Process Number: 200	Revision Date: 2/12/2002 3:10:50 PM
Revision #: 1	Back | Access Password:

On-Line Facilities Request

Office Responsible:

CCBO - Crafton - Campus Business Office VCBO - Valley - Campus Business Office

Process Type:

internal

Position Title:			Author:
Cross Trained Staff:		Manager:		Vice Pres.:

Timeline (Deadlines or Time-Constraints) :

5-10 days depending on equipment & set-up

What must be done before this process is started:

Employees set-up on LeavTrak and/or Datatel. Upon an individuals logon to CCentral their ID is checked against LeavTrak and Datatel to determine what kind of access/menus that person will have on CCentral.

Which processes are waiting for this process:

Source documents or communication with information needed for this process:

What is the end-result of this process, or the hand-off

Archived copy of completed requests,approved and denied, for future reference.

What steps must be taken independent of the computer system (Manual Process)

- Determining a facility and/or equipment are available is not automated. Each department is responsible for checking the status of a facility and equipment within their respective departments. - Outside Services do not have e-mail capabilities. If there is a request for Outside Services, responsible officers in the CBO office will receive the request in their e-mail, but must notify Outside Services of the request. - Drawings/layouts that are not in electronic format must be hand delivered to the CBO. - Follow-up on requests is not automated. Requestors are responsible for following up on requests submitted.

Which steps must be taken on a computer (Electronic Process):

To access On-Line Facilities Requet you must logon to Ccentral. From CCentral`s menu list click on Business Processes to view subdirectories, found on the left side of the page . From the Business Processes subdirectory click on Forms and choose On-Campus Requests. Depending on your logon, if you are an employee who also have rights to approve facility requests for your department your menu index will have menu rights for Dept. Approval as well as User. User menus: - Archived Requests: This page is will list a history of all requests a user has submitted. Here you will be able to view the details of past requests. - Pending Requests: This page lists all requests that you submitted that have yet to be decided on. Here you will be able to view the details of your pending requests and make any changes then re-submit it for approval. Keep in mind that once you make a change and re-submit your request, any departments who have already approved your request prior to your change will have to re-approve the request over again. - Request Form: When the request form is first opened the Site/Location and Date will automatically be prefilled with the Site your are located in and the current date. All the fields above the area where you can request specific equipment from the various departments are all required fields. If any of these fields are left blank the system will not let you continue. Any drawings or layouts for equipment that is in any electronic form can be sent via e-mail, otherwise, it must be hand delivered to the CBO. - Facility Required: Be very descriptive in describing the location/area of the facility you want if you do not know the name of facility you are requesting. - Equipment: When you check the check box for a specific type of equipment, the description of that equipment will automatically be entered in the Request Information field where you must specify the quantity you will need. These check boxes are triggers for the system to submit the request to the respective departments. If the type of equipment you are in need of is not provided in the list, enter the name or description of the equipment you need within the proper department. Dept. Approval menus: - Archived Requests: This page is will list a history of all requests your department has taken action on. You will be able to view who made the request, when and comments made if any. You will only be able to view archived requests submitted to your department. - Facility Maintenance: This is the area of the system where individuals are given the rights to make decisions for their respective departments. To give a user rights you must enter their e-mail address in the area provided. This area also allows you to edit the equipment listing for your department. The area to maintain the equipment list has an area to identify the quantity available for each equipment type, but is only displayed with intentions for future use. - Pending Requests: As its name implies will list all requests that have yet to be decided upon. Each respective department will only be able to view their own department . To make a decision for any request, click on the View button at the end of each line item on the right side. This will bring you to the page where you can view the specifics of the request, make comments and take action on approving or declining the request. Once your department has decided on a request, you can refresh the status screen by clicking the Refresh Status button. When declining a request, you must write a comment for your decline in the Reason for Approval or Rejection field or the system will not let you continue. Each department can change their decision at any time even if a decision was previously made so long as the CBO has not made a final decision on the request. The CBO can only make a final decision once all departments involved with the request has made their decisions. Once the CBO has made a final decision the request is then archived and unchangeable.

Related Documents to Process (e.g. Datatel documentation, Government code books, etc.)

Notes (Cautions, suggestions for improvement, etc.)