OnBase Facilities User Guide Version 12.0 General Web Client options for Facilities Service Request and Key Request Page 1 of 17 March 13, 2012
Contents ABOUT THIS GUIDE... 3 RETRIEVING DOCUMENTS... 4 How to search for Facilities Tickets in OnBase... 4 FACILITIES SERVICE REQUEST... 9 How to Create a New Facilities Service Request Ticket... 9 Workflow and the Facilities Service Request... 10 How to Process a Workflow ticket Department Office Managers... 11 Notes... 13 FACILITIES KEY REQUEST... 14 How to Create a New Facilities Key Request Ticket... 14 Workflow and the Facilities Key Request... 15 How to Process a Workflow Ticket Approvers... 15 Notes... 17 Page 2 of 17 March 13, 2012
ABOUT THIS GUIDE This user guide provides detailed, step-by-step instructions that explain how to create and process the Facilities Service Request and the Key Request in the OnBase Web Client. General OnBase navigation tips are located at https://esuobweb.emporia.edu/webclientuserguide.pdf. However, another resource for working with the OnBase Web Client is the OnBase Web Help. If you have a question about OnBase, click on the Help button to open the Web Help system. If you are unable to find the information you need in this guide or in the Web Help system, please contact the IT HelpDesk at extension 5555, toll free at 877-341-5555 or via email to helpdesk@emporia.edu. Page 3 of 17 March 13, 2012
RETRIEVING DOCUMENTS How to search for Facilities Tickets in OnBase 1. Once you login to the OnBase Web Client, you will see this screen: 2. Make sure Document is selected in the primary navigation menu, and Document Retrieval is selected in the secondary navigation menu. Then select the Document Type Group of Facilities. 3. If you are not a department office manager or a key approver, you won t see the FAC Key Request document type. All ESU employees should be able to see the FAC Service Request document type. Page 4 of 17 March 13, 2012
4. Click the FAC Service Request and the keywords for that document will appear. One or more keywords or a date must be selected to search. Pick a calendar date or enter another keyword value. If you wanted to use a wildcard search, use the * (ex: rob* would select Roberts, Robbins ). Click the binoculars to initiate the search. Page 5 of 17 March 13, 2012
5. You will only see documents you have access to see. Typical ESU employees can only see their own tickets. Department office managers can see all tickets for the department. Double click on a document in the list and it will show in the pane below. This could be useful if you submitted a ticket, and before the work could be started, parts needed to be ordered. You could scroll down to see what notes the Facilities supervisor wrote on your ticket. Page 6 of 17 March 13, 2012
6. Right click a highlighted document in the top window, or right click a blank/white spot in the open document to view history on the document. This may be more than you want to know, but it shows every change made to the form and who made it. NOTE: Make sure the document is highlighted (by left clicking) before you right click when checking history. Page 7 of 17 March 13, 2012
Click the Workflow Queues tab to see more interesting information. Starting at the bottom, you can see who created the form, and working your way up, see all of the workflow queues that the document passed thru. In this case the document was started by PDELMOTT, transferred to the Mechanical queue where CPARKS1 completed the work and sent it on to the Director queue where charges were added. DMOHLING transitioned the document to the Office Fund queue where KINGOLD added her row of funding and transitioned the document to the Dept Verify Funding queue where the department office managers add their row(s) of funding. In this case, the ticket was either Infrastructure or Mechanical, so it was routed to the Budget Verify Funding queue. The blank Exit User Name indicates that this document is currently in the Budget Verify Funding queue. This is handy because you can tell which queue the ticket is in and how long it has been in a particular queue. Page 8 of 17 March 13, 2012
FACILITIES SERVICE REQUEST How to Create a New Facilities Service Request Ticket 1. Make sure the primary navigation menu shows Document and select New Form in the secondary navigation menu. Then select FAC Service Request. User information will automatically be populated on the form, so whoever creates the form is the originator and will receive the email notifications about progress on the form. It is not possible for one person to create a form with any other UserID. NOTE: If your Department or Office Manager information is incorrect, please contact HR to fix this information. NOTE: If your Campus Box, Campus Address or Campus Phone number are incorrect, either contact HR to correct this information or you may fix it yourself by following the directions in the document Campus Directory FAQ located in Buzz In, Resources tab. Select the Building and Room name or number where the service is to be performed, if applicable. If the request is Urgent, please choose that option in the drop down box. This will send an extra email notification to the Facilities office to alert them to the problem. Commonly requested services are listed in a drop down box. If there is a plumbing problem or burned out light bulbs, select those from the drop down list. If the service you need is not in the Page 9 of 17 March 13, 2012
list, or if there is any more description of the problem or the services requested, please fill that out in the text box. Click the Send to Service button to submit the ticket. Workflow and the Facilities Service Request The Facilities Service Request flows from one work queue to another and has alerts and notifications to keep everyone informed on the progress of the form. The example shows the workflow queues for the Service Request. The only work flow queue you can see are the ones you are assigned to. All documents start in the Initial Queue where system scripts are run to populate some of the keywords on the form. If nothing was selected in the drop down list for Service Requested, the ticket is routed to the Office Route queue where the Facilities office assigns the appropriate area to do the work. The Department Office Manager receives an email (if he/she was not the ticket originator) indicating someone in their department has entered a Facilities Service Request ticket that may have potential charges. If the Service Requested drop down item was selected, the ticket is routed to the appropriate Supervisor : Building Services, Carpentry, Construction, Controls, Electrical, Grounds, HVAC, Mechanical, Power Plant, Sign Shop, Shipping/Receiving or Welding/Automotive. (The Department Office Manager does not receive an email when the Service Requested drop down is used. Once the work has been completed, the Supervisor enters the date the work was completed. An automatic email notification is generated to the ticket originator stating that work has been completed. If there was a charge for the work, the ticket is routed to the Director; otherwise, the ticket is removed from workflow. The Director assigns charges and the ticket is routed to the Office Fund queue where the Deposit To account information is entered. The ticket is then routed to the Department Office Managers along with an email notification to indicate there are items to be completed in workflow. The Office Manager would review the request and the charges, then key in the Bill To Banner account information. Once the Office Manager approves the charges, the ticket is routed to Grants, Budget or Accounts Payable depending on whether grant funds are involved or the work involves equipment or infrastructure. Most tickets go straight to Accounts Payable. Page 10 of 17 March 13, 2012
The final stop for the ticket is the Accounts Payable (AP) queue where Banner Finance is updated with the information on this ticket. Once Banner has been updated, AP completes the ticket which generates an email notification to the Office Manager. How to Process a Workflow ticket Department Office Managers Office Managers get an email notification when work needs to be done in OnBase to complete a Facilities Service Request ticket. Just click the link in the email to go directly to workflow. If you log into OnBase via Buzz In, click the drop-down box in the primary navigation menu and select Workflow. Once in workflow you will only see the workflow queue(s) that you have access to. The example below shows the Dept Office Manager Queue. As a superuser, I m seeing all tickets, however, you would only see tickets for your department. Click a ticket to view it and start work. Page 11 of 17 March 13, 2012
Scroll down to see the Invoice portion of the ticket and to enter your Bill To Banner Index. 1) Review the charges. 2) Enter up to 5 Bill To Banner Index codes. After entering each code, press the tab key to populate the fund, organization and program fields. You will only be able to enter index codes that you have authority to use in Banner. 3) Enter the amount to be spent on each row that contains an index. The Billing Total must equal the Invoice Total. 4) Click the Save Button. 5) Click the Dept Approves icon to approve OR click the Dept Disapproves icon to disapprove OR click the Pay by Check icon if state funds are not used. 6) Approvals are typically routed to Accounts Payable, but it could go to grants or budget first if their approval is required. 7) If the request is disapproved by the Office Manager, a reason must be given. NOTE: If the text in the button looks gray and fuzzy, like this,, you are either trying to update a document in Document Retrieval (when you should be in workflow), or the document is open in multiple places. You can t update the document when the buttons have gray, fuzzy letters. You may have the document open in Document Retrieval and workflow. If so, close the document in Document Retrieval before you can work with it in workflow. Or another person may be looking at the same document as you. Page 12 of 17 March 13, 2012
8) If the Dept Approves (pay by check) icon is clicked, this message will appear: Notes Notes can be added to any Facilities document if you need one. Right click any open/white space on the form (not in a data field box), select Note, Add Note Note, OK. A note will appear on the document with the date, time and your UserID. Add any pertinent text in the box. The note will be saved with the document and available for anyone to read who has access to view the form. To minimize the note, double click in the yellow part to see this: expanded note. Double click again to get the Page 13 of 17 March 13, 2012
FACILITIES KEY REQUEST How to Create a New Facilities Key Request Ticket Only Department Office Managers (who currently receive the postage and CAR bills) and Key Approvers (department chairs, deans, vice presidents ) can create a Key Request. 1) Make sure the primary navigation menu shows Document and select New Form in the secondary navigation menu. Then select FAC Key Request. 2) Enter the UserID of the person who needs a key. 3) Click the Click to Populate button. This will populate all of the rest of the Requestor Information. 4) Select the Building and Room Number (or room name) for the key request. 5) If there is additional information, such as key for closet, utility closet, or any other key requirements, please add that information in the Additional Information text box. 6) Select the appropriate Approver s UserID from the drop down list. 7) If the key is for a short duration (ex: student or temporary employees, summer access ) select an end date of when the key will no longer be needed. Keys need to be returned to the Stormont Maintenance Center. Page 14 of 17 March 13, 2012
8) Click Send Request. An automatic email notification will be sent to the person selected in the Approver drop down list indicating a key request needs approval. NOTE: If the Approver wants to initiate a new Key Request (without having the Office Manager initiate it), the prior steps are the same except there is no email (to the Approver) and no need to perform any workflow. The request goes directly to the Key Shop queue. Workflow and the Facilities Key Request The Facilities Key Request flows from one work queue to another and has alerts and notifications to keep everyone informed on the progress of the form. The graphic shows the workflow queues for the Service Request. The only workflow queue you can see are the ones you are assigned to. All documents start in the Initial Queue where system scripts are run to populate some of the keywords on the form. Once the Key Request has been submitted, it goes to the Key Approver Queue along with an automatic email notification to the Approver that a Key Request needs approval. After approval, the form is routed to the Key Shop Queue. When the key is made, the Key Shop employee completes the ticket which sends an automatic notification to the key recipient that the key(s) are ready to be picked up. When complete, the ticket exits from workflow. The key recipient is informed to go to the Stormont Maintenance Center to pick up the keys and sign for them. How to Process a Workflow Ticket Approvers Key Approvers receive an email notification when work needs to be done in OnBase to complete a Facilities Key Request ticket. Just click the link to go directly to workflow. If you log into OnBase via Buzz In, click the drop-down box in the primary navigation menu and select Workflow. Once in workflow you will only see the workflow queue(s) that you have access to. The example below shows the Key Approver Queue. As a superuser, I see all tickets; however, you would only see tickets that were submitted to you. Click a ticket to view it and start work. Page 15 of 17 March 13, 2012
As soon as the ticket is pulled up, the Approver s UserID and Name are filled out, as well as the Approval Date. 1) To approve the request, click the Save button, then click the Approve Key Request icon. 2) To deny the request, click the Deny Request button. The following message will appear: 3) Click OK and enter a denial reason in the Notes text box. Click Save. Page 16 of 17 March 13, 2012
Notes Notes can be added to any Facilities document if you need one. Right click any open/white space on the form (not in a data field box), select Note, Add Note Note, OK. A note will appear on the document with the date, time and your UserID. Add any pertinent text in the box. The note will be saved with the document and available for anyone to read who has access to view the form. To minimize the note, double click in the yellow part to see this: expanded note. Double click again to get the Page 17 of 17 March 13, 2012