UNIVERSITY OF DAR ES SALAAM

ESTATES SERVICES MANAGEMENT INFORMATION SYSTEM (ESMIS)

ESMIS TRAINING MANUAL

Day 1 – 3: Maintenance and Store

OCTOBER 2020

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Day 1 Day 2 Day 3
Day 1
1. Url : [Link]

2. Browsers : Google chrome, Mozilla Firefox, edge (latest versions). By

October 2020 latest versions are:
• Google Chrome: 85.0.4183.121
• Microsoft Edge: [Link]
• Mozilla Firefox: 81.0.1
3. Login interface and user credentials
4. Change password, first time login
5. Viewing profile, editing profile, change password and logging out
6. Documents download, user's manual, training manuals (day1-3, day 4 and
day 5) etc.
7. Creating new works order
a) Maintenance menu to create new works order
b) Creating new works order button
c) Interface and information to be filled
i. Specify type of problem (5 DES sections + others)
ii. Specify location; manually or choose location, area, block and
room
iii. Specify whether Works Order (WO) is emergency or not
iv. Description of a problem
v. Recognizing compulsory fields
vi. Submit button
vii. Confirmation of works order submission
8. Interface to view works orders
a) WO ID, Description, time, status, actions.

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9. Processing of WO by HoSs, Maintenance Coordinator and IoWs
a) Viewing WO
i. Accepting, rejecting, redirecting (By maintenance coordinator if
type is another/HoS if WO submitted to wrong section
ii. Specify if WO emergency or not.
iii. Accept or rejecting WO
1. Notification in system and email
2. Status and action
3. If rejected, specify reason
4. Client; view reason of rejection
10. Processing WO
a) Specify and saving WO location zone
b) Select technician for inspection and assigning leader
c) Download WO inspection form for stamp and HoS signature
d) Specify if transport is needed or not
e) Request transport if needed
f) Fill report after inspection from lead technician

WO Processing Scenarios
1. WO is fixed/problem is resolved during inspection
2. WO is not fixed during inspection and doesn’t require materials from
store
3. WO is not fixed during inspection and requires materials from store
and materials required are available in the store.
4. WO is not fixed during inspection and requires materials from store
and all materials required are missing in the store.

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5. WO is not fixed during inspection and requires materials from store
and some materials required are missing in the store. Reserve
available materials and wait for missing materials to be procured.
6. WO is not fixed during inspection and requires materials from store
and some materials required are missing in the store. Issue available
materials and wait for missing materials to be procured.

Scenario 1
i. Choose yes, that the problem was fixed
ii. IoW track WO to inspect the work done
a) After inspection, choose satisfied or not satisfied with
work done
b) If IoW is satisfied, WO is provisionally closed, waiting for
client response (satisfied, not satisfied).
i. If client is satisfied, WO closed completely
ii. If client not satisfied, client specify a reason, HoS view
reason and DES Administration discuss with client and
find proper way to handle the situation.
c) If IoW not satisfied:
IoW specify a reason, HoS is notified, then HoS restart
processing of WO from assigning technician for work stage

Scenario 2
i. Choose No, that the WO wasn’t fixed
ii. Choose No, that the WO doesn't require materials
iii. Select Technicians needed for doing the work
iv. Select Lead technician from selected technicians
v. Choose if transport is needed or not. If transport is needed, fill
Transport request form

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vi. Fill report after work from Lead technician and Save
vii. IoW track WO to inspect the work done
viii. Other steps follows as stated in scenario 1 from step ii.

Scenario 3
i. Choose No, that the WO wasn’t fixed
ii. Choose Yes, that the WO requires materials
iii. Select needed materials and quantity and save
iv. Crosscheck requested materials and submit the request to IoW for
request approval
v. IoW navigate to WO needs materials menu, view WO, view WO
materials requests to do one of the following:
a) Accept or reject (with reason) all materials requests
b) Accept and reject (with reason) some materials request
i. If all requested materials are accepted, request is sent to
store manager for processing
ii. If all or some of requested materials are rejected, request is
returned to HoS with reason of rejection. HoS has to work
on the reason of rejection of materials and resubmit to IoW
vi. Store manager navigates to materials request menu and view list of
WO that require materials.
vii. Store manager view WO material request and sends available
materials to HoS
viii. HoS navigates to materials updates, and view list of materials
received from store.
ix. HoS confirms upon receiving materials from store.
x. Store manager downloads issue note after HoS confirmation of
receiving of materials.
xi. Select Technicians needed for doing the work

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 xii. Other steps follows as stated in scenario 2 from step iv

Scenario 4
i. As in scenario 3 step i to vi
ii. Store manager view WO materials request and sends purchasing
order to Head of procurement for missing materials
iii. Head of procurement navigates to works orders materials that
needs to be purchased, and view requests.
iv. After materials have been purchased, Head of procurement sends the
purchased materials to store manager.
v. Store manager navigates into WO with purchased materials
vi. Store manager adds purchased materials of specific WO in store
vii. Store manager downloads Goods Received Note (GRN) for received
purchased materials from Head of Procurement.
viii. Store manager releases purchased materials to HoS
ix. Other steps follows as stated in scenario 3 from step viii

Scenario 5
i. As in scenario 3 step i to vi
ii. Store manager view WO materials requests
iii. Store manager reserves all available materials to wait for missing
materials
iv. Store manager sends list of missing materials purchasing order to
head of procurement for procurement
v. As in scenario 4 from step iii

Scenario 6
i. As in scenario 5 step i to ii
ii. Store manager issues all available materials to HoS

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 iii. Store manager sends list of missing materials purchasing order to
Head of procurement for procurement
iv. As in scenario 4 from step iii

2. Tracking WO
a) View WO details
b) View zone location of WO
c) View WO if is emergency
d) View assigned technicians for inspection
e) View inspection transport request details
f) View inspection report details
g) View materials requested
h) View materials requested and used
i) View transport request for work
j) View assigned technicians for work
k) View report after work
l) View closing statement of WO
m) Download all WO tracking details

3. Extra functionalities regarding WO

a) Filtering WO according to date
b) Exporting WO details by filtering
c) Sorting WO details
d) Send Complaint

4. WO statuses

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SN Status Description
1. New New works order (not yet accepted
by HoS
2. Accepted WO received and accepted by HoS
3. Rejected WO received and rejected by HoS
4. Closed WO closed
5. Technician assigned WO assigned to technician
6. Transport stage for inspection Transport requested for Inspection
7. Transport stage for work Transport requested for Working on
WO
8. Material Requested Materials requested for WO
9. …….. ………….

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Day 2

1. From day 1 scenario 3 to 6 steps to be revised with hands on exercise.

o HoSs, IoWs, maintenance coordinator, Head of Procurement, store
manager

PART A : Scenarios 3 - 6
a) Head of Sections (HoSs)
i. View WO
ii. Process WO
iii. Assign zone location
iv. Assign technician for inspection
v. Request transport for inspection

b) Transport Officer
i. View Transport requests
ii. Process transport request

c) HoS
i. Fill inspection report
ii. Request materials

d) IoW
i. View WO materials request
ii. Process WO materials request

e) Store Manager
i. View WO materials request
ii. Process WO materials request

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PART A-1 : Scenario 3 (all materials available in store)
a) HoS
1. Receive materials from Store manager for WO request
2. Confirm receiving materials

b) Store Manager
Download Issue note document for signature to confirm materials received by
HoS
c) HoS
i. Assign technicians for work
ii. Request transport for work
iii. Fill report after work
d) As in scenario 1 from step ii

PART A-2 : Scenario 4 (All materials missing)

a) Head of procurement
i. View WO materials purchase request from store
ii. Send purchased materials to store (after materials have been purchased)

b) Store Manager
i. View procured materials from procurement
ii. Add procured materials to WO request
iii. Send requested materials to HoS

c) As in Part A-1 : Scenario 3

PART A-3: Scenario 5 (some materials missing, reserve available materials)

a) Store Manager
i. Reserve available materials
ii. Send list of missing materials to Head of procurement

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b) As in Part A-2 : scenario 4

PART A-4: Scenario 6 (some materials missing, issue all available materials)
a) Store Manager
i. Issue all available materials to HoS
ii. Send list of missing materials request to Head of Procurement

b) As in Part A-2 : scenario 4

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Day 3

Extra ESMI Functionalities

HOS
1. Completed WOs
2. Rejected WOs
3. Generating Report (Filtering data)
4. Technicians management
a) List of technicians on respective section with corresponding actions
(editing, deactivating)
b) Add new technician
c) Activating deactivated technicians
d) Generating report

IoW
1. All WOs in My Zone (new, onprogress, completed)
2. Generating report

Head of Maintenance
1. Create new WO, New, Rejected and Completed WO, Generating report,
filtering by date WO (Similar to IoW priviledges)
2. Redirecting to HoS (WO from client and HOS with others type)
3. Room Report
4. Complaints
5. Zones
6. List of zones and total WO

Head of Procurement
1. List of materials available in store
2. Generate report of materials
3. Add new procured materials
4. History of procured materials

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Store Manager
1. Confirm and Add procured materials into store
2. Generate report of procured materials (GRN for signature)

Director DES
1. Generate WO reports
2. Change roles
3. View WO requests
4. View unattended and completed WOs
5. View HoS with completed WOs
6. View IoW details
7. View materials to be procured
8. View Complaints
9. View documents
10. View users

DVC Admin
1. Same as director DES, except procedure no 8 (View materials to be
procured)

System Admin
1. Users Management
a) View all users
b) Edit users information
c) Deactivate users
d) Generate reports
e) Filter users
f) Restore password

2. Settings (Directorates/schools/colleges, Departments, Locations, Areas,

Blocks, Rooms, Zones)
a) Add
b) View
c) Edit
d) Delete
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 e) Generate reports

3. Documents
a) Add New Document
b) View, Edit and Delete Document

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