Where Did My Document Go? Routing Dilemmas and How Real People Have Solved Them Presented by Mary Durham-Pflibsen

When do we realize we have a routing dilemma? When our Fiscal Officer is Absent! If we log in to approve a document, and it isn’t there If a document is taking too long to process

Why do We Route Documents? Separation of duties Proper review Takes away the guesswork

Built-in Routing Initiator Fiscal Officer Central Review Others, depending on document properties

Optional Additional Routing Primary Delegate Secondary Delegate Ad Hoc - Individual or group* Organization Review – Individual or group*

Routing Actions Approve Acknowledge FYI

Real-Life Routing Dilemmas We’ve got primary or secondary delegates for all our accounts, right? Uh-oh, didn’t I ad-hoc all those cash transfers to my boss just before she left on emergency leave? Why did that document skip my FO?

What are Primary & Secondary Delegates Documents will route directly to the Primary Delegate’s action list, but the Fiscal Officer or Secondary Delegates can still retrieve and approve them. Secondary delegates can retrieve and approve documents, but they will not see them on their Action List unless they select “Choose Secondary Delegation.”

How will I know if an account has Delegates? Wait until your Fiscal Officer is on vacation, and see how many documents don’t get approved…

How will I know if an account has Delegates? …OR, go to UAccess Financials >Main Menu >Lookup and Maintenance >Workflow >Account Delegate

How will I know if an account has Delegates? …OR, go to UAccess Analytics Dashboards >Financial >General- System Value Sets >Account Authorized Approvers and Management

How will I know if an account has Delegates?

How do we create Delegates Can be set up as primary or secondary, and based on document type and/or document amount. When creating a new account, you are not automatically prompted to set up account delegates. This must be done on a separate Account Delegate document- several options.

Why did my document skip the Fiscal Officer and Delegates?

Why did my document skip the Fiscal Officer? What happens when the fiscal officer or a delegate (primary or secondary) initiates the document? – Auto-approval Workaround- – Ad hoc routing (manual- you need to remember) – Organization review (automatic)

Does it Matter whether the routing skips the Fiscal Officer? Aren’t central reviewers the “second” set of eyes that satisfy the requirement for separation of duties? Edocs are not always financial transactions

What if the Fiscal Officer is temporarily unavailable with edocs in their action list? Super User to the Rescue!

Why did my document skip the Fiscal Officer?

What if the Fiscal Officer has left the UA, but documents are in their action list? 1.Edit account to add new Fiscal Officer 2.Account manager adds note to eDoc to approve the change 3.Contact your Fund Accountant or FSO outreach to request Super User Approval 4.Wait for edoc to finalize 5.Request FSO outreach requeue eDocs

Effort Certification Reports Contact Sponsored Projects Services- Marcel Villalobos or others SPS will Super User approve and then re- route to another appropriate departmental approver. SPS can accept ed approval and super-approve based on .

Ad Hoc Routing Done for a specific document Can be to a group* or an individual Ad hoc inserts a new routing destination immediately following the request Ad hoc approve will prevent a document from further routing until that individual or group member approves. (This can also be a disadvantage…)

Disadvantages Must be manually requested every time Delegates can NOT cover ad-hoc approval Ad hoc reviewers can not make changes to document properties, other than adding notes, or disapproving if sent for approval.

Organization Review Once set up, Organization Review will be automatic for all documents which meet the established org review criteria. Can be an individual or group Can be passive or forced Can be set up to require approval by one or all members of a group Occurs after FO but before Central review Can be set up by numerous parameters

Disadvantages Delegates can NOT cover org review Org review that is not forced can be “invisible” until someone leaves the UA or transfers departments.

Benefits of Being Included in Document Routing Able to review document images Ability to monitor document flow without actually taking action

How can I see someone else’s action list? UAccess Analytics Dashboards  Financial  General-System Monitoring  Action List – Can search by Emp ID, NetID, Dept or Doc Type

Case Study 1 We have two Fiscal Officers in our department. Each is FO for a unique set of accounts. We want every document to get a second approval from the other Fiscal Officer. We have therefore set up each FO as a secondary delegate for each other’s accounts, but it doesn’t work. Why not?

Case Study 2 We have an organization review set up so that all travel documents route automatically to our Department Head for approval, and it causes a real bottleneck because she is often tied up in meetings. What can we do?

Case Study 3 Our Fiscal Officer left the department. Prior to his departure, we set up a new fiscal officer, who now reviews all of our documents. Why does the previous FO still get our documents in his Action List?

Case Study 4 We set up an Organization Review for document type COA (Chart of Accounts.) How come new account documents don’t route to us?

Review: Fiscal Officer isn’t with the University Steps to Resolve: 1.Submit Account edit edoc to change the fiscal officer. 2.Account Manager adds note to eDoc to approve changes 3.Request Super User approval 4.Wait for eDoc to finalize 5.Request FSO Outreach requeue eDocs from previous FO’s action list

Resources Routing, Delegation and Search Workbook: %20Financials%20Routing%20Delegation%20and%20Search.pdf %20Financials%20Routing%20Delegation%20and%20Search.pdf Document Hierarchy Chart: FinancialsDocumentHierarchyandAccessLevels.pdf FinancialsDocumentHierarchyandAccessLevels.pdf

Acknowledgements Ron Blank, Financial Services Office Melanie Cooley, Office of Student Computing Res. Pam Mendel, College of Education Amy McClure, Eller College Ron Roberts, Campus Recreation Marcel Villalobos, Sponsored Projects Services Jean Vock, Eller College Catherine Zavala, Office of Student Computing Res. FSO Outreach Office Members of the UAccess Business Office Toolkit Advisory Committee