Item Request Work
Instruction

Click here to see:

Click here for Information on:

Requesting a
Material Item or Service

Item
List – New Material Item

Item
List - New Service Item

Entering Multiple Charge Codes
or Splitting Cost across Charge Codes

Changing the Status of an IR

Transferring
Material Items from one site to another

Linking
Documents to an Item Request

Requesting
a Material Item or
Service

1. After logging into CMMS select the “Item Request” Module from the
expanded “Purchasing”
section.

2. Select New Request (Auto Number) from the
Operations pull down or “New Request Record “  icon as depicted here:

These
actions will auto-fill the Request
Number block, Open Date and set
the Status to new requisition
(NEWREQ).  (See
Item Request Status Definitions)

3. Fill in the description of the request.     Selecting the icon
will expand the Description Data Field as shown below:

Note:  When
entering the Item Request Description, enter the following information at
minimum and/or as applicable.

1.
Site Designator

2.
Device ID or
Modification Project Number as applicable

3.
Description of
item needed (Include the formal nomenclature if for a material item and / or
identification of service needed)

4.
If the request
is for a material item; identify the item’s Mfg. Part No.  If the request is for a repair service
of an item; identify the failed item’s Mfg. Part No.; its Serial Number
and formal Nomenclature as contained in the formal engineering drawings or
technical documentation.

5.
If there is a
Work Order related to the request enter/reference the WO Number

4.  Make sure you select  after completion. This will save the
data.

5. Next enter the Requester
by BEMS ID, if the ID code is
not known, select the   to do a lookup as follows:

Note: The Phone Number and the Manager of the
Requester will auto fill once the Requester is identified.

6. Next enter the Vendor,
if known (This field can be left blank if you do not know the possible
Vendor – ILS will determine the actual Vendor).   If the Vendor Code is not known
but the Vendor Name is known; then select the  to
bring up the “Select a Vendor” sub-screen and then enter a partial
name.   Select the Filter
icon to bring up a list to choose from as shown below:

7. In the Charge
Code field, enter the applicable charge code for the material items /
services requested.  If the charge
code is not known, selecting the  by the Charge Code field, will allow you
to bring up a sub-screen to select from as shown below.

Entering part of the charge code in the Code field or entering a key word in
the Description field, then
selecting the  will bring up charge code options from
which to choose from as shown below.

8. Enter a Need Date; the date in which Logistics
should process the Request and ensure delivery of the requested items to the
Site / Department.  The Need date
should be aligned or based on the Priority.  The calendar function  to the right of the Need Date field can
be used to set the Need Date.

9.  Enter
the Department the Item Request is
for.   Select the Lookup  icon to bring up a list of Departments as
shown below:

10. Priority,
select the Lookup
icon to bring up a Priority sub-screen to choose from as shown below.  The Priority is used by logistics to
make decisions regarding transportation requirements, procurement lead times,
Vendor trade-offs between cost and delivery, etc.; and is used in conjunction with
the Need Date to balance or optimize need, with urgency and cost
expenditures.

11. Enter the
ShipTo Address1, select the to
bring up a Ship To sub-screen of a address list to choose from as shown below:

12.   The Data Division will auto fill from your login information but in
many cases will need to be changed to the appropriate Site level as shown here:

13.   Next select the save icon to
save your Item Request

14.  The next section of the Item Request deals with the Item List Tab, where the services/materials being requested are entered.  New
Service Item or New Material Item may
be selected.  Once the determination has been made
as to which one is needed, select the corresponding hyperlink for instructions
on how to complete this part of the Item Request.

New Service Item:   Item
Request -New Service Item

New Material Item: Item
Request – New Material Item

15. The Accounts
Tab is for multiple charge codes
needed for one item request. If multiple charge codes are not needed this tab
will not be utilized.  Select Accounts from the Resources pull down or the “New Accounts” icon as shown here, to add multiple charge
codes to the item request.

A
decision to Keep Percentage of the
total item request or to Keep Cost
by a specific dollar amount must be selected.  Multiple charge codes may be added as
long as the percentage/cost equals 100 percent/cost of the total item request.

Select the Save  icon.

Continue this process until all charge
codes are added.

16. Status
History tab is system generated as
the Item request completes its Life Cycle.
This tab may be viewed to see when, what, who and why each action was
taken.

17. Before
changing the status of the item request to start its life cycle.  All applicable documents will need to be
linked to the Item Request.  See How to Link a Document.  Examples of documents that could be
linked are Procurement card (P-card) form, drawings, web site or document,
shipper and/or receiver.

Note: Item request that do not have supporting documentation linked
to them will be returned to the requestor for the links to be added.

18. After
the Item request has been completed, its status is NEWREQ.  To update the status of the item request
and start its life cycle, select the Change
Status icon  then the Change Item Request Status radio button as shown below.

Note:  All item request must be approved by the department manager
and/or        designated
leads before it can be processed by the Logistics group, this is company policy. Selecting WTAPPR- (Department Group or Site Designator) should be the         next
selection choice after creating an item request. Selecting this option will
send a            webworks
notification to the designated person(s) for their approval.

For all other status change options
and their definitions  See Item Request Status      Options – Click
here:            Item
Request Status Change Options

Note:
After the status is changed a WebWork e-mail
notification will be sent to the             corresponding
department/individual associated with the status change chosen.