Course Number: TV0012

1. Approver Course Number: TV0012

2. Introduction Welcome! Thank you for taking time to complete this course.

3. NEXT PREVIOUS Introduction Course Navigation The information in this course is presented on a series of animated slides. Select the NEXT button when you are ready to view the next slide. Select the PREVIOUS button to see a previously viewed slide. The buttons appear when the animation is complete. Access the course menu at any time by selecting the MENU button. MENU Select the NEXT button now to start the course.

4. Introduction This course addresses the following topics: Course Navigation Course Objectives Operational Procurement Review Approver Business Rules and Processes Approving Shopping Carts Course Summary Knowledge Check/Evaluation Select a button to go directly to the topic or the NEXT button to start the course.

5. MENU Introduction • After successfully completing this course participants will be able to: • Access the SRM screens used to fulfill approval processes • Label processes in the approval workflow • List the steps required to review/approve a shopping cart • List the steps required to review/reject a shopping cart • Edit a shopping cart

6. MENU Operational Procurement Review Operational Procurement consists of the following processes: SRM Operational Procurement 1. Requisition Goods with standard or P-Card cart 2. Approve Cart 3. Goods Receipt standard cartsonly • The next slide shows the Operational Procurement workflow

7. MENU Operational Procurement Review Operational Procurement Workflow Diagram Requisitioner Requisitions are created with shopping carts. Approver If approval is needed, the approver reviews the shopping cart to determine if the request is appropriate, within budget, and meets the agency’s procurement policies and procedures. Receiver Confirms the receipt of the ordered goods. Create Cart Need Approval ? P-Card ? Yes No Approval Workflow Agency’s procedures Confirmation Yes No Yellow areas indicate where SRM sets workflow. Ware- house Item? AutoPO ? Need Approval ? No Buyer’s Worklist No No Yes Yes Yes Approval Workflow Card Order STO PO Agency’s procedures

8. This course focuses on the approval workflow. Receiver Confirms the receipt of the ordered goods. Approver If approval is needed, the approver reviews the shopping cart to determine if the request is appropriate, within budget, and meets the agency’s procurement policies and procedures. Requisitioner Requisitions are created with shopping carts. Create Cart Approving Shopping Carts Need Approval ? P-Card ? Yes No Approval Workflow Agency’s Procedures Confirmation Yes No Tan areas indicate where SRM sets workflow. Ware- house Item? AutoPO ? Need Approval ? No Buyer’s Worklist No No Yes Yes Yes Approval Workflow Card Order STO PO Agency’s Procedures MENU Operational Procurement Review

9. Approval Workflow Agency’s Procedures MENU Operational Procurement Review This course focuses on the approval workflow. Approving Shopping Carts

10. MENU Operational Procurement Review • The tasks found in the approval workflow ensure the three approval processes are completed: Approval workflow Follow agency’s procurement procedures

11. MENU Operational Procurement Review • The tasks found in the approval workflow ensure the three approval processes are completed: The approver’s inbox shows carts waiting for approval. Follow agency’s procurement procedures

12. MENU Operational Procurement Review • The tasks found in the approval workflow ensure the three approval processes are completed: The approver’s inbox shows carts waiting for approval. Follow agency’s procurement procedures 1. Accessshoppingcart

13. MENU Operational Procurement Review • The tasks found in the approval workflow ensure the three approval processes are completed: The approval workflow is automatically in compliance with the agency’s purchasing policies and thresholds. The approver’s inbox shows carts waiting for approval. 1. Accessshoppingcart

14. 3. Approveor rejectshopping cart 2. Reviewshoppingcart MENU Operational Procurement Review • The tasks found in the approval workflow ensure the three approval processes are completed: The approval workflow is automatically in compliance with the agency’s purchasing policies and thresholds. The approver’s inbox shows carts waiting for approval. 1. Accessshoppingcart

15. MENU Approver Business Rules and Processes • When approving a cart the Approver: • Reviews shopping carts awaiting approval to ensure that it is appropriate, within budget and meets the agency’s procurement policies and procedures • Validates the cart’s account information • Edits shopping carts as needed • Approves or rejects shopping carts • Adheres to the agency’s established procurement procedures and policies

16. Total cart value Items requested Cost assignment Ship to information Source of supply/contract Notes for approval MENU Approver Business Rules and Processes • During approval, the Approver needs to review:

17. MENU Approver Business Rules and Processes • There are three types of carts that may need approval: • P-Card • Standard cart • Special categories

18. MENU Approver Business Rules and Processes • P-Card approval workflow options: • 0–Step: no approval for all carts • 1–Step: approval for all carts • Approver is considered to be a Level 1 (L1) Approver • A combination of the above • 0–Step for shopping carts within a specific dollar value range and 1-Step approval for carts above this value

19. MENU Approver Business Rules and Processes • Standard cart approval workflow options: • 0–Step • 1–Step (Level 1 Approver (L1)) • 2–Step (Level 2 Approver (L2)) • 3–Step (Level 3 Approver (L3)) • Or any combination of the above • The maximum number of approvers on the standard shopping cart is 3

20. MENU Approver Business Rules and Processes • Workflow business rules • Individuals within the agency’s organizational structure have SRM roles granting them an L1, L2, or L3 approval level • Requisitions needing approval are not assigned to an approver based on name or position, but by SRM approval role level • If more than one person is assigned to an approval level within an organizational tier (e.g. unit, division, bureau) each person at that level receives the shopping cart for approval • Whoever approves the item first is the only approver for that particular approval level

21. MENU Approver Business Rules and Processes • Workflow business rules continued • If SRM does not locate an approver within the organizational tier it looks for an approver at the same approval level within the next organizational tier • After exhausting the organization’s hierarchy and performing an agency-wide search for an approver, the workflow administrator within IES notifies the agency for resolution

22. MENU Approver Business Rules and Processes 1-Step Approval Example 1 Secretary • Note: • Depending on Agency need and dollar amounts, the workflow can be tailored Deputy Secretary Deputy Secretary Bureau Bureau Bureau Each L1 approver receives the approval request. Only one needs to approve the cart Division Division Division Division SRM looks within the organizational tier for L1 Approver. If found, SRM waits for approval SRM Section Section Section Section L1 L1 L1 User creates shopping cart SRM SRM

23. MENU Approver Business Rules and Processes 1-Step Approval Example 2 Secretary • Note: • Depending on Agency need and dollar amounts, the workflow can be tailored Deputy Secretary Deputy Secretary SRM continues to follow the organizational tiers until it finds an L1 Approver L1 Bureau Bureau Bureau No Approver Found If not found, SRM looks at the next tier for L1 approver Division Division Division Division Section SRM looks within the organizational tier for L1 Approver No Approver Found Section Section Section User creates shopping cart SRM SRM

24. MENU Approver Business Rules and Processes 2-Step Approval Example 1 • Note: • SRM follows same logic, as shown, for 3-Step approval process • Depending on Agency need and dollar amounts, 2-steps could occur at higher levels within the organizational structure • Approval levels always start at the level the cart was created Secretary Deputy Secretary Deputy Secretary After L1 approval is granted, SRM looks at the next tier for the L2 approver L2 Bureau Bureau Bureau SRM looks within organizational tier for L1 Approver and stops for approval L1 Division Division Division Division SRM User creates shopping cart Section Section Section Section SRM SRM

25. L2 MENU Approver Business Rules and Processes 2-Step Approval Example 2 • Note: • SRM follows same logic, as shown, for 3-Step approval process • Depending on Agency need and dollar amounts, 2-steps could occur at higher levels within the organizational structure • Approval levels always start at the level the cart was created Because SRM can’t find an L2 approver in the organizational tier, it searches Agency-wide to find an L2 Approver No Approver Found Secretary No Approver Found Deputy Secretary Deputy Secretary This is 2-Step approval, therefore, SRM continues looking within the organizational tier for the L2 Approver No Approver Found Bureau Bureau Bureau No Approver Found Division Division Division Division SRM looks within organizational tier for L1 Approver and stops for approval L1 Section Section Section Section SRM SRM User creates shopping cart SRM

26. MENU Approver Business Rules and Processes • Process changes • Auto-POs are created for carts under $10,000 whose items are requisitioned from identified suppliers through catalogs and punch-outs • P-Card purchases are not processed over $5,000 • Agencies can maintain lower thresholds for individual purchase cards in addition to establishing approval processes

27. MENU Approver Business Rules and Processes • Ad hoc business rules • Additional approvers can be added by requisitioners or approvers any time the defined strategy does not meet the approval needs of the cart • Because special material approvers (the highest level approver for special category carts) are the last approver in the workflow sequence, they cannot add additional approvers • They can forward a cart or create a substitute approver if required • Additional approvers can be used for Federal Grants, funds, project approvals, etc.

28. MENU Approver Business Rules and Processes • Special category cart approval workflow is predefined based on Commonwealth policies : • The approver and the number of required approvers is dependent on the special category. For example: • Requisitions for computer hardware must be approved by the IT Director • Requisitions for training must be approved by the Training Officer • Requisitions for both computer hardware and computer training must be approved by the IT Director and the Training Officer • Approval of the cart is not complete until each approver approves the appropriate item • Ad hoc approvers can not be added to a special category cart after the cart reaches the final approver

29. MENU Approving Shopping Carts The next several slides present SRM screens approvers access when approving/rejecting carts.

30. MENU Approving Shopping Carts Approver SRM home page The inbox on the home page indicates when carts are waiting to be approved. Select the inbox to access the cart.

31. Selecting the DETAILS icon also displays the contents of the cart. MENU Approving Shopping Carts Viewing carts The inbox lists all the carts waiting for approval. Select the cart name to view its contents.

32. To review item details such as assets and cost assignments, select the description or the DETAILS icon . MENU Approving Shopping Carts Cart details

33. The details of the cart appear. Each section of details is proceeded with an arrow. Click the arrow to expand or collapse the corresponding detail area. The details of the item appear. The item’s details are organized into sections, each with an arrowor . Select the arrow to expand or collapse the corresponding detail area. MENU Approving Shopping Carts Cart details

34. MENU Approving Shopping Carts Cost assignment details Review the cost assignment for each item in the cart by selecting the Cost Assignment arrow.

35. Review the cost assignment item details by clicking the line number or the DETAILS icon Review the cost assignment item details by selecting the line number or the DETAILS icon . MENU Approving Shopping Carts Cost assignment item details

36. Review the cost assignment item details for accuracy. Review the cost assignment item details for accuracy. MENU Approving Shopping Carts Cost assignment item details

37. MENU Approving Shopping Carts Accessing additional cart details Review the remainder of the items, (e.g. ship-to, sources of supply, approval preview) by selecting on the appropriate arrow.

38. View vendor and internal notes in the Documents and Attachments section. Click on either Vendor Text or Internal Note to see the corresponding message. View vendor and internal notes in the Documents and Attachments section. Select either the Vendor Text or Internal Note to see the corresponding message. Internal notes and vendor text appear here. Vendors do not see internal notes. MENU Approving Shopping Carts Internal and Vendor notes

39. MENU Approving Shopping Carts Editing carts Select the CHANGE button at any time to edit any detail of the cart. The resulting window is based on the detail section currently being viewed. For example, selecting CHANGE while the Cost Assignment section is open displays the cost assignments. Use the arrows orto open or close additional sections.

40. MENU Approving Shopping Carts Editing carts continued Selecting the CHANGE button opens the shopping portion of SRM. The top of the screen displays the shopping interface. Use the shopping interface to edit the details of the cart, including the cost assignment details.

41. Access additional cost assignment details by clicking the line number or the details button. Access additional cost assignment details by selecting the line number or the details button . Use the Search icon to search a list of correct entries. After making the changes click the CHECK button. Review and address any resulting messages and errors and then click the CONTINUE button. After making the changes select the CHECK button. Review and address any resulting messages and errors and then select the CONTINUE button. MENU Approving Shopping Carts Editing carts continued

42. MENU Approving Shopping Carts Editing carts continued Select the SAVE button to save the changes. An edited cart is returned to requisitioner who can accept or reject the changes. If accepted, the cart re-enters the approval process. If rejected, the cart is deleted.

43. MENU Approving Shopping Carts Approval overview Review all the approval notes and add additional notes here. Determine where in the approval process the cart is and add ad hoc approvers by selecting the Approval Overview link. Selecting the Approver Overview link displays the Approval Preview and the Add Approver section, displayed on the next slide.

44. MENU Approving Shopping Carts Approval overview Select the ADD APPROVER button to add approvers to the approval workflow. If you need someone to review the cart without approving it, select the ADD REVIEWER button.

45. MENU Approving Shopping Carts Approval overview Selecting the ADD APPROVER button displays the Add here link. Select the link to add an approver.

46. MENU Approving Shopping Carts Choosing substitute approvers The SUBSTITUTE button allows you to send the approval request for all your carts to a different approver. The Forward icon allows you to forward the approval request for an individual cart to another approver. Approvers can substitute or forward a cart to another individual in cases of delegation, vacation, etc. The approval request is removed from the original approver’s inbox and sent to the substitute’s.

47. MENU Approving Shopping Carts Adding approvers continued Clicking the approver’s name displays details and places the name in the Approver textbox. Selecting the approver’s name displays details and places the name in the Approver textbox. If wildcards (*) are used in the approver’s name, a list of approvers meeting the criteria is returned. After locating the correct approver, select TRANSFER.

48. MENU Approving Shopping Carts Approving carts The Approved button for each item in the cart is automatically selected. To approve the cart, select the SAVE button. Because the items are already marked for approval, the entire cart is approved.

49. MENU Approving Shopping Carts Rejecting carts To reject a cart, you must select the Rejected button for each item. After selecting the Rejected button for each item, select the SAVE button to reject the cart.

50. A confirmation messages appear when the cart is successfully approved or rejected. A confirmation message appears when the cart is successfully approved or rejected. MENU Approving Shopping Carts Confirming approved and rejected carts