1. Introducing Workflow for Requisitions and Non-PO Vouchers FAR - March 23, 2016

2. Thank you… For your patience… For your cooperation, collaboration and suggestions Availability and willing to test processes System changes based on suggestions and recommendations More changes will come to improve system efficiencies and process For your attendance and encouraging training For being a huge part of this change!

3. Introducing Workflow Replace SharePoint interim Requisition and Non-PO Vouchers approval process Workflow will become the budgetary approval process to be completed for Cost Center and Project Id’s (Grant & Capital) budget approvers Requisitions approval process will require Commodity and Foreign Vendor approvals (as applicable) NEW Go-Live Date: March 28, 2016

4. Introducing Workflow Workflow User Role Terminology Approver: Electronic approval by Cost Center, PI (Principal Investigator), PM (Project Manager), RSC (Research Service Center) or designated Capital Project Manager Creator : Individual who creates electronic documents

5. Workflow-Benefits for Requisitions Streamlined - Single system approval process Fully Automated – email notification to all users with direct document links Varieties of approval access Ability to add Adhoc Approvers/Reviewers Options to request requisition edits by Budgetary and Commodity/Foreign Vendor Approvers.

6. Requisition Created Budgetary Approval Commodity Approval (if applicable) Foreign Vendor Approval (if applicable) System approved if below $15,000.00 Email Notification Automated System Process Email Notification Cost Center, PI, PM, RSC, Capital Projects Email Notification EHSRM, Facilities EPM, FLEET, LARC Office of Research Integrity Budget Approval Process Cost Center 1 Grant PI 1 Cost Center 2 Grant RSC Capital Project Requisition Workflow Diagram Grant PI 2

7. WIIFM - Requisitions Streamlined approval process Order Track/ Review (by Creators and Approvers) Complete document accountability Transactional approval history Who has approved and future routing

8. Workflow-Benefits for Non-PO Vouchers Streamlined – Single system approval process Fully automated – email notification to all users with direct document links Varieties of approval access Ability to add Adhoc Approvers/Reviewers Approval process tracked and monitored in PeopleSoft Routes to multiple funding paths simultaneously Incorporates “Push Back” and “Denied” functionality Able to attach scanned support documentation

9. Voucher Workflow Functionality

10. WIIFM – Non-PO Voucher Interim form no longer needed (SharePoint) Supporting documentation electronically attached and readily available Eliminates potential for lost vouchers and re-work Approval process tracked and monitored in PeopleSoft Upon approval review, able to deny and request document edits Ability to insert additional approver

11. Next steps… Department Preparation for workflow implementation Training Online Approval Training available 2/29/16 (PS 305) Updated Creator classroom trainings (PS 202.02 and PS 203.04) Training and Development website: http://www.training.utsa.edu/

12. What questions do you have?

13. Contact Information Disbursements and Travel Services Website: http://www.utsa.edu/financialaffairs/dts/http://www.utsa.edu/financialaffairs/dts/ Main Line x-4213 Email: disbursements.travel@utsa.edudisbursements.travel@utsa.edu Purchasing Website: http://www.utsa.edu/purchasing/index.cfmhttp://www.utsa.edu/purchasing/index.cfm Main Line x-4060 Email: purchasing@utsa.edupurchasing@utsa.edu

14. Resources HR- My Training (Register for Classroom Training) https://mytraining.utsa.edu/flexapps/classroom/index.html https://mytraining.utsa.edu/flexapps/classroom/index.html Cheat Sheets Budget Exceptions https://www.utsa.edu/financialaffairs/training/DTS/UTShareBudgetCheckingExceptionsExamples2.p df https://www.utsa.edu/financialaffairs/training/DTS/UTShareBudgetCheckingExceptionsExamples2.p df Combo Edits http://www.utsa.edu/financialaffairs/accounting/tips.htmlhttp://www.utsa.edu/financialaffairs/accounting/tips.html UTShare Training Materials: http://www.utsa.edu/utshare/Training/http://www.utsa.edu/utshare/Training/ FMOG (Financial Management Operational Guidelines) http://www.utsa.edu/financialaffairs/opguidelines/ http://www.utsa.edu/financialaffairs/opguidelines/

15. Thank you !!! For your continued support We Partner to deliver excellent service! Together We Create positive change!