Scenario 12.0 Access/Workflow/ tion

1. Scenario 12.0 Access/Workflow/tion “Demonstrate the tool’s following capabilities: Access, Workflow, and Version Control.”

2. 14.1 Access: Demonstrate how an administrator can control access to the system and components of the system (e.g., data fields, screens, etc.) by individual, group, and time (Bureaus should not be able to edit data after submission to the Department’s Office of Budget). BFEM Methods • BFEM’s security is completely configurable for users, organizations, data fields, screens, etc • Process • Add Users • Define “Roles” • Define “Actions” • Define “Permissions” • Assign roles to users • Security may be based on “Phases” that govern security Customers using Method • All Demonstration • Demonstrate how to add a user and assign roles and orgs, how to define a role

3. 14.1 Access: Demonstrate how an administrator can control access to the system and components of the system (e.g., data fields, screens, etc.) by individual, group, and time (Bureaus should not be able to edit data after submission to the Department’s Office of Budget). Use dialog box to add a user and assign roles and organizations Click on Users Click on Add Users Add roles and organization assignments

4. 14.1 Access: Demonstrate how an administrator can control access to the system and components of the system (e.g., data fields, screens, etc.) by individual, group, and time (Bureaus should not be able to edit data after submission to the Department’s Office of Budget). Use dialog box to add a role and assign users to the role Note: You must assign roles to new users

5. 14.1 Access: Demonstrate how an administrator can control access to the system and components of the system (e.g., data fields, screens, etc.) by individual, group, and time (Bureaus should not be able to edit data after submission to the Department’s Office of Budget). Use phase permissions to set actions

6. 14.1 Access: Demonstrate how an administrator can control access to the system and components of the system (e.g., data fields, screens, etc.) by individual, group, and time (Bureaus should not be able to edit data after submission to the Department’s Office of Budget). Define Permissions for each type of data

7. 14.2 Access: Demonstrate how the tool supports role-based viewing and customizable access to budget and performance information at varying organizational levels. BFEM Methods • Assign users to an organization when the organization is configured • Use Preference Profile Permissions for role based viewing • Use Organization Permissions Customers using Method • All Demonstration • Covered in 14.1. Review roles and organization assignments.

8. 14.2 Access: Demonstrate how the tool supports role-based viewing and customizable access to budget and performance information at varying organizational levels. Assign organization to users

9. 14.2 Access: Demonstrate how the tool supports role-based viewing and customizable access to budget and performance information at varying organizational levels. Preference Profile Permissions Organization Permissions

10. 14.3 Access: Demonstrate the tool’s ability to define a user role that has access to all data and functional capabilities in the system (i.e., a super user). BFEM Methods • BFEM can create a super user with all required powers Customers using Method • All Demonstration • Covered in 14.1.

11. 14.4 Workflow: Demonstrate how the tool automates the review and approval workflow both within and across organizational levels. BFEM Methods • BFEM Phase feature may be used to manage workflow process • Give “promote” and “demote” authority to key managers • All users assigned to an organization receive email notifications when a phase is promoted or demoted. Customers using Method • None NOTE: One reason the current version of Phase is not used because of the automatic email feature. Demonstration • DOI sample customer 2013 President’s Budget set

12. 14.4 Workflow: Demonstrate how the tool automates the review and approval workflow both within and across organizational levels. Add set phases as desired

13. 14.4 Workflow: Demonstrate how the tool automates the review and approval workflow both within and across organizational levels. Users with assigned permissions can promote or demote an organization Select Desired Organization Click to promote organization to next phase (or demote to previous phase) Click “Validate” to determine if allocations are valid Results of validation check

14. 14.5 Workflow: Demonstrate how users can propose changes to records at later stages in the workflow process if necessary (i.e., to identify a data correction). BFEM Methods • Create a “Correction” Modification Type for “Decision” phases or sets • Require users to enter corrections and explanations that would explain the mod type that should be used • Managers could review correction modifications and either approve them by converting them to the proper modification or reject them by zeroing them out • Create a report that lists all corrections • Create a “Correction” generic attribute for other types of errors Customers using Method • None Demonstration • Use DOI Sample set to add a correction modification

15. 14.6 Workflow: Demonstrate how changes to records can be accepted or rejected as a whole, or partially accepted/rejected if the record contains multiple data elements. BFEM Methods • Phase feature can be used to accept changes made to an organization as a whole Customers using Method • None Demonstration • 14.4 showed how records for a phase can be accepted by promoting the phase. BFEM does not have the ability to partially promote an organization.

16. 14.7 Workflow: Demonstrate the tool’s ability to modify workflows; discuss the turnaround time for changes to the workflow. BFEM Methods • Phases can be changed through the configuration • Adjustments in phases can be made through configuration Customers using Method • None Demonstration • Covered in 14.4

17. 14.8 Workflow: Demonstrate the tool’s ability to generate workflow reports that track the status of workflow events in the system (e.g., a list of questions for the record (QFRs) that are past due). BFEM Methods • BFEM could use a combination of the phase feature and generic attributes to develop reports that track status of workflow events Customers using Method • None Demonstration • Show DOI sample QFR report

18. 14.9 Version Control: Demonstrate how the tool collects audit trails and versioning to see what information has changed, who changed it, and provide comments why changes were made. BFEM Methods • Document sharing shows full audit trail for documents • History feature creates audit trails created for changes to Base Budget and Modifications • Can create special audit trail reports Customers using Method • DHS for documents • All use History feature • Treasury Audit Trail report Demonstration • Show DHS track changes and changes to DOI sample set

19. 14.9 Version Control: Demonstrate how the tool collects audit trails and versioning to see what information has changed, who changed it, and provide comments why changes were made. View History for base value View History a modification

20. 14.9 Version Control: Demonstrate how the tool collects audit trails and versioning to see what information has changed, who changed it, and provide comments why changes were made. Treasury Audit Trail Report

21. 14.10 Version Control: Demonstrate the tool’s ability to undo changes and revert to a previous version. BFEM Methods • BFEM maintains audit log and the ability to manually restore previous versions Customers using Method • None Demonstration • none