Transcript Workflow Implementation

Introducing Workflow for
Requisitions and Non-PO
Vouchers
FAR - March 23, 2016
Thank you…
• For your patience…
• For your cooperation, collaboration and suggestions
• Availability and willing to test processes
• System changes based on suggestions and recommendations
• More changes will come to improve system efficiencies and process
• For your attendance and encouraging training
• For being a huge part of this change!
Introducing Workflow
• Replace SharePoint interim Requisition and Non-PO Vouchers approval
process
• Workflow will become the budgetary approval process to be completed for
Cost Center and Project Id’s (Grant & Capital) budget approvers
• Requisitions approval process will require Commodity and Foreign Vendor
approvals (as applicable)
• NEW Go-Live Date: March 28, 2016
Introducing Workflow
• Workflow User Role Terminology
• Approver: Electronic approval by Cost Center, PI (Principal
Investigator), PM (Project Manager), RSC (Research Service
Center) or designated Capital Project Manager
• Creator : Individual who creates electronic documents
Workflow-Benefits for Requisitions
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•
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Streamlined - Single system approval process
Fully Automated – email notification to all users with direct document links
Varieties of approval access
Ability to add Adhoc Approvers/Reviewers
Options to request requisition edits by Budgetary and Commodity/Foreign
Vendor Approvers.
Requisition Workflow Diagram
Requisition
Created
Budgetary
Approval
Email
Notification
(if applicable)
Email
Notification
Cost Center,
PI, PM,
RSC, Capital
Projects
System
approved if
below
$15,000.00
Foreign
Vendor
Approval
Commodity
Approval
(if applicable)
Email
Notification
EHSRM,
Facilities
EPM, FLEET,
LARC
Automated
System Process
Office of
Research
Integrity
Budget Approval Process
Cost Center 1
Grant PI 1
Cost Center 2
Grant PI 2
Grant RSC
Capital Project
WIIFM - Requisitions
• Streamlined approval process
• Order Track/ Review (by Creators and Approvers)
• Complete document accountability
• Transactional approval history
• Who has approved and future routing
Workflow-Benefits for Non-PO Vouchers
•
•
•
•
•
•
•
•
Streamlined – Single system approval process
Fully automated – email notification to all users with direct document links
Varieties of approval access
Ability to add Adhoc Approvers/Reviewers
Approval process tracked and monitored in PeopleSoft
Routes to multiple funding paths simultaneously
Incorporates “Push Back” and “Denied” functionality
Able to attach scanned support documentation
Voucher Workflow Functionality
WIIFM – Non-PO Voucher
•
•
•
•
•
•
Interim form no longer needed (SharePoint)
Supporting documentation electronically attached and readily available
Eliminates potential for lost vouchers and re-work
Approval process tracked and monitored in PeopleSoft
Upon approval review, able to deny and request document edits
Ability to insert additional approver
Next steps…
• Department Preparation for workflow implementation
• Training
• Online Approval Training available 2/29/16 (PS 305)
• Updated Creator classroom trainings (PS 202.02 and PS 203.04)
• Training and Development website: http://www.training.utsa.edu/
What questions do you have?
Contact Information
• Disbursements and Travel Services
• Website: http://www.utsa.edu/financialaffairs/dts/
• Main Line x-4213
• Email: [email protected]
• Purchasing
• Website: http://www.utsa.edu/purchasing/index.cfm
• Main Line x-4060
• Email: [email protected]
Resources
• HR- My Training (Register for Classroom Training)
https://mytraining.utsa.edu/flexapps/classroom/index.html
• Cheat Sheets
• Budget Exceptions
https://www.utsa.edu/financialaffairs/training/DTS/UTShareBudgetCheckingExceptionsExamples2.p
df
• Combo Edits http://www.utsa.edu/financialaffairs/accounting/tips.html
• UTShare Training Materials: http://www.utsa.edu/utshare/Training/
• FMOG (Financial Management Operational Guidelines)
http://www.utsa.edu/financialaffairs/opguidelines/
Thank you !!!
For your continued support
We Partner to deliver excellent service!
Together We Create positive change!