1. Banner PRA Workflow BAS Presentation April 11, 2007 Joseph Vitale, Manager - Employment Operations Lindy Lewis, Banner Workflow Administrator

2. Banner PRA Workflow The PRA form was released for use 2-12-07. Note: when you are in the PRA form, navigate through parts of the form using the Navigation Pane on the left side of the screen (shown below), do not use the Back button on your browser. As you work through the form, a green checkmark appears next to the form parts which are completed. A red arrowhead appears next to the form part in progress. Click the name of any previously completed form part to return to that section and view or edit the information. You will have the opportunity to print a copy of the entire form before the form is submitted to workflow.

3. Banner PRA Workflow About the buttons at the end of each form section: You will see these buttons at the end of each form section:

4. Banner PRA Workflow Guide to account numbers and position numbers referenced in the PRA form Form PartMenuNumber NameWhere to look up Compensation and Classification Home Organiza tion Banner Organization Code #1 below Compensation and Classification Position Number Banner Position Number #2 below Advertising Request Banner Index Banner Index (same # as old FRS S/L account) #1 below Budget Information Organiza tion Banner Organization Code #1 below Labor Distribution PositionBanner Position Number #2 below Labor Distribution IndexBanner Index (same # as old FRS S/L account) #1 below Labor Distribution AccountBanner Account (similar to the old subcode #) #1 OR #3 below 1. FRS-Banner Lookup tool on KSU Comptroller web site: http://finacctlookup.uis.kent.edu/lookup.asp http://finacctlookup.uis.kent.edu/lookup.asp 2. Banner Position Number Lookup, Excel file on ERP Project site: http://www.kent.edu/erp/Training/Training- Materials-Library.cfm http://www.kent.edu/erp/Training/Training- Materials-Library.cfm 3. FRS Subcodes to Banner Accounts, Excel file on KSU Comptroller web site: http://www.kent.edu/bas/bfguidelines.cfm http://www.kent.edu/bas/bfguidelines.cfm To learn more about the new Chart of Accounts and Banner financial numbers, see Chart of Accounts information BAS Newsletter Dec. 2006:BAS Newsletter Dec. 2006 http://www.kent.edu/bas/Newsletter/baqarchiv es.cfm

5. Banner PRA Workflow 1. Log In to Flashline. StepAction 1.Open a web browser, go to your campus home page, or www.kent.edu 2.Locate the FlashLine log in area, highlighted above. 3.Enter your FlashLine ID and password, and click: go

6. Banner PRA Workflow 2. Locate the Action Items tab in FlashLine. StepAction 1.Click the Action Items tab, highlighted above. 2.Look for the Workflow & Utilities channel, which contains the list of workflows. 3.Click Position Request Authorization, marked above with an arrow. 4.A new PRA form appears on the screen.

7. Banner PRA Workflow 3. Begin a new PRA request. StepAction 1.Check the box next to Begin new PRA and click the Begin PRA button. 2.If you begin a PRA and save it in draft form to complete later, it will appear in the menu titled “Select a Draft PRA” when you return to this screen.

8. Banner PRA Workflow 4. Supporting Documentation Check. StepAction 1.Select an answer to the question about supporting documentation in order to proceed. The form will move to the next screen when you click an answer. 2.Note: your screen text may vary from that which is shown here.

9. Banner PRA Workflow 5. Compensation and Classification Information StepAction 1.Initially you will see only the first half of the form, as shown above. 2.Provide the information requested on the form. Fields marked with a red asterisk * are required. The choices you make in this part of the form will cause different sub-forms to be displayed, which collect information for faculty, classified, and unclassified positions. Important Note: when describing an existing regional campus position, be aware that all classified and administrative positions exist under the Regional Campus Dean’s office. Select “Dean” under the Home Organization menu in order to view these positions under the Position # menu. 3.See page 4 for details about Organization and Position numbers, and where to find them.

10. Banner PRA Workflow 6. Compensation and Classification Subform Information StepAction 1.The full C&C form is displayed above, showing the subform below the bold line. 2.Complete the form as fully as you can. Note that required fields are marked with a red * asterisk. 3.Select ‘Validate and Save as Draft’ to save your work and continue. You may exit the form at this point and return to it later.

11. Banner PRA Workflow 7. Job Opportunity Information StepAction 1.Complete the Job Opportunity information as requested. The text entered here will be added to the existing standard job description for this position. These fields are provided to collect Functional information, Qualifications, and Requirements in addition to the standard job description. 2.At the end of this section choose an option described below: Cancel Changes clears the form part and starts over. Select Save as Draft if you are unsure of your information. You will be prompted to review this part before the PRA can be submitted. Select Validate and Continue if you know your information is complete and correct. You will see these three options at the end of every form part except for the first part. See page 3 for more information about these options.

12. Banner PRA Workflow 8. Advertising Request StepAction 1.Choose up to 5 accounts to fund advertising. If you need more than 5 accounts, or do not yet know the funding sources, call HR to provide this additional information. Only one account is needed on this form in order to submit the PRA. Note: See page 4 for details about the Account number. 2.The Publication Ads section is intended for simple or frequent job postings. It is optional. If you have more publications, or incomplete information, submit the PRA form without this information, and call HR to make these arrangements when you are ready. 3.Click the Edit button in the Publications table to add your first publication.

13. Banner PRA Workflow 9. Publication Information Detail StepAction 1.When you click Edit in the publication table, fields are presented in which you may identify your first publication. This section is optional. If you do not have this information, you can still submit the PRA. 2.Click Update to save the publication information. 3.Click New to add a second and third publication, if desired. 4.Complete this section by checking the checkbox authorizing your advertising request. 5.Type your advertising budget figure in the field provided. 6.At the end of this section choose Cancel Changes, Save as Draft, or Validate and Continue.

14. Banner PRA Workflow 10. Budget Information StepAction 1.Provide the budget information requested. Fields with a red asterisk * are required. Note: See page 4 for details about the Organization number. 2.At the end of this section choose Cancel Changes, Save as Draft, or Validate and Continue.

15. Banner PRA Workflow 11. Labor Distribution (Navigation Pane omitted) StepAction 1.Complete the funding source information for this position by clicking Edit. Note: See page 4 for details about the Position, Account, and Index numbers. You may contact your budget office to get these numbers. 2.If the position is funded from more than one account, select NEW under the funding section to add additional accounts. 3.Click Update (visible when you are in Edit mode) to save the account information. 4.In the Labor Distribution section, click Edit to enter this information. 5.Indicate either the salary budget dollar amount OR the percent distribution for each account. Providing one figure will automatically generate the corresponding percent or dollar amount. 6.Click Update (visible when you are in Edit mode) to save this information. 7.At the end of this section choose Cancel Changes, Save as Draft, or Validate and Continue.

16. Banner PRA Workflow 12. Print a Copy and Submit the PRA form for approval. StepAction 1.Print a copy of the form for your reference. 2.Click Submit PRA to Work Flow, or select Cancel to continue revising the form information. If you exit the form at this point, your information will be saved in draft form.

17. Banner PRA Workflow When a PRA is Approved or Denied StepAction 1. When the PRA is approved, you will receive e-mail notifying you that it has been approved. If the PRA is denied by any of the approvers, you will receive e-mail alerting you to revise and resubmit the PRA. 2.To correct a PRA, log in to FlashLine, go to the Action Items tab (above), click Open SCT Workflow to expand the channel window. 3.Click the title of the returned PRA (found in the e-mail message.) You will be able to view comments from the approvers. 4.Change the form information and resubmit the PRA. Note: To inquire about the status of a PRA once it has been submitted to workflow, contact one of your approvers, or contact HR.

18. Banner PRA Workflow PRA modifications as of Jan1 NotifyEmployment_W - Email subject is confusing The schedule type field is not mapped correctly. Add org# on compensation Form Correct misspelled word organization Add notifications after each approval step to keep originator informed of progress Describe the Funding section don't justify correctly in IE7 Needs to have Admin role added to the final email on the PRA Add some verbiage addressing the fact that originators need to send their Position Replacement and Analysis form to HR. Guard conditions on switch to waiver request are not always working properly. Waiver passes W which stalled b/c no guard conditions are met. New position transactions are not always occurring correctly. Add functionality so that future fiscal year positions can be added. NBRPTOT_Budget was not populating correctly in final email Add description of home organization on all outgoing emails Add Functional Title Add Supervisor Position # Add notation for regional campuses to let them know that their classified and unclassified positions are under Dean Add link to page containing descriptions of Manager Level. Long fields are being truncated - increased field length Change wording on Ad request form to use Banner terminology for Index Make all advertising information optional for users Add links to FRS account/index code crosswalks Add additional notification for Employment Create translations for recruitment fields so that the recruitment options display instead of codes

19. Banner PRA Workflow Summary Future Enhancements Questions