Contractor Web Portal User Guide
Contents
1. Deleted This folder contains any Deleted documents Search documents Search for documents using this form Note You can use asterix wild cards to assist your search criteria e g 12 will search for documents starting with 12 or 1234 will search for documents that contain 1234 Administration This menu item will open a selection of activities to administer your Web View account This includes the ability to create and modify new folders to manage your documents Version 12 September 2014 Building amp Asset Services Contractor Web Portal User Guide Page 9 of 15 2 2 Activity menu Accept Update Complete Delete Export Help Home Logout Modify New search Print Save Send Submit Website Accept the Work Order Updates the Work Order with work progress information actual start dates and work status Completes the Work Order once the Work Order is physically complete and ready to be invoiced 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 Web View 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 the2. Summary View Inbox C Document Number 4 Version ument Type 4 Document Date 4 Document Status 4 From 4 d QBLD 11666414 001i 1 Work Order 31 10 2011 ACTIVE QBuild To assist contractors who perform various types of work the Work Order type will be included before the Work Order number e UP Unplanned Maintenance en Document Number 4 e PM Planned Maintenance CO UP QBLD 11732188 001 e SM Service Maintenance 3 2 Accepting Work Orders To accept the Work Order click Accept from the activities menu in the top right corner of the Work Order details screen Accept Update Complete Delete Print Work Order No PM_QBLD_11891612_001 Work Order Type Planned Maintenance Commercial Arrangement Q54977 Field Release Order Response Priority Time 14 Days Pre Approved Work Value 500 00 Planned Start Date Time Work Summary N CUPBOARD DOOR IN KITCHEN HAS A Planned Finish Date Time Work Description BROKEN HINGE NAME MATA MASTERS Site Id 6 VENICE CT Bidg No BNHUKELORE113864 Site Address 6 VENICE CT KELSO 4815 Location Requirements Total Number of WO Tasks Customer HPW HOUSING amp HOMELESSNESS Attached Document Links Contact Name Contact Phone No Contact Mobile No Handy Tip To reject a Work Order contact your local Building amp Asset Services office via telephone as soon as possible so the work can be reassigned You may receive Work Orders with more than one task ass
3. 12 Receiving Accepting Updating Completing Work OrderS ccccccsssseeseeeseeseeees 13 3 1 Receiving Work OFders cccccsssccccceeeeeeceeeeeecseeeeeesaeeecesseeeeeeesaeeeeeseeeeessaeeeeesaeeeeeess 13 3 2 Accepting Work OFers ccccsseeccccseeeeeeeeeeceeceeeeeeeseeeeeeeeeaeeeessageeeeseeeeessaneeeesaeeeeeess 13 es WIC eG VV OL CSS segs ces ccc oc E suaeeuceesence oveuseueosusuee 14 3 4 Completing a Work Order cccccccccsseseeceeeceeeeeeeeeceeeeceeeeseesseeeeeseeaeeeessssaaeeeeesssaages 15 Page 2 of 15 Version 12 September 2014 Building amp Asset Services Contractor Web Portal User Guide Page 3 of 15 1 Getting started 1 1 Registration and help Contractors must be registered to enjoy the benefits of using Building amp Asset Services Web Portal If you are unsure of your registration details or need help with accessing the Web Portal please contact the Asset Services Web Portal administrators on baswebportaladmin hpw qld gov au 1 2 What can you do using Web Portal Web Portal will allow registered contractors to receive accept update and complete Work Order Job Cards issued to the contractor from Building amp Asset Services 1 3 Logging in to Web Portal Select Contractor Web Portal from the Logins Tab under BAS on www hpw qld gov au Site map Contact us Help Great state Announcemen Popular topics Newsletters Finding homeless BAS people a e ePlan Room e eCo
4. are yet to be finalised A full description of work completed is not required for this update as your full description along with costs will be submitted when you submit a Work Order Complete see section 5 4 The date can be selected by selecting the appropriate month within the drop down and clicking on the date required Time is displayed in 24 hr time E Ventyx Axis WebView e EE Made safe This status indicates you have attended the site and completed any initial tasks to make the site safe Please record a brief explanation of tasks performed December v lt 2013 gt Sun Mon Tue Wed Thu Fri Sat On site This status indicates you are currently on site prior to completing any works Tenant Unavailable This status indicates that the tenant was unavailable at the time of your visit 27 23 24 Pe 20 af 28 aati M20 2 Waiting on Materials This status indicates that you are waiting on materials required to complete the work fa 100 Version 12 September 2014 Building amp Asset Services Contractor Web Portal User Guide Page 15 of 15 3 4 Completing a Work Order When the Work Order has been completed click Complete from the Activities Menu in the top right corner of the Work Order details screen Work Order Wark Orrar ijo Commeicial Arangemani Pre pproved Tink Vaio Vierk harm Whoa Descrip oho k Sates Backer Lieto RGU Tes Cuno Co
5. names of folders Perform a new search Print a document Save a document to the Draft folder Sends the document electronically to Building amp Asset Services Submits your request to search for documents based on the criteria specified This will open the Department of Housing and Public Works website Version 12 September 2014 Building amp Asset Services Contractor Web Portal User Guide Page 10 of 15 2 3 Descriptions other functions and activity Within the Web View 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 Building amp Asset Services 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 order including version numbers You have the ability to respond to documents notifications received To respond to the document select your response status provide Building amp Asset Services with any relevant commentary and click on the Send Response button V
6. Department of Housing and Public Works Building amp Asset Services Contractor Web Portal User Guide A guide for conducting business online Great state Great opportunity DNY Queensland Government Building amp Asset Services Contractor Web Portal User Guide What you will find in this user guide 5 GUUS ANNO cite cece ctcece eee E A A A A A E T 3 l REG OTa an NO ea E R 3 1 2 What can you do using Web Portal cccccsseceecsseeeeeeeeeeeeeeeaeeeeeseaeeeeeseeeeesaeeeeeess 3 1 3 Logging in to Web Portal sscnicccsaronsienasocswenasneswsndnnsswonimanivneincsscnednasdanedcoasarseeeesnonnvoeanends 3 14 Wob Ponal Password chango sissstscenmrnn ae asearen 5 1 5 Search for Documents ccecccccccseeeececeeeeeeeeeeeeeaeeeeeeeesaeeeeeeeesseeeeeeeessaeeeeeeeesaegeeeeeeeas 6 Navigating the Web Portal cccccssssseeeseeseeseesseeseeesseeseenseeeseenseeeeneneeseenseeessoesneesonss 7 2 1 Navigation MENU ccscccccseececeeeeeeseeeeeeeeeeeseeeeesaeeeseueeeseueeeseueeeseueeessueeessueeesueeesanees 8 2 2 Xo Al MENU Menemcrrr eee eer ete ene re ner eA Aaa DE aa aaa 9 2 3 Descriptions other functions and activity neeneneenneennenneennnornnrsnrrnnnrresrrnsrreennne 10 2 4 Managing folders cccccseeeccceeeeeeeceeeeeeecaeeeeeeseeeeeseeeeeeeseeeeeesseeeeeeseaeeeessaeeeeesaeeeeeeas 11 2 5 Managing notification EMAllS cccccccsescecseeeeceeeeeceeeeeseeeeeseueeeseueeeseueeessueeesaneeesaaees
7. cl To Click Submit This will display all records relating to your search criteria within all folders in your Web Portal account Document Search Submit Hew Search Docume Type all w Documenti Status All w WebView Document Humber Celt g Your Decunmand Humber Creation Date From a To Search Results Delete O WebView Document Number Your Document Number Document Type Document Status Creation Date Due Date C SH geLp 2085671 omi Wark Order Completed OPEN O sm opo s20ese73 goi M Work Order ACTIVE Total Humber of Records 2 Version 12 September 2014 Building amp Asset Services Contractor Web Portal User Guide Page 7 of 15 2 Navigating the Web Portal After logging in you will be presented with the Web View home page The home page contains three text boxes on the main viewing panel where you can view any news or notices from QBuild The home page also displays two menus as shown below Home Help Logout Website Document Mgmt Welcome to the Building and Asset Services Web Portal EFEFEF 4s a valued Building and Asset Services Partner you can use this portal to exchange electronic business documents with Building and Asset Services This portal is used by Building and Asset Services clients contractors and suppliers Search Documents amp Administration Support Enquiries Please contact our Help Desk on 07 3224 4144 or Email us at webportaladmin hpw qld gov au Schedule
8. ctive documents sent to you The following information is displayed for each document 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 Any document you start within Web View 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 Building amp Asset Services Error A message will appear in the Error folder if a problem has occurred with sending a document to Building amp Asset Services Note Occasionally you may notice a document appear in your Error folder This may be due to errors such as Date Time entries on completion documents not entered correctly incorrect dollar values or other data issues If you notice an issue with the data you can reprocess your document with the correct data and delete this error once the new document successfully appears in your Sent folder System Administrators are notified of all Webview errors so if you cannot determine the issue do not delete the error message as this will assist in the investigation and rectification of the problem Sent The Sent folder stores all documents that have been successfully sent to Building amp Asset Services If the document you have sent is not here check the Outbox or Error folders
9. d Maintenance Scheduled maintenance of our system occurs at 10 30am each Sunday The system will unavailable for a period of approximately 30 minutes Please note Your email notifications for new documents will go to the following email address es jeff stephenson gbuild gid gov au To change the email notification list or update your company profile please use the Partner Configuration option in the 4dministration menu Please see your Administrator if you are not authorised to use this option Docum ent Mgmt i Inbox On the left hand side E Draft E outbox Error BT Sent EB Deleted Search Documents Administration Manage Folders Partner Configuration Default Contact Addresses is the navigation menu which lists all the functions and folders containing the business documents and notifications On the top right hand side is the activity menu This menu lets you select the activity The activities menu will differ depending on the function or the folder you are working in ee u e u e a a a u i e l Version 12 September 2014 Building amp Asset Services Contractor Web Portal User Guide Page 8 of 15 2 1 Navigation menu The navigation menu is an electronic file management system where you can view and maintain your online business transactions with Building amp Asset Services The below table details the core functions of each menu item Inbox The Inbox shows a list of a
10. ents guide Always start the work performed description with the actual work performed such as Replaced 20m of gutter Include Schedule of Rates when used in the work performed box after the description for example Replaced thermostat in HWU UZ041 x 1 40 Handy Tip Note Do not use the following special characters within any text field Pipe Tilda Quote When you have finished using WebView remember to log off by clicking on the link at the top of your home page For Web View troubleshooting contact the Administrator at baswebportaladmin hpw qld gov au Version 12 September 2014
11. ersion 12 September 2014 Building amp Asset Services Contractor Web Portal User Guide Page 11 of 15 2 4 Managing folders E Document Mgmt E Inbox You can create and manage folders in which to store documents E Draft E Outbox E Error Step 1 Deleted Search Documents E Administration Select Manaae Folders from the administration section of the naviaation menu Manage Folders Partner Configuration Default Contact Addresses Step 2 Home Help Logout Click Create to create a new folder a e Folder Name Step 3 Choose a name for the folder Create Folder Click Save Folder Name Test Step 4 E Document Mgmt W Inbox Draft Outbox E Error Sent A new folder has been created in the navigation list BT Deleted completed WO ir Test Search Documents E Administration Handy Tip Create folders to store Work Orders by common properties e g e month received completed e employee assigned e type of work performed etc Avoid creating too many folders as this makes storing and retrieving Work Order documents difficult Version 12 September 2014 Building amp Asset Services Contractor Web Portal User Guide Page 12 of 15 2 5 Managing notification emails You will receive a notification email every time a new BAS Work Order is dispatched to your account Initially your account is configured with the most recent email address we have recorded against your supplier reg
12. et Password Select Language English Having trouble logging in The Reset Password option will email a new temporary password to your account notification email when selected This will require the login details to be entered prior to selecting this option Handy Tip Your password will expire every 30 days and you will be prompted to change it when required If you would like to change your current password for any reason input your current log in details and select the Change Password button located next to the Login button on the home screen Version 12 September 2014 Building amp Asset Services Contractor Web Portal User Guide Page 6 of 15 1 5 Searching for documents Select the Search Documents link from the navigation menu ocument Mgmt E Inbox E Draft E Outbox Error Sent Deleted Completed WO contract 5 Doco Attachment W Error Testing In Progress WO Service Mainten Search Documents SB Administration A search can be performed by populating the Web Portal Document Number with the full document number eg SM_QBLD_12085671_ 001 Where the full document number is unknown a search can be performed by populating the Web Portal Document Number with the Work Order number beginning and ending with an asterix eg 12085671 Document Search Submit Ncw Search Dacument Type all w Darwen Situs an ww Wenen Document Marnier 70a5571 be Tour Decurmanl Huamini Creation Date From
13. igned for your action This is evident by the three numbers following the Work Order number e g PM_QBLD_ 11891612 001 task 1 and PM_QBLD_ 11891612 002 task 2 You will receive an individual Work Order document for each task assigned and as such it is important to accept update and complete each task separately Version 12 September 2014 Building amp Asset Services Contractor Web Portal User Guide Page 14 of 15 3 3 Updating Work Orders To update a Work Order with the Actual Start Date Work Progress details Work Status or Percentage Complete click Update from the Work Order details screen Click Save to save a draft of the Work Order update to complete at a later date Click Send to send the Work Order update Work Order Update Save Send Back To Order Work Order Ho 116259 Work Onder Type CommerciH Amanpenreni Response Pronty Time Presioprowed Wark Value Pionved Start Date Time Work Summary i BASIN CAF DH M i N ER Panne Firash DateTime Site id RHECH Ridg No Actual Start Daie cl Work Progress Work Status alm Perrier beg Copii Note There are five Work Statuses to select when submitting a Work Order Update When populating the Actual Start Date click on the calendar button The display box will be shown as below Populate the time at the bottom of the display box followed by the date Task Complete This status indicates the work has been completed however costs and other details
14. istration You can easily manage update and remove email addresses from this notification list Step 1 Administration Select Partner Configuration from the administration section of the User Accounts navigation menu User Groups Manage Folders Partner Configuration Default Contact Addresses Step 2 EVE CTLoOn Part C t t Select the Partner Contact tab Step 3 The current address is listed in the WebView Notification Email field You can add update and remove the addresses listed here WebView Notification Email This email address is used to notify you of new transactions from QBuild Multiple email addresses may be entered separated by commas Step 4 Once you have made any required changes select Save oo Save Handy Tip Larger organisations and high volume contractors may wish to remove the WebView notification function This can be done by removing the email address listed and saving the change If you wish to reinstate the notification function simply add the required email address into the field and save Version 12 September 2014 Work Order as Building amp Asset Services Contractor Web Portal User Guide Page 13 of 15 3 Receiving accepting updating completing Work Orders 3 1 Receiving Work Orders When a Work Order is assigned to a contractor the Work Order will appear in their Web View Inbox Click on the Work Order Document Number to access the details of the Work order
15. mett Mare Commer t Prec bin Corie Bist ii Other Contact Detail Tecuneent Flav Actual Start and Actual Finish dates These fields are mandatory Please ensure to select the correct time and date Work Order Completion Work Order No Commercial Arrangement Pre Aporoved Vitork Value Work Surmenary site ki Actual Stam Dete Aciu Finish kala Admtonal Work Rexircd Attendance Fee Dut of fone Travel Labour Schedule of Rates Matesials amd Sumis Services Total Price 65T Fx Breakdown of fees and rates charged to this Work Order iii Azonni Uodate Complete Gelete Export Prisi Wart Order Tipa Reiger Priority lima Pred Stari Date Die Plane ireyh Date irra nay Ho Total Murer of VW Tasks Allach pauni Link E Wha Awdit Drailh The Work Status will default to Work Completed Once complete select Send to send the completed information to BAS Viork Order Type Response Pronty Time Planned Stari DateTime Plame Finish Dea ta Tafra Bldg Ho Viork Status Prstcndagpe Cornii Additional details such as Acknowledgement of work performed COT Certificate No Risk Assessment performed before work commenced and Service Report No if applicable Acknomedged By DOT Caricate No Risk Assesenvent Performed SECS Report He Work Performed and details of any Additional Work which was required Work Performed comm
16. ntract Admin eTender 2 en Ven Porta e Contractor Web Portal Update your details QFleet FOR good n ystem access forms Home for Good breaking the cycle of homelessness Procurement eeeoee gt Il e QOTenders e SUPREM Version 12 September 2014 Building amp Asset Services Contractor Web Portal User Guide Page 4 of 15 Log in using the Partner ID Organization ID User ID and Password as provided to you upon registration Login Partner ID wvo0020997 Your Organization ID WvV00029308 User ID Password Save Login Details Excluding password Change Password Reset Password Select Language English Having trouble logging in If you have forgotten your login information contact the BAS Web Portal administrators on baswebportaladmin hpw qld gov au Handy Tip Add the Department of Housing and Public Works website to your Internet favourites folder www hpw qld gov au Version 12 September 2014 Building amp Asset Services Contractor Web Portal User Guide Page 5 of 15 1 4 Web Portal Password Change Select the Change Password button This will open the Change Password window to allow the password to be changed Login Change Password Partner ID Wyoo0o2z0997 se Current Password Your Organization ID WV00029308 New Password User ID Confirm New Password Password Save Login Details Excluding password Change Password Res
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