i4connected Knowledgebase 5.6

Requisition Notes

Abstract

The Requisition Notes dashboard helps the area responsible to communicate the energy requirements of an area to the person responsible with providing the energy.

This article explains the Requisition Notes functionality inside the i4connected portal.

The Requisition Notes module helps the plant/area responsible (the Hall Manager) to communicate the energy requirements of a plant/area to the person responsible with providing the energy (the Power Plant User). This is done using the Requisition Notes dashboard, which allows the plant/area responsible to file a energy request (or a requisition note).

Note

From security point of view, the rights at level of the Requisition Notes dashboard, are granted on basis of the two dedicated permissions, as follows:

The Requisition Notes panel can be accessed using the Requisition Notes tile from the Overview section of the i4connected portal.

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The Requisition Notes panel

In this view the user can recognise the following sections:

The Requisition Notes toolbar buttons

The Requisition Notes panel features the following toolbar buttons:

Toolbar.jpg

The toolbar buttons

  • Refresh - allows the user to manually reload the Requisition notes panel.

  • Add Requisition Notes - opens the Add Requisition Notes panel where a new energy request can be added, by users having the Requisition notes hall manager permission enabled.

    The Add Requisition Note panel features the following settings:

    Add_Requistion_note.jpg

    The Add Requisition Notes panel

    • Building/Area - the area in which the requested energy will be used. This is a compulsory field.

    • Area person in power - the currently logged in user which registers the request. This field is automatically filled in by the system.

      Note

      Only the user with the appropriate privileges ca register a request.

    • Contact for requests - the contact details for the user who registers the request.

    • Period - the Start and End time. It is mandatory to specify the period.

    • Status - the Status of the new request is by default set to Orange (Request open).

    • Duration - the duration of the period in which the energy is requested, displayed in hours. This field is automatically calculated on basis of the Start and End time selection.

    • Mediums - the type of energy requested and an optional area filed, for more granular details about the usage of the current energy type. Multiple energy types can be selected, for various areas. It is mandatory to select at least one Medium per request.

    Important

    Upon saving the new energy request, the request will be displayed in the Requisition Notes panel, on the appropriate dates. The request can be confirmed by the responsible person with at least 24 hours before the start date specified in the request.

    Confirming requests and marking them as handled can be done by a user having the Requisition notes power plant user permission enabled.

  • Add Deactivation Requisition Notes - opens the Add Requisition Notes panel where the user can create a new request, having the Red status defined (Deactivation request open). Deactivation Requisition Notes can be added by users having the Requisition notes hall manager permission enabled.

    Add_deactivation_nore.jpg

    The Add Deactivation Request panel

  • Copy Requisition Notes - allows possibility to copy an already existing request, available for users having the Requisition notes hall manager permission enabled.

    By clicking the Copy toolbar button, the Select requisition notes to copy panel is opened.

    Copy_requsition_note.jpg

    The Select Requisition Notes to copy panel

    By clicking a listed Requisition Notes the Copy Requisition Notes panel is opened. In this view, the user can organise the desired changes or keep the Requisition Notes just as it is and press the Copy & Close button.

    Copy_Requistion_Note.jpg

    The Copy Requisition Notes panel

The Requisition Notes Calendar

The main view of the Requisition Notes panel is given by the Calendar view. The Requisition Notes panel displays the available requisition notes for a 30 days period (roughly one moth) centred on the current week. The 30 days time range is displayed at the top of the panel in the form of a linear calendar.

Requisition_calendar.jpg

The Calendar View

The calendar highlights the weekends (using a yellow color) and the public holidays (using a light blue color). Unlike the weekend days, the display of public holidays is guarded by the Manage site public holidays permission.

Public_holiday.jpg

Example of a Public holiday, visible in the Requisition Notes calendar

All the registered requests are shown as coloured dots:

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The table legend

  • the orange dots represent the requests that are registered but not yet approved

  • the green dots represent the requests that are already approved

  • the red dots represent the requests that are open for deactivation

  • the grey dots represent the requests that have been deactivated

The user is able to navigate backward and forward in the linear calendar, moving to the previous 30 days period or the next 30 days period. This can be done in two ways:

  • using the back/forward arrows in the top-left and top-right sides of the linear calendar

    Right_and_left.jpg

    The back / forward arrows

  • using the time periods labels, located at the bottom side of the linear calendar

    Swicth_time_frame.jpg

    The time period labels

The toolbar of the Calendar allow the user to organise the following operations:

  • Export all the available requests to Excel, using the XLSX file format.

    XLS_button.jpg

    The Export option

  • Open the list of all available requisition notes.

    List_of_notes.jpg

    List of all Requisition notes

The Requests Table

By default, the current day is selected inside the linear calendar, but the user can select any displayed day by clicking on it. The selected day will be highlighted in the calendar, and all the requests covering that day will be listed in the Requests Table below the linear calendar.

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The Requests Table

The Requests Table displays the available requests for the selected day, listing all the request details in its columns:

  • Nr. - the request number

  • Area - the area or building affected by the request

  • RequisitionNoteArea - a more granular specification of the area affected by the request

  • Medium - the type of requested energy

  • Start Date - the starting date and time of the period in which the energy is requested

  • End Date - the ending date and time of the period in which the energy is requested

  • Duration (h) - the duration of the period in which the energy is requested, displayed in hours

  • Status - the state of the request:

    • Green - confirmed

    • Orange - not yet confirmed

    • Red - deactivation open

    • Grey - deactivation confirmed

  • Requested By - the user who processed the request

  • Actions - the available actions for the listed request.

    • Edit_requistion_note.jpg - edit request details - opens the Edit Requisition Notes panel where the user can

      Important

      This panel is available only if the start data specified in the request is at least 24 hours in the future.

      Edit_requ_note.jpg

      The Edit Requisition Notes panel

    • confirm.jpg - confirm request details, which automatically changes the status of the request from Open to Confirmed, or from Deactivation Open to Deactivation Confirmed. This action is available for all users having the Power Plant User permission enabled.

    Important

    Only registered requests which have start dates more than 24 hours ahead of the current day and time can be edited, deleted or confirmed. Once a request's start date is less that 24 hours in the future, that request will be locked and no actions can be applied to it.

    blocked_request.jpg

    Example of a locked request

The Requests Table features the following buttons:

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Requests Table toolbar buttons

  • Add Requisition Notes - opens the Add Requisition Notes panel where the user can define a new request.

  • Add Deactivation Requisition Notes - opens the Add Requisition Notes panel, where status is by default set to Red (Deactivation request open).