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Scenario 12.0 Access/Workflow/ tion “Demonstrate the tool’s following capabilities: Access, Workflow, and Version Control.”.

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Presentation Transcript
slide1

Scenario 12.0

Access/Workflow/tion

“Demonstrate the tool’s following capabilities: Access, Workflow, and Version Control.”

slide2

14.1 Access: Demonstrate how an administrator can control access to the system and components of the system (e.g., data fields, screens, etc.) by individual, group, and time (Bureaus should not be able to edit data after submission to the Department’s Office of Budget).

BFEM Methods

  • BFEM’s security is completely configurable for users, organizations, data fields, screens, etc
  • Process
    • Add Users
    • Define “Roles”
    • Define “Actions”
    • Define “Permissions”
    • Assign roles to users
  • Security may be based on “Phases” that govern security

Customers using Method

  • All

Demonstration

  • Demonstrate how to add a user and assign roles and orgs, how to define a role
slide3

14.1 Access: Demonstrate how an administrator can control access to the system and components of the system (e.g., data fields, screens, etc.) by individual, group, and time (Bureaus should not be able to edit data after submission to the Department’s Office of Budget).

Use dialog box to add a user and assign roles and organizations

Click on Users

Click on Add Users

Add roles and organization assignments

slide4

14.1 Access: Demonstrate how an administrator can control access to the system and components of the system (e.g., data fields, screens, etc.) by individual, group, and time (Bureaus should not be able to edit data after submission to the Department’s Office of Budget).

Use dialog box to add a role and assign users to the role

Note: You must assign roles to new users

slide5

14.1 Access: Demonstrate how an administrator can control access to the system and components of the system (e.g., data fields, screens, etc.) by individual, group, and time (Bureaus should not be able to edit data after submission to the Department’s Office of Budget).

Use phase permissions to set actions

slide6

14.1 Access: Demonstrate how an administrator can control access to the system and components of the system (e.g., data fields, screens, etc.) by individual, group, and time (Bureaus should not be able to edit data after submission to the Department’s Office of Budget).

Define Permissions for each type of data

slide7

14.2 Access: Demonstrate how the tool supports role-based viewing and customizable access to budget and performance information at varying organizational levels.

BFEM Methods

  • Assign users to an organization when the organization is configured
  • Use Preference Profile Permissions for role based viewing
  • Use Organization Permissions

Customers using Method

  • All

Demonstration

  • Covered in 14.1. Review roles and organization assignments.
slide8

14.2 Access: Demonstrate how the tool supports role-based viewing and customizable access to budget and performance information at varying organizational levels.

Assign organization to users

slide9

14.2 Access: Demonstrate how the tool supports role-based viewing and customizable access to budget and performance information at varying organizational levels.

Preference Profile Permissions

Organization Permissions

slide10

14.3 Access: Demonstrate the tool’s ability to define a user role that has access to all data and functional capabilities in the system (i.e., a super user).

BFEM Methods

  • BFEM can create a super user with all required powers

Customers using Method

  • All

Demonstration

  • Covered in 14.1.
slide11
14.4 Workflow: Demonstrate how the tool automates the review and approval workflow both within and across organizational levels.

BFEM Methods

  • BFEM Phase feature may be used to manage workflow process
  • Give “promote” and “demote” authority to key managers
  • All users assigned to an organization receive email notifications when a phase is promoted or demoted.

Customers using Method

  • None

NOTE: One reason the current version of Phase is not used because of the automatic email feature.

Demonstration

  • DOI sample customer 2013 President’s Budget set
slide12
14.4 Workflow: Demonstrate how the tool automates the review and approval workflow both within and across organizational levels.

Add set phases as desired

slide13
14.4 Workflow: Demonstrate how the tool automates the review and approval workflow both within and across organizational levels.

Users with assigned permissions can promote or demote an organization

Select Desired Organization

Click to promote organization to next phase (or demote to previous phase)

Click “Validate” to determine if allocations are valid

Results of validation check

slide14

14.5 Workflow: Demonstrate how users can propose changes to records at later stages in the workflow process if necessary (i.e., to identify a data correction).

BFEM Methods

  • Create a “Correction” Modification Type for “Decision” phases or sets
    • Require users to enter corrections and explanations that would explain the mod type that should be used
    • Managers could review correction modifications and either approve them by converting them to the proper modification or reject them by zeroing them out
    • Create a report that lists all corrections
  • Create a “Correction” generic attribute for other types of errors

Customers using Method

  • None

Demonstration

  • Use DOI Sample set to add a correction modification
slide15

14.6 Workflow: Demonstrate how changes to records can be accepted or rejected as a whole, or partially accepted/rejected if the record contains multiple data elements.

BFEM Methods

  • Phase feature can be used to accept changes made to an organization as a whole

Customers using Method

  • None

Demonstration

  • 14.4 showed how records for a phase can be accepted by promoting the phase. BFEM does not have the ability to partially promote an organization.
slide16
14.7 Workflow: Demonstrate the tool’s ability to modify workflows; discuss the turnaround time for changes to the workflow.

BFEM Methods

  • Phases can be changed through the configuration
  • Adjustments in phases can be made through configuration

Customers using Method

  • None

Demonstration

  • Covered in 14.4
slide17

14.8 Workflow: Demonstrate the tool’s ability to generate workflow reports that track the status of workflow events in the system (e.g., a list of questions for the record (QFRs) that are past due).

BFEM Methods

  • BFEM could use a combination of the phase feature and generic attributes to develop reports that track status of workflow events

Customers using Method

  • None

Demonstration

  • Show DOI sample QFR report
slide18

14.9 Version Control: Demonstrate how the tool collects audit trails and versioning to see what information has changed, who changed it, and provide comments why changes were made.

BFEM Methods

  • Document sharing shows full audit trail for documents
  • History feature creates audit trails created for changes to Base Budget and Modifications
  • Can create special audit trail reports

Customers using Method

  • DHS for documents
  • All use History feature
  • Treasury Audit Trail report

Demonstration

  • Show DHS track changes and changes to DOI sample set
slide19

14.9 Version Control: Demonstrate how the tool collects audit trails and versioning to see what information has changed, who changed it, and provide comments why changes were made.

View History for base value

View History a modification

slide20

14.9 Version Control: Demonstrate how the tool collects audit trails and versioning to see what information has changed, who changed it, and provide comments why changes were made.

Treasury Audit Trail Report

slide21
14.10 Version Control: Demonstrate the tool’s ability to undo changes and revert to a previous version.

BFEM Methods

  • BFEM maintains audit log and the ability to manually restore previous versions

Customers using Method

  • None

Demonstration

  • none