electronic building access request form

ELECTRONIC BUILDING ACCESS REQUEST FORM

PROCTOR HOW-TO MANUAL

Access Services Document Type: How-To Manual

Electronic Building Access Request Form

Printed: Thursday, November 4, 2021 of 14

DOCUMENT DESCRIPTION: The Lock Shop Key Fulfillment project aimed to automate and digitize the process of requesting

a key from the Lock Shop. As part of the project, FAMIS was identified as the solution for

creating the electronic form and associated workflow. The following document describes the

steps proctors should follow within the workflow process. This process is preceded by the initial

key request (Key Requestor How-To guide).

APPROVING A KEY REQUEST: The proctor and proxies (i.e., backup proctors) assigned to the building and space identified in

the key request will be notified by an email similar to below after a request is submitted.

After receiving the email, the following steps are used by building proctors to approve key

requests. Steps for proxy proctors should follow the steps under Backup Proctor Procedures.

# Step Description

1 From a web browser, log into Trailhead: https://trailhead.mines.edu/.

2 Select Famis from General Services (Note: your options may look different).

https://teams.microsoft.com/l/file/B59DB714-67B8-414D-A39E-30098DD6D931?tenantId=997209e0-09b3-4623-9a4d-76afa44a675c&fileType=docx&objectUrl=https%3A%2F%2Fmines0.sharepoint.com%2Fteams%2FGRP-LockShopKeyFulfillment%2FShared%20Documents%2FGeneral%2FProctor%20Review%2FElectronic%20Building%20Access%20Request%20Form%20-%20Requestor%20How-To.docx&baseUrl=https%3A%2F%2Fmines0.sharepoint.com%2Fteams%2FGRP-LockShopKeyFulfillment&serviceName=teams&threadId=19:[email protected]&groupId=715ec773-6c5e-48da-8a73-f61276298596

https://trailhead.mines.edu/




# Step Description

3 From the frame on the left, select Work Orders → My Requests.

4 Select ‘Assigned to Me’ for a list of requests in your queue to appear.

5 Select the ID of the request to be reviewed and approved.

6 Select Work Order Forms.

7 Review all information within the work order. If the spaces being requested access to require physical keys, proceed to Step 8; otherwise, move to the section Proctor Request Fulfillment.

8 Add/update the Room # and Key # (if known).

9 Scroll down and enter your name and number in Building Proctor Name and Building Proctor Phone.




# Step Description

10 Select Update.

11 Add approval comments to General Comments.

12 Check the Notify Requestor box for the requestor to receive an email update of the request status.

13 Select Update this will immediately send a message to the requestor with the information put into General Comments in Step 7.

14 Select ‘Access Services’ from the Crews field.

15 Select OK on the window that appears.

16 Select the arrow next to Watchers:.

17 Select +Add Myself as a Watcher. Doing this step will let Access Services see that you would like to be notified of any updates on the request, including work complete. Access Services will notify the key requestor separately based on the Notify Requestor checkbox during their process.




# Step Description

18 Check the notification box next to any watchers listed.

19 Select Update.

20 After a key request is approved by the proctor, it is routed to Access Services. A history of the request can be viewed within the request for reference.

PROCTOR REQUEST FULFILLMENT: If the spaces being requested do no require a physical key (i.e., Blaster Card only), the proctor can fulfill the request without sending it to the Lock Shop. The following process describes the steps the proctor can take after opening and reviewing the Work Order in Step 7 of the Approving the Request process.

# Step Description

1 Add/update the Room # and enter “Blaster Card” in the Key #.

2 Scroll down and enter your name and number in Building Proctor Name and Building Proctor Phone.

3 Select Update.




# Step Description



6 Select Work Closed in the Status dropdown.

7 Select Update. This will immediately send a message to the requestor with the information put into General Comments in Step 7.

BACKUP PROCTOR PROCEDURES: In the event that the primary proctor is unavailable to approve a key request, the proxy proctor

should follow the below procedures to search for and fulfill the request in FAMIS.

# Step Description







# Step Description

3 From the frame on the left, select Work Orders → Find Request.

4 In the Request ID field, enter the ID found in the received email notification.

5 Select FIND

6 Select the ID of the request to be reviewed and approved.




# Step Description

7 Review all information. If updates are needed, select Work Order Forms and make corrections; otherwise, proceed with the next step.



10 Select Update.

11 Select ‘Access Services’ from the Crews field.

12 Select OK on the window that appears.

13 Select Update.

14 After a key request is approved by the proctor, it is routed to Access Services. A history of the request can be viewed within the request for reference.




SUBMITTING ON BEHALF OF OTHERS: Proctors needing to submit key requests on behalf of other faculty and students should follow

the below procedures to create the request in FAMIS. The request will be routed to the proctor’s

queue just as if it came from the other student or faculty member and the requestor will be

notified of the approval and fulfillment status.

# Step Description



3 From the frame on the left, select Work Orders → Create Request.

4 Complete the following fields:

• Property – location for which you are requesting access

• Floor – select General

• Space – department for which you are requesting access (e.g., “Access – Chemistry)

5 In the Type field, select ‘Access Services (Lock Shop)’.





# Step Description

6 In the Sub Type field, select ‘Key or Blastercard Request’.

7 Enter the purpose of the request and a description of the area being requested in the Describe Your Request field.

8 Replace the following fields under ‘Who is making this request?’ with the student or faculty member’s information and make sure to check Notify Requestor:

• First Name

• Last Name

• E-mail Address

• Phone

• Notify Requestor:

9 Click OK.




# Step Description

10 The Building Access Request form will appear.


• Name

• Date

• Email Address

• Phone Number

• Status

• Building Name

• Room #




# Step Description

12 Select Update.

REASSIGNING TO ANOTHER PROCTOR: In the event that an access request is routed to a proctor but should be assigned to a different

proctor, follow the instructions below within the Famis work order request.

# Step Description

1 Under ‘Update Request,’ click Select next to the Assigned To name.

2 Enter the name or partial name of the proctor to reassign the request to and select Find.

3 Select the name of the proctor to reassign the request to.




# Step Description

4 Select OK on the pop-up to notify the new proctor of the reassignment.

5 Enter a comment in General Comments.

6 Select Update.

PROCTOR SPACE CHANGE REQUEST

In the event a proctor is no longer associated with a space (e.g., employee termination,

employee relinquishes proctor responsibilities, incorrect space association, etc.) a request will

need to be submitted to remove the proctor access from Famis. Follow the steps below for

submitting a request in Famis.

# Step Description







# Step Description

3 From the frame on the left, select Work Orders → Create Request.


• Property – location for which you are requesting changes

• Floor – select General

• Space – department for which you are requesting changes (e.g., “Access – Chemistry)

5 In the Type field, select ‘System Admin’.

6 In the Sub Type field, select ‘Other Requests’.

7 Enter the purpose of the request in the Describe Your Request field.

8 Click OK.

9 After the request is submitted, it is routed to the systems administrators for FAMIS who will remove the access and close the ticket.