Transaction Processing & Workflow The Basics

1. Transaction Processing & Workflow The Basics Barbara Sutton & Nicole Rawleigh Cornell University

2. Agenda • Transaction Processing • Maintenance • Transactions • Workflow • Demo

3. Transaction Processing • Maintenance Documents • Update/maintain tables • Transaction Documents • Create accounting entries • Common Tabs • Document Overview • Notes/Attachments • Ad Hoc Recipients • Route Log • Unique Tabs

4. Workflow Stand alone application • University of Connecticut – Deferred Tuition Waiver Form • SJDC – Time keeping system • Kuali Systems

5. Workflow • Approval Requests • Approve • Acknowledge • FYI • Disapprove • Special Approvals • Blanket Approval • Supervisor Approval

6. Workflow • Fiscal Officer Delegation • Primary • Secondary • Workgroups • Organization • System • Nested

7. Workflow Doc does not have to be saved prior to being submitted Initiator • Person who creates the • document • e-Docs can’t be initiated • without the correct user • privileges Open a new doc Save Submit Initiated Saved This state happens automatically when the document is created Cancel Enroute Canceled No notifications are sent

8. Workflow Fiscal Officer • Fiscal Officer can appoint • delegate(s) for their own • accounts • Doc may route to multiple • approvers, one for each • account Enroute Approve Dis- approve Disapproved Enroute Notifications are sent Can’t return, but initiator can copy Doc not longer appears in queues

9. Workflow Org and/or Special Conditions • Depending on doc and • account, may not be • required • Could be Org officer, • Special Conditions • approver, or respective • workgroup member Enroute Approve Dis- approve System changes the status when all approvals are detected Processed If there are no outstanding acknowledgements, doc goes to Final status Disapproved Notifications are sent Final Can’t return doc, but initiator can copy Doc no longer appears in queues

10. Workflow Ad Hoc Acknowledge • Optional; only comes into • play when someone • specifies Ad Hoc • Acknowledge routing • Document must be • acknowledged, then the • status changes to Final Processed Ack. System changes the status when all acknowledgements are detected If there are no outstanding acknowledgements, doc goes to Final status Final

11. Workflow Open a new doc Save Submit Ack. Processed Final Initiated Saved Enroute Approve Cancel Dis- approve Enroute Approve Canceled Disapproved

12. Workflow Route Log • Document ID • Actions Taken • Pending Action Requests • Future Action Requests

13. Questions?

14. Transaction Processing & Workflow DEMO