Work Management System Customer FAQ

General Questions

Q1. What is the Technical Workshops Work Management System used for?

Q2. Who can use the Technical Workshops Work Management System?

 

Registration and User Details Questions

Q3. What is the ‘Designation’ Field?

Q4. What is the ‘Fund Manager’ field?

Q5. Why isn’t my Department Name, Research School or Fund Manager displayed?

Q6. The Department Name and/or Research School displayed are incorrect?

Q7. How can I change who is displayed as my Fund Manager?

 

Submitting Requests Questions

Q8. Why can’t I see the “Request Services” tab in the menu bar?

Q9. How do I select which facility to submit my job to?

Q10. What is a Facility?

Q11. What is a ‘Related Job ID’?

Q12. What is the Charge Code?

Q13. I don’t know my charge code, what do I do?

Q14. What is purpose of the search icon for Charge Code and Fund Manager fields?

Q15. Why is there a Hazards Section in the form?

Q16. Where can I find a Safety Data Sheet?

Q17. What is the Hazards Declaration?

Q18. What is the ‘Information icon’?

Q19. What is a Lab/Group?

Q20. Why is the submit button disabled?

Q21. How can I save a request form as a draft for later submission?

 

Submitted Jobs

Q22. Where can I see all my submitted job requests?

Q23. What is the purpose of the ‘ReUse’ button?

Q24. What is the purpose of the ‘Summary’ icon?

Q25. How can I ‘Cancel’ a job request?

Q26. What is the ‘Activity Log’?

Q27. Who needs to provide approval for jobs to commence?

Q28. How can I track the ongoing costs of my job?

 

General Questions

1. What is the Technical Workshops Work Management System used for?

The Technical Workshop Work Management System will allow all ANU staff and students to submit and track job requests with selected Technical Workshops across the Joint Colleges of Science. The system will initially be used by the following Technical Workshops:

Research School Technical Workshop Facility
Research School of Physics and Engineering
  • Mechanical Workshop
  • Electronics Unit
Research School of Earth Sciences
  • Mechanical Workshop
  • Electronics Group
RSB/RSC Joint Workshop
  • Mechanical Workshop
  • Electronics / Electrical Workshop
  • Refrigeration
John Curtin School of Medical Research
  • Mechanical Workshop
  • Electronic Workshop

2. Who can use the Technical Workshops Work Management System?

All staff and students at the ANU can use the System. The System is accessed via Single Sign On. If you are accessing the system using a non ANU network, please enter your ANU ID and password to log in. The first time you login, you will required to authenticate your ANU ID using Shibboleth. If you are a guest user, please contact the Technical Workshops you wish to engage with, who will be able to set up a client account for you.

 

Registration and User Details Questions

3. What is the ‘Designation’ Field?

The ‘Designation’ is your ANU role. If you have multiple roles defined in the ANU HR system, there may be more than one designation displayed. If this is the case, please select the designation that is most relevant to your capacity as a Technical Workshop customer. You can update your role each time you submit a request to the Technical Workshops as well as through the ‘My Profile’ section of the System.

4. What is the ‘Fund Manager’ field?

The Fund Manager is the lead chief investigator, or the business or project manager responsible for the General Ledger Code, or GLC, that will be provided with each request submitted to the Technical Workshops. Please note that the Fund Manager displayed is set by default to your Supervisor. The Fund Manager can be updated each time a new request to the Technical Workshop is submitted. If you are the Fund Manager, please conduct a Fund Manager search to update this field to yourself.

5. Why isn’t my Department Name, Research School or Fund Manager displayed?

There may be two reasons for this:

  • If you are a student, or have selected a student role as your designation, your Department Name, Research School and Fund Manager might not automatically appear. If they do not, you will need to conduct a Fund Manager search to select the name of your PhD Supervisor or the person who is responsible for the GLC that will be used most often to submit job requests. To search for your Fund Manager, please click on search button (magnifying glass symbol) next to the Fund Manager field. Enter the first and last name and click on search and then select the appropriate role from the designation field. Once the Fund Manager is selected, the Department Name and Research School of the Fund Manager will be auto populated.
  • The information of your Department Name, Research School or Fund Manager may not be properly recorded in the HR System. If you believe that this is the case, please raise a ticket through the ANU Service Desk at https://servicedesk.anu.edu.au/sp using the following steps and someone will be in touch:
    1. Select the ‘Get Some Help’ option
    2. Chose ‘Report something broken’
    3. Under the ‘What best matches the issue?’ question, select Other
    4. Fill in details about your issue and select ‘Submit’

 

6. The Department Name and/or Research School displayed are incorrect?

The information of your Department Name, Research School or Fund Manager may not be properly recorded in the HR System. If you believe that this is the case, please raise a ticket through the ANU Service Desk at https://servicedesk.anu.edu.au/sp using the following steps and someone will be in touch:

  1. Select the ‘Get Some Help’ option
  2. Chose ‘Report something broken’
  3. Under the ‘What best matches the issue?’ question, select Other
  4. Fill in details about your issue and select ‘Submit’

Alternatively, if you have updated the Fund Manager field using the search function, the Research School and Department displayed will be that of your Fund Manager, not yours.

Research School displayed will be linked to the Fund Manager role.

 

Submitting Requests

7. How can I change who is displayed as my Fund Manager?

Use the search button (magnifying glass symbol) to change the default Fund Manager displayed. Enter the first and last name and click on search and then select the appropriate role from the designation field. The Department Name and

8. Why can’t I see the “Request Services” tab in the menu bar?

If the ‘Request Services’ tab is not visible, you will have to refresh the system. This is accomplished using the system refresh button which is located at the top right hand side of the screen, next to your name, not the browser refresh button.

9. How do I select which facility to submit my job to?

You can affiliate yourself to one or more facilities. To ensure that your request to routed to the correct facility, when on the ‘Request Services’ webpage, click on the ‘Select Facility’ dropdown on the top right-hand side of the webpage and select the appropriate facility.

10. What is a Facility?

A Facility is a separate service entity within the system. It is usually delineated by Research School and Technical Workshop Group i.e. RSPE – Mechanical Group

11. What is a ‘Related Job ID’?

If you have previously submitted job requests to the Technical Workshops using the system, they will be displayed in the ‘Related Job ID’. If the request that you are submitting is linked to a previous request, select the previous Job ID form the dropdown. This will help the Workshop Technician to better understand your request.

12. What is the Charge Code?

Each request requires a validated Charge Code before being able to submit. The “Charge Code” is the General Ledger Code, or GLC, that will be used to recover the charges for using the Technical Workshop services. Please enter the “Charge Code” in the format: Fund Code, for example, R, Q or S; the “Department ID”; and the “Project ID” if applicable. Click on the search button to validate the Charge Code. If the Charge Code provided is validated, it will display the account name in a green font. If it is an invalid Charge Code, it will display ‘Invalid Charge Code’ in a red font. Please note that you will not be able to submit the request unless a validated Charge Code is provided.

13. I don’t know my charge code, what do I do?

All job requests submitted to the Technical Workshops require a valid Charge Code (ANU General Ledger Code, or GLC). If you do not know your Charge Code, or are uncertain of which Charge Code to use, please speak to the lead chief investigator, or the business or project manager who is likely to be responsible for the Charge Code. This could be your supervisor, PhD supervisor, or the researcher who is ultimately responsible for the research being undertaken.

14. What is the purpose of the search icon for Charge Code and Fund Manager fields?

The Search icon is available for the ‘Fund Manager’ and ‘Charge Code’ fields. A search for the ‘Fund Manager’ field allows the customer to search for a different Fund Manager. The purpose of the search icon for the ‘Charge Code’ field allows the system to validate that the charge code (General Ledger Code – GLC) supplied is valid. If it is valid, it will display the name of the GLC in green. If it is invalid, it will display ‘Invalid Charge Code’ in red.

15. Why is there a Hazards Section in the form?

The hazards section is there for the customer to aid the Workshop technician in identifying any hazards associated with the job and thus completing an appropriate risk assessment. We ask that the customer details any potential hazard involved with any equipment/part or raw material provided by the customer or any site visits required.

16. Where can I find a Safety Data Sheet?

A safety data sheet (SDS is a document that lists information relating to occupational safety and health for the use of various substances and products. You should check with your local OHS Officer to see if one is available for the equipment, or hazardous materials it may have come into contact with, that you are supplying.

17. What is the Hazards Declaration?

The Hazards Declaration captures the acknowledgement by the customer that all the information provided in the hazard section is true and correct to best of their knowledge.

18. What is the ‘Information icon’?

If you see an information icon next a field in the request form, hover over it and additional information about the field will be displayed to help the customer in filling out the form correctly.

19. What is a Lab/Group?

The term Lab/Group in the system is used for the sub groups defined under each department. We are not currently using this feature and all users are given a ‘Default’ Lab/Group

20. Why is the submit button disabled?

The Submit button is only enabled when the charge code provided has been validated by clicking on search button next to charge code field. If the charge code is not validated, you will not be able to submit the form.

21. How can I save a request form as a draft for later submission?

You can save the request form as a draft by clicking on the ‘Save as Draft’ button on the bottom of the request form. All Drafts are saved in ‘My Homepage -> My requests’ view.

 

Submitted Jobs

22. Where can I see all my submitted job requests?

All submitted job requests and drafts can be found under the ‘My Homepage-> My Requests’ view.

23. What is the purpose of the ‘ReUse’ button?

The ‘ReUse’ button is used for copying any existing job request. All the fields in the job form will be copied in the new request.

24. What is the purpose of the ‘Summary’ icon?

If selected, the ‘Summary’ icon on the My Requests view will display the summary of the job request including all of the information provided when the job request form was submitted.

25. How can I ‘Cancel’ a job request?

To cancel a job request, select the relevant job request from the ‘My Requests’ page and under the ‘Tasks and Status’ heading, select the ‘Cancel Sample Submission’ button. Please note that job requests can only be cancelled before any activity has occurred on the Technical Workshop side. If it has been assigned to a Technician, an estimate or quote approval has been submitted or hours have been logged to the job request then the customer cannot cancel, they will need to speak to their assigned Technician, who can cancel the request on their end.

26. What is the ‘Activity Log’?

Customers can see the updates that happened on the job request through the activity log with details like date of the update, user name and nature of change or activity.

27. Who needs to provide approval for jobs to commence?

In line with the University’s commitment to enhance user experience and business processes, we have removed the requirement for Fund Managers to provide approval before work commences on the job request. In all cases, the customer who submitted the request will be required to provide their approval to the estimate or quoted costs, but the Fund Manager will receive an email notification of the costs only. The Fund Manager will not be required to provide their approval, but they are able to intervene if they so wish. This will minimise the turnaround time for job approvals, and reduce the effort required by Fund Managers. The new process is detailed in the Job Approvals Workflow.

28. How can I track the ongoing costs of my job?

To review the progress of a job request, including a summary of the ongoing costs, select the relevant job request from the ‘My Requests’ page and under the ‘Job Summary’ heading will be the ‘Actual Fee” which will be the total charges applied to the job request to date. This is updated in real-time as the Workshop Technicians record information related to the job request.