RAPT

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RAPT

• Electronic Office Automation Tool

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Contents

• Overview
• What is it?
• Who will use it?
• How does it work?
• What are the benefits?
• RAPT Menu
• Catering Request

• Booking Request
• Event Manager and Wizard
• Approving and Denying Requests
• Notification Routines
• Task Managers
• Customisation

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What is it?

• RAPT is a tool used to request, approve and
  perform the common tasks that staff in your
  office require.
• Examples-
• Booking the boardroom for a presentation
• Requests for catering, printing, cleaning,
  maintenance, media or computing work
• Purchase requests for goods and services
• Organising events comprising of multiple requests
  for many people.

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Who will use it?

• Access to the RAPT system will be granted to
  everyone for entering new requests AND for
  notification of the status of your request.
• Staff who approve or deny requests will be given
  special access
• Task Managers who perform the work will also
  require access

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How does it work?

• New Request entered
• Request approved/denied by relevant person/s
• If approved
• Added to Task Managers list for completion and
  notification sent to distribution list
• Request is completed
• If denied
• Returned to originator with reason

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What are the benefits?

• Speed
• Notification of new requests are instantly sent
  to approvers and Task Managers
• Control
• Originators know exactly which stage their
  request is from conception to completion
• Accessibility
• Access to RAPT may be from any computer
• Avoid Duplication

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RAPT Menu
Number of requests awaitingapproval for current
user
Request Categories
Add or View the list of requests for the
selected category
Categoriesmay be addedor deleted
Description of selected category
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Catering Listing
These tabs show additional information about the
selected request
Open
These buttons let me Add, Open, Save and Delete
my requests
My Catering requests and their status
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Catering Listing Details Tab
For new requests, my details will automatically
be recorded as the originator
Items may be added for some requests or click
Save to send the request to be approved
Adding or Opening requests is performed in the
Details/ Edit tab
I must give at least some notification for
certain requests
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Catering Listing Items Tab
You may enter how many of each item you require
Items are an easy way to specify exactly what I
want as part of this job
Click Save Requestor check the Approval
Sequence to see who will be notified
Items may be setup in accordance with your needs
and requirements
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Catering Listing Sequence Tab
Approval Sequences may be changed anytime before
saving the request
Both David Brown and Mat Warren will be notified
for their approval of this request
I can also perform Searches on the information in
the List
Sequences may be setup to be as simple or complex
as required
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Menu - Booking
Bookings are setup into Facility, Labs, Sports
and VehiclesHowever, may be setup as you require
View schedule for Booking Facility requests
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Facility Booking Schedule
Month Calendar and Day Calendar showing pending
and approved bookings
Calendars are colour coded
Rooms or items that can be booked These can be
setup according to your needs.
Add new or Open existing booking. You can only
open a booking if you entered it.
Current booking requests for the selected day
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New Booking
Next select which day/s you want to book the
room/s for in the month calendar
and then select times in the day calendar
First select the rooms you want to
book Calendars will show the current
schedule Multiple rooms may be selected using
the Ctrl and Shift keys
Now click the Add button
This area will show pending, approved and denied
requests for the selected days
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Booking Details
The information you selected will be copied to
the Booking Details tab
Enter a Description, Number of people attending
and any additional comments here.
Then click Saveor the Request Approval tab to
view the approval sequence
The booking request will automatically be routed
through the designated approval sequence, You
will be notified of changes in the status of the
request via email.
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Events
New events can be added by clicking
here Existing events can be viewed from the
Event Manager
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Event Manager
We will now add a new event.
Shows a list of events recorded and their status.
That is, whether the event is pending
(approval), approved or denied.
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New Event Wizard
This determines which areas of the wizard need to
be completed.
The Welcome screen asks you to nominate which
request categories you want to include in this
event.
You may also say how many of each category you
want.
Click Next to proceed to the Event Details tab.
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Event Wizard Event Details
First select the dates and times for the event,
using the mouse.
Next enter the Description, number attending and
whether the event is to be charged.
Then click on Next to proceed to the Booking
request.
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Event Wizard Booking Details
Information from the Event Details tab will be
copied to the Booking request.
The month calendar will show the current pending
and approved bookings for the room/s selected.
First, click Add Item to booking and select the
Room/Item you want.
Then check the details and click Next to proceed
to the Media Request
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Event Wizard Media Details
Most of the details will be copied from the Event
and Booking tabs
You may add comments and additional work
and record the items you want for the Media
Request
Then click Next to proceed to the Ground Staff
Request
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Event Wizard Ground Staff
Enter Ground Staff comments and items
Click Next to proceed
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Event Wizard House Manager
Enter comments and items for the House Manager
request
Then click Next to proceed to the Catering request
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Event Wizard Catering Request
Enter Catering request comments and items
If multiple catering requests are required (e.g.
event runs over many days) this must be entered
into the Welcome tab
Click Next to proceed to the Finish
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Event Wizard - Finish
RAPT will now check the notification routines and
send emails to approvers. As the originator, you
will be notified of changes in the status of each
request.
Finally, select whether this event requires
signage and/or security arrange-ments
and click Save Close
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Notification Routines

• For entering requests
• Using email
• For approving and denying
• Warnings and automatic forwarding when no action

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Notification Entering Requests

• For some requests, you must supply a certain
  number of days notice to allow the request to
  be approved, sent to the relevant Task Manager
  and organised.
• For example, you may be required to give 3 days
  notice when requesting Catering work.

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Notification Using Email

• Approvers are notified of new requests via email.
• When requests are approved, the originator is
  notified via email of success.
• If the request is denied, the originator AND
  anyone who already approved the work is notified
  via email.

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Notifications Warning and Forwarding

• RAPT will check for action on pending requests 3
  times a day (at 1000 am, 1200 pm and 200 pm).
• If no action has taken place a warning will be
  sent to the approver via email.
• If still no action has taken place the request
  will automatically be forwarded to the backup
  approver, who will be notified immediately via
  email.

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Approving and Denying Requests
Requests are approved or denied by clicking here.
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My Approval
or select the relevant tab at the top
Shows the number pending, approved and denied
requests I have processed.
Click these buttons to view pending requests
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Approving Booking Requests
Enter your approval password and click Action
Selected
Click either Approve? or Deny? for each
request
Enter or select the Reason for approval or
denial or any comments here.
RAPT will tell you about any conflicts in
bookings so you can resolve them, then send an
email to the next level of approvers
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Approval Complete

• When the approval sequence is complete, the
  request is added to the corresponding Task
  Managers list of work
• Emails are also sent to any person/s on the
  distribution list for the request category

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Task Managers

• Task Managers are required to action each
  approved request
• Each job may be scheduled to appear on a work
  list for a designated day
• When the job is finished it should be completed
• You may complete work in either RAPT TM or the
  M1 system

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Task Manager - List
These tabs let you complete the task, fulfill the
items required, view details requested and
perform searches.
List of all approved work. The status of each
task will change from Approved to In Progress
when the task is scheduled and Complete when
the task is finished.
Normally, a default search will automatically be
applied when opening the list to only show the
information you require. E.g. Only show
catering requests not complete.
This area lets you schedule tasks and change
comments.
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Task Manager - Search
Searches may be created and applied over and
over. A default search may automatically be
applied when opening the list.
Use these buttons to apply existing searches and
set the default.
Use these buttons to create new searches and save
them
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Task Manager - Complete
This screen is used to complete each task
Click the Items tab to fulfill any items
Changing the date/time started and completed will
automatically update the status of the request.
Enter the actual costs incurred on the task here,
including the account.
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Task Manager - Items
Items specified on the request may be fulfilled
here.
Click Fulfill All Items to place ticks in the
box beside each item required
If other items were also supplied, select which
ones.
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Customisation

• Each window may be changed to suit your
  requirements
• Hide or show information
• Move and resize fields
• Change colours to highlight information
• This means you may tailor the system for entering
  and displaying information

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RAPT

• Electronically request, approve and manage tasks
• Provides a central location for organising
  approved work
• Allows the analysis of work with reports and
  graphs

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