Essential Services

Introduction

  • This module helps employees/students avail services offered by the university such as a guest house, conference hall, transport, etc.

  • Essential services module helps to book parking space, halls for meetings or events, guest houses for stay, transport for commuting purposes from one place itself.

Parking

An employee can request Parking space to park his/her vehicle, and an Admin can request on behalf of the employee and take necessary action on the request received.

Request Parking

Admin/Employee can request parking space by clicking on the "Request Parking Space" button present on the top right side of the portal and fill in the required details:-

  1. Employee Name(Admin Login)

  2. Type of Vehicle(choose from the dropdown)

  3. Vehicle Registration Number

  4. Description

  5. Start Date(select from the calendar)

  6. End Date(select from the calendar)

View

Admin/Employee can view the details by clicking on view icon available in front of every entry.

Edit

Admin can update the details by clicking on edit icon or update button.

Cancel

Admin/Employee can cancel the request by clicking on the cancel button, prompting you to cancel the request.

Submit

Admin can finally submit the vehicle details after adding/editing by clicking on the Submit button.

Approve

Admin can approve/reject/cancel the request by clicking on tick icon.

Print

Admin/Employee can take a print of the request granted by clicking on the print icon.

Conference Halls

An employee can request booking conference halls to conduct any event, parties, seminar, etc. An Admin can ask on behalf of the employee and take necessary action on the request received.

Request Conference Hall

Admin/Employee can request to book a conference hall by clicking on the “Request Conference Hall” button present on the top right side of the portal and fill in the required details:

  1. Conference Coordinator's Name(As Admin login)

  2. Conference Level(Select from the drop-down)

  3. Title of Conference

  4. Purpose

  5. Start Date(Select from the calendar)

  6. End Date(select from the calendar)

  7. Total No of speakers and participants expected

View

Admin/employee can view the details by clicking on view icon available in front of every entry.

Update

Admin/Employee can update/edit the details by clicking on edit icon or update button.

Cancel

Admin/Employee can cancel the request by clicking on the cancel button, prompting you to cancel the request.

Submit

Admin/Employee can finally submit details after adding/editing by clicking on the Submit button.

Note: Once clicked on submit button, It cannot be undone and request approved by the admin, can not be cancelled.

Approve

Only Admin can approve/reject/cancel the request by clicking on tick icon and allot the hall number.

Admin/Employee can take the print of the request granted by clicking on the print icon.

Guest House

An employee can request to book a guest house to provide accommodation facility to his/her guest, and an Admin can request on behalf of the employee and take necessary action on the request received.

Request Guest House

Employee/Admin can request to book a guest house by clicking on the “Request Guest House” button present on the top right side of the portal and fill in the required details:

  1. Name of the guest

  2. Designation with Address

  3. Contact number of the guest

  4. Email of the guest

  5. Nationality of the guest (Select from the drop-down)

  6. Purpose of the visit

  7. Name and Relationship of the person accompanying the guest

  8. Date and time of Departure

  9. Date and time of Arrival

  10. Number of rooms required

  11. Mode of payment(Select from the drop-down)

  12. Amount

  13. Medical History

View

Admin/employee can view the details by clicking on view icon available in front of every entry.

Update

Admin/Employee can update/edit the details by clicking on edit icon or update button.

Cancel

Admin/Employee can cancel the request by clicking on the cancel button, prompting you to cancel the request.

Submit

Admin/Employee can finally submit details after adding/editing by clicking on the Submit button.

Once the Submit button clicked, No further changes can be made and admin approves the request, it can not be cancelled.

Approve

Only Admin can approve/reject/cancel the request by clicking on tick icon and allot the hall number.

Admin/Employee can take the print of the request granted by clicking on the print icon.

Transport

An employee can request to book a transport facility for traveling purposes, and an Admin can request the employee on behalf of the employee and take necessary action on the request received.

Request Transport

Employee/Admin can request to book a transport facility by clicking on the “Request Transport” button present on the top right side of the portal and fill in the required details:-

  1. Type of Vehicle

  2. Sitting Capacity

  3. Request For

  4. Guest/Person Name

  5. Address

  6. Contact No.

  7. Departure (From)

  8. Arrival(To)

  9. Reason for Request

  10. Date From(Select from the calendar)

  11. Date To(Select from the calendar)

  12. Any other information.

View

Admin/employee can view the details by clicking on view icon available in front of every entry.

Update

Admin/Employee can update/edit the details by clicking on edit icon or update button.

Cancel

Admin/Employee can cancel the request by clicking on the cancel button, prompting you to cancel the request.

Submit

Admin/Employee can finally submit details after adding/editing by clicking on the Submit button.

Note: Once the Submit button is clicked, changes cannot be made and the admin approves the request, can not be cancelled.

Approve Transport Request

Only Admin can approve/reject/cancel the request by clicking on tick icon and allot the transport requested.

Assign Vehicle

Admin can assign a vehicle to a particular request; admin needs to click on the assign button option and Select the details.

  1. University Vehicle (Yes or No)

  2. Vehicle

  3. Driver

  4. Other Details

Admin/Employee can take the print of the request granted by clicking on the print icon.

Annexure

Roles

Role NameDescription
guest_house_adminCan request a guest house on employee’s behalf and also can approve it.
conference_hall_adminCan request for a conference hall for employee behalf and also can approve it.
parking_adminCan request a parking place for employee behalf and also can approve it.
transport_request_adminCan request a transport vehicle for employee behalf and also can approve it.
employeeCan just ask for parking, guest house, conference hall, transport and get it approved by an admin.

Workflow Diagrams

Activity Diagram

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Use Case Diagram

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