The Old Way Of Processing Controlling Board Requests Preparing the CB request Gathering all attachments Making many copies Filing, Filing Filing Reviewing, approving and notifying agency Getting information to the Controlling Board

The New Way Of Processing Controlling Board Requests Prepare CB request online, route through the agency, and forward to approving agency (e.g., DAS/SAO) CB request is approved or denied Approving agency reviews and routes request on to the Controlling Board Office for review and placement on agenda

Who Will Use It? Agencies/Colleges and Universities Legislative Services Office of Budget and Management Department of Administrative Services Board of Regents Controlling Board General Public Agencies/Colleges and Universities Legislative Services Office of Budget and Management Department of Administrative Services Board of Regents Controlling Board General Public

How Will They Use It? Agency /University users willAgency /University users will –Create the controlling board request via the website –Route the request (and any attachments) through a defined path –Submit the request electronically to Board of Regents and the Controlling Board

How Will They Use It? Controlling Board users willControlling Board users will –Review requests online –Document comments online –Route to the Director of OBM as needed –Create the Controlling Board agenda –Post the results of the Controlling Board meeting

How Will They Use It? Public users willPublic users will –Review accepted requests online –Perform queries –Download data

What are the Steps in the Process?

Access the User Home Page From the WEB Site Access the site at and Login to the system.Access the site at and Login to the system.

Determine Type Of Activity You Will Be Doing New requestNew request Open an existing requestOpen an existing request Delete a requestDelete a request Check status of dataCheck status of data Inquire about dataInquire about data Review of release/permit dataReview of release/permit data

Complete Appropriate Data On Screens Preparer determines the type of request and completes questions relating to that request.

Example For a Fund/Appropriation Request Complete: General Information and Funding Information

Required Questions

Summary Paragraphs and Subsequent Paragraphs

Attachments

Once request is complete, route the document forward for review and approval within the agency.

Workflow Process

Agency approver reviews and routes the document to any additional approvers outside of the agency e.g., SAO, BOR, OBM. Route the document forward OR send back to preparer for additions or changes

Additional Approvers Review And Route Forward Workflow step Review all necessary screens and route document forward

Summary of the Process OBM BOR SAO AGENCY

To Summarize… What Has Not Changed Controlling Board requirements that have not changedControlling Board requirements that have not changed –Determination of when you go to the Controlling Board remains the same. –Information that you complete on the request remains the same. –Approval process remains the same. –Current resources for assistance on request completion remain the same.

What has changed… Now you prepare, approve, route, and review requests online via the web. –New Navigational Tools –New Processing Techniques Workflow models have been established for each agency.Workflow models have been established for each agency. Queries and reports have been createdQueries and reports have been created –Additional resources Online screen level helpOnline screen level help Agency Guide to e-Controlling BoardAgency Guide to e-Controlling Board online

Logon to the system at: Access the Website and Login Enter your User ID and Password. (Passwords are case sensitive-User IDs are not.) Logon to the system at:

Initiate New CB Request Click on CB Request icon

Create the Request Select NEW request icon

Identify Request Type Select Fund/Appropriation

Identify Request Type Select OPERATING Enter a short description Click on CONTINUE to move ahead Select a meeting date

Reminder Do not use BACK and ENTER keys as navigational tools. Use the TAB key to navigate to fields and the “click the button” to navigate, add, or save data.

Your Request Number

Code General Information Click on CREATE NEW FUND and ESTABLISH APPROPRIATION AUTHORITY Enter Fiscal Year(s) YYYY Identify a Bill No Identify a Bill No.

Use Resources as Necessary Example: Need to Identify a Bill Number? Use the Link From the CB Home Page to the OBM Page.

Enter Fund Group, Fund Code, Appropriation Line Item, ALI name, Fiscal Year, Current Appropriation Amount, Amount of Increase or New Fund Amount Code Funding Information

If The Fund Already Exists, A Pop Up Window Will Appear

If Creating A New Fund, A Message Will Appear

Access Online Help as Needed

Click the ADD NEW Button to Establish the Information in the System Data will NOT be added unless you click this button

Continue With an Explanation of the Request

Summary Created, Spelling Checked Click SAVE AND CONTINUE button to establish the data in the system and return to the CB request page.

Return to CB Request Page

Click on FUND QUESTIONS

ANSWER QUESTIONS Answer the questions then click on the Save and Continue button to establish the data and return to the CB request page.

Did You Miss Anything?

Select Add/Remove Attachments Upload any attachments necessary for the e-CB request

Use Online Help as Needed Screen-level help is available for all screens

Return to the CB Request Screen Click the BACK TO OPEN REQUEST button

Make a Workflow Decision Click on COMPLETE and ROUTE to electronically send the document forward

OR Leave the Request Open The request remains on the TaskList Default Inbox Click on the CB REQUEST Icon

Congratulations You have now entered a new e-CB Fund/Appropriation Request