routing delegation and search--trainee - university of arizona · 2019. 12. 31. · document search...

updated 09.13.2012 v.1.00

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UAccess FINANCIALS

Routing, Delegation, and Search

© Arizona Board of Regents, 2012 THE UNIVERSITY OF ARIZONA

Routing, Delegation, and Search

COPYRIGHT & TRADEMARKS Copyright © 2012, Arizona Board of Regents All rights reserved.

Training Guide Routing, Delegation, and Search

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Table of Contents Introduction .................................................................................................................. 1

About this Session .................................................................................................................. 1 Mosaic Community .................................................................................................................. 1 Additional Resources .............................................................................................................. 1

Delegation .................................................................................................................... 3 Primary Delegation .................................................................................................................. 3 Secondary Delegation ............................................................................................................. 3

Routing ......................................................................................................................... 5 Additional Routing Options ...................................................................................................... 5

Ad Hoc Routing ................................................................................................................................... 5 Organization Review ........................................................................................................................... 6

The Route Log ........................................................................................................................ 7 Document Search ...................................................................................................... 15

Search Types ........................................................................................................................ 16 Exercise: Practicing Search .................................................................................................. 17 Advanced Search Parameters .............................................................................................. 18

Training Guide Routing, Delegation, and Search

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Introduction

About this Session This UAccess Financials brown bag demonstration is designed to improve your understanding of and familiarity with Fiscal Officer delegation, Ad Hoc routing and Organization Review, reading the Route Log, and document search workshops. This content has been excerpted from the Introduction to Financials workshop. This demonstration is not designed as a hands-on introduction to basic functions in UAccess Financials. For information on workshops in which you can learn more about using UAccess Financials and completing specific processes such as Travel Advances & Reimbursements or Reconciliation, please visit the Workshops and Training Team website at http://workshops.arizona.edu.

Mosaic Community The Mosaic Community is an online networking resource available to everyone on campus who uses UAccess systems. It’s a great place for asking questions, accessing resources, and sharing information. If you have an official UA email address, you can request membership in the Mosaic Community. Just go to http://mosaic.community.arizona.edu and click the Sign Up link in the upper right corner of the screen. Once your membership is confirmed—usually within a few hours—you’ll have access to valuable information about all of the UAccess systems. You’ll want to join one or more of the groups within the Community, because that’s where the value comes in. In each of the group areas, there are short videos showing you how to perform different tasks, discussion boards with questions from campus and answers from the experts, and information on upcoming workshops from the Workshops and Training Team. Please take advantage of the opportunity and become a member of the Mosaic Community.

Additional Resources Financial Policies & Procedures Manual: http://policy.fso.arizona.edu The 24/7 IT Support Center: Basic application support http://the247.arizona.edu, 520-626-8324 UITS How-To Workshops: http://workshops.arizona.edu FSO Policy Training: http://www.fso.arizona.edu/training/policies Mosaic Community: Peer networking community and forum http://mosaic.community.arizona.edu

Delegation Fiscal Officers are automatically included in the routing for transactional e-docs that affect the account for which they are Fiscal Officer. Those documents route to the Fiscal Officer for approval and cannot move to Final status without approval from the Fiscal Officer or their delegate. However, not every Fiscal Officer wants to review every transaction on their account(s). They may want to review only certain types of e-docs or only transactions over certain amounts. Or they may not want to review any of them. That’s where delegation comes into play. Delegation is set up by account and can be set for specific e-doc types, specific dollar ranges, and/or specific date ranges.

Primary Delegation A Primary Delegate will receive e-docs in their Action List in place of the Fiscal Officer. In other words, if a Primary Delegate is assigned for an account, the Primary Delegate will receive e-docs that meet the delegation criteria. The Fiscal Officer will not receive those e-docs in their Action List.

Secondary Delegation Fiscal Officers and Primary Delegates do get to leave the office occasionally. If they’re on vacation, someone needs to be able to step in and review documents in their stead. Secondary Delegates are the people who can help out under those circumstances. E-Docs don’t automatically route to the Secondary Delegate’s principal Action List, but the Secondary Delegate can access the e-docs from the delegate drop-down menu on their Action List if they need to while the Fiscal Officer and/or Primary Delegate are unavailable.

Fundamentals > Managing an Action List > Introducing Delegation Fundamentals > Managing an Action List > Viewing an Action List as a Secondary Delegate Fundamentals > Managing an Action List > Viewing Primary Delegate Action Lists Working with Maintenance Values > Workflow Maintenance > Assigning Primary Account Delegates Working with Maintenance Values > Workflow Maintenance > Assigning Secondary Account Delegates Working with Maintenance Values > Workflow Maintenance > Assigning Multiple Account Delegates Simultaneously

Fiscal Officer Primary Delegate Secondary Delegate

How many _____s are there per account?

One One per doc type As many as you need per doc type, but should be appropriately sparing.

What happens when a _______ views their Action List?

Sees documents initiated on their account only if those docs do not meet any Primary Delegation criteria

Sees documents that meet the delegation criteria

Does not see documents unless accesses the Secondary Delegation list. Then sees docs that meet delegation criteria

When would a ________ approve e-docs?

If no delegates, on a daily basis

On a daily basis for e-docs that meet the delegation criteria

As needed when the Fiscal Officer and/or Primary Delegate are not available

What happens when a ________ approves a document on their Action List?

Routes to any other reviewers



What happens when a ________ disapproves a document on their Action List?

Returns to the initiator/reconciler depending on doc type



How can a Fiscal Officer see docs awaiting approval by delegates?

Can view docs delegated to both Primary and Secondary Delegates through drop-down menus

NA NA

What happens when a ________ initiates a document on their account?

Auto-approves Auto-approves if it meets the delegation criteria

Auto-approves if it meets the delegation criteria

It is important to realize that a document initiated by the Fiscal Officer of an account will not route to that Fiscal Officer for approval. It will automatically be considered approved by the Fiscal Officer. The same is true of documents initiated by delegates. If a Primary or Secondary Delegate initiates an e-doc on an account they are a delegate for, that transaction will auto-approve just as it would if the Fiscal Officer had initiated it.

Routing

Additional Routing Options In addition to the standard Fiscal Officer and FSO routing, you and your department have two other options for how to route documents. In either case, the document can be routed to an individual or to a group.

Ad Hoc Routing Ad hoc routing is a one-time routing that you manually add to a document. You can ad hoc route an e-doc to anyone you would like to have review it.

• Before the document is submitted: you can have the ad hoc reviewer Acknowledge, FYI, or Approve the document.

• After a document is submitted: In most cases, you can only have the reviewer Acknowledge or FYI the document.

o The exception is approvers. If a document has been routed to you for approval, you can ad hoc route it for approval before you complete your own approval. After you approve, you can only ad hoc route it for FYI or Acknowledgement.

• Ad Hoc FYI and Acknowledge can be added at any point, even after a document is Finalized.

• Ad Hocs are inserted in the routing before whatever the next regularly scheduled review would be.

• An Ad Hoc Approval must be completed before the doc moves on to the next stage.

Ad hoc reviewers are added on the Ad Hoc Recipients tab of any document.

Document Ini,a,on

Fiscal Officer Review

Org Review

Central Review

(FSO, SPS, etc.)

Fundamentals > Completing Standard E-Doc Tabs > Sending an Ad Hoc Request Before an E-Doc is Submitted Fundamentals > Completing Standard E-Doc Tabs > Sending an Ad Hoc Request After an E-Doc has been Submitted

Ad Hoc

Ad Hoc

Ad Hoc

Ad Hoc

Organization Review Your department may want documents to automatically route to additional reviewers beyond the Fiscal Officer. You can set up Organization Review to add a customized route node to workflow. That route node will insert after the Fiscal Officer review and before the central administration reviews. Remember that not all documents route for Fiscal Officer and central admin reviews, so the routing may look slightly different for some document types.

• Review criteria can include specific document types, amounts, time periods, Fund or Sub-Fund groups, or Object Sub-Types.

• Org Reviewers cannot edit the Accounting Lines. They are only able to take the action that the document was sent to them for: Approve, Acknowledge, or FYI.

• Ideally Org Review should be set up for a group rather than an individual to allow for easier management of the reviewers.

• Organization Review is set up using the Organization Review maintenance e-doc. Groups are set up using the Group maintenance e-doc.

• If a document qualifies for multiple Org Reviews, by default, all of those reviewers will get the document on their Action Lists simultaneously. If you want Org Reviews to happen sequentially (e.g. Business Office Review before Dean’s Review), you can set them to do so through identifying priorities (1-6).

• You can add Primary and Secondary Delegation for Org Review after the Org Review has already been created.

Working with Maintenance Values > Workflow Maintenance > Creating a New Group

Working with Maintenance Values > Workflow Maintenance > Creating an Organization Review

The Route Log Documents move around a lot in UAccess Financials. Since all of the approvals and reviews are completed electronically, you are able to see where a document has been, where it is now, and where it is going. Every document in UAccess Financials has a Route Log and reviewing it will tell you everything there is to know about the document’s approval path. The Route Log includes sections for Actions Taken, Pending Actions, and Future Actions. Finished stages show in the Actions Taken section.

The Pending Action Requests section lets you know what the document is waiting for right now.

Future Action Requests tell you where the document is going next.

Note that the individual lines in the Action Requests tabs can be expanded for more detail using the show buttons.

Fundamentals > Completing Standard E-Doc Tabs > Reading the Route Log

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You can also tell when a Primary Delegate is acting on the behalf of a Fiscal Officer.

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Document Search When you want to search for a document in UAccess Financials, you have several options. Which option you use will depend on what you are trying to accomplish. In most cases, the pre-built Custom Searches will quickly get you to the right search fields for the type of document you are trying to find. Note that the Transactions Custom Search will allow you to search for all types of transactional (funds-related) documents. You can use the basic search/detailed search button to modify the fields available for the search. Specifically, detailed searches include more routing-related search fields, such as Status and Approver.

Fundamentals > Data Entry Fundamentals > Using Wildcards to Find the Right Value Fundamentals > Searching for Documents > Conducting a Basic Document Search Fundamentals > Searching for Documents > Conducting a Detailed Document Search Fundamentals > Searching for Documents > Using Custom Document Searches

Search Types Search Type Description Basic Search Simple search criteria. Used when you are looking for a specific

document by Document Number or all documents created by a specific user in a specific date range. You can enter a Document Type to get more search fields specific to that Document Type.

Detailed Search More refined search criteria, including Approver, Status, and Approval dates. You can enter a Document Type to get more search fields specific to that Document Type.

Custom Search Pre-built search screen for a specific Document Type. You have the ability to change the type of information you see between document details and workflow (routing). Can be used in conjunction with Detailed or Basic Search.

Superuser Search Search function that allows users with high levels of access to administer documents and manage workflow. You will not use this search.

Exercise: Practicing Search You can use the three search methods to get the most out of the information you have. Depending on what you know and what you want to find, you can use different searches to arrive at the documents that you want. What you know What you want Which search to use Doc Type: DI Initiator: calderom Description: contains “GI Pool”

The current routing status and location of the latest document

T-Number (goes in the Org Doc # field): T614762

All documents tied to that travel instance

Employee: Ryan Duitman Account: 1645000

The status of an expense reimbursement for that employee on that account

Document Type: Requisition Requisition Status: Awaiting accounting lines

All Requisitions in your department that did not have Accounting Lines added

Fundamentals > Searching for Documents > Saving a Document Search

Advanced Search Parameters Standard wildcards ( * and % ) are used to create contains…, begins with…, and ends with… searches. There are, however, plenty of other characters that you can use to refine your search. Note that many of these search parameters only work in fields without a magnifying glass next to them. Character Function Use with Example * Match on

any character or characters

Alphanumeric characters Works in magnifying glass fields

103* Matches on all account numbers that start with 103 (1030000, 1039765, etc.)

? Match on any single character

Alphanumeric characters Works in magnifying glass fields

103?490 Matches on all seven-digit account numbers that start with 103 and end with 490 (1030490, 1031490, etc.)

! Not equal to Alphanumeric characters

!*End* In a Description/Title field, matches on all records that do not contain the word End. Wildcards (*) ensure that records containing End will be excluded no matter where the word falls in the field.

| Or All types of data *End*|*end* In a Description/Title field, matches on all records that contain either End or end. (Some search fields are case sensitive.) Note that the wildcards (*) ensure that the record will be included no matter where the word falls in the field.

&& And All types of data *David*&&*Garcia* In a Vendor Name field, will return records that contain both David and Garcia. In this example, it eliminates difficulty finding a vendor if you aren’t sure exactly how their name is formatted in the system. You could also combine search terms to exclude two terms, such as both End and end: !*End*&&!*end*

> Greater than Alphanumeric characters

>1000 Matches on all dollar amounts greater than 1000

Character Function Use with Example < Less than Alphanumeric

characters, numbers, dates

= Greater than or equal to

Alphanumeric characters, numbers, dates

>=1000 Matches on all dollar amounts greater than or equal to 1000