Investment Requests


An investment request is a request that is related to an equipment, software or consumable configuration to replenish stock in anticipation of events such as the arrival of new employees, the replacement of equipment at the end of their life cycle, or the opening of a new agency. Unlike service requests, these requests are not assigned to recipients.

Each request:

  • Is associated with a catalog entry and may have a form.
  • Is usually approved by a manager before it is integrated. It can be submitted for several storage locations in multi-site management.
  • Is managed in a workflow that generates actions (manual actions performed by Support persons or automatic actions):
    • The workflow starts after the possible questionnaire (standard / multi-sections) defined on the initial step is answered.
    • Each time an action is performed, the status of the request is updated and shows the progress of the process.
    • A history enables you to store a trace of each action performed.
  • Is budgeted based on the cost of the equipment, software or consumables defined in their respective catalogs and can be charged to a budgetary commitment when invoicing the request.

   Open url.png  See the life cycle of an investment request.

Example

Creation of an investment request for the renewal of servers:

  • Standard catalog configuration including two elements: PowerEdge Server + Cisco Commutator
  • Submission of a multi-site request:
    • New York storage location: 5 servers + 5 commutators
    • Boston storage location: 3 servers
  • Budgetary commitment for charging to the Server renewal account

Notes

  • Generally, the workflow of an investment request consists of a limited number of steps:
    • An approval step performed by the hierarchical and financial manager.
    • A logistics step if the request is accepted, to place an order for the requested elements. Note: The only way to complete an investment request is to place an order. You cannot take elements from stock.
  • By default, the contents of each new request correspond to the standard configuration defined in the catalog.
    • Equipment, software and consumables can be deleted or added before generating the request.
    • For a request submitted for a group of locations (multi-site management), the standard configuration is proposed for each of the locations. You can modify the elements and quantities for each storage location before generating the request. Open url.png  See the procedure.
    • You can modify the contents of the request as well as unit prices subsequently using the Update Request Detail wizard, provided financial approval has not been given, or failing that, provided the reception phase has not been totally completed.
  • A request can lead to a new order or it can be added to an existing open order. Open url.png  See the procedure (step 2).
  • Orders and invoices are issued for a single supplier. If the request involves several suppliers, you must place an order and issue an invoice for each supplier.
  • You can monitor analytical cost allocation for each element in the request. You can also book ancillary expenses when invoicing the request.
  • You can cancel a request, for example, if it is a duplicate. To do so, use the Cancel / Close wizard. This is possible only if no action has been performed.
  • Difference between a service request and an investment request:
Investment Request Service Request
Movement Stock entry Stock exit
Performed

Only through orders

(logistics step)

Through orders and taken from stock
Destination One or more storage locations A recipient
Allocation Budgetary commitment Budget allocation

Best Practice big icon.pngBest practice

  • If you create a multi-site investment request, you must check the distribution of quantities prior to final approval. No consistency control will be performed automatically.
  • Logistics action types are not visible in the Quick Dashboard. To see them, select Transition > Logistics or Strategy > Logistics in the menu.
  • When you perform the reception of a request in the Logistics menu option, you should ensure that you select the correct order. To do this, display the view called P.O. Number instead of the view called Delivery Location. Open url.png  See the procedure.

Screen description

        Investment request.png

Menu access: Transition > Investment Requests > Requests

RequestNumber

Request Number: Automatically generated number of the current request when it was created.

  • To format the number, select Administration > Parameters > Auto-Inc Fields.
Status

Status: Current status of the current object, automatically updated via the steps of the workflow.

  • To display the workflow associated with the object, click ? next to the Status field. Next, click World icon.png Display Related Information. The current step will be highlighted in red.

Created by: User who created the request.

Creation Date: Date on which the request was created.

  • The date and time are displayed in the time zone of the recipient.
     

Investment Description: Catalog entry of the request, used to run the relevant workflow.

RequestingPerson

Requesting Person: User who reported the current object to the IT Support team.

  • A VIP user is indicated by one or more Red star.png depending on the user's VIP level. This means that the object must be given top priority in processing.
Recipient

Recipient: Name of the person concerned by the current object. It can be different from the requestor

  • A VIP user is indicated by one or more Red star.png depending on the user's VIP level. This means that the object must be given top priority in processing.

Estimated Costs: Sum of discount prices of elements in the request.

  • The amount is calculated when the request is generated and then recalculated automatically each time the request is modified.
     

Requested Delivery Date: Latest date on which the contents of the request must be delivered.

  • The date and time are displayed in the time zone of the recipient.
  • This date is for information purposes only and does not take the SLA of the request into account.

Budgetary Commitment: Account in which the total amount of the investment request is booked.

  • The amount is automatically updated when the ordered elements are totally or partially received.
HyperlinkDocument

Attachments link (followed by the number of documents): Used to attach a list of documents to the current object and access the files, e.g. error file, screenshots. 

  • Access: Also via the Attachments tab.
Justification

Justification: Reasons given by the user to justify the request, taken into account in the approval workflow.

Note

Note: Comments on the request. You can also add images or tables using HTML tags.

ActionsHistory

History of Actions table: Information on successive actions performed to process the current object. They can be actions linked to a step in the workflow (e.g. incident processing), to a task (e.g. reminder for user), to a problem that enabled the solution of the object, actions modifying the target resolution date, e.g. modification of the SLA.
         Action History table.png

  • (1) To display the complete form of an action, click Edit form icon.png to open the form or click Display popup icon.png to open a popup window.
  • (2) To display the details of an action, e.g. Send Email, Assignment, Analysis & Resolution, click [+] in the Action cell.
  • (3) To display the exact date on which the action was performed, roll your mouse over the Work Order cell.
  • The target intervention date is displayed in the time zone of the logged-in user.
  • To view the total intervention time and the delay for a completed object, open the form and select the Solution tab which shows a summary of all successive actions.

    Color key for action rows:

Color Action type Description

Action History table - Finish color.png

Completed

  • Action whose actual start and end dates are specified.

Action History table - In progress color.png

In Progress

  • Action whose actual start date is specified but whose actual end date is not specified.

Action History table - To do  color.png

To Do

  • Action whose actual start and end dates are not specified.
  • Accessible via QuickDashboard - My actions counter.png in the Quick Dashboard.

    Contents of the table: It can be customized using the options below.
         Action History table - Options.png

  • (1) Filter: Used to select the action types to be displayed. Note: The display mode is specific to each user, regardless of the workstation used, and it is retained after logout.
    • Detailed View: No filter is applied to action types and all actions are displayed.
    • Compact View: Only actions associated with an action type authorizing its display are visible. Generally, these are action types like Send Email.
  • (2) Details: Note: The display is not retained after logout. The default choice is Hide All.
    • [+] Display All: Used to display all details for all actions, e.g. Send Email, Assignment, Analysis & Resolution.
    • [-] Hide All: Used to display only the row describing the actions, e.g. date, Support person, action type, duration.

List of tabs

        Investment request tabs.png

EquipmentSoftwareConsumables

Equipment/Software/Consumable: List of equipment, software and consumables in the current request.

  • The cost of elements is defined using the information in the catalog. To enter the cost of an element in the request manually, use the Update Request Detail wizard.
RelatedEquipment

Related Equipment: List of other equipment locally associated with the main equipment processed by the current object.

RelatedLicenses

Related Licenses: List of licenses linked to the current object. Related licenses include licenses of earlier versions merged with the new version to become a single software license in order to facilitate management. 

  • Update: Use the Purchase Upgrade wizard in the License form.

Example documentation icon EN.png  Purchase of an upgrade license for Illustrator

  • Main license: New version, CS5
  • Related licenses: Previous software versions, 12 and 13
Discussions

Discussions: List of discussions which users can access based on their domain and discussion visibility.

  • Enter the keywords you want in the Search field and press Enter
  • To cancel the search criteria and return to the complete list of discussions, provided you have the relevant rights, click within the box and then click Discussion - Delete icon.png.
Attachments

Attachments: List of documents associated with the current object.

  • Update: Depending on the object, use Add icon.png in this tab or in the Details tab > Attachments link  - Open url.png See the Description.
  • To cancel an existing link: Delete icon.png
RelatedProjects

Related Projects: List of projects linked to the current object.

Solution

Solution: Set of information specified at the end of the processing for the current object.

  • Update: When an action related to the current object is completed. You can also use the Close wizard.

   List of fields:

  • Solution: Contents of the Comment fields specified in the final or closing actions for the current object.
  • Elapsed Time: Actual time spent by different Support persons working on the current object, calculated using information entered in the intervention summary of actions. Note: Unlike the time to solve, this information does not take into account the OLA/UC for each action.
  • Immediate Solution: Used to indicate if the current object was solved during the quick call (box is checked) or if it led to one or more actions (box is not checked), involving a transfer or escalation.
  • Solution Date: Date on which the processing of the current object ended and its meta-status became Completed.
  • Late: Number of minutes exceeding the maximum processing date of the current object, calculated using information entered in the intervention summary of actions.
    • Field calculated for each action: Processing time of the action - OLA/UC target
  • Time to Solve: Actual processing duration of the current object, taking into account the working hours of the Technical Support team and public holidays (OLA/UC defined for the workflow).
  • Total Costs: Total processing cost of the current object, calculated using information entered in the intervention summary of actions.
    • Field calculated for each action: Fixed costs  + (Hourly costs * Elapsed Time)
  • SLA: Name of the SLA applicable to the current request, i.e. the one associated with its category.
  • SLA Target: The target implementation date for the contents of the current request, calculated using the start time and the SLA.
    • The date and time are displayed in the time zone of the recipient.
    • Roll your mouse over the field to see a description of the SLA.

Procedure and Wizards

How to create and process an investment request

1. Create an investment request.

  • Select Transition or Strategy > Investment Request > New Request. The configurations available in the catalog will automatically be displayed.
  • Click Add icon.png next to the configuration you want and specify the information on the request.
  • If you want to make the request for a group of storage locations:
    • Click [ MULTI-SITE MANAGEMENT ].
    • Select each location using Add icon.png and specify the quantity.
  • Click [ NEXT ]. One row is displayed for each element in the requested configuration and for each location if it is a multi-site request.
    • You can modify quantities and prices for each element. The total cost will automatically be refreshed.
    • Click Delete icon.png next to a row to delete the element from the request.
    • Click Add icon.png to add a new row to the request.
      • The Designation field displays all equipment, software or consumables available in the respective catalogs.
      • If it is a multi-site request, the Location field will display all storage locations.
  • Click [ GENERATION OF A REQUEST ] and then click [ FINISH ].
    • The request number will automatically appear. 
    • Click the link to open the form.

2. Place the order via the logistics step. Note: This step may require a manager to approve the request first.

  • Select Transition orStrategy > Logistics > Logistics in the menu.
  • Select the rows in the request involving a single supplier.
  • Specify how you want to place the order:
    • You can create the order using the New Order wizard.
      • The elements in the request will automatically be retrieved. Make changes to quantities and prices if required.
      • Click Delete icon.png next to a row to delete the element.
      • Click Add icon.png to add a new row to the order. Specify the information for the new element.
      • Click [ SUMMARY ] and then click [ GENERATE ORDER ]. Next, click [ FINISH ]. The purchase order number will automatically appear.
      • Click the link to open the form.
    • You can add the rows in your request to an existing open order. To do this, use the Add on Open Order wizard.
      • Search for the order you want using the search criteria proposed. By default, a list of orders with the same equipment, delivery location and analytical cost account is displayed.
      • You should indicate whether you want to take the elements of your request from the ones available in the order, or if you want to create a new order row.

3. Once you have received the elements ordered, you must perform the delivery step.

  • Select Transition or Strategy > Logistics > Pending Deliveries in the menu.
  • Select the view called P.O. Number and click the order you want.
  • Select the rows to be received and run the Delivery Reception wizard.
    • Specify the actual quantities delivered.
    • If certain elements are no longer available from the supplier, select the Cancelled / Supplier Stock Shortage box.
    • If elements were delivered although they were not included in the order, you should add them manually using Add icon.png.
  • You can enter the bar codes for the delivered equipment: Note: You can also enter them when assigning the equipment to a user in the Equipment form.
    • If you want to enter the bar code manually, click [ ENTER THE BAR CODES ]. Enter the bar code for each element in the Asset Tag column.
    • If you want to generate bar codes automatically, click [ GENERATE BAR CODES ]. Indicate the root value (first characters of the bar code), the increment start value and the number of positions or characters after the root. Next, click [ GENERATE EQUIPMENTS ].
  • Send an email to inform the Asset Manager about the new reception.
  • Click [ FINISH ]. The list of elements pending delivery will be refreshed.

4. Repeat the procedure in step 3.

  • If it is a multi-site request, specify the elements received for each storage location in the request.
  • If it is a multi-supplier request, indicate the elements received for each supplier delivering the elements requested.
  • If it is a partial delivery, specify the elements delivered during each new reception of the request.

5. Perform invoicing to perform budget allocation for the elements received.

  • Select Strategy > Invoices > Pending Invoices in the menu.
  • Select the view called P.O. Number and click the order you want.
  • Select the rows to be invoiced for a single supplier. Run the Invoice wizard.
  • Enter the information for the invoice. Note: To deduct a supplier credit note, enter a negative amount.
  • If additional expenses are to be invoiced:
    • If they are defined in the common expenses catalog, click [ CATALOG REFERENCE ].
    • Otherwise, you can add them manually using [ SIMPLE VIEW ].
  • If you modify invoiced amounts, click [ RECALCULATE ] to refresh the total amount.
  • Click [ SAVE ]. The list of pending invoices will be refreshed.

6. Repeat the procedure in step 5.

  • If it is a multi-supplier request, indicate the elements invoiced for each supplier delivering the elements requested.

Wizards

Link to a Project
Cancel / Close  (only if the request is not closed)
Close  (only if the request is not closed)
Execute Script
Update Request Detail  (only if financial approval has not been given, or failing that, if the reception phase has not been totally completed)

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Last modified by Unknown User on 2017/12/04 10:43
Created by Administrator XWiki on 2016/09/29 16:13

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