New Org Request User Manual
Contents
1. Will org require creation of new perm positions Yes Yes es r Non permanent positions Y 19 Source if funds are moved from another orgn From organization 55555 From account 44444 Amount to be moved 300 00 BUDGET OFFICE INFORMATION Budget Office Approver Name Barbara Maddox Suggested Predecessor Fund Suggested Fund Suggested Program Suggested Campus Additional Approver Name optional Rhonda Baumgartner Additional Approver Username optional rbaumga APPROVER INFORMATION Barbara do more staff need se Looks good to me This w ill help tremendously Additional Approver Approval s Approve G Reject Additional Approver Comments Compete Save amp ose Cancel 20 5 7 General Accounting s New Organization Request form Many of the fields are already filled in with the data entered by previous performers The General Accounting reveiwer can edit all of the fields except for the ones that are greyed out read only The General Accounting reviewer is required to add information in the General Accounting Information section When finished the General2. This will help tremendously r 4 F This is the new org we discuss NEW ORGANI ZATION INFORMATION New Organization Title Workflow Education New Organization Description Purpose Teach staff how to use workflc os 4 la Predecessor Roll up Org Code 12045 Give organization access to Name and username Linda Hatcher lhatcher Reconciler Name if different from Resp Person Gerri Nickle JE Reconciler Username gnickle FUNDING INFORMATION lActivity supported by own revenue Yes Will org require creation of new perm positions Yes INon permanent positions Yes 16 Source if funds are moved from another orgn From organization From account Amount to be moved BUDGET OFFICE INFORMATION Budget Office Approver Name Suggested Predecessor Fund Suggested Fund Suggested Program Suggested Campus APPROVER INFORMATION Barbara do more staff need se Looks good to me This will help tremendously 17 Budget Office Approval G Approve G Return to Dean Director for Rewo
3. Suggested Fund Suggested Program Suggested Campus GENERAL ACCOUNTING INFORMATION Gen Accounting Approver Name Assigned Predecessor Fund Assigned Fund Assigned Program Assigned Campus Fund assigned by OSP Fill in either the Predecessor Fund field OR the Fund field Program assigned by OSP Campus assigned by OSP Name of Budget Office Approver Fill in either the Predecessor Fund field OR the Fund field Fill in either the Predecessor Fund field OR the Fund field Program code suggested by Budget Office Campus suggested by Budget Office Name of General Accounting Approver Predecessor Fund value to be entered into Banner if applicable Fund value to be entered into Banner Program value to be entered into Banner Campus value to be entered into Banner 27 7 Sample emails to participants NOTE Emails are sent to each performer when it is their turn to perform an activity in the workflow Emails are also sent to specific performers after an instance of the New Organization Request workflow successfully completes Currently emails confirming the creation of the new organization are sent to Workflow initiator Responsible Person Orgn Reconciler Budget Office if it s a non OSP organization General Accounting Finance Administrative Systems Team FAST if staff security privileges need to be added HR IS HR Position Control if new non permanent positions need to be created Purchasing A P
4. New Organization Request Workflow User Manual Revised 12 11 08 TABLE OF CONTENTS I Workflow Terminology csciescccpscci sistas ante cade inaen e a a sedegata E Wed cata EEE at 2 2 Business Process Map for New Organization Request ccceesseceesececesececeeeeeceeceeceeneecseeeecseeeeneeeesaes 3 So og into Banner W Orcblow e Sieni et ER a A el net eee ell eset 4 4 Create and start a workflow instance ace yoda aie ee eee aaa 6 5 Complete New Organization Request Forms ssesssseessesssessseeesseessseessresseesseresseessresstesseeesseesseeesseet 8 5 1 Initiator s New Organization Request form ccccceessecesstecesscecesacecceseeeceeacececeecseeeceeeecsteeeesaes 8 5 2 Optional Approver New Organization Request Form sessseseesseesesseseesressessresresseesresrensreseeeeeesee 10 5 3 Responsible Person s New Organization Request form essceceesceeeeeeceeececeeceeceteeeeneeeenaeeeenas 12 5 4 Dean Director s New Organization Request form sessssssesssesessesesseeesstesseessesseesssessseesseesseesset 14 5 5 Budget Office s New Organization Request form eessssssesssesesesessseessresseesseesseeesseeesseesseesseeesees 16 5 6 Additional Approver s New Organization Request form sessssssesssesssesseessseesseessseesssresseesseesset 19 3 7 General Accounting s New Organization Request form ceeesceceseeeceeececeeeeeceseeecsteeeeseeeesaes 2
5. Accounting reviewer chooses an action Approve Reject or Return for Rework New Organization Request General Accounting Approval TRANSACTION INFORMATION Please create org ASAP This is the new org we discuss NEW ORGANIZATION INFORMATION New Organization Title New Organization Description Purpose Predecessor Roll up Org Code 12345 Give organization access to Name and username Linda Hatcher Ihatcher Reconciler Name if different from Resp Person Gerri Nickle Reconciler Username gnickle 21 FUNDING INFORMATION Activity supported by own revenue lt oO O 4 Will org require creation of new perm positions lt D Oo i Non permanent positions lt D O 4 Source if moving funds from another orgn From organization 55555 From account 44444 Amount to be moved 300 00 OSP OFFICE ONLY Predecessor Fund TEE PE Fund Ni Program N Campus N BUDGET OFFICE INFORMATION Suggested Predecessor Fund 66666 Suggested Fund 55555 Suggested Program 44444 Suggested Campus Arlington GENERAL ACCOUNTING INFORMATION Gen Acctg Approver N
6. 1 5 8 New Org creator New Organization Request form sessssssesssesseesserssesessseesseessessersseeessseessrese 24 5 9 New Ore Creator PIMORGN crecio cisean aa EAE a N g a a aaie ias 25 6 Deseripuons for data Gntry fe dS a ae a n ae aaeoa 26 T Sample emails to paracipaits sio see ai a i E E R E E E Ble A 28 8 Workflow Status Search to view Status seseeeeseseeseesesssesresseeseserestesesersstesesetsstessesetestessesseeseeeseeee 29 1 Workflow Terminology Workflow Workflow is a tool that is used to automate business processes and electronically route the right information to the right people at the right time Users are notified of pending work which helps information move through the review approval process more quickly Business process map a graphical representation of a business process that the workflow product uses to forward activities to the appropriate performers in a specific defined path Workflow instance A copy or instance of a business process map to be used for an individual transaction Since many staff will be creating workflow instances from the same business process map it is recommended that users create unique transaction specific names for their instances A good practice to follow when naming workflow instances is to make the name a combination of both the actual business process name and the name of what is being created or worked on For example a user needs a new Ba
7. SOLO SY ONO Peel 28 8 Workflow Status Search to view status You can check what step an instance of a workflow is on by selecting Workflow Status Search from the menu Enter the name of the workflow instance or a portion of the name and click Search x File Edt View Favorites Tools Help ay Q O x 2 Z search sPeravortes Amei 62 L m JA Address https epatriot gmu edu 4443 wftrnashgme search status do gt Ec Links e Worklist se Workflow Status Search P Logoff e Workflow Status Searcl User Profile Search e Shortcuts e User Information My Roles Workflow Specifics Name new BT e My Proxies Workflow Name O O eI am Proxy For e Change Password Siain Belien E3 To End Date gt SY To lS Status z Clear Search Reset Top Powered yE Select which workflow instance you want more details about E SCT Workflow 4 0 3 genacct Microsoft Internet Explorer Fie Edit View Favorites Tools Help 2 QO x 2 Z search Se Favorites GA media Ol L a J Address fa https epatriot gmu edu 4443 wFtrng home search status_results do gt Go Links Worklist Se Workflow Status Search e Workflow Status Search Workflow Specifics Name Workflow Name Status Created Completed New Orgn Workflow Education NewOrg7B Stopped 29 Mar 2005 User Profile e Short
8. ame Assigned Predecessor Fund 66666 Assigned Fund 55555 Assigned Program 44444 Assigned Campus Arlington apee APPROVER INFORMATION Barbara do more staff need se 22 Looks good to me This w ill help tremendously Barbara this looks good Please create org ASAP General Accounting Approval Approve Return to Initiator for Rework Return to Budget for Rework annn Reject General Accounting Comments Complete Save amp Close Cancel 23 5 8 New Org creator New Organization Request form The New Org Creator assigns the FOAP information to the new organization When finished the New Org Creator submits the transaction by clicking the Complete button New Organization Request Org Code Assignment NEW ORGANIZATION INFORMATION GENERAL ACCOUNTING INFORMATION IMPORTANT create ASAP Tr NEW ORGANIZATION ASSIGNED INFO Assigned Fund 55555 Assigned Organization Code 33333 Complete Save amp Close Cancel 24 5 9 New Org Creator FTIMORGN New Org Cr
9. an Director Approval Yes NEW ORGANIZATION INFORMATION New Organization Title Workflow Education 10 New Organization Description Purpose Teach staff how to use workflc Predecessor Roll up Orgn Code 12345 Give organization access to Name and Username Linda Hatcher Ihatcher Reconciler Name if different from Resp Person Reconciler Username Q Q Z laj a o gnickle FUNDING INFORMATION Activity supported by own revenue Yes IWill orgn require creation of new perm positions Yes INon permanent positions Yes Source if moving funds from another orgn From organization 55555 From account 44444 Amount to be moved 300 00 OSP OFFICE ONLY Predecessor Fund TEER Fund A Program A iCampus A APPROVER INFORMATION Optional Approver Approval G Approve G Return to Initiator for Rework G Reject Optional Approver Comments Complete Save amp Close Cancel 11 5 3 Responsible Person s New Organization Request form The Responsible Person can edit all of the fields except for the ones that are greyed out read only Required fields are prefaced with an asterisk When finished t
10. ansaction and it doesn t appear in the list contact your department s Banner Security Officer To request a new organization select the link FIN_Banner Organization Create 10 x File Edt View Favorites Tools Help ay Q 0 x A Z PD seach Se Favortes Ol amp T 33 Address ja https Jepatriot gmu edu 4443 wfdevi user viewMyProcesses do z Go Links gt X Home so My Processes Worklist Workfl Workflow Alerts FIN_Banner Monthend Close FIN_Banner Organization Create FIN_Change Org Title FIN_Tuition Grant Authorization Workflow Modeler Top Fhe ne Hi https fepatriot7 gmu edu 4443 wFdevifuser startWorkflow do cancelLink 2Fuser 2FviewMyProcesses doBorganizatio A Internet Us Enter a UNIQUE workflow instance name into the Workflow Specifics Name field NOTE When naming workflow instances make the name a combination of both the actual business process name and the name of what is being created or worked on For example a user needs a new Banner organization created called Library Services So they will create an instance of the New Organization Request map and name their instance New Org Request Library Services Using this naming convention makes it easier to search for and keep track of specific workflow instances Next click on Start Workflow E Workflow 4 4 1 wfdevl gnickle Microsoft Internet Explorer File Edt View Favorites Tools Hel
11. cuts 11 51 04 AM e User Information New Org Workflow Education NewOrg8 Completed 29 Mar 2005 29 Mar 2005 SON Roler 01 48 53 PM 02 26 46 PM oMuiprexies New Org Workflow Education NewOrg8 Completed 29 Mar 2005 29 Mar 2005 02 13 54 PM 02 47 44 PM eT am Proxy For neworg test NewOrg8 Ready 30 Mar 2005 e Change Password 10 40 02 AM NewOrg611BTAYLOR3_specific NewOrg611BTAYLOR3 Ready 24 Mar 2005 10 37 37 AM NewOrg611_BYABLONS_specific NewOrg611_BYABLONS Ready 24 Mar 2005 10 56 52 AM 1 6o0f6 First Previous Next gt Last Goto page 1 z workflow Specifics Name hae oo workflow Name Ft Start Date es To D End Date o G C M X Gtatic gt The business process map is displayed showing the step that the workflow instance is currently on 3 SCT Workflow 4 0 3 genacct Microsoft Internet Explorer Fie Edit View Favorites Tools Help Qa O h A Asam Fers Aua O C a A Address amp https fepatriot gmu edu 4443 wftrng home viewStatus do key 212237 e Worklist Se Workflow Status e Workflow Status Search User Profile AA AAE A Shortcuts e User Information e My Roles e My Proxies eI am Proxy For e Change Password E ConfirmationEmailTolnitiator GenerateRespPersonEmailAddress Workflow Summary Name New Orgn Workflow Education Description 30 31
12. eator enters the new organization information into Banner lB x File Edit Options Block Item Record Query Tools Help Window a x Z FUNN EES aa FA 28 Organization Code Maintenance FTMORGN 6 0 1 TRNG Chart of Accounts E M Active Status Last Activity Organization Title Dates gt Effective 29 MAR 2005 Termination l V Data Entry Next Change v A l Financial Manager Predecessor Orgn Default Fund rr m Default Program Default Activity l Default Location Budget Control Orgn I Combination Budget Control Enter Chart of Accounts Record 1 1 List of Valu zosc gt 25 6 Descriptions for data entry fields Initiator Name Initiator Organization Optional Approver Name Optional Approver Username Responsible Person Name Resp Person Username Responsible Person MSN Dean Director Name Dean Director Username NEW ORGANI ZATION INFORMATION New Organization Title New Organization Description Purpose Predecessor Roll up Orgn Code Give organization access to Reconciler Name Reconciler Username FUNDING INFORMATION Activity supported by own revenue Will orgn require creation of new permanent positions Non permanent positions Source if moving funds from another orgn From organization From account Amount to be moved OSP OFFICE ONLY Predecessor Fund Name of person
13. he Responsible Person chooses an action Approve Reject or Return for Rework New Organization Request Resp Person Approval TRANSACTION INFORMATION Barbara do more staff need se This is the new org we discuss Responsible Person MSN Dean Director Name Dean Director Username Requires Dean Director s Approval NEW ORGANIZATION INFORMATION New Organization Title Workflow Education New Organization Description Purpose Teach staff how to use workflc T k Predecessor Roll up Orgn Code 12345 i Give organization access to Name and username Linda Hatcher Ihatcher 12 Reconciler Name if different from Resp Person Gerri Nickle Reconciler Username gnickle if FUNDING INFORMATION Activity supported by own revenue lt D oO 4 Will orgn require creation of new perm positions lt D Oo 4 Non permanent positions lt Oo o Source if moving funds from another orgn From organization 55555 From account 44444 Amount to be moved 300 00 OSP OFFICE ONLY Predecessor Fund Fund A Prog
14. ifferent from Resp Person gt Reconciler Username gt FUNDING INFORMATION Activity supported by own revenue No Will org require creation of new perm positions No Non permanent positions No Source if moving funds from another org From organization gt From account gt Amount to be moved gt OSP OFFICE ONLY Predecessor Fund TTT Fund A IProgram A Campus A Initiator Comments Complete Save amp Close Cancel 5 2 Optional Approver New Organization Request Form The Optional Approver can edit all of the fields except for the ones that are greyed out read only Required fields are prefaced with an asterisk When finished the Optional Approver chooses an action Approve Reject or Return for Rework New Organization Request Optional Approver TRANSACTION INFORMATION This is the new org we discuss Responsible Person Name Barbara Doane Responsible Person Username bdoane Required Resp Person Approval Yes Responsible Person MSN Dean Director Name Beth Brock i Dean Director Username ebrock Requires De
15. initiating the request Initiator s organization name Name of Optional Approver who can approve the transaction in place of or in addition to the Resp Person and or Dean Director Optional Approver username Name of person who will be responsible for managing the budget and approving transactions for the new organization Resp Person s Banner username Resp Person s mail stop number Name of Dean or Director who will oversee the new organization Dean Director s Banner username Name of new organization Description of the types of activities accounted for by the new organization Organization code that new organization rolls up to one level up the hierarchy Names of staff that should be given security access to view the new organization After the transaction is approved the names are emailed to the FAST team in order to set up the security privileges Person who is responsible for reconciling Banner financial reports Reconciler s Banner username Yes No Yes No Yes No HR Position Control receives an email of the transaction if this field is set to Yes Organization funds would be moved out from if applicable Account funds would be moved out from if applicable Dollar amount to move Predecessor fund assigned by OSP Fill in either the Predecessor Fund field OR the Fund 26 Fund Program Campus BUDGET OFFICE INFORMATION Budget Office Approver Name Suggested Predecessor Fund
16. istribution display disclosure and or possession of this material are prohibited By using this system you agree to abide by George Mason University s Responsible Use of Computing Policy Number 1301 and the Student Information Security Statement At the login screen enter your email user name e g cmcginn2 The password depends on whether you have access to e Print Internet Native Banner INB If you have e Print INB access use your e Print INB password Otherwise use your six digit Banner pin Z Workflow 4 3 wfprod Microsoft Internet Explorer fle edt View Favores Toos He O Ou 0 AAD fm OG a E Address https epatriot gmu edu 4443 wFprodjlagon jsp E Bo Links gt The user s worklist is displayed containing all workflow instances that require the user s attention currently none E T 4 4 1 _ wfdevl gnickle Microsoft Internet Explorer o Worklist 7 Logoff Help Organization Workflow Activity Priority Created Show Reserved Items 0 0of0 First Previous Next gt Last Goto page z User Informatio Change Pa red by SUNGARD HIGHER EDUCATION Bw OOOO 4 Create and start a workflow instance To start a workflow transaction click on the My Processes link in the left hand menu The different types of Workflow transactions that the user has security access to will be displayed If you need to start a particular type of workflow tr
17. nner organization created called Library Services So they will create an instance of the New Organization Request map and name their instance New Org Request Library Services Using this naming convention makes it easier for both the user and other performers to search for and keep track of specific workflow instances Shortcut A link to a specific business process map Users will create shortcuts and use them to start instances of workflows Initiator The person who creates and starts the workflow instance and who will be contacted when the workflow is completed Role A role indicates the group is responsible for completing an activity in a business process map Budget Office Approver Gen Accounting Staff Responsible Person etc One role is assigned to each activity and specific individuals are added to each role Performer The person or business office who completes an activity in a business process map Approve An approval status selected by a performer to show they approve of the transaction Approving a transaction will move it on to the next performer Reject An approval status selected by a performer if they want to cancel the transaction The transaction cannot be restarted once it is rejected Return for Rework An approval status selected by the performer if they need to send a transaction back to be edited and re approved by all previous performers 2 Business Process Map fo
18. nue Will orgn require creation of new perm positions Non permanent positions Yes Yes r es r M z 14 Source if moving funds from another orgn From organization 55555 From account 44444 Amount to be moved 300 00 OSP OFFICE ONLY Predecessor Fund NA Fund NA Program NA Campus NA APPROVER INFORMATION Barbara do more staff need se Looks good to me Dean Director Approval G Approve G Return to Initiator for Rework Reject Dean Director Comments Complete Save amp cose Cancel 15 5 5 Budget Office s New Organization Request form Many of the fields are already filled in with the data entered by previous performers The Budget Office can edit all of the fields except for the ones that are greyed out read only Required fields are prefaced with an asterisk The Budget Office is required to add information in the Budget Office Information section In addition to the standard actions of Approve Reject and Return for Rework the Budget Office also has the ability to send the transaction to an additional approver New Organization Request Budget Approval TRANSACTION INFORMATION
19. ofile Ready My Processes Show Reserved Items ser Information 1 10o0f1 First Previous Next gt Last Goto page 1 z Enterprise Management ement Administration E https fepatriot7 gmu edu 4443 wfdevl home newLaunch do workItemPK 99128 ff C B internet ae Hi 4 5 Complete New Organization Request Forms 5 1 Initiator s New Organization Request form Note greyed out fields are read only and required fields are prefaced with an asterisk When finished entering the new organization information select Complete to send the transaction to the first approver New Organization Request New Org Initiator TRANSACTION INFORMATION Initiator Name Initiator Organization Optional Approver Name zZ Optional Approver Username zZ ana Responsible Person Name Resp Person Username Requires Responsible Person s Approval Responsible Person MSN Dean Director Name Dean Director Username Requires Dean Director s Approval NEW ORGANIZATION INFORMATION New Organization Title New Organization Description Purpose Predecessor Roll up Org Code Give org access to Name and Username Reconciler Name if d
20. p ay Q O lA A swe rons O w LBS so Start Workflow P Lost Help Logoff Help Organization Root Workflow Name FIN_G_NewOrgCreate 10 Workflow Specifics Name New Orgn Workflow Education Priority Normal x Workflow Note a Start Workflow Reset Cancel Attach File 73 Click OK amp Workflow 4 4 1 widevl gnickle Microsoft Internet Explorer File Edit View Favorites Tools Help Om x A see reme O so Start Workflow Fle togoft Help The workflow was started successfully k User Profile My Proce User Information Change Password Administration 5 omponent Management rkfi Workflow System Administration The workflow instance you created now appears in your worklist You may need to refresh your inbox by clicking the Worklist link to make the transaction appear Then click on the link in your worklist to start the workflow which will display to data entry form Workflow 4 4 1 wfdevl gnickle Microsoft Internet Explorer File Edit View Favorites Tools Help Q O ha A Ps prne O OS MLO Address https fepatriot7 gmu edu 4443 wfdevljhome workistdo G0 a Home se Worklist Worklist Workflow Status Search za e ee iE Organization Workflow Activity Priority Created workflow Alerts Root New Orgn EnterNewOrgnInfo Normal 11 Dec 2007 02 30 10 PM Q Workflow Education User Pr
21. r New Organization Request Intentionally left blank 3 Log into Banner Workflow In Internet Explorer enter the url https patriotweb gmu edu admin Then click on the Workflow link Abwministrative SYSTEMS Production Patriot Web Self Service Internet Native Banner Warning Duplicate G numbers may be present in Production Please read an Important Message before accessing Production gt For Windows Users If you are a first time Windows user to the Internet Native Banner Interface please read the Oracle JInitiator Download Information and install the JInitiator software This software is required for you to be able to login above gt For Mac Users If you are a first time Mac user to the Internet Native Banner Interface please read the Banner and the Mac Information document to verify whether the requirements for access have been met Customer Service Patriot Web Alerts Report a Production Problem Banner or e Print Reporting Discoverer Viewer e Print Reports Oracle Reports Other Applications Foundation Accounts Pooled Position WorkFlow Resources Data Standards Document pdf Data Warehouse Information Printer Installation Procedure Unauthorized use of this system and its material is strictly forbidden and may constitute a violation of state and or federal law This is unpublished material and contains confidential information Unauthorized reproduction d
22. ram A Campus A EE E APPROVER INFORMATION Barbara do more staff need se Responsible Person Approval G Approve C Return to Initiator for Rework G Reject Responsible Person Comments Complete Save amp Close Cancel 13 5 4 Dean Director s New Organization Request form Many of the fields are already filled in with data entered by previous performers The Dean Director can edit all of the fields except for ones that are greyed out read only Required fields are prefaced with an asterisk When finished the Dean Director chooses an action Approve Reject or Return for Rework New Organization Request Dean Director Approval TRANSACTION INFORMATION Looks good to me This is the new org we discuss NEW ORGANIZATION INFORMATION New Organization Title Workflow Education New Organization Description Purpose Teach staff how to use workflc oF F Predecessor Roll up Org Code 12345 i Give organization access to Name and username Linda Hatcher Ihatcher Reconciler Name if different from Resp Person Gerri Nickle Reconciler Username gnickle FUNDING INFORMATION Activity supported by own reve
23. rk s Return to Initiator for Rework G Send to Additional Approver for Approval s Return to Resp Person for Rework G Reject Additional Approver Name optional i Additional Approver Username optional Budget Office Comments Complete Save amp Close Cancel 18 5 6 Additional Approver s New Organization Request form The Additional Approver only receives transactions from the Budget Office They can edit the fields that are not greyed out read only and when finished the Additional Approver can choose to either Approve or Reject a transaction If approved the transaction gets sent back to the Budget Office for approval New Organization Request Additional Approval TRANSACTION INFORMATION Rhonda Iw anted you to appro This is the new org we discuss NEW ORGANIZATION INFORMATION New Organization Title Workflow Education New Organization Description Purpose Teach staff how to use workflc T k Predecessor Roll up Org Code 12345 i Give organization access to Name and username Linda Hatcher lhatcher Reconciler Name if different from Resp Person Gerri Nickle Reconciler Username gnickle FUNDING INFORMATION Activity supported by own revenue
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