alabama office of &leet management state motor pool · which should display the following web...

Alabama Office of Fleet Management State Motor Pool

Vehicle Reservations Web Application

User Guide

Version 1.0

October, 2014

Alabama State Motor Pool Vehicle Reservations Application – User Guide

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Introduction

This document serves as a simple guide to using the new Alabama State Motor Pool (SMP) Vehicle

Reservations web application. Our goal was to make this application as simple to use as possible, while

still providing a secure means of reserving vehicles. This guide documents how to perform the following

tasks:

Register as a New User

Reserve a State Motor Pool Vehicle

Create a New User

Administer User Roles

Edit a Vehicle Reservation Request

Generate a Vehicle Reservation Request Confirmation E-mail

Print a Vehicle Reservation Request Confirmation

Cancel a Vehicle Reservation Request


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Register as a New User

You can only register yourself as a new user in the SMP Vehicle Reservations web application if all of the

following conditions are true:

You are an active employee of the State of Alabama

You were registered in the old State Motor Pool web application hosted by the Alabama

Department of Finance

You know your Alabama State Employee ID

You have an old State Motor Pool web application User ID and Password (Provider Code)

If any of the above conditions are not true, please contact the State Motor Pool at 334-353-6343 to find

out who to contact at your agency to set you up as a new user.


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To begin registering as a new user in the SMP Vehicle Reservations web application, open your web

browser, such as Internet Explorer or Google Chrome, and enter the following URL:

http://aldotapps.dot.state.al.us/OFM

Which should display the following web page:

Figure 1- State Motor Pool web site.

To proceed to the State Motor Pool Vehicle Reservations web application, click on the arrow below the

heading “Vehicle Request”, which should display the following page:

http://aldotapps.dot.state.al.us/OFM


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Figure 2 - State Motor Pool Login page.

This page is the Login page. Since you are signing up as a new user, you must click on the “enroll” link

under the “Vehicle Reservations Login” box, as show below:

Figure 3 - Enroll link.


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After clicking on the “enroll” link, you will be transferred to the page for Step 1 of the Registration

process:

Figure 4 - Registration - Step 1.

Enter the User ID that you used in the old State Motor Pool reservation. Then, enter the Provider Code

that you were assigned in the old application, like below:

Figure 5 - Enter credentials for User ID and Provider Code.

Click the “Next” button to continue the registration process.


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Step 2 of the registration process displays the following page:

Figure 6 - Registration - Step 2.

Here, you should:

Enter your Alabama State Employee ID (this is the number printed on the top-left corner of your

State of Alabama pay stub under the words “EMP ID”)

Enter your correct First, Middle and Last Name

Enter your state e-mail address

Enter the password of your choosing. Note: as described under the “Registration – Step 2” box,

your password must:

o Be a minimum of 7 characters

o Contain at least one digit

o Contain at least one lowercase and one uppercase character


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Enter all of the required information, as in this example:

Figure 7 - Registration - Step 2 after entering data.


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Once the required data has been entered, and there are no error messages, click the “Finish” button to

complete the registration process.

Figure 8 - Registration Completed - Confirmation Message.

A Registration Confirmation page will be display indicating that you have successfully registered as a

new user. Once you click the “Continue” button, you are taken to the Requests page.

Figure 9 - Requests Page.

This page will display any current, active vehicle requests that have been made by you.


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Reserve a State Motor Pool Vehicle

To reserve a State Motor Vehicle for yourself, or for someone else if you are in a Manager role, you must

log into the SMP web application:

Figure 10 - Login Page.


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After logging in to the application, you are presented with the default “Vehicle Requests” page:

Figure 11 - Vehicle Requests Page.

From here, you can view all of the Vehicle Requests for yourself, or for anyone else in your organization

if you are in a Manager role.


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To create a new Vehicle Request, click the “New Vehicle Request…” link highlighted below:


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After clicking on the “New Vehicle Request…” link, the page will prompt you to choose who the New

Vehicle Request is for.

Figure 12 – Click the “Request a vehicle for:” drop down list box.


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Click on the drop down list box labeled “Request a vehicle for:” and click on the person who is

requesting the vehicle.

Figure 13 - Select the Person Requesting the Vehicle.


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In this example, we are selecting “Jane Doe”:

Figure 14 – Display after Vehicle Requestor is Selected.


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Enter all of the vehicle requestor’s information, as shown below:

Figure 15 - Vehicle Requestor's Complete Information.

Then, click the “Save” button to submit the request.


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After clicking the “Save” button, a confirmation is displayed:

Figure 16 - Vehicle Request Confirmation.


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You may then print the confirmation by clicking the “here” link in the body of the confirmation, as

highlighted below:

Figure 17 - Confirmation - Click "here" Link to Print


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Once you click the “here” link, a standard Windows Print dialogue window will display where you can

send the confirmation to the printer of your choice.


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Create a New User

To create a new user, you must be authorized as a Manager, and logged into the Vehicle Reservations

web application. Then, click on the “Users” menu option as highlighted below:

Figure 18 - Users Menu Option.


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The “Users” menu option will display the following page:

Figure 19 - User Administration Page

This page allows the Manager to do the following:

Create a new user

Modify a user’s Role

Modify a user’s Status

Perform other Actions for a user


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Create a New User To create a new user, click on the “New User…” link as highlighted below:

Figure 20 - New User Link.


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After clicking on the “New User…” link, a dialogue is displayed for entering the new user’s information:

Figure 21 - New User DIalogue.

Here, the new user’s information is entered, including a valid, State of Alabama Employee ID, the user’s

name, valid e-mail address, and the appropriate User Role.


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A user can be assigned one of three User Roles:

User Role Abilities

Operator View, Email and/or Print their own Trip Tickets

User Create, View, Modify or Cancel Vehicle Reservations for self and users tied to their Provider Code

Email and/or Print Reservation Confirmations for self and users tied to their Provider Code

Email and/or Print Trip Tickets for self and users tied to their Provider Code

Manager Create new users

Modify Role of users tied to their Provider Code

Modify Status of users tied to their Provider Code

Reset passwords for users tied to their Provider Code

Create, View, Modify or Cancel Vehicle Reservations for self and users tied to their Provider Code

Email and/or Print Reservation Confirmations for self and users tied to their Provider Code

Email and/or Print Trip Tickets for self and users tied to their Provider Code


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To add the new user, fill in the user’s information, and click the “Save” button:

Figure 22 - New User Details Entered.


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Once the user is saved, you will return to the list of users. The new user will be automatically displayed

as highlighted below:

Figure 23 - New User Saved and Displayed.


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Modify a User’s Role Just as a Manager can select a user’s role when creating a new user, she/he can also modify a user’s role

after the user has been created.

To modify an existing user’s Role, return to the User Administration page, then click on the “Role” drop

down list box to view all of the role options:

Figure 24 - User Admin Role Options.

Once a different Role is selected on the “Role” drop down list box, the user’s new role is automatically

saved.


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Modify a User’s Status To modify an existing user’s Status, return to the User Administration page, then click on the “Status”

drop down list box to view all of the status options:

Figure 25 - Modify a User's Status.

The “Status” is self-explanatory – a user is either in “Enable” status or “Disable” status; users who are in

“Disable” status are not able to use the State Motor Pool Vehicle Reservation web application.

Once a different Status is selected on the “Status” drop down list box, the user’s new status is

automatically saved.


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Perform Other Actions for a User Currently, the only “Action” that can be selected for a user is the option to “Reset Password”. This is

useful if an active user has forgotten their password, and needs to have it reset. They can call or e-mail

the Manager for their agency and/or provider code, and the Manager can use this feature to reset the

password.

To reset a user’s password, return to the User Administration page, then click on the “Actions” drop

down list box and click on the “Reset Password” option:

Figure 26 - Reset a User's Password.


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Edit a Request

To edit or modify a State Motor Vehicle for yourself, or for someone else if you are in a Manager role,

you must log into the SMP web application. From the default “Requests” view, click on the “Actions”

drop down list box to view all of the available action options, then, click on the “Edit” option, as show

below:

Figure 27 - Edit Action for a Vehicle Request.


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In this example, we are selecting Jane Doe’s vehicle request for 10/03/2014:

Figure 28 - Editing an Existing Request.


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Jane has asked us to change the requested vehicle from a “Car” to a “Mini Van”, which we have done by

selecting “MINI VAN” from the drop down list box for “Vehicle Type”:

Figure 29 - Existing Request Modified.


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To save the changes made to the existing Vehicle Request, click the “Save” button. A new Vehicle

Request Confirmation is displayed, as shown below:

Figure 30 - Vehicle Request Change Confirmation.


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E-Mail Confirmation

To re-send a Vehicle Request Confirmation E-mail for yourself, or for someone else if you are in a

Manager role, you must log into the SMP web application. From the default “Requests” view, click on

the “Actions” drop down list box to view all of the available action options:

Figure 31 - E-mail Confirmation Action.


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To re-send the Vehicle Request E-mail Confirmation, click on the “Email Confirmation” option. A

message indicating that the confirmation will be sent to the user’s e-mail address is displayed under the

“Messages” column, as shown below:

Figure 32 - E-mail Confirmation Sent.


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Print Confirmation

To print a Vehicle Request Confirmation E-mail for yourself, or for someone else if you are in a Manager

role, you must log into the SMP web application. From the default “Requests” view, click on the

“Actions” drop down list box to view all of the available action options, then click on the “Print

Confirmation” action, as shown below:

Figure 33 - Print Confirmation Action.


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After clicking on the “Print Confirmation” action, the confirmation is displayed:

Figure 34 - Print Confirmation Displayed.


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You may then print the confirmation by clicking the “here” link in the body of the confirmation, as

highlighted below:

Figure 35 - Print Confirmation - Click "here" Link.


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Once you click the “here” link, a standard Windows Print dialogue window will display where you can

send the confirmation to the printer of your choice.


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Cancel a Request

To cancel a Vehicle Request for yourself, or for someone else if you are in a Manager role, you must log

into the SMP web application. From the default “Requests” view, click on the “Actions” drop down list

box to view all of the available action options, then click on the “Cancel” action, as shown below:

Figure 36 - Cancel Action.


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The web application will prompt you and ask if you are sure that you want to cancel the reservation, as

shown below. To proceed with the cancellation, click on the “OK” button:

Figure 37 - Cancel Request Confirmation.


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After clicking the “OK” button, the vehicle requests are displayed, and the cancelled request (Request #

40368 for Jane Doe on 10/03/2014) is no longer displayed:

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