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State of Kansas – SMART Agency Configuration Workshop Workflow Process Overview

Gain an understanding of the SMART workflow approval process for each module being presented in the State of Kansas SMART Agency Configuration Workshop. Learn the role of module approvers to configure agency roles. This is not a workflow training session or a full product demonstration.

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State of Kansas – SMART Agency Configuration Workshop Workflow Process Overview

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  1. State of Kansas – SMART Agency Configuration Workshop Workflow Process Overview

  2. Workshop Objectives To understand the SMART workflow approval process for each module being presented. Take away module approver role information to be able to configure your agency roles. • Role Mapping Task to be completed in Jan./Feb. 2010

  3. Introduction • This is not a Workflow training session. • This is not a Workflow full product demonstration. • Each Module Workshop will provide you with information which will enable your agency to complete the Role Mapping task as it pertains to workflow.

  4. Overview • SMART comes with standard mechanisms for Module workflows that will be presented • Terminology • Workflow • Worklist • Roles 4

  5. Workflow • Approval workflow is an automated process that takes a SMART transaction and routes it to the next approver level to approve or deny. • Specific Denial processes, may be different depending on the Module. • If a transaction is denied, the system notes that the request was denied. • Processors and Approvers can view the approval status of transactions subject to workflow.

  6. Worklist • Worklists are lists of work items that a person (or pool of people) has to complete. • When a transaction is submitted in SMART, it is routed to the approver’s worklist. • To work on a transaction, the approver selects it from the worklist and is presented with the appropriate page.

  7. Worklist screen shot

  8. Roles • For certain modules, workflow roles determine how your transactions will be routed in SMART. • Role-Based Workflow: • Accounts Payable Module • Travel and Expense Module • General Ledger Module • Linear Workflow: • Purchasing

  9. Overview Meeting Agenda Workflow Overview Session 8 a.m. – 8:30 a.m. Module Workshop Session #1 8:45 a.m. – 10:15 a.m. Module Workshop Session #2 10:30 a.m. – 12:00 p.m. Lunch Break (on your own) 12:00 p.m. – 1:00 p.m. Module Workshop Session #3 1 p.m. – 2:30 p.m. Module Workshop Session #4 2:45 p.m. – 4:15 p.m.

  10. Module Presentations • Workshop Sessions: • Accounts Payable Voucher Approval Workflow • Travel and Expense Approval Workflow • General Ledger Approval Workflow • Purchasing Approval Workflow • Your first session will begin in 15 minutes. 10

  11. Questions

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