OnBase

1
OnBase

• Resolution Tracking and Approval Solution

2
To begin, log on to Internet Explorer.Log in to
the OnBase site athttp//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.

3
Log In Screen
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 password successfully changed
  dialogue box. Click on the O.K. button.

5
Your OnBase screen will look like this
6
Select Document Retrieval New Form, then
select AP-Resolution.
7
A blank resolution form will appear. You can
start filling in your pertinent information.
8
(No Transcript)
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.

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)

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.

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.

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.

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.

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.

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.

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 DocumentgtWorkflow.

18
Select DocumentgtWorkflow
19
Log into t1P2P Resolution Approval Process
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.

21
(No Transcript)
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.

23
(No Transcript)
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 its attached note
  will be put into the corresponding dispute queue,
  depending on the initiators Chief. All
  initiators have access to their Chiefs Dispute
  queue.
• Emails will be sent to notify the initiator that
  there is a disputed resolution and in what queue
  it is sitting.

25
(No Transcript)
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.

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)

28

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.

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.

31
Accessing Backup Information

• FilegtOpengtCustom Query

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.

33
(No Transcript)
34
A hit list will appear like the one below
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.

36

• Double click on the supporting documentation and
  you will see the image attached.

37
(No Transcript)
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.

39

• In order to exit from the supporting
  documentation, click on the X in the upper right
  hand corner.

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.

41
INFORMATION (Contd.)

• 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.

42
INFORMATION (Contd.)

• 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 CFOs 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/AppN
  et/Login.aspx