QuikFM Facilities Management Division Customer Service Portal

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1 QuikFM Facilities Management Division Customer Service Portal User's Guide QuikFM version 5.0 User's Guide Created June 6, 2011 User's Guide Last Updated June 6, 2011 Page 1 of 14

2 Table of Contents Table of Contents... 2 Getting Help... 2 The QuikFM Home Page... 3 Logging in to QuikFM... 3 The Customer Home Page... 4 Open, Rejected, and User-Canceled Customer Requests... 5 Accepted (approved) Work Orders... 6 Submitting a New Work Order... 7 Searching for an Existing Request or Work Order Key and Access Requests Getting Help This user's guide is the best resource for learning how to use QuikFM, and for keeping up with changes to the website. However, this guide is only as useful as the last time it was updated, and may not provide answers to common questions or troubleshooting support for issues you encounter. To get additional assistance with QuikFM or to report a problem with the site, please send to aimhelp@vcu.edu or call You may also contact the VCU Technology Services Help Desk at (or help@vcu.edu) to report problems with the site after business hours and on holidays and weekends. As always, we encourage you to give us feedback about this site (and this user's guide). If there are things that you find problematic or have suggestions for ways to improve QuikFM, please let us know. (We also love positive feedback when things are working well for you!). Page 2 of 14

The QuikFM Home Page The QuikFM home page has been designed to quickly present FMD customers with status updates and important information about the QuikFM system.

3 The QuikFM Home Page The QuikFM home page has been designed to quickly present FMD customers with status updates and important information about the QuikFM system. Scheduled Downtimes, when active, will be indicated on the left side of the homepage. Important announcements will appear above the normal homepage text. A link to download this document, and contact information for obtaining help with QuikFM is listed just below the Scheduled Downtimes box. Other contact information for FMD is listed at the bottom of the page. Logging in to QuikFM QuikFM is accessible to anyone with a current, valid VCU eid. If you do not have a VCU eid, please contact your HR liaison or the VCU Technology Services Help Desk ( , help@vcu.edu) for assistance. From the QuikFM home page ( enter your eid and password where indicated and click on the Login button. Page 3 of 14

The Customer Home Page The QuikFM Customer home page (Home) has been designed to facilitate submitting new work orders and reviewing current and past work order information.

4 The Customer Home Page The QuikFM Customer home page (Home) has been designed to facilitate submitting new work orders and reviewing current and past work order information. The content will differ slightly whether you are a FMD Building Manager or other VCU faculty, staff, or student. FMD Building Managers that have responsibility for several departments will have additional controls present to manage each department. Some options (and future content) may only be available for certain types of users (for example, FMD Key Control Managers). The menu on the left side of the Home page handles navigation within the Customer activity section of the site. The Home link will bring you back to this page from anywhere in the site. The New Work Order form and the Search features are also accessible from these menu links. Lastly, please remember to log off of QuikFM using the Sign Out link. The right side of the Home page lists all Customer Requests and Work Orders for the currently selected department (for Building Managers) or for your eid (non-building Managers). The amount of information displayed is controlled by the date range selected (on the right side of the page). For demonstration purposes, this user's eid department is "Physical Plant". Yours may differ. Customer requests and Work Orders will be grouped by status: Open (unapproved) Customer Requests, Accepted (approved) Work Orders, Direct/Call-In Work Orders (submitted by FMD staff or phoned in to the FMD Operations Center), Rejected Requests, and User-Cancelled Requests. Page 4 of 14

5 To change the date range displayed, use the drop-down list on the right side of the page. If you select a date range and no requests or Work Orders were entered during that period you will receive the following message: If you are an FMD Building Manager with responsibility for multiple departments you will see a drop-down list near the top of the Home page. To change departments, simply select a different one from the list. The listing of requests and Work Orders will update automatically for the selected department. Some FMD Building Managers may have access to all departments within an organization (for example, Technology Services, School of Medicine, etc.). In this case you will only see the organization name listed at the top of the page, but will see requests and Work Orders for any of that organization's departments listed on the Home page. To view detailed information about any request or Work Order listed, simply click anywhere on the row for that request or Work Order. The detailed information available depends on the status of the request or Work Order. Open, Rejected, and User-Canceled Customer Requests To cancel an open (unapproved) customer request, click on the Cancel Request button, then click Yes when prompted. Once a request has been approved you can no longer cancel the Work Order through QuikFM. Contact the FMD Operations Center to cancel an active Work Order. To reopen a user-cancelled request, click on the Reopen Request button, then click Yes when prompted. Page 5 of 14

6 Accepted (approved) Work Orders If the Work Order is for reimbursable work, the Phase Funding information will display the customer's account that was entered on the Work Order (which should have been submitted on the original customer request). If charges have been recorded in AiM for reimbursable phase(s), you will be able to view those transactions by clicking on the arrow icon. To hide the list of transactions, click the arrow icon again. Based on customer feedback (and to provide better overall customer service), the transactions listed for each reimbursable Phase will show more detail than can be seen in the Banner E-Print reports. You will still see Labor charges summarized by date, but other transactions will be displayed individually to assist you in your reconciliation processes. Only transactions with Billed equals to "Yes" have been submitted to Banner. Transactions with Billed equals to "No" are still pending. Page 6 of 14

7 Submitting a New Work Order Click the New Work Order link from the menu. The customer request form will appear. Required fields are marked with a If you are an FMD Building Manager the Department will not be changeable on this form. If you have responsibility for multiple departments, select a department on the Home page before clicking on the New Work Order link. If you have responsibility for an entire organization, it will be listed as the "department" here (this is okay). Page 7 of 14

8 If you are not an FMD Building Manager, the Department should default to your eid department. If this is not correct, please make changes as needed. Several other items on this form are pre-filled based on information associated with your VCU eid (Contact Name, Phone Number, and Address). If you are submitting a request for someone else, please change this information so the Work Order can be tracked correctly. Enter a date you wish to have the work completed by (your deadline) in the Date Needed By field. Click on the field to show the pop-up calendar and then click on the date. If you want to schedule work for a future month, change months (or years) using the drop-down fields at the top of the calendar. If you want FMD to contact the individual listed on this form before starting work on this order, please check the box below the date field. Select a building or property (parking lot/deck, athletic facility, etc.) from the drop-down list. For reference, the address is listed below the selected property. To quickly jump to a building or property name, enter the first letter of the name once you have clicked on the drop-down list. You can keep hitting that same letter to cycle through all the buildings that begin with it. For example, to find "Sanger Hall" hit the "s" key to jump to the buildings that begin with "S". To jump to "Scherer Hall" keep hitting the "s" key until it appears. Page 8 of 14

9 If you select a building that has several floors and/or rooms, you will see the Area / Section and Location / Room dropdown lists appear. The floor is not required but is provided to help filter the list of rooms. Select a floor or area from the drop-down list and the room list will update automatically. The Location/Room list will always default to the lowest-numbered room on the selected floor. Select a location or room from the list. The locations and rooms listed here are validated against the VCU Space Management database. Please report any errors or questions to the FMD Operations Center. Every building or property has an "other" option for the Area / Section. If you need to report an issue for an area that is not listed in the regular floor/room lists, please select "Other Area" and then enter a brief description of the area affected. If you are reporting an issue that affects multiple locations or rooms (and they appear in the drop-down list), you can select "Multiple Locations" for the Area / Section and choose several rooms by control-clicking (or command-clicking for Mac OS X) on the rooms in the list. In this list the rooms are ordered by floor, but not filtered. Select a general Problem Type from the drop-down list. Provide a brief description of the problem or issue in the Problem Details box. Page 9 of 14

10 If you are an FMD Building Manager select your Account (Banner Index number) from the drop-down list provided. If you have responsibility for multiple departments, the accounts listed will be specific to the selected department. If you have responsibility for an entire organization, you should see every account for that organization in the list. If you are not an FMD Building Manager, enter your six-digit Banner Index code (charge account) in the field provided. If you enter an invalid Index code the FMD Operations Center will attempt to contact the individual listed on this request for clarification of the account information before approving the request. If you are a hospital employee select your Lawson (MAS) Code from the list provided. If you have a Project or Activity code to use for this request, select it from the drop-down list. If you have a Hospital Account Code to use for this request, select it from the drop-down list. The Lawson (MAS), Project/Activity, and Hospital Account codes are all validated against lists provided by the hospital. If you cannot find your code, or find an error with one, please contact your department's financial services officer for assistance. When you have completed the request form and are ready to send it to FMD for review, click the Submit Request button at the bottom of the form. If an error was found, you will be prompted to fix it before the request can be saved. Click OK on the prompt to correct the error. The cursor will automatically be moved to the field with the error. Enter a valid response and click the Submit Request button again to save the request. Page 10 of 14

11 If you have entered valid data in all the required fields, your request will be saved and submitted to the FMD Operations Center for approval and you will be forwarded to the detail view for your request. You should see "Submitted Successfully" at the top of the request information. Your request will now appear in the list of Open Customer Requests on the Customer Home page, until FMD approves or rejects it. Page 11 of 14

12 Searching for an Existing Request or Work Order Click the Search for a Work Order link from the menu. The Work Order Search form will appear. Enter your search criteria and click the Search Work Orders button. You may search for an existing Work Order and/or customer request, all work orders (or requests) for a specific Index Code (account number), Building/Property, or Contact Name. If you are an FMD Building Manager, you will be provided with a drop-down list of departments to search. You will also be provided with a drop-down list of the accounts that are associated with your department, the currently selected department (if you have multiple), or the organization (if you are responsible for an entire organization). Non-Building Managers will need to enter a valid six-digit Banner Index number when searching by Index Code, and cannot select a specific department to search for. At the bottom of the form you will see an Application list. The default search will always be for the "AiM" application (the FMD maintenance management system effective as of June 10, 2011). You may search through the older FacilityFocus request archives by selecting "FacilityFocus" as the application. Requests in the FacilityFocus archive are read-only -- no changes can be made, even if a request was still unapproved or was cancelled by a user. Please note: Some searches in the FacilityFocus archives may take a while to complete. Please be patient when using the archive to search for older requests. Page 12 of 14

13 Key and Access Requests FMD Key Control Managers are required to submit their key and access (key) requests through QuikFM. When FMD made the switch to AiM, the key request process was simplified to eliminate the processing of additional paperwork or having to sign and fax key request forms to FMD. Key requests should be submitted through QuikFM as a regular customer request, with one very important difference. Information that is required on regular requests is still required on Key requests, with the addition of a special Problem Type ("Key or Access Request"), and two additional key-specific pieces of information. The "Key or Access Request" Problem Type is only available for registered FMD Key Control Managers. When "Key or Access Request" is selected in the drop-down list you will be prompted to read and accept a regulatory statement regarding the distribution of keys used to access state property. This is the same statement that appeared on the key request form that you previously had to fax to FMD. Once you have read the statement and if you agree to its conditions, click OK to proceed with the key request process. The request Problem Type will automatically be set to "Key or Access Request". If you click Cancel on the regulatory statement you cannot proceed with the key request. Selecting "Key or Access Request" again as the Problem Type will cause the statement to be displayed again, until you choose another Problem Type or click OK to accept the conditions of the statement. Enter a brief description of the key(s) or access needed in the Problem Details box. If you are requesting a key or keys for multiple locations please make sure to select (or list) the locations in the Location / Room drop-down list or text box. Page 13 of 14

14 When you selected "Key or Access Request" the Access Type drop-down list appeared below the Problem Details box. Select the access type needed ("Location/Access-Point specific", "Master", or "Special"). When you select an Access Type the Access Classification drop-down list will appear. Select a classification from the list provided. Changing Access Types will change the available classification options, so if you don't immediately see one that you are looking for it may be listed under a different type. For more information about the access types or classifications, please contact your Campus Coordinator or send an to aimhelp@vcu.edu. Make sure the rest of the customer request is completed, and click Submit Request to send your key request to FMD for review. To review a history of your key requests, click the Review Key Requests link on the menu. Key requests will also appear in the regular list of customer requests and Work Orders for non-fmd Key Control Managers. Page 14 of 14

Special Education Room and Board Reimbursement Claim User Guide

Special Education Room and Board Reimbursement Claim User Guide OVERVIEW The Special Education Room and Board Reimbursement Claim system accessed through the Illinois State Board of Education s (ISBE)