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1. 4 Confirm Details Page 7 REVIEWING THE REQUEST LIST 8 REVIEWING BEIMS WEB FEEDBACK 8 EXAMPLE OF BEIMS WEB FEEDBACK 9 MONITORING YOUR REQUEST 9 LOGGING OUT OF BEIMS WEB 10 BEIMS Web Remote Request System 5 7 User Manual Mercury Computer Systems Aust Pty Ltd CL05052009 Page 3 OVERVIEW BEIMS Web Remote Request BEIMS Web Remote Request System RRS allows individual to report faults or submit requests for maintenance and minor works Any PC which has access to the Internet and has an appropriate username password access can create and submit request Requesti
2. Mercury Computer Systems Aust Pty Ltd CL05052009 Page 5 To enter a new request work your way down the page and enter as much information as possible As a minimum all mandatory fields with Bold labels must have entries To look up a building or floor code click the button A list of options will be displayed A single click on the relevant option will return the selection onto the original request Default values may be present in some of the fields like Department Code Your Name Contact Phone Building and Floor these values will default every time the page is opened and can be altered if not correct for the request currently being entered The Date Required field will always default to the day you enter the request The Date Required field cannot be backdated To enter the details of a new request type the problem request in the Description field For greater efficiency in the handling of your request please ensure that for every maintenance job a new request is generated Mixing of different work types will hinder the responsiveness to your request and accurate reporting For example Replace globes in the ensuite toilet repair bookshelf in room 312 and replace leaking tap washers in basin BEIMS Web Remote Request System 5 7 User Manual Mercury Computer Systems Aust Pty Ltd CL05052009 Page 6 As these are different types of jobs each job requires a single request to be entered Note The request should include the
3. BEIMSWeb 5 7 101 User Manual BEIMS Web Remote Request System 5 7 User Manual Mercury Computer Systems Aust Pty Ltd CL05052009 Page 2 Table of Contents OVERVIEW 3 BEIMS WEB REMOTE REQUEST 3 BEIMS WEB REMOTE REQUEST 3 ACCESS BEIMS WEB LOGIN SCREEN 3 BEIMS WEB LOGIN 3 BEIMS WEB WELCOME PAGE 4 BEIMSWEB REMOTE REQUEST LIST 4 How to Enter a Request
4. at the request is waiting and facilities department have not looked at the request i e unread Indicates the request is in progress of being accepted or rejected Indicates the request has been accepted and the work order has been cancelled Reviewing BEIMS Web Feedback If a work order in the request list has a feedback flag of Yes then the work order progress comments will be displayed listing the Entry Date Time Progress Code and any Comments BEIMS Web Remote Request System 5 7 User Manual Mercury Computer Systems Aust Pty Ltd CL05052009 Page 9 To review the request feedback details of a specific request flagged Yes click the Description or Request ID fields which are underline for that request when it opens scroll to the bottom of the screen to view work order progress comments Example of BEIMS Web Feedback Monitoring your Request In regards to monitoring you request requests will remain in the Request List until the jobs are completed The requests will then remain on the list for a further 30 days at which time they will automatically drop from the list BEIMS Web Remote Request System 5 7 User Manual Mercury Computer Systems Aust Pty Ltd CL05052009 Page 10 Logging out of BEIMS Web From either the Main Menu or the Request list screens select the Log out option To Log out click here
5. est List button If you want to review the details of a specific request click the Description or Request ID fields which are underline for that request To check the progress of your request the most important information is at the bottom of the screen as shown no the next page The fields at the bottom of the screen show the following information Acceptance Comments Date Accepted Work Order Number and Work Order Status For example Outstanding in the Work Order Status field means that the work is still being carried out Note Once the work order has been accepted or rejected you cannot change any of the information you previously entered Description of Screen The Remote Request List provides the user with an updated list of work requests with the most current request at the top of the list This provides you with the ability to check previously entered requests from your department and to minimise duplicate requests from being entered If required the user can re sort the Remote Request List by Date Requested Request ID Asset No Building or as shown above by Request Status You will notice that the requests have coloured work order status characters on every line item Indicates that the request has been received and has been accepted as a work order and is still to be completed Indicates the request has been completed Indicates the request has been reviewed and for the reason given has been rejected Indicates th
6. location details such as RA Office communal toilet or Room G12 If you have more information than the Description field will allow you to type maximum 255 characters you can click in the Extra details field and continue It is possible to paste text from your clipboard if you wish Note BEIMS Web does not remove the requirement to notify Monash Residential Services of urgent or serious OH amp S problems such as burst pipes electrical danger etc Check what the procedure should be for these types of problems A completed request before sending should look like this Once you have completed as much information as possible single click on the Send Request button BEIMS Web Remote Request System 5 7 User Manual Mercury Computer Systems Aust Pty Ltd CL05052009 Page 7 Confirm Details Page Once you have clicked the Send Request button you will receive a confirmation notice as shown above The Confirm Details page provides you with the Request ID number that has been given to your request To enter another request click the Add Request button To view list of requests click the Request List button To go back to the main menu click the Main Menu button To exit Remote Request system click on the Logout button BEIMS Web Remote Request System 5 7 User Manual Mercury Computer Systems Aust Pty Ltd CL05052009 Page 8 Reviewing the Request List To review a list of previous requests click on the Requ
7. ng clients receive direct feedback regarding status of requests Approval of the request initiates a BEIMS work order A rejected request will provide a comment that is viewable by the user BEIMS Web also allows users to view their past requests BEIMS WEB REMOTE REQUEST Access BEIMS Web Login Screen To access BEIMS Web the user will need access to http mrs monash edu maintenance BEIMS Web Login To logon to the BEIMS Web enter your Monash authcate username and password and click the Login button BEIMS Web Remote Request System 5 7 User Manual Mercury Computer Systems Aust Pty Ltd CL05052009 Page 4 BEIMS Web Welcome Page Description of Screen The BEIMS Web Remote Request welcome page provides access to the facility management and maintenance information stored in BEIMS This screen has links to do perform certain functions in BEIMS which are View add or modify Maintenance Requests Web site info Log out Notice your name and department appears near the top left of the page Eg Brian Smith Human Resources If you want to add a new request or review requests already entered for your department click on the View add or modify Remote Requests link BEIMSWeb Remote Request List How to Enter a Request Click your mouse once on the Add a new request link and the new request screen will open as shown below opening with requestor s default information BEIMS Web Remote Request System 5 7 User Manual

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