NonTechnical Workflow

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Non-Technical Workflow

• Damon Dorsey
• Indiana University

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Quick Routing Review
Financial Document Routing

• Account Level (Fiscal Officer)
• Organization Level (Review Hierarchy)
• Special Routing

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Financial Document Routing

• Level One Account Level (Fiscal Officer)All
  accounts used on the document are identified and
  it routes to a designated approver (at IU we call
  this person a Fiscal Officer) for each of those
  accounts. Fiscal Officers can delegate approval
  authority to other users based on document type
  and dollar amount. All approvals at this level
  must happen before the document moves forward.

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Example Financial Document Routing

• Level Two Organization Routing (Review
  Hierarchy) Every account belongs to an
  organization and optional routing can be
  established by each organization based on
  document type and dollar amount.
• Example The Dean of Biology wants a chance to
  approve every Budget Adjustment document over
  1,000 that involves a Biology account.
• All approvals at this level must happen before
  the document moves forward.

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Example Financial Document Routing

• Level Three Special RoutingSome documents
  will require special administrative approvals
  based on the type of document, the accounts being
  used, or other attributes of the transaction.
• Examples
• Budget Adjustment documents must be approved by
  the University Budget Office.
• Disbursement Vouchers for travel must be
  approved by Travel Management.
• A transaction using a grant account must be
  approved by Contract Grant Administration.

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Where does Account Level routing begin?

• It all starts with the Account itself.
• 2 attributes of each account are key pieces in
  Financial Document routing, they are
• Fiscal Officer
• Organization

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Delegates

• Delegates can approve documents at the Account
  Level of routing as if they were the Fiscal
  Officer.
• Two kinds of delegates exist Primary delegates
  and Secondary/Alternate delegates
• Delegates can be assigned by document type, by
  dollar amount and by start date.
• Fiscal Officers can choose to establish either
  type of delegate or both.

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Primary Delegates

• Documents route directly to primary delegates
  instead of routing to the Fiscal Officer.
• Cant have more than one primary delegate for any
  given account document type combination.
• Fiscal Officers can still access any documents
  they are responsible for by going into the
  delegates in-box as an Alternate.

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Alternate Delegate

• Documents do not route to the Alternate Delegate.
  
• The Alternate Delegate can go into an Alternate
  in-box and retrieve documents for which they have
  been given approval authority.
• Multiple Alternate Delegates can be established
  for the same account document type combination.

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Organization Level Routing

• Based on the Organization attribute of every
  account number involved in a transaction.
• Can be based on Document type, dollar amount,
  special conditions and start date.
• Documents can route for approval or for review.
• Takes advantage of the Organization Hierarchy.
• Can add individuals and/or workgroups.

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Workgroups

• A workgroup is a collection of approvers who
  share a similar responsibility.
• If a document routes to a workgroup, all members
  of the workgroup will see that document in their
  in-box.
• Once any member of the workgroup takes action on
  that document, the document is removed from the
  in-box of all other members of that workgroup.

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How are Workgroups Created?

• Workgroups are created and maintained using a
  Workgroup document.
• Current workgroup members can be removed and new
  workgroup members can be added.

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Ad-Hoc Routing

• Ad-Hoc routing allows a document initiator or
  approver to add additional approvers or reviewers
  to the routing of a specific document.
• These approvers are inserted into the routing and
  interrupt the regular routing process.
• Example If I initiate a financial document and
  ad-hoc route it to my boss it will go to her
  before it goes to the Fiscal Officer.

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Blanket Approval

• Users can be established as Administrators,
  giving them the ability to blanket approve most
  transactions they initiate or for which they are
  an approver.
• Blanket approval pushes a document to Approved
  status. All approvers who are skipped by the
  blanket approval receive an FYI copy of the
  document.
• Some doc types cant be blanket approved.

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System Supervisor Approval

• A user established as a System Supervisor (super
  user) can approve or disapprove any document,
  regardless of any currently pending approvals.
• Documents that are System Supervisor approved do
  not generate FYI copies.

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Routing for Delegate Review Hierarchy Documents

• Delegate documents follow normal financial
  document routing.
• Review Hierarchy Documents route based on the
  organization. The document identifies the Chart
  of Accounts the Organization belongs to and
  routes to the associated Chart Manager.