User Requisitioning Manual

(Bizflow)
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Revision History

Serial no Author Review Date Version


th
1 Chittranjan Dubey Akmal Shoaib 28 June 2012 1.0
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Contents
1. About This Document ............................................................................................................................... 4
2. User Requisitioning Description................................................................................................................ 5
3. User Requisitioning Application ................................................................................................................ 6
3.1 Home Page .......................................................................................................................................... 6
3.2 Requisitioning Page ............................................................................................................................. 8
3.3 My WorkList ...................................................................................................................................... 11
3.4 Physical Access .................................................................................................................................. 12
3.5 Logical Access .................................................................................................................................... 16
3.6 Mobile/Sim Card ............................................................................................................................... 18
3.7 Laptop/Desktop/Fixed Phone ........................................................................................................... 20
3.8 Fuel Card ........................................................................................................................................... 22
3.9 Vehicle Card ...................................................................................................................................... 24
4. Internet Browser Settings for Bizlow ...................................................................................................... 26
5. Business Assumptions ............................................................................................................................. 31
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Introduction

1. About This Document

This manual explains the functionalities of user requisitioning workflow in Bizfow. It explains the method
to raise the request with complete illustration (screen shots) of forms and description of its associated
data field. User (Requestor) needs to fill in all the required fields for approval from his/her Line
Manager, HR, HOD, Fleet, CS and other departments as per the requisition type.
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User Requisitioning

2. User Requisitioning Description

User Requisitioning(UR)* is a workflow tool designed to enable users to create requisition for following

 Laptop, Desktop, Fixed Phone

 Mobile and Sim Card
 Logical Access
 Physical Access
 Vehicle Request
 Fuel Card

Any employee who has access to Bizflow can log-in to application and raise a request. The filled forms
go directly to the approver to view and approve/reject. This system provides tracking system for a user
to log-in and track the status of requested forms at any given time. It maintains archive and has
reporting functionality. It gives access to all Line Managers and HODs to review and approve/reject the
request.

This application is accessible to designated employees as per authorization of their line managers. All
other employees/ consultants need to raise their requests through these designated people in their
respective department**.

*These forms have replaced the existing forms in workflow; more requisitions (forms) would be introduced for users in near
future completely replacing Workflow with Bizflow.

**These designated employees are same people having the access of workflow previously.
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3. User Requisitioning Application

3.1 Home Page

When user logs-in successfully, system will display following home page. User first needs to select “Tigo
People” option from the given below red circle, and then should click on “User Requisitioning”.

Continue to next page:

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User should write Description and describe that why he/she is raising this request, and then should click
on “Initiate” button.
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3.2 Requisitioning Page

If user is a permanent employee, he/she needs to enter Employee No. on the given below screen. If
user is a new employee or a consultant, and they don’t have Employee No. assigned yet, they need to
click on hyperlink: Others (New Employee/Consultant), and then a new pop-up window will be
displayed (refer pop window). Then user needs to fill First Name, Last Name and Department and should
click on Submit. System generates a Unique Id, refer, “Please select this unique id as Employee
No.” and needs to use this Unique Id as Employee No. to raise a request. This Unique ID is system
generated id and going to be different each time, please don’t consider it as Employee Id.
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Pop-up Window

Continue to next page

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User requisitioning page:

Once user enters Employee Id, he/she needs to select the checkboxes for different forms depending on
the requirement, and then needs to click on SAVE, and then on Complete to initiate the process. The
moment user clicks on Complete, this form will disappear and the selected forms will appear under “My
Worklist” on Bizflow. User then needs to open each forms individually, fill the information, and then
save and complete the process.

Continue to next screen:

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3.3 My WorkList
User needs to open the forms displayed under My Work List and needs to fill it and complete it.
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3.4 Physical Access

This physical access form contains different field values that user needs to fill to get access. Once user
fills these values, he/she needs to click on Save first, assign Line Manager, and then on Complete button
to send it to next level for approval. User can select multiple field values on this page and can get access
approval for all.
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Form 5.1

Continue to next page:

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Assign Line Manager: User needs to assign to Line Manager after filling and saving data on first tab. This
Line Manager name should be Line Manager of a User and not of a requestor. After assigning the
name, user should click on Save and then on Complete. User should assign to respective managers (Line
Manager, HOD, etc) for approval for each form through second tab.
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Data Fields and its Description

Sr. Data Fields Description
No.
1 Applicant Name It shows name of requestor who is raising this request
2 Department (required) It shows name of department of applicant who is raising
the request
3 Employee Type It shows employee type: Permanent or Consultant
4 Main Sales Office, Drop down option has two values: Restrict or Allow
Duration Start, Duration End Duration Start and Duration End are dates which show
that from which date user needs access and when it
should end.
5 Tigo Tower First Floor Same as Above
6 Tigo Tower Second Floor Same as Above
7 Tigo Tower Third Floor Same as Above
8 Tigo Tower Fourth Floor Procurement Same as Above
9 Tigo Tower Fourth Floor HR Same as Above
10 Tigo Tower Fifth Floor Same as Above
11 Tigo Tower Sixth Floor Same as Above
12 Tigo Tower Seventh Floor Same as Above
13 Arusha Switch Same as Above
14 Dodoma Switch Same as Above
15 Mwanza Switch Same as Above
16 Salasala Switch Same as Above
17 Main Store One Same as Above
18 Main Store Two Same as Above
19 New Switch Room Same as Above
20 Old Server Room Same as Above
21 Server Room Same as Above
22 Lugoda Office Same as Above
23 Network Operations Center (NOC) Same as Above
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3.5 Logical Access

This logical access form contains different field values that user needs to fill to get access. Once user fills
these values, he/she needs to click on Save first, assign Line Manager, and then on Complete button to
send it to next level for approval. User can select multiple field values on this page and can get access
approval for all.

Form 5.2
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Data Fields and its Description

Sr. Data Fields Description
No.
1 Applicant Name It shows name of requestor who is raising the request
2 Department (required) It shows name of department of applicant
3 Access Begins It shows date from which access should begin and end
Access Ends
4 Call Center Agent This drop down has two values: Allow or Restrict
5 Internet Same as above
6 Intranet Same as above
7 Sun System Same as above
8 IPOS Same as above
9 Work flow Same as above
10 Hard Cat Same as above
11 InWebs Map Same as above
12 CBOSS Same as above
13 Datawarehouse Same as above
14 Email Same as above
15 Email Address List Same as above
16 IP Addresses Same as above
17 Switch Nodes Same as above
18 Callgate Same as above
19 Watchdog Same as above
20 Inopac Same as above
21 UVC/EVC Same as above
22 Itemate Same as above
23 Smart Service Same as above
24 Contract Management Same as above
25 USB Ports Same as above
26 Others User can leave comments, if he/she requesting this for some
other reasons or if some options or missing that user is
looking for
27 Comments Requestor or Approver can leave comments
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3.6 Mobile/Sim Card

This Mobile/Sim Card form contains different field values that user needs to fill to get access. Once user
fills these values, he/she needs to click on Save first, assign Line Manager, and then on Complete
button to send it to next level for approval. The given fields will be filled by requestor, HR and CS
Department.

Form 5.3
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Data Fields and its Description

Sr. No. Data Fields Description
1 Requestor Name It shows name of requestor who
is raising the request
2 Department (required) It shows name of department of
applicant
3 Date (required) Date to issue Mobile/Sim Card
4 Designation (required) Designation of user for whom
this form is requested
5 Employee Category (required) Employee, Consultant
6 Top Up Frequency (Monthly/One Time) Monthly or One
Time
7 Account Type Plan A, Plan B, Plan C
8 Phone Requested (required) It has list of available handset
types. User will be provided
handset depending on
designation
9 Handset Type It has list of available handset
types. User will be provided
handset depending on
designation
10 Airtime Value This drop down has list of air-
time values in Tanzanian Shillings
11 Phone Number Phone number going to be
granted to user. CS-Departments
needs to fill this field.
12 Handset Issued CS Department needs to fill this
field
13 Handset Serial Number CS Department needs to fill this
field
14 Requestor Comments Comment of Requestor
15 HR Comments Comments by HR during
approval
16 HOD Comments Comments of HOD during
approval
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3.7 Laptop/Desktop/Fixed Phone

This Laptop/Desktop form contains different field values that user needs to fill to get access. Once user
fills these values, he/she needs to click on Save first, assign Line Manager, and then on Complete
button to send it to next level for approval. The given fields will be filled by requestor, HR and IT-Service
Desk.

Form 5.4
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Data Fields and its Description

Sr. No. Data Fields Description
1 Desktop/Laptop This drop down has two values:
Latptop/Desktop. User needs to
choose one.
2 Employee Name Name of Requestor
3 Employee No. (required) Employee ID
4 Department Department of Requestor
5 Email Address Email address of requestor

To be filled by Requestor/IT-
Service Desk
6 Fixed Phone (IP Phone) IP Phone No. To be filled by IT-
Service Desk
7 Desktop/Laptop Serial Number (To be filled by IT Service Requestor should leave this field
Desk) blank. It will be filled by IT-
Service Desk as they know the
correct serial number
8 Asset Tag Number To be filled by IT Service Desk
9 Total RAM To be filled by IT Service
Desk/User
10 Monitor Serial No. To be filled by IT Service
Desk/User
11 Mouse (checkbox) To be filled by IT Service
Desk/User
12 Keyboard (checkbox) To be filled by IT Service
Desk/User
13 Lock (checkbox) To be filled by IT Service
Desk/User
14 Bag (checkbox) To be filled by IT Service
Desk/User
15 Lan Cable (checkbox) To be filled by IT Service
Desk/User
16 Charger (checkbox) To be filled by IT Service
Desk/User
17 Requestor Comments Comments by Requestor
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3.8 Fuel Card

This Fuel Card form contains different field values that user needs to fill to get access. If user doesn’t
know the field values, he/she needs to leave it blank for Fleet Department. The given fields will be filled
by requestor, Line Manager, HOD and Fleet Department.

Form 5.5
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Data Fields and its Description

Sr. No. Data Fields Description
1 Requestor Name Name of requestor
2 Department Department of requestor
3 Vehicle Registration No. Vehicle No.
To be filled by User/Fleet Team
4 Fuel Type Petrol, Diesel
5 Card Type New, Re-Issued
6 Fuel Limit Amount in Tanzanian Shillings
7 Reason for Fuel Card Reason for request
8 Fleet Team Comments Comments of Fleet Team
9 HOD Comments Comments of HOD
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3.9 Vehicle Card

This Vehicle Card form contains different field values that user needs to fill to get access. If user doesn’t
knows the field values, he/she needs to leave it blank for Fleet Department. The given fields will be filled
by requestor, Line Manager, HOD and Fleet Department.

Form 5.6
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Sr. Data Fields Description

No.
1 Requestor Name Name of requestor
2 Department Department of Requestor
3 Designation Designation of Requestor
4 Vehicle Type Type of Vehicle: Prado, Land Cruiser, RAV4
etc..
5 Vehicle Number Number of vehicle
6 Duration (Days/Months/Years) For how many days you need vehicle
7 Currency US $ or Tanzanian Shilling
8 Vehicle Cost/Rental Cost of Vehicle for Rent per day/month
9 Reason for Vehicle Hire Requestor needs to write reasons for
requesting
10 HOD Comments Comments of HOD
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4. Internet Browser Settings for Bizlow

User needs to use only following link: https://10.222.10.12/bizflow/index.jsp to access production

server. User should follow following steps to add Bizflow Production Server URL to Internet Settings (IE
8, 9):

1) Click on “Tools” section of Internet Browser (IE 8, 9) and then on “Internet Options”
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2) Click on “Security” tab and then on “Local Intranet” and “Sites”

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3) Click on “Advanced” button

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4) Write this URL in empty box: https://10.222.10.12/bizflow/index.jsp and then click on “Add”
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5) You can check this added URL should appear under “Websites” section, and then click on
“Close” and setting changes are done.

6) If user is out of office and want to access Bizflow through internet, login to:
https://41.222.176.32/bizflow/index.jsp
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5. Business Assumptions

1) User meets log-in criteria and has access rights to raise a User Requisitioning
2) User needs to fill all the required fields on all the forms.
3) System should give warning/error messages if completed form doesn’t meet the system defined
requirements.
4) Notifications should be sent to all the approvers if some activity is assigned to them.
5) User access only Internet Explorer browser with version 8 or higher.