Fleetscape Online User Manual Workflow
Contents
1. Complete the task to remove it from your Betasphere FBT task list a About Fleetscape Print Agreement e Creating new Yehicle Request N 74243 e Requiring Admin Passenger vehicle 20000 km annually Operating in Brisbane QFleet reserves the right to change a lease without notice where directed by authority of the Queensland Government or where a pala in law or regulation luding taxation is imposed upon QFleet Further whilst QFleet takes every asure A on damn eam groc gt of ae abisleissagwadadnonges i Oy appellee era T a boil reacted an apn The following screen displays Click on the Go button to remove the task from your Workflow list Gi icerstend Government Fleetscape Open Alb Close All Action Required Logged in as townsleys logout E My Account Reference Task Status Action My Tasks O 0 2 M T4245 463747 Dispatch Order Accepted Complete E Task Search ee Workflow Management Business Activity Monitor Comment i System Admin Cancel i Reporting K _ SLE RS ear Taste Policies Vehicle Selection N 74243 463747 Quote Authorisation enone Dispatch Orde User Management N T4244 463748 Quote Authorisation Acceptance Accept uot aama ee Me aa a oT E 26 November 2009 Uncontrolled when printed Page 28 of 32 Vehicle File QFleet Records Management The Records Officer reviews Workflow tasks that have been allocated to them The task will display as Create Vehicle2. ie a ies 01013 N 74243 463747 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 16 10 2009 2 00 PM Select v Workflow Management N 74244 463748 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 1610 2009 2 15 PM Select v Business Activity Monitor System Admin 2 items found displaying all items Reporting 1 a Out of Office Assistant Policies View Referred tasks Vehicle Selection B User Management C E e e e E T Betasphere FBT About Fleetscape N 74246 Quote ae ea Quote NON GO Y Erge Fleet purchasing iai Officer Team 1 1640 2009 11 00 AM 16 10 2009 2 56 PM Select One item found 1 Redirect to Group View unaccepted tasks in your group Allocate to User Ca No Group Tasks Retrieve my referred task X f i am bom E CTN A TY ee lee Oe Nw aot oT ae grasa nw a A box will display enter any Comments and then click the Go button Note These notes will not flow on to any other Workflow task but will be included in the email to the client generated by Fleetscape Queensland ge Government Fleetscape Open Al Close All Action Required Logged in as townsleys logout f My Tasks 003 H 74246 Complete Quote Accepted Complete E Task Search a WVorktlow Management Business Activity Monitor Fici System Admin Cancel Reporting l Policies Fras i ehee Selection M f4 245 4654 uote Authorisation Acceptance Valid
3. Vehicle Selection Referred Tasks User Management Betasphere FBT 4 Drag the vertical line left or right to make the task column narrower or larger a About Fleetscape gt gt 5 gt 5 i p a bony a a p oo 26 November 2009 Uncontrolled when printed Page 4 of 32 Quote Exception QFleet Fleet Client Services Quote Exception means the quote created by the Client requires a manual action by QFleet For example the client may have entered notes or accessories items in the quote field on the quote and the client requires assistance from QFleet to complete the quote Quote Exception Workflow tasks are allocated to the appropriate Portfolio team The task name is Quote Exception and the Reference field has a number starting with either N or R e g N7 4246 is for a new or additional vehicle R711QGV is for a replacement vehicle Queensland Hide Menu Home Contacts Government Flees Fleetscape You will receive a Task called Quote Exception when the client can not complete the vehicle quote whole of government fleet management Open All Close Alb Logged in as townsleys logout Hide Pending eS i a ans N 74243 463747 Quote Authorisation 4 feptance Validate Quote NON GOV Accepted 16 0 2009 2 00 PM Select Workflow Management N 74244 463748 Quote Authorisation Bceptance Validate Quote NON GOY Accepted 1610 2009 2 15 PM Sele
4. QFleet Fleet Client Services The Ordering Officer Client is able to click on the Contact QFleet button at Step 3 in the Online Ordering process for assistance E http Awww fleetscape qfleet qld gov au QF leet Common Desktop Environment Microsoft Internet Explorer Online Ordering STEP 3 Select the vehicle STEP 3 STEP 3 alt vent Vehicle em Back e Creating new Yehicle Request N 74284 e Requiring Admin vehicle 30000 km annually Operating in Brisbane Cona aed The Client will click on the Contact QFleet button if they require assistance The prices shown below are indicative only For a firm quotation on a lease select a lease rate to quote on and click on the Quote button Whole of life cost is calculated based on your current vehicle s usage and should be taken as a guide only for budgeting purposes Matching Vehicles sorted by 24 month lowest indicative Whole of Life cost click 12 mth 24 mth 36 a to resort co Calc c A ae eR 8h a tovora HS TOR z Go FH See HATCHBACK O BB wa r Be ADE 5Drs Petrol N A ae 65 N A 1 048 18 T1 The Client will confirm their contact details and then click on the Send Details button a http Liew fleetscape q gfleet qld gov au OF leet Common Destop Environment Mic rosoit Internet Explorer Online Ordering i Contact My QFleet Fleet Consultant Your Fleet Consultant can be contacted on the following details Alternati
5. System Admin Task Messages Reporting R Out of Office Assistant x Policies d E Yehicle Selection Vehicle Search Online Or ering User Management This Vehicle Requisition has been Authorised Betasphere FBT a About Fleetscape Requested By Shannon Townsley On 11 Sep 09 Business Group NG NG NG FLTSCAPE RATES BOOK Status COMPLIANT Decision Reqd By 12 Sep 09 Disclaimer I confirm that I am a duly authorised person for the purposes of authorising this vehicle requisition and if I arm the afiat designated driver of the subject vehicle I have not also been the authorising officer Se A D a aO SEO SOU Soren A a 5 a ee 7 Complete the Workflow task The task needs to be completed in Workflow to allow the automated emails to continue to the next user e Click on the Next Action column and select Complete Fleetscape whole of government fleet management Open A Close Al TT TT nextAction L di t l logout ogged n as Lovensteys eae N 73305 462840 NON GOV 44 09 2009 1 19 PM Accepted My Account My Tasks Ojj Task Search Reference Variables E Workflow Management Task History fl Business Activity Monitor System Admin Task Messages Redirect to Group Reporting Complete Out of Office Assistant ct e Policies l z d s WW Vehicle Selection Vehicle Search On ine Or ering User Management This Vehicle Requisition has been Authorised Beny Betasphere FBT a About Fleetscape
6. Vehicle 1 30 X 2 0 Auto HATCHBACK 5Drs Petrol T1 gj GYG Greenhouse Rating 6 5 Client RATES BOOK Lease Terms 24 months 20000 km Lease Type Veh Fully Maint Oper Lease Quote Status With Consultant i Your Reference qfdsf Replaced Vehicle Rego NEW Date Created 15 10 2009 Contract Features Additional Tyres 6 Private Plates non QG No Required Motor Club Breakdown Service Only Insurance ALL Comprehensive Insurance Registration and CTP Yes insurance m Vehicle Options Fuel per Contract Full Tank Fuel STD Rony colaa Solid Ceramic White l Cruise Control Cruise Inc Foglamps STD This is where the Client has added the Foglights accessories they require Side Airbags Side Curtain Air Bags PROTECTZ2 PACK SX I30 STD Trim Standard Standard Trim Window Tint Seat Covers on Front Seats Costing Whole of Life costing is given as an indication only of the monthly expected total running costs of the vehicle over the lease term As a guide it is intended to allow you to make more informed decisions when evaluating the financial costs of the lease vehicle in question m e as ee T Payment Terms Monthly in Advance QFleet Charges Whole of Life Costing Indicative only MD BR gpk Pm gel aE Pe When you have reviewed the action required and undertaken the appropriate steps so the quote can be completed proceed to the next step If the quot
7. ce ousterna soa ee 7 26 November 2009 Uncontrolled when printed Page 12 of 32 Validate Quote QFleet Fleet Client Services All quotes are validated by QFleet to ensure that the vehicle is compliant and the quote is correct before being submitted to L1 and or L2 for authorisation If there are any queries the Fleet Consultant or Fleet Administrator contacts the Client Ordering Officer Fleet Client Service Branch staff review Workflow tasks that have been allocated to them The task will display as Validate Quote Queensland Hide Menu Home Contact us Government oFlewt N whole of government Freetscape fleet management Open All Close All Logged in as townsleys logout B My Account Beet N 74243 463747 Quote Authorisation Acceptance Validate Quote NON GOV Allocated 16 0 2009 2 00 PM Select v E Workflow Management N 74244 463748 Quote Authorisation Acceptance Validate Quote NON GOV Allocated 16 10 2009 2 15 PM Select w Business Activity Monitor ai E System Admin 2 items found displaying all tems Reporting 1 Out of Office Assistant af Validate Quote Workflow tasks are allocated to the appropriate Portfolio team Click on the drop down arrow on the Next Action field and select Acquire The Status will change to Accepted Click on the Reference Number to open the quote details Queensland Hide Menu Home contagi Government Fleetscape whole of governme
8. Comments box When the Authorise button is selected a warning box displays to confirm your selection The same will apply if you Deny the vehicle If you Deny the quote you are required to enter note explaining your reason whole of government Fleetsca pe fleet management Open al Close Al t ut moe logout N 73305 462840 NON GOV 44 09 2009 1 19 PM Accepted Select E My Tasks 001 Task Search Reference Variables Workflow Management Business Activity Monitor System Admin Task Messages Reporting Out of Office Assistant Policies Vehicle Selection Vehicle Search wee eee a About Fleetscape Task History Ae ee o amp H Requested B eo 7 NG NG NG FLTSCAPE RATES BOOK Status 12 Sep 09 Disclaimer I confirm that I am a duly authorised person for the purposes of authorising this vehicle requisition and if I am the designated driver of the subject vehicle I have not also been the authorising officer 26 November 2009 Uncontrolled when printed Page 21 of 32 6 Authorisation confirmed Fleetscape will display a confirmation message if the vehicle quote has been authorised correctly Fleetscape whole of government fleet management an eeu Next Action Logged mas townsieys Same N 73305 462840 NON GOV 44 09 2009 1 19 PM Accepted Select v My Account E My Tasks 0j0j1 Task Search Reference Variables Workflow Management Task History f Business Activity Monitor
9. PEETA allocated to the FPO Group No Referred Tasks View unaccepted tasks in your group Acquire the task from the group llisting M r E E Redirect to Group Allocate to User Acquire The Task will be Order Vehicle and the Status will be Accepted Click on the Reference Number to open the vehicle to be ordered details Queensland Hide Menu Home Government whole of government Fleetsca pe fleet managem Open All Close All Logged in as townsleys logout My Account My Tasks 00 2 Task Search Workflow Management Business Activity Monitor System Admin 2 items fe Reporting 1 DaN Out of Officgglnaighart D iiS a Py See N gt E A nah snminctntia tin ne 2 ppoe oO E Next Action Quote Authorisation Acceptance Order Vehicle NON GO Accepted 20 10 2009 9 49 AM Select L A JESIS tharisation f Acceptance Accept Quote NON GO Click on the Fishes 2D to open the quote Select The Status is now Accepted The vehicle quote details screen opens Click on each of the tab headings to review the quote TT N 74243 463747 NON GOY 20 0 2009 9 49 AM Accepted Select Reference Variables Task History Task Messages Click on each of the tab headings to O n li ne Ord eri n g review the Quote Print Agreement a t 7 e Creating new Yehicle Request N 74243 e Requiring Admin Passenger vehicle 20000 km annually Operating
10. Reason m Oe ee a al cai a j Sm teens P an Ab at DF ai oa gt gmat oe amme A warning box will display and Comments can be entered if required If you type a comment in the Comment field it will stay in workflow only e Click the Go button Government Queensland J Fleetscape J Open Al Close All Action Required Logged in as townsleys logout E hy Accour Reference Tas OOOO us faction O H My Tasks O O 1 M 77 3305 462840 L1 Authorise uote Accepted Complete E Task Search Workflow Management Business Activity Monitor Comment a 3 System Admin ol Cancel Reporting n E Out of Office Assistant He Ac ons Reterence Process T Task X HTE Policies vehicle Selection N 73305 462840 Guote Authorisation Acceptance L1 Authorize Guote MOnM Gory Accepted 14 E Vehicle Search User Management Betasphere FAT tems tound displaying all tems About Fleetscape 26 November 2009 Uncontrolled when printed Page 22 of 32 f 8 Where does the task go The task is no longer available in your Workflow task list whole of government Betasphere FBT a T About Fleetscape are see se eee ow p g a at asti oe ton mall cot oe ne on an we a ee ae ir Fleetscape Workflow will automatically forward an email with a link to the next Authorising Officer if required Workflow will also forward an email to the Vehicle Ordering Officer notifying them the request
11. are now required to complete the task to remove it from your task list Queensland Government Fleetscape Hide Menu Horm l whole of government fleet man Open Alp Close AID Next Action p Logge ai oo Gog N 74243 453747 NON GOV 20 10 2009 3 36 PM Accepted My Tasks 0 0 2 Task Search Reference Variables Refer to User Workflow Management Task History Redirect to User Business Activity Monitor Refer to Group sti aed Tank Mensas When the quote has been Redirect to Group i Complete Out of Office Assistant renewed Compiele Ine task Suspend X Policies a e al d Vehicle Selection Online Orderi ng y User Management Betasphere FBT About Fleetscape Print Agreement e Creating new ehicle Request N 74243 r3 N V ai dn A e Requirinmadmin Passenger vebigte 20000 km annually Operating in Brisha e le a s i ve qe Ren Sd N The following screen displays Click on the Go button to remove the task from your Workflow list AN The vehicle quote needs to be accepted in Kerridge Ga esensiond 7 Government Fleetscape Open Al Close All Action Required Logged in as townsleys logout acer My Tasks O 0 2 N 74243 463747 Accept Quote Accepted Complete E Task Search oe VYorkfloyy Management Business Activity Monitor Comment a System admin Reporting aut orice sateen Policies SEN ora Vehicle Selection M 74245 46 3747 Quote Authorisati
12. button Informatio to open QF leet is the Queensland Government s provider of vehicle leasing and fleet management services Fleetscape with approximately 13 500 vehicles QFleet provides these services to government departments and agencies and government funded organisations Buy a car Fleet Management Celebrate Queensland s 150th birthday in 2009 Gold Ambassador proudly supporting Fatality Free Regist 4 Saam T tegister me ae B FRIDAY s aN 2009 Utilisation Management Auc e s vehi 2 repair j ow rk No auction option e fatalityfreefriday com _ login Right to Information RTI DPW s Publication Scheme and Disclosure Lo How do I make an RTI application Copyright Disclaimer Privacy E eg The Fleetscape application opens Enter your Fleetscape Login and Password Fleetscape Microsoft Internet Explorer File Edit View Favorites Tools Help j a A P Search P Favorites ga A f x EA M Address http www fleetscape gfleet qld gov au desktop l Queensland Government Fleetscape Fleetscape Username Password Co 26 November 2009 Uncontrolled when printed Page 19 of 32 2 Check your tasks Your workflow tasks will display The Task column will provide an explanation why the task was directed to you The task needs to be accepted before authorisation can occur e Click on the Next Action column and select Accept Queensland Hide Menu Home Contact us Governm
13. has been approved Once the order request has been authorised workflow will allocate the task to a QFleet Fleet Consultant team to accept the vehicle order which will then be placed with the vehicle manufacturer based on your specification 26 November 2009 Uncontrolled when printed Page 23 of 32 Fleetsca pe fleet management dix toeewtevnibileadl Look For a z E My Account No Accepted Tasks Fl My Tasks O 0 0 View Referred tasks 5 sy No Referred Tasks HO Workflows Management View unaccepted tasks in your group Business Activity Monitor No Group Tasks System Admin Reporting a Out of Office Assistant Policies Yehicle Selection User Management Accept Quote QFleet Fleet Client Services QFleet Fleet Client Services team members will review Workflow tasks that have been allocated to them The task will display as Accept Quote Click on the drop down arrow on the Next Action field and select Accept The Status will change to Accepted Click on the Reference Number to open the quote details GO unensind Hide Menu Home Contansdl Government ome Fleetscape whole of government fleet management Open All Close All Logged in as townsleys logout Look For a Status z Baalak My Account a a a My Tasks 0 0 2 E Next Action Select a Task Search Workflow Management Business Activity Monitor System Admin 2 ite Reporting t now Accepted P DP eal ge OO
14. screen Notes explaining you reason to deny or authorise the quote can be added into the Authorisation Denial Comments box When the Authorise button is selected a warning box displays to confirm your selection The same will apply if you Deny the vehicle If you Deny the quote you are required to enter note explaining your reason Carton Authorisation Denial Comments Requested By John Smith s On OF Sep 09 Business Group Dept of Mines and Energy Status COMPLIANT Decision Reqd By 08 Sep o 9 Disclaimer I confirm that I am a duly authorised person for the purposes of authorising this vehicle requisition and if I am the designated driver of the subject vehicle I have not alsa been the authorising officer Vehicle Details Microsoft Internet Explorer Location Service Delivery Requirement Lease Duration months Lease Distance km i Lease Cost Per Month Le WoL Cost Per Month Fuel Consumption Q 100km Make Model Tarrant 933 27 7 6 HYUNDAI I 30 8 27 0 Auto HATCHBACK SOrs Petrol TL Cylinders 4 5 Authorisation confirmed Fleetscape will display a confirmation message if the vehicle quote has been authorised correctly The authorisation process is now complete and the task will be removed from your task list fe Oe oe LS Requested By John Smith On OF Sep 09 Status COMPLIANT Decision Reqd By 0S Sep 09 Business Group Dept of Mines and Energy Disclaimer I confirm t
15. 10 2009 2 00 PM Select v Workflow Management N 74244 4637468 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 1640 2009 2 15 PM Select v Business Activity Monitor Ea i System Admin 2 items found displaying all items Reporting 1 Policies View Referred tasks f Vehicle Selection E User Management Actions Reference Process Task Dent Status Referred To gt SubDue gt Due B f O E i x F N7426 Quote EKC Complete Quote NON GOV Groped Fleet Purchasing Officer Team 1 16 10 200917 00 AM 1640 2009 256PM_ Select One item a r te aerate hl soca N Maal dis a T Fe a ir f 26 November 2009 Uncontrolled when printed Page 7 of 32 The FPO does not action the task in Fleetscape You will need to provide the hardcopy agreement to the FPO highlighting the information you require When the hardcopy agreement pricing is received from the FPO team you need to retrieve the task Click on the drop down arrow in the Next Action field and select Retrieve my referred task The task will go back to the top of the screen Now you need to complete the task Click on the drop down arrow in the Next Action field and select Complete Gree Hide Menu Home Contai Government e whole of government Fleetsca pe fleet management panel Alb Close All ogged in as townsleys logout My Account Next Action
16. 60210 412654 Select Redirect to User Refer to Group Redirect to Group Complete k Client Name BSS HEAD OFFICE Vehicle Return Registration 903QGU Locaiion ZILLMERE T Vehicle The Vehicle Return Date and Odometer 51098 oats Vehicle Odometer Reading are Reading used to terminate the vehicle in VIN Correct Correct Lease Type 01 Kerridge Engine No pares Make HYU Correct Model SONATANF Manufactured PN Vehicle Name 2 4 Auto SEDAN 4Drs Petrol Correct Sale Date 25 2 2009 Client Signed N Return Date Comment Receipt Confirmation Comment The following screen displays Click on the Go button to remove the task from your Workflow list Qe Queensland Govemment Fleetscape Opern AN eee AN Lepi n pi hpa F joer ai aT ALO Lehi F E bir Tar 1 2 Taj Seah a de as Ea Terratec bri Era Repertrng Cae oe rece A ed ae E kimis Hrama la g a ates Saeco E eis Tawri E Eeiasprere FBT Joa Pesta bey a Te rie Augean Waide Pein Tete Aa aero 26 November 2009 Uncontrolled when printed Page 30 of 32 File RVIR QFleet The Records Officer reviews Workflow tasks that have been allocated to them The task will display as File RVIR The Records Officer does not action anything in Workflow until a hardcopy Returned Vehicle Inspection Report RVIR is supplied to them When the RVIR is received perform a search in Fleetscape to find the workflow task Click on the Ta
17. 6a 4e uote Authorisation Acceptance Dispatch Order SS Eb MaRe CET N F4244 463745 Quote Authorisation Acceptance Accept Quot Aetasphere FAT r hs i rip beh AEB ae cong Se Ea Pk li eee d ee lt ea me i Mn melee oe A 26 November 2009 Uncontrolled when printed Page 29 of 32 Terminate Agreement QFleet The Fleet Consultant will review Workflow tasks that have been allocated to them The task will display as Terminate Agreement This task has been generated by the Return Agent receiving a vehicle return Click on the drop down arrow on the Next Action field and select Accept The Status will change to Accepted Click on the Reference Number to view the Inspection Returned Details Complete the workflow task by clicking on the drop down arrow on the Next Action field and select Complete Queensland Government Fleetscape Open Al Close Alb Logged in as silke logout E My Account My Tasks 1 0 4 a Task Search Workflow Management Business Activity Monitor Reporting Out of Office Assistant Model Management Policies Vehicle Selection a About Fleetscape eL 903QGU Reference Variables Task History Task Messages Inspection Report Details Model SONATA Make HYU Vehicle Return Date 20 0 2009 DES LD Hide Menu Home Contact QFle whole of government fleet management Next Action J 21 10 2009 3 03 PM Accepted Agreement Details Agreement Number Client Code 000
18. 74246 Complete Quote Accepted Refer to Group 3 Task Search RO RS al J v r E Workflow Management Refer To Group ids icine ie Leama e The date and time you select must be ki Business Activity Monitor Referred Due 1602009 11 00 00 before the Due date and time P H System Admin 3 Reporting Se Out of Office Assistant Comment J K Policies Gol Cancel Vehicle Selection User Management p m a a Betasphere FBT Actions About Fleetscape N 74243 463747 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 1640 2009 2 00 P Select N 74244 463748 Quote Authorisation Acceptance Validate Quote NON GO Y Accepted 4610 2009 2 15 PM Select N 74246 Quote Exception Complete Quote NON GOY Accepted 1640 2009 2 56 PM Select a ee dee eT eM ea aN ee a TE Cy a 7 The task has now been referred to the Fleet Purchasing Officer Team 1 and moved to the middle section of your Fleetscape screen By referring the task to the FPO team the task has remained with you but referred to them to obtain pricing or information Queensland Hide Menu Home Conf Government OK r whole of government Fleetscape fleet manageme Open All Close All Logged in as townsleys logout a My Account My Tasks 0 0 3 Process J Tw Saus Due 2 __extAction E Task Search N 74243 463747 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 16
19. A Fleet Fleetscape Online User Manual Workflow 26 November 2009 Uncontrolled when printed Page 1 of 32 Table of Contents WOTK WOW ates ces hatt sae beak uechak a la sacdtan bah eoe sean 3 GENSA Oina yeu eee doteedac do niuua aioe aa a 4 Quote Exception QFleet Fleet Client Services cccccccccccccccccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 5 Online Ordering Collaboration QFleet Fleet Client Services ccccceeceeeeeeeseeeeeeeeeeeeeeaes 10 Validate Quote QFleet Fleet Client Services 0 0 0 cccccccccscsssssssssseeecceeeeeeeeeeeeeeeeaaeeeensseeeees 13 Authorisation of Vehicle Requests Client ccccccsseseecceeseeeceeeseeeseeeeeessageeeeseseesssaseeeees 15 UU a alec eth ite nc seat tatiana aetcenne aed data antecedent 15 CL E EET EA E E E E E E E ET 19 Accept Quote QFleet Fleet Client Services sssnnnnnsseeeesssessrrrrrrrrrrrrrreeressssrnnnrrrrrrrrreeeee 24 Order Vehicle QFleet Fleet Purchasing Officers ccccccccccescsssssssssssseseeeeeeeeeeeeeeeeeeeaaaees 26 Dispatch Vehicle Order QFleet Dispatch Officer cccccccccceeeeeeeeeeeeceeeeeeesseseeeeeeeeeeeeees 28 Vehicle File QFleet Records Manageme n ccccccccccceeeeeeeeeseeeeseeseeeeeeeeeeeeeeeeeeeseaaaaas 29 Terminate Agreement QFICC Ts aisscccs cisiccieved costa a 30 SV OC hr Sere cee tee tee o OT 31 26 November 2009 Uncontrolled when printed Page 2 of 32 Workflow Workflow is an
20. Es we System Messages E i Option notes have been entered Click on the PA tab to confirm the quote is compliant and valid If any of the above details are incorrect contact the client and provide assistance 26 November 2009 Uncontrolled when printed Page 5 of 32 FT sean Hide Menu Home Conta Government OF whole of government Fleetsca pe fleet management PT Next Action Logged inas townsleya cat N 74246 NON GOV 16 10 2009 2 56 PM Accepted Select v My Account My Tasks 0 0 3 a Task Search Workflow Management Business Activity Monitor System Admin Reporting Out of Office Assistant Policies Vehicle Selection User Management Betasphere FBT About Fleetscape 4 Reference Variables Task History Task Messages Hee amp Online Ordering DEPRE Print Agreement Creating new Yehicle Request N 74246 Requiring Admin Passenger vehicle 10000 km annually Operating in Brisbane City QFleet reserves the right to change a lease without notice where directed by authority of the Queensland Government or where a change in law or regulation including taxation is imposed upon QFleet Further whilst QFleet takes every measure to ensure that procurement of the request vehicle is secured changes imposed by manufacturers after a lease has been created may render that lease agreement void Agreement Acceptance E AGREEMENT NUMBER 463754 m New Vehicle
21. File The Records Officer receives a copy of the vehicle order to prior to accepting the Workflow task To accept the task click on the drop down arrow on the Next Action field and select Accept The Status will change to Accepted Click on the Reference Number to open the vehicle to be ordered details If required click on the Reference Number to open the vehicle order details Hide Menu Home Cont Queensland Government whole of government Fleetsca pe fleet manageme paiero sewen Doai tias andiye gual Loor For VP SOM o CE Next Action My Tasks 0 0 2 moe i A N 74243 463747 Quote Authorisation Acceptance Create Vehicle File NON GOY Accepted 21 10 2009 2 13 PM Select v 93 36 PM Select v P a Task Search Workflow Management has d wisation Acceptance Accept Quote NON GO Allocated Business Activity Monitor lf required to verify order number When the paperwork is received System Admin 2items f click on the Reference number from thee Status is changed to F E Reporting Accepted Out of Office Assistant Fla Poles mn a gi re a i 3 ppoe a m e e aain ha a i anna aT 7 Complete the workflow task by clicking on the drop down arrow on the Next Action field and select Complete Hide Menu Home Con Queensland Government whole of government Fleetsca pe fleet manageme Secretar ers Sa Search Logged in a
22. Government whole of government Fleetsca pe fleet manage Se oy 7 z My Account Text Actor Eh SA mg N 74243 453747 Quote Authorisation Acceptance Dispatch Order NON GOV Accepted 20 10 2009 1 56 PM Select a q wart Management FRANE Ao a isation f Acceptance Accept Quote NON GO BPM Select v Business Activity Monitor Click on the Reference number The Status is now Accepted Hee System Admin 2 items fo to open the quote Reporting 1 i aria sii ces ji pri Al aN fe et BO A OB get ght EE E j Confirm the hard copy vehicle order matches the Workflow task and then Complete the task N i The dispatch date also needs to be updated in Kerridge Queensland Hide Menu Home Contact Government ori whole of government Fleetscape fleet management Open AI Close AI i Logged hi a gt tommeleye Samm N 74243 483747 NON GO 20 10 2009 1 56 PM Accepted My Account My Tasks 002 Task Search Reference Variables Refer to User Workflow Management Task History eases ecg am Business Activity Monitor Refer to Group System Admin Task Messages i j drei io GTa E Reporting Click on each of the tab headings to ee p Out of Office Assistant ensure the hardcopy vehicle order gt SSS Al Suspend h Policies matches Fleetscape ss Vehicle Selection User Management es
23. O E E O COO E E E tes sal I Quote Authorisation AAE PEE Quote NON GOY ay 20 10 2009 3 36 PM e Authorisation Acceptance Accept Quote 222009 3 36 PM Select xi Click on the Reference number to open the quote Bee The Status of the quote is The vehicle quote details screen opens Click on each of the tab headings to review the quote a e r e N 74243 463747 NON GOY 20 4 0 2009 3 36 PM Accepted Select Reference Variables Task History Task Messages Click on each of the tab headings to review the Quote Online Ordering Print Agreement Creating new Yehicle Request N 74243 Requiring Admin Passenger vehicle 20000 km annually Operating in Brisbane QFleet reserves the right to change a lease without notice where directed by authority of the Queensland Government or where a change in law or regulation including taxation is imposed upon QFleet Further whilst QFleet takes every measure to ensure that procurement of the request vehicle is secured changes imposed by antura after a lease has been created may render that lease agreement void Agreement Acceptance b AGREEMENT NUMBER 463747 New Vehicle Vehicle YARIS YR 1 3 Auto HATCHBACK 5Drs Petrol T1 A GYG Greenhouse Rating TaS Client RATES BOOK b Lease Terms 24 months 40000 km Lease Type Veh Fully Maint Oper Lease K 26 November 2009 Uncontrolled when printed Page 24 of 32 You
24. act QFieeti close _ STEP 3 Select your Vehicle Complete e Creating new Yehicle Request N 74284 e Requiring Admin vehicle 30000 km annually Operating in Brisbane The prices shown below are indicative only For a firm quotation on a lease select a lease rate to quote on and click on the Quote button Whole of life cost is calculated based on your current vehicle s usage and should be taken as a guide only for budgeting purposes Matching Vehicles sorted by 24 month lowest indicative Whole of Life cost click 12 mth 24 mth 36 er to resort oo w Calc cj You are required to complete the task to remove it from your task list Click on the down arrow in the Next Action field and select Complete 26 November 2009 Uncontrolled when printed Page 11 of 32 The following screen will display Click on the Go button to remove the task from your Workflow list Queensland YF Government Fleetscape Open All Close All Action Required Logged in as townsleys logout My Account Reference Task Status Action My Tasks 003 N F4284 View Matching Vehicles Accepted Complete E Task Search Vorktloy Management Business Activity Monitor Penner a System Admin T Cancel Reporting Re E Out of Office Assistant Process r E N 74243 463747 Quote Authorisation Acceptance Validate Quote User Management M f4e44 4e 5746 Quote Authorisation Acceptance Validate Quote i er ae P 2 cna
25. ate Quote User Management M F4244 465 746 Quote Authorisation Acceptance Validate Quote d Betasphere FAT About Fleetscane M f4246 Quote Exception Complete uote 3 eo displaying all tems a ae Pa e LE e OER a neue pte MP aT F T ait 26 November 2009 Uncontrolled when printed Page 8 of 32 The workflow task has been sent back to the client They will receive an email from Fleetscape informing their quote request is now available to complete Quote Request Completed ACTION REQUIRED PROMPTLY Message HTML From shannon townsley qfleet gld gov au To TOWNSLEY Shannon Cc Subject Quote Request Completed ACTION REQUIRED PROMPTLY Sent Fri 16 10 2009 11 21 AM Dear Shannon Subject Quote Request Completed Department Non Government Quote Ref 463754 Your request for a quote on a HYUNDAI I 30 5X for a 24 month 20000 km lease has now been completed Please click here to view the quote details Note that quotes are automatically expired after 14 days from creation and are therefore unable to be accepted after this expiry date Should you have any queries please do not hesitate to contact me Regards Fleet Consultant Details Shannon Townsley Ph 32258114 e mail shannon townsley gfleet qld gov au Nae Oe OO O44 60 Se a ey ii sane cae dl Bennet alle E N stirntitns O OOO OOV Beer 26 November 2009 Uncontrolled when printed Page 9 of 32 Online Ordering Collaboration
26. automated system which allocates tasks to users Fleetscape users receive Workflow tasks as new processes are created by other users Tasks are automatically added to a user s Worklist There is also an option to refer tasks to a group or to another workflow user Workflow ensures that tasks are not omitted and processes are carried out efficiently and effectively Timeframes for tasks to be completed can be measured Authorising Officers are notified by email when a Workflow task has been allocated The email notification contains a link to the vehicle request the Agency Vehicle Ordering Officer has submitted for authorisation This section will guide users through the following Workflow processes Quote Exception QFleet Fleet Client Services Online Ordering Collaboration QFleet Fleet Client Services Validate Quote QFleet Fleet Client Services Authorisation of Vehicle Requests Client Accept Quote QFleet Fleet Client Services Order Vehicle QFleet Fleet Purchasing Officers Dispatch Vehicle Order QFleet Dispatch Officer Vehicle File QFleet Records Management Terminate Agreement QFleet File RVIR QFleet 26 November 2009 Uncontrolled when printed Page 3 of 32 Getting Started If you require access to Fleetscape please contact QFleet to obtain a Fleetscape Access Request form Complete the form and return it to QFleet and a Username and Password will be organised for you The form can also
27. be accessed on the QFleet Website http cas qfleet qid gov au 03 clientoaccess pdf accessform_fleetscape pdf Tips and Hints a The left side of the Fleetscape screen is the task manager bar Depending on your access level the information you see may be different Workflow tasks are numbered and colour coded to identify how many there are and their level of urgency The task manager bar shows the number of tasks allocated to you You can hide the task manager bar to make the screen less cluttered by clicking on the words Hide Menu at the top right hand corner of the screen You can then switch between the two views You can also make the task pane narrower or larger by moving the double vertical lines on the screen Queensland Hide Menu Home Contact us Government OF leet Fleetscape Click Hide Menu to remove the task column a Open All Close All Logged in as townsleys logout R My Account Roe ererence VP EE My Tasks 0 0 2 Se bitin Task Search N 74243 463747 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 1610 2009 2 00 PM Select v Workflow Management N 74244 463746 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 1640 2009 2 15 PM Select v d E Business Activity Monitor System Admin 2 items found displaying all items Reporting 1 Out of Office Assistant i E Policies View Referred tasks
28. cement or new vehicle requires authorisation The email contains a link to the task Click on this link to be directed to Fleetscape E Vehicle Quote Authorisation Request ACTION REQUIRED PROMPTLY Message HTML i gle Edt View Insert Format Tools Actions Help Ca Reply Reply to all C Forward J ea a jea w ea ae r AP Frami fleetscapemgfleet gld gow an To TOWNSLEY Shannon TCi Subject Vehicle Quote Authorisation Request ACTION REQUIRED PROMPTLY Online Ordering Dear Shannon John Smith has requested a quote trom GFleettor a vehicle lease You are required to review and authorise this request being fora HYUNDAI 30 5 2 0 Auta HATCHBACK 5Ors Petrol T1 ana Z4month 40000 km lease Quote reference is 462602 This authorisation must be provided by 26 March 2010 after which the quote will expire and can no longer be accepted Please click here to authorise or deny this request Ifyou are no longer responsible for this authorisation please click here to re directthis back to QFleet a Ordering Officer Details John Smith 3404 4212 1 john smith mines qld gov au b Fleet Consultant Details d Ellen Kear 322 58114 ellen kear qfleet qid gov au lh nail sal 250 squntrtttas N E E f Logon to Fleetscape The Fleetscape login screen displays Enter your Fleetscape Username and Password click on Logon to open Fleetscape 26 November 2009 Uncontrolled when printed Page 15 of 32 Conf
29. ct v N o i e re N 74246 Quote Exception Complete Quote NON GOY Allocated 16 0 2009 2 56 PM Select v System Admin Reporting Out of Office Assistant 3 items found displaying all items Policies f A Nahicleielectian poea E S Anin aina a saa MOON ent O e OF ais gel O TT ee a Accept the task by clicking on the down arrow in the Next Action column and select Acquire Open the task by clicking on the Reference number Click on each of the tab headings to view the quote and identify where the client requires your assistance If the client has added Notes or if any accessories require pricing a message will display in the System Messages tab Queensland Hide Menu Home Contac Government Q aii Fleetsca pe whole of government fleet management Open AD Coss A he ee nnn I ee ee Logged in as townsleys logout J eo ne N 74246 NON GOV 16 10 2009 2 56 PM Accepted Select v My Account S My Tasks 0 0 3 Task Search Reference Variables D Workflow Management Task History fl Business Activity Monitor System Admin Task Messages E Reporting Out of Office Assistant ene Ea E Policies o li O d A E Vehicle Selection User Management nune raerin f The System Messages tab will Betasphere FBT provide a brief message explaining why the quote has been sent to you as a quote exception a About Fleetscape System Messages SF
30. d Complete E Task Search Workflow Management me Business Activity Monitor Comment g System Admin i i Once you have reviewed E Reporting a E e the quote Choose Yes or ae E Out of Office Assistant Review vehicles inthe XXX To ge n Mo for each of the Policies pogl a questions Then select l Wehicle Selection Review delivery dateofthe o the Go button User Management vehicle Ge Betasph FET a Wand resis 7 Sighted approvals tor DG and J p OPSME approval if SES p vehicle outside of OFSME te i guidlines m ccm Jmn em ooo o o a ooo M 4245 46574 Quote Authorisation Acceptance Validate Quote M P444 465 745 Quote Authorisation Acceptance Validate Quote g mi aiia j F N BF r S T EOT E E Onm 26 November 2009 Uncontrolled when printed Page 14 of 32 Authorisation of Vehicle Requests Client Government Agencies can have Level One L1 Authorising Officers and Level Two L2 Authorising Officers L2 Authorising Officers are not mandatory for all agencies The information contained in these instructions applies to both levels of Authorising Officers There are two ways to complete Authorisations Option One Receive a Fleetscape Authorisation email Automated Option Two Log in to Fleetscape Manual Option One 1 2 Receiving the Fleetscape authorisation email Authorising Officers receive an email generated from Fleetscape Workflow advising a request for a vehicle repla
31. e exception requires accessory pricing refer the task to the FPO group Select the Next Action field click the down arrow and select Refer to Group Queensland Hide Menu Home Colt Government whole of government Fleetsca pe fleet managemei Open All Close All Logged in as townsleys logout Look For p Status z Tack My Accourt uai w OO a Bid caves Olo 3 N 74243 463747 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 1640 2009 2 00 PM Select v Workflow Management N 74244 463748 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 1640 2009 2 15 PM Select amp en rad Bera N 74246 Quote Exception Complete Quote NON GOV Accepted 16 10 2009 2 56 PM Select x a heels Assistert 3 items found displaying all tems t wa 1 Policies S x Redirect to User er nite visk Batereied davies a jees a Group if the a Refer ta Group gt 4 sel oe No Referred Tasks MERE GAUE DUON TORS Redirect to Group F asphere too ai View unaccepted tasks in your group accessory pricing Complete No Group Tasks Suspend A box will display select the Refer to Group by using the down arrow and choosing the appropriate group e g Fleet Purchasing Officer Team 1 26 November 2009 Uncontrolled when printed Page 6 of 32 eensland Government Fleetscape Open Alb Close Alt Logged in as townsleys logout E Wy Account Action Required Refere
32. ehicles NON GOVY Allocated 16M0 2009 4 14 PM Select System Admin Reporting gt 4 3 3 items found displaying all tems i a Out of Office Assistant An Online Orderin g EANES S Policies 5 Vehicle Selection Collaboration task will be Accept the task and Redirect to Group View Referred tasks sent to the Fleet Consultant then contact the Client User Management No Referred Tasks eons ne See Betasphere FBT P view unacgepted tasks in jour group 3 eee wa Oe se T mie lata atta a rr sateen Sh To view the Client s issue click on the Reference number You can identify where the Client is requiring assistance and guide them through completing their quote Queensland Hide Menu Home Contact us Government QFleet whole of government r Fleetscape fleet management Open AI lose Al Nex Action Logge M e dogout N 74284 NON GOY 46 10 2009 4 14 PM Accepted Select My Tasks 0 0 3 Task Search Reference Variables Workflow Management Business Activity Monitor System Admin Task Messages Reporting Out of Office Assistant Policies Requested Officer Vehicle Selection Requestor User Management OPREG Shannon Townsley Position Fleet Consultant Phone 32258114 Betasphere FBT About Fleetscape Email shannon townsley aqfleet qld gov au profanae yz Phone E Task History BHA AA Preferred Contact Immediately Time Online Ordering STEP 3 Select the vehicle Cont
33. ent OFleet whole of government Fleetsca pe fleet management Open All Close All Logged in as townsleys logout Look For Status z a renang My Account Process tak gt Due ___Wext Action ci area N 73305 462840 Quote Authorisation Acceptance L1 Authorise Quote ON GOY Allocated 14 09 2009 1 19 PM Workflow Management Business Activity Monitor 7 System Admin 4 Redirect to User Reporti Redirect to Group avoalac View Referred tasks a Accept Out of Office Assistant Ay e PPE Taks he Policies Vehicle Selection View unaccepted tasks in your group a Vehicle Search No Group Tasks User Management One item found 3 Open the vehicle order Open the vehicle quote to provide authorisation e Click on the quote number in the Reference column Queensland Government Fleetscape Open Alb Close Alp Logged in as townsleys logout E hy Account H My Tasks O O 1 E Task Search Workflow Management Business Activity Monitor System Admin 1 E 5 Repating View Referred taska Out of Office Assistant No Reterred Tasks Policies EI Vehicle Selection View unaccepted tasks in your grou E Vehicle Search User Management prs Mo Group Tasks f 4 Confirm vehicle details The Online Ordering screen displays This screen provides all the information to view the vehicle to be ordered Click on each tab heading to view more informa
34. gp aP Le Pi a enor Y The task has now been assigned to you If you need to verify the hardcopy RVIR with the Workflow task click on the Reference Number to open the Inspection Report Details Complete the workflow task by clicking on the drop down arrow on the Next Action field and select Complete Queensland Government Hide Menu Home Conta Fleetsca e whole of government p fleet management Open All Close All Search Logged in as cairnsp logout My Account Look For 446jkp Status Display Completed amp Cancelled Tasks E My Tasks Of ee ee E D n f Task Search Peta Louise Cairns 446JKP Vehicle Returns File Regional F RVIR DPI GLD Accepted 26 0 2009 9 08 AM Select E Workflow Management Business Activity Monitor E EET Reporting Out of Office Assistant 1 About Fleetscape Redirect to User Refer to Group Redirect to Group Export options amp ICSV MIExcel shaman P OT a Mee k nage E TE a E a T T ee r i Y i Pa me Complete h The following screen displays If required amend the Doc Receipt Date Click on the Go button to remove the task from your Workflow list 26 November 2009 Uncontrolled when printed Page 31 of 32 Queensland Hide Menu Home P Government whole of government fleet manageme Fleetscape Open Alt Close All Logged in as cairnsp logout a My Account My Tasks Oj Tas
35. hat I am a duly authorised person for the purposes of authorising this vehicle requisition and if I am the designated driver of the subject vehicle I have not also been the authorising officer a agen Be ee ee we e F r TRR T a 5 T nii a d 5 etait 26 November 2009 Uncontrolled when printed Page 17 of 32 Where does the task go Fleetscape Workflow will automatically forward an email with a link to the next Authorising Officer if required Once the order request has been authorised workflow will allocate the task to a QFleet Fleet Consultant team to accept the vehicle order which will then be placed with the vehicle manufacturer based on your specification 26 November 2009 Uncontrolled when printed Page 18 of 32 Option Two 1 Log on to Fleetscape Authorising Officers can log on to Fleetscape and access the tasks allocated to them by Workflow Open the QFleet Website www afleet qild gov au and click on the Fleetscape Login button E QFleet Welcome to QFleet Microsoft Internet Explorer TER a File Edit View Favorites Tools Help eE gt x E EA 2 Search Se Favorites 4 A 2 Address http www qfleet qid qov au Pages default aspx E E A SE Links Esot E et Q ver Home Site map Contact us Help pD ueensian N Government QFleet About us Buying acar Fleet Management Community Join QFleet am looking for QFleet Quicklinks Welcome to QFleet Click on this
36. in Brisbane QFleet reserves the right to change a lease without notice where directed by authority of the Queensland Government or where a change in law or regulation including taxation is imposed upon QFleet Further whilst QFleet takes every measure to ensure that procurement of the request vehicle is secured changes imposed by manufacturers after a lease has been created may render that lease agreement void Agreement Acceptance AGREEMENT NUMBER 463747 New Vehicle Vehicle YARIS YR 1 3 Auto HATCHBACK 5Drs Petrol T1 Nt grr gs Rating aed eames sence l ee aik r a aa ii ae fr 26 November 2009 Uncontrolled when printed Page 26 of 32 You are now required to Complete the task to remove it from your task list The vehicle order needs to be created in Kerridge Hide Menu Home Cor Queensland Government whole of government Fleetscape fleet manageme amp Open All Close All Logged in as townsleys logout R My Account My Tasks 0 02 Next Action E E Task Search N 74243 463747 Quote Authorisation Acceptance Order Vehicle NON GOY Accepted 20 10 2009 9 49 AM Select v 4 Workflow Management N 74244 463743 Quote Authorisation Acceptance Accept Quote NON GOY Allocated 2010 2009 3 36 PM Business Activity Monitor f System Admin 2 items found displaying all tems A E Reporting 1 Out of Office Assistant E Policies View Referredtack
37. irm vehicle details Fleetscape k A i Username townslays Password eeecceces The Online Ordering screen displays This screen provides all the information to view the vehicle to be ordered Online Ordering Authorisation Denial Comments John Smith OF Sep 09 COMPLIANT Requested By On Status Disclaimer hs Vehicle Details Business Group Decision Regd By Click on each tab heading to view more information about the vehicle order Once you have checked the vehicle details and agree to the vehicle quote place a tick in the Disclaimer box Dept of Mines and Energy O8 Sep 03 I confirm that I am a duly authorised person for the purposes of authorising this vehicle requisition and if I am the designated driver of the subject vehicle I have not alsa been the authorising officer Requested Vehicle Current Vehicle Location Service Delivery Requirement Lease Duration months Lease Distance km Lease Cost Per Month WoL Cost Per Month Fuel Consumption 1 100km Make Model Vaniant Cylinders 26 November 2009 No Imoge Avaliable Uncontrolled when printed No Image Avaliable Brisbane City Admin Passenger 24 40000 698 73 332 27 7 6 HUA CAT I 30 54 2 0 Auto HATCHBACK SDrs Petrol TL 4 Page 16 of 32 4 Authorise or Deny the vehicle order You now need to Authorise or Deny the vehicle e Click on either of the buttons at the top of the vehicle
38. k Search Workflow Management Business Activity Monitor Reporting Out of Office Assistant n About Fleetscape Action Required 446JKP File Regional RVIR Accepted Complete Comment Doc Receipt Date 227 0 2009 cance Look For 446jkp Status Sn E Display Completed amp Cancelled Tasks Peta Louise Cairns 446JKP Vehicle Returns File Regional F RYVIR DPI QLD Ere 26 10 2009 9 08 AM Select vi O nee ao a l D a aap rL N O N iaaa T we PO a ee at anna Pan The RVIR needs to be scanned and filed on the vehicle file 26 November 2009 Uncontrolled when printed Page 32 of 32
39. nce Task Status Action My Tasks 0 0 3 N F4246 Complete Guote Accepted Refer to Group E Task Search Workflow Management Refer To Group Business Activity Monitor ol lt lt System Admin i Referred Due Fleet Consulting Team 5 Reporting Fleet Consulting Team 4 Fleet Consulting Team 3 m j j Comment eeu a ieee sietan Fleet Consulting Team 2 ous eee ul Ca Fleet Consulting Team 1 Dispatch Team User Management Actions EEA Records Management Team Betasphere FAT Sales Team a hath Feis eepe N 74243 483747 nce Validate Quote Maintenance Control Team E eet Administration Team 4 nce Validate Quote Fleet Administration Team 3 N F4246 Fleet Administration Team 5 Complete uote Fleet Administration Team 2 g 3 tems found displaying all tem Fleet Administration Team 1 Fleet Purchasing Officer Team 1 Process Control Team k View Referred tasks tae Mo F Referred Tasks ao ee a a A ae aS eT at F i Now you have to enter a Referred Due date and time This information will need to be before the Due date and time in the Quote Exception row Comments can also be added if required Click the Go button when completed Queensland Hide Menu Hoj Government cs whole of government Fleetscape id Rakhi A Open All Close All Action Required Logged in as townsleys logout My Account Reference lask Status Action My Tasks 0 0 3 N
40. nt fleet management Open All Close All Logged in as townsleys logout Look For ae Status z Shaadi E My accourt E E My Tasks 002 Task Search Workflow Management Quote Authorisation Acceptance Validate Quote NON GOY Accepted 16 10 2009 2 00 PM Select w Quote Authorisation Acceptance Validate Quote NON GOV Accepted 6 10 2009 2 15 PM Select ia Business Activity Monitor System Admin 2 items Reporting 4 E ut at Affie Assistant Click on the Reference number io open Deadia The Status is now Accepted Be ew The following screen displays Queensland Hide Menu Home Contact us Government OFleet whole of government Fleetscape fleet management coven an Close an Dent Due Date Status Next Action i D ee ec Am ee N 74243 463747 NON GOV 1670 2009 2 00 PM Accepted Select H My Tasks 0 0 2 a Task Search Reference Variables Workflow Management S p Task History Business Activity Monitor System Admin Task Messages Reporting Out of Office Assistant Policies Vehicle Selection On li neO rd e ri n g BAe User Management Betasphere FBT a About Fleetscape Ae Contact Details Name Shannon Townsley NA Phone 32258114 32278216 Email shannon townsley qfleet qld gov au Driver or Pooling Manager Details Name Catherine Position SES GENERAL Fax Phone 12313545 Location Brisbane Check all details on
41. on Acceptance Accept Quote D E mma Eee e a gh a T T a a gi aah mm Ale He 26 November 2009 Uncontrolled when printed Page 25 of 32 Order Vehicle QFleet Fleet Purchasing Officers QFleet Fleet Purchasing Officers will review Workflow tasks that have been allocated to them The task will display as Order Vehicle The Fleet Purchasing Officers FPO are set up as a group All Order Vehicle tasks are sent to the FPO Group Each FPO will acquire Order Vehicle tasks from the group tasks as required Accept the task by clicking on the down arrow in the Next Action column and select Acquire aa peeen Government Fleetscape 4 Open All Close All Logged in as rutledges ogout audga Reterence vA EEE Any D CELE My Account Next Action E aA A 103 wa N 7 3863 463355 Quote Authorisation Acceptance Order Vehicle DME GLD Accepted 16 10 2009 3 49 PM Select v E Workflow Management e N 73964 463447 Quote Authorisation Acceptance Order Vehicle NRVV OLD Accepted 1910 2009 3 35 PM Select v S EEA jiii R 0150GY 422152 463525 Quote Authorisation Acceptance Order Vehicle TRAN GLD Accepted 20 10 2009 9 41 AM Select x Out of Office Assistant R 0440GZ 418584 463758 Quote Authorisation Acceptance Order Vehicle DCS4 QLD Accepted 1910 2009 4 05 PM Select v 4 Policies f a About Fleetscape 4 items found displaying all items 1 When the Order Vehicle task is 4 E
42. s When the quote has been eens vehicle Selection No Referred Tasks reviewed Complete the task Suspend le User Management View unaccepted tasks in your group G Betasphere FBT No Group oA A nadhani odie nlite lets ga a gel tbc A 4H maton E I apr rm at l NN OP The following screen displays Click on the Go button to remove the task from your Workflow list Queensland Government Fleetscape Open Alb Close All Logged in at townsleys logout Action Required E hy Account Reference Task Status fiction o My Tasks O 0 2 M r4245 463 747 Order Vehicle Accepted Complete E Task Search a Workflow Management Business Activity Monitor Comment ae teers aan Quote is Valid Yes id Reporting eae a Outot Office Assistant Cancel Policies Vehicle Selection Process E Ue manta pal nll ANOS LUCIE AUN LECOREREC mane E a TA 26 November 2009 Uncontrolled when printed Page 27 of 32 Dispatch Vehicle Order QFleet Dispatch Officer The QFleet Dispatch Officer will review Workflow tasks that have been allocated to them The task will display as Dispatch Order The FPO will also supply the hardcopy vehicle order to prior to accepting the Workflow task To accept the task click on the drop down arrow on the Next Action field and select Accept The Status will change to Accepted Click on the Reference Number to open the vehicle to be ordered details Queensland Hide Menu Home Cg
43. s townsleys logout Look For fg Status Seach z Hie kening My Account mE E a E T E iy Taske oma N 74243 463747 Quote Authorisation A Create Vehicle Fil NON GOV Accepted 21 0 2009 2 13 PM Select mos Task Search uote orisation Acceptance reate vehicle File 2 ccepte i Select E Workflow Management N 74244 463748 Quote Authorisation Acceptance Accept Quote NON GO Y Allocated 20 10 2009 3 36 PM f E Business Activity Monitor Reter to User 5 E System Admin 2 items found displaying all tems Redirect to User i Reporting 1 Refer to Group Out of Office Assistant When the vehicle details have Redirect to Group Policies View Referred tasks been reviewed Complete the Complete Yehicle Selection No Reterred Tasks task Suspend e User Management View unaccepted tasks in your qrou n l A are iiet LNE Group Tagihan or N N T re i aiit T we Y r ET i g The following screen displays Click on the Go button to remove the task from your Workflow list Queensland Government Fleetscape Open Al Close All Action Required Logged in as townsleys logout T hy Account Reference Task Status Action My Tasks O o 2 M 4245 46574 Dispatch Order Accepted Complete E Task Search Workflow Management Business Activity Monitor Comment E L 26 System Admin Cancel Reporting n o ENA Process Policies mme vehicle Selection N 4243 4
44. sk Search menu item change the Look For search enquiry to Reference and enter the registration number on the RVIR Queensland Government whole of government Fleetscape fleet management Hide Menu Home Contact QFles Open All Close All Search Logged in as cairnsp logout s a My Account Re alee A Y f 446jkp Status z Display Completed amp Cancelled Tasks My Tasks 0 00 Nothing found to display x Task Search Workflow Management Business Activity Monitor Reporting Out of Office Assistant a About Fleetscape digas W T ae i a A W as ae Sil en dl lt AM gel ci E N BO pte N Enter the registration number on the RVIR to find the Workflow task He Ca a V The task will display Click on the drop down arrow on the Next Action field and select Acquire Queensland Government whole of government Fleetscape fleet management Hide Menu Home Contact w Open Al Close AI Logged in as cairnsp logout My Account amp My Tasks 000 Task Search Look For 446jkp Status Display ili Saaai Tasks Records EE Team 446JKP Vehicle Returns File Regional RVIR DPI QLD ee 26 10 2009 9 08 AM I Select K Workflow Management E Business Activity Monitor a ae et Reporting i Out of Office Assistant 1 Allocate to a About Fleetscape he z ae Biata Expo options da esy x Excel a F ai Fi a r gt tena pa erence Cae a
45. the screen by clicking on each of the tab headings 26 November 2009 Uncontrolled when printed Page 13 of 32 You are now required to complete the task to remove if from your task list Click on the Next Action column and select Complete Queensland Hide Menu Home Contag Government E Q Fleetsca pe whole of government fleet management Open SWEA eed Logged in as townsleys logout oged In 95 townsieys age N 74243 463747 NON GOY 16 10 2009 2 00 PM Accepted Select My Account My Tasks 002 Select Task Search Reference Variables Workflow Management Business Activity Monitor Task History Redirect to User Refer to Group Ba amp amp System Admin Task Messages Redirect to Group Reporting y a Out of Office Assistant Suspend h Policies By Vetice Selection E On li ra0 rd erire U The following box will display If the quote is valid and compliant select Yes for each of the questions asked Click on the Go button and the task will move from your Workflow list to the Level 1 Authorisation Officer The quote will not proceed unless all answers are Yes Make any notes if required e g to advise the FPO team that the vehicle is required ASAP and must be sourced for delivery Queensland E Government i Fleetscape Open All Close All Action Required Logged inastownsleys logout B aca My Tasks 0U M f4245 465 47 Validate Quote Accepte
46. tion about the vehicle order Once you have checked the vehicle details and agree to the vehicle order place a tick in the Disclaimer box 26 November 2009 Uncontrolled when printed Page 20 of 32 whole of government Fleetsca pe fleet management Open Alp Close A1 A a Next Action sage jak fet ee N 73305 462840 NON GOV 44 09 2009 1 19 PM Accepted Select My Tasks O O 1 Task Search Reference Variables Workflow Management Business Activity Monitor System Admin Task Messages Reporting a Out of Office Assistant Policies Vehicle Selection a Vehicle Search User Management Betasphere FBT About Fleetscape Authorisation Denial Comments E Task History OH HHHK E Requested By John Smith i 07 Sep 09 Business Group Dept of Mines and Energy COMPLIANT Decision Reqd By 08 Sep 09 Disclaimer I confirm that I am a duly authorised person for the purposes of authorising this vehicle requisition and if I am the designated driver of the subject vehicle I have not also been the authorising officer Vehicle Details No Imoge Available Location Brisbane Service Delivery Requirement Admin Passenger Lease Duration months 24 5 Authorise or Deny the vehicle order You now need to Authorise or Deny the vehicle Click on either of the buttons at the top of the vehicle screen Notes explaining you reason to deny or authorise the quote can be added into the Authorisation Denial
47. vely if you would like a fleet consultant to contact you to provide some assistance please complete your details below Name Catherine Conaty eas Position Project Officer ee falephones Telephone 3224 5058 Email _ townsley aqfleet gid gowe z Fax 32278216 E s Email catherine conaty qfleet gld gov au Communication i 26 November 2009 Uncontrolled when printed Page 10 of 32 The Client will receive the following message S http Avww fleetscape qfleet qld gov au QFleet Common Desktop Environment Microsoft Internet Explorer Online Ordering Your request has been submitted A OFleet consultant will contact you shortly to provide some assistance Contact My QFleet Fleet Consultant d The Fleet Consultant will receive an Online Ordering Collaboration task and accept the task Queensland Hide Menu Home Contact Government whole of government Fleetsca pe A CEEWER GUGL Open All Close All Logged in as townsleys logout Look For OOS Status Search E7 Hide Pending My Accourt M E y Seset 003 74243 463747 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 16 10 2009 2 00 PM J Select Workflow Management N 74244 463746 Quote Authorisation Acceptance Validate Quote NON GOY Accepted 1640 2009 2 15 PM Select See r eee N 74284 Online Ordering Collaboration View Matching V
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