university of kentucky key shop electronic key request process
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University of Kentucky Key Shop Electronic Key Request Process
Online Key Request Form
The online key request form uses AD/MC Domain credentials to capture requestor information in the same way SAP uses it to confirm access to the R3 system.
Confirmation Email
Once the request is submitted, both the requestor and the authorizer receive an Email confirming the order and directing the authorizer to a link to review the request.
Request : Approved or Denied
The authorizer is given the choice of approving or denying the request; there is also the option of a text field for comments by the authorizer.
Once the status is set, the requestor receives an Email notification.
If approved, another copy also goes to the Key Shop to fulfill the order.
Building Master Keys (GM) and Above
Building Master Keys and higher will require the additional approval of the area Facilities Director or the Vice President of Facilities - just as it does now.
This second layer of approval will stop the process until one the above individuals approves the request.
Requestor Confirmation Email
Once all levels of approval have be satisfied, the requestor will receive a notification that their order has gone to the Key Shop to be processed and will be contacted when the order is filled.
Some advantages to the new system
• Each request and authorization is time stamped.•The new method imposes the same level of security required for SAP.•The process eliminates the use of paper; reducing cost.• There is no longer the ‘run around’ factor; the process all takes place from a work station.• Concise electronic record; reducing record keeping data entry.
