CITY UNIVERSITY OF HONG KONG DUTY VISIT APPLICATION SYSTEM USER QUICK REFERENCE

Transcription

1 CITY UNIVERSITY OF HONG KONG DUTY VISIT APPLICATION SYSTEM USER QUICK REFERENCE Version 3.0 June 2015 Run on Paperless Workspace System (PLWS)

2 Table of Contents Getting Started... 3 To Create a New Application by Individual Staff... 6 To Create a New Application by Departmental Administrator To Vet an Application (by Requester s Departmental Administrator) To Submit an Application (by Requester) To Endorse an Application (by Endorser) To Vet an Application (by Approver s Departmental Administrator) To Approve an Application (by Approver) To Cancel an Application (by Departmental Administrator) To Enquire Application Status (by Departmental Administrator) To Enquire Application Status (by Requester/Endorser/Approver) Enquiry on User Account or Technical Support Appendix A - Approving Authorities for Duty Visit Appendix B - Summary of Tasks, Application Status and Decision of Endorser/Approver Appendix C Notifications City University of Hong Kong 2

3 Getting Started 1. The following settings are recommended for your PC:- Software/OS Version Web Browser Internet Explorer (IE) 9.0 or 10.0 or 11.0 (IE 9.0 is the default browser version at CityU) Java JRE Version Java 1.7 Update 51 Windows OS Windows 7 Enterprise SP1 PDF Reader Adobe Reader/ Acrobat 9, 10 or If you receive a message informing you about the blocking of Java (TM), please follow the steps below for rectification. (A sample message is given below for reference). a. Open Internet options at Internet Explorer b. Click Security tab City University of Hong Kong 3

4 c. Click Trusted sites and then click Sites d. Input at website zone and click Add e. Click Close and restart Internet Explorer City University of Hong Kong 4

5 3. To access the e-duty Visit Application System : Login to AIMS entering your EID and Password. For individual staff, click Duty Visit Application to use the Electronic Form to apply for duty visit. For Departmental Administrator, click Duty Visit Vetting and Application to prepare/vet an application. City University of Hong Kong 5

6 For Heads and Line Managers, click Duty Visit Request/Endorsement/Approval to request/endorse/approve application(s). City University of Hong Kong 6

7 To Create a New Application by Individual Staff 1. Please complete items 1 to 6 in Section 1 (fields with * are mandatory), and then click in the bottomleft of the Form. Item 1 Please enter EID of your Departmental Administrator. The Departmental Administrator will process your application after receipt. Note: EID = Electronic ID Item 3b Itinerary Add a new itinerary Click to add a new itinerary. Delete an itinerary Click the checkbox next to the City/Country column and then click. City University of Hong Kong 7

8 2. Please review Section 1 on the Preview page, and then click to proceed to Section 2 [Upload Supporting Document(s)]. To print the Preview page for reference, click. Please be reminded that no modification is allowed after Section 1 is confirmed. City University of Hong Kong 8

9 3. Please upload supporting document(s) in Section 2 and then click to send the form to your Departmental Administrator. To upload supporting document(s), click, and click to attach a file. Or if to remove all attachments, click. The following message will be shown after the application is submitted and you will receive an notification. City University of Hong Kong 9

10 To Create a New Application by Departmental Administrator 1. To create a new application, click in the bottom-right of the Action tab page. 2. Click to create a new application on the Action tab page. If you want to cancel, click. City University of Hong Kong 10

11 3. On the Action tab page, click 4. Double-click the task Form Preparation from the searched result. City University of Hong Kong 11

12 5. Fill in the Form (fields with * are mandatory) and click at the bottom-right corner of the Form. Item 1 Particulars of Staff Member Recommended for Duty Visit To recommend a staff member for duty visit, input the staff number at click.. and To delete a staff record for duty visit from the System, check the button next to Staff No xxxxxxxx DEPT POST xxxx xxxx and click. City University of Hong Kong 12

13 Item 2b Itinerary Add a new itinerary Click to add a new itinerary. Delete an itinerary Select the button next to the City/Country column and click. Item 6 File Attachment Attach supporting document(s) 1. Click. 2. In the popup window, click. 3. In the Select Files popup windows, select one or more documents and click OK. City University of Hong Kong 13

14 4. Click Finish. Remove attachment(s) Select one or more documents from the table, and right-click to select the Delete option. Item 7 Approval Path Select Same, One Level or Two Levels on the approval path of the Requester/Endorser/Approver, and select the appropriate Department.. Then input the EID or Note: EID = Electronic ID = Staff CityU address/ alias If the of the Requester is requester@cityu.edu.hk, you can input requester on the field. City University of Hong Kong 14

15 Item 8 Comment(s) to Requester Input your comment(s) to Requester. City University of Hong Kong 15

16 To Copy from an Existing Application 1. To create a new application by copying from an application in the System, click the View Status tab page. 2. Input the search criteria and click. Application Filter /Search City University of Hong Kong 16

17 3. Select an application from the searched result and then click. 4. Click to create a new application on the Action tab page. If you want to cancel the copy function, click. 5. On the Action tab page, click, it may take a few seconds to generate the task. City University of Hong Kong 17

18 6. Double-click the task Form Preparation from the searched result xxxxxxx xxxx xxxx xxxxxxx xxxx xxxx 7. Make amendments on the Form as required. City University of Hong Kong 18

19 To Vet an Application (by Requester s Departmental Administrator) 1. The Requester s Departmental Administrator will receive an for vetting an application, click the link in the to go to the System, on the Action tab page, double-click the task Review Application - Requester. City University of Hong Kong 19

20 2. In the Application Review section, review comment(s) from the Departmental Administrator who prepares the Form and input your recommendation(s) to the Requester. Then input EID/ of Requestor in Forward to Requester (EID/ ) and select the appropriate Department, and then click. Comment(s) from Departmental Administrator who prepares the Form City University of Hong Kong 20

21 3. If there is a need to forward the task to another Requester, change the EID/ in Forward to Requester (EID/ ) and select the appropriate Department. 4. In case the application has to be returned to the Departmental Administrator who prepares the Form, please input your comments, if any, and then click in the section Return for Modification. City University of Hong Kong 21

22 To Submit an Application (by Requester) 1. The Requester will receive an after Departmental Administrator has vetted the application. Click the link in the to go to the System for action. Decision and Comment(s) Departmental Administrator s Recommendation Application Form and Supporting Documents City University of Hong Kong 22

23 2. To consider the duty visit application, Review the Application Form and supporting document(s) by double-clicking the attachments. Review the Departmental Administrator s recommendation(s). In the Action & Comment(s) column, select a decision and input your comments if any. Decision Request The application will be submitted to other parties for endorsement/approval. Return to Requester s DA for Modification The application will be returned to the Departmental Administrator for modification. Click at the bottom-left corner of the page. In the Confirmation page, your decision and/or comment(s) are displayed for your review. To submit the application, click at the bottom-left corner of the page, otherwise click to change your decision/comments. City University of Hong Kong 23

24 To Vet an Application (by Endorser s Departmental Administrator) 1. The Endorser s Departmental Administrator will receive an for vetting an application, click the link in the to go to the System. On the Action tab page, double-click the task Review Application - Endorsement. DV In the section Application Review', input your recommendation(s), if any, to the Endorser, and click to complete the vetting. City University of Hong Kong 24

25 City University of Hong Kong 25 dept

26 3. If there is a need to forward the application to another Endorser, change the EID/ in Forward to Endorser (EID/ ) and select the appropriate Department. 4. In case the application has to be returned to the Departmental Administrator who prepares the Form, input your comments, if any, and then click in the section Return for Modification. City University of Hong Kong 26

27 To Endorse an Application (by Endorser) 1. The Endorser will receive an for endorsement of an application. Click the link in the to go to the System for action. Decision and Comment(s) Departmental Administrator s Recommendation Application Form and Supporting Documents City University of Hong Kong 27

28 2. To consider endorsement of the application, Review the Form and supporting document(s) by double-clicking the attachments. Review the Departmental Administrator s recommendation(s). In the Action & Comment(s) column, select a decision and input your comments if any. Decision Endorse - The application is endorsed. Return to Requester s DA for Modification - The application will be returned to the Departmental Administrator for follow up. Not Endorse - The application is not endorsed. Click at the bottom-left corner of the page. In the Confirmation page, your decision and comment(s) are displayed for your review. To complete the endorsement, click at the bottom-left corner of the page, otherwise click to change your decision/comments. City University of Hong Kong 28

29 To Vet an Application (by Approver s Departmental Administrator) 1. The Approver s Departmental Administrator will receive an for vetting an application. Click the link in the to go to the System. On the Action tab page, double-click the task Review Application - Approval. 2. In the section Application Review, input your recommendation(s) to the Approver and then click to complete the vetting. dept City University of Hong Kong 29

30 3. If there is a need to forward the task to another Approver, please change the EID/ in Forward to Approver (EID/ ) and select the appropriate Department. f 4. In case the application has to be returned to the Departmental Administrator who prepares the Form, in the section Return for Modification, input your comments, if any, and then click. City University of Hong Kong 30

31 To Approve an Application (by Approver) 1. The Approver will receive an for approval of an application. Click the link in the to go to the System for action. Decision and Comment(s) Departmental Administrator s Recommendation Application Form and Supporting Documents City University of Hong Kong 31

32 2. To consider approval of the application, Review the application and supporting documents by double-clicking the attachments. Review the Departmental Administrator s recommendation. In the Action & Comment(s) column, select a decision and input your comments if any. Decisions Approve - The application is approved. Return to Requester s DA for Modification - The application will be returned to the Departmental Administrator for follow up. Not Approve - The application is not approved. Click at the bottom-left corner of the page. In the Confirmation page, your decision and comment(s) are displayed for your review. To complete the approval, click at the bottom-left corner of the page, otherwise click to change your decision/comments. City University of Hong Kong 32

33 To Cancel an Application (by Departmental Administrator) Note: Only the Departmental Administrator can cancel an application in the task Form Preparation or Return for Modification. 1. To cancel an application, click the task Form Preparation or Return for Modification on the Action tab page. 2. Click at the bottom-right corner of the Form. City University of Hong Kong 33

34 To Enquire Application Status (by Departmental Administrator) 1. To check the application status, click View Status. 2. Input the search criteria and click. Search Criteria City University of Hong Kong 34

35 3. Check the columns Status, Endorser Decision, Approver Decision to trace the status of an application. (Please refer to Appendix B for details about Status and Decisions of Endorser/Approver) ** Example for searched application status: The application (DV ) has been endorsed by the Endorser and is pending for approval by the Approver. The application (DV ) has been endorsed by the Endorser but returned to the Departmental Administrator who prepares the Form for modification. City University of Hong Kong 35

36 To Enquire Application Status (by Requester/Endorser/Approver) 1. To check the application status, click Enquiry at Application(s) Pending page. 2. The requested/endorsed/approved applications are listed in the table. City University of Hong Kong 36

37 Enquiry on User Account or Technical Support For Enquiry on new User Account, cancellation or change of User Account, please contact colleagues in HRO serving your department. For request of technical support of the System, please send to ESU at or by phone at (852) By CSC Work Request For account creation or deletion, select Online Duty Visit Application Account Setup under Paperless Office Workspace on Service Type. Note: 3 working days are required for account creation. City University of Hong Kong 37

38 Examples for filling in the Service Details in the request are given below: Request Create a new user account Delete an existing user account Service Details Create Account Name of New User: EID of New User: Effective Date: Delete Account Name of Existing User: EID of Existing User: Effective Date: Replace an existing user account with a new user account Replace Account Name of New User: EID of New User: Name of Existing User to be deleted: EID of Existing User to be deleted: Effective Date: City University of Hong Kong 38

39 For technical support, select Online Duty Visit Application Technical Support under Paperless Office Workspace on Service Type. City University of Hong Kong 39

40 Appendix A - Approving Authorities for Duty Visit City University of Hong Kong 40

41 City University of Hong Kong 41

42 City University of Hong Kong 42

43 Appendix B - Summary of Tasks, Application Status and Decision of Endorser/Approver Summary of Tasks Task Role Description Form Preparation Review Application Departmental Administrator Departmental Administrator of Requester/Endorser/ Approver Vet an electronic Form by individual staff. Create a new duty visit application, attach supporting document(s) and select the approval path (Same, One or Two Levels) Review an application, give recommendation(s), if any, and forward it to the Requester/ Endorser / Approver for action, or Return application to Departmental Administrator who prepares the Form or modification. Review and Approve Requester Review and approve an application (for approval at Same level), or Return application to Departmental Administrator who prepares the Form for modification. Application Endorsement Endorser Review an application, provide comments (optional) and make a decision (Endorse, Return for modification or Not endorse). Application Approval Approver Review an application, provide comments (optional), and make a decision (Approve, Return for modification or Not approve). Application Status 0. Drafted 1. Submitted Description Summary of Application Status The application has been submitted by Departmental Administrator and is pending for review by Requester. The application has been submitted by Requester and is pending for further processing (i.e. endorsement, approval, action by HRO). 2. Endorsed The application has been endorsed and is pending for approval. 3. Approved The application has been approved and is pending for action by HRO. 4. Rejected The application has been rejected by Endorser or Approver. 5. Returned The application has been returned to Departmental Administrator who prepares the Form for modification. 6. Completed The application has been approved and action completed by HRO. 7. Cancelled The application has been cancelled by Departmental Administrator who prepares the Form. City University of Hong Kong 43

44 Summary of Endorser s Decisions Decision Endorse Not Endorse Return for Modification Description The application has been endorsed by Endorser. The application has not been endorsed by Endorser. The application has been returned to the Departmental Administrator who prepares the Form for modification. Summary of Approver s Decisions Decision Approve Not Approve Return for Modification Description The application has been approved by the Approver. The application has not been approved by the Approver. The application has been returned to the Departmental Administrator who prepares the Form for modification. City University of Hong Kong 44

45 Appendix C Notifications (Note: As Applicants do not have access to the e-duty Visit Application System, the Departmental Administrator may send a scanned copy of the application after completion to the Applicant for reference.) 1. Application submitted by Applicant to inform the Applicant that the application has been received. to inform the Applicant that the application has to be re-submitted due to entry of invalid EID of Departmental Administrator. City University of Hong Kong 45

46 to inform the Departmental Administrator of the applicant that the application has to be resubmitted due to entry of invalid Staff No. City University of Hong Kong 46

47 2. New Application(s) for processing to inform Departmental Administrator to process new duty visit application(s) submitted by applicant. to inform Departmental Administrator/Requester/Requester s DA to vet/process duty visit application(s). City University of Hong Kong 47

48 to inform Endorser s DA/Endorser/Approver s DA/Approver to vet/process duty visit application(s). Batch daily to Requester/Endorser/Approver to process duty visit application(s). City University of Hong Kong 48

49 3. Application - Approved to inform Applicant that the duty visit application has been approved, after action by HRO. to inform Departmental Administrator/Requester s DA/Endorser s DA/Approver s DA (where applicable for each individual in a group application) that the application has been approved, after action by HRO. City University of Hong Kong 49

50 4. Application - Not Endorsed/Approved to inform the Applicant that the application has not been endorsed/approved. City University of Hong Kong 50

51 to inform Departmental Administrator/Requester s DA/Endorser s DA/Approver s DA that the application has not been endorsed/approved. City University of Hong Kong 51

52 5. Application Amendment to inform the Applicant that the application has been amended by HRO. to Departmental Administrator/Requester s DA/Endorser s DA/Approver s DA, for each individual in a group application, has been amended by HRO. City University of Hong Kong 52

53 6. Application Cancellation to inform the Applicant that the application has been cancelled by Departmental Administrator or HRO. to inform Departmental Administrator/Requester s DA/Endorser s DA/Approver s DA/HRO (as appropriate) for all applicants in a group application cancelled by Departmental Administrator. City University of Hong Kong 53

54 to inform Departmental Administrator/Requester s DA/Endorser s DA/Approver s DA, for each individual in a group application, cancelled by HRO. City University of Hong Kong 54