1. Finance Program – Phase 2
Automated Workflow Working Group Meeting
May 8, 2017

2. Agenda Welcome Report from members on their department consultations
20 min
Update from project team to members
Approvals – the Big Picture
Approvals – Roles
New business/questions discussion with members
Pilot criteria
Implementation Approach
Questions and Discussion
40 min
Meeting Recap
5 mins
Project highlights= 4.5 min each slide

3. Member Consultation Updates
Category
Questions
Roles
Which departments/faculties will want to use Reviewer role?
Susanne
approvals
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?
Attachments
Would approvers want to see the attachments (i.e. receipts)? Where (in the or in FINS)?
All

4. Project Topic Update by
Onbase – what we learned during the requirements sessions
Harjot/Cal
Provisional Delegates – response to if someone is a provisional delegate and dean, would the approval go to both or select the provisional delegate?
Kari
Do we have more?

5. Expenses Cash Advances
The Approval Big Picture
What type of employee is the approver?
Onbase
HAP
Are there backup documents to support the transaction?
SAM
Is this person authorized to review or approve this transaction for this amount?
FINS
Big Picture Diagram:  SAM sits inside of the HAP database as another bolt on application
Basically, FINS will call to SAM for authorized approvers. Maybe if you drew it similar to how you illustrated FINS. Where SAM is a little pie under HAP. 
Vouchers
Journals
Requisitions
Expenses Cash Advances
HAP – HR System
SAM – Signing Authority Management System
FINS – Financial System
Onbase – document capture and storage system

6. Workflow Approval Roles

7. Implementation Approach
Walk
Run
Crawl
1st pilot
2nd pilots
Full rollout
Travel expense - Professional development fees
Requisition pilot
Travel and Expenses with more functionality
All Travel and Expenses
All Cash Advances
All Requisitions

8. Pilot Participants Criteria
• Want to be involved in the pilot!
• Think there are better ways to do things than current approaches
• Be happy to try new things
• Put up with immature systems
• Put in extra time and energy now for the potential of worthwhile results later
• Actively suggest and try new ideas to make the pilot work better
Pilots become visible through the personal networks of the members. Key characteristics:
Outgoing and willing to share their experience
Those who frequently communicate with people in other departments
Are credible and respected in the organization
Fairly long-term employees, particularly who have been exposed to a number of parts of the organization
Enthusiasm
Roles & Functions
Skills
Personality
Network
Represent multiple roles
Will require senior management participation
Represent multiple locations or are frequently remote
Have some experience in product development or innovation
Do not currently have intense and time-critical tasks so can afford some short-term inefficiency
People who:
think in terms of possibilities rather than problems
prefer trying new things to the status quo
are critical of current business processes while having alternative ideas to propose
Aptitude for learning and using new technologies
Good communicators
Mixed level of technology skills and willing to try, as they will identify flaws that may not be apparent to experts

9. Reminder 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?

10. Today’s discussions Topic Asked by
Reviewers - Are Department Reviewers optional or mandatory?
Requisitions
Travel and Expenses
Cash Advances
Catherine Kari Kari
Reviewers - What is the process to nominate and maintain Reviewers for each portfolio? Should it be the Account Holders responsibility?
Kari
Reviewers - Should the review for each CF combo be completed before it moves to the budget approvals OR should the documents move to the budget approval as each CF combo gets reviewed ?
Approvals - Should users be able to approve workflows using their phones or tablets?
Cal
Escalations – Should we create time based escalation rules for approvals that have been sitting too long?

11. Today’s Recap
Did we HEAR what you meant?