OnBase

1. OnBase Resolution Tracking and Approval Solution Prepared by CMSD Office of the Chief Financial Officer - September, 2009

2. To begin, log on to Internet Explorer.Log in to the OnBase site at:http://srlc9onb02/test_AppNet2/Login.aspx - Note this is the test environment site – See end of document for production site. • Log in Page – use your FMS username and your OnBase password. • The first time you log on, your password is “password”. The system will prompt you to change your password after your first sign on. • Be sure HTML is checked, not the Active X • Log in. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

3. Log In Screen Prepared by CMSD Office of the Chief Financial Officer - September, 2009

4. PASSWORD • You will receive the change password prompt screen. Enter ‘password’ in the current password field and create your new password in the ‘new password’ and ‘verify password’ fields. • When the password has been changed, you will receive the passwordsuccessfully changed dialogue box. Click on the O.K. button. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

5. Your OnBase screen will look like this: Prepared by CMSD Office of the Chief Financial Officer - September, 2009

6. Select ‘Document Retrieval – New Form’, then select “AP-Resolution”. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

7. A blank resolution form will appear. You can start filling in your pertinent information. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

8. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

9. Begin filling in the form by filling in the various fields: • Resolution Number – This is system supplied. No user entry is necessary. • Tracking Number – This is system supplied. No user entry is necessary. • Resolution Type – Click the down arrow to select the proper type. They are: Administrative, Board, Chief Executive Officer (professional services) and Emergency. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

10. Chief – select the appropriate chief. They are: • CAO (Chief Academic Officer) CCO (Chief Communication Officer) CEO (Chief Executive Officer) CFO (Chief Financial Officer) CLC (Chief Legal Counsel) COO (Chief Operating Officer) COS (Chief of Staff) CCS (Chief of Safety & Security) Prepared by CMSD Office of the Chief Financial Officer - September, 2009

11. Title – Title should be concise and describe what the resolution is for. • Whereas – These paragraphs should describe the intended purpose and/or rationale for the resolution. To add additional whereas statements, click on the ADD button on the right side of the form. Each ‘whereas’ statement should end with “ ;and ”. The last ‘whereas’ statement should end with “ ; now, therefore, be it”. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

12. Resolved – These paragraphs should explain actions needed to achieve the objective of the resolution. Additional ‘resolved’ dialogue boxes can be added by clicking the ADD button. Each statement should end with “ :and, be it further”. The last resolved statement ends with a period. • Background – Enter your background information in this field. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

13. P.O. Description – This description will be what is seen on the purchase order line. It is a 40 character field. The box under P.O. Description is a further description and will appear on the purchase order in a comments line. • Impact – Describe how this resolution will impact the District. • Evaluation – Enter your evaluation comments, if any. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

14. Alternatives – Enter alternatives, if any. • Certificates – Every resolution has the O.R.C. 5705.41(D) Certificate. The option to add the O.R.C. 5705.412 Certificate is available, but is only used for specific items. • Bid Information – If this resolution is the result of a bid, enter bid number here. • Equal Opportunity Affairs – This information is filled in by the Purchasing Division. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

15. Amount – Enter total amount of the resolution. • Account – Fill in your account number in the appropriate elements. • Appropriation Amount – Enter the amount for this line. The total of the lines entered must match the ‘Appropriation Amount’. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

16. Vendor Name – Entry in this field is optional. It will automatically fill once the vendor number is filled in. • Vendor Number – This is the FMS vendor number. It must be filled in. • Submit – When the form is complete, click the SUBMIT button. This will start the approval process. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

17. APPROVAL PROCESS • The first approval step is the SCC/OPU approval queue – this queue is for all budget approvals (principals, component managers, etc….). Your electronic approval must be on the resolution in order for it to be processed further. • To access the approval process once logged into OnBase, select Document>Workflow. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

18. Select Document>Workflow Prepared by CMSD Office of the Chief Financial Officer - September, 2009

19. Log into t1P2P – Resolution Approval Process Prepared by CMSD Office of the Chief Financial Officer - September, 2009

20. Next step is to select the Chief review queue. The resolution will appear in the chief queue that it was created for. • When you select the Chief queue you will see all items waiting in that queue. The full budget number is in the display in the upper right hand pane. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

21. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

22. Select the resolution that you want to review. It will appear in the lower box exactly as it was entered. At every step of the approval process, you can select one of two choices – APPROVAL or DISPUTES (see buttons on gray bar in upper right hand pane). If the resolution is approved it will flow to the next approval queue. A note is attached to every resolution that indicates all approvals for this resolution. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

23. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

24. DISPUTE • If you select the Disputes button, you will be asked to enter an explanation in the comment box that will appear in the upper right hand pane. Enter your comment in the box provided and then click O.K. The resolution and it’s attached note will be put into the corresponding dispute queue, depending on the initiators’ Chief. All initiators have access to their Chief’s Dispute queue. • Emails will be sent to notify the initiator that there is a disputed resolution and in what queue it is sitting. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

25. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

26. APPROVAL QUEUES • When a resolution has passed the Chief queue it will automatically be routed through the approval process, which includes: • Finance Resolution Review • Budget Department Certification – The full account number is listed so each analyst can identify their resolution for review. • Purchasing Department for Bid and DBE Review • CFO Review • Chief Legal Counsel Review • Add to BoardDocs – This is only for specific resolutions that are added to the Board agenda. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

27. The resolution will finally be routed to the signature queues: • Requires CFO Signature (all resolutions) • Requires CEO Signature (C, E and Board resolutions) • Requires Board Chair Signature (Board resolutions only) Prepared by CMSD Office of the Chief Financial Officer - September, 2009

28. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

29. Ending System Tasks • The ending system tasks queue takes the appropriate information from the created/approved resolution and sends the information to FMS where a purchase order is automatically created with the resolution number reference. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

30. History • OnBase has an excellent audit trail and displays the action on every resolution. To see who has accessed this resolution, scroll to the bottom of the page and you will see the name, date and time. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

31. Accessing Backup Information • File>Open>Custom Query Prepared by CMSD Office of the Chief Financial Officer - September, 2009

32. Select – AP Resolution and Info. Enter your tracking number in the space provided (asterisk is the wild card*). • Example: If you are looking for CFO-20049, you can enter *20049*, then click the find button on the lower right hand pane. • If you want to see all items for a specific chief, you would enter CFO* and every item for the CFO would appear in the hit list. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

33. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

34. A hit list will appear like the one below: Prepared by CMSD Office of the Chief Financial Officer - September, 2009

35. It will show all instances of this resolution, or in this case all resolutions that were created by the CFO department. The supporting documentation will be labeled – AP-Resolution-Supporting Doc. This documentation is the image of exactly what was scanned in and linked to the resolution, enabling review of any backup documentation. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

36. Double click on the supporting documentation and you will see the image attached. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

37. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

38. To print the document or send it to someone, right click on the documentation and another menu will appear (see below). Make your selection from this list. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

39. In order to exit from the supporting documentation, click on the X in the upper right hand corner. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

40. INFORMATION • The Chief Financial Officer can Table a resolution for 30 days. If during that 30 day window action is needed, the resolution can be processed. Most tabled resolutions are Board resolutions. • The Resolution Number is programmatically assigned after the approval process. • The Tracking Number is assigned as the resolution is routed through the approval process. • Funds are pre-encumbered as the resolution is created and the account number is validated. This ensures that the dollars are available for the creation of the purchase order. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

41. INFORMATION (Cont’d.) • An encumbered resolution must contain a legitimate budget number, an active vendor number and a dollar amount. These resolutions will turn into purchase orders in FMS. • An authorizing resolution does not need a budget, vendor number or amount. These resolutions will not flow into FMS, but will be available for look-up in OnBase. • Each user will only have access to the account numbers that they are responsible for – the same accounts to which FMS allows them access. Prepared by CMSD Office of the Chief Financial Officer - September, 2009

42. INFORMATION (Cont’d.) • Scanning attachments – The ability to scan backup material for each resolution is available. This will allow each reviewer to see additional information available regarding this resolution. • In the interim, all backup material should be forwarded to the CFO’s office for scanning and linking to the resolution. The tracking number must accompany the documents for proper integration. • OnBase reads FMS files and validates user access, valid budget numbers and vendor numbers. • The production address is: http://srlc9onb02/AppNet/Login.aspx Prepared by CMSD Office of the Chief Financial Officer - September, 2009