State of Kansas – SMART Agency Configuration Workshop Requisition Approval Workflow

1. State of Kansas – SMART Agency Configuration Workshop Requisition Approval Workflow

2. Meeting Agenda • Overview of Requisition Workflow • Roles and Responsibilities • Approval Process • Breakout Session • Questions • Next Workflow Session 2

3. Team Introduction • SMART Purchasing Team • Angela Hoobler – State Lead • Jerry Clements – State Team • Kurt Hafner – State Team • Donnita Thomas – State Team • Thomas Chen – Accenture Lead • Adam Cherevka – Accenture Team • Contact Email: sunflowerfms@da.ks.gov 3

4. Objectives • Participants will understand the State’s approach and abilities for agency requisition approval. • As an agency, be able to decide what approver roles you will need in SMART. • Identify which users in your agency will be in these approver roles. 4

5. Overview – SMART Requisitions • SMART comes with standard mechanisms for requisition approval. • The SMART approval process will route the requisition lines to the configured approver(s), and then to their buyer. • The requisitions will be sourced to a purchase order when all agency and, if applicable, Division of Purchases and Division of Budget (for vehicles) approvals are complete.

6. Requisition Workflow 6

7. Roles and Responsibilities • Approval Roles – The below roles (job functions) are defined in SMART for requisition approval levels. A user within SMART can have multiple roles, or the users can be specialized. • Requestor: This is the person within the agency that is requesting the goods or services. • Requisitioner: This person enters the requisition into SMART on behalf of the Requestor. The Requisitioner may also be the Requestor. • Approver: This is the person within the agency who approves or denies the requisition for a specific requestor.This person may also edit the requisition. (See last slide) Does not have final approval authority. 7

8. Roles and Responsibilities (cont) • Buyer: The buyer validates that the requisition contains the necessary elements, such as Contract ID and Vendor ID, before being turned into a PO or a Bid event. Has final approval authority if within their delegated authority or on contract. • Ad Hoc Approver: This approver can approve or deny transactions in “one-off” scenarios when someone in the workflow chain routes the requisition for their approval. • Division of Budget Approver: This is a pool of approvers that approves or denies vehicle purchases. • Division of Purchases Approver: This is the approver that approves Prior Authorization requisitions or begins the bid process for purchases exceeding an agency’s delegated authority.

9. Agency Approval Process • SMART routes requisitions for user approval via the worklist. • As users select requisitions from their worklists, the requisition information is displayed. • Requisitions will workflow within an agency based upon the approver noted for the user. • The final agency approver will be a user in the Buyer role. 9

10. Requisition Workflow – Create Req 10

11. Agency Workflow Process • The Agency Requisitioner enters the requisition into SMART, identifying the Requestor on the requisition. • The Agency Requisitioner saves and submits the requisition for workflow approval. • After it passes budget check (batch process), the requisition is routed based on the Requestor’s approver (Approver 1). • NOTE: If the requestor has no approvers, the requisition will route directly to the buyer. 11

12. Requisition Workflow –Approver 1 12

13. Agency Workflow Process cont. • Approver 1 either approves, denies or pushes back the requisition lines. • Approve: Workflow those requisition lines to the next approver (Approver 2). • Deny: Send the requisition lines back to the requestor. This does not cancel the requisition. • Pushback: Send the requisition lines back to the requestor. • Approver 1 may edit the requisition if needed. For example, may add or edit chartfields on requisition lines. (See last slide) • Comments may be included on the requisition at any stage. For example, if denied, an approver may want to provide justification for the denial.

14. Requisition Workflow – Approver 2 14

15. Agency Workflow Process cont. • The requisition lines workflow to the assigned approver for Approver 1 (Approver 2). • Approver 2 either approves, denies or pushes back the requisition lines. • Approve: Workflow those requisition lines to the next approver (Buyer). • Deny: Send the requisition lines back to the requestor. This does not cancel the requisition. • Pushback: Send the requisition lines back to Approver 1. • Approver 2 may edit the requisition if needed. For example, may add or edit chartfields on requisition lines. (See last slide)

16. Requisition Workflow - Buyer 16

17. Agency Workflow Process cont. • Final agency approval is done by a Buyer. The Buyer insures that all lines contain accurate information, including a Contract ID if applicable and Vendor ID. Then, depending on the items ordered and amounts, they will be processed as follows: • If a line contains a vehicle, it is routed to Div of Budget. • If a requisition line contains a Contract ID, the line is sourced to a Purchase Order(s). • If the total of the remaining requisition lines is less than the agency’s delegated purchasing authority, those lines will be sourced to a Purchase Order(s). • If the total of the remaining lines is greater than the agency’s delegated purchasing authority, they are routed to the Division of Purchase’s approval pool.

18. Ad Hoc Approvals • During the approval process, users can add other approvers or reviewers to the current or a later stage of the approval process. This action is called ad hoc approval, and it only applies to the current transaction with no effect to prior/future requisitions. • Examples of Ad Hoc Approvals: • Agency requires special approval of commodity specific items, such as IT. • Agency needs different approvals based on requisition dollar amount. • User wishes to have another user involved in the approval process.

19. Requisition Workflow – D of B 19

20. Division of Budget Approval • Once approved by the Agency Buyer, Requisition lines that contain a vehicle Commodity Code will workflow to the Division of Budget approval pool. • This workflow routing will occur after the agency’s workflow routing, but prior to Div. of Purchases (if applicable). • If the vehicle is on contract or below an agency’s delegated authority, Div. of Budget will be the final approval and the requisition will be sourced to a PO following approval.

21. Requisition Workflow – D of P 21

22. Division of Purchases Routing • Once approved by the Agency Buyer, (and Div of Budget, if applicable) SMART will identify requisition lines containing a Contract ID and source to a Purchase Order. • Lines within a requisition not containing a Contract ID but totaling greater than the agency’s delegated authority will workflow to the Division of Purchases approval pool. • DoP’s approval pool will ad hoc the requisition to the appropriate DoP Buyer for the transaction.

23. Division of Purchases Workflow Process • The DoP Buyer will determine whether immediate approval is appropriate, such as for a Prior Authorization request, or if bidding is appropriate. • For approved Prior Authorization requests, the DoP Buyer approves the requisition, which will then source to a Purchase Order within the agency’s purchasing business unit. • For unapproved Prior Authorization requests, the DoP Buyer will deny/pushback the requisition or begin the bid process.

24. Workflow Examples Examples of what can be configured: • Each person may have one and only one “approver”. • The buyer is the final approver, thus cannot have an approver defined. Examples of what cannot be configured:

25. Workflow Process Activity Work in groups to discuss possible designs for your agency workflow. Keep in mind the objectives while forming your design: • To be able to decide what approver roles your agency will need in SMART. • Who in your agency will be in these approver roles.

26. Share Designs Choose a member of your group to share your design with the rest of the workshop attendees.

27. Questions 27

28. Next Session Sessions available are: • General Ledger • Vouchers • Travel Expenses Approval Workflow

29. Appendix

30. Post-Workshop Update • In response to feedback from agencies during Purchasing Workflow Workshop, SMART will be configured to allow users with the Approval role the permission to edit Requisitions. • BENEFITS: Users with the Approver role will not need an additional role to allow edits of Requisition Chartfield values. Default Chartfield values for the Requestor may be edited by a user with the Approver role.  • RISKS: Approvers will be allowed to modify ALL Requisition values, not just Chartfield values. Therefore, an Approver may add or delete Items, adjust Qty, modify Ship To location, or change the Vendor. Edits to a Requisition during Workflow are not tracked. The Requisition audit trail only displays who last modified it and does not log those edits. Changes to some fields will kick off the workflow process from the beginning. • RISK MITIGATION:  Users with the Approver role should participate in Requisition training to understand downstream impacts when modifying requisition value(s).