CatholicReliefServicesAfghanistanProgramICTDepartment
AirTravelRequestSystem(ATRF)
CRS AFGHANISTAN
User Manual
Version 1.4
Published Date: March 09, 2012
_______________________________
Arash Siddiqi
Information, Communication and Technology Manager
CRS – Afghanistan
Email: [email protected] | [email protected]
Skype: arash.siddiqi
Contents
Overview ....................................................................................................................................................... 1
Installation ................................................................................................................................................ 2
Support and Helpdesk ............................................................................................................................... 2
User Roles and Definition ......................................................................................................................... 2
Getting Started with ATRF ............................................................................................................................ 3
ATRF Key Features at a Glance ..................................................................................................................... 4
NEW ATRF ................................................................................................................................................. 5
Verification and Authorization of Supervisee Pending ATRF .................................................................... 7
Supervisee Verified or Approved ATRF ..................................................................................................... 7
Change Contact Information ..................................................................................................................... 9
Change Password ...................................................................................................................................... 9
Cancel Pending ATRF ............................................................................................................................... 10
Administration Module ............................................................................................................................... 11
Book Flight .............................................................................................................................................. 11
Statistical Trends ..................................................................................................................................... 13
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Overview
ATRF system is an electronic system where enable CRS Afghanistan staff to
access it from anywhere at any time and enables them to arrange their
Travel Requests more accurate and easy as follow:
1. Requester Request for an ATRF and selects the verifier and approver for
the ATRF.
2. When the request is done, a notification email will be sent to the selected
verifier to verify the ATRF. Whenever the verifier logins the system
he/she will see the ATRF for verification.
3. When the ATRF is marked as unverified by the verifier, the requester will
be notified and can see the details when logging on to the system.
4. If ATRF is verified, the requester will be notified and the email notification
will be sent to the approver in order to authorize/approve the verified
ATRF.
5. When the approver/authorizer disapproves the verified ATRF then the
verifier and requester will be notified by email and the requester can see
the reason in the system.
6. When the ATRF is approved / authorized, the administration staff will be
notified by email in order to provide the flight information on the system
and both the verifier and requester will be informed for the approval.
7. Then the administration team will do the needful regarding the request.
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InstallationThe software does not require any installation as it is a web based application. The
application / website can be accessed by using Internet Explorer 7.0+, Google Chrome, and
Mozilla Firefox using following URL address https://go-apps.crs.org/atrf
SupportandHelpdeskFor any type of inquiry, suggestions, problems related to the electronic ATRF system please
write to us to the following email addresses:
UserRolesandDefinitionThe different possible roles for accessing the ATRF system are:
1. User: In this role a user (staff) is allowed to access his / her own requested ATRF
whether pending, approved, cancelled, etc. Besides, can review the verification and
authorization of their supervisee requests. This is the default for all employees.
2. Admin: In this role a user (staff) has the permission of booking flights for the
authorized requested ATRFs, track employee according to their ATRF routes, having
access to the different requested ATRF reports and statistical information, etc.
3. DBA: In this role the user (staff) has 'Administration' level access to the system i.e.
he / she will be able to manage Employees, DS/PNs, GL Accounts, Roles, etc.
Note:
An employee can have multiple roles over the ATRF system.
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GettingStartedwithATRF
For Using the ATRF, the following steps should be taken:
1. By Browsing following URL (https://go-apps.crs.org/atrf) you will be prompted to
enter your ATRF account credentials, write your Username and Password (by default
the Username and Password is your T4Code) and click the Login button. You will be
shown the key features of the system as per your level of access and permission.
NOTE:
Please note, that at any time you can change your password and contact information
from within the ATRF system when you are logged in.
Please remember that the system is case sensitive, therefore, you have to be careful
to enter your Username and Password correctly.
If you don't have ATRF Account and / or you forgot your password; contact following
email [email protected] or [email protected].
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ATRFKeyFeaturesataGlance
The key features of the electronic ATRF system are as follows:
NOTE:
You can cancel your requested ATRF that are still pending for verification and
authorization using the 'Pending ATRF' link under the 'Account' module. Please
note, after your cancelation the verifier and the authorizer don't see the canceled
ATRF for verification anymore.
This feature gives the ability of requesting new ATRF.
Using this feature gives you the power to change your Password.
With this feature you can change your contact information i.e. email and mobile.
Verify your supervisee requested ATRF pending for your verification.
Approve your supervisee requested ATRF pending for your authorization.
View your supervisee ATRF that verified by YOU.
View your supervisee ATRF that approved by YOU.
View your draft ATRF; you can resubmit them for verification and authorization.
View your already requested ATRF pending for verification and authorization.
You can view your requested ATRF that has been both verified and authorized.
You can view your requested ATRF that has been either unverified or unauthorized.
You can view your requested ATRF that has been canceled by YOURSELF.
Welcome
Module
Inbox
Module
Account
Module
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NEWATRFSimply click the New ATRF link under the Welcome module located on the most top-right.
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NOTE:
Please remember to type the date format correctly as it is demonstrated
(mm/dd/yyyy). Wrong date format will leave your requested ATRF incomplete.
You cannot type more than 1000 characters for the Purpose of Travel and
Remark box.
If you don't see the required DS/PN or GL Account please contact following email
You can draft your ATRF by using the Draft ATRF Button; and then you can find
your drafted ATRF for resubmission by navigating the Draft ATRF Link under the
Account module.
Please note to pay attention on the feedback that you are prompted through the
system after submission of your ATRF if your requested has been submitted correctly
and completely.
Remember if you are informed that you submitted your ATRF mistakenly or for any
reason you don't want that ATRF to be prompted to the verifier and authorizer you
can simply cancel that ATRF by navigating to the Pending ATRF Link under the
Account module.
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VerificationandAuthorizationofSuperviseePendingATRFSimply click on the Verify Pending ATRF or Approve Pending ATRF Links under the
Inbox module on the left side of the system; if there is any pending ATRF for your
verification or authorization they will be listed in descending order (the most recent
requested ATRF on the top) as it is demonstrated with following screenshot:
SuperviseeVerifiedorApprovedATRF
Viewing the supervisee verified or approved ATRFs navigate to the Supervisee Verified or
Supervisee Approved Link under the Inbox Module. See the beneath screenshot for more
clarification:
Clicking the Decision Link will display the detail for the requested ATRF.
You can decide to either verify/authorize or disapprove or rejecting it by asking the requester to correct the ATRF again.
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ChangeContactInformation
Navigating to the Change Contact Link under the Welcome Module will show up the
change contact window where already filled out with your previous contact information and
you can simply update them with your new contact information and finally click the Update
Button. See the beneath screenshot for better understanding:
ChangePassword
If you want to update the password simply navigate to the Change Password Link under
the Welcome Module and provide your previous password and then write the new
password and for the confirmation re-enter the new password and finally click the Change
Password Button. See the following screenshot for better understanding:
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CancelPendingATRF
If for any reason you don't want your requested ATRF be displayed to the verifier or
authorizer for the verification and authorization you can cancel them by navigating to the
Pending ATRF Link under the Account Module and finally click the Cancel Button as it is
demonstrated in the beneath screenshot:
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AdministrationModule
This section is considered only for the administration section where responsible for booking
the flights for the authorized ATRFs and to track the employee according to their requested
ATRF routes. Last but not least they are able to generate reports and statistical information
using different criteria and conditions.
BookFlight1. To book a flight for the authorized ATRFs navigate to the Book Flight Link under the
Flight Arranger Module; all the authorized ATRFs will be listed to you as
demonstrated with following screenshot:
2. Click the Booking Link on each related ATRF record to see the details of that ATRF
as well as to write down and book the routes for that ATRF as it is demonstrated in
the next page.
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* ** **** ***
1. Click the Book Flight Link to see the window to enter the flight schedule.
2. Fill out the correct flight schedule for the selected route.
3. Click the update Link to save the Date.
* And ** Click this Button when you are sure all the flight schedule for each route has been recorded
completely. It is mostly recommended to use this Button when the requester returned from the travel.
*** Clicking this Button will notify the ATRF Requester and Verifier that flight schedule has been booked either
for one of the requested route and for all.
**** Clicking this Button will notify the Transportation staff that there is a new booked flight and the
Transportation staff could see the detail of the booked ATRF in another section related to them.
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StatisticalTrendsThe electronic ATRF is able to provide different type of statistical and summary of
information for the DS/PN, GL Account, Office State, etc. as demonstration by the following
screenshots:
NOTE: Please note that all the calculation for the reports and statistical information are
based on the selected DS/PN, GL Account, and State Offices. Therefore, it is highly
recommended to select the correct information during the request of new ATRF. If the
needed information is not available please contact the System Administrator using
following email [email protected].
