director) approve or reject cab request. If approved Case 3: If President, VC, Chancellor or Director create cab request. President, VC, Chancellor or Director Create Cab Request Auto approved Finance view the costing details. Admin process the request and enter costing Shiv Nadar University Page 3 of 28

4 3. HOW TO LOGIN THE APPLICATION Steps to login the application - Step 1: Open Url Step 2: Click on Cab Approval System to open the application Login screen. On clicking, it opens the login screen of the application. Note: User can directly open the login screen of the application through Url Step 3: Enter SNU Net Id & Password and click on Login button to login. On Login, it opens the screen according to login Shiv Nadar University Page 4 of 28

5 4. USERS There are 4 types of Users in the application having different credentials Users Employee Approval Head(Department Head, President, VC, Chancellor and Director) Transport Admin Finance Credentials Request for a Cab, Register for Transport, My Cab Requests Request for a Cab, Register for Transport, Pending Approvals, Delegate Role Request for a Cab, Register for Transport, School Booking History, Admin Screen Request for a Cab, Register for Transport, Costing Details List 5. FEATURES Following are the features available in the application 1. Request for a Cab 2. Register for Transport 3. My Cab Requests 4. Pending Approvals 5. Delegate Role 6. Admin Screen 7. School Booking History 8. Costing Details Shiv Nadar University Page 5 of 28

6 6. REQUEST FOR A CAB Here users create cab requests. Steps to create cab request Step 1: Click on Request for a Cab tab to open Cab request form. Step 2: Select booking type from Booking Type list- 1. Official (Billed to Department) Select this option if cab request is for official work. Official cab request is approved and billed by department. Note - SLA for cab booking is one working day after approval. Same day cab requests will be handled on best effort basis. Business hours for cab booking are defined as 8AM-6PM Monday to Friday. 2. Medical/Personal Emergency (Billed to Department) Select this option if cab request is for medical/personal emergency. Medical/Personal emergency cab request is auto approved and billed by department. Note - Transport Desk will process your request on priority. If the booking is done after 5 PM, Please call security # Personal Use (I/Traveller will pay the bill when closing the cab) Select this option if cab request is for personal use. Personal use cab request requires no approval and billed by traveller Shiv Nadar University Page 6 of 28

7 Note - Cab will be booked subject to availability. Passenger to settle the bill directly with the driver at the end of the trip. The University is not responsible for facilitating any financial transactions with the vendor for this booking. Step 2: Select whether booking is for self, guest or other member from Booking For options. Step 3: Provide purpose for booking in Purpose text field in case of Official and Medical/Personal emergency Shiv Nadar University Page 7 of 28

8 Step 4: Select date of travel through Date of Travel calendar. Step 5: Select the cab billing department from Cost Center dropdown list. Step 6: Provide the special instruction if any in Special Instruction text Shiv Nadar University Page 8 of 28

9 Step 7: Select the travel type whether One way or Round Trip from Travel Type. Step 8: Select the booking period time whether 4 Hrs. or full day from Booking Shiv Nadar University Page 9 of 28

10 Step 9: Select the pick-up time from Pick-up Time list. Step 10: Select number of persons travelling from No. of person travelling dropdown Shiv Nadar University Page 10 of 28

11 Step 11: Provide passenger details in Passenger Details panel like Passenger department, contact number, Pick up address, Drop off address, Pick up time for return, return pick up address and return drop off address. Note: User has to provide the details of all number of passengers selected in No. of persons travelling. Note: User can save the pick-up, drop-off, return pick-up, return drop-off addresses for future uses also to avoid the retyping of addresses every time by clicking on Save button. Once saved, the same addresses will automatically populate in future when user will fill the cab request Shiv Nadar University Page 11 of 28

12 Step 12: Click on Submit button to submit the provided details of cab request. Once submit the request will go to next level according to user. 7. MY CAB REQUESTS Here User can view all the cab requests added by him/her with cab approval status and cab request details. Steps to view my cab requests - Step 1: Click on My Cab Requests tab. Once clicked, it will open the complete list of all added cab requests having columns 1. Cab Request ID This is the auto generated unique id of the all cab requests. Clicking on Cab Request ID, it opens the Cab Request form having the complete details of cab Shiv Nadar University Page 12 of 28

13 2. Name It shows the name of the user who created the cab request. 3. Date of Travel It shows the travel date. 4. Booking Type It shows the type of booking. Purpose It shows the purpose if travel. PAX It shows the number of passenger travelling. Status It shows the approval status of cab requests. Guest Name This field shows the guest name if booking is for guest. Action It shows a button Copy. Clicking on this button, it copies the complete details of the current cab request in a new cab request except Date of Shiv Nadar University Page 13 of 28

14 8. REGISTER FOR TRANSPORT Here User can book the university transport for pick and drop. Steps to register for transport Step 1: Click on Register For Transport tab to open Register For Transport form. Step 2: Select the area for pick and drop from Area dropdown Shiv Nadar University Page 14 of 28

15 Step 3: Select the pick and drop point in your area from Pick-up / Drop-off point dropdown list. Step 4: Provide your mobile number in Mobile number text Shiv Nadar University Page 15 of 28

16 Step 5: Select days of travel and required for (From SNU, To SNU, Both Way) through Days of Travel. Step 6: Provide remarks if any in Enter remarks text Shiv Nadar University Page 16 of 28

17 Step 7: Select check box to confirm that user will travel by university transport on the selected days. Step 8: Click on Register for transport button to submit the provided transport details. Note: 1. After admin receive and collate your Pickup/Drop point requests, final route with timings will be circulated to user. 2. University Transport can only be availed on registration. Those who do not register will be assumed to be travelling by own Shiv Nadar University Page 17 of 28

18 Steps to edit my transport request Step 1: Click on Register For Transport tab. Step 2: Click on Edit button in My Transport Requests panel. Once clicked, it will open the added details in Register for Transport form. Step 3: Edit the form as required. Step 4: Once edited, click on Register for transport button to save the edited Shiv Nadar University Page 18 of 28

19 9. PENDING APPROVALS Here approval head approves or rejects the pending cab requests. Steps to approve the pending cab requests Step 1: Click on Pending Approvals tab to open the list of pending cab requests. Step 2: Select the cab request by selecting check Shiv Nadar University Page 19 of 28

20 Step 3: Provide remarks if any in Remarks text field. Step 4: Click on Reject button to reject the cab request or click on Approve button to approve the cab Shiv Nadar University Page 20 of 28

21 10. DELEGATE ROLE Here user can create a delegate for his/her role for managing (approve/reject) pending cab approvals. Steps to create a delegate Step 1: Click on Delegate Role tab. Step 2: Select delegate from Delegate To dropdown list. Step 3: Provide remarks if any in Remarks text Shiv Nadar University Page 21 of 28

22 Step 4: Select From and To date for delegation through calendars. Step 5: Select Active check box if user want the delegate to be active to perform delegate role. Step 6: Click on Add New Delegation button to add the selected Shiv Nadar University Page 22 of 28

23 11. ADMIN SCREEN This screen is for the admin where admin can view and process the cab and transport requests. Steps to process the cab requests Step 1: Click on Pending For Processing tab to open the list of cab requests pending for admin to process. Here all the pending cab requests list is visible to admin. Once cab request is approved by all levels, admin get the option to process the cab request. Step 2: Select approved cab request by selecting radio box to process. Once selected, Admin will get the Cab Booking popup having option to generate receipt for cab Shiv Nadar University Page 23 of 28

24 Step 3: Provide vendor name, booking details and click on Trip Receipt button to generate Shiv Nadar University Page 24 of 28

25 Step 4: Once cab request is processed, click on Ok button. Clicking on Ok button, cab request is transfer from Pending For Processing list to Processed list. Here admin can provide the costing details of trip. Step 5: Select Enter Costing Details radio box to provide the costing Shiv Nadar University Page 25 of 28

26 Once selected, admin will get the option to provide costing details. Provide amount details in Amount field and trip details in Trip Details field. Once provided, click on Submit button to submit the costing details. Steps to view transport request list Click on Transport Request List tab to open the list of all transport Shiv Nadar University Page 26 of 28

27 All Other Requests This is the list of all cab requests which are Cancelled, Expired (Not approved in time) and having costing details updated. Steps to view all other requests list Click on All Other Requests tab to open the other request Shiv Nadar University Page 27 of 28

28 11. COSTING DETAILS LIST This screen is available to Finance team where finance team can view the list of all processed requests with costing amount also if updated by Shiv Nadar University Page 28 of 28