Capital Projects Service Request (CPSR)

Transcription

1 Capital Projects Service Request (CPSR) How to submit a new request 1) Log into mywings 2) Click on the Employee Resources tile. 3) Select Employee Forms from the popup then click on Banner Online Forms.

2 4) Under the Campus Planning, Design & Construction Office click on the link Capital Projects Service Request (CPSR) to open/start a new request. 5) Read the information at the top of the request form and if you are ready to submit a request Select Yes from the drop down and click the Next button. 6) The contact information will auto-populate with your information. If you are not the right person to be the contact make the appropriate changes to the information. NOTE: These are require fields

3 7) Enter the location information under the Description and Justification of Request Section. 8) In the Additional Comments field enter any additional information that may help clarify the description. 9) In the Justification or Reason for Request section enter the reason and justification for this request. 10) In the Project Scope Checklist section check of all the items that apply in any or all of the 4 areas Building Additions/Modifications Campus Utility Infrastructure Grounds/Landscaping Roads/Parking/Sidewalks

4 11) Provide the following information at the bottom of the Project Scope Checklist section. Available budget Desired Construction Completion Date Expected Source of Funding (Banner Index) 12) Attach a supporting document that you have saved on your computer or a network drive under the Related Attachments section 13) At the bottom of the form select the first level of approval that is required for Send To: Chair/Director Dean/AVP Vice President NOTE: These approvals should be based on your departments internal review requirements.

5 14) After you select the level of approval the form will update to provide you a drop down/search feature to select the person that is your approver. NOTE: The form will pause for update to create this selection list and will show the following warning until the selection list has been created. Use the Drop down which is listed in Alphabetical Order (Last Name, First Name) or you can click on the magnifying glass to perform a search NOTE: How to use the Search feature 1. Click on the magnifying glass 2. Enter the first part of the last name and Click Search 3. Use the scroll bar if needed and Click on the person name you want to select 4. This will populate this person s name into the selection box and display a Submit button. 15) Click the Submit Button. 16) You will see a confirmation page letting you know that your request has been submitted. NOTE: You can go to Online Form Approvals at any point to see the status of your request. This is the link that appears on the confirmation page.

6 How to view the status of your Request 1) You can see the status of your request by clicking on Employee Resources tile in your mywings and selecting Employee Forms and Banner Online Form Approvals 2) Under the Pending Request(s): you can see any request that you submitted that have not completed the approval process. For individual approvals (i.e. Director, AVP, VP) you can hover your mouse over it to see who that person is. a. NOTE: The default view is to show you request that are still pending (Need Action).To see old request that have been approved/denied, change the Request Status to Show All.

7 CPSR Workflow Process Diagram Requester Submits the Request Chair/Director Approves/Denies the Request Approve Approve Dean/AVP Approves/Denies the Request CPSR Review Committee members review the request and provide feedback/additional information Vice President Approves/Denies the Request Approve Approve Deny Deny Deny CPSR Review Committee Chair/Administrator Approves/Denies Request Approve Deny CPSR Request Workflow Ends No Project or Work Order Created Campus Planning Office Logs the request and send notifications to physical facilities for work orders and the Project Manager assigned. CPSR Request Workflow Ends Project or Work Order is created as needed

8 CPSR Request Approval Process. 1) When a request is sent to you for approval you will be sent an notification to inform you that you have a pending item for approval. 2) Log into mywings 3) You can see the status of your request by clicking on Employee Resources tile in your mywings and selecting Employee Forms and Banner Online Form Approvals

9 3) It will show you a list of all request that require your approval. 4) Click on the link Review under the action column for the request you want to review. a. NOTE: If you need to make changes or additions to the request itself you will need to check the Open Editor box before you click on the Review link. 5) Review the request and at the bottom of the form select the action you want to take. Approve moves the item forward in the workflow Deny Ends the workflow and sends an to the requester and any previous approves that it has been denied. Hold for Review holds it in your que but allow you to make workflow comments Send Back Allow you send the request back to any previous step in the workflow. 6) If you want to make a comment you can enter it into the comment sections. NOTE: There are two types of comments: i. Internal Comments - only be visible to you ii. Communications Comments - can be seen by everyone in the workflow. These comments will be included on the notification if this is an approval, denial, or send back decision.

10 7) When performing a Chair/Director Approval you will need to select if you want to send it to a Dean/AVP or directly to your Vice President. (You should follow what is required for your internal departmental approval process). NOTE: The form will pause for update to create this selection list and will show the following warning until the selection list has been created. 8) When sending it to an individual for approval (Chair/AVP, Dean/AVP, Vice President) you will need to select the appropriate person in your department/division to perform that approval. Use the Drop down which is listed in Alphabetical Order (Last Name, First Name) or you can click on the magnifying glass to perform a search i. NOTE: How to use the Search feature Click on the magnifying glass Enter the first part of the last name and Click Search Use the scroll bar if needed and Click on the person name you want to select This will populate this person s name into the selection box and display a Submit button.

11 9) Click the Submit button 10) You will receive a confirmation message telling you that your decision was submitted. Other things to look at when reviewing a request. *Below where you select your decision all previous levels of approval and who approved them can be seen at the bottom of the request. NOTE: In this example below it has been submitted to the Vice President for approval but only has a director level approval. There is no Dean/AVP approval.