Administer Finance Service Management

Administrators should set up an administrator group and one or more finance groups, and assign the appropriate roles and users to those groups.

Create a group

Set up groups and assign the necessary roles and users. The users in the group inherit the roles of the group, so you do not have to assign roles to each user separately.

Before you begin

Role required: admin

About this task

There are a few good practices when creating groups:
  • Create one group for administrators and assign the admin role to this group only.
  • Create as many groups as needed in your organization. For example, create a staff group for each geographic location or function, such as building maintenance or building security. Assign the necessary users to those groups, and then assign the staff role to those groups.

Procedure

  1. Navigate to User Administration > Groups.
  2. Click New.
  3. Fill in the fields on the form, as appropriate. See for an explanation of each field.
  4. Click the lock icon beside the Type field. If the field is not visible, configure the form to add it.
    The Type field expands.
  5. Click the reference lookup (lookup icon) icon and select the [application] type.
  6. Right-click the form header and select Save.
  7. Add the [application]_admin or [application]_staff role to the Roles related list.
  8. Add users to the Group Members related list.
  9. Click Update.

Create a report

Users with a reporting role can create and customize reports.

Before you begin

Role required: admin

About this task

Note: Roles do not inherit any of the reporting roles. To grant facilities administrators or staff the rights to create and customize reports, assign the appropriate reporting role.

Procedure

  1. Navigate to Reports > View / Run.
  2. Scroll down to the [SM application] Request section.
  3. Click a report to open it, or click Edit to modify it.
  4. To create your own report, click New beside Global reports at the top of the page and use any of the tables installed with service management application to create the report.

View a report

The Overview module is a type of homepage which displays various request reports, which help administrators and staff members track and manage aspects of the request fulfillment processes.

Before you begin

Role required: admin
Note: If you have tasks defined with assignment groups of the type Vendor, additional reports display information for tracking vendor tasks and performance.

Procedure

  1. Navigate to [SM application] > Overview.
    A list of active requests appears at the top, and several built-in charts appear at the bottom.
  2. Click a request number to open that request.
  3. Click elements within the reports to obtain more information.

    For example, in the Active Facilities Requests by Building bar chart, click the building name. All the active requests for that building appear in a list.

    Example facilities overview