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New eForms for Online Applications of Central IT Services/Facilities

[The following message is sent to List C on 1 Dec 2017.]

New eForm System - Smarter IT Services, Work Smarter

In line with the spirit of the University’s SMARTER@HKU initiative, IT Services (“ITS”) has overhauled its eForm System for improved work efficiency and user-friendliness in supporting departments in their online requests of the central IT services/facilities. 

The new System has just gone live today (30 November 2017).   From now on, all old online application forms will be replaced by the new eForms that will continue be accessible via https://www.its.hku.hk/forms or HKU Portal (Campus Information Services > Central IT Services > Apply for Facilities/Services).  A few worth mentioning features of the new eForm System are listed below-

1.   The eForms are easy to use and intuitive.  Status tracking of the submitted service/facility applications can be shown by means of the “Search” function.

2.   Allowing Heads of Departments to assign delegates to endorse the eForms submitted so as to reduce their related work burden.

(For Department Heads who require to assign delegates, please click here to fill out an online form.)

3.   Streamlined workflows that eliminate any paper use are realized.  In other words, starting from 30 November 2017, ITS will not handle any service/facility requests/applications that are made using the “old paper forms”.

4.   The new “CF36 - ITS Order Form” will replace the old “ITS Ordering System”.  The former is built with a streamlined workflow for departments to order cost-recovery services or software items.

Certain ITS services that can be applied/requested through the eForm System are provided on a cost-recovery basis.  We would like to advise that it is desirable for Department Heads to assign at least two of delegates who are registered with Finance and Enterprises Office (“FEO”) for approval of “purchase orders, invoices, payment/reimbursement claims and petty cash claims” at a level of not less than HK$20,000 so that they can approve the eForm requests that involve a charge of HK$20,000 or less.  (Any requests involving a charge of more than HK$20,000 require the endorsements of Department Heads.)

To register your colleagues with FEO for the delegated authority of approving “purchase orders, invoices, payment/reimbursement claims and petty cash claims”, please complete and return the application form on “Specimen Signature” (available at http://intraweb.hku.hk/reserved_2/finance/forms/specsign.pdf?v=1506068306602) to Finance and Enterprises Office.

ITS will hold the following briefing sessions on the new eForm System.  Interested colleagues of your department are invited to join any of them and register via the following links under HKU Event Management System-

Date

Time

Venue

Medium of Instruction

Registration Link

7 December 2017
(Thursday)

4:00 – 5:00 pm

KB-110

Cantonese

https://hkuems1.hku.hk/hkuems/ec_hdetail.aspx?UEID=53185

8 December 2017
(Friday)

9:30 – 10:30 am

KB-110

English

https://hkuems1.hku.hk/hkuems/ec_hdetail.aspx?UEID=53186


A step-by-step user guide on the new eForm System is accessible at http://intraweb.hku.hk/local/its/eform/index.html.  For any questions, please contact our Service Desk at ithelp@hku.hk or 3917 0123.

Yours sincerely

 

P T Ho

Director of IT Services

Information Technology Services