CARS Custom Self-Service: Overview

Body

How To:

Access vehicle reservations
View vehicle reservations by date
Update/Edit vehicle reservation entries
Check-in/Check-out vehicle (for car admin / facilities admin ONLY)

Applies To:

Employees, Staff

Getting Started:

This guide references a variety of different features in the cars application. Depending on the report you are trying to access, you will need at least one of the following roles assigned:

Roles Needed for Cars Reports

	User	Check-In User	Motor Pool User	Athletics User	Vehicle Master User	Administrator
Report: Reservations by Vehicle	No	No	No	Yes	Yes	Yes
Report: Vehicle Requisition Forms by Date	No	Yes	No	No	No	Yes
Report: Maintenance All Vehicle Summary	No	No	Yes	No	No	Yes
Report: Reservations by Organization	Yes	Yes	No	Yes	Yes	Yes
Report: Vehicle Repairs Needed	No	No	Yes	No	No	Yes

Roles Needed for Reservations

	User	Check-In User	Motor Pool User	Athletics User	Vehicle Master User	Administrator
My Reservation	Yes	Yes	Yes	Yes	Yes	Yes
New Vehicle Reservations	Yes	No	No	Yes (athletic only)	Yes	Yes
List Vehicle Reservations – Maintenance	No	No	No	No	Yes	Yes
List Vehicle Reservations – Edit/Delete	Yes (Access varies)	No	No	Yes (athletic only)	Yes	Yes
List Vehicle Reservations – Check-in/out, Requisition Form	No	Yes	No	Yes (athletic only)	Yes	Yes
List Vehicle Reservations – trip Expenses	No	No	No	Yes	Yes	Yes

Roles Needed for Cars Master Access

	User	Check-In User	Motor Pool User	Athletics User	Vehicle Master User	Administrator
Cars Master – Vehicle Information	No	No	No	Yes	Yes	Yes
Cars Master – Turnpike Information	No	No	No	No	Yes	Yes
Cars Master – Vehicle Billing Rate	No	No	No	Yes	Yes	Yes
Cars Master – Driver Control and Verification	No	No	No	No	Yes	Yes

Steps:

Depending on the role you are assigned (from the chart above), for this guide you will need at least the administrator or vehicle master user role in order to access all the following options:

Website interface

List Vehicle Reservations – view vehicle reservations list by date that can be selected to perform actions with a reservation. This is where you can update a reservation, check-in/check-out a reservation, and update milage or add repair notes on an individual vehicle based on the reservation.
New Vehicle Reservation – create a new reservation for a vehicle. Some roles have more vehicle options for reservations – including service vehicles and police cars (for maintenance purposes).
New Maintenance Reservation – create a new vehicle maintenance reservation.
Cars Master – setup of vehicles and other items needed for the cars system.
Cars Reports – vehicle reports for the cars system. Depending on the assigned role, you can run maintenance reports and reports of vehicle repairs needed, in addition to reservation reports, vehicle requisition forms, and reservation reports by organization.

Need additional help? If you have a question about reserving a car, contact the University Facilities – Stormont Maintenance Center (620-341-5331). For questions about the CARS application, please contact the IT Help Desk (620-341-5555). For access to the facilities admin user roles, please work with your administrator or supervisor to complete the IT – Banner Access Request form available via OnBase.