Project Overview Key System Principles Roles System Overview & New Features by Function Best Practices Status Flags and Workflow Key Dates &

Transcription

1

2 Project Overview Key System Principles Roles System Overview & New Features by Function Best Practices Status Flags and Workflow Key Dates & Transitional Issues

3 What? Design and development of NEW framework for the ERSO Intranet, or the Next Gen Intranet Why? New framework will be more flexible and scalable; Improved maintenance (i.e. code) How? Ruby on Rails (Platform) Who? TK Chen and Independent Contractor (programmers) Kendall Moalem (project team) ERSO Community (input and feedback) When? Started: Spring 2013; Tentative Launch: Monday, September 26, 2016

4 Roles: Who Can Do What?

5 Roles for ERSO Staff Only: Business Services Research Administrator HR Superuser New ~ There is no longer an Administrative Role

6 PEOPLE Add Unpaid Associates View Paid Associates (Salary) Data Manage Intranet Delegates & BearBuy Cart Authorizers Cannot approve GSR Appointments (PIs only) FINANCE View Financial Report View Active Projects New ~ PI/Center groups can have multiple Group Leads

7 SERVICES Approve a Business Transaction Cancel a Business Transaction Return a Business Transaction ~New Search for Business Transactions

8 What do you get when you cross a.? Center Director (PI or Executive Director) PI s Administrative Officer

9 Home Page Services

10 Things to Know Shared queue for ALL request types Once assigned, cannot change the assignee

11 Things to Know Cannot edit or modify a request (i.e. adjust amount, payee name, comments, or change form type). Best Practice: When notating a modification to the request, select Other as Action Type and provide a comment describing up update/change. Add an attachment, if the change was requested by customer.

12 Action Type Best Practices: Select Action Type that is most relevant Provide a high level description in Text Box Note: The Last Update Date (on worklists) will be updated with the date of the newest Action Type.

13 Action Type Action Type Sample Description (in text box) Form Requested TRV form from traveler Receipt/ other support docs Requested hotel folio from traveler Missing docs: itemized receipt Requested insurance cert from vendor Authorizations Sent to EVCP for exceptional approval Sent exceptional request to Diane for exception HR Review Notified Stephanie for review HR reviewed and approved Vendor Setup Requested VIF from Joe Smith Sent to vendoring today Other Sent requester e/m to clarify business purpose

14 Payment Method Payment Type Blucard/EPC IOC/ Contract Review BearBuy PO System Requirements Does not require a transaction number Does not require a transaction number Regardless of Form Type, when selected, you will be required to include both Requisition Number and Transaction Number before completing transaction. TRV/ENT System Regardless of Form Type, when selected, this will trigger workflow to IMAGING Queue. Must include Transaction Number. Notes: System allows for selection of multiple Payment Types; however, avoid using BearBuy PO AND TRV/ENT System on the same transaction. Avoid selecting TRV/ENT as Payment Type for Payment & Purchasing requests, due to naming convention.

15

16 Payment Type BearBuy PO TRV/ENT IOC/Contract Review Blucard/EPC Standard Actual Number Actual Number n/a Invoice Number (if not entered into BearBuy for CC#) NOTE: System allows for multiple numbers to be entered separated by a comma. We DO NOT recommend using multiple transaction numbers when sending documents via imaging, ONLY use one TRV or ENT number.

17 Requested by PI, Submitter, or RA Submitted to Wrong Group (instead of cancelling) For non-requested returns, please get supervisor s approval before returning.

18 Add a Comment in text box Upload relevant document, if applicable Note: Returned comments are ONLY displayed in s and not retained in the request.

19 Requested by PI, Submitter, or RA Duplicate Request

20 INCLUDE upload documenting the reason/request for cancellation. If In Process, add Business Service Action other to indicate cancel action. Evaluate if Return is more appropriate and make recommendation to customer, if applicable.

21 Once an order is Completed there is no function to add comments, but can still upload documents.

22 Status Flags and Workflow Status Flag Event Trigger Available Actions by Role Business Staff Requester PI/Delegate Draft SAVE A new request (i.e. not previously submitted), meeting minimum requirements, is saved. Cancel Edit Cancel Submit n/a Pending Approval SUBMIT A request is submitted for PI/Delegate approval. Cancel Return Add/Delete files Add/Delete files Cancel Cancel Return Approve Add/Delete files Returned RETURN A request is returned in the system by PI/Delegate (until approval) or by ERSO Business Staff. Cancel Edit Cancel Submit Add file Delete file In Process Complete Canceled APPROVED A request approved by PI/Delegate. This status is displayed until a transaction is complete. COMPLETE ERSO s responsibility is completed: PO is issued, TRV/ENT is sent to Central, blucard purchase finished. CANCELED Terminated request Add Action Add/Delete files Save Complete Return Cancel Add files Add files Add files n/a n/a n/a n/a n/a

23 The Next Gen Intranet is a NEW Database: Business Service Requests from First Gen System will not be migrated to the Next Gen. First Gen Intranet will be available to view historical

24 The Next Generation Intranet will have a new URL: Update your bookmarks!!

25 Task-centered training links on the ERSO website will give easy access to succinct instructions. alias admins will address questions.

26 Dates September 30, 2016 October 3, 2016 October 14, 2016 October 28, 2016 Milestone Tentative Migration Begins at 4PM (Intranet will be unavailable) Next Generation Intranet is in production by 8AM. URL is: Approval button will be disabled from First Gen System, any requests remaining unapproved in the First Gen System will need to be resubmitted and approved in the Next Gen. All requests will be completed. Any pending requests will be cancelled and the requester will be notified.

27 QUESTIONS?