Building & Asset Services Web Portal User Guide
Contents
1. Once you are logged in to the BAS Web Portal the following steps will help you access and review your client reports Step 1 Client Reports From the BAS Web Portal home page select the P E applicable reporting period from the drop down box 1 Select appropriate crtena for reports and select the Apply Filter button Click on the Apply Filter button pened Apply Filter Step 2 The reports available to you for the period you have selected will be L Budget Allocation 12 10 2009 128Kd displayed Gg A Expenditure 12 10 2009 37Kb A Program 01 10 2009 273K5 Ix Work Status 19 10 2008 1 2hb Step 3 p Budget Allocation 12 10 2009 128Kb To access a report double click on the file you want to download S EJ A Expenditure 12 10 2009 37Kb Program 01 10 2009 273Kb Xz Work Status 19 10 2009 1 2Mb 5 Using Web View BAS Business Online Building amp Asset Services Webview User Guide Page 8 of 27 5 1 Logging in to BAS Business Online Web View BAS Business Online is an additional application within the Web Portal and requires additional registration by clients For more information on how to register refer to the Help and registration section at the beginning of this guide Step 1 Building and Asset Go to BAS Web Portal home page and click on the organisation link under Services Business the BAS Business Online menu ar Online If the BAS Business Online menu is not visible on your Web Portal S Si2. Step 4 Building and Asset Services Department of Housing and Public Works Home Marie Aere Lag off You will automatically be taken ag SEW ee SE EE to the BAS Web Portal home DS GE WE DEER DEER page Building and Asset _ Client Reports Services Business 1 elect appropriate criberie for reports and pleci thes Agedy Fiber button Online gp Wark requein period Mo Panes be gp Job F iai w Lag a SE i ll Apply Plier Eezgt Search Forli rothi stiang e ke cet snd Staten CDrgsrg apen OP TEST Entiti HE CS rgpanhation D IT Ae ber trie Pisa Tas Onganatien Zeie Elec pric Eariri bee E Tha Seana of Comer sparen Soaring and Pobi GE ER Dees g Seen eem fie Eier ease iere nce rat a ergeet Building amp Asset Services Webview User Guide Page 6 of 27 3 2 Navigating the BAS Web Portal The following diagram outlines the components of the BAS Web Portal More detail is given throughout this guide This top menu allows you to manage your Web Portal account including logging out of the portal when you have finished working within it This section identifies the log on user and provides a help link if you are having difficulty using the Web Portal Home Manage Account Log Off Welcome The home page offers you links that you can use to work electronically with Building and Asset Services and access client reporting H you are having trouble please contact th
3. Outbox Error Sent E Deleted yates S i sep Sege s a valued Building and Asset Services Partner you can use this portal to exchange electronic Create Acent tocte business documents with Building and Asset Services This portal is used by Building and Asset p 2 Services clients contractors and suppliers Search Documents P Administration Welcome to the Building and Asset Services Web Portal Support Enquiries Email us at webportaladmin hpw qld gov au General Maintenance Notice Scheduled maintenance of our system occurs at 10 30am each Sunday The system will unavailable for a period of approximately 30 minutes On the top right hand side is the activity menu This menu lets you select the activity BS Document Mgmt On the left hand side BS Inbox is the navigation Draft menu which lists all Gs the functions and folders containing the business documents sent and notifications E Deleted Create Work Request For more information Create Asset Update refer to section 5 2 1 Search Documents P Administration Outbox Error The activities menu will differ depending on the function or the i folder you are working in For more information refer to section 5 2 2 mmm mmm mmm mmm mmm wm zm mmm zm mm mm mm mmm mm mm mm mm mmm mmm mmm em mm wm mm mm mm mmm mm mmm mm mm ed Building amp Asset Services Webview User Guide Page 10 of 2
4. View Full Details link for the document Work Request Status Delete Print Your Reference No CADMANOS Update Date Work Request No 000000000707 Priority Work Status weing analysed WR Required By Date Work Summary Fix stuff Required By Time Bill To FINANCIAL SERVICES DED Program Code Mooi46 View Full Details Work Request Status Response Response Type Remarks Send Response Document Flow Document History View Audit Details The bottom section allows you to respond to the notification When you are ready click on the Send Response button and your response type and remarks will be forwarded to BAS for action Building amp Asset Services Webview User Guide Page 19 of 27 5 5 3 Work request status notification All Work Request Status notifications will reside in your Inbox They will be identified as a Work Request Status document type Work Request Status Step 1 Summary View Inbox Click on the document number to open the work ie Si anie ae request status notification Shes it an rn p j Geen Farage tl Hy II if eee jie Peat meter Fen tam Eege Step 2 Qeu To view the full details of the notification click the View oo Fu Detail Is li n k Customer Hame GE SERVICES Region Brisbane Metropolitan Bill Tx Towa View Full Details Zenn E sists DEE This will display a document with all the details of the work request for your review Step 3 Work Request Status To respond t
5. leur piani wei maieriak I you hawi any RR abou Gur quolaien peas contact LOAD on 08420 and tery Fe Raggy o ep hope hai Cp D n is GOCeptabte A wee K forward b0 waring with you Once we receveur aoceplance we wil contact you bo plan fhe work Work Request Quote Response Select w i Ve P ork Request Quote Response sponse Type Aceepted s maks Pease go ahead with this work Purchase Order provided Send Response Building amp Asset Services Webview User Guide 5 5 5 BAS customer job statement Page 21 of 27 All BAS Customer Job Statement notifications will reside in your Inbox They will be identified as a Job Statement document type Step 1 Click on the document number to open the BAS Customer Job Statement notification Step 2 To view the BAS Customer Job Statement click the View Full Details link view Full Details This will display the BAS Customer Job Statement for your review Step 3 To respond to the notification select your response from the Response Type drop down box Step 4 If you wish to reject the job statement please provide an explanation so BAS can respond to your concerns quickly Step 5 To send the response click Send Response Job Statement Summary View Inbox C Document Number Version Document Type Document Number QOBLD 10001025 15 Job Statement 10 11 200 C 000000000115 AG Work Request Quote 06 11 2009 Job zp astement Him rr ET
6. link view Full Details This will display the full details of the notification for Step 3 To respond to the notification select your response from the Response Type drop down box Step 4 lf the proposed time for the condition assessment is unsuitable please nominate an alternative time in the Remarks box Step 5 To send the response click Send Response Page 22 of 27 Condition Assessment Notification Summary View Inbox d Document Number Version Document Type Document Date Docume Number CADMANS 1 Work Request Status 04 11 2009 ACTI E CADMAN4 Work Request Status 04 11 2009 ACTI E CADMAN3 1 Work Request Status 04 11 2009 ACTI E F CADMAN2 1 Gen Con Er mA 411 2O0o0 CTIE 000000000931 1 einer new C 000000000926 1 Condition summen na THIS IS A TEST MESSAGE PLEASE IGNORE Build Condition Assessment Notification Cugtomer Mame FALL SERVICES Cutter Reference 155435 TEn Program Code MO Ls Barme i en Um pe Bepi Be Bes frre Deter Condition Assessment Response Response Type Select ww Remarks Suitable Condition Assessment Response Response Type Unsuitable Remarks Send Response Anything you send on to BAS will display in your Sent folder Please delay this visit by one day Building amp Asset Services Webview User Guide 5 6 Creating an asset update 5 6 1 Purpose Page 23 of 27 To ensure BAS s record of your assets remains current use the Cre
7. three main components of the BAS Web Portal 1 Web Portal Client Reporting available through the Web Portal This includes a suite of standard reports for clients to access including information on program budget and expenditure status This function will also allow you to view the status of your requested work 2 Web View BAS Business Online available through Web View This is a secure environment for clients to conduct online business with BAS Users can access this application through the Web Portal using a log in and password issued by BAS BAS Business Online enables registered users to raise a work request manage requests for work using the inbox receive and approve or reject BAS customer job statements receive and approve or reject quotes this feature not yet available create asset updates review and respond to condition assessment notifications receive invoices 3 Administration available through Web View This function allows users to create and maintain new folders within an electronic filing system 3 Getting started 3 1 Logging in to the Web Portal You must be registered to access the BAS Web Portal For more information on how to register refer to the Help and registration section at the beginning of this guide ag e e Ze Add the Department of Housing and Public Works website to your Internet favourites folder www hpw qld gov au Building amp Asset Services Webview User Guide Page
8. 5 Work Request CLOSEO 34 12 2009 Total Number of Records 2 Building amp Asset Services Webview User Guide Page 26 of 27 5 8 Managing folders You can create and manage folders in which to store documents Document Mgmt E Inbox BY Draft Be Outbox Step 1 F Error BY Sent Be Deleted Select Manage Folders from the administration section of the navigation menu E Testi Create Work Request Create Asset Update Search Documents Wm p ee et et 5 zen mm Eb LESLTLELEC LTE LIE E R Manage Folders Verault LONTACT Addresses Step 2 Home Help Logout Manage Folders Create Modify Delete Click Create to create a new folder Folder Name Step 3 Create Folder Choose a name for the folder Click Save Folder Name Test Step 4 Document Mgmt BS Inbox Draft Outbox BE Error A new folder has been created in the navigation list i Deleted BiN Create Work Reguest Create Asset Update Search Documents E Administration Ge Once you have created a folder you can modify the name of a folder access create folder 2 and use the modify function Building amp Asset Services Webview User Guide Page 27 of 27 5 Appendix A BAS Regions ma THURSDAY ISLAND So BAMAGA e KOWANYAMA MORNINGTON ISLAND FAR NORTH QUEENSLAND e CAIRNS MAREEBA o ATHERTON INNISFAIL A_NORMANTON N h aa 8 go Fa INGHAM Oe PALM ISLAND es TO
9. 5 of 27 How to log in to the BAS Web Portal Step 1 CITEC log ine a e E Project leg ina BAS log ins Choose task Clients Web Fortal Contractor Web Portal Government ID cards Register with BAS Go to the Department of Housing and Public Works website s www hpw qld gov au Click on Clients Web Portal under _ r Ree the BAS Logins dropdown from the home page es Step 2 bg Queensland Goverment Log in to the BAS Web Portal using your user name Building and Asset Services and password Click the login button Note On 1 Ay 203 the Department of Heng and PE weleeree Werks G achld and Project Gervion bani me ged e iom jubiing and Aere Gereke As a reni sai miy have Tete pees Les abbe A Dee Je id ee apa banaa araroa D marini taneaeet H pou hivy any giari pleas ermal beshga od gay su e Basing md duet Leet e meh prahi curt pide Your user name and password will be provided via beat ion st eer at ine email upon registration SEENEN em Fe pge o rappi tga firllaaierys peer eee Ze eggs ec Pegs Te org eg H yee be Poppin peer er ee LE ie i P Bri epee ee eee zo Fee eer S al to oe T pe FS b deg cake ple anan Be dheiir nia br Chi ing teg te need on pas Step 3 Login If you ve forgotten your password click the Forgot Password link and email address a temporary password will be emailed to you aw i _ _ E remember me nexttime Ae e Queensland Goverment
10. 7 5 2 1 Navigation menu The navigation menu is an electronic file management system where you can view and maintain your online business transactions with BAS The below table details the core functions of each menu item The Inbox shows a list of active documents sent to you from BAS s system The following information is displayed for each document Inbox e Document Number e Document Status e Document Version e From e Document Type e Date the document was received To view a document in detail click on the Document Number from the list Draft Se l l Any document you start within BAS Business Online can be saved at any time and stored in the Draft folder so you can return to it later Outbox Documents you send are temporarily held in the Outbox folder until they are sent electronically to BAS Error A message will appear in the Error folder if a problem has occurred with sending a document to BAS Sent The Sent folder stores all documents that have been successfully sent to BAS If the document you have sent is not here check the Outbox or Error folders Deleted This folder contains any Deleted documents Archive You can organise this folder to store your documents Create work _ request This link launches the online form to create a new Work Request Create asset update This opens the online form to create or amend asset details search documents a Search for documents using this form Administration This menu it
11. Building amp Asset Services Web Portal User Guide A guide for conducting business online a ae sie VE racy Queensland La K ASR Government Building amp Asset Services Webview User Guide Page 2 of 27 Welcome to eBusiness A secure online web application the BAS Web Portal allows clients to request work online receive notifications about work receive BAS Customer Job Statements receive electronic invoices feature available soon receive electronic quotes feature available soon update asset details and access program budget and expenditure reports online About BAS s e Business solution The solution is comprised of two main online components BAS Web Portal Clients can access online reports relating to programs budgets and expenditure For more information on the BAS Web Portal jump to Section 3 1 of this guide BAS Web View This is an additional Web Portal feature where clients can perform online work requests asset updates receive quotes invoices job statements and work status notifications Advanced features Clients wishing to use the advanced features in Web View can register users by contacting their BAS Client Program Manager For more information on the BAS Web Portal jump to Section 5 1 of this user guide Note This user reference guide will provide You can still interact with us using existing further detail and instructions about methods of transaction but we encourage you accessin
12. Fields marked with a red asterisk are system mandatory fields Building amp Asset Services Webview User Guide Page 15 of 27 5 3 4 Submitting a work request Once you have created your work request you can submit the document to BAS Online Step 1 Submit the Work Request document to BAS by clicking on Send in your activity Home Help Logout menu at the top right of your screen 5 4 Tracking and managing work request documents 5 4 1 Navigating the sent folder All work requests successfully sent to BAS will reside in your Sent folder Step 1 Document Mgmt Inbox When the Work Request has been successfully sent you will be able to retrieve it from your Sent folder Create Work Reguest Create Asset Update Search Documents E Administration Step 2 Summary View Sent Print Griete A list of all sent items will appear _ em Click on the document number link to open the Work Request iN i oogpoooooeoo Step 3 Welcome You are begged in at ADMINISTRATOR from Dige Mill State Sehaal Work Request Opening this document will reveal the BAS Work Request number Building amp Asset Services Webview User Guide Page 16 of 27 5 4 2 Field descriptions sent folder Field d Document number Document type Document date To Date and time sent Description Select one or multiple documents by clicking on the check box The Document Number is the reference number you provided on your Work
13. Request This identifies what type of notification has been sent This indicates the date the document was created This will always say BAS This will indicate when the document was sent to BAS Building amp Asset Services Webview User Guide Page 17 of 27 5 4 3 Navigating the inbox All notifications in relation to a single work request will be sent from BAS and reside in your Inbox Click on the document number to open the work request Summary View Inbox TT Document Number Version Number TT CADMANO3 i TT CADMANO 1 CADMANOIL 1 CADMAN 1 TT JEFF200 i JEFFO 1 5 5 4 4 Field descriptions inbox Field al Document number Version number Document type Document date Document status From Date received Document Type Document Date Document Status From Date Received Hte Seah Sch 21 10 2009 ACTIVE QBuild 21 10 2009 16 58 07 Status Work Request 21 10 2009 ACTIVE QBuild 21 10 2009 16 57 35 Status Work Request 21 10 2009 ACTIVE QBuild 21 10 2009 16 57 12 Status Work Request 71 10 2009 ACTIVE QBuild 21 10 2009 15 59 46 Status wets Sieg 21 10 2009 ACTIVE QBuild 21 10 2009 15 27 14 Status Work Request 21 10 2009 ACTIVE QBuild 21 10 2009 11 25 52 Status Description To select multiple documents click on the check box The document is your reference number as entered on the original work request If it is a BAS generated document this document number will be the work request numb
14. WNSVILLE lave LY e H REGIONALOFFICES DISTRICTOFFICES BUILDING AND ASSET SERVICES DEPOTS REGIONAL AND DISTRICT OFFICES
15. ate Asset Update function to advise of new assets or updates to existing assets 5 6 2 Create asset update Step 1 Select Create Asset Update from the BAS Business Online navigation menu Step 2 Create an asset update by completing the fields as described below Fields marked with a red asterisk are mandatory Step 3 Asset Update Request Agvet Update Fin pose Select ww vam Asset Pet Na Bast Clase Salad w asse name Asset Description Reecquited Mag Sar gebr Asset Location Steet D unh Townitity Pasteade Der Conad Details Douman Flow When you have completed your work request select Send from the menu in the top right hand corner Document Mgmt Inbox W Draft BS Outbox Er Error mp P Sent Deleted Create Work Request Create Asset Update Goserk Docxueeonte PS Administration Comore Region Cond onver Disirk Cierer Sib top Cate Cotegtttod Dae stoe Gross Poe Brea isen Land Area sy ten Cte Chl iy iia Contact Nannie Co Phire Ha Cond aect Mobile Ho Cantici Faw Ho Save Send Building amp Asset Services Webview User Guide Page 24 of 27 5 6 3 Field descriptions create asset update Field Description Asset update purpose Your asset reference no Asset class Asset name Asset description Required maintenance strategy Street Suburb Town city Postcode Customer r
16. e Page 12 of 27 5 2 3 Descriptions other functions and activity Within the BAS Business Online application you will have access to some other functions which are explained in the table below View full details View audit details Document flow Document history Send response To view all the details of the notifications received from BAS click on the View Full Details button to open a document with all the information required This document can be saved and or printed Audit details list the details of transactions and who performed them relating to a selected document The Document Flow lists all of the transactions that relate to the document for tracking purposes The document history provides a list of the documents relating to the work request including version numbers You have the ability to respond to documents notifications received To respond to the document select your response status provide BAS with any relevant commentary and click on the Send Response button Building amp Asset Services Webview User Guide Page 13 of 27 5 3 Create a work request 5 3 1 Purpose Work Requests can be completed and submitted to BAS online using the BAS Business Online application 5 3 2 How to create a work request Step 1 Document Mgmt Er Inbox Click on Create Work Request from the navigation menu Be prait Pr outbox Error Sent dv WEEN TEE CICLE Create Work Reguest Create Asset Update S
17. e Administrator by clicking here to send an email Building and Asset Client Reports Se rv i ces B U Sl ness 1 Select appropriate criteria for reports and select the Apply Filter button Online Work requests Job statements Quotes Asset changes Apply Filter _ Reset Search Fields Condition assessment notifications a Invoices and Statements Organisation OB TEST Eatons Hill 5 period No Period reporting type w rganisaton QB TEST Air Electric ower Tools Breanisation Air Electric Bontrac tor E The State of Queensland Department of Housing and Public Works 2009 Queensland Government Copyright Disclaimer Privacy Right to Information Access keys Portal Feedback BAS Business Online is an e Business application where you can Client Reporting allows you to access conduct transactions information regarding your asset maintenance programs and the status of Access to these functions will depend your work on your user profile Building amp Asset Services Webview User Guide Page 7 of 27 4 Using client reports The reports you will be able to access depends on the following amp your department s reporting requirements and your department s agreement with BAS amp your access rights to the system based on those agreements the availability of reports reports will be introduced progressively 4 1 Reviewing available reports
18. earch Documents PS Administration Step 2 KER Queensland Govemment An online Work Request form will open on your main FS display screen om e cetaa Seng Details on how to complete your online Work Request are outlined on the following page Fields marked with a red asterisk are mandatory Cd d H e You can save the work request at ee each any time and a draft will be saved in 5 3 3 Field descriptions create work request Haney the Draft folder When you are ready to complete the work request you can retrieve it from the Draft folder Building amp Asset Services Webview User Guide Field Your reference number Work request type Work summary Additional information Your asset reference no Asset description Program code Activity Priority Required by Region Purchase order no PO item no Contact name Contact phone Page 14 of 27 Description This is a free text field where you can enter your own reference number Select the work request type from the drop down menu Building maintenance breakdown responsive maintenance Complaint comment for BAS Intentional damage work resulting from vandal damage Planned maintenance planned work Special program works identified as part of a special program of work Provide a brief summary of the work required Please note this field has a limit of 80 characters Further details of the work requi
19. eceeessauseeeesaageceeeesssageeeessaas 15 5 4 2 Field descriptions sent folder ccccccccssesececcseeeeeeecseeeeecccsaseeeeseseaeseeeecseaaeeeesaaaeeeeessuaaeeeeesessageeeeesaas 16 5 4 3 Navigating Me lu ele EE 17 5 4 4 Field CESCHIOTIONS IND OX smears nae ea eiia R ae A eaa EEA TR 17 5 5 Accessing Bee Te e LA 18 SE Wise 18 Dic Navigating notifications ccccecccccsseeeecceeeeeeeeeseeeseeeeeseueeeeseaeeeeeeaeeeeasaeeeeseaueeessaeeesaneeeessaeeeeesseneeesnaeeees 18 D Work request status notification ccceccccseeceeceeeeeecneeeeeceeeeeecsaeeeeseaseeecsaeeessaaeeeeseaseeesseeeseseneeeeessgeeeeas 19 5 5 4 Work request quote poitfcaton nenen nnnn 20 D99 BAS customer job etatement 21 5 5 6 Condition assessment notfcatton 22 5 6 Creating an asset update 23 5 6 1 PUDO S O aee EE 23 5 6 2 Create asset update esesedgeseuee eessen Ee EE eeh ENEE seevensesesibevexeessdeeees 23 5 6 3 Field descriptions Create asset update 24 5 7 Searching TOF COCUMS CN 25 5 8 Managing elle EE 26 Appendix A BAS TROCIOING EE 27 Building amp Asset Services Webview User Guide Page 4 of 27 1 Help and registration Clients must be registered to enjoy the benefits of using e business through the BAS Web Portal If you are unsure of your registration details or if you are having difficulty using the BAS Web Portal please contact your Client Program Manager at BAS Head Office 2 What can you do using the BAS Web Portal There are
20. ef requests home page you do not have access to this application ae Asset changes Condition assessment notifications Invoices and Statements Organisation OB TEST Eatons Hill 5 Step 2 You will automatically be taken to the home page of the BAS Business Online portal Homs Hein Loge Contact E Tocumen mt Home Webate i Inbos E Gre Welcome to the Building and Asset Services Wel Portal ia Ad evilued Baldo and Asdet Serveses Partner you tan use bees parkal be tuhinga electron iret Er bringi document wth Buik ng and Adie Zpreren Thi portal used br Boulding and Asiat kregie Arrgt Vidate Saree dienti zpr rkcrtar and fucaliere Search Dozomenis D Artmiresprapon Ruppert Trmsirinzs Eengel va Sp eebpertaladmieghpr qld tre Pa Gonaral b elntenancrp Motit Scheduled mantanancs cf pur zgtbam coeurs ak i iam each Sunday The system vall unewailatte for a pened of appronimately 30 mirabes Building amp Asset Services Webview User Guide Page 9 of 27 5 2 Navigating BAS Business Online After logging in you will be presented with the BAS Business Online home page The home page contains three text boxes on the main viewing panel where you can view any news or notices from BAS The home page also displays two menus as shown below ih HE Queensland Government Welcome You are logged in as CLIFTONSS from EQ CLIFTON SS Home Help Logout Contact Document Mgmt Home Website Inbox Draft
21. egion Customer district Customer sub group Date constructed Date installed Gross floor area sq mt Land area sq mt Geo code x y axis Contact name Select from the drop down list Is the asset update because the asset is new or because you are modifying the details on an existing asset Enter your asset reference number here Select from the drop down list the type of asset Enter the name of the asset here Provide a brief description of the asset here Enter if a maintenance strategy is required Enter the street address for the asset Enter the suburb in which the asset is located Enter the town city in which the asset is located Enter the postcode for where the asset is located Select the region that is applicable to you Select the district if relevant that is applicable to you Select the sub group if relevant that is applicable to you If relevant note the construction date If relevant note the installation date If relevant note the gross floor area in square metres If relevant note the land area in square metres Note the geo code Enter the name of the person BAS should contact should further information be required Building amp Asset Services Webview User Guide Page 25 of 27 5 6 4 Field descriptions create asset update Field Description Contact phone Enter the phone number of the person BAS should contact should further information be number required Contact mobile En
22. em will open a selection of activities to administer your BAS Business Online account This includes the ability to create and modify new folders to manage your documents Building amp Asset Services Webview User Guide Page 11 of 27 5 2 2 Activity menu Back Back to document Create copy Delete Export Help Home Logout Modify New search Print Save Send Submit Website Go back to the previous screen Go back to the document Save time and copy a previously created document to form a template for a similar document e g work request that is similar to the new request you want to create To remove the record Any item deleted will be moved to the delete folder Export the information on the screen to xml format This field will take you to the electronic version of this quick reference guide This field will take you to the BAS Business Online home page It is important to log out correctly when you have finished working in this application Click Logout each time before you exit the application You can create new folders in which to store and manage documents You can also modify the names of folders Perform a new search Print a document Save a document to the Draft folder Sends the document electronically to BAS Submits your request to search for documents based on the criteria specified This will open the BAS website Building amp Asset Services Webview User Guid
23. er generated by the BAS system Each notification sent to you will be given a version number so you can see which notification is the most recent This identifies what type of notification has been sent This indicates the date the document was created Document status will be one of the following active Inactive closed Identifies the sender of the document Date the document was received in your account Building amp Asset Services Webview User Guide Page 18 of 27 5 5 Accessing notifications 5 5 1 Purpose Notifications are generated by BAS and provide information regarding work that is scheduled to occur You will have the ability to respond to the information provided in the notification save and or print the documents for your records and follow the history of the document and any changes made to the information The different types of notifications you may receive are Work Request Status Work Request Quote BAS Customer Job Statement Condition Assessment Notification The types of notifications you receive will be dependant on your department s agreement with BAS 5 5 2 Navigating notifications aay All notifications have a header section containing high level detail of the notification a D View Full Details link to access the document and a response section The top section provides you the high level detail of the notification To view the full details of the notification click on the
24. g and using the BAS Web Portal to make use of this new technology and BAS Web View Building amp Asset Services Webview User Guide Page 3 of 27 In this client user guide 1 2 3 4 5 6 Help and registration e a e 4 What can youl do Using the BAS Web POM RE 4 E SUES he tts ase csc os nea ct sethantes testes toners see N eens a E E A E chau ete E 4 3 1 wen e Bee EE 4 3 2 Navigating the BAS Web POA EE 6 BI UGTA CS C1 ea E E E E nein ceeasemencec ase teros 6 4 1 RS VIS VV INC available TENONS causea cuneate asenaetn ce dusea eee ouesnaencaasancectesdenes arcu sauemencecaysesene 7 BAS Web View Using BAS Business Online ccccccssccccccccseeeecccecsessececccaaueeceessaeuseceesssaaeceessseaeeceesaageeeeessageeeeseaas 7 5 1 Web View BAS Business Online login nnnn00nnnnnneannnnnnannnnonnnnnnsrnnnnnosnnrnrnnrnrnrnssrnrrrnnnrrrensnnrrrnsnrnrrnnnerenennenen 8 5 2 Navigating BAS Business ONIINMG cccccccccccccsseseececesccesneecesccssneeeesccssneeesscaseneeesscaseneesscseaeeessocssaeeesscoseaeeessoaess 9 5 2 1 NAVIGATION FIG MEN WER 10 5 2 2 REIH 11 5 2 3 Descriptions other functions and activity E 12 5 3 OAS AVON FSCS dE 13 5 3 1 ee EE 13 5 3 2 How 10 create a Work e 13 5 3 3 Field descriptions Create work reouest 13 5 3 4 IS MITE el WKT E 15 5 4 Tracking and managing work request documents 15 5 4 1 Navigating the sent folder cccccssseccccccsssseeeecceeseeeecseeeceeeceeaeceesseausececeseaa
25. o the notification select your response Response from the Response Type drop down box Response Type Select Rent ks Step 4 Remarks please delay the start to Saturday If you would like to reject or delay the work please provide an explanation in the Remarks box Step 5 To send the response click Send Response Send Response Anything you send on to BAS will display in your Sent folder Building amp Asset Services Webview User Guide Page 20 of 27 5 5 4 Work request quote notification All Work Request Quote notifications will reside in your Inbox They will be identified as a Work Request Quote document type ere EE EES Step 1 Summary View Inbox E Document Number Version Document Type Document Number C QBLD 10001025 15 Job Statement 10 11 200 C 000000000115 001 4 Work Request Quote 06 11 2009 C QBLD 10001025 Job Statement C QBLD 10001025 4 Job Statement C QBLD 10001025 3 Job Statement ork 8 st pele 000000001013 CT 200000001013 5 C QBLD 10001330 l Da AOL Gaai C OBLD 10001025 Comoe Diea CA HIR 06 December 2008 EGE HILL 33 Replace lighting in building Work onder NNN ST view Full Details Thank you for asking us to quote on the abore named proper On behalf of Chi am pleased bo ersckme our quatisen for thes prost Fg aU re Gur quotation youl nebo frat e hove detailed the scope of work 25 well as a Erd price for
26. oBLD 10001025 mm um opp 10001025 TES J ee Dect ng bomer ri Ta Br t nji i T MIF Queensland Goverment Dezatesent of Pablik Works QBuild Customer Job Statement DO NOT PAY this is not an Invoice Sud you aach Io does Be infomnabon contained att us Job semeni please contact your Suik regional office WORK REGUEST DETAILS Work Request No DOERR Work Order No BLO 1000025 Request Date Time DSW 137gtes Response Priority 14 Das Customer Build Requested By Phone No OT 4053 4511 Mobile Ho 32244878 Equipment Description EDGE HILL SS Equipment Address Zu PEASE Sheet ELE HILL CARNS Building Ref Cent No Build No CYEQEDGESIM TT Work Requested Event TESI Production Job Statement Response Feas Type Select Taf Rentatke Job Statement Response Response Type Accepted v Remarks The job was completed as per requested and the details provided are accurate to my knowledge Send Response Anything you send on to BAS will display in your Sent folder Building amp Asset Services Webview User Guide 5 5 6 Condition assessment notification All Condition Assessment notifications will reside in your Inbox They will be identified as a Condition Assessment Notification document type Step 1 Click on the document number to open the Condition Assessment Notification Step 2 To view the full details of the Condition Assessment Notification click the View Full Details
27. red can be inputted here The more detail you provide in your online requests the quicker they can be processed Enter your asset reference number here e g WIC number SAP identifier Enter a description of the asset such as the building number street address or both e g Building 004 K Block 124 Smith Street Gracemere You can also reference any important information regarding the assent that BAS may require e g entry via Adams Street or Building used for out of hours care etc Select from the list of programs applicable to your department The program code relates to the funding source Selecting a program code will provide clear direction to BAS on what program your requested work will be billed from Select the type of work you are requesting from the drop down list If the work related to responsive maintenance then please select the response priority for the work e g 4 hrs 24 hrs 14 days Enter a date or use the calendar to propose a date the work is required by Select your BAS region You can confirm the BAS region by referring to Appendix A at the back of this guide You may include a purchase order number here for the work to be completed If you have entered a purchase order number include the item number here Enter the name of the person BAS should contact should further information be required Enter the phone number of the person BAS should contact should further information be required NOTE
28. ter the mobile phone number of the person BAS should contact should further number information be required Contact fax Enter the fax number of the person BAS should contact should further information be number required SE contact Enter in any other relevant contact details BAS should further information be required etallS 5 7 Searching for documents Document Mgmt Step 1 Inbox p e Draft Select Search Documents from the navigation menu BF Outbox Error Sent PARGI Create Work Reguest EE EE E Ge NN EES O CS Te ILUD ZER ee e F LE E a Search Documents Step 2 D Administration Choose relevant criteria to assist your document search Selectable parameters are ER PA ocument Search Mee Search Document Type _ Document Status E D F WebView Document Number this is the number traia Daks Fom mae te lt generated by BAS Business Online for a document Your Document Number Creation date from and to e You can use an asterisk wild card in the document number fields e g 12 will find all Tip document numbers starting with 12 or 1234 will find all document numbers that contain 1234 Step 3 Document Search Submit New Search Matching search results are returned Select the ER S ee iss document you wish to view by clicking its document ee wegen e number Search Results pelete a geenin Document Kan araman Document Type ES Creation Date Due Dote O aan 123 st CLOSED CJ 29434 123
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