A Fleet Vehicle Reservation program has been completed which enables users to request fleet vehicles from their mainframe connected work station. This system is similar to the Mainframe Building Key Request System. If a reservation for a vehicle is submitted via the on-line computer system, the traditional form does not need to be submitted.
The fleet reservation system tracks usage, maintenance and inventory of the University's fleet vehicles. There are many tips and helpful hints on how to use this system in the Fleet Vehicle System documentation from Computer Services, the on-line help screens and in the Helpful Hints summary (see next category).
Due to the variety of computers used on campus, some of the keys used to produce a specific function for this program may not be the same key for a given user's system. The colors described for functions also may not correspond with a given user's computer system or emulation.
Since all departments do not have access to the mainframe, vehicles may still be requested by calling the Facilities Management Office at (309) 438-2038 or by mailing the written request forms to that office. Vehicle requests mailed to Facilities Management will be entered into the on-line system when the form is received. All transportation requests must be received by Facilities Management prior to travel.
To gain access to the Fleet Reservation System, certain procedures must be followed. The fiscal agent for an area must go into FASD on the mainframe and give the person(s) in that department who will be using the Fleet System the authorization to have access to the accounts that will be used for travel. Even if those people currently can do budget transfers, etc., there is a special column in FASD that must be checked to give access to Fleet.
The Fleet Reservation System handout may be copied as needed to share with others who need the information. Particularly important to copy are the computer profile update sheets at the back of the packet. Please make extra copies of these sheets for use at a later time if needed. The profile updates are for the transactions described below. Choose which combination will be applicable for your use.
Select the combination of transactions needed, fill out the form(s) and sign them. Have your fiscal agent sign the form and forward the form to 9000 Facilities Management. After the custodian of the accounts has signed, these forms are sent to Computer Services. When you are notified by Computer Services that you have access to these transactions, and your fiscal agent has given you access to the accounts you need, you can now use the system. Please be patient as it sometimes takes awhile to get all the signatures required.
Since this is a live, on-line system, please do not enter requests for vehicles that are not actual orders. Also, please note that the system will only allow you to view accounts that you have been authorized to use.
Do not insert log numbers when requesting vehicles, as the computer will do this automatically.
A user needs to keep track of all requests he/she generates. The easiest way to do that is to print the request after having posted it to Facilities Management. After posting a request to Facilities Management, a user cannot change or cancel the trip. You must call 8-2038 to make changes or to cancel.
When ordering multiple vehicles, a separate request must be generated for each vehicle.