Business Transport Request System · 0.1 Initial document 29/04/2014 Vikas Pandey 0.2 Review...
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Business Transport Request System Training Manual SBF Team
Transcript of Business Transport Request System · 0.1 Initial document 29/04/2014 Vikas Pandey 0.2 Review...
Business Transport Request System
Training Manual
SBF Team
Business Transport Request - Manual
© KAUST, 2010, All Rights Reserved. Page 1 of 17 This document is proprietary to King Abdullah University of Science & Technology.
You may not modify, copy, reproduce, republish, upload, post, transmit or distribute any material from this document, in any form or by any means, nor may you modify or create derivative works based on the text of any file, or any part thereof for public, private or commercial use, without prior written permission from KAUST.
Revision Log:
Revision Number
Change Description Date (DD/MM/YYYY) Primary Author
0.1 Initial document 29/04/2014 Vikas Pandey
0.2 Review Changes Added 05/05/2014 Vikas Pandey
Contents
Business Transport Request (BTR) System
1. How to “log in” to the “Business Transport Request” System 2. Roles Defined in the System 3. Status Changes Defined in the System 4. Requestor Scenarios 5. Requester: Creating a Request for “Self” 6. Requester: Creating a Request for “On Behalf of” 7. Requester: Creating a Request for “Passenger is different from requester” 8. Taxi Dispatcher: Status Change from “Pending” to “Confirm” 9. Taxi Dispatcher: Driver Details & Slip 10. Taxi Dispatcher: Actual Cost
Business Transport Request - Manual
© KAUST, 2010, All Rights Reserved. Page 2 of 17 This document is proprietary to King Abdullah University of Science & Technology.
You may not modify, copy, reproduce, republish, upload, post, transmit or distribute any material from this document, in any form or by any means, nor may you modify or create derivative works based on the text of any file, or any part thereof for public, private or commercial use, without prior written permission from KAUST.
1. How to “log in” to “Business Transport Request” System a. Open internet Explorer b. Type the URL https://portal.kaust.edu.sa/irj/portal in the address bar and press enter (as shown below).
c. This URL will take you to the page below:
d. Enter your network user name
e. Enter your network password
f. Click on “Enter” button.
g. Select “E-Services” tab on the landing page.
Business Transport Request - Manual
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You may not modify, copy, reproduce, republish, upload, post, transmit or distribute any material from this document, in any form or by any means, nor may you modify or create derivative works based on the text of any file, or any part thereof for public, private or commercial use, without prior written permission from KAUST.
h. Select “Business Transport Request” Tab on the landing page.
i. To log out of system, click on “Log Out” icon in the top right corner of the page.
2. Roles Defined in the System a. Requester
Self-Requestor – if he/she is travelling him/herself
On Behalf of - if you are making a booking on behalf of another KAUST employee
Passenger is different from the requester - non KAUST passenger b. Dispatcher
Confirms / reassigns the trip
Provides driver details / slip
Provides actual cost for booking
Reject Service Provider (SP) c. F&C Validator
Approves and sends (TO WHO) for re-validation d. Taxi Supervisor
Change vendor
Reject
Business Transport Request - Manual
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You may not modify, copy, reproduce, republish, upload, post, transmit or distribute any material from this document, in any form or by any means, nor may you modify or create derivative works based on the text of any file, or any part thereof for public, private or commercial use, without prior written permission from KAUST.
3. Status Changes Defined in the System
a. Pending – when the request is submitted to the taxi dispatcher b. Confirmed – when dispatcher ‘claims’ the request c. Billed – when dispatcher completes the ‘actual cost’ section d. Approved – when F&C validator agrees with the costs e. Revalidate – if the costing is incorrect f. Contest – if the requestor comes back and contests the charge or trip g. Cancelled – if trip is cancelled by requestor h. Reject “SP” – if trip is cancelled by Service Provider (SP) i. Reject – If trip is cancelled by taxi F&C supervisor
4. Requestor Scenarios a. Copy -User can copy request and new number will be assigned b. Cancel:
i. Before confirmation - User is allowed to cancel and no actions ii. After confirmation - User is allowed to cancel but service provider can see all cancelled
booking and can charge them accordingly c. Changes:
i. Before confirmation - User are allowed to make a new copy of the request .They will then cancel the old booking.
ii. After confirmation - They have to email or call the Service provider and dispatcher can decide to change if acceptable to him. If dispatcher disagrees then the requestor cancels booking and makes a new one with changes
5. Requester: Creating a Request for “Self”
a. Fill in the (*) star marked fields with the required data
Business Transport Request - Manual
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b. Click on ‘Submit’ button at the bottom of the page
c. Review the summary and if all accurate, click on “OK” to accept d. To view the status of your booking xx click on “My Request”
Business Transport Request - Manual
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5. Requester: Creating a Request for “On Behalf of” a. Log on to the Portal and ensure the Business Taxi Request tab is selected. Complete all obligatory fields and
tick the “On Behalf of” box located to the right of the screen (see below)
b. Click on “Select People” to search & select the employee(s) you are booking for
Business Transport Request - Manual
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c. Complete those fields highlighted with a (*) star
d. Click on “Submit” at the bottom of the page
Business Transport Request - Manual
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e. Review the summary page
f. Click on “OK” to accept
Business Transport Request - Manual
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g. To View the status click on “My Request”
6.0 Requester: Creating a Request for “passenger is different from requester” a. Log on to the Portal and ensure the Business Transport Request tab is selected. Tick on “Passenger is
different from requester” midway down the page on the left
b. Complete the passenger details
Business Transport Request - Manual
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c. Fill in the (*) star marked fields with the requested data
d. Click on “Submit” button located at the bottom of the page
Business Transport Request - Manual
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e. Click on “OK” to accept
f. To View the status click on “My Request”
7. Taxi Dispatcher: Status change from “Pending” to “Confirm” a. Login to the portal & select the “Taxi Request Booking” tab
Business Transport Request - Manual
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b. Use search criteria to find trip details - then click on “Search” at the top of the page.
Sl. No. Filed Name Description
1 Trip No. Specific Trip
2 Travel Date To To search pending & between period
3 Travel Date From To search between period
4 Actual Cost Filled only / Not filled for to search pending for billing
5 KAUST ID Requester who has sent the request
6 Status Default is pending, can select by tick mark Billed/Confirmed/Revalidate/Cancel
c. Click on the trip to view the details
Business Transport Request - Manual
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d. Click on “Cost Details” to key in the “Estimated Cost”
e. Click on “Save” to update the estimated cost
f. Click on “OK” to confirm the estimate cost
g. Click on “Confirm” to change the status from “Pending” to “Confirmed”
h. Click on “OK” to confirm the “Confirmed e mail has been sent to requester”
i. Tick mark “Confirmed” in the search to view above trip
Business Transport Request - Manual
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j. Status Changed to “Confirmed”
8. Taxi Dispatcher: Driver Details & Slip a. Login to the portal & select the “Taxi Request Booking”
Business Transport Request - Manual
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b. Click on “Driver View”
c. Click on “Pick KAUST ID”
d. Type in the “KAUST ID” of the Driver & click on “Search”
Business Transport Request - Manual
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e. Click on “Select” to populate the details. Type in the mobile telephone details
f. Click on “update” to get “Confirmation – Drivers details updated”
g. Click on “OK” to accept
h. Click on “DetailView” to view the Slip given to the Driver
i. Print the Slip for the Driver who needs to obtain the passengers signature at the end of the journey
Business Transport Request - Manual
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