PeopleSoft Financials Workflow & Setup Approvers

1. PeopleSoft FinancialsWorkflow & Setup Approvers

2. Common Questions for: • Requisition Approval Workflow • Requisition Status • Department Approvals and Authorized Signatories Agenda

3. Workflow Stages

4. A process used to automate the flow of information throughout the enterprise. We will be discussing requisition approval workflow. What is Workflow?

5. Creating a requisition under the eProcurement link in PeopleSoft. • After you have created your requisition. Click Save and Submit to start the workflow process. Click the eProcurement link. What starts Workflow?

6. This approval stage can occur if: • The Category code (NIGP code) is blank on the req OR • The Category code is 00000 • Approval by: Regina White, Buyer • If the requisition doesn’t meet the above criteria, then it skips this stage and moves forward onto the next workflow stage. Workflow Stage 1 Category Code Approval

7. This approval stage can occur if: • The Asset Profile ID is not blank on the req OR • The Total of the Requisition Lines is over $2,999 • Approval by: An Asset Management Approver (Trey Spivey, Kevin Doyle, Sharon Bradish, or Greg Woodlief) • If the requisition doesn’t meet the above criteria, then it skips this stage and moves forward onto the next workflow stage. Workflow Stage 2 Asset Management Approval

8. Workflow Stage 3 Special Item Approvers

9. Special item Approvals are 7 individual areas that require special item approval. • If certain criteria is met for the products purchased on a requisition, then the req will stop at this stage. • It is based on the product ordered on the requisition. • ITS Hardware • ITS Software Approval • Lab Animal Approver • Radioactive Approver • MCG Dean’s Account • X-ray Approval • Laser Approval Special Item Approver

10. Special Item Approver ITS Hardware Approval • If certain IT hard ware Category Codes are selected on products ordered then the requisition will stop at this approval. • These Category codes will usually start with: • 204xx • 205xx • Most products that require this approval are computers, computer components, servers, and printers.

11. Special Item Approver ITS Software Approval • If certain IT software Category Codes are selected on products ordered then the requisition will stop at this approval. • These Category codes will usually start with: • 208xx • 209xx • Most products that require this approval are computer software.

12. Special Item Approver Lab Animal Approval • If certain Lab Animal Category Codes are selected on products ordered then the requisition will stop at this approval. • These Category codes will be between 04000 and 04096 • Most products that require this approval are animals and animal care supplies.

13. Special Item Approver Radioactive Approval • If certain radioactive chemical Category Codes are selected on products ordered then the requisition will stop at this approval. • These Category codes are: • 11515 • 257xx • 193xx • Most products that require this approval are radioactive chemicals, nuclear assay kits, and radioactive/nuclear equipment.

14. Special Item Approver MCG Dean’s Account Approval • If the Department ID on the requisition is a Medical College of Georgia department with an amount greater than $15,000.00. • The department ID will be between: • 04000000 – 04499999 • 046000 00 – 04999999 • Then the criteria has been met and the College of Medicine Dean’s Approval is required.

15. Special Item Approver X-ray Approval If the device or equipment ordered is for an item that can produce x-rays then your requisition will stop at this approval stage. The requisition will stop for a X-ray approval when you use any of the codes listed on the next slide. Approval by: EHS Approvers (Risa Kitchens, Patty Magner and Jackie Childs.)

16. X-ray producing category codes are listed on the right. 26096 - DEN_PAT-XRAY EQUIP, FILM MOUNT 49029 - ELECTRON MICROSCOPY EQUIP 49030 - ELECTRON GUNS 49051 - LASERS, MASERS, & ACCESSORIES 49065 - NUCLEAR EQUIP & ACCESSORIES 49096 - X-RAY DIFFRACTION AND EQUIP 89820 - COMPUTERIZED AXIAL TOMOGRAPHY(CAT) 89842 - GENERATORS, X-RAY 89860 - RADIATION THERAPY EQUIP, NUCLEAR 89865 - RADIATION THERAPY EQUIP, X-RAY 89867 - RADIOGRAPHY EXAMINATION EQUIP 89868 - RECYCLED X-RAY AND RADIOLOGICAL EQ 89878 - RADIOLOGICAL EQUIP AND ACCESSORIES 89880 - X-RAY MACHINES (DIAG) AND ACCESSORIES Make sure you review your category code listing to ensure that you choose a code that describes the item as capable of producing x-rays. X-ray Approval Criteria

17. Special Item Approver Laser Approval If the device or equipment ordered is for an item that can produce laser emissions then your requisition will stop at this approval stage. The requester is responsible to identify the class of Laser being ordered. The Manufacturer / Vendor can provide this information in a quote. The quote should be attached to your req. Approval by: EHS Approvers (Risa Kitchens, Patty Magner and Jackie Childs.)

18. The Laser producing category codes are listed on the right. Hospital and Surgical Equipment, Instruments, and Supplies 46534 – Electrosurgical and Laser Surgery Instruments and Accessories Laboratory Equipment, Accessories and Supplies: General Analytical 49051 – Lasers, Masers, and Accessories Optical Equipment, Accessories, and Supplies 62543 – Laser Systems Instruments and Equipment (Including Lens and Laser) Police and Prison Equipment and Supplies 68048 – Finger and Foot printing Equipment, Accessories and Supplies 68077 – Radar Instruments, Traffic Enforcement Type (Including Laser Speed) Welding Equipment and Supplies 89551 – Laser Welding Machines Make sure you review your category code listing to ensure that you choose a code that describes the item as capable of laser emissions. Laser Approval Criteria

19. The Department Approver stage is required for all requisitions. • Approval by: This stages routes to someone authorized in your department to approve requisitions. It may be one or more people, but only one approval is needed before the requisition moves forward to the next stage. Workflow Stage 4 Department Approver

20. If the requisition has a Sponsored Project ID and a computer or an asset is ordered, then the requisition will stop at this stage and be reviewed by a SPA Accountant. • Approval by: Your SPA Accountant (Tammy Murrell, Jennifer Guy, Tammy Faircloth, Chris Fick, Grace Anderson) http://www.georgiahealth.edu/SPA/post.html • If the requisition doesn’t meet the above criteria, then it skips this stage and moves forward onto the next workflow stage. Workflow Stage 5 Project Approval

21. The criteria for this stage is for Health eShop Non-Catalog orders, Non-Health eShop orders or Asset orders. • If your requisition is a Health eShop Catalog order that is less than $2,999, then your requisition will skip this stage. • Approval by: Your Supply Chain Buyer (Regina White, Jackie Jones, Aleen Jones, Terri Gregory, Karen Herrington, Lynn Carmack, Nicole Moore) https://portal.georgiahealth.edu/portal/page/portal/forms/Finance/Materials%20Management/Purchasing/GHSU%20Purchasing%20Commodity%20Listing.pdf • This is the final stage in workflow. Your requisition will now be approved. Workflow Final Stage 6 Buyer Approval

22. Workflow Requisition Status

23. Open Status • Denied • Pending Requisition Status

24. Open Status Requires the requestor to click Save and Submit to push the requisition into workflow. To find your requisition go to Manage Requisitions Remove To and From Dates. Select open on the request status box by using the drop down arrow on the right side of the box. Select blank on the origin box using the arrow on the right side of box. Click search.

25. Edit Open Status Requisition When you have located the requisition line in Manage Requisitions, click on the Edit Requisition option under the Select Action box and then click the Go button.

26. Editing Open Status Requisition Once you click the Go button on Manage Requisitions, your screen will look like this. If you need to make changes to an item, then click on the item description hyperlink. If you need to make CFC, location or account code changes then click on the sideways triangle in front of the line number. Once your requisition is correct then click the Save and Submit button. If you do not have a valid budget status budget check requisition until it is valid. If get an accounting date error, contact Greg Woodlief (721-2213). Note: you will not be able to save your edited changes until he corrects the date.

27. Denied Status This requisition needs to corrected or canceled depending on the denied comments. To edit requisition in Manage Requisitions, then click on the selection action box on the right side of the requisition line. Choose Edit Requisition to correct the requisition. If you need to cancel requisition contact Greg Woodlief (721-2213). If requisition is not canceled monies are still pre-encumbered.

28. Processing Denied Status Requisitions Once requisition is in edit status correct what needs to be change. Change items in step 2 – NOTE: You CANNOT change items, amounts, or CFC information on Step 1, if the items already exist on the requisition. Make a comment in the justification box that the requisition was corrected. If you changed an account code make sure you have a valid budget status before saving and submitting. Be sure to click Save and Submit.

29. If your Requisition will not go out of Denied Status After You Have Corrected It Problem: After updating your requisition, it is still in denied status. Solution: Change a line distribution account code to a different budget account. For example, if your account code as 714102, then change it to 843200. Re-budget check the requisition. It does not matter if there is an error. Change to account back to the one needed (714102), and re-budget check to valid. Now your requisition will be out of denied status.

30. Pending Status Requisitions in this status are waiting for approval in all workflow stages. When the requisition is waiting for approval. It can be either denied or approved. (Please note if one line is wrong on the requisition then all lines should be denied.) The approver must click on the email link to go to the requisition approval page OR click their Worklist to approve their requisitions.

31. Worklist View of Approval The Worklist approval page is shown on the right. Please click on the blue link for a requisition to go to the Requisition Approval page. To approve the requisition, click on the Approve button. If requisition is to be denied, then a comment must be added. After adding the comment, then click on the Deny button.

32. Department IDs, Requisition Approvals & Authorized Signatories

33. Department ID Changes for Summerville in Consolidation The consolidated Department IDs are 8 characters in length. All Summerville Department IDs have been cross-walked to a new Department ID OR cross-walked to a Health Sciences existing Department ID The crosswalk listing of Department IDs can be found here: http://www.georgiahealth.edu/finance/controller/finacctg/consolidation_crosswalk_department_id_lisitings.pdf All Department IDs in each Summerville College, start with a two-digit identifying number: 00xxxxxx – CAHSS-College of Arts, Humanities & Social Sciences 07xxxxxx – HCB-Hull College of Business 08xxxxxx – COE-College of Education 09xxxxxx – CSM-College of Science & Mathematics

34. Do I Need a Department Chart of Account Maintenance Form? Every department needs this form to establish a new Department ID. The form is used for adding, changing the Department Manager , and Inactivating Department IDs. If a Department Manager leaves, retires, or changes then this form needs to be submitted. Only one Department ID per form

35. What is a Department Authorized Signature form? This form is used to establish authorized signatories for a Department ID and to establish requisition approvers. The person(s) listed as the authorized signatory for the Department ID are permitted to sign for financial related business forms for this Department ID.  This form is reviewed by the Georgia State Auditors for accuracy.   This form is also important to update when employee leaves or retires.

36. Yes. These forms work together. So the best practice is to update both when you have departmental changes. • One form is submitted per Department ID. • The forms can be faxed to the number listed on the form for processing. • For the requisition approvals to be setup for 07/08/2013, we need to receive these forms by: 07/01/2013. Do I Need Both Forms?

37. Tina Fletcher, Workflow Administrator Financial Info Systems & Reporting, Controller’s Division 1120 15th Street, Annex I, Room B223 Augusta, GA 30912 Phone: 706-721-0018 • Janice Chancey, Mgr. Financial Info Systems & Reporting, Controller’s Division 1120 15th Street, Annex I, Room B221 Augusta, GA 30912 Phone: 706-721-3288 Contacts for Help

38. Questions?