1 / 50

Electronic Workflow using UGARUSS

Electronic Workflow using UGARUSS. A new DFS system. UGARUSS. New system for routing a variety of electronic documents Off-campus Equipment request, renew, and return Employee work address and phone updates Others to be developed – adjunct faculty, hourly personnels

avon
Download Presentation

Electronic Workflow using UGARUSS

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Electronic Workflowusing UGARUSS A new DFS system

  2. UGARUSS • New system for routing a variety of electronic documents • Off-campus Equipment request, renew, and return • Employee work address and phone updates • Others to be developed – adjunct faculty, hourly personnels • Common look and feel across all documents • Uses open source workflow and application development tools available from Kuali Foundation • No need to create everything ‘from scratch’ • Incorporates ideas and best practices from broader IT community • Different look and feel from existing DFS applications

  3. UGARUSS Features • Notes and Attachments • Route log • One Action List for all approval items • Shows ‘before’ and ‘after’ values on change documents • Highlights fields that have changed

  4. UGARUSS Basic end-user functions • Perform a lookup • Modify an existing record (set of data) • Create a new record (set of data) • Approve/disapprove documents • Search for and view documents

  5. UGARUSS Help Page Instructions in the right-hand section Contact phone and email at the top of every page in the system

  6. UGARUSS Help Page Login link in the left section - routes through Central Authentication Service (CAS) which is a common sign-in for multiple applications

  7. CAS Log in

  8. Lookups – Find Information • Lookups use existing mainframe access where applicable • Building, room, department, and jobclass – no access required • Equipment Inventory – uses Equipment access

  9. Lookups • If you perform a search and leave all of the search fields blank, it will return all data that you are authorized to.

  10. Lookups

  11. Lookups • You can narrow down the search results by filling in some of the search parameters • You type search information in the fields provided, or for some fields you can look up values if you don’t know them • The magnifying glass next to a field is a link to lookup a specific value (eg. Building number). This will open up another lookup page.

  12. Lookups • Enter some search parameter(s) and click Search • Use an asterisk (*) to represent wildcard characters • Eg. *biol* in Building Name will search departments with biology at the beginning, middle, or end of the name

  13. Returning a sub-search value Click ‘return value’ next to the building you want to search on in your original lookup page.

  14. Returning a sub-search value The building number for the Plant Biology building has been automatically populated on the Room Lookup page. Click Search to get a list of Rooms for this building.

  15. Search Results

  16. Equipment Inventory Lookup • Lookups use existing mainframe access where applicable • Equipment Inventory – uses Equipment access • Email russhelp@uga.edu to request the link to the Access Services form

  17. Equipment Inventory Lookup • Use this to view all of your equipment (not just off-campus equipment) • One way to limit to off-campus is to search on Room Number of 8888* • all off-campus equipment should have room number 88887 or 88888.

  18. Sorting Results • The small arrows next to the column headings allow you to sort the results by any of the columns. • Sort by expire date • If the small arrow is pointing up it is sorted in ascending order, click the arrow again if you want it sorted in descending order

  19. Results Display and Export • All lists have the option of displaying 10, 25, 50, or 100 rows per page • Exporting to xls (Excel), csv (comma separated values), or xml format currently gives an error

  20. Coming Soon • Equipment AICO lookup • No authorization is required • Will display the name of the AICO for each department that is set up for RUSS off-campus equipment forms

  21. Transactions (Documents) • Modify existing information • Create new information

  22. Modify Information • Employee Work Address and Phone Changes • Off-Campus Equipment Renewal • Off-Campus Equipment Return First step is to search for the information you want to modify

  23. Employee Work Address Requires IMS HR or Payroll query access

  24. Work Address Lookup • Required fields are indicated with * • Home Department is required for performance reasons

  25. Work Address Lookup • The employees from this department are listed • Use navigation buttons at bottom to scroll through pages • Choose the address/phone to change by selecting the ‘edit’ link in the Actions column

  26. Work Address/Phone Update • An electronic document has been started with columns for Old and New values. • Lookups are available for Building and Room – they must be in official format (eg. Room 00B22)

  27. Work Address/Phone Update • Lookups are available for Building and Room – they must be in official format (eg. Room 00B22) • The lookup will pass the values for building and room that are on the current form

  28. Building room search • Values were passed from the form – clear some out (eg. Clear out Room to search all rooms for this building).

  29. Changed fields After the document is saved, changed fields are highlighted for easy recognition.

  30. Notes & Attachments • Notes and Attachments, Ad Hoc Recipients, and Route Log can be accessed on any document. • Click the triangle next to the word to open the section. Clicking it again will close the section.

  31. Notes & Attachments • You can add a note or attachment or both. Attachments must include a note (but a note does not require an attachment). • You need to click the Add button to add the note and/or attachment to the document • Notes and attachments can be added or viewed by anyone in the approval chain. • The number in parentheses indicates the number of note or attachment entries for that document.

  32. Submit/Save/Cancel • Submit – processes the document through approval chain if required • Save – keeps the document but does not submit it. • Access the document through Document Search or Action List to submit later • Cancel – deletes this document from the system

  33. Submit – Error Checks • Click the submit button to route the completed document. • If there are errors, a red box will appear at the top of the page with information about the problem(s). For example, description is required, room and building must be valid, etc. • Correct the errors before submitting

  34. Equipment Transactions • Off-Campus Equipment Request • Off-Campus Equipment Renewal • Off-Campus Equipment Return (AICO)

  35. Scheduled Jobs RUSS includes some scheduled jobs to facilitate the off-campus equipment process . For equipment that was checked out electronically: • Email notification to employees when a piece of off-campus equipment is 30, 14, and 7 days from expiration. • Daily email notification to the employee if the expiration date has passed. • These emails continue until the renewal or return has been fully approved. • For departments set up in RUSS, email is sent to AICOs on 1st and 15th of each month listing all off-campus equipment authorizations that will expire that month (equipment checked out on paper and electronically).

  36. Transactions • Off-Campus Equipment Request

  37. Off-Campus Equipment Request • There are no Old and New columns • The left navigation panel (in pink) contains the Notes & Attachments, Route Log, etc. This creates cleaner navigation for more complicated forms.

  38. Request Multiple Items Click the Add Line button to create a row; can click multiple times but do not leave any blank rows.

  39. Request Multiple Items • Type the inventory number and tab to the next field (description and department will display) or click the magnifying glass to lookup the number. • Click Add Line button again if you wish to include more than one piece of equipment on this request.

  40. Multiple Items Use the delete button at the end of an equipment row to remove an item if it is not needed (either a blank row or an inventory item).

  41. Input suggestions Suggestions help avoid errors.

  42. Document Route Log • The Route Log shows the Actions Taken and Pending Action Requests. • Actions Taken have already been completed. The first action on an enroute document is submitting it for routing. • Pending Action Requests is where the document is waiting for approval.

  43. Document Routing • Requests and renewals route from the employee to a department approver and dean approver. • If multiple items are included on one document it’s possible for some items to be deleted from the request before approving the document. • The employee and AICO receive an email when the document is fully approved. • Returns route from the AICO to Property Control. • If a document is disapproved it must be recreated (currently not possible to return and make a change).

  44. Document Searches 0 • Documents are available to anyone who submits documents or approves them. • We can also grant permissions to documents based on roles (eg. AICOs are able to see equipment requests and renewals submitted for their departments).

  45. Document Search • Includes search parameters similar to other lookups. • If no search parameters are entered the system will return only documents created that day (for performance reasons).

  46. Document Search Results • If you click on a column heading the results will be sorted by that column. Click the column a second time to sort in reverse order. • Select the Document ID (first column) to see the document. • Select the Route Log (last column) to see routing details. • Document status • Saved - document not yet submitted for routing • Enroute – document is routing through the approval chain • Final – document has been fully approved • Disapproved – document was rejected by an approver • Exception – there was an error somewhere in the routing

  47. Approvers – Action List • A link to the Action List appears at the top of the main menu. • The list will include all types of documents (Equipment requests, renewals, returns, Employee address changes, etc. )

  48. Action List • Documents awaiting action will appear in the list. • In most cases the action required is an approval, but FYI or acknowledgement actions can also exist. • To take action on a document, the individual selects the Id number in the left-hand column to open the document for approval, disapproval, or acknowledgement, or to complete and submit it.

  49. Off-Campus Equipment Set Up • Contact Craig Mathews in Property Control • Need names and myids for: • AICO • Department Approver • Dean Approver

More Related