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

2. 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

3. 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

4. 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

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

6. Functionality to be built and tested
Ready for testing:
Budget Approver Summary Page
Fund Compliance
BI Publisher Report
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

7. 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.
Notification
Daily that alerts reviewers and approvers to log into FINS and action any pending expense report or requisition approvals.

8. 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.

9. 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.

10. 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

11. Identifying “reviewers”
Requisition reviewers
Optional
Department MAY “nominate” reviewers
Expense Reviewers
Required
Department MUST “nominate” reviewers
We suggest two reviewers per department to ensure they have backup

12. Questions and Answers about next steps

13. Let’s recap