Contents
General Information
What is OPRS?
This document gives you the basic information you need to use
the Office of Information Technology's
Online Procurement
Request System (OPRS). OPRS accounts are used to request and
approve OIT University of Maryland VISA
credit card transactions. To use OPRS, go to
https://oprs.umd.edu
Conventions Used in this Document
This document uses different fonts to help clarify the
meaning of the text:
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Places an emphasis on terms. |
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Items you click or type. |
Getting an OPRS Account
Using the web browser Netscape Navigator, go to
https://oprs.umd.edu. If you have not used OPRS before and
are a new user, click Sign up
now!. When the registration page appears:
- Type your UID number in the UID field.
- Type your last name in the Last Name field.
- Type your e-mail address in the Email field.
- Type your mother's maiden name in the Mother's
Maiden Name field.
- Select your department from the list.
- Choose a login ID for yourself and type it in the
Login ID field.
- Choose a password for yourself and type it in the
Password field, then re-type it
in the Retype Password field.
- Click the Sign Up button.
You are now registered to use your OPRS account. You should
receive approval information about
your account by e-mail.
Changing Your Login ID and Password
If you have forgotten your OPRS login ID or password, click
Forgot Your Login ID or
Password? from the OPRS main login page. When the change page
appears:
- Type your UID number in the UID field.
- Type your last name in the Last Name field.
- Type your e-mail address in the Email field.
- Type your mother's maiden name in the Mother's
Maiden Name field.
- Select your department from the list.
- Choose a login ID for yourself and type it in the
Login ID field.
- Choose a password for yourself and type it in the
Password field, then re-type it
in the Retype Password field.
- Click the Change button.
The main login page will reappear with your new login ID in the
Login ID field.
Logging In
At the main login page, type your login ID in the Login
ID field. Then type your
password in the Password field. If you have forgotten
either, see Changing
Your OPRS Login ID and Password. Once you have typed your
information in the fields, click
Login.
You are now logged in to your OPRS account.
Getting Around Your Account
Announcements
Once you have logged in to your OPRS account, you are placed in
the Announcements
page. Any important information about the system will be posted
here.
To get to the Announcements page from any other page in
the system, click
Announcements from the list at the left hand side of the
page.
When you view the Announcements page, you are shown all
announcements posted in the last
two weeks by default. To change this, click the text field in the
center of the page. Your choices
include: Today, Last 2 Weeks, Last Month, and
All.
To make a comment at the Announcement page, click the
Add button in the center of
the page. Type the subject of your comment in the Subject
field. Type your message in the
Announcement field. Click the icon next to Message
mood to change the icon associated
with your message. A window appears, click the icon you wish to
use. To cancel your change to the
icon, click the Close Window button. To send your comment,
click Add. To cancel
your comment, click Back.
User Information
To view your user information from any page in the system,
click User Info from the list
on the left hand side of the page. A new page labeled User
Info opens. You may change user
information here.
Once you have changed your user information, you can either
cancel or save your changes. To
cancel your changes, click Reset. To save your changes,
click Update.
Employee Tools
Making a Request
To begin the process of making a request, click the arrow next
to Request from the list
on the left side of the page. Four new actions appear: Make
Request, Check Status,
Modify Request, and Approve/Disapprove.
To make a request, click Make Request. A form
appears. Click the Select button next
to the Needby Date field and choose the date you need the
purchase. Then click the
Select button next to the Vendor Name field and
choose the vendor you would like to
make the purchase from. Type your name in the Requested For
field. Type why you are making
the request in the Purpose of Request field.
To cancel your changes, click Reset. To continue your
request, click Next. A
confirmation page appears. If the information is incorrect, click
Back to change it. If it
is correct, click Next. A shopping cart page appears.
At the shopping cart page, type the part number of the item
(provided by the vendor) in the
Part Number text field. Type the quantity of this item in
the Quantity
field. If you wish to request an item without a part number,
click the List parts without
part number link.
When you have finished entering the item information, click the
Add button. Another page of
item information appears. Select the proper Unit of the
item: Each, Roll,
Package, Foot, Inch, or Fee. Type a
description of the item in the
Description text field.
To cancel your changes, click Reset. To continue your
request, click Add. At this time
you may request more items, or finish your request. To finish
your request, click Checkout. A
confirmation page appears.
Checking the Status of a Request
To check the status of a request, click the arrow next to
Request from the list
on the left side of the page. Four new actions appear: Make
Request, Check Status,
Modify Request, and Approve/Disapprove.
To check a request, click Check Status. Type the request
number in the Request #
field and click Search. If you do not have the request
number, select and change the
Fiscal Year, Request Date, Needby Date, and
Request Status. Click the
Select button next to the Vendor Name field to find
the vendor. Type the
requestor's name in the Request For field. To cancel the
search, click Reset. To
launch the search, click Search. The results will be
displayed.
Modifying a Request
Once you have made a request, you can go back later and change
it. To modify a request, click the
arrow next to Request from the list on the left side of the
page. Four new actions
appear: Make Request, Check Status, Modify
Request, and Approve/Disapprove.
To modify a request, click Modify Request. All of your
pending requests will appear.
Manager Tools
Approving and Denying Requests
To approve a request, click the arrow next to Request
from the list on the left side
of the page. Four new actions appear: Make Request,
Check Status, Modify Request, and
Approve/Disapprove.
To approve a request, click Approve/Disapprove. A
search screen will appear, you may either
search for a specific request or search for any pending
request. A list of requests that match your search
will appear, click the Items button to view each
request. To approve the request, check the
box under the Select column and then click the
Approval button.
OPRS also sends e-mail to the manager when a request is
made. The manager can either approve or
deny a request by replying to the e-mail and typing APPROVE
or DENY in the message
body.
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Example E-mail that a Manager Receives
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OPRS Management wrote:
=======================================================================
Requester:John Doe
Vendor: ABC Plastics
Total: 100.00
Items:
-----------------------------------------------------------------------
Item#: 10
Unit: Each
Price: $0.00
Quantity: 1
Description: .SHIPPING CHARGES
Item#: 1001
Unit: Each
Price: $5.00
Quantity: 20
Description: 20 gallon buckets
-----------------------------------------------------------------------
=======================================================================
Reply to this E-mail with either APPROVE or DENY in the body. You may
choose to enter a comment after the keyword APPROVE or DENY.
Example: APPROVE charge to NASA grant
Example: DENY parts are too expensive
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After approving or denying a request, the manager receives
another e-mail from the system.
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Example Message that a Manager Receives
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OPRS Management wrote:
Order# 500 processed successfully; it has been approved.
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Business Office Tools
Only business office staff have access to this part of
OPRS.
Making a Purchase
To make a purchase, click the arrow next to Purchase
from the list on the left side
of the page. Three new actions appear: Make Purchase,
Checkin Purchase, and Print
Purchase. Click on Make Purchase, a search screen will
appear. You may either search for a
specific request or search for any pending request. A list of
requests that match your search will
appear, click the Items button to view each request. Click
the History button to view
the history of the request. To purchase the request, check the
box under the Select column and
then click the Purchase button.
Checking-in a Purchase
To check-in a purchase, click the arrow next to Purchase
from the list on the left side
of the page. Three new actions appear: Make Purchase,
Checkin Purchase, and Print
Purchase. Click on Checkin Purchase, a list of requests
will appear. Click the Items
button to view each request. Click the History button to
view the history of the request. To
check-in the request, check the box under the Select column
and then click the Checkin
button.
Printing a Purchase
To print a purchase, click the arrow next to Purchase
from the list on the left side
of the page. Three new actions appear: Make Purchase,
Checkin Purchase, and Print
Purchase. Click on Print Purchase, a search screen will
appear. You may either search
for a specific request or search for any pending request. A list
of requests that match your search
will appear, click the Items button to view each
request. Click the History button to
view the history of the request. To print the request, click the
Print button.
Editing Orders, Vendors, and Items
To edit orders, vendors, and items, click the arrow next to
Tools from the list on the left
side of the page. Three new actions appear: Order Editor,
Vendor Editor, and Item
Editor.
To edit orders, click on Order Editor, a search screen
will appear. You may either search
for a specific request or search for any pending request. A list
of requests that match your
search will appear, click the Items button to view each
request. Click the History
button to view the history of the request. To edit the request,
check the box under the Select
column and then click the Edit button. You will then be
able to modify the request.
To edit vendors, click on Vendor Editor, an alphabetized
list of vendors will appear. To
search for the vendor, use the alphabet at the top of the page and
the numbered groups at the bottom
of the page. Once you have found the vendor, click the
Edit button to the right of the
vendor. You will then be able to modify the vendor's
information.
To edit items, click on Item Editor, a search screen
will appear. You may search by
Vendor Name and Part Number. A list of items that
match your search will appear, check
the box under the Select column and then click the
Edit button. You will then be able
to modify the item.
OP Watch
OP Watch is used for high-level monitoring of OPRS. This tool
is the method by which the system
administrator monitors who the active users are at
any given time. To use OP Watch, click the arrow next to
Utilities from the list on the left side of
the page, the option OP Watch appears. Click on it once to
begin using it . OP Watch can be used
to monitor Pending Orders, Applicants, Active Users, Active Locks,
and Errors.
Logging Out
To log out of OPRS, click Logout from either the button
at the top right hand side of
the page or the list on the left hand side of the page. A
confirmation page appears. It asks
Really Logout?. If you still wish to logout, click on the
Yes button. If you no
longer wish to logout, click one of the other options on the left
hand side of the page.
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