The Old Way Of Processing Controlling Board Requests

2. The Old Way Of Processing Controlling Board Requests Making many copies Gathering all attachments Getting information to the Controlling Board Filing, Filing Filing Reviewing, approving and notifying agency Preparing the CB request

3. The New Way Of Processing Controlling Board Requests Approving agency reviews and routes request on to the Controlling Board Office for review and placement on agenda Prepare CB request online, route through the agency, and forward to approving agency (e.g., DAS/SAO) CB request is approved or denied

4. Who Will Use It? Agencies/Colleges and Universities Legislative Services Office of Budget and Management Department of Administrative Services Board of Regents Controlling Board General Public

5. How Will They Use It? • Agency /University users will • Create the controlling board request via the website • Route the request (and any attachments) through a defined path • Submit the request electronically to Board of Regents and the Controlling Board

6. How Will They Use It? • Controlling Board users will • Review requests online • Document comments online • Route to the Director of OBM as needed • Create the Controlling Board agenda • Post the results of the Controlling Board meeting

7. How Will They Use It? • Public users will • Review accepted requests online • Perform queries • Download data

8. What are the Steps in the Process?

9. Access the User Home Page From the WEB Site • Access the site at http://www.ecb.ohio.gov and Login to the system.

10. Determine Type Of Activity You Will Be Doing • New request • Open an existing request • Delete a request • Check status of data • Inquire about data • Review of release/permit data

11. Complete Appropriate Data On Screens Preparer determines the type of request and completes questions relating to that request.

12. ExampleFor a Fund/Appropriation Request Complete: General Information and Funding Information

13. Required Questions

14. Summary Paragraphs and Subsequent Paragraphs

15. Attachments

16. Once request is complete, route the document forward for review and approval within the agency.

17. Workflow Process

18. Agency approver reviews and routes the document to any additional approvers outside of the agency e.g., SAO, BOR, OBM. Route the document forward OR send back to preparer for additions or changes

19. Additional Approvers Review And Route Forward Review all necessary screens and route document forward Workflow step

20. Summary of the Process OBM BOR SAO AGENCY

21. To Summarize…What Has Not Changed • Controlling Board requirements that have not changed • Determination of when you go to the Controlling Board remains the same. • Information that you complete on the request remains the same. • Approval process remains the same. • Current resources for assistance on request completion remain the same.

22. What has changed… Now you prepare, approve, route, and review requests online via the web. • New Navigational Tools • New Processing Techniques • Workflow models have been established for each agency. • Queries and reports have been created • Additional resources • Online screen level help • Agency Guide to e-Controlling Board online

23. Access the Website and Login Logon to the system at: http://www.ecb.ohio.gov Logon to the system at: http://www.ecb.ohio.gov Enter your User ID and Password. (Passwords are case sensitive-User IDs are not.)

24. Initiate New CB Request Click on CB Request icon

25. Create the Request Select NEW request icon

26. Identify Request Type Select Fund/Appropriation

27. Identify Request Type Select OPERATING Enter a short description Select a meeting date Click on CONTINUE to move ahead

28. Reminder Do not use BACK and ENTER keys as navigational tools. Use the TAB key to navigate to fields and the “click the button” to navigate, add, or save data.

29. Your Request Number

30. Code General Information Click on CREATE NEW FUND and ESTABLISH APPROPRIATION AUTHORITY Enter Fiscal Year(s) YYYY Identify a Bill No.

31. Use Resources as Necessary Example: Need to Identify a Bill Number? Use the Link From the CB Home Page to the OBM Page.

32. Code Funding Information Enter Fund Group,Fund Code,Appropriation Line Item,ALI name,Fiscal Year,Current Appropriation Amount, Amount ofIncrease or NewFund Amount

33. If The Fund Already Exists, A Pop Up Window Will Appear

34. If Creating A New Fund, A Message Will Appear

35. Access Online Help as Needed

36. Click the ADD NEW Button to Establish the Information in the System Data will NOT be added unless you click this button

37. Continue With an Explanation of the Request

38. Summary Created, Spelling Checked Click SAVE AND CONTINUE button to establish the data in the system and return to the CB request page.

39. Return to CB Request Page

40. Click on FUND QUESTIONS

41. ANSWER QUESTIONS Answer thequestions then click on the Save and Continue button to establish the data and return to the CB request page.

42. Did You Miss Anything?

43. Select Add/Remove Attachments Upload any attachments necessary for the e-CB request

44. Use Online Help as Needed Screen-level help is available for all screens

45. Return to the CB Request Screen Click the BACK TO OPEN REQUEST button

46. Make a Workflow Decision Click on COMPLETE and ROUTE to electronically send the document forward

47. ORLeave the Request Open Click on the CB REQUEST Icon The request remains on the TaskList Default Inbox

48. Congratulations You have now entered a new e-CB Fund/Appropriation Request