BAS CONTRACTOR WEB PORTAL V2 · 2019-11-14 · BAS Contractor Web Portal v2.0 User Guide December...

BAS CONTRACTOR WEB PORTAL V2.0

User Guide

A guide for conducting business online

BAS Contractor Web Portal v2.0 User Guide

December 2017_Version 6 of 25

Table of Contents

Getting started ....................................................................................................................... 3

Registration and help 3

What can you do using the web portal? 3

Logging into the web portal 3

Changing your password 5

Navigating the web portal ..................................................................................................... 6

Workflow menu 6

Field Worker menu 7

Administration control menu 7

Work order control menu 8

Searching for documents 9

Managing work orders ......................................................................................................... 10

Receiving work orders 10

Accepting Work Orders 10

Updating work orders 11

Completing work orders 13

Available categories and types of time and materials entries 14

Submitting an invoice 16

Attaching documents 18

Important Rules to Follow! 19

Mobile web portal application ............................................................................................. 20

Registration 20

Mobile field workers ............................................................................................................ 20

Assigning and unassigning work orders to mobile field workers 20

Using the mobile application .............................................................................................. 21

Accessing and updating work orders 21

Mobile App Set Up 24

Apple iPhone 24

Google Android 24

APPENDIX A – Examples of Work Performed Description Comments ........................... 25



Getting started

Registration and help

Contractors must be registered to enjoy the benefits of using the Building and Asset

Services (BAS) Contractor Web Portal. If you are unsure of your registration details, please

contact the registration team at [email protected].

If you know your registration details and wish to access the portal, or for any other queries,

please contact the web portal team at [email protected].

What can you do using the web portal?

The BAS Contractor Web Portal allows contractors to receive, accept, update, complete and

invoice their assigned Work Order Tasks issued by BAS.

Logging into the web portal

1. Visit www.hpw.qld.gov.au and select the Logins link under the heading For

Government.



2. Select the Contractor Web Portal version 2.0 link under the heading BAS

3. Log in using the Organisation ID, User ID and Password provided to you upon

registration.



Changing your password

1. Enter your Organisation ID, User ID and current password into the log in fields.

2. Click on the Change Password button.

3. The Change Password screen will appear.

4. Input relevant information into all three fields shown to change your password.

5. If you are unsure of your current password, enter your Organisation ID and User ID and

select the Reset Password link from the login screen. A temporary password will then

be emailed to the address linked to your account.



Navigating the web portal

After logging in you will be presented with your Dashboard.

Workflow menu

The web portal moves your Work Orders through a workflow, based on the current status of

the task.

Unscheduled Unscheduled Work Orders are new tasks which have not yet been assigned. This is where all new Work Orders assigned to you by BAS will appear. Unopened Work Orders are indicated by bold text.

Work In Progress Once a Work Order is assigned, it will move into the Work In Progress workflow.

Awaiting Approval

Work Orders with a status update that is awaiting approval to send to BAS will appear here. Status updates provided by mobile users can be held in the portal for review/amendment before approving to be sent to BAS. You can manage the auto approval of certain status updates from the Workflow Configuration within the Partner Configuration section of your portal.



Completed Work Orders which have been updated as Task Complete and had Time & Materials entries allocated will appear here. The Work Orders in this section are ready to be invoiced.

Work Orders cancelled by BAS will also appear here, with a status of ‘Cancelled’.

Invoiced Once a Work Order has been completed and invoiced, it will appear here as a record of the work completed and invoice submitted to BAS. Documents in this section will be archived after 6 months.

Field Worker menu

This section provides an overview of the field workers available in your account and the number of current work orders assigned to them.

The field workers section can also be used as a way to categorise your work orders, and does not necessarily need to be a physical mobile user. If you wish to set up field workers as a way to categorise your work orders (e.g. by response time, trade or location), please notify the Web Portal Admin team of the categories you require and they will be created for you.

Administration control menu

This control menu is where you can configure various administrative functions of your portal.

Partner Configuration

This section is where you can manage contact details such as your supplier name, address, contact numbers and notification email addresses.

You can also manage your Workflow Configuration such as automatic assignment of new Work Orders to a mobile user and automatic approval of specific Work Order status updates.

News

This icon will show/hide the news panel on the right-hand side of your Dashboard. Be sure to check the news panel regularly for news and announcements from BAS.



Help This section provides links to further information about our system partner, ABB, and web portal user guides.

Regional Date Format

This icon allows you to choose which date format you would like to see displayed within the portal. We recommend the Australian date format of DD-MM-YYYY.

Log Out

This icon will log you out of your session and return you to the Login page.

Work order control menu

The Work Order control menu is where you can select various options to interact with your

assigned work orders.

Accept Work Order Sends a response to BAS that you accept the work order.

Reject Work Order Sends a response to BAS that you reject the work order.

(Note: BAS still require that phone contact be made as soon as possible to advise of a rejected work order).

Assign Work Order

Allows you to assign work orders to your field workers’ mobile devices. Select the checkbox next to the work order/s you wish to assign, and then choose the field worker from the Assign To list.

Unassign Work Order

Allows you to unassign work orders from field workers. If the Field Worker is using a mobile, this will remove the work order from their device.

(Note: This icon will only appear on work orders already assigned).

Delete Work Order

Deletes the selected work order/s from your account. Note that once this action is performed, the work order will no longer be visible within your account.

Export Work Order Exports the details of the work order in an XML format which can be used to upload information into a secondary system.



Print Work Order

Generates a PDF Job Card of the selected work orders which can then be printed and/or emailed, if required.

Invoice Work Order

This icon appears once a work order has been completed and the relevant time and materials entries created and a new invoice can be created.

Searching for documents

1. Select the Search tab along the top banner of your dashboard.

2. You can also do a quick keywords search by using the search field along the top banner.



Managing work orders

Receiving work orders

When a new work order is received, it will appear in your account within the Unscheduled

workflow.

New items will be indicated by bold text, which will revert to standard text once the work

order has been opened.

Click on the work order number to access details of the work order.

Accepting Work Orders

To accept the work order, select the Accept icon from the control menu.



Updating work orders

To update a work order with an actual start date and work progress details:

1. Click on the Add new status update icon (represented by a plus sign).

2. The Work Order Status Update screen displays.

Actual Start Date

Click on the calendar icon to select an actual start date and time from the on-screen

calendar.



Statuses

There are six status updates to choose from when updating a work order:

Made Safe Indicates you have attended the site and completed any initial tasks to

make the site safe. Record a brief explanation of tasks performed in the

comments.

On Site Indicates you are currently on site prior to completing any works.

Scheduled Indicates that the work has been scheduled to be completed with the

customer at a particular date and time.

Tenant

Unavailable

Indicates the tenant or site contact person was unavailable at the time of

your visit.

Waiting on

Materials

Indicates you are waiting on materials required to complete the work.

Task

Complete

Indicates the task has been completed and is ready for invoicing.

Selecting this status update will allow you to enter the time and materials

entries associated with this work.

Note: Remember, you can configure which status updates automatically approve to send from within your

Partner Configuration Menu. Any updates not yet sent will appear in your ‘Awaiting Approval’ category to

approve and send.

Percentage Complete

You can provide an estimate of the completion of the task (e.g. 25% complete) here. This is

not a mandatory field.

Comments

This is a free text field where you can provide further information to support your update (e.g.

“Work has been scheduled for completion on the 5/12/2017 at 1pm”).

Actual Finish Date

Click on the calendar icon to select an actual finish date and time from the on-screen

calendar. This date is only required when the work has been physically completed.



Completing work orders

To complete a work order, select the new status update icon from the work order screen

(see page 11 - Updating Work Orders).

1. Click on the calendar icon to select an actual start date and time from the on-screen

calendar

2. Select Task Complete from the status dropdown

3. The Percentage Complete will default to 100

4. Enter the details of the work that was performed into the Comments field. What you enter

here will automatically be placed on your e-Invoice as the description of work performed.

5. Click on the calendar icon to select an actual finish date and time from the on-screen

calendar

6. Add your Time and Materials entries by selecting the plus icon under the Time and

Materials heading



Available categories and types of time and materials entries

CATEGORY TYPE

Labour

This category allows you to enter a

specific labour type and hours

(e.g. Skilled Tradesperson @ 3

hours)

1st Year Apprentice

2nd Year Apprentice

3rd Year Apprentice

4th Year Apprentice

Labourer

Skilled Tradesperson

Other

This category is for recording

standard Time and Materials types

Attendance Fee (GST Inclusive OR GST Exclusive)

Labour - generic (GST Inclusive OR GST Exclusive)

Materials (GST Inclusive OR GST Exclusive)

Out of Zone Travel (GST Inclusive OR GST Exclusive)

Schedule of Rates (GST Inclusive OR GST Exclusive)

Services (GST Inclusive OR GST Exclusive)

Note: Your actual charges are not recorded on the Time and Materials screen. These will

be populated on the invoicing screen shown in a further section of this guide.



7. When you have applied your time and materials entries, select the Save icon.

Note: You can add, edit or remove time and materials entries from the Task Complete

status by selecting the relevant completed task from the status updates on the work order.

When you are ready to invoice the work order, finalise your time and materials entries by

approving the Task Complete status update. This is done by following the instructions shown

below:

If you need to modify your time and materials entries, you will need to unapproved your Task Complete update before you can add or remove T&M. To unapproved the Task Complete update, tick the box next to the Task Complete update you want to unapproved and then select the unapprove icon

Once the update is unapproved, click on the Task Complete update to modify your T&M. The Task Complete update will then need to be reapproved to commence invoicing.



Submitting an invoice

1. When you have entered and approved your time and materials, you can now proceed to

the invoice screen by clicking on the Invoice icon.

2. The Invoice Time and Materials entries screen displays.

3. Enter the applicable charges (excluding GST) to your time and materials entries. You

can enter a total amount, or if charging a category of Labour by a unit of measure (UOM)

of Hours, you can enter a rate which will calculate the total amount for you.

Note: All time and materials entries must have an amount assigned to create your

invoice.

4. Click on the Create New Invoice icon.



5. The Work Order Invoice - (Draft) screen will appear.

MANDATORY FIELDS (indicated by red *)

Invoice Number

Enter your invoice number. Please note this invoice number must be unique from any invoice number you have previously provided to BAS. If the invoice number provided is a duplicate of a previous invoice number, your invoice will error and BAS will need to initiate a manual process which may affect the payment terms of your invoice.

Invoice Date

The invoice date will default to the date you have created the invoice in the portal, and must remain the same as the date that you send your invoice. You will not be able to backdate your invoices.

Work Performed Enter a clear description of all works performed.

(Note: if you entered this information during the completion of the Work Order Status Update screen - i.e. when choosing Task Complete status update - the work performed details will automatically carry over).

Risk Assessment Performed

This checkbox is a mandatory step which confirms that the tradesperson/s completing the work undertook the necessary risk assessments prior to commencing work.



OPTIONAL FIELDS

Tradesperson(s) and Trade License Reference Number(s)

Where the work completed required a licence, provide the full name of the

relevant tradesperson/s involved and the applicable licence number/s

(examples are QBCC Contractor Licence, Electrical Contractor Licence,

Class A Asbestos Removal Licence, etc.)

NOTE: A trade qualification certificate number is not required to be

provided; only licence numbers are required.

Acknowledged

By and

Certificate/Report

Numbers

You may enter the name of the site contact who was available to acknowledge the completion of the work, as well as any relevant Electrical Certificate of Tests and/or Service Report numbers.

Failure Part,

Cause and

Action

These fields are a requirement of our Department of Education and Training (DET) client only. Where the work was performed at a school, or on a DET asset, select from the options provided to breakdown the part of the asset which failed, the cause of the failure and the action taken to rectify.

Attaching documents

6. To attach additional documents to your invoice, save your completed invoice to enable

the document attachment icon to appear.

7. Select the Document Attachment icon to display the document attachment menu (this

will appear underneath the main body of your invoice screen, and above your invoice

items).

8. To add an attachment, click on the Add Attachment icon (represented by a plus sign).



9. The Add Attachment window displays. Follow the instructions shown below:

Note: You can attach as many documents as you like to your invoice, however the overall size of all attachments must not exceed 4MB per invoice.

10. Click on the Send icon to submit your invoice.

Important Rules to Follow!

DO DON’T

Enter scheduling appointment, extended approvals information or tenant behaviours in to the update comments area

Enter this information into the invoice completion text area - this will be seen by the Customer

Use words only in the invoice completion text

Use symbols or formatting in the invoice completion text as this will cause an error e.g. & symbol or bullet points

Follow instructions provided in the BAS Contractor Web Portal User Guide on how to attach documents correctly

Attach documents into the invoice completion text area

Use the breakdown costs section to advise actual costs

Include actual costs within the invoice completion text area

Write invoices in a professional and brief manner

Write/provide any information that isn’t directly related to the works completed

Note: See Appendix A for examples of how “Work Performed” description comments should be written / formatted. Use these as the standard to adhere to when completing this field during invoice submission.



Mobile web portal application

Registration

If you wish to utilise the mobile web portal app in conjunction with your web portal account,

contact the team at [email protected] to have the additional mobile

accounts created and attached to your existing web portal. You need to provide the following

information when requesting creation of new mobile accounts:

Field worker name

Field worker email address

Use of the mobile web portal app is not mandatory, however is recommended for all

contractors who have a field staff base. Benefits of using the mobile web portal app in

conjunction with the web portal include greater visibility of the allocation of your work orders

and real time work order updates to BAS from the field.

Mobile field workers

Assigning and unassigning work orders to mobile field workers

1. To assign single or bulk work orders to a mobile field worker, follow the instructions

shown below:



2. To unassign a work order from a mobile user and remove the work order from their

mobile app, select the Unassign icon from the work order screen.

3. When the work order has been successfully assigned, it will appear in the mobile field

workers mobile app.

Using the mobile application

Accessing and updating work orders

All work orders assigned to a field worker will appear on their mobile app home screen.

To update a work order:

1. Select the work order from the home screen to access the work details screen.

2. The first update that must be provided on all work orders via the mobile app is Arrived

On Site. Select the update.



3. Input the Actual Date/Time of the update (this will default to current Date/Time)

4. Click on Submit.

5. The status update is then sent back to the web portal work order.

6. You can choose to either have the status update automatically sent to BAS, or have it

wait on the web portal for review and approval by a scheduler.

Note: Additional status updates of Made Safe, Tenant Unavailable and Waiting on

Materials can be provided using the mobile app, including percentage complete and any

relevant comments.

7. When the work order has been completed, select the Complete option from the work

details screen.

8. Input the details of the work completed and the date/time of completion.



9. When completed, the work order will be removed from the list of work orders on the field

workers mobile app.

10. The completed work order will appear in the portal in the Waiting for Approval workflow.

The web portal user can apply the relevant time and materials entries, approve and

create the invoice.



Mobile App Set Up

Apple iPhone

Google Android



APPENDIX A – Examples of Work Performed Description Comments

WORK TYPE EXAMPLE DESCRIPTION COMMENTS

Electrical

1. DISCONNECT HWS FROM RCD. REMOVE CABLE AND CONDUIT FROM HWS AND TERMINATE IN JUNCTION BOX. CONTACT PLUMBING CONTRACTOR TO REPLACE HWS UNIT. RETURN TO SITE AND RECONNECT HWS. TEST ALL OK.

2. CLEAN AND TEST SMOKE ALARM CHECKED ALARM PANEL FOUND ALARM PANEL BATTERY FAULTY INSTALL NEW BATTERY TO ALARM PANEL AND TESTED ALL ZONES.

3. REMOVED AND REPLACED ANTENNA. RE-RAN CABLE FROM

ANTENNA TO SPLITTER IN EAVE. TESTED - ALL WORKING OK RECEIVING GOOD SIGNAL.

Plumbing

1. RESEATED AND SERVICED BATH TAPS AND REPAIRED LEAK TO THE TOILET.

2. INSPECTED ROOF AND IN CEILING SPACE TO TRACE LEAK. RESEALED ALL FLASHINGS INCLUDING DECK TIE.

3. INVESTIGATE BUST WATER PIPE. CUT HOLE IN CONCRETE,

EXCAVATED, LOCATED LEAK, REPAIRED, BACKFILLED AND RECONCRETED. CLEANED WORK AREA.

Carpentry

1. REPAIRED CUPBOARD HINGES SUPPLIED AND INSTALLED NEW GATE LATCH AND ADJUSTED CATCHER SUPPLIED AND INSTALLED NEW CLOTHESLINE CORD.

2. A/HRS ATTENDANCE - SERVICE AND REPAIR EXTERNAL BACK DOOR - REPLACE THE ROLLERS AND ADJUSTED.

3. REFFITED AND RESCREWED APPROX 240 PALINGS RENAILED

PROTRUDING NAIL HEADS TO MAKE SAFE.

Other

1. TRIMMED TREE OVERHANGING THE ROOF AND GUTTERS AWAY FROM THE BUILDING STRUCTURE. MULCH VEGETATION, CLEAN AND TIDY SITE.

2. CARRIED OUT TREATMENT FOR RODENTS INCLUDING THE INSTALLATION OF 1 X LARGE LOCKABLE RODENT STATION.

3. ASBESTOS SAMPLING AND AIR MONITORING SERVICES,

INDENTIFICATION OF BULK SAMPLES.

BAS CONTRACTOR WEB PORTAL V2 · 2019-11-14 · BAS Contractor Web Portal v2.0 User Guide December...

Documents

Transcript of BAS CONTRACTOR WEB PORTAL V2 · 2019-11-14 · BAS Contractor Web Portal v2.0 User Guide December...