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Requests Module

9.1. General Rules

Note:  Security Information Popup.

At times you may see a popup window displaying an error message when trying to create, view, or edit a request. 

Click on the “Yes” button.  This will allow you to view the geospatial location associated with the request.  If you click No, the interactive map will not be shown on the page.

How do I run a Requests Module report?

To produce Requests Reports, navigate to the FIS Reports Module, where you may choose from several standard report options which includes a Requests and Assignments ad hoc report.

9.1.1. What is the purpose of the Requests Module?

The purpose of the Requests Module is to record information related to annual Requests of fish and eggs to and from National Fish Hatchery System facilities. The Requests Module captures detailed information about species and strains requested for distribution into the wild or transferred to other facilities and enables fast access to National and Regional summary reports by species, taxon, and other search criteria. The Requests Module provides a useful and efficient tool for recording and reporting Requests information, especially for inland trout egg requests of the National Broodstock Program, thereby enhancing the overall accountability of the National Fish Hatchery System.

9.1.2. What is a Request?

A Request is defined as a requisition for any fish or eggs to be transferred or released to or from any Service facility in the National Fish Hatchery System.  An individual Request has a lifecycle with the following phases: Creation, Assignment and Distribution.  A user in the Basic User (office edit) role creates a new Fish or Egg request for his or her field office.  This initiates a Request that will be assigned later in the life cycle of the Request.  Once created, any Basic User in the field office can edit that Request.  The users creating these Requests are generally users in a National Fish Hatchery who have a need for Eggs or Fish to be delivered from another Fish Hatchery to a facility or released into a water body.  Users in the Regional Super User role will enter Requests from non-Service facilities, provided the distributor is within the Service.  Regional Super Users can manage requests for any field station within the Region, and Washington Super Users can manage requests for any field station in any Region.

A Request record should consist of a single order for fish or eggs. It should describe a species and strain requested by a facility on a unique date for distribution to a unique location. An Assignment will be made from each request to a distributing facility (generally to the Preferred Delivering Facility), and a Distribution Record will be automatically generated from each assigned Request, with the option of generating additional distributions to the same location at later dates.  Request records should not be "lumped" to include multiple locations and Request dates in a single Request record.

9.2. Requests Module Home Page

Existing request and assignment records for the user’s office will be displayed in a table on the Request Module Home Page.  If there are no records, you have the option of making a new request by clicking on the link provided, or searching for requests and assignments.

9.2.1. How do I view or edit an existing Request Record?

To edit or view an existing Request Record, click on “Edit” or “View” for the desired record in the table.  This will take you to the individual record, where you can edit the fields of the request.

Note: You may “edit” a current fiscal year record only. You may not edit a previous year's record.

9.2.2. How do I create a new Request Record?

To create a new Request Record, click on the “Make a New Request” link.

9.3. Search for Requests Page

You may use the search tool on the Request Module Home Page by clicking on “Search for Requests”.  This will take you to the Search for Requests page, where you can quickly find existing records for your Station based on the following search criteria: Life Stage; National Broodstock Program (yes or no); Species; Strain; Date Needed (date range); Requesting Region; Requesting Office; Assigned Office; Request Status; Management Area; and Purpose. 

9.3.1. From the Search Results Table, how do I edit records?

Existing requests are displayed in a table. Note: You may sort the information in the table by clicking on the desired column header, or do a multiple sort by holding down the shift key and clicking on each header you want sorted.

From this table you may:

  1. Click “edit” to go to the Update Request page, where you can edit Details and Location of an individual Request.
  2. Click “view” to view Details and Location information on the same page for an individual Request.  Once the View Request page is displayed, you may also edit or delete this request by clicking on the link provided.  Any existing assignments made from this request can also be seen on this page.

9.4. Create a New Request Page.

9.4.1. How do I create a new Request?

From the Request Module Home Page, click “Make a new Request” from the Options menu on the right hand side of the page.  This will load the Fish and Egg Requests Home Page containing “Details” and “Location” tabs for making the request.

9.5. Fish and Egg Requests Home Page

The Home Page for an individual Request record contains two “Channels” with specific information about the Request. Channels include: Details and Location. Depending on the life stage (egg, juvenile, adult), the fields in the channels may vary. Detail and Location Channels are selected by tabs for access to information fields.

9.5.1. Details Channel

9.5.1.1 What Details Information do I need to provide when creating a Request Record?

Office:  Office name is the name associated with the user’s office, and is automatically loaded.

Species: (required) Select the species associated with this Request from a drop down menu.  The list comes from your Station’s Species List in the Station Profile Module. If the species that you are requesting is not in the drop-down list, go to the Station Profile Module and add it.

Preferred Strain: Select a single strain associated with this Request from a drop down menu.  Only strains of the species chosen are displayed in the drop-down list.  If you do not wish to request a specific strain, select No Preference.

Alternate Strain: (optional) Select a 2nd choice for an acceptable strain if your 1st choice is not available.  Multiple selections are not permitted, but once you select 1 alternate strain, a link appears where you may “Add another”.  If you do not wish to request alternate strain(s), select No Preference.

Quantity: (required) Enter the total number associated with this Request. 

Request Type: (required) Choose a life stage for the request:

    • Egg - Implies eggs at any stage of  development.
    • Juvenile – Includes all life stages between egg and adult (e.g. fry, fingerling)
    • Adult – Adults are generally defined by sexual maturity (however, this may vary by species/management program).

Max Length: (optional) Enter the maximum acceptable length associated with this Request. (Juvenile or Adult only, not Eggs.)

Min Length: (optional) Enter the minimum acceptable length associated with this Request. (Juvenile or Adult only, not Eggs.)

Date Needed: (required) Choose the date needed for the distribution of this Request from the calendar displayed.  The calendar display will begin with the current month of the current fiscal year.  You may select a month, day and year up to 10 years from the current fiscal year.  Field will be populated with the date in the following format: MM/DD/YYYY

Preferred Delivering Facility:  (required) Select the button for “National Fish Hatchery”, “State”, “Other”, or “No Preference” as the preferred facility for distribution of your request.  You may then select an appropriate NFH or State from the drop down menu, as well as enter additional text in the text field provided (such as a facility name if State or Other).  The text field is limited to 200 characters.

National Broodstock Program: (required) Click the “yes” or “no” button according to whether or not the preferred delivering facility is part of the National Broodstock Program.  Click on the “?” to view a list of National Broodstock Program facilities.  If “No Preference” is selected, or the preferred delivering facility is not listed as a National Broodstock Program facility, then select “No”.

Purpose:  (optional) Select the main purpose for the use of the eggs or fish by the requestor. 

Comments:  (optional) Enter comments associated with this request.  Comments cannot exceed 4,000 characters.

Contact Name:  Enter the name of the contact associated with this request.  If there are multiple contacts (such as Service contact, and contact for receiver of the distribution), enter all appropriate information up to 200 characters.

Contact Phone:  Enter the phone number where the primary contact can be reached.  This must be in the format (xxx)xxx-xxxx.  The area code must be valid and cannot start with 0 or 1.

9.5.2. Location Channel

9.5.2.1 What Location information do I need to provide when creating a Request Record? 

The Location is where the Distribution of this Request should be received.  This may or may not be the same as the requesting office.  When the request is made by the Regional Office or Washington Office on behalf of a requester outside of the Service, this location would be for delivery of the eggs or fish to the requester’s preferred location.

Distribution Method:  (required) Select the button for either of the following type of distribution sites -

  • Transfer sites include hatcheries, aquaria, academia, FTCs or FHCs (includes ponds at these facilities). Fish are typically transferred to facilities for grow-out, research, outreach, etc.
  • Release sites are locations for distribution in the wild. Eggs or Fish are typically released into a body of water for the purpose of restoration, recovery, or mitigation.

Distribution Site: Select one of the Distribution Sites shown on the Google Map. The locations displayed are your Station’s Request Locations from the Station Profile Module).

  • If you don't see the location you are looking for, you may go to the Station Profile Module and add a location. Note:  Always Search for distribution sites to add to this station:” first, to avoid duplicate site entries (another station may have already added this site to FIS).
  • Place your pointer over the desired Request location and “select” that location. Remember to “save” before leaving this page.

Note:  If all of the required information has been entered and saved, a summary page of the Details and Location will appear.

9.6. Delete a Request.

9.6.1. How do I Delete a Request?

  • To delete an existing record, first find the record or group of records using the search tool on the Request Module Home Page.
  • Existing requests based on the search criteria are displayed in a table.
  • From this table:
    • Click “view” to go to the record to delete an individual Request. This opens the View Request page with details of the request. 
    • Note: You may delete an undistributed record only.  If one or more distributions have been made from an Assignment to a Request, the Request cannot be deleted.  If a Request is deleted, then the associated Assignments are also deleted.
  • Click on the “delete” link in the upper left corner.
  • This brings you to the Delete Request page.  Click “Yes, delete”      
  • This will bring you back to the Request Home page, with the deleted record no longer displaying in the table.
  • If you click on the “NO, do not delete” button, this will take you back to the View Request page with a cancellation notification.

9.7. Create a New Assignment.

9.7.1. How do I create a new Assignment?

  • From the Request Module Home page, click on “Assign Requests” from the Options menu on the right. This opens the Assign Requests page.
  • Find assignments by selecting any of the available search criteria, and click on “Search”.  Results will be displayed in a table.
  • Click on “Add an Assignment” to assign all of part of the Request to a delivering facility.
  • Select delivering office and strain from the available drop down menus.  Enter the number you wish to assign to the delivering office.

9.7.2. How do I search for an Assignment?

  • From the Request Module Home page, click on “Assignment Search” from the Options menu on the right. This opens the Search for Assignments page.
  • Find assignments by selecting any of the available search criteria, and click on “Search”.  Results will be displayed in a table.

9.8. Make a Distribution from an Assignment.

9.8.1. How do I distribute an assigned Request?

  • From the Request Module Home page, Assignments made to your office are displayed in a table.
  • Click “Distribute” to distribute all or part of the Request to the associated distribution site.

OR

  • From the Request Module Home page, search for an assignment as outlined above.
  • In the table, click on “Distribute” to distribute all or part of the Request to the associated distribution site.
  • This will create a Distribution page in the Distributions Module, where many fields are pre-populated with information from the associated Request and Assignment.
  • See the Distributions Module for information for related information.
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