Buying Business Support Services. User Guide for Schools

Transcription

1 Buying Business Support Services User Guide for Schools

2 This package enables schools (and other users) to: buy subscription services buy one-off services (e.g. single day HR advice) at any time during the year Ask for a quote for certain services that need to be bespoke Book training courses Buying is easy just like on-line shopping at home

3 Your account If you are a Headteacher, school administrator or nominated Governor you will have been sent your account details (user name/password) when the system was launched. Please contact us if you would like your School Business Manager/Bursar to have an account. Forgotten password or locked/suspended account If you have forgotten your password please use the on screen Forgotten Password link. If your account has been locked/suspended then please Jo Foy. If someone in your school needs an account setting up please contact: Jo Foy joanne.foy@gloucestershire.gov.uk

4 Accessing Business Support Services To access the website go to Or go to the BSS tab on Schoolsnet and click on Buy services. Click on Buy Services to access the on line buying package. You can access the various services you have already bought by clicking on View My Services. These will be accessible once the purchases have been processed by GCC. This is where you will find all the manuals, policies and guidance that you get when you buy one of our services.

5 Welcome to Business Support Services Click on Login (top right corner) Your school home page will appear.

6 Your homepage: things to do are listed under the image, reminders are shown for actions such as responding to requests for quotations the calendar shows any booked training courses, consultancy days etc. your purchase history is shown at the bottom of the screen (click on view more to see full list) you can view items in your shopping basket that are awaiting checkout Please note when moving to another page the screen fades before the new screen appears.

7 How to buy services Click on Services on the blue menu bar. There are 2 ways to buy services: 1. The easiest way is to click on Quick Buy to see all the services on offer and suggestions based on what you bought last year. You will see a shopping list populated with the same or equivalent services (as available) for the coming year 2. Browse and buy New Services view individual service descriptions, SLAs and packages available. Download brochure Quick Buy Browse and Buy You can also download a brochure. The Services Brochure enables you to click and download a pdf with descriptions of each service available to you. Click on Download brochure.

8 1. Quick Buy This is the quickest and easiest way to buy your services. Click on Go to Quick Buy This page will show you all the services you can buy. Based on the services you bought last year we have suggested what we think you will want to buy this year (if you can t see them try clicking on Show suggested items). Click on Expand all to show all packages available to buy or click on each purple service heading to see packages available from them. Services that you bought previously have a tick in the box. Some services have changed and simplified the way that they present their services (the services themselves haven t changed) and that has meant that we can t always provide a suggestion for you. You ll need to have a closer look and choose the package that suits your school. Services to look out for are Area Finance Office (don t forget to select the number of FSO and PAA visits you normally use) and Property Care. 2 and 3 year contracts if you are partway through a contract, e.g. Property care or Payroll, please make sure the next year of that contract is selected and bought. This should be automatically selected for you next year. You can still opt to change to another service and buy other items by unticking the box and ticking another one Make sure you tick the box of any service that you want to buy and use the drop down menu to select the number of services like FSO visits that you require.

9 You will see individual prices for each service (and the calculation involved) and the total price at the bottom of the screen. For a quotation service please enter details of your request. When you are happy that you have selected all the services your school needs click on Add to basket. You can print a copy of your Quick buy page or your Shopping basket by clicking on the print icon 2. Browse and buy New Services Browse and buy New Services view individual service descriptions, SLAs and packages available. You can see more about each service and download the Service Level Agreement for that service by clicking on Services, scroll down to Browse and buy new services. Select the service you are interested in and go to their homepage. Click on Buy now for to select the package that you require.

10 Shopping Basket Click on Shopping Basket Make sure that you are happy with the services you have selected. Items selected can be removed from your Shopping Basket by un-ticking the left hand box prior to checking out. Checking out Only the head teacher can checkout the purchases Terms and conditions You need to confirm that you have read and accepted the Terms and Conditions. We have a general set of terms and conditions that apply across all our services, these should be read alongside the service specific information in the individual Service Level Agreements. Click on Checkout You will see a confirmation message to tell you that the services have been ordered. You will then be charged in the usual way.

11 Communication An additional means of communicating with a service team Do continue to contact your service providers by phone or Current messages show on the Communication page with the trail of previous messages Use Send a new message in much the same way as sending an There is a filter function to help find items Sending messages We hope you will continue to phone to speak to services or use existing contacts but a message facility is available. 1. Go to the Communication tab 2. Various functions are shown including Send a new message 3. You can filter messages by your role, by status (open, closed etc), by type (news etc) and so on 4. Other relevant messages are also shown by clicking Read the message opens and you can download any attachments 5. Click on Send a new message you can search for a service by typing a key word anything that matches will appear make your choice 6. Enter the subject and text 7. Click the box if you want a response and send it

12 Reporting Click on Reporting on the blue menu bar to run various types of reports including your purchase history. 1. Select the report you want, click run a report 2. Go to the bottom right hand corner of the page. Choose your format pdf, Excel, CSV or Word and export your report

13 Help On some pages there are blue i symbols information on that function hover over them to show Click on help in the top right hand corner of the screen. This will take you to this screen Click on the Knowledge Base for a wide selection of help items (or use the search box Phone or us Options are: contact the service of interest to you for help with using the system please contact Jo Foy oror joanne.foy@gloucestershire.gov.uk Phone: Business Service Centre Phone: