Finance Program – Phase 2 Automated Workflow Working Group Kickoff Meeting April 11, 2017

Agenda Welcome Working Group Purpose and Process 2 mins Working Group Purpose and Process 10 min Challenges for the Working Group Workflow Introduction and Overview Proof of Concept Demo 30 mins Today’s discussion topics Recap on recommendations 10 mins Next Steps 5 mins Project highlights= 4.5 min each slide

Working Group purpose and process Our purpose Process Foster cross University collaboration to design and implement new business processes Review options and articulate your preferences on behalf of your department/faculty When asked, make recommendations on which option to be used Seek input from your department/faculty and share with the project Project Sponsors and ESC (if required) resolve outstanding issues/conflicts Finance Services Directors and Community Financial Administrators review recommendations and make decisions Working Group identifies preferences/recommendations Project team identifies options/issues

Challenges for the Working Group The goal is to standardize the approval process so approvals are done online. We eliminate printing and signing forms. Standardizing processes is “hard work” because each participant thinks everyone should standardize … but using their process.

Challenges for the Working Group We must constantly seek to make the impossible “possible”. Ask ourselves these questions in this order: Which option will bring the biggest benefit to the entire University? What can we do to make this work? How will this impact my department/faculty/me?

Automated Workflows

How will they work? For requisitions ….

Dependencies HSAMing Onbase CWR/POI Lorem is Revise to interface with FINS Workflows to provide appropriate approvers and levels and limits Onbase Lorem ipsum Software to scan back up/supporting documents to be attached to FINS workflows (i.e. receipts for expense claims) CWR/POI Lorem ipsum Employees with SFU signing authority (and who are not paid employees) need to be flagged in SAM so they can approve workflows

Proof of Concept Demo See handout

Today’s Discussion Topics Category Questions Notifications How should requestors be notified on final approvals or denied requisitions? How should notifications for escalations be handled (for example, when nothing has been approved for the set period of time)? Approvals 3. For transactions that require multiple approvers should we notify people that may have received the notification that it has been approved by someone else? Will it be confusing it just disappears from their worklist be confusing? Email Approvals 4. What is the look and feel for the emails? 5. Should we send email approvals to only some departments/users or is it to all? Reminders 6. Should these be used? If so, how often? Roles 7. Which departments/faculties will want to use Reviewer role? Attachments 8. Would approvers want to see the attachments (i.e. receipts)? Where?

Preferences Recap Did we HEAR what you meant?