Finance Program – Phase 2 Automated Workflow Working Group Meeting October 18, 2017

Agenda Review Agenda - Sandra 5 mins Update from Faculty of Sciences Pilot – Susanne Stockdill 10 min Group Discussion on pilots to date - All 10 mins Review of next steps – Harjot and Henrik Functionality to be developed and tested Next “pilots” Identifying your “reviewers” Questions and Answer session about next steps - All 15 min Wrap Up/Action items - Sandra Project highlights= 4.5 min each slide

Faculty of Science Pilot Update Susanne Stockdill | Arlene Sullivan Scope of the pilot Who participated What was learned Overall experience Recommendations made to project team

Roundtable Pilot Discussion Any questions for the pilot groups? Life Long Learning (Requisitions) Faculty Relations (Professional Development Expenses) Faculty of Science (two departments/1 fund/ Requisitions and Expenses

Next Steps Topics Functionality to be developed and tested Next “pilots” Identifying your “reviewers”

Functionality to be built and tested Ready for testing: Budget Approver Summary Page Fund Compliance BI Publisher Report Email Notification (1 per day) Self Approval for Requisition Lost receipts functionality for Expenses Process Monitoring – Adjusting Console to manage transition from paper To be designed and built: Onbase Integration and FAST Migration Chartfield Security Reviewer set up self service Out of Office

Descriptions Function/feature Description Budget Approver Summary Page Requisition/expense claim summary page for reviewers and approvers. Provides an overview of all approvers, distributions, and amounts Fund Compliance Functionality that routes a transaction to the correct Finance area for pre-approval (for example to Research Accounting or Specific Purpose) View Printable Version Summary Page An updated chartfield distribution summary page that allows reviewers and approvers to view line level requisition information including: chartfield distributions, percentage splits, amounts, and quantity details. Email Notification Daily email that alerts reviewers and approvers to log into FINS and action any pending expense report or requisition approvals.

Descriptions Function/feature Description Self Approval for Requisitions Functionality that automatically approves a reviewer or budget approver’s self-submitted requisition and moves the PR to the next compliance step. No Receipt – Expense Claims When the claimant toggles on “No Receipt,” a secondary page will open to fill out the details of the lost/missing receipt, eliminating the current paper form. Record Type Identification Provides the finance group with additional information on the Monitor Approvals Console to assist with identifying electronic or paper-based requisitions and expense reports Onbase Integration and FAST Migration Scanned invoices and/or receipts will be retained in OnBase and viewable in FAST. Documents currently stored in DocuShare will be moved to OnBase.

Descriptions Function/feature Description Chartfield Security Future functionality that will grant row based chartfield access to specified users in Peoplesoft (FINS) (similar to FAST). Reviewer set up (Department self service) Future functionality that will permit departments to self-manage the process of assigning and removing requisition and expense claim reviewers. Out of Office Future functionality that will permit an user to self-manage their out of office notification. When active, out of office will skip the user.

Our next pilots Timeline (In Consideration) Conduct User Acceptance Testing for the new functionality Rollout new functionality to the existing departments: Fund compliance Onboard Finance Onboard IT Services November November December December

Identifying “reviewers” Requisition reviewers Optional Department MAY “nominate” reviewers email: Jennifer_Thibeault@sfu.ca Expense Reviewers Required Department MUST “nominate” reviewers email: Lesley_Dougans@sfu.ca We suggest two reviewers per department to ensure they have backup

Questions and Answers about next steps

Let’s recap