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Routing & Approvals User Manual - The Texas A&M University System

1. I Please make sure the document number is used as the invoice number when processing payments reimbursements to individuals DO NOT use any invoice numbers from receipts or invoices attached in this situation For example screen 341 should have Doc 1543210 and Inv 1543210 This must be entered so that our imaging system can automatically update each night without rejecting documents If you have any questions contact IR Auditor at 845 8888 or email ir vpfn tamu edu This has been corrected for you this time Koos Comments I WILL CORRECT THIS TO PROCESS BUT THE DOC NUMBER SHOULD _ ALWAYS BE USED AS THE INVOICE NUMBER ON INDIVIDUAL REIMBURSE MENTS THANKS JANICE JORDAN 455 5555 Routing and Approvals User Manual Page XIII 38 Section XIV Appendix Routing and Approvals User Manual Page XIV 2 Instructions Listed below are general instructions that will make your job easier as you use FAMIS to input or view document information Please become familiar with the information in this reference as it can make your navigation in FAMIS more efficient 3270 Emulation Keys Special keys and key combinations must be used when working with FAMIS These keys are known as 3270 emulation keys and may be defined differently by each 3270 terminal or PC emulation software that you are using Contact your computer support person if you do not know how to identify the following keys on
2. Screen Information Sel 1 character Type X and press PF6 to select an invoice number and view detail about the selected PIP Invoice Number 14 digits characters Shows invoice number associated with the PIP Doc Number 7 character digits Displays the document number PIP Number 7 character digits Displays the PIP number Routing and Approvals User Manual Page XIII 37 Screen 294 PIP Browse by Invoice cont d Type Rt Cd Modify Date Modify Time By User Additional Functions 3 characters Shows the type of PIP Valid values are FYA For your approval FYI For your information FRA _ Forreturn approval 2 characters Shows the routing status Valid values are Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FYA FRA routing PR In Proc routing RC Recalled RJ Rejected 6 digits Displays date document was last modified 4 digits Shows the time the document was last modified 7 characters digits Identifies the user ID and name who took action PF KEYS See the Appendix for a detailed description of the standard PF keys PF6 View View Displays the invoice problem in detail Doc A514461 Invoice Problem 1509508 Type I Inv 030105 Created By on 04 04 2005 0 more PIPs Page 1 Code Koss gt Code Translation
3. 12 characters FAMIS Services Entry Further describe the type of document whose profile is added modified 1 character FAMIS Services Entry Indicate whether or not Y or N review by a processing unit is required 10 characters FAMIS Services Entry Identify the unit that must process these forms if review is required Help 10 characters FAMIS Services Entry Indicate the type and number of approvals needed for the form type Help 2 characters FAMIS Services Entry Include whether or not the Amount Over AM for dollar limit category is used for the document type Valid values are Blank No category AM Amount Over DA Days Over DCRs only Help 1 character FAMIS Services Entry Indicate whether routing begins at the Processing or Departmental office level 10 characters FAMIS Services Entry Enter the expiration date used to suppress new documents from being routed for a form Used to phase out a routing document form 10 characters Identify the office to which the department is linked Page XII 11 Screen 950 Electronic Documents Profile cont d View 10 characters Displays the view within the departmental office this unit belongs to Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys Routing and Approvals User Manual Page XII 12 Section XIII Detail of FAMI
4. e To position a particular office at the top of list of electronic offices enter the name on the Action Line and press lt ENTER gt Explanation of Browsing Process Selecting an Office If the office name is not known press lt ENTER gt to display an alphabetical list of all available offices Continue pressing lt ENTER gt to scroll through the list However If you know the office name type it in the Office field on the Action Line and press lt ENTER gt to position it at the top of the list To select an office move your cursor to the desired line and press lt ENTER gt The office name will then be placed in the Office field on the Action Line and may be used in context to other screens Routing and Approvals User Manual Page V 6 Screen 945 Office Browse cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Office 10 characters Identify the office to be positioned at the top of the screen Screen Information Office 10 characters Indicates the short name for the electronic office displayed Description 36 characters Displays the description for the office listed Processing View 10 characters Shows the name of the processing view desk Exec View 4 characters Shows the word EXEC if the department subdepartment is assigned to an executive office Manager 30 characters Indicates the name of the electronic office mana
5. Routing and Approvals User Manual Page XIII 29 PIPs cont d Screen 910 Document Inbox Pop Up Window Cover Sheet Screen 06 06 07 17 44 Invoice Problem Cover Sheet CC AB Action Doc ID PIPABI700009 Status FYA FRA Rt Doc Summary TEST Released by 08 06 1997 by KILEY KYLE K Limited Purch L520166 Invoice INV999MARK PO Doc Creator KILEY KYLE K Voucher Dept Name MIS PROJECT TEST PF7 PF9 RHist Notes User Ref 6uuuuuul Vchr Stat l l Press PF6 to view additional PIP information From here you should press PF6 to view the document summary The summary will contain the description of the problem and a list of suggestion from the Fiscal Department To view additional pages from the pop up window document summary press PF8 To return to the Routing Document Information window press PF4 Screen 910 Document Inbox Document Summary amp PIP Info kkkkkkkkkkkkkkkkkk Document Summary kk k kkk k k PIP 1110126 Number of Desc Lines 5 Page 1_ Of 4 l l l l NOTES DELLA PLEASE PROVIDE A 6 ACCOUNT NUMBER FROM WHICH THE 0 99 TAX CAN BE PAID SALES TAX CANNOT BE REIMBURSED ON ACCOUNT NUMBER 271030 YOU DO NOT HAVE TO MODIFY THE VOUCHER JUST NOTICIFICATION VIA EMAIL IS SUFFICIENT THANKS MELISSA I l l l l l l l l
6. Routing and Approvals User Manual Page IV 6 Essentials of Routing Extended cont d Executive defines a higher level of organization for example Vice President for Student Affairs which may have several Department offices reporting to it Routing through the Executive Level allows for approval and review by a higher level of the organization Departments are assigned to an executive level and then documents for that department will route through the executive structure Processing defines an office allowing for handling special processing for certain kinds of documents and is the final stage for these documents Routing through the Processing Office Level allows documents such as EPA DBR and Purchase Requisitions to receive additional processing For example for Purchasing requisitions are processed into Purchase Orders Document Forms and Routing Paths Most types of documents begin in Department level routing Purchasing documents LP EP and PRQ begin in the department The only document that only begins in the Processing Level is the Purchase Order PO Other documents use Department routing including EPA and DBR documents but both of these documents CAN be initiated in the Processing Office as well Limited amp Exempt Purchase Documents A Purchasing document such as a Limited or Exempt will flow through Department paths and maybe on to an Executive Level path Generally these documents do not route through
7. Document Inbox cont d Basic Steps Approve or Reject Documents Advance to Screen 910 Press lt ENTER gt to scroll through documents in your Inbox Type an X next to all documents you would like to approve and press PF8 OR Press PF9 to select all of the documents in your Inbox This will bring up the Routing Document Information Pop Up Window Type APP in the Action field type Y in the pop up box to confirm that you would like to approve the document and press lt ENTER gt If you are rejecting a document type REJ in the Action field enter the reason that you are rejecting the document in the pop up window provided and press lt ENTER gt to return the document to its creator This will return you to the Routing Document Information window Press PF5 to move to the next document or press PF4 to return to Screen 910 Field Descri ptions Required Help PF2 or Field Help Available Action Line Document 12 characters digits Enter the document number if known or leave blank to display all documents You can also use wildcards to search for types of documents such as PP Office 10 characters Enter the title of the electronic office for the documents awaiting action Must be used in conjunction with the Desk field Desk 10 characters Type the name of the desk where the documents are awaiting action Must be used in conjunction with the Office field Approvals
8. PF4 PF5 PF6 F8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 937 e Type the name of a desk on the Action Line to position it at the top of the list and press lt ENTER gt to display a list of all of the desks within an office e Press PF7 to display a list of desk assignees Explanation of Browsing Process Listing Names The names of the desk assignees may be displayed by moving the cursor to a desk line and pressing PF7 This will initiate a pop up window with the names and statuses of the assignees for that desk See the Appendix for a more details Selecting a Desk To select a desk move the cursor to the desired line and press lt ENTER gt The desk name will then be moved to the Desk field in the Action Line and may be moved in context to other screens Routing and Approvals User Manual Page V 12 Screen 937 Desks by Office cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Office Desk Screen Information Desk View Description Additional Functions PF KEYS PF7 Names 10 characters Indicate the title of the electronic office whose desks you wish to view 10 characters Identify the name of the desk to position at the top of the screen 10 characters Indicates the name s of the desks created under the office listed in alphabetical order 10 characters Shows the name of th
9. l Finally you have to decide what to do about the problem If you accept the suggestions from the Fiscal Office you should type APP approve in the Action field and press lt ENTER gt This will send the PIP to the next person on the normal routing path i e If you are the creator it will now be sent to your approver if you are the approver it will now be sent to the signer etc Once the PIP has finished routing through your department it will be sent back to the Fiscal Department where they can complete the invoicing process Routing and Approvals User Manual Page XIII 30 PIPs cont d If you decide you do not want to accept the suggestions of the Fiscal Department you should type REJ short for reject in the Action field and press lt ENTER gt You will then be asked why you want to reject the PIP document and the suggestions of the Fiscal Department Use the space provided to type a short reason for rejecting the PIP Press lt ENTER gt to send the PIP document back to the Fiscal Department Screen 910 Document Inbox Pop Up Window Cover Sheet Press PF6 for more PIP information PF4 PF5 PF6 PF7 PF9 Exit NDoc ExPIP RHist Notes l Screen 06 06 07 17 44 Invoice Problem Cover Sheet CC AB l 1 Action APP er E Doc ID PIPABI700009 tatus FYA FRA_B Requested Acti Ay
10. Add Update or Delete a path or Position a path at the top of the screen Help 3 characters Indicate the type of documents that will be routed through the path An asterisk may be used as a wildcard Helpi 5 characters Include the department from which documents will be routed through the path An asterisk may be used as a wildcard Help 10 digits For approval of documents above or equal to a particular dollar amount a separate path can be created If more than one path could apply to a given document it will follow the path that is the best fit Help 1 character Indicate how the document should go to the desk and to what desk Blank Approval Information N Notification See the Appendix for explanations of the standard PF Keys Names of Desk Assignees Displays the names of the desk assignees in a pop up window when the cursor is placed on a desk name Routing and Approvals User Manual Page IX 6 Section X Processing Level Detail Routing and Approvals User Manual Page X 2 Processing Level Detail Screen 926 provides the ability to create and modify processing paths Processing paths contain desks that do special processing for certain kinds of documents For example purchasing requisitions when finished routing through all departments route to the Purchasing Office In this office workers on the various desks value add to the document
11. Doc Summary TEST Approve or Released by 08 06 1997 by KILEY KYLE K reject the PIP l Limited Purch L520166 Invoice INV999MARK PO Doc Creator KILEY KYLE K Voucher User Ref 6uuuuuul Vchr Stat Dept Name MIS PROJECT TEST l l l l l For Your Information There is another type of PIP that can be sent to your Inbox These are FYI or For Your Information documents These PIPs have been sent to you to tell you about a problem that the Fiscal Office has already corrected Once you have reviewed these documents they may be removed from your Inbox by typing DIS to discard the information copy of the document Routing and Approvals User Manual Page XIII 31 PIP Document Browse Use Screen 292 to view information about a PIP when you know the PIP number Screen 292 PIP Document Browse 292 PIP Document Browse 1000002 FYI L000078 L000078 1000003 FYA L000152 L000152 1000004 FYI L000309 L000309 1000006 FYI L000223 L000223 1000007 FYI L000488 L000488 1000008 FYI L000395 120605 1000010 FYI L000294 L000294 1000011 FYA L000319 L000319A 1000012 FYA L000319 L000319 1000013 FYI L000359 L000359 1000014 FYI L000166 L000166 More records Screen PIP PIP For Invoice Sel Number Type Document Number 1000001 FYI L000034 118 0249517 0 Enter PF1 PF2 PF3 PF4 PF5 P Hmenu Help EHelp 10 05 07 4 29PM FY 2007 CC 02 Rt Modify Modify Cd Date Time By User FN 09 06 99 08 54 GxxxxxP FN 0
12. Janice Now we have added a third desk that gives Sandy or Terry the opportunity to review approve the documents along this path Susie can substitute for Sandy or Terry for documents on this path Note that Sandy or Terry may have other documents in their Inbox that are on a different path and or desk where Susie is not the substitute Routing Through Levels Complex paths are often constructed to take advantage of the flexibility available The path that an individual document takes may actually consist of multiple desks on multiple paths and across different levels depending on the particular document and its requirements for approval There are three possible levels to the routing structure Department Level Executive Level and Processing Office The Electronic Documents Profile Screen 950 is the place where the these levels are set by FAMIS Services While there may be exceptions here are some common configurations Department defines the lowest level of office may be a single department several departments or any grouping of departments and sub departments units By default all offices have Department responsibilities Routing through the Department Level always includes the department s of all the accounts that are on the document If there are two accounts belonging to two different departments the document routes through one department and then the second department and so on until all departments accounts are covered
13. Other Functions cont d 3 Press PF6 to view the document summary Screen 910 Cover Sheet Document Summary PF6 Summ FOI III RIK Document Summary FOI RIK R000013 DOC R000013 USER REF 297060 Shows number Ji essebessesseseste of pages to view INVOICE TO FAMIS SERVICES TEXAS A amp M UNIVERSITY SYSTEM JOHN B CONNALLY BLDG 440 301 TARROW COLLEGE STATION TX 77840 7896 SHIP TO FAMIS SERVICES TEXAS A amp M UNIVERSITY SYSTEM JOHN B CONNALLY BLDG 440 301 TARROW COLLEGE STATION TX 77840 7896 PF4 Exit PF7 Bck PF8 Fwrd Screen 910 Cover Sheet Window PF6 Doc Summary cont d foot Document Summary kkkkkkkkkkkkkkk R000013 Number of Desc Lines 5_ Page 2_ Of 4 ITEM DESCRIPTION QUANTITY UOM UNIT PRICE XTENSION PRICE 1 1 00 EA 0 00 0 00 Installation charge 713 22 92100 0 2 5 00 MO 955 00 4 775 00 Xerox 1090 configuration 12 classification j monthly rental rate includes supplies included 75 000 copies mo 75 001 150 000 copies at 00424 each 150 001 200 000 copies at 0001 each 3 1 00 EA 0 00 0 00 Removal charge 713 22 92300 4 Items Total 4 775 00 PF4 Exit PF7 Bck PF8 Fwrd Screen 910 Cover Sheet Window PF6 Doc Summary cont d kkkkkkkkkkkkkkkkkk Document Summary RRR kkk kkk k R000013 Number of Desc Lines 5_ Page 3_ Of 4 gt gt Account Distribution lt lt SA 2000 297060 00000 5810 FAMIS SERVICES 4 775 00 Accounts Total 4 775 00 Cat
14. Recal 12 characters Displays the type of purchasing document displayed 4 digits Indicates the fiscal year of the document 21 characters Identifies the name of the person who submitted the document to the Routing and Approval system 8 digits Shows the date the document was submitted for approval 1 character Indicates whether the document has finished the routing process See the Appendix for explanation of the standard PF Keys Recall Recalls the document back to your In Box This is valid for only the creator of the document and the last person who approved the document A recall reason note is required If the user is the creator all approvals and other actions are erased however routing notes will be retained If resubmitted to routing the approvals must start over PF7 RHist PF8 Sel PF9 Notes Routing History Used to display the routing history of the document This is also available on Screen 914 Auto approves are designated by A Select After selecting document s displays the Purchasing Document Cover Sheet Notes Used to display routing notes for the selected document Routing and Approvals User Manual Page XII 24 User Approval Profile The display on Screen 915 lists all of the approval structures that a person is attached to within each campus code Each office desk and view is displayed along with the status of the person for that approval s
15. 14 Department Level Paths A routing path is a sequential list of desks which specifies the order and destination for routing documents Generally different paths may be created for each Form PLP Department Subdepartment combination Whole Dollar amount category under 1 000 A default path with an in both the form and unit fields is automatically created and will be displayed with key fields in a protected status The acts as a wildcard and means all This default path which cannot be deleted ensures that all documents will match a path and be routed E and P have been included as valid route forms Screen 921 Department Paths Create Modify 921 Dept Paths Create Modify 06 06 07 17 12 cc 02 Screen Office PURCHASING View PURCHASING Description PURCHASING SERVICES Office Mgr YALE YOLANDA Y F Form Dept Sub Category N Status and Desks SIGNER DSK _ EBR PURS _ APPROVE SIGNER DSK _ EWR PURS _ APPROVE SIGNER DSK _ PEP Purs APPROVE EGNER PER _ PEP PURS STRS_ SIGNER PEP Press lt ENTER gt to view more entries Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Names Create Modify Department Routing Paths e Advance to Screen 921 e Type a valid office and view on the Action Line and press lt ENTER gt to display existing path information e Add or modify data in the available f
16. 2007 Approver PRQ02R703900 2007 CIELY CARLA C 06 05 2007 06 06 2007 Approver Press ENTER to view more documents Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Left Right Routing and Approvals User Manual Page V 14 Screen 938 Office Desk Workload cont d Screen 938 Office Desk Workload Panel 3 938 Office Desk Workload 06 06 07 16 05 CC 02 Screen Office PURCHASING Desk Form lt lt MORE PANEL 03 SS S Current Document ID cc Unit Office Desk View PPOO2P602188 02 PURCHASING ADMIN PURS PLP02A734236 02 PURS PURCHASING APPROVE PURCHASING PLP02A735148 02 PURS PURCHASING APPROVE PURCHASING PLP02A735151 02 PURS PURCHASING APPROVE PURCHASING PLP02A735242 02 PURS PURCHASING APPROVE PURCHASING PRQ02R800153 02 PURCHASING CENTRLDESK PURS PRQ02R800156 02 PURCHASING CENTRLDESK PURS PRQ02R800155 02 PURCHASING CENTRLDESK PURS PRQ02R800157 02 PURCHASING CENTRLDESK PURS PRQ02R800158 02 PURCHASING CENTRLDESK PURS PRQ02R800154 02 PURCHASING CENTRLDESK PURS PRQ02R703900 02 PURCHASING CENTRLDESK PURS x Press ENTER to view more doc tw Enter PF1 PF2 PF3 PF4 PF5 PF6 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Left Right Basic Steps e Advance to Screen 938 e Type the name of an electronic office and desk if desired on the Action Line e Press lt ENTER gt to display all of the documents currently routed to the sele
17. 242 Limited Purchase Close 06 06 07 11 18 FY 2007 CC 02 Screen Doc A711277 Ion Process Doc Summary BUFFY S CATERING REFRESHMENTS Doc Year 2007 Doc Date 02 15 2007 Cat LP State Dept CHEN Sub Dept Total Amt 1148 75 Vendor lvvvvvvvvv4 M amp Z BAR B QUE DBA BUFFY S CA LDT Cd Reimburse Id FOB User Ref 500388 0058 All Items Received Y Date Received 02 16 2007 F9 PF10 PF11 PF12 Warns Enter PF1 PF2 PF3 PF4 PF5 Hmenu Help EHelp Next After entering Y in the Close Document field a pop up window will appear Type Y to submit the document into the routing system Type N when you don t want to route the document because you are waiting for further information but you want the money encumbered Screen 242 Pop Up Window to Route Document Type Y to submit to Routing amp Approval Additional Routing FYI FYA Type FYI or FYA if you want to route the document to someone outside the normal path Routing and Approvals User Manual Page XII 3 Screen 242 Limited Purchase Close cont d Using the PF7 Key Route A closed document may be submitted to the routing and approval process by pressing the PF7 key If the document is submitted for routing after it is closed it cannot be reopened without recalling the document from routing The PF7 Route key is used if you have not routed the document at the time of close It can
18. 979 845 8421 Send Feedback DEPARTMENT amp LINE ITEMS amp ACCOUNT SUMMARIES PURCHASING 5355 Consultant Services Computer DEPARTMENTS Dept SubDept Department Name Electronic Routing EIS ENTERPRISE INFORMATION SYSTEMS Y LINE ITEMS Item Description Quantity UOM Unit Price Amount 1 0 TotalStorage System for Production IBM N5300 more 1 00 EA 97 144 00 97 144 00 2 0 TotalStorage System for Disaster Recovery more 1 00 EA 97 144 00 97 144 00 3 0 Cisco Switches for Production with the more 2 00 EA 3 350 00 6 700 00 4 0 Total for Cisco Switches for Disaster more 2 00 EA 3 350 00 6 700 00 5 0 TotalStorage Software for Production IBM more 1 00 EA 83 211 00 83 211 00 6 0 TotalStorage System Software for Disaster more 1 00 EA 83 211 00 83 211 00 7 0 3 Years 24x7 4 Hour Response On Site more 2 00 EA 20 216 00 40 432 00 8 0 3 Years 24x7 Software Support Subscription more 2 00 EA 4 110 00 8 220 00 9 0 3 Years 24x7 Support for 4 2960 Cisco more 4 00 EA 844 00 3 376 00 10 0 IBM Tivoli Storage Manager Extended Edition more 1 00 EA 9 694 00 9 694 00 11 0 IBM Tivoli Storage Manager Extended Edition more 1 00 EA 9 694 00 9 694 00 12 0 Implementation Services for Production and more 1 00 EA 22 500 00 22 500 00 13 0 Travel amp Living Expenses more 1 00 EA 2 300 00 2 300 00 14 0 Total Solution Discount more 1 00 EA 24 457 00 24 457 00 ACCOUNT SUMMARIES Campus Code Fiscal Year
19. A Update U Delete D Type blank or Substitute S UIN Executive Paths Type in Office Name Add Desks Description Screen 925 Function Add A Update U Delete D Form Dept SubDept Category Desk s Routing and Approvals User Manual Page VI 5 Quick Reference Office Setup cont d Processing Level Create View Type in Office Name Screen 940 Y next to Processing View Dept code under View Name Processing Desks Type in Office Name amp View Name amp Desk Add People Description Screen 922 Function Add A Update U Delete D Type blank of Substitute S UIN Create New Paths Type in Office Name Screen 926 Description Function Add A Update U Delete D Form Path Category Desk s Routing and Approvals User Manual Page VI 6 Section VII Electronic Office Detail Routing and Approvals User Manual Page VII 2 Electronic Office Detail An electronic office is a collection of units departments and sub departments organized to facilitate document routing and approval This electronic office is the highest order in the routing and approval structure Within the structure can be many different views units and desks The screens for the Administrative Functions are found on Menu M91 Menu M91 Electronic Office Management Menu M91 Electronic Office Mgmt Menu 06 06 07 17 35 FY 2007 CC 02 Screen Departmental Functions rn Inquiry F
20. Audit Information Shows audit trail of who created and modified the document Notes Displays a pop up window to select the type of notes to view Document Notes or Routing Notes Type X to select and press lt ENTER gt to view notes Document Header Extended Information Displays the document header extended information for the document Line Items Shows information about the line items on the document Document Tracking Identifies the actions taken on the document Routing and Approvals User Manual Page XIII 16 Document Outbox The document Outbox displays all the documents that you have taken action on and lists them in order of the date the action was taken You can filter the data by using the Date From and Date To fields Use the Include Finished field to determine the documents to be displayed type Y to include finished documents type N to exclude them Screen 912 Document Outbox Panel 1 912 Document Out Box 09 15 09 13 59 CC AM Screen Document Actions From 08 16 2000 Thru 09 15 2009 Panel 01 More gt gt Sel Document ID N Doc Summary Status Action PLPAML400006 CANDY FOR HALLOWEEN Final Discarded PLPAML400008 COFFEE Rejected Submitted _ PLPAML400006 CANDY FOR HALLOWEEN Final Submitted _ PBDAMB000003 FURNITURE FOR BUYERS Cancelled Cancelled _ PLPSALO00030 LEATHER CHAIR Cancelled Discard Cncl _ PLPAML000305 OFFICE FURNITURE Cancelled Discard Cncl
21. Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FYA FRA routing PR In Proc routing RC Recalled RJ Rejected 6 digits Indicates the date the document was last modified 4 digits Shows the time the document was last modified Routing and Approvals User Manual Page XIII 35 Screen 293 PIP Browse by Purchasing Document cont d By User 7 characters digits Identifies the user ID and name of the person performing the action on the document Additional Functions PF KEYS See the Appendix for a detailed description of the standard PF keys PF6 View View Displays the invoice problem in detail 4 mm Doc A514501 Invoice Problem 1509876 Type A Inv 2429119 Created By on 04 12 2005 0 more PIPs Page 1 Code lt 5 Code Translation OB This invoice will not post to the account because of insufficient budget balance available To pay these expenses on another account submit a written request by someone with signature authority on the new account Fax to ATTN OVER BUDGET at 458 4192 DO NOT RECALL THIS DOCUMENT TO CHANGE THE ACCOUNT ACCOUNT 510354 PF4 Exit Routing and Approvals User Manual Page XIII 36 PIP Document Browse by Invoice Use Screen 294 to access PIP information when you know the invoice number This screen is helpful when you need to view invoic
22. Final Ntfy Signed In Proc Rt Ntfy Final Final Type Y to view only documents for approval End of List 6 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Discd RHist Sel All Left Right Routing and Approvals User Manual Page XII 12 Screen 911 Document Inbox by Name cont d Routing and Approvals User Manual Screen 911 Document In Box by Name Panel 2 911 Document In Box by Name 09 15 09 13 47 LAWRENCE LINDA L CC AM Screen Name Document lt lt More Approvals Only N Panel 02 More gt gt Current Sel Document ID FY Submitted by Submitted Arrived CC Unit EBRSA0001911 2005 LAWRENCE LINDA 11 04 2004 06 23 2008 SA PLPSAL400089 2004 LAWRENCE LINDA 09 21 2004 06 23 2008 PRQSAR400022 2004 LAWRENCE LINDA 09 21 2004 06 24 2005 SA PLPSAL400090 2004 LAWRENCE LINDA 09 21 2004 06 23 2008 EWRSA0001915 2005 LAWRENCE LINDA 11 04 2004 06 23 2008 SA EBRSA0001917 2005 LAWRENCE LINDA 11 04 2004 07 18 2008 End of List 6 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Discd RHist Sel All Left Right Screen 911 Document In Box by Name Panel 3 911 Document In Box by Name 09 15 09 13 49 LAWRENCE LINDA L CC AM Screen Name Document lt lt More Mearovals Only N Panel 03 EBRSA0001911 PAYROLLWS BUDGET 1 PAYROLL PLPSAL400089 PROSAR400022 PURC
23. In the case of requisitions buyers transfer requisition documents into bid documents and ultimately into Purchase Orders Documents advance to a processing path when all other routing and approval requirements have been satisfied Create Processing Level Office Screen 940 Office Create Modify with Y in Processing View 940 Office Create Modify 06 06 07 16 23 Screen Office PURCHASING Description PURCHASING SERVICES Manager UIN Suuuuuuul YALE YOLANDA Y Delegates UIN 7uuuuuuu4 LOMAS LINDA L Default Signer UIN 5uuuuuuu8 LANE LEONA L Comments Y N View Name Executive View Hmenu Help EHelp AUDIT Create Approver Desks for Processing Paths Screen 922 Approver Desk Create Modify Screen Office PURCHASING Desk CENTRIDESK Delete Desk N Description CENTRAL PROCESSING DESK Number of Assignees 7 Func Type UIN Name _ Juuuuuuus ENGLISH ELISA E S 9uuuuuuus KARL KENDRA K S 3uuuuuuud4 CARVER CHARLES C S 4uuuuuuu3 POEHL POLLY P S S5uuuuuuu9 DREW DONALD D S 5uuuuuuul YALE YOLANDA Y S TJuuuuuuu4 LOMAS LINDA L kkkKKK End of list Hmenu Help EHelp p Routing and Approvals User Manual Must be unique with the Campus code Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 922 Approver Desk Create Modify 06 06 07 16 27 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 P
24. Manual Page XII 9 Electronic Document Profiles A profile is created for each form of electronic document this establishes some of the rules for the routing of the documents Screen 950 is used to add update and delete these profiles This screen is maintained and updated by FAMIS Services The information is campus specific To make modifications to this screen send a Change Enhancement request to FAMIS Services http system tamus edu offices famis requests chgform aspx Screen 950 Electronic Documents Profile 950 Electronic Documents Profile 06 06 07 17 28 cc 02 Screen Form PANEL O1MORE gt gt Review by Processing Required Route Func Form Description Proc Unit Unit View Approvals Cat Level Exp Dt _ DBR DEPT BUD REQ Y DBR OFFICE SIGNER AM D _ EBR BUDGET EPA Y PAYROLL SIGNER D _ EGR GRAD EPA Y PAYROLL SIGNER D _ EWR WAGE EPA Y PAYROLL SIGNER D _ PBD BID Y PURS NONE P _ PEP EXEMPT PURCH N SIGNER AM D _ PIP INVOICE PROB N SIGNER AM D _ PLP LIMITED PRCH N SIGNER AM D _ PPO PURCH ORDER Y PURS NONE P _ PRQ REQUISITION Y PURS SIGNER AM D End of list Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Left Right Basic Steps Advance to Screen 950 Type a document form on the Action Line and press lt ENTER gt to display existing profile information Indicate whether you wish to add update or delete profil
25. PF3 PF4 PF5 fPF 6 F8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Sel All Left Right Position at line __ l l l l l l In l l 1 The following people have seen this document l 2 Submitted 11 03 03 09 39 DREW DORA D Voided 3 Approved FYA 11 03 03 16 03 DREW DORA D Voided 4 Rejected 11 03 03 17 21 LEE LINDA L Voided l 5 Cancelled 11 05 03 14 05 DREW DORA D Voided I 6 Submitted 11 05 03 14 08 DREW DORA D Voided l 7 Signed 11 06 03 15 50 LEE LINDA L Voided 8 Discarded 06 03 04 13 19 DREW DORA D Voided l 9 Submitted 11 13 06 15 01 JENSEN JULIE J Voided l 10 Rejected 09 02 08 08 19 MOORE MARLA M 979 845 9212 11 This document has been rejected back to JENSEN JULIE J 12 I 13 l 14 l 15 l PF4 Exit PF7 Bck PF8 Fwd 4 nnn Document Inbox Processes Position the Display The Document Office and Desk fields can be used to filter the display of documents shown on the screen For example if you type PRQ in the Document field on the Action Line the screen will display all the requisition documents in your Inbox Press PF11 to scroll to the right and view additional information If you wish to view documents on desks where you serve as a substitute you would go to Screen 911 key in the name for a primary approver on the desk and press lt ENTER gt Routing and Approvals User Manual Page XIII 5 Screen 910
26. Routing Views A routing view if comprised of a unit or group of units that routes documents using a common set of creators and signers With the ability to assign different signers based on document form the need for different views has been diminished But this step is still required to set up the electronic structure properly One routing view is required for each electronic office Units departments subdepts are attached to the view which indicates that these departments are valid within the view If the office only has one unit assigned then only one view is required Electronic Desks Desks are electronic approval or review stations A routing path is constructed by linking desks together in a linear fashion within an electronic office People are put on or assigned to a desk There can be many persons on one desk and one person can be on many desks There are three basic types of desks Creator Desk Approver review approval Desk and Signer Desk 1 Creator Desk The Creator Desk is a special desk that serves one main purpose the people who are on this desk receive notification copies of document rejections When a document is rejected the reason becomes part of the document routing notes and the document is returned to the Inbox of the Creator If the original creator is unavailable all others listed on the Creator Desk can access the document information This alleviates problems when the creator is not a
27. a Processing Office although they can be set up to do so After the Executive Level routing is considered final for this type of document The next step for these documents is Receiving and Payment DEPARTMENT LEVEL CREATOR DESK SIGNER DESK Mary Tom Jim Craig s Janice Routing and Approvals User Manual Page IV 7 Essentials of Routing Extended cont d Purchase Order Documents Purchasing Orders always initiate in the Processing Office and do not require a Signer although they do require an approval from the last desk in the Processing Office Path PROCESSING LEVEL CREATOR APPROVER DESK Mary Tom Jim Craig s Janice EPA and DBR Documents These document forms generally flow through one or more Department paths maybe through an Executive Level path but always finish on a path in a Processing Office which value adds and gives final approval for posting However both of these documents can also be initiated in the Processing Office and not flow through the Department or Executive Levels DEPARTMENT LEVEL EXECUTIVE LEVEL CREATOR DESK APPROVER DESK Mani SIGNER DESK tare Jim Tom s Gary Craig s Janice PROCESSING LEVEL PATH 1 DESK 1 PATH 1 DESK 2 Sally Susie s Harry s Trey Routing and Approvals User Manual Page IV 8 Essentials of Routing Extended cont d Choices of Paths Once a document is submitted to Routing and Approvals there is the question of
28. been successfully added o Screen Account 032365 Account Title NAVSO INC NAVSO INC 9uuuuuuu9 DOE JANE Year end Process Fund Group Old Acct 03 03 94 14 56 FY 1994 CC AA F Reclassify _ Reporting Group FG Sub Fund Group DF Sub Sub GP 00001 Override Y SL Mapped Count 00002 Security Dept S Dept Exec Div Coll Mail Cd Stmt ELEN EPI FA AD EN C3128 Y NAVSO INC ENDOWMENT Y Setup Date 02 28 94 Deflt Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help WErrs Thelp Copy Paste Errs Exit Routing and Approvals User Manual Page XIV 7 Routing and Approval Screens List PAGE M90 Routing and Approval Menu eessovereevssnvnnvnvevnnnnnnnnnnenenenrnnnnsnnnvennreunnnnnnnvnnnrsenunnnnnvnnsssnnsnnnnnsnnssennunnsnnne I 18 Contains a list of screens used to access routing and approval documents M91 Electronic Office Management Menu ssnnvvnnnnnssnnnnnnnvnnnnnnnnnnnnnennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnsnnnnnnnnnnnnnnnnnnnnnnnee IV 3 Contains a list of the screens used to create modify desks and paths for office management 292 PIP Document Browse rrannnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnne XIII 32 Used to view and select PIP documents in PIP document number order 293 PIP Browse by Purch Document ennesnnnnnvnnnnnnnnnnnnnnnvennnnnnnnnnnnnvennnnnnnnnnnnevnnnnnnnnnnnnsene
29. display a pop up window with document routing information about the document whereas PF7 will display routing history information Field Descri ptions Required Help PF2 or Field Help Available Action Line Document 12 characters Enter the routing document number to be positioned on the first line of the display Include Finished 1 character Indicate whether or not Y or N to include finished documents that have completed routing Routing and Approvals User Manual Page XIII 18 Screen 912 Document Outbox cont d Actions From Thru Screen Information Panel 1 Sel Document ID Doc Summary Status Action Panel 2 Action Date Time Form Name FY 8 digits The default is one month back but this can be changed to view documents within a specified date range 8 digits The default is one month back but this can be changed to limit the date range when displaying documents 1 character Type X to select documents one at a time 12 characters digits Shows the document identification number used in Routing and Approval which consists of the Form 3 characters Campus Code 2 digits and Document Number 7 character digits 1 character An asterisk indicates routing notes are attached to the document 34 characters Displays a summary description taken from entry of the original document 14 characters Identifies the
30. gt gt Requested Sel Document ID N Doc Summary Action Status PROSAR000013 COPIER RENTAL FOR 4 1 00 THROUGH 8 FYA Approve FYA FRA Rt PROSARO00009 FURNITURE FOR MY OFFICE Notify Final ROSAR000019 RENTAL OF A XEROX 1090 Notify Recalled R MY OFFICE Notify Final 2 Type X to select R MY OFFICE Ntfy Final Final PLP d t URE Notify Recalled PLP ocumen ANY DESK Notify Recalled PROSAR100001 COMPUTER MONITOR FOR JOHN JONES Notify Rejected End of List 8 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Discd RHist Sel All Left Right Review the Cover Sheet for the document in the pop up window Screen 910 Purchasing Document Cover Sheet Screen _ 06 07 07 15 53 Purchasing Document Cover Sheet CC AA Action __ Routing Notes Exist Doc ID PRQSAR000013 Status FYA FRA Rt Requested Action FYA Approve Doc Summary COPIER RENTAL FOR 4 1 00 THROUGH 8 31 00 l Released 03 27 2000 by FONTAINE FRAN F I Attachments l Requisition No R000013 Contact Person FRAN FONTANE l Press PF6 to view Dept Name FAMIS SERVICES Doc Total 4 775 00 U document summary PF4 PF5 Exit NDoc Routing and Approvals User Manual Page III 20 FAMIS Screens Inbox Outbox amp
31. in BPP where the path name is stored in a field on that screen This can be seen on FAMIS Screen 861 If blank then it uses the next rule to determine the path e Monthly or Biweekly Payroll Indicator field stored in BPP Values A C are Monthly everything else is Biweekly The EPA document must be given the final approval in the Processing Office for the Budget Action to post in BPP Routing and Approvals User Manual Page IV 14 Essentials of Routing Extended cont d DBR Documents DBR 976 DS fsobaye9 ued 906 DS 4ed neq 625 39S aiqel Yed Bunnoy Iy ued yga daq Page IV 15 Routing and Approvals User Manual Essentials of Routing Extended cont d Department Routing The DBR document routes through e The department for each of the Funding Source Accounts Executive Level Routing The DBR document routes through any Executive Level routing required by the department Screen 941 shows whether a Department Subdepartment are linked to Executive Level Routing Processing Level Routing Once Department routing and Executive if appropriate has been satisfied the DBR Processing Office path is automatically selected based on e If data is filled in the DBR Processing Office Routing Path Table Screen 529 provides a way to establish a link between the source accounts and the appropriate approval path in the DBR Processing Office This screen is used to specify paths based on account ranges
32. like to create and press lt ENTER gt to record the information on the new desk Field Descri ptions Required Help PF2 or Field Help Available Action Line Office 10 characters Indicate the title of the office to be copied Desk 10 characters Identify the desk to copy Screen Information Copy to Desk 1 character Type Y to copy Routing and Approvals User Manual Page XII 7 Screen 930 Desk Copy cont d Desk Information Name 10 characters Indicate the name of the desk you would like to create Description 43 characters Enter a description of the new desk Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys Routing and Approvals User Manual Page XII 8 Add SubDepartment to Routing Structure Add SubDepartment to Routing Structure Create SubDept If the SubDept does not already exist on the Department Screen 860 Table you must create it so it is valid Add New Unit to Office The new Unit Department SubDepartment combination Screen 941 must be added to the Office and Exec Level if required Add New Unit to View Add the New Unit to the Department View to which it Screen 920 belongs Create Desks Create any new desks that are needed for the SubDept Screen 922 routing Add Path s Add a new path using the Unit and add the desks for that Add Desks to Paths path Screen 921 Routing and Approvals User
33. must be designated as having processing responsibilities on Screen 940 before any data can be entered on this screen Refer to Essentials Section for further details on ways to route within the Processing Office based on the document Form or Type Routing and Approvals User Manual Page X 4 Processing Level Detail cont d Routing Process Generally for purchasing documents they go to a central desk Then someone directs the document to a specific path by using the FYP action The path entered is one of the paths that is on Screen 926 l Screen 04 16 08 11 31 Purchasing Document Cover Sheet cc SA I Action Frp Routing Notes Exist I Doc ID PROTIR200046 Status Final Requested Action Approve Doc Summary a A Released Attachments ERES PATH Eo route ERE l l l Requisition l Contact Per I Dept N Doc Total 40 000 00 Untransferred Total 40 000 00 l l l l PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 l Exit NDoc Summ RHist Audit Notes Headr Items Track In essence this document came to the Centrldesk and is shown being sent to the Process
34. not skip the second desk but will stop at the Inbox of the primary person s for approval Within a level an individual typically only has to touch a document once as a creator approver or signer This is also true across the Department and Executive levels routing will remember the person and not require them to sign again Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Office 10 characters Indicate the title of the office to which the desk will belong Desk Help 10 characters Identify the approval desk that is to be created modified Delete Desk 1 character Type Y to delete a desk Screen Information Description 43 characters Enter a description of the desk that is being created modified Number of 3 digits Assignees Indicate the number of people that are attached to the desk The desk must have at least one assignee Func Help 1 character Identify the desired function Add Delete Update an assignee or Position a particular person at the top of the list Routing and Approvals User Manual Page VIII 10 Screen 922 Approver Desk Create Modify cont d Type Help 1 character Indicate if the person is a primary approver blank or substitute approver S on the desk UN Help 9 digits Identify the Universal Identification Numbers UIN for the people assigne
35. paths and different approver desks but always complete Department Level routing at the same Signer Desk with the same set of persons as signers Within an office multiple Department views can be created allowing for many different combinations of departments and subdepartments A view represents a grouping of these units that share common signers but may have different approvers The Department view is created or modified using Screen 920 For example Organic Chemistry documents could have Dr Blue and Dr Red as signers i e on the Signer Desk while the units attached to Chemistry have a Signer Desk with Dr House and Dr Hall When within a single electronic office different people are needed on a signer s desk a new view may be created At least one Department view is required for all electronic offices Screen 920 Department View Create Modify 920 Dept View Create Modify 06 06 07 17 26 cc 02 Screen Office PURCHASING View PURCHASING Description PURCHASING SERVICES Manager YALE YOLANDA Y PURS PURCHASING SERVICES_ STRATEGIC SOURCING PURS PURS PURCHASING PURCHASING PURCHASING STORES n 4H yD n I I End of list Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 920 e Type the name of an electronic office and the name you wish to give a view on the Action Line and press lt ENT
36. rerrrrrrnnnnnnnnrnrvnnrrnsnrnnnnrnrvenssnsnnnnnnrnnsenssnnnnnn IV 3 Essentials of Routing Extended rnrorrnnrrnsnonnnnrnrvrnrrnsnnnnnnrvvsenssrnnnnn IV 4 Electronic Offices lt sesssccctves ccesceasscecevee a aa E ses IV 4 Electronic Routing Views rrnnnrorrrnnrnannnnnnrnvvrnssnnnannnnvsnsnnssnnnnnn IV 4 Electronic DESKS souisse ate eaea ia IV 4 ROUTING Path S Aer a ea EER IV 5 Routing Through Levels rrrnnnororrrnnrrnnrnnnnrnvvrnssnnnnnnnnrvnsenssnnnnnn IV 6 Document Forms and Routing Paths c cccccccssssssssseeeeees IV 7 Purchase Order Documents c ssccceceeesessssseaeeeeeeeeesses IV 8 EPA amp DBR DocumentS rrrvrnrnvvvnvvvnvvevevvvvsvsvsevesrsesesesnsnseseser IV 8 CHOICES OF Pathaanse ae e e a EE IV 9 Basic Guidelines for Setting Up Paths arrrrrnnrnnnnnnrnvvrvennsrnnnnn IV 10 Guidelines by Document Type or Form rrnnnnrvvvrnnsrannnnvnvvnnennr IV 11 V Productivity Aids Inquiry Quick Reference r ssss rrrrrrrnsnorrrvrrrsrrnrnnnnrrnssnssrrnnnnrnrsnnenn V 3 Screen 915 User Approval Profile rrrrrrrrnnnnrvrnnonnrvrrnrnnnvrnnnnanvnnnnnnnnnnnnnn V 4 Screen 945 List Your Electronic Offices rrorrrnnnnannnnnnvvrrrnnsnnnnnnnnrsnsnnssnnnnnn V 6 Screen 935 List Departments Subdepartments in an Office rwrrnnnonnnnee V 8 Screen 936 List Views in an Office rrrrrrnnrororrrnnrronrnnnnrrvvrnrsnrnnnnnnrsnsrnssnnnnnn V 10 Screen 937 List Desks in an Office rrrrrnnnnnorr
37. that unit must be removed from the view using Screen 921 Then the unit must be removed from the view using Screen 920 Update will subsequently be allowed on Screen 941 Field Descri ptions Required Help PF2 or Field Help Available Action Line Dept 5 characters Indicate the department to link to a particular office This is the primary department for each fiscal account SubDept 5 characters Identify the subdepartment to link to a particular office Screen Information Dept Name 10 characters Displays the department name matching the code entered on the Action Line Dept head 20 characters Shows the name of the department head for the department Office 10 characters Identify the office to which the department is linked Manager 20 characters Displays the name of the office manager for the office to which the department is linked View 10 characters Displays the view within the departmental office this unit belongs to Exec Office 10 characters Shows the executive office name to which the department reports if it has been linked to an executive office Routing and Approvals User Manual Page VII 8 Screen 941 Units to Office Assignment cont d Exec View 4 characters Shows the word EXEC if the department subdepartment is assigned to an executive office Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys Routing and Approvals
38. to each electronic office Responsibilities Creating electronic offices and adding deleting valid departments Creating office views and adding deleting valid departments Controlling the electronic signature authority by adding or deleting persons on the Signer Desk office manager amp security officers only Creating modifying and deleting approval type desks Creating modifying and deleting office paths Some Members choose to divide the above responsibilities with the Security Officers doing the first two steps Routing and Approvals User Manual Page IV 3 Essentials of Routing Extended Electronic Offices The Electronic Office provides the mechanism to efficiently manage the approval process There are three levels of electronic offices Department Executive and Processing Office The first step in creating the Routing amp Approvals structure is the setup of the electronic offices The process involves giving the electronic office a title and description identifying the electronic Office Manager Delegates and Default Signer and attaching units combinations of departments subdepartments to the office Once the office is created and the departments are put into or assigned to the office the documents from those departments follow the structure and paths of that electronic office Department codes and the department table are integral components of Routing amp Approvals Electronic
39. your computer PF Keys When a key is listed as PFn PF represents Program Function Many PCs use the function keys labeled Fn for these PF keys Others have special combinations of keys to represent the PF keys for example on a Memorex emulation a combination of the ALT key and the number 1 will represent the PF1 key At the bottom of the FAMIS screens there are PF keys listed that can assist in the use of the screen For example on Screen 104 Voucher Create the bottom of the screen shows the PF7 with the word Bkwd under it This means that by pressing the PF7 key the screen listing will scroll backwards TAB and BACKTAB Keys Use the TAB and BACKTAB keys on a 3270 terminal to move from field to field This will position the cursor at the start of each field Most PCs have a key labeled TAB while the BACKTAB is a combination of the SHIFT TAB keys Using the arrow keys instead of the TAB keys to move around the screen may lock the computer keyboard Use the RESET key then the TAB key to position the cursor and unlock the keyboard CLEAR Key The CLEAR key on many PC keyboards is the PAUSE key This key is often used to clear or refresh the screen before typing RESET Key After pressing lt ENTER gt to process data information note the status bar at the bottom of the screen When the system is processing information the symbol X or amp will appear You cannot enter additional information until the system i
40. 009 17 20 LIMITED PRCH 2009 WOODS WYNONA W _ PLP022908112 08 19 2009 17 20 LIMITED PRCH 2009 WOODS WYNONA W _ PLP022908126 08 19 2009 17 20 LIMITED PRCH 2009 WOODS WYNONA W _ PLP02Z908214 08 19 2009 17 19 LIMITED PRCH 2009 WOODS WYNONA W EBRO20466740 08 18 2009 17 34 BUDGET EPA 2010 LINDSEY LEONA L End of List 58 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Recal RHist Sel Notes Left Right Routing and Approvals User Manual Page XII 21 Screen 913 Document Outbox by Name cont d Screen 913 Document Outbox by Name Panel 3 913 Document Out Box by Name 09 15 09 14 13 LAWRENCE LINDA L CC 02 Screen Name Document Actions From 08 16 2009 Thru 09 15 2009 Include Finished Y lt lt More Panel 03 Sel Document ID Submitted Finished EWR020467243 08 18 2009 EWR020467271 08 18 2009 PLP022908070 08 19 2009 PLP02Z908084 08 19 2009 PLP022908095 08 19 2009 PLP02Z908104 08 19 2009 PLP02Z908112 08 19 2009 PLP02Z908126 08 19 2009 PLP02Z908214 08 19 2009 EBR020466740 08 18 2009 KKKKKKKKKK End of List 58 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Recal RHist Sel Notes Left Right Basic Steps e Advance to Screen 913 e Type the name of the user whose Outbox is to be displayed including additional desired criteria e Press lt ENTER gt to di
41. 06 IPF8 PF9 PF10 PF11 PF12 Recal Warns Routing and Approvals User Manual Page XII 4 Security Officers Signer Desk This screen is set up solely for use by Security Officers in the event that an office manager is not available to make necessary changes to the Signer Desks Exercising electronic signature authority is just like signing paper documents You must be authorized to sign With electronic documents the computer audits who can and does sign the documents This screen allows you to have different signers for each different document form Screen 943 Security Signer Desk Modify 943 Security Signer Desk Modify 06 06 07 17 28 CC 02 Screen Office PURCHASING View PURCHASING Form ___ Delete Desk N Description Office Mgr YALE YOLANDA Y Desk SIGNER DSK Default Func Type UIN Name S Suuuuuuu8s LANE LINDA L 8uuuuuuud0 JOEL JOHNNY J S 8uuuuuuu7 STILES SARAH S xkkkkk End of list Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 943 e Type a valid office and view name on the Action Line e Type a form name to modify or create signers for a specific form such as PLP e Press lt ENTER gt to display existing desk information e Add or update signer desk information in the available fields as desired e Press lt ENTER gt to record the information Electronic Si
42. 464 Parent Dept Center Institute __ Mail to Dept Head _ Dept Office CHEMISTRY Dept View CHEMISTRY Exec Office Exec View General Comments Y Hit lt PF10 gt FFX Comments Y Hit lt PF11 gt PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Audit Dload GenCm FFXCm A department can t be deleted it can only be expired by entering the expiration Routing and Approvals User Manual Page V 25 Screen 860 Department Table Maintenance cont d Basic Steps e Advance to Screen 860 e Enter a department code on the Action Line and Sub Department if needed You may also type an asterisk in the Department field to see a list of departments and subdepartments e Ifthe department is not listed in the pop up box type an i in the TYPE field to search by Department ID This will allow you to find what you are searching for if it is an active department subdepartment e Press lt ENTER gt to view the information Field Descri ptions Required Help PF2 or Field Help Available Action Line Department Helpi 5 characters Enter a valid department code Sub Dept 5 characters Enter the sub department if needed Screen Information Dept Name 50 characters Enter the full name of the department Head Director ID 9 digits Provide the Universal Identification Number UIN of the department head or director The name will be displayed whe
43. 60 Department Table Maintenance cont d Dept View 10 characters Indicates the electronic view within the electronic office for Routing amp Approvals that governs this department Exec Office 10 characters Shows the executive office for Routing amp Approvals that governs this department Exec View 10 characters Shows the electronic view within the executive office for Routing amp Approvals that governs this department General Comments 1 character Y indicates general comments have been entered FFX Comments 1 character Displays Y if comments have been entered for Fixed Assets Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys PF7 Audit Information Audit Displays the departmental table audit information PF9 Download Dload Download information from this screen using Entire Connection PF10 General Comments GenCm View any general comments PF11 Fixed Assets Comments FFXCm View any fixed assets comments Routing and Approvals User Manual Page V 29 Screen 860 Department Table Maintenance cont d Routing and Approvals User Manual Page V 30 Section VI Electronic Office Quick Reference for Set Up Routing and Approvals User Manual Page VI 2 Quick Reference Office Setup Office Level Create Office Type in Name for the Office Screen 940 Description Manager UIN Delegates UIN Default Signer UIN Add Units Type in Dept and SubDept
44. 7 character digits Routing and Approvals User Manual Page XIII 9 Screen 910 Document Inbox cont d Status Requested Action Doc Summary Released by Type of Document Contact Person Dept Name Doc Total Untransferred Total Additional Functions PF KEYS PF4 Exit PF5 NDoc 14 characters Indicates document s progress through the Routing amp Approval system Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FYA FRA routing PR In Proc routing RC Recalled RJ Rejected 12 characters Displays the requested action that needs to be taken on the routed document 40 characters Displays a summary description taken from the original document 8 digits Identifies the date the document was released to Routing amp Approval system 25 characters Shows the name of the person routing the documents 7 characters digits Displays the type of document and indicates the identification number i e Limited Purch and document number 25 characters Identifies the name of the person to contact about the document 25 characters Name of first department listed on the purchasing document header 15 digits Shows total dollar amount on the purchasing document before any transfers are processed 15 digits Identifies the total dollar amount on purchasing document that has not been transferred to anoth
45. 700060 Approve In Proc Rt PRQ02R800155 BLANKET FLEXTRAY NOYNAERT M700367 R Approve In Proc Rt PRQ02R800157 BLANKET MISC PRODUCT LINES NOYNAERT Approve In Proc Rt PRQ02R800158 BLANKET MISC PRODUCT LINES NOYNAERT Approve In Proc Rt PRQ02R800154 BLANKET ORTRONICS NOYNAERT M700112 Approve In Proc Rt PRQ02R703900 ZOOM LENS FOR PROJECTORS IN ROOM 115 Approve In Proc Rt Press ENTER to view more documents Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp RHist Left Right Screen 938 Office Desk Workload Panel 2 938 Office Desk Workload 06 06 07 16 05 CC 02 Screen Office PURCHASING Desk Form lt lt MORE PANEL O2MORE gt gt Document ID FY Creator Created Arrived Days User s Level PPO02P602188 2006 LYLES LORNA L 02 20 2006 02 21 2006 470 Approver PLP02A734236 2007 WOMAK WESLEY W 06 01 2007 06 01 2007 5 Approver PLP02A735148 2007 WOMAK WESLEY W 06 05 2007 06 05 2007 1 Approver PLP02A735151 2007 WOMAK WESLEY W 06 05 2007 06 05 2007 1 Approver PLP02A735242 2007 WOMAK WESLEY W 06 05 2007 06 05 2007 1 Approver PRQ02R800153 2008 HALEY HOLLY H 06 04 2007 06 06 2007 Approver PRQO2R800156 2008 HALEY HOLLY H 06 04 2007 06 06 2007 Approver PRQ02R800155 2008 HALEY HOLLY H 06 04 2007 06 06 2007 Approver PRQ02R800157 2008 HALEY HOLLY H 06 04 2007 06 06 2007 Approver PRQ02R800158 2008 HALEY HOLLY H 06 04 2007 06 06 2007 Approver PRQ02R800154 2008 HALEY HOLLY H 06 04 2007 06 06
46. 9 06 99 09 00 GxxxxxP FN 09 06 99 09 06 GxxxxxP FN 09 06 99 09 43 GxxxxxP FN 09 06 99 10 29 GxxxxxP FN 09 06 99 10 38 GxxxxxP FN 09 06 99 11 38 KxxxxxP FN 09 06 99 12 56 KxxxxxP FN 09 06 99 13 05 GxxxxxP FN 09 06 99 13 06 GxxxxxP FN 09 06 99 13 07 GxxxxxP FN 09 06 99 13 34 KxxxxT NTER to scroll F7 PF8 PF9 PF10 PF11 PF12 Basic Steps e Advance to Screen 292 e Enter a PIP number in the PIP field on the Action Line or press lt ENTER gt to scroll down and search for a specific document or PIP number e Place cursor in the Sel field next to the desired PIP number and press PF6 to view detail about the PIP Field Descriptions Required Action Line PIP Help 7 character digits Help Enter a valid PIP number Screen Information Sel 1 character PF2 or Field Help Available Type X and press PF6 to select a PIP and display the PIP information PIP Number 7 character digits Displays the PIP number Type 3 characters Shows the type of PIP Valid values are FYA For your approval FYI For your information FRA Forreturn approval Routing and Approvals User Manual Page XIII 32 Screen 292 PIP Document Browse cont d For Document 7 character digits Indicates the document number that has a problem or has been corrected Invoice Number 14 digits Rt Cd 2 characters Identifies the routing status Valid values are B
47. ADMIN 4uuuuuuu4 S LINDSEY LAURA L _ ADMIN _ ADMIN _ ADMIN _ APPRO _ CENTR END OF LIST 3 WORKERS FOUND _ COMP PF4 to Quit COMP Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Names EGET Next Document Exit current Cover Sheet pop up window and displays cover sheet for the Next Document selected If none exist will return to the Inbox screen Displays any notes attached to the document header Use the Position at Line field to start the text at a particular line The Page F B E field scrolls Forward and Backwards through the text or End to exit the window PF8 can be used to view the notes on the next item while PF7 will display the notes on the previous item 4 mm 7468 Note not found on file R500104 0 0 Position at line Line kkeKKKKK Note Text kkkkk PF3 Back to Cvr PF4 Exit PF7 PItem PF8 NItem Page F B E E Some windows are made up of several adjacent panels These will be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the right Page XIV 13 Appendix Valid Field Values cont d Summ Provides view of document which is similar to a printed document See Screen 288 R500173 VENDOR COKE BLDG INVOICE TO FISCAL DEPT RM 104 COLLEGE STATION TX 77843 Number of Desc Lines f
48. ASING STORES PROCESSING PATHS P _ PURS WRHS MATERIALS SERVICES HOLDING AREA WAREHOUS 1 D End of Record List 3 Record s Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 936 e Type the name of your electronic office on the Action Line e Press lt ENTER gt to display a list of all of the Department views for your office Explanation Of Browsing Process Selecting a View To select a view move the cursor to the desired line and press lt ENTER gt The view name will be placed in the View field on the Action Line and may be moved in context to other screens Field Descri ptions Required Help PF2 or Field Help Available Action Line Office 10 characters Indicate the title of the office for which you want to see the names of all the valid views Routing and Approvals User Manual Page V 10 Screen 936 Views by Office cont d View 10 characters Identify the view you wish to position at the top of the screen Screen Information View Name 10 characters Displays the namef s of the views within the electronic office listed in alphabetical order View Description 10 characters Shows text description each of the views Nbr Units 9 digits Identifies of the number of units assigned to the view Type 1 character Indicates the type of view displayed D departmental E executive
49. Account Description Amount 02 2008 210480 10015 GENERAL EIS SUPPORT 205 731 00 8435 Computer Equipment 02 2008 210480 10015 GENERAL EIS SUPPORT 185 810 00 8440 Purchase amp Maint of Cmptr Software 02 2008 210480 10015 GENERAL EIS SUPPORT 43 808 00 5536 M amp R Cmptr Equip not TAMU CIS 02 2008 210480 10015 GENERAL EIS SUPPORT 8 220 00 5521 M amp R Cmptr Software not TAMU CIS 02 2008 210480 10015 GENERAL EIS SUPPORT 2 300 00 Routing and Approvals User Manual Page Ill 10 CANOPY Inbox Outbox amp Other Functions cont d NOTES amp ROUTING NOTES amp DOCUMENT HISTORY NOTES Title NoteText Doc Header gt gt Note entered 02 22 08 BY HAYES LORETTA A DOCUMENTATION PROVIDED BY MIKE BOLTON WHICH INCLUDES SOLE SOURCE JUSTIFICATION AS WELL AS SIRIUS PROPOSAL DATED 2 7 08 BEING SENT VIA EMAIL TO KAREN KUBICA AS BACKUP DOCUMEN TATION FOR THIS REQUEST ROUTING NOTES gt gt Reason held on 03 10 08 by KUBICA KAREN G RKW gt gt Reason held on 03 10 08 by TENORIO FELISITA REQ TO TML gt gt Reason held on 03 10 08 by KUBICA KAREN G RKW gt gt Item Transfer on 03 31 08 to Doc P803914 Add Note DOCUMENT HISTORY Desk Fwd Name Office Date Name phone Action CREATE DSK 3 4 2008 9 07 13 AM Hayes Loretta A 979 845 8421 Submitted APPROVER 02 EIS 3 7 2008 1 53 30 PM Dunlap Sophia A 979 458 3466 Approved SIGNER DSK 02 EIS 3 7 2008 2 23 15 PM Kannappan Ramesh S 979 845 6458 Signe
50. Account ranges can be designated expense or revenue Justification codes can also be used to define the path using Screen 529 Some components define paths tied closely to the source account others may choose to define paths based on the justification code If you choose to use Screen 529 name the DBR path then create the appropriate entry on this screen To complete the work you must then enter these DBR path names in the appropriate path field on the Processing Office Path Screen 926 Multiple entries can point to the same path e If no entries are made on the DBR Processing Office Routing Path Table Screen 529 or a specific source account is not found the default path on Routing and Approvals Processing Paths Screen 926 will be selected Special DBR Desk A special DBR Desk is required in each Processing Office path and is unique to DBR processing This desk is named the Pass Thru Desk status P and is established to capture any errors found in posting The workers on this desk can see the errors and decide how to handle the items that route there Normally documents pass briefly through this desk on their way to final approval If a post fails the document stays on the desk Workers on this desk are able to 1 reject the document back to the department posting failure cannot be will not be corrected OR 2 approve it If approved from this desk it tries to post again Routing and Approvals User
51. Appendix for explanations of the standard PF Keys PF7 Audit Audit Displays the audit trail information of who created and modified the selected document Audit Information Office PURCHASING Date Created 09 26 1994 Added By KxxxxL LINDSEY LAUREN Last Modify Date 11 14 2001 Last Modify By KxxxxW WALLER WANDA W PF4 Exit Routing and Approvals User Manual Page VII 6 Add Units to Electronic Offices The second step in establishing an Electronic Office is to assign units Units consist of department and subdepartments combinations This allows the units to participate in the paths that are defined for that electronic office When departments and subdepartments are assigned to offices on Screen 941 the link for delegation of electronic signature authority is complete Fiscal accounts belong to or are assigned to a department the department is then assigned to an electronic office Within the office documents will be routed to desks for approval The persons assigned to Signer Desks are those people who have signature authority for the fiscal accounts Units depts subdepts can also be assigned to an Executive Office which means their documents will follow the executive path Screen 941 Units to Office Assignment 941 Unit to Office Assignment 06 06 07 17 32 CC 02 Screen Dept BIOL_ SubDept Dept Name BIOLOGY Dept head PARKER PAULETTE P Office BIOL Manager CARLSON COLLEEN C View BIO
52. CREENS AND FIELD VALUES CAN BE FOUND IN A LATER SECTION OF THIS MANUAL Routing and Approvals User Manual Page III 22 Section IV Electronic Office Basics Office Manager amp Delegates Perspective Routing and Approvals User Manual Page IV 2 Electronic Office Basics Electronic Office Managers and Delegates Electronic Office Managers and Delegates are responsible for the set up and maintenance of the Routing amp Approvals structure This functionality is ONLY available through the FAMIS screens there is no equivalent in CANOPY Menu M91 Electronic Office Management Menu M91 Electronic Office Mgmt Menu 06 06 07 09 02 FY 2007 CC 02 Screen Departmental Functions a Inquiry Functions 920 Dept View Create Modify 945 Office Browse 924 Creator Desk Modify 935 Dept SDept by Office 922 Approver Desk Create Modify 936 Views by Office 923 Signer Desk Modify 937 Desks by Office 921 Dept Paths Create Modify 938 Office Desk Workload 928 Dept View Delete Administrative Functions 930 Desk Copy 940 Office Create Modify 941 Unit to Office Assignment 943 Security Signer Desk t dassen Special Functions 944 Office Delete 925 Exec Paths Create Modify 926 Proc Paths Create Modify 950 Electronic Documents Profiles Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp One office manager and two delegates are assigned
53. Delete Desk Screen Information Description Office Mgr Desk Func Type UIN 10 characters Indicate the title of the office to be displayed Help 10 characters Identifies the name of the view to be displayed Help 3 characters Identify the type of documents that will be routed through a particular path For example requisitions will only route through the path with the form PRQ 1 character Type Y to delete the desk You can only delete a specific form 43 characters Enter a description of the office view combination 30 characters Displays the name of the office manager for the office view 10 characters Identifies all of the defined signer desks for that view Help 1 character Identify the desired function Add Delete Update an assignee or Position a particular person at the top of the list Help 1 character Indicate if the person is a primary approver blank or substitute approver S on the desk Help 9 digits Identify the Universal Identification Numbers UIN for the people assigned to the desk Routing and Approvals User Manual Page VIII 13 Screen 923 Signer Desk Modify cont d Name 32 characters Displays the name associated with the UIN Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys Routing and Approvals User Manual Page VIII
54. Desks no routing paths and no units belonging to the view except the default Signer and Creator desks and the default path The Units must be deleted from the View on Screen 920 and then the Department View itself is deleted using Screen 928 Department View Delete So before trying to delete a view you must use the appropriate screens to delete all of the attached entities When the view is deleted the default Signer Desk the default Creator Desk and the default routing path are automatically deleted Executive Level The paths on Screen 925 Executive Paths can be deleted by keying a D in the Function field You use Screen 922 Approver Desks to delete the desks that are used in the Executive Level There is a Delete Desk field that requires you to key a Y to delete Contact FAMIS Services to assist in removing the Y on Screen 940 for an Executive Office A program XXUPDOFF must be run to make this change Processing Level The paths on Screen 926 Processing Paths can be deleted by keying a D in the Function field You use Screen 922 Approver Desks to delete the desks that are used in the Processing Level There is a Delete Desk field that requires you to key a Y to delete Contact FAMIS Services to assist in removing the Y on Screen 940 for an Executive Office A program XXUPDOFF must be run to make this change Routing and Approvals User Manual Page XI 3 Elect
55. ER gt The name of the office manager will display If the view already exists the description and units will display e Add or modify data in the appropriate fields as desired e Press lt ENTER gt to record the information Routing and Approvals User Manual Page VIII 4 Screen 920 Department View Create Modify cont d Department View Process Create Department Views A unit can belong to only one Department routing view Each name for a view must be unique within an office When you create a view a default path seen on Screen 921 with the wildcard symbol in both the form and unit fields is automatically created and is displayed with key fields in a protected status The as a wildcard means all as in documents of all forms and from all units This default path which cannot be deleted ensures that all documents find a path and are routed Add Department Units If you want to change a department from one view to a new view a pop up window appears for confirmation of the change If the user replies Y yes the unit is dropped from the original view and added to the current view You need to go to Screen 921 for the original view and delete all paths set up specifically for the unit Unit BANA BUSINESS ANALYSIS amp RESEARCH Old View MAIN MAIN VIEW FOR BUSINESS New View BANAVIEW BANA VIEW Field Descri ptions Required Help PF2 or Field Help Available A
56. Enter gt The name search will allow you to choose the correct person and display this person s In Box The documents in the In Box which are on desks to which you are assigned will be accessible Others will be protected and you may not select them Security element 10 allows security officers and certain members of the Purchasing Office Fiscal Office to have viewing access to the cover sheet and all routing documents on Screens 911 and 913 in order to provide assistance in resolving routing and approval problems Section I Main Screen Documents will appear in the following order 1 FRA FYA documents This will include any documents routed to an individual Rejects and Recalls fall into this category 2 All Desk routed documents 3 Information Notification copies of documents Within each of these groups the documents are displayed in document ID order Screen 911 Document Inbox by Name Panel 1 911 Document In Box by Name 09 15 09 13 36 PLPSAL400089 OFF SUIE PROSAR400022 COP PLPSAL400090 PEN Hmenu Help EHelp This is Linda s In Box EWRSA0001915 EWR Roger Reese Wage Position Ntfy Signed In Proc Rt EBRSA0001917 EBR Vacant PIN Sxxxx6 Ntfy Final Final CC AM Screen Name Document Approvals Only Nl Panel 01 More gt gt Requested Sel Document ID N Doc Summary Action Status EBRSA0001911 EBR Jayice Jones PIN Sxxxx3 Ntfy Signed In Proc Rt Ntfy Final
57. HASING CENTRALDSK PURS PLPSAL400090 EBRSA0001917 Place cursor on an item in the Current Desk column and press PF7 to view routing history End of List 6 Docume Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Discd RB st Sel All Left Right 4 ff EWRSA0001915 Position at line Ln I 1 The following people have seen this document l l 2 Submitted 11 04 04 10 18 LAWRENCE LINDA L 979 458 6111 3 Signed 06 23 08 09 55 PETERS PAULA P 979 458 6222 l 4 Approved 06 23 08 10 05 PETERS PAULA P 979 458 6222 5 This document is currently in CC SA office PAYROLLWS 6 on desk BUDGET 1 Arrival Date 06 23 2008 10 05 7 Desk workers are l 8 DOLAN DUKE D 979 458 6666 9 WILSON WANDA W A sub 979 458 5555 10 GRANT GINA G 979 845 4444 11 JONES JAMES J 979 458 3333 12 STRALEY STARLA S 979 458 2222 13 The following people have an Info Notify copy of this document I 14 Info 06 23 08 09 55 LAWRENCE LINDA L Voided I I 15 PF4 Exit PF7 Bck PF8 Fwd Page XIII 13 Screen 911 Document Inbox by Name cont d Basic Steps Approve or Reject Documents e Advance to Screen 911 e Press lt ENTER gt to scroll through documents in the In Box e Type an X next to each document you want to approve and press PF8 OR e
58. JENSEN JULIE PROSAR000024 2000 JENSEN JULIE PRQOSAR000024 2000 JENSEN JULIE PROSAR000030 2000 JENSEN JULIE PLPSAL000006 2000 JENSEN JULIE PLPSAL000075 2000 JENSEN JULIE PROSAR100001 2001 JENSEN JULIE PRQSAR100004 2001 JENSEN JULIE PROSAR100006 2001 JENSEN JULIE 11 13 2006 09 02 2008 03 27 2000 04 18 2000 SA 03 27 2000 03 28 2000 SA 03 27 2000 04 03 2003 03 27 2000 11 06 2003 03 28 2000 06 23 2008 SA 03 28 2000 03 29 2000 SA 03 28 2000 03 28 2000 SA 11 21 2000 04 03 2003 SA 11 21 2000 06 23 2008 SA 11 21 2000 06 23 2008 SA auuu End of List 12 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Discd RHist Sel All Left Right s Tm ss Routing and Approvals User Manual Page XIII 4 Screen 910 Document Inbox cont d Screen 910 Document In Box Panel 3 910 Document In Box 09 15 09 13 26 CC AM Screen Document Office Desk lt lt More Approvals Only N Panel 03 S es gt Current Sel Document ID Office Desk View PRQSARO00013 INDIVIDUAL PRQOSAR000009 PROSAR000019 PR SAR000024 PR SAR000024 Place cursor on an item on the current row PRQOSAR000030 PURC sjanse and press PF7 to view the routing historv PLPSAL000075 PRQOSAR100001 PRQOSAR100004 PURCHASING CENTRA PRQSAR100006 PURCHASING CENTRA Enter PF1 PF2
59. LVIEW Exec Office VPSCI Exec View VPSCI Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 941 e On the Action Line type the names of the department and the subdepartment e To view a list of departments type in the Dept field and press lt ENTER gt e Press lt ENTER gt to display the name of the department and its department head e Type the title of the office to attach the unit department subdepartment e Press lt ENTER gt to display the name of the office manager e Add or modify office assignment information in the available fields as necessary e Press lt ENTER gt to record the information Routing and Approvals User Manual Page VII 7 Screen 941 Units to Office Assignment cont d Unit Assignment Process Signature Authority Signature authority for fiscal accounts is delegated via the assignment of the unit department subdepartment to an office and within that office to a routing view Fiscal offices carry the responsibility for control of signature authority on university or agency accounts They will identify the units establish the routing and approval offices and delegate authority to the offices Changing a Unit to Another Office If a unit is already attached to a view within another office the office field on Screen 941 is protected To change the office all routing paths which pertain specifically to
60. Manual Page IV 16 Essentials of Routing Extended cont d Posting errors occur for many reasons such as when budgets are no longer available accounts or pools have been frozen or default banks are invalid Once the document has posted the approval is accepted and the document reaches Final status Special Revision Access Special limited access to make changes to the original DBR document has been granted to approvers in the DBR Processing Office As a primary or substitute on a Processing Office desk you are able to modify the DBR document from the Inbox Document Coversheet The Corrections PFKEY PF12 allows you to modify the dollar amount pool or mandatory non mandatory flag on the DBR document Routing and Approvals User Manual Page IV 17 Essentials of Routing Extended cont d Routing and Approvals User Manual Page IV 18 Section V Productivity Aids Inquiry Routing and Approvals User Manual Page V 2 Productivity Aids Inquiry Aids for Management of the Routing Structures List Approval Profile Lists a user approval profile that is all the desks a user is on Screen 915 especially helpful for changes deletes to access Lists Offices Lists all the Electronic Offices indicates when office is an Screen 945 Executive or Processing Office Lists Units in Office Lists Units depts subdepts valid for an Office Screen 935 List Desks in Office Lists all the desks that are valid for an Office a
61. NSELOR EDUCATION DESCRIPTION DESIGNATES DEPARTMENTS WITHIN SCHOOLS OR UNITS FOR WHICH FISCAL REPORTS WILL BE NECESSARY I E CHEMISTRY DEPARTMENT DESC 3 DICTIONARY HELP 3 VALUES MEANING Bd eee om om am gt am av gt am meee gt av gt gt gt mm gt Em gt ee gt gt gt gt gt gt gt gt gt gt wn lt gt gt gt gt gt an gt lt gt ww gt gt gt an gt 3 ACCN ACADEMIC COMPUTING CENTER 3 ACCS ACADEMIC COMPUTING SERVICES 3 ACCT ACCOUNTING 3 ADEX ADULT amp EXTENSION EDUCATION 3 ADLL ADULT LITERACY amp LEARNING CEN 3 3 Lookup Value Menu 3 Rule IASYS DEPT Default value is 3 View IAFRS GENERAL SUBSIDIARY 3 Field FG FS DEPT Routing and Approvals User Manual Page XIV 6 Appendix Instructions cont d Question Mark Help FAMIS also provides information about selected fields through the Question Mark Help facility This HELP information may be accessed by typing a question mark in the field in question and pressing the lt ENTER gt key A pop up window is displayed with the valid values for the field By placing an X next to the desired value that value is passed to the main screen This is the Passback feature Screen 002 GL 6 Digit 002 GL 6 Digit Resp Person Default Bank Alternate Banks Primary Secondary Long Title Account Letter F0002 Record has
62. Only 1 character Indicate whether or not Y or N to display only items that need to be approved Screen Information Panel 1 Sel 1 character Type an X in this field and press PF8 to select a document for further review Document ID 12 characters digits Displays the document identification number used in routing and approval consists of the form 3 characters the campus code 2 digits the document number 7 character digits Routing and Approvals User Manual Page XIII 6 Screen 910 Document Inbox cont d Doc Summary Requested Action Status Panel 2 FY Submitted by Submitted Arrived Current CC Unit Panel 3 Current Office 1 character An asterisk indicates that routing notes are attached to the document 40 characters digits Displays a summary description of the document 11 characters Shows the requested action that needs to be taken on the document 14 characters Identifies status of the document s progress through the Routing and Approval system Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FYA FRA routing PR In Proc routing RC Recalled RJ Rejected 4 digits Indicates the fiscal year that the document was created 21 characters Shows the name of the person who submitted the document for routing and approval 8 digits Identifies the date the document was subm
63. Press PF9 to select all of the documents in your In Box e This will bring up the Routing Document Information Pop Up Window e Type APP in the Action field type Y in the pop up box to confirm that you would like to approve the document and press lt ENTER gt e If you are rejecting a document type REJ in the Action field enter the reason that you are rejecting the document in the pop up window provided and press lt ENTER gt to return the document to its creator e This will return you to the Routing Document Information window Press PF5 to move to the next document requiring action or press PF4 to return to Screen 911 Field Descri ptions Required Help PF2 or Field Help Available See Screen 910 for field descriptions and PF Keys Section Il Cover Sheet Pop Up Window This is the cover sheet for the document From this screen you can view all the information about the document and you also take action on the document Screen 911 Cover Sheet Window Screen 09 15 09 13 57 Purchasing Document Cover Sheet CC AM Action Doc ID PLPSAL QQ090 Status Final Doc Summary PENTIUM 3 COMPSRERS Requested Action l Released 09 21 2004 by AWRENCE LONA L Limited Purch 140009 The Action Field does not display unless you have Contact Person Dept Name FAMIS Doc T
64. Routing 8 Approvals Version 5 1 User Manual February 2011 FAMIS Services The Texas A amp M University System Routing and Approvals User Manual Page l 2 Introduction The purpose of this manual is to assist in accessing and utilizing information in the Routing amp Approval section of Financial Accounting Management Information System FAMIS FAMIS is an accounting system that responds to financial regulations applicable to educational institutions All applications access a common database that allows different users to access identical information Other applications include Financial Accounting Purchasing Fixed Assets and Sponsored Research Manuals for these applications are being developed or are currently available The materials are grouped according to Routing amp Approval functions All associated screens and processing information are included along with field descriptions By utilizing the information and guidelines contained in this manual a user should be able to access electronic office information create and modify desks and views and create routing paths for documents to be approved and signed electronically The FAMIS User Manuals are in a constant state of revision due to screen updates changes in procedures or any one of a multitude of reasons If you would like to make suggestions or call attention to errors please contact us at 979 458 6450 or copy the page with the error note the correction or suggestion
65. S Screens User Perspective Routing and Approvals User Manual Page XIII 2 Document Inbox The document Inbox displays all the documents awaiting your action Documents listed on this screen may be there because they gt are ona routing desk on which you serve as a primary assignee or gt have been forwarded to you specifically for approval or review or gt have been referenced back to you as the creator When someone routes or re routes a document they have the ability to send the document as an FYI or FYA to an additional person or desk This allows the submitter to route the document for additional approval before the document goes to the next desk or Signer Desk Documents will appear in the following order 1 FRA FYA documents This will include any documents including rejects and recalls routed to an individual 2 All Desk routed documents 3 Information Notification copies of documents Within each of these groups the documents are displayed in document ID order The PF keys and some of the fields displayed on Routing amp Approvals screens WILL BE DIFFERENT DEPENDING OF THE TYPE OF DOCUMENT YOU ARE VIEWING For example a PIP document will display differently than a BID document Also if you don t have approval authority for a particular document you WILL NOT SEE the Action field on the Cover Sheet Routing and Approvals User Manual Page XIII 3 Screen 910 Document I
66. SANDERS SONJA S 03 27 2000 03 27 2000 INRE FAMIS PRQSARO00009 2000 CARLSON COLLEEN C 03 27 2000 _ PLPSALO00006 2000 CARLSON COLLEEN C 03 28 2000 _ PLPSALO00075 2000 CARLSON COLLEEN C 03 28 2000 PF Keys to scroll _ PR SAR100001 2001 CARLSON COLLEEN C 11 21 2000 display and view more information End of List 8 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 Hmenu Help EHelp Discd RHist Sel All Left PF12 Screen 910 Document Inbox Panel 3 910 Document Inbox 06 07 07 15 45 CC AA Screen Document office Desk lt lt More Approvals Only N Panel 03 E Current Sel Document ID Office Desk View PRQSARO00013 INDIVIDUAL PRQSARO00009 PROSAR000019 _ PRQOSAR000024 End of List 8 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Discd RHist Sel All Left Right Routing and Approvals User Manual Page III 19 FAMIS Screens Inbox Outbox amp Other Functions cont d 2 Select the document you want to review by typing an X in the Sel field You may type an X next to multiple documents When done you may press PF8 or Enter to begin to work with the Cover Sheets of the chosen documents Screen 910 Document Inbox Panel 1 910 Document Inbox 06 07 07 15 42 CC AA Screen Document Office Desk Approvals Only N Panel 01 More
67. Screen 941 Office Name Executive Office Name if required Routing and Approvals User Manual Page VI 3 Quick Reference Office Setup cont d Department Level Create View Type in Office Name amp Name for the View Add Units Function Add A Update U Delete D Screen 920 Description Dept amp SubDept Creator Desk Type in Office Name amp View Name amp Form Add People Description Screen 924 Function Add A Update U Delete D UIN Approver Desks Type in Office Name amp View Name amp Desk Add People Description Screen 922 opt Function Add A Update U Delete D Type blank or Substitute S UIN Signer Desk Type in Office Name amp View Name amp Form Add People Description Screen 923 Function Add A Update U Delete D Type blank or Substitute S UIN Update Path Type in Office Name Create New Paths Description Screen 921 Function Add A Update U Delete D Form Dept SubDept Category Desk s Routing and Approvals User Manual Page VI 4 Quick Reference Office Setup cont d Executive Level Create View Type in Office Name Add Units Y next to Executive View Screen 940 EXEC under View Name Add View to Units Typein Dept and SubDept Screen 941 Office Name Executive Office Name Executive Desks Type in Office Name amp View Name amp Desk Add People Description Screen 922 Function Add
68. User Manual Page VII 9 Screen 941 Units to Office Assignment cont d Routing and Approvals User Manual Page VII 10 Section VIII Department Level Detail Routing and Approvals User Manual Page VIII 2 Departmental Level Detail Menu M91 Electronic Office Management Menu M91 Electronic Office Mgmt Menu 06 06 07 17 27 FY 2007 CC 02 Screen Inquiry Functions 920 Dept View Create Modify 945 Office Browse 924 Creator Desk Modify 935 Dept SDept by Office 922 Approver Desk Create Modify 936 Views by Office 923 Signer Desk Modify 937 Desks by Office 921 Dept Paths Create Modify 938 Office Desk Workload Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Create Your Department Level Structure Step 1 Step 2 Screen 920 Screen 924 Create Department Creator Desk View Change default UINs to Creators UINS Page XX Page XX Step 3 Screen 922 If necessary create Approver Desk and attach people Page XX Step 4 Step 5 Screen 923 Screen 921 Modify Signer Desk If necessary add Add names of all gt Approver Desks to signers department path Page XX Page XX Routing and Approvals User Manual Page VIII 3 Department View A Department view consists of a set of units whose documents route to the same Signer Desk Documents within a view may pass through a variety of different
69. Where does it go or How does it know what path to take The document will find the path that is the best fit among the paths available There is no simple answer here The accounts adlocs and departments entered on the document are the first point in determining the routing path that will be followed The FAMIS department table is key in the Routing structure Therefore all accounts and adlocs are required to have department codes attached Which Department s FAMIS verifies that the accounts adlocs and departments on the document match the account department subdepartment Screen 6 or adloc as seen on the adloc table in BPP displayed on FAMIS Screen 861 The document routes through each of these departments Which Office and View Using each department FAMIS then looks to see in which Electronic Office and View the department is valid for that department Screens 941 and 920 Which Path FAMIS looks at the various paths established for that electronic office and using the best fit concept finds the best path for the document Is There An Executive Level For This Department Some departments may require routing through an Executive Level after completing Department routing You can see the Electronic Office and Executive Level on the Department Table Screen 860 Is There A Processing Office Required For This Document Certain documents are required to route through a Processing Office after finishing routi
70. Y Inbox Outbox amp Other Functions cont d Substitutes When you are a substitute for another person you have the ability to view the documents in their Outbox In the box next to Search for Substitute enter the last name can be only part of the name to begin the search Use the drop down list to choose the correct person In the box to the right of Substitute you may select My Outbox or My Creator Desks to alter the items displayed on your page Click on the document identifier to access the full document detail You can print a PDF version of the document using the inal icon Routing and Approvals User Manual Page Ill 8 CANOPY Inbox Outbox amp Other Functions cont d Document Tab The document tab displays the full detail of the document If you have Paging On set to blank see Profile Tab you can scroll up and down through all the details of the document You can print a PDF version of the document using the h l icon Document Details Be aware that the type of data or sections that are displayed are dependent on the type of document Hence you will see different sections for an EPA document than for a Purchasing document Purchasing document Document Information Vendor Information Departments Line Items Account Summaries Notes Routing Notes Document History Current Location Department Routing Document Held By FYI Copy EPA document EPA Document Information P
71. You may change this date to view documents within a specified date range 8 digits Displays the current date but you may change it to limit the date range for displaying documents 1 character Y in this field includes documents that have successfully completed the routing process N excludes finished documents 1 character Type an X to select and press lt ENTER gt to view the Document Cover Sheet 12 characters digits Displays the document identification number used in routing and approval which consists of the form 3 characters campus code 2 digits document number 7 character digits 1 character An asterisk indicates that there are routing notes attached to the document 40 characters Displays a summary description taken from the original document 14 characters Indicates a document s status in the Routing and Approval system Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FYA FRA routing PR In Proc routing RC Recalled RJ Rejected 14 characters Shows the last action taken on the document in the routing process 12 digits Identifies the date and time action was taken on the document Routing and Approvals User Manual Page XIII 23 Screen 913 Document Outbox by Name cont d Form Name FY Submitted by Panel 3 Submitted Finished Additional Functions PF KEYS PF5
72. You may use Screen 918 to access routing documents by department If you wish to include finished documents in the list displayed type Y in the Finished field on the Action Line There are two panels to this screen Press PF11 to scroll right and view additional information for the documents displayed Use the PF keys at the bottom of the screen to review routing history cover sheet information and notes Screen 918 Documents by Department Panel 1 918 Documents by Department 11 17 10 14 23 CC AM Screen Dept PURS SubDept Form _ Finished N PANEL 01MORE gt gt Sel Document ID N Creator Doc Summary _ PLPAML700600 YOUNG YOLANDA Y OFFICE SUPPLIES _ PLPAML800461 YOUNG YOLANDA Y BOOKS FOR GRAD LAB PLPAML800615 YOUNG YOLANDA Y SHADE IR UV ABSORBING GLASS _ PLPAML800616 YOUNG YOLANDA Y MODULATOR REG PULSE 16 DIP _ PLPAML800617 YOUNG YOLANDA Y FILTER BAND PASS 2 _ PLPAML800618 YOUNG YOLANDA Y CAMERA OPTICAL CHOPPER _ PLPAML900195 YOUNG YOLANDA Y SOFTWARE _ PLPAML900196 YOUNG YOLANDA Y CAMERA OPTICAL CHOPPER C995 PRQAMROO1501 YOUNG YOLANDA Y FURNITURE FOR CLASS ON 10 6 09 PRQOAMRO001502 YOUNG YOLANDA Y FURNITURE 10 6 2009 f1 PRQAMRO01503 OWEN OTHELLA O FURNITURE 10 6 2009 PRQAMRO01508 YOUNG YOLANDA Y FURNITURE 10 6 2009 2 PRESS ENTER TO VIEW MORE DOCUMENTS Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EH
73. _ PLPSAL000022 NET DIALOG Final CO Deleted PLPAML100143 CHEMICALS In Dept Rt Approved PROSAR100004 RENTAL OF XEROX COPIER 1090 FOR 9 In Proc Rt Approved PROSAR100006 COMPUTER MONITOR FOR JULIE JONES In Proc Rt Approved End of List 10 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Recal RHist Sel Notes Left Right Screen 912 Document Outbox Panel 2 912 Document Out Box 09 15 09 14 02 CC AM Screen Document Include Finished Y Actions From 08 16 2000 Thru 09 15 2009 lt lt More Panel 02 More gt gt Sel Document ID Action Date Time Form Name FY Submitted by PLPAML400006 06 07 2007 11 19 LIMITED PRCH 2004 CARSON CARLA C PLPAML400008 11 13 2006 15 01 LIMITED PRCH 2004 CARSON CARLA C PLPAML400006 11 13 2006 14 57 LIMITED PRCH 2004 CARSON CARLA C PBDAMB000003 03 04 2004 14 53 BID 2000 YEATS YOLANDA Y PLPSAL000030 01 13 2004 17 04 LIMITED PURC 2000 CARSON CARLA PLPAML000305 12 15 2003 14 11 LIMITED PRCH 2000 CARSON CARLA PLPSAL000022 07 13 2001 00 00 LIMITED PURC 2000 CARSON CARLA PLPAML100143 12 08 2000 14 11 LIMITED PRCH 2001 CARSON CARLA PRQSAR100004 11 21 2000 15 53 REQUISITION 2001 CARSON CARLA PROSAR100006 11 21 2000 15 52 REQUISITION 2001 CARSON CARLA aaaaaa End of List 10 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Recal RHist Sel Notes Left R
74. age X 3 Processing Level Detail cont d Create Processing Paths and Add Desks Use of Path is unique to this screen In the Processing Office for Purchasing all documents go to the CENTRLDESK Then a person forwards the document using the action of FYP and entering the name of the path Other types of Processing Offices EPA and DBR have different methods for documents to find the appropriate path within the Processing Office Refer to Essentials Section for further details Screen 926 Processing Paths Create Modify 926 Processing Paths Create Modify 06 06 07 16 38 cc 02 Screen Office PURCHASING View PURS Description PURCHASING STORES PROCESSING PATHS Office Mgr YOUNG YVETTE Y F Form Path Category N Status and Desks CENTRLDESK _ ADMIN _ ADMIN C1 ADMIN _ __ ADMIN 1 _ ADMIN C1__ _ ADMIN EXEC _ __ ADMIN 2 _ ADMIN C2__ _ ADMIN B2 _ __ ADMIN 3 _ ADMIN C3__ _ ADMIN B3 Press lt ENTER gt to view more entries Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Names Basic Steps e Advance to Screen 926 e Type an office name on the Action Line and press lt ENTER gt to display existing path information e Indicate whether you wish to add update or delete path information e Add or modify screen information as desired e Press lt ENTER gt to record the information The office
75. alogue Order N PF4 Exit PF7 Bck PF8 Fwrd Routing and Approvals User Manual Page III 21 FAMIS Screens Inbox Outbox amp Other Functions cont d Screen 910 Cover Sheet Window PF6 Doc Summary cont d kkkkkkkkkkkkkkkkkk Document Summary kkkkkkkkkkkkkkk R000013 Number of Desc Lines 5_ Page 4_ Of 4 Delivery Date Delivery Reqd By Dept Contact FRAN FONTAINE Phone No 979 458 4444 Vn ID lvvvvvvvvv0 or FEI XEROX CORP Addr 6836 AUSTIN CENTER BLVD SUITE 300 AUSTIN TX 78745 PH 5129638888 Fax 5129631111 lt lt Suggested Vendors gt gt Vi Press PF4 to exit pop up window PH Fax PF8 Fwrd 4 Keyin your desired action APP REJ Screen 910 Pop Up Window Screen Doc ID Routing PRQOSARO000 Doc Summary Released Attachments COPIER RENTAL FOR 4 1 03 27 2000 by FONTAINE R000013 FRAN FONTAINE FAMIS SERVICES Requisition No Contact Person Dept Name Doc Total Purchasing Document Cover Sheet 06 07 07 16 02 CC AA Notes Exist Status FYA FRA Rt sted Action FYA Approve THROUGH 8 31 00 Key in the action 4 775 00 U 4 775 00 EE cd Press PF4 to exit PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Exit NDoc Summ RHist Audit Notes Headr Items Track 5 Repeat steps 1 4 for additional documents or press PF4 to exit and return to Screen 910 DETAILS FOR THE FAMIS S
76. also be used to initiate routing again for a document For Requisitions you would use Screen 256 to close and route a document Screen 256 Requisition Document Close 256 Requisition Document Close Screen Doc R800104 lt lt Dates gt gt Document 05 25 2007 Cat RO User Ref 2vvvvvvvvv3 Start Contact Person WYNNE WILSON End Buyer SSB BARNES BRETT Required Research Y N N Type Funds L Change No 00 Last Print Date Sole Source N Emergency N Total Amount 93 208 00 Untransferred Total Ion Process Zon 1586JC Budget Balance Override _ Enter PF1 PF2 PF3 PF4 PF5 PF6 Hmenu Help EHelp Next Item 06 06 07 11 21 Fy 2007 CC 02 St Req Ph 979 888 7777 Ph 979 844 2222 Type Order HIED Doc Summary SUN EQUIPMENT MAINTENANCE MARCHBANKS P700397 93 208 00 Date 06 06 07 F8 PF9 PF10 PF11 PF12 Warns Exempt Purchase documents are closed and routed on Screen 237 Screen 237 Exempt Purchase Close 237 Exempt Purchase Close Screen Doc E703487 In Process Doc Summary FALL TUITION Reimburse Id User Ref 510100 7934 Enter PF1 PF2 PF3 PF4 PF5 PF6 Hmenu Help EHelp Next Item 06 06 07 15 18 FY 2007 CC 02 Doc Year 2007 Doc Date 09 01 2006 Cat EP State Dept ANSC Sub Dept Total Amt 10925 39 Vendor 3vvvvvvvvlU TEXAS A amp M UNIVERSITY LDT Cd FOB All Items Received Y Date Received 10 06 20
77. ance 06 06 07 17 01 CC AA Screen Department VPBAS Sub Dept Dept Name VICE PRS FOR BUS ADMIN STUD SERVICES Head Director ID Alt APO ID Head Director Phone Alt APO Phone Mail Code Building Number Exec Level SS Building Campus __ Division EM Room School College __ Group Cd Off Campus Flag N Other Loc Budget Sort Dept Nbr Approx Inv Count FRS Allow Flag Y DBR Allow _ FFX Allow Flag Y Purch Trn Flag _ EPA Allow _ FFX Cert Month __ Other Part Nbr Mail to Dept Head Other Part Dept General Comments N Other Part Sub Dept Hit lt PF10 gt DI FFX Comments N Dept Expiration Date Hit lt PF11 gt Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Audit Dload GenCm FFXCm Create Approver Desks for Executive Level Screen 922 Approver Desk Create Modify 922 Approver Desk Create Modify 06 06 07 17 03 CC AA Screen Office VPFIN__ Desk EXEC DSKI1 Delete Desk N Description EXECUTIVE DSK 1 FOR VP FINANCE Number of Assignees 2 Func Type UIN Name 8uuuuuuu2 SHORE SHAWNA S S 6uuuuuuul KRAMER KOREY K kkKKK End of list Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp ne You need to create as many desks as you want to put in the Executive paths Routing and Approvals User Manual Page IX 4 Executive Level Detail cont d Create Executive Paths and Add De
78. and P processing Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys Routing and Approvals User Manual Page V 11 List Desks in an Office As documents pass through routing and approval they are sent to desks called approval or Signer Desks Persons designated in the departments as approvers and signers are attached to these desks and can see or take action on the documents that come to a desk that they are on To display a list of the approval desks that have been created for an office use Screen 937 Since all Department paths have Signer Desk these are not listed on this screen Screen 937 Desks by Office 937 Desks by Office 06 06 07 16 17 cc 02 Screen Office PURCHASING Desk S Desk View Description ADMIN ADMINISTRATIVE DIRECTOR DESK _ ADMIN B2 ADMINSTRATIVE ASSOC DIRECTOR PP amp IT ADMIN B3 ADMINISTRATIVE POLICY amp TRAINING _ ADMIN B4 ADMINISTRATIVE ASSOC DIRECTOR OP amp SC FS ADMIN B5 ADMINISTRATIVE ASSOC DIRECTOR E COMMERCE ADMIN C1 ADMINISTRATIVE SUPPORT 1 ADMIN C2 ADMINISTRATIVE CLERK 2 ADMIN C3 ADMINISTRATIVE SUPPORT 3 ADMIN C4 ADMINISTRATIVE SUPPORT FOR ASSOC DIRECTOR ADMIN C5 CLERICAL SUPPORT ADMIN EXEC EXECUTIVE DIRECTOR _ APPROVE ACCOUNTANT APPROVER DESK _ APPROVER APPROVER FOR EMAP REQUISITIONS _ CENTRLDESK CENTRAL PROCESSING DESK More Entries Press lt ENT ntinue Enter PF1 PF2 PF3
79. and send it to College Station based FAMIS Services The Texas A amp M University System 1144 TAMU College Station TX 77843 1144 Non College Station based FAMIS Services The Texas A amp M University System 200 Technology Way Suite 2180 College Station TX 77845 3424 Routing and Approvals User Manual Page l 3 Table of Contents PAGE l Introduction Introduetiohusseuesqvvsqasrdantemeoneanderdivinunerait 11 Document Routing Process r rrrvvnsnvnvnsnsnvnsnsnsnsnsnsnsnsnsnsnsnsnsnsnsnsnsen 11 Routing amp Approvals Process Chart rrarnnnnnnrnrvrnnrnsnnnnnnrvvvenssnnnnnn l 13 ll Basic Concepts for Routing amp Approvals User Perspective Summary r rrrvrvrvrvvvrvvsrnrnnnrnrnrsnsssnsssnsssrssssssnsnses Il 3 Office Manager amp Delegates Perspective Summary r rrrrrnrnnnnrenr Il 3 Security ACCESS i ois ses enee aaa Ee EEEE EEEE EIEE Il 3 Essentials of Document Routing rorrrnrrnnnannnnrnrvrnsrrnnrnnnnvvrsenssrnnnnn Il 3 Routing Document Identification Numbe s 0 scceceeeees Il 4 Multiple Departments on a Document arsrsrnnsnannnnvnvvrvenssnnnnnn Il 4 Electronic OFFICES 2 i ccieecidsseerssalalerettesterssnsivictdsseersassaceiidievesancs Il 4 Electronic DESKS sssecrassarseissnarrearsonroai snarer Ensar SADIE NAA TEATRAS Il 4 Creator Des koee a E OE OE Il 5 Document Creator What Does This Mean cccsseeeees Il 5 Approver Desk saccis anarai eiai eat Il 5 Appr
80. and then Forwards the document to a person or desk that is outside of the scheduled path Example of this type of action is to send a document that purchases computers to the computer expert in the department This requires you to enter either a person or a desk for further routing Routing and Approvals User Manual Page III 13 CANOPY Inbox Outbox amp Other Functions cont d FORWARD AND RETURN APPROVAL FRA This action Forwards the document and does not register your approval When this person approves the document it returns to you in your Inbox Then based on what that person did you can register your approval or rejection This requires you to enter either a person or a desk for further routing Canopy The Texas A amp M University System EPA FFX FRS Routio Main Menu Routing gt Document inbox Outbox Document Profile To Desk CC Office ku PUT DOCUMENT ON HOLD HLD This action marks the document on Hold This is a courtesy hold and does not prevent others from advancing the document Action Remarks are required Canopy The Texas A amp M University System EPA FFX FRS Routing Campus sa Main Menu Routing gt Document inbox Outbox Document Profile Document PROPVR200086 P Royfng Action PUTDOCUMENT ON HOLD HLD Action Remarks Routing and Ap
81. arded PLP022911006 PROPERTY REFUND Final Approved _ PLP02Z911099 DOMESTIC MAIL CHARGES M900557 Final Approved _ DBR02U907188 transfer of fund balance Final Discarded EWR020478035 EWR Karl Koonze Wage Position Final Approved EWR020478018 EWR Darryl Donaldson Wage Posit Final Approved EWR020478006 EWR Erin Edwards Wage Position Final Approved EWR020477994 EWR Anna Andrews Wage Position Final Approved EWR020477986 EWR Janice Jefferson Wage Posit Final Approved EWR020477964 EWR Roland Richter Wage Positio Final Approved EWR020478037 EWR Joan Jewel Wage Position Final Approved Press ENTER To View More Documents Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Recal RHist Sel Notes Left Right Screen 913 Document Outbox by Name Panel 2 913 Document Out Box by Name 09 15 09 14 11 LAWRENCE LINDA L CC 02 Screen Name Document Actions From 08 16 2009 Thru 09 15 2009 Include Finished Y lt lt More Panel 02 More gt gt Sel Document ID Action Date Form Name FY Submitted by _ EWR020467243 08 24 2009 10 46 WAGE EPA 2009 RHINE RHONDA R _ EWR020467271 08 24 2009 10 46 WAGE EPA 2009 RHINE RHONDA R PLP022908070 08 19 2009 17 21 LIMITED PRCH 2009 WOODS WYNONA W _ PLP022908084 08 19 2009 17 21 LIMITED PRCH 2009 WOODS WYNONA W _ PLP022908095 08 19 2009 17 20 LIMITED PRCH 2009 WOODS WYNONA W _ PLP022908104 08 19 2
82. art over PF7 Routing History RHist Used to display the routing history of the document See Screen 914 Auto approves are designated by A PF8 Select Sel After selecting document s displays the Purchasing Document Cover Sheet PF9 Routing Notes Notes Displays routing notes on the document Routing and Approvals User Manual Page XIII 20 Substitute Outbox Screen 913 displays all the documents that another user has taken action on and lists them in order of the date the action was taken The current status and location of a document may be checked using this screen Use the Include Finished field to determine the documents to be displayed type Y to include finished documents type N to exclude them This screen will be helpful for security officers and Purchasing Office Fiscal Office personnel who may need special access for troubleshooting and help desk functions Security element 10 allows viewing access to the Cover Sheet and all routing documents on Screens 911 and 913 in order to provide assistance in resolving routing and approval problems Screen 913 Document Outbox by Name Panel 1 913 Document Out Box by Name 09 15 09 14 07 LAWRENCE LINDA L CC 02 Screen Name Document Actions From 08 16 2009 Thru 09 15 2009 Panel 01 More gt gt Sel Document ID N Doc Summary Status Action PLP02Z911242 FREIGHT Final Approved DBRO2U907178 TRANSFER OVERREALIZED INCOME Final Disc
83. atus Created Sub Dept Additional Functions PF KEYS PF7 RHist PF8 Cover PF9 Notes 12 characters Shows the type of purchasing document displayed 4 digits Indicates the fiscal year in which the document was processed 15 characters Identifies the status of the document Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FYA FRA routing PR In Proc routing RC Recalled RJ Rejected 8 digits Displays the date the document was created and submitted to Routing and Approval 5 characters Indicates the sub department code of the unit on the document See the Appendix for explanations of the standard PF Keys Routing History Displays routing history of the document See Screen 914 Cover Sheet Displays cover sheet information and gives access to document browse pop ups Notes Used to display routing notes for the selected document Routing and Approvals User Manual Page V 20 Person File The FAMIS person file is built through two mechanisms e Manual entry on Screen 850 as seen below e Through an upload ZBAU610 of a BPP file that contains records of persons paid through the TAMUS payroll system Budgeted personnel are generally included as well as anyone paid through a restricted account FAMIS security cannot be established for a person unless they have a record on the person file If a person s name does not disp
84. ay on the Action Line and press lt ENTER gt to view all of the approval structures that the person is attached to within your campus code e Press lt ENTER gt to scroll through the listing Field Descri ptions Required Help PF2 or Field Help Available Action Line Name 20 characters Identify the name of the person whose approval profile you want to see You can do a name search and select by entering an asterisk in the Name field and pressing lt ENTER gt Screen Information Campus Cd 2 digits Identifies the campus code for the TAMUS Member to which the profile belongs This is especially useful when a person has approval authority with more than one TAMUS member Routing and Approvals User Manual Page V 4 Screen 915 Approval Profile by Name cont d Office 10 characters Displays the title of the office in which the person has approval authority Desk 10 characters Identifies the name of the desk where the person has approval authority Status Help 1 character Indicate the status of how the document should go to the desk Blank Approval Information N Notification View 10 characters Displays the name of the view where a person has approval authority on a signer or creator desk This is only applicable to signer creator desks Additional Information PF Keys See the Appendix for explanations of the standard PF Keys Routing and Appr
85. ays ten most recently used documents Canopy The Texas A amp M UniN grsity System a Ee Campus TEXAS A amp M UNIVERSITY 02 3 2008 H S Set CC FY System Aid Feedback Main Menu Routing Inbd Inbox Outbox Document Profit bubstitute my Inbox z Search for Substitute Document Approval Only C Yes No Submit INBOX CONTENT Torat ITEMS 1 DEFAULT VIEW Arrival Create Quick Document Action Status Date f Summary Account Total Creator Date Action PLPO1L712435 FYI Final 05 21 2007 P SYSTEMS ANALYST II see 167 40 TERRY LINDA 02 07 2007 Discard ADVERTISEMENT doc K Discard All FYIs Top of Page Theme Large Font m Settheme Turn Paging On System Site Map Routing and Approvals User Manual Page III 5 CANOPY Inbox Outbox amp Other Functions cont d Filters Filters help you to look at only certain types of documents You may filter the displayed items to show a specific document by e typing the document number in the field provided e choose the Yes option next to Approval Only box to only show just the documents that need to be approved Click on the Submit button to apply the desired filters and display the documents Substitutes When you are a substitute for another person you have the ability to view their Inbox and take action on thos
86. bDepartment to Routing XII 9 Screen 950 Electronic Document Profiles rorrrnrnnanannnnrnrvensrnsnrnnnnrnnvnnssnnnnnnner XII 10 XIII FAMIS Screens Detail User Perspective MO AE A A A E EE XIII 3 Screen 910 Document INDOX ccccccececsssessseseceeecessessaeeeeeeecessessnaeseeeeeess XIII 3 Screen 911 Substitute INDOX ceeeesssecececessesssaeeeeeescesseseaeaeeeessessessnaeens XIII 12 Oo NT XIII 17 Screen 912 Document Outbox rarsrsrnrrnsnrnnnnvvvvrnssnsnnnnnnvnnsrnssnnnsnnnnnsnsenssnnnnnn XIII 17 Screen 913 Substitute OUtDOX ccccssscececeseesssseceeeeecessessaeseeeeeeessesenaeess XIII 21 Routing and Approvals User Manual Page l 6 Table of Contents cont d PAGE Screen 915 User Approval Profile rrrerrrannnnnnrnvrnnonnannnrnvnvnsonsnnannvnnnsnnsnnsnnnnnen XIII 25 Screen 914 Document Routing H StOTY ervrvrvrvrvrvvvvvevrrvrrrrrvrrrvrrrvrrsssrsrsrsrsrsenrr XIII 27 PIPs Purchasing Invoice Problem ccccsscceessesseesstsessseeesseeeeees XIII 29 Screen 292 PIP Document Browse riisiin aan XIII 32 Screen 293 PIP Browse by Purchasing Document arvrnrannvvvnrennvrerennvrverennr XIII 34 Screen 294 PIP Browse by INVOICE ceceesesseceeceseessnseceeeeecessessaeeeeeeeseeeeas XIII 37 XIV Appendix INSEFUCTIONS vesanie in E NAANA EAA R XIV 3 Routing amp Approval Screens List rsrnrnnannnnrnnannrrrrsvnnnrnrarernrnssvennne XIV 8 Valid Field VALUES wii cteivicseedicssseveiecssteve
87. be routed through the department If the flag is off N or blank you will still be able to view payroll data in CANOPY provided you have the appropriate security clearance to do so Purchasing Trn Flag if not set to Y on this screen FAMIS does not recognize that routing of purchasing documents exists for the department Exec Level a code that can be used as a sort field by many of our reports to group all accounts that report to a specific level such as a report of all accounts for a Vice President The values are campus specific so each campus assigns their own values This screen is maintained and updated by each campus The information is campus specific Screen 860 Department Table Maintenance 860 Department Table Maintenance 07 09 09 10 25 cc 02 Screen Dept Name Head Director ID Head Director Phone Mail Code Division Off Campus Flag Budget Sort Dept Nbr FRS Maestro Org Unit Chemistry Other Part Dept Other Part Sub Dept Department CHEM_ Other Part Nbr __ Enter PF1 PF2 PF3 Hmenu Help EHel Sub Dept CHEMISTRY 4uuuuuuu8 REYNOLDS RENE 979 845 3333 Alt APO ID Alt APO Phone 6uuuuuuu4 CASH CONNIE 979 845 2222 C3255 Building Number 00484 AA Building Campus 02 CD Room SC Group Cd N Other Loc Approx Inv Count Y EPA Y DBR Y DCR Y SciQuest _ FFX Y TDP _ Y FFX Cert Month 2_ Surplus _ 8
88. bstitutes assigned It is recommended that ALL desks have at least two people to avoid delays in advancing documents within Routing and Approvals Primary assignees all received the document in their respective Inboxes When the first person takes action on the document the document goes out of all Inboxes Substitute assignees do not receive the documents in their respective Inboxes but must access the Inbox of the person for whom they are substituting in order to take action on the document Routing and Approvals User Manual Page Il 5 Basic Concepts cont d Routing Paths Documents follow routing paths that can go from very simple to quite complex Routing Paths are defined for each of the Routing Levels Department Executive Processing Office Different paths are defined based on document type or form EPA PLP DBR etc There are many variables in designing the routing paths A simple Department Level path consists of a Creator Desk and a Signer Desk for example This satisfies the rule that two people must touch the document SIGNER DESK Tom Craig s Janice CREATOR DESK Mary Jim A more complex path consists of a Creator Desk Approver Desk and a Signer Desk The addition of a third desk gives Sandy or Terry the opportunity to review or approve the documents CREATOR DESK APPROVER DESK SIGNER DESK Mary Sandy Tom Jim Terry Craig s Susie s Janice Routing Through Levels Complex pat
89. cation Types Notification Frequency Voided Approvals EPA only Settings EPA Notification Types EPA Notification Frequency EPA Voided Approvals CANOPY System Profile ROUTING NOTIFICATION PROFILE Purchasing PIP and DBR Documents or other non EPA documents approvals Only All include notifications None no emails Every Document Daily weekly Yes No approvals Only All include notifications None no emails Every Document Daily weekly Yes No This section allows you to customize the way that you display pages in CANOPY Paging On means that you will see a page of data based on the Page Size you set With Paging On not checked you can scroll through all the data that is returned to you by a search without going from page to page Canopy System Settings Paging On Pager Always Visible jg Page Totals M Page Size 25 Inbox Page Size 50 Maximum Record Count 4000 Lineltem Details g CANOPY SYSTEM PROFILE SETTING Note The larger the record count the longer the search will take and the longer it may take to load the page Note These setting may not affect ALL pages some pages are set programmatically for optimal viewing and data retrieval Routing and Approvals User Manual Page Ill 17 FAMIS Screens Inbox Outbox amp Other Functions FAMIS Screens Summary This section gives you a quick reference to approving do
90. cation to User EPA Process Notification to User Page I 13 Routing and Approvals User Manual Page l 14 Section II Basic Concepts for Routing amp Approvals Routing and Approvals User Manual Page II 2 Basic Concepts Routing amp Approvals has two different perspectives the User Perspective and the Electronic Office Manager amp Delegates Perspective User Perspective Summary The first concept focuses on those USERS who approve or sign documents that come to them through Routing amp Approvals Also included as a user are the document creators as they have interest in the authorization of the document Users access their inbox outbox approve or sign documents and perform these functions either using CANOPY under the Routing TAB or the FAMIS screens Office Manager amp Delegates Perspective Summary The second concept focuses on the ELECTRONIC OFFICE MANAGERS amp DELEGATES and their responsibility for the set up and maintenance of the Routing amp Approvals structure This functionality is ONLY available through the FAMIS screens there is no equivalent in CANOPY Security Access User Perspective To get to the Inbox Outbox and other user features users need to have screen security for the 910 series of FAMIS screens as seen on Menu 90 Your security officers can assist with this task To access particular documents the user may need to have entity secu
91. ccess a pop up window with specified field information Another way is to place your cursor in the desired field and press the F2 key To get out of the HELP function either select a value and press lt ENTER gt or hit the PF4 key The distinction on which key to use will normally be designated in the pop up window EX PF4 Exit Escaping from a Pop Up Window When in a pop up window pressing PF4 will usually take you back to the original screen There are a few screens when pressing lt ENTER gt will take you back to the original screen Routing and Approvals User Manual Page XIV 5 Appendix Instructions cont d Field Help Using the F2 Program Function Key On selected fields additional information can be displayed using the F2 program function key This HELP information is accessed by moving the cursor to the field in question and pressing the F2 Key Screen 002 GL 6 Digit F0002 Record has been successfully added 002 GL 6 Digit Year end Process F Fund Group FG Reclassify Sub Fund Group DF Sub Sub GP Default Bank Alternate Banks 00001 Override Y 00002 o Screen Account 032365 NAVSO INC Account Title NAVSO INC Resp Person 9uuuuuuu9 DOE JANE Old Acct Reporting Group SL Mapped Count Security 03 03 94 14 56 FY 1994 CC AA The first help screen describes the field pressing lt ENTER gt will display the valid values for the field ADMINISTRATION AND COU
92. creen Doc Doc PIP Invoice Rt Modify Modify Sel Number Number Type Number Cd Date Time By User A000541 1003974 FYI A000541 FN 01 25 00 08 59 WxxxxxP A000552 1003965 FYI A000552 FN 01 24 00 14 58 GxxxxxP A000558 1003975 FYI A000558 FN 01 25 00 09 05 WxxxxxP A000563 1003915 FYI 33248 FN 01 21 00 10 36 MxxxxxP A000587 1003980 FYI IN 308204 FN 01 25 00 12 35 KxxxxT A000587 1004033 FYA IN 308204 FN 01 27 00 08 50 KxxxxT A000639 1004323 FYI 100426 FN 02 08 00 15 44 AxxxxxP A000660 1004355 FYI 92623415 FN 02 09 00 13 11 KxxxxxP A000702 1004396 FYA 92617522 FN 02 11 00 09 36 RxxxxxP A000705 1004232 FYI 2019276 FN 02 04 00 10 58 WxxxxxP A000707 1003983 FYI 03428913 FN 01 25 00 13 07 PxxxxxP A000746 1004015 FYA 54108 01 26 00 15 51 KxxxxT More records 2 ENTER to scroll Enter PF1 PF2 PF3 PF4 PF5 IPF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 293 e Enter a purchasing document number in the Doc field or press lt ENTER gt to scroll down and search through the PIPs available e Place the cursor in the Sel field next to the desired PIP and press PF6 to view details PIP Types FYA for your approval FYI for your information Routing and Approvals User Manual Approve and route forward to a person or desk as a For Your Approval document This is done when you wish a person to approve a document and they are not in the path for that d
93. cted office desk e Use the PF Keys to scroll between panels in order to access additional information e Press PF7 to view desk assignees Field Descri ptions Required Help PF2 or Field Help Available Action Line Office 10 characters Indicate the title of the office governing the documents awaiting action Desk 10 characters Identify the name of the desk housing the documents awaiting action Form Help 3 characters Indicate the type of document to be displayed Screen Information Panel 1 Document ID 12 characters digits Displays the document identification number used in routing and approval consists of Form 3 characters Campus Code 2 characters and the Document Number 7 characters Routing and Approvals User Manual Page V 15 Screen 938 Office Desk Workload cont d Doc Summary Requested Action Status Panel 2 FY Creator Created Arrived Days User s Level Panel 3 Current CC 1 character An indicates that routing notes are attached to the document 40 characters Displays a short description of the document 11 characters Identifies the action that needs to be taken on the document 14 characters Shows a document s progress through the routing and approval system Valid values are Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FYA FRA
94. cteeseeess VIlI 12 Used to modify signer desks Routing and Approvals User Manual Page XIV 8 Appendix Routing and Approval Screens List cont d 924 Creator Desk Modify si ecesetetficssettcescsecesedevetesevtesdvsedessdscesesudssvedscenevesssevensudessinencdustelseaseseuncuautetes Used to modify creator desks 925 Executive Paths Create MOdify ssississssssaissscacsscssassancssasssacsacstsssavecssoaseessosesncesvansessseseceasuaasassdnasdsasen Used to create or modify executive paths 926 Processing Paths Create MOdify csscccsscceseeceseesesceeeseeeseeeeseeeeseeseseeseseeseeeaseeeeseeeeeeeeseeeees Used to create or modify processing department approval paths 928 Dept VIEW Deletes iiine tu SaS aE ESEESE Saia Used to delete a departmental view 930 Desk Copy Used to copy a desk to a new desk 935 Dept SDept by Office ii sesesicesnsccrccssnecsasssesnsancsscesuases ceded oasusweessnouan suusacdcenlucslausdsaslababatveracessansecssene Provides a list of the departments and subdepartments within an office 936 Views DY Office iscicinseistsscsosesesavecscesesscvssvencsuescvussacchecssevccnvexancsevevsvauonebenshsvsusubueadesstusaduerdestesisescanses Provides a list of the views that belong to an office 937 Desks by Office sui Provides a list of the desks within an office 938 Office Desk Workload rrrrrnnnnnnnnnnvrnnnrnnnnnnnnvvnnnsnnnnnnnnnvnnesnnnnnnnnnnnersnnnnnnnnnnevensnnnnnnnnnvessnssnn
95. cters Shows the name associated with the UIN Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys Routing and Approvals User Manual Page VIII 8 Approver Desks An approver desk is like an approval station Each person assigned to the desk has the ability to access the document and take necessary routing action on it This may be an approver a substitute approver or a person who is charged with reviewing the work of the creator for all documents routed to that desk There may be multiple primary approvers likewise there can be many substitute approvers Up to 40 people may be assigned to a single desk To create a new desk it must have at least one assignee Screen 922 Approver Desk Create Modify 922 Approver Desk Create Modify 06 06 07 17 18 cc 02 Screen Office PURCHASING Desk PURCHASING Delete Desk N Description DEFAULT DESK OF OFFICE MANAGER Func Type UIN Name Suuuuuuul YALE YOLANDA Y Juuuuuuu4 LANE LINDA L wkkkKKK End of list Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 922 e Type the name of the office and desk on the Action Line and press lt ENTER gt to display current desk information e Add or modify desk assignees as desired e If the UIN number is not known press PF2 from the UIN field and search for the person s name select it and press l
96. ction Line Office 10 characters Identify the title of the electronic office for which you wish to create a view View 10 characters Indicate the name of the view you wish to create or modify Minimum of 6 characters required Screen Information Description 43 characters Describes the view within the office Manager 30 characters Displays the name of the office manager Func 1 character Indicate the desired function Add or Delete a department subdepartment or Position a department subdepartment at the top of the list Routing and Approvals User Manual Page VIII 5 Screen 920 Department View Create Modify cont d Dept Help 5 characters Enter the code for the department Note The department must exist on FAMIS department table Screen 860 Sub Dept Help 5 characters Include the code for the subdepartment Note The subdepartment must exist on FAMIS department table Screen 860 Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys Routing and Approvals User Manual Page VIII 6 Creator Desks Technically the document creator for purposes of the Routing amp Approval System is the person who initiates or submits the document to R amp A either as part of the document close process or by pressing the Route PF Key on the close screens In the routing history the document will show as submitted by But you do no
97. cuments using the FAMIS screens The Routing and Approval Menu M90 helps you identify which screens to see when working with documents that are being routed Note that detail of the FAMIS screens can be found in a later section of this manual Menu M90 Routing and Approval Menu M90 Routing and Approval Menu Screen 910 Document Inbox 911 Document Inbox by Name 912 Document Outbox 913 Document Outbox by Name 914 Document Routing History 915 Approval Profile by Name 918 Documents by Department ao Other Menus R M91 Electronic Office Management Menu Hmenu Help EHelp 06 06 07 09 01 FY 2007 CC 02 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 When you logon to FAMIS the first screen you see is the FAMIS Bulletin Board If you have documents that you must approve or sign a pop up window will display across the Bulletin Board to let you know You may then proceed to Screen 910 your document Inbox to see the documents that await your approval FAMIS Bulletin Board 06 06 07 FAMIS Bulletin Board PAGE 1 OF 1 FAMIS Training System FAMIS Hotline 979 458 6464 FAMISHELP tamu edu FAMIS Prev Next 15 22 24 NEW FEATURES coming in CANOPY Give us feedback Visit the Training website Last Date Changed 04 26 2006 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Exit Routing and Approvals User Manual Pres
98. d Actions To take action on a document click on the drop down box and select the desired routing action Then press the Submit button The choice of Actions displayed depends on the document and its routing Possible actions include APPROVE APP REJECT TO CREATOR REJ APP approve AND ROUTE FOR APP approval FYA ROUTE FOR APP AND RETURN FRA PUT DOCUMENT ON HOLD HLD SEND INFORMATION COPY FYI DISCARD FROM YOUR INBOX DIS Canopy The Texas A amp M University System Campus TEXAS A amp M UNIVERSITY FRS Routing Setectanacton APPROVE APP After review of the document detail you may approve it by choosing the APP and click on the Submit button You will see a message for you to OK Different types of documents will display different messages Some examples Windows Internet Explorer Q Routing and Approvals User Manual Page Ill 12 CANOPY Inbox Outbox amp Other Functions cont d REJECT REJ If you choose Reject REJ and click on the Submit Button a new box will display to enter Action Remarks explaining why you are rejecting the document The document goes to the Inbox of the Wocument creator and all who are on the Creator Desk Canopy The Texas A amp M Universi EPA FFX FRS Routing System Campus S4 Action Remarks APPROVE AND FORWARD FYA This action records your Approval
99. d CENTRLDESK 02 PURCHASING 3 7 2008 3 36 26 PM Constancio Angelita G 979 845 4570 Approved FYP 3 10 2008 7 24 28 AM Hayes Loretta A 979 845 8421 Discarded COMP C1 02 PURCHASING 3 10 2008 9 20 31 AM Kubica Karen G 979 845 4570 Held COMP C1 02 PURCHASING 3 10 2008 9 22 33 AM Tenorio Felisita 979 845 4570 Approved FYP COMP C2 02 PURCHASING 3 10 2008 9 22 38 AM Tenorio Felisita 979 845 4570 Held COMP C2 02 PURCHASING 3 10 2008 9 27 15 AM Tenorio Felisita 979 845 4570 Approved FYP COMP C1 02 PURCHASING 3 10 2008 2 32 49 PM Kubica Karen G 979 845 4570 Held 3 17 2008 3 06 32 PM Kubica Karen G 979 845 4570 Transfer 3 18 2008 7 45 31 AM Hayes Loretta A 979 845 8421 Discarded 4 1 2008 7 59 20 AM Hayes Loretta A 979 845 8421 Discarded CURRENT LOCATION amp DEPT ROUTING amp DOCUMENT HELD BY amp FYI COPY CURRENT LOCATION No records found to display DEPT ROUTING Desk Fwd Name office Date Dept Code Department Name Status EIS 02 EIS Enterprise Information Systems Routing Completed DOCUMENT HELD BY No records found to display FYI COPY No records found to display Canopy a Business Computing Services application Top of Page Theme Large Font SetTheme The Texas A amp M University System j EAN Version 3 18 2008 5 26 04 PM Debug Info Site Tom Pegg Management System Site Ma Routing and Approvals User Manual Page Ill 11 CANOPY Inbox Outbox amp Other Functions cont
100. d off campus 20 characters Type Y if the department is located in more than one location 4 characters Used for AL RSCH budget sort number 6 characters Enter the approximate inventory numbers 1 character Enter Y to Indicate this department is valid for accounting in FRS 1 character Enter Y if the department is allowed to create EPA documents 1 character Type Y if the department is allowed to create Departmental Budget Records 1 character Enter Y to identify that the department is allowed to create Departmental Correction Requests 1 character Type Y to identify this department is using the SciQuest application 1 character Enter Y to indicate this department is valid for asset control in FFX 2 digits Enter Y if the department is allowed to create TDP asset transfer documents Page V 27 Purch Trn Flag FFX Cert Month Surplus Maestro Org Unit Parent Dept Center Institute Mail to Dept Head Other Part Nbr Other Part Dept Other Part Sub Dept Dept Expiration Date Dept Office Routing and Approvals User Manual Screen 860 Department Table Maintenance cont d 1 character Type Y to identify this department has been fully trained and is ready to use the Purchasing system 2 digits Indicate the month for inventory certification for this department 1 character Enter Y if
101. d to the desk Name 32 characters Displays the name associated with the UIN Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys Routing and Approvals User Manual Page VIII 11 Signer Desks Exercising electronic signature authority is just like signing paper documents You must be authorized to sign With electronic documents the computer audits who can sign and who does sign the documents The people on the Signer Desk have signature authority on the accounts for the units assigned to the office and view Signer Desks are only at the Department Level You can delete a specific form desk using Screen 923 but not the default Signer Desk which has a blank form Screen 923 Signer Desk Modify 923 Signer Desk Modify 06 06 07 17 16 cc 02 Screen Office PURCHASING View PURCHASING Form Delete Desk N Description Office Mgr YALE YOLANDA Y Desk SIGNER DSK Default Func Type UIN Name S 5uuuuuuu8 LANE LORENA L 8uuuuuuu0 JOEL JENNIFER J S 8uuuuuuu7 STILES SARAH S xkkkk End of list Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 923 e Type a valid office and view name on the Action Line and press lt ENTER gt e If this is your first time to access the Signer Desk add the names of all of the signers to the desk Add or modify inf
102. desk may or Screen 937 may not be active in a path List Views by Office Lists all the valid views for an Office Screen 936 Office Desk Workload Lists documents in routing for an electronic office Screen 938 Documents by Dept Lists documents in routing for a department Screen 918 Person Table Lists people their UIN and location information Screen 850 Dept Table Lists all the department subdepartments and the Electronic Screen 860 Office and Executive Level Routing and Approvals User Manual Page V 3 User Approval Profile Screen 915 displays all of the approval structures that a person is attached to within each campus code Each office desk and view is displayed along with the status of the person for that approval structure Screen 915 Approval Profile by Name 915 Approval Profile by Name 11 17 10 15 02 WATSON WANDA W CC 02 Screen Name Campus Cd Office Desk Status View 02 PURCHASING CREATE DSK PURCHASING 02 PURCHASING CREATE PLP PURCHASING 02 GRAPHICS CREATE DSK VIEWO1 02 HUBS CREATE DSK HUBSVW 02 MAIL CREATE DSK MAILVW 02 LOGISTICS CREATE DSK LOGISTICS END OF RECORD LIST 6 Record s Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp The View field is only applicable to signer creator desks Basic Steps e Advance to Screen 915 e Type the name of the person whose approval structure you wish to displ
103. e campus code for the TAMUS Member to which the profile belongs This is especially useful when a person has approval authority with more than one TAMUS member Office 10 characters Displays the title of the office in which the person has approval authority Routing and Approvals User Manual Page XIII 25 Screen 915 Approval Profile by Name cont d Desk 10 characters Identifies the name of the desk where the person has approval authority Status Help 1 character Indicate how the document should go to the desk Blank Approval Information N Notification View 10 characters Displays the name of the view where a person has approval authority on a signer or creator desk This is only applicable to signer creator desks Additional Information PF Keys See the Appendix for explanations of the standard PF Keys Routing and Approvals User Manual Page XIII 26 Document Routing History The history of a document s routing is available online on Screen 914 Each line is numbered along with a description of the action taken on the document Screen 914 Document Routing History 11 17 10 14 53 CC 02 914 Document Routing History Screen ____ Document PLP02L115405 Position at line __ L Description The following people have seen this document Submitted 11 16 10 13 27 WATSON WANDA W This document is currently in CC 02 office MAIL on desk APPROVER Arrival Date 11 16 2010 13 27 Desk
104. e desk view 60 characters Displays text describing the desks within the office See the Appendix for an explanation of the standard PF Keys Names of Desk Assignees Displays the names of the desk assignees in a pop up window when the cursor is anywhere on a desk line Routing and Approvals User Manual Page V 13 List Documents for Office Desk The Office Desk Workload Screen displays all the documents currently routed to desks in the electronic office The office manager can list the documents on all desks or filter the list for a specific desk The Desk and Form fields can be used to filter the display of documents shown on the screen For example if you type PRQ in the Form field on the Action Line the screen will display all the requisition documents in the Inboxes Only the office manager and delegates can view this information Screen 938 Office Desk Workload Panel 1 938 Office Desk Workload 06 06 07 16 04 cc 02 Screen Office PURCHASING Desk PANEL O1MORE gt gt Requested Document ID N Doc Summary Action Status PP002P602188 SANTA CHIARA ITALY CENTER SERVICES FY Approve In Proc Rt PLP02A734236 FREIGHT Approve In Dept Rt PLP02A735148 OFF CAMPUS PRINTING Approve In Dept Rt PLP02A735151 OFF CAMPUS PRINTING Approve In Dept Rt PLP02A735242 INTERIORSCAPE MAINTENANCE Approve In Dept Rt PRQ02R800153 BLANKET ORTRONICS NOYNAERT M700192 Approve In Proc Rt PRQ02R800156 FIBER PATCH CABLE NOYNAERT M
105. e documents for which you are authorized In the box next to Search for Substitute enter the last name can be only part of the name to begin the search Use the drop down list to choose the correct person In the box to the right of Substitute you may select My Inbox or My Creator Desks to alter the items displayed on your page Click on the document identifier to access the approval page You can only access those documents for which you are authorized Quick Actions If you are the primary approver or signer not a substitute you can click on the word Approve or Discard or Discard All FYIs to register a quick action CLICK ON THE DOCUMENT TO REVIEW THE DETAIL CANOPY SWITCHES YOU TO THE DOCUMENT TAB AND DISPLAYS THE FULL DOCUMENT Routing and Approvals User Manual Page III 6 CANOPY Inbox Outbox amp Other Functions cont d Outbox Tab includes the Substitute Outbox The Outbox displays all routing documents that you have taken action on If the document is in Finished status you will need to check the Include Finished box under Filters to include these documents in the display The Substitute Inbox and the Substitute provide access to another person s Inbox and Outbox You may access these features if you are a substitute for the person on any desks You will see the list of all documents but will only be able to access those documents on the desks where you are a substitu
106. e information Add or modify information as needed and press lt ENTER gt to record the information Profile Process Defining Document Profiles The FAMIS Services department is the office that maintains all of the electronic document profiles All changes to the rules for a particular form will be processed through that office If you need changes made to your profiles you may send your requested change via e mail to FAMISHELP TAMU EDU you may fax us your request at 979 458 6455 or you may call the FAMIS Hotline at 979 458 6464 Program XXUPDOFF must be run in FAMISU to change Screen 950 Routing and Approvals User Manual Page XII 10 Screen 950 Electronic Documents Profile cont d Field Descri ptions Required Help PF2 or Field Help Available Action Line Form Screen Information Panel 1 Func Form Description Review by Proc Unit Processing Unit View Required Approvals Cat Route Level Exp Dt Panel 2 Office Routing and Approvals User Manual 3 characters Indicate the document type to be displayed at the beginning Help 1 character FAMIS Services Entry Identify the desired function Add a new profile Update an existing profile Delete an existing profile or Position a profile at the top of the screen 3 characters FAMIS Services Entry Enter the type of document whose profile is to be created modified
107. edenl i aaliies tii eiea sriain XIV 10 Standard PF Keys seerne rei eas n EAE ARETA XIV 12 Routing and Approvals User Manual Page l 7 Table of Contents cont d Routing and Approvals User Manual Page l 8 Section I Routing amp Approvals Introduction Routing and Approvals User Manual Page l 9 Routing and Approvals User Manual Page I 10 Introduction Routing amp Approvals facilitates the electronic routing and approval for various types of documents This module accommodates documents from different modules Purchasing documents DBR Departmental Budget Request documents and EPA documents Documents in Routing amp Approvals can be viewed in CANOPY or on the FAMIS screens Routing amp Approvals has become more complex with the continuing addition of new document types Each document type has its own set of rules for routing and the structures can often be different to accommodate these different rules Document Routing Process Generally when a document is closed it is submitted to Routing amp Approvals where it follows a pre determined path for various types and levels of approvals Most documents go through a Department path first Once all department approvals have been given the documents may pass through an Executive Level for higher authority approvals Finally for most document types they pass to a Processing Office and follow yet another path Note that there are documents that can be initiated in a Proc
108. elp RHist Cover Notes Left Right Screen 918 Documents by Department Panel 2 918 Documents by Department 11 17 10 14 24 CC AM Screen Dept PURS SubDept Form Finished N lt lt MORE PANEL 02 Sel Document ID Form Name FY Status Created SubDept PLPAML700600 LIMITED PRCH 2007 In Dept Rt 06 02 2010 _ PLPAML800461 LIMITED PRCH 2008 In Dept Rt 10 02 2008 PLPAML800615 LIMITED PRCH 2008 Rejected 11 05 2008 PLPAML800616 LIMITED PRCH 2008 Rejected 11 05 2008 _ PLPAML800617 LIMITED PRCH 2008 In Dept Rt 01 07 2009 _ PLPAML800618 LIMITED PRCH 2008 In Dept Rt 07 29 2008 PLPAML900195 LIMITED PRCH 2009 Rejected 06 01 2010 _ PLPAML900196 LIMITED PRCH 2009 Rejected 06 01 2010 PRQAMROO1501 REQUISITION 2010 In Dept Rt 10 06 2009 PRQAMROO01502 REQUISITION 2010 In Dept Rt 10 06 2009 PRQAMRO01503 REQUISITION 2010 In Dept Rt 10 06 2009 _ PRQAMRO01508 REQUISITION 2010 In Dept Rt 10 06 2009 PRESS ENTER TO VIEW MORE DOCUMENTS Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp RHist Cover Notes Left Right Routing and Approvals User Manual Page V 18 Screen 918 Documents by Department cont d Basic Steps e Advance to Screen 918 e Type a valid department on the Action Line e Include subdepartment and form type to narrow the search and display list e Enter Y in the Finished field if you wish to include finished documents in the l
109. em User Profile FAMIS USER PROF FAMIS User Profile for Statement of Responsibility Dated 11 09 2007 Work Address 446 JOHN B CONNALLY BLDG TEXAS A amp M UNIVERSITY SYSTEM Mail Code C1144 Work Phone Number 979 287 4444 or Fax Number 409 666 8975 City State Zip COLLEGE STATION TX 77840 Email Address whoat tamu edu Routing Notification Profile The second section allows you to choose how and when to receive email notifications that documents are awaiting action in your Inbox You may change your settings as often as you wish Purchasing PIP and DBR documents can have different settings than EPA documents Notification Types gives you the choice of receiving notices only for those documents that require approvals The frequency chooses how often to receive the notification email that documents are waiting The documents are in your Inbox immediately upon document close but by choosing Daily or Weekly you will receive the email once daily or once weekly Routing and Approvals User Manual Page III 16 CANOPY Inbox Outbox amp Other Functions cont d Voided Approvals indicates that you want to receive email notification when a document has been voided or rejected by someone further down on the approval path than you This indicates that the document was returned to the Creator and must go through all routing again Notifi
110. er document See the Appendix for a detailed description of the standard PF keys Exit Cover Sheet Pop Up Window Used to exit the Cover Sheet pop up window and return to Screen 910 Next Document Used to view the next document selected Routing and Approvals User Manual Page XIII 10 Screen 910 Document Inbox cont d PF6 Summ PF7 RHist PF8 Audit PF9 Notes PF10 Headr PF11 Items PF12 Track Document Summary View the document summary information Routing History Displays the routing history of the document to track where a document is in the routing process Audit Information Shows the audit trail of who created or modified document Notes Displays a pop up window to select the type of notes to view Document Notes or Routing Notes Select type of notes to view by typing X and press lt ENTER gt Document Header Extended Information Displays the document header extended information for the document Line Items Shows information about the line items on the document Document Tracking Identifies the actions taken on the document Routing and Approvals User Manual Page XIII 11 Substitute Inbox If you are a substitute on an approval desk you will not receive documents directly to your document In Box displayed on Screen 910 To see the documents at a desk where you are a substitute advance to Screen 911 and enter the name of the desk s primary assignee and press lt
111. er inquiry on the document or item Extended Function Keys Audit Produces document audit information inquiry Screen _ 03 22 95 14 41 Routing Document Information CC AA Document R500173 l Item l l Date Created 11 29 94 Added By OxxxxxT Time Created 10 39 32 User ID OxxxxxT Last Modify By OxxxxxT Last Modify Time 10 47 14 40 00 l Last Modify Date 11 29 94 Last Modify PGM Pxxxxx1l I l PF3 Back to Cvr PF4 Exit PF12 Exit NDoc Summ Audit Accts Notes Headr Items Track Left Some window are made up of several adjacent panels These will be designated by the word Panel appearing in the window Pressing this key scrolls the panel to the left Routing and Approvals User Manual Page XIV 12 Appendix Valid Field Values cont d Names NDoc Notes Right Routing and Approvals User Manual Displays the names of the desk assignees in a pop up window when the cursor is in the current or previous range S in the status field indicates that the assignee is a substitute 937 Desks by Office 11 17 03 16 05 cc 02 Screen ___ Office PURCHASING Desk 5 Je SSS SS ee _ ADMIN DESK ADMIN _ ADMIN _ ADMIN UIN STATUS NAME _ ADMIN _ ADMIN 4uuuuuuu6 JANSON JANICE J _ ADMIN 4uuuuuuu5 S GOLDMAN GINNY G _
112. erson Help 9 digits Enter the person s Universal Identification Number You may also type an asterisk to search for a name Routing and Approvals User Manual Page V 21 Screen 850 Person Information cont d Inactive Delete Y N Screen Information Person s Name Last First MI Suffix Prefix SSN Title Code Phone Date Hired Gender FAX Adloc Part Acct 1 character Type Y to make the selected person inactive This field can only be set by security officers 1 character Type Y to delete the person s record from the person file 20 characters Identify the person s last name 10 characters Enter the person s first name 1 character Include the person s middle initial if any 4 characters Provide the suffix of the person if any 4 characters Enter the prefix of the person if any 9 digits Displays the Social Security number Help 4 digits Provides the person s title code as provided by TAMUS 10 digits Enter the phone number of the person 8 digits Include the date the person began working for The Texas A amp M University System 1 digit Displays the gender of the person 10 digits Provide the person s FAX number if desired Help 2 digits Enter the adloc administrative location for the person 6 digits Identify the account number from which t
113. es that have had PIPS Screen 294 PIP Browse By Invoice 294 PIP Browse by Invoice 10 05 07 4 27PM FY 2008 CC 02 Screen Invoice Invoice Doc PIP Rt Modify Modify Sel Number Number Number Type Cd Date Time By User L728689 L728689 1705440 FYI FN 12 20 06 13 33 NxxxxxP 001 A205512 1218035 FYI FN 08 27 02 16 57 WxxxxxP A407329 A407329 1406635 FYA CN 02 27 04 11 31 WxxxxxP _ A617624 A617624 1609438 FYI FN 04 12 06 11 17 BxxxxxP x A617624 A617624 1609492 FYA FN 04 13 06 11 06 BxxxxxP A617640 A617640 1609497 FYI FN 04 13 06 11 50 GxxxxxP _ A633476 A633476 1611677 FYA FN 06 01 06 12 30 DxxxxxP 2633476 A633476 I1611678 FYA FN 06 01 06 12 32 DxxxxxP _ A633532 A633532 1612480 FYA FN 06 19 06 10 43 JXXXXXP A710199 A710199 1709470 FYI FN 03 23 07 09 48 CxxxxxP _ C06 117118 L709327 1710934 FYA FN 04 18 07 17 34 DxxxxxP D742662 L509715 1502683 FYI FN 10 20 04 14 16 GxxxxxP More records Press ENTER to scroll Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp View Basic Steps e Advance to Screen 294 e Enter an invoice number in the Invoice field or press lt ENTER gt to scroll down and search through the invoices displayed e Place cursor in the Sel field by an invoice number and press PF6 to view detail Field Descri ptions Required Help PF2 or Field Help Available Action Line Invoice Help 14 characters digits Enter a valid invoice number
114. essing Office and don t go through the Department and Executive Levels The chart on the following page shows the process and some of the decision points for documents that are related to Purchasing Financial Accounting Accounts Payable and Budget Payroll The Documents as they relate to the circles on the chart below are PUR Purchasing related documents e Limited Purchase e Exempt amp Delegated Purchases e Requisitions e Purchase Orders AP Accounts Payable related documents e Purchasing Invoice Problem FA Financial Accounting related documents e DBR Departmental Budget Request PAY Payroll Budget related documents e EPA Employee Payroll Action Routing and Approvals User Manual Page l 11 Introduction cont d Routing and Approvals User Manual Page 12 K FA DOC VISIO PROCESS FLOWS FAMIS ROUTING amp APPROVALS FLOW2 VSD 6 4 2007 10 28 AM Routing and Approvals User Manual Financial Accounting Management Information System FAMIS Routing amp Approvals R amp A Process and Data Flow Diagram Documents to Inbox amp Notification to User Exec Level Approvals Required Final Notification to User Yes VE Dept Budget Request Process ge N Post Budget Transaction Notification to User Processing Level Yes Routing Required Yes Purchasing Process Notifi
115. fication copy HLD Mark the document as HELD by me to take action REJ Reject this document back to the creator for revision DIS Discard information notification copy from my INBOX FYP Forward for processing Processing Dept ONLY SUB Submit the document for approval Routing and Approvals User Manual Page XIV 11 Standard PF Keys PF Keys are used in Routing amp Approval to access additional information Where ever possible the same assignment has been given to the same PF key such as PF9 always being the key used for NOTES Occasionally this has not been possible and a different assignment has been made The following list is to help you identify the functionality behind the PF keys that you will see on the many screens in Routing amp Approvals Many screens have extended information windows assigned to various function keys that are designated at the bottom of each screen and pop up window Placing the cursor using the cursor arrow keys on a particular line and pressing the extended information function key will display the pop up window information for the document or item on that line Exiting a pop up window is done by pressing lt PF4 gt to return to the previous window or inquiry screen If multiple windows have been opened pressing lt PF3 gt will return you directly to the screen where you started From within many of the pop up windows an additional set of extended function keys may appear to offer furth
116. ger for the office Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys Routing and Approvals User Manual Page V 7 Departments Subdepartments in an Office Each electronic office is a structure made up of departments and subdepartments collectively called units With Screen 935 you can see which departments and subdepartments are assigned to a particular electronic office Screen 935 Dept SDept by Office 935 Dept SDept by Office 06 06 07 16 18 CC 02 Screen Office FISCAL Link S Dept Sub Dept Description Type View FISC FINANCIAL MANAGEMENT OPERATIONS D PIPVIEW _ FISC AAR FMO ADMIN ACCOUNTING REPORTING D AARVIEW FISC AC FMO ACCOUNTING CONTROL D ACVIEW FISC ACCTG FINANCIAL MANAGEMENT SVCS ACCOUNTING D OPERATIONS _ FISC APS FMO ACCOUNTING PROCESSING D APSVIEW ae FISC EPAY FINANCIAL MANAGEMENT OPERATIONS EPAY D EPAYVIEW FISC FMO FINANCIAL MANAGEMENT OPERATIONS D FMOVIEW FISC OPS FMO ACCOUNTING OPERATIONS D OPERATIONS End of Record List 8 Record s Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp p Basic Steps e Advance to Screen 935 e Type the name of your electronic office on the Action Line e Press lt ENTER gt to display all of the units within your office Field Descri ptions Required Help PF2 or Field Help Available Action Line Office 10 characters Ident
117. gnature Process Electronic Signatures Modifying the electronic signatures permitted on a document is controlled at a special desk called the Signer Desk A default signer is assigned when the office is created The name for these desks is SIGNER plus its document form name for example SIGNER PRQ for requisitions Routing and Approvals User Manual Page XII 5 Screen 943 Security Signer Desk Modify cont d The people on the Signer Desk are those that have signature authority on the accounts for the units assigned to the office and view Signer Desks are only applicable at the department level Field Descri ptions Required Help PF2 or Field Help Available Action Line Office View Form Delete Desk Screen Information Description Office Mgr Desk Func Type UIN Name Additional Functions PF KEYS 10 characters Indicate the title of the office governing a set of signer desks 10 characters Enter the view governing the set of signer desks Help 3 characters Identify the type of documents that will be routed through a particular path For example requisitions only route through the path with form PRQ 1 character Type Y to delete the desk 40 characters Enter a description for the office listed 30 characters Shows the name of the electronic office manager for the office 30 characters Shows the name of the desk i
118. hat is entered on the Action Line will be carried in context from screen to screen until changed For example the GL account number 032365 is entered on the Action Line of the screen below That account will be carried in context until the user keys a different account in the field The lt ENTER gt key must be pressed after entering Action Line data If a user does not follow this step all information entered on the screen may be lost and must be re entered After pressing lt ENTER gt a message will be given at the top of the screen asking for modifications or providing further processing instructions F0002 Record has been successfully added 002 GL 6 Digit 03 03 94 14 56 FY 1994 CC AA Account Title NAVSO Routing and Approvals User Manual Page XIV 4 Appendix Instructions cont d Message Line The line above the Action Line is used to display messages to the user These messages may be error messages or processing messages such as the one below 002 GL 6 Digit 01 20 92 11 26 Scrolling Through Data Pressing the lt ENTER gt key will scroll through information listed on a screen On some screens there are PF keys to use to scroll forward backward left and right These PF keys are displayed at the bottom on the screens with that function Help HELP functions are available for many screen fields in FAMIS Placing a in the blank beside the desired field and hitting lt ENTER gt will a
119. he person is paid Routing and Approvals User Manual Page V 22 Suffix BPP phone Home CC Dept Sub Dept Address Mail Code City State Zip Country PI Researcher E mail from BPP Inbox Notify Frequency Type Routing and Approvals User Manual Screen 850 Person File cont d 1 character digit Enter a code if needed to further separate the Adloc 10 digits Shows the phone number listed in BPP Help 2 digits Include the home campus code of the person 5 digits Show the department the person works in 5 digits Enter the sub department the person works in 3 lines 30 characters digits each Include the business address of the person Help 4 digits Enter the on campus mail code of the person 30 characters Shows the city where the department is located Help 2 characters Displays state where department is located 9 digits Provides the department s zip code 4 digits Help 3 characters Include the country of the person 1 digit Indicate if person is a researcher or principal investigator 1 character Indicate Y or N if email address was obtained from the BPP employees file 1 character Enter frequency of the person s inbox notification D Daily E Every Document W Weekly 1 character Indicates email notification type A Approvals Only N None no email Y All inc
120. hs are often constructed to take advantage of the flexibility available The path that an individual document takes may actually consist of multiple desks on multiple paths and across different levels depending on its requirements for approval There are three Routing levels 1 Department Routing through the Department Level includes the department s defined for the document type If there are two departments required the document routes through one department and then the second department and so on until all departments accounts are covered Routing and Approvals User Manual Page Il 6 Basic Concepts cont d 2 Executive Routing through the Executive Level allows for approval and review by a higher level of the organization Departments are assigned to an executive level and then documents for that department will route through the executive structure 3 Processing Routing through the Processing Office Level allows for special processing for certain types of documents For example Requisitions all go to a Processing Office where they are processed into a Bid or Purchase Order Routing and Approvals User Manual Page Il 7 Basic Concepts cont d Routing and Approvals User Manual Page Il 8 Section Ill Inbox Outbox and Other Functions User Perspective Routing and Approvals User Manual Page III 2 CANOPY Inbox Outbox amp Other Functions The User Perspective focuses on the approvers and signers and how they acce
121. ic Concepts cont d Creator Desk This is a special desk that serves one main purpose the people who are on this desk receive notification copies of document rejections A creator of a document does NOT have to be on the Creator Desk to create and submit a document to Routing amp Approvals Document Creator What does this mean The creator submits the document for routing and the system considers this the first approval of the document The person who submits the document for routing is the official creator regardless of who else may have entered document details Approver Desk This is a general desk that can be created to insert multiple approvers into a Routing Path These approver desks are also used at the Executive Level and Processing Level Approvers vs Signers Essentially approvers and signers are equivalent At the Department Level all documents must have approval from someone on the Signer Desk Signer Desk This is always the last desk in the Department path and is considered the official signoff on the accounts for the document Required Number of Approvals and Signatures At the Department Level the rule is that two people must approve or touch the document and the creator is considered the first approval Therefore only a Creator and a Signer are required for the document to pass this level Substitute Approver or Signer An electronic desk can have multiple primary and multiple su
122. ields as necessary e Place cursor on line area under Desks or on Signer DSK Signer PLP and press PF7 to view names on the Signer Dsk or Signer PLP e Press lt ENTER gt to record the information Routing and Approvals User Manual Page VIII 15 Screen 921 Department Paths Create Modify cont d Routing Path Process There can be up to four desks in each of the routing paths plus the Signer Desk which is always the last desk The people assigned to the Signer Desk are those with signature authority for the Department accounts When a document has accounts from different departments it will route for Department approval based on the first department specified on the original document then for Department approval based on the second department and so on until the Department approvals are complete If any of the departments is attached to an executive view the document then goes through the appropriate executive paths When a document requires different routing based on a dollar amount a path will be defined with an entry in the category field A document that is over the dollar amount listed in the category field will follow that path for approval For example if 1000 is entered in the category field on the routing path the path is valid for documents whose total is equal to or greater than 1000 The category field is not available for entry in a path that contains an anywhere i e P is not permit
123. ify with Y in Executive View 940 Office Create Modify 06 06 07 16 57 CC AA Screen Office VPFIN Description EXECUTIVE OFFICE FOR VPFINANCE Manager UIN Suuuuuuul WELSH WESLEY W Delegates UIN 4uuuuuuu8 RICHEY RHONDA R 4uuuuuuu7 SCOTT SUE S Default Signer UIN Suuuuuuul WELSH WESLEY W Comments The View Name is always EXEC Y N View Name Processing View _ Must be unique with the Campus code Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp AUDIT Add Executive Level to Units Screen 941 Unit to Office Assignment 941 Unit to Office Assignment 06 06 07 17 00 CC AA Screen Dept VPBAS SubDept Dept Name VICE PRS FOR BUS ADMIN STUD SERVICES Dept head Office VPFINANCE Manager WELSH WESLEY W View VPFINANCE1 Exec Office VPFIN Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Tm 2220200028 This is done for each of the dept subdept combinations that participate with this executive level office Routing and Approvals User Manual Page IX 3 Executive Level Detail cont d The Department Table Screen 860 displays the Executive View indicating that documents from the department will pass through Executive paths Screen 860 Department Table Maintenance 860 Department Table Mainten
124. ify the name of the office whose departments subdepartments you wish to view Screen Information Dept 10 characters Indicates the names of the departments within the office Sub Dept 10 characters Displays the name of the subdepartment within the department Description 40 characters Identifies the description given to the unit department subdepartment combination Routing and Approvals User Manual Page V 8 Screen 935 Dept SDept by Office cont d Link Type 1 character Indicates the type of view displayed D departmental E executive or P processing view View 10 characters digits Indicates the name of the view that the dept sub dept is in Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys Routing and Approvals User Manual Page V 9 List Views in an Office A Department view consists of a set of units whose documents route to the same Signer Desk Documents for this office may pass through different approver desks but always end Department routing at the same Signer Desk At least one Department view is required for all electronic offices Screen 936 displays a list of all the views that have been created for a single electronic office Screen 936 Views by Office 936 Views by Office 06 06 07 16 18 CC 02 Screen Office PURCHASING View S View Name View Description Nbr Units Type PURCHASING PURCHASING SERVICES 3 D PURS PURCH
125. ight TES Routing and Approvals User Manual Page XIII 17 Screen 912 Document Outbox cont d Screen 912 Document Out Box Panel 3 912 Document Out Box 09 15 09 14 06 CC AM Screen Document Include Finished Y Actions From 08 16 2000 Thru 09 15 2009 lt lt More Panel 03 Sel Document ID Submitted Finished PLPAML400006 11 13 2006 PLPAML400008 11 13 2006 PLPAML400006 11 13 2006 PBDAMB000003 02 10 2000 PLPSAL000030 03 28 2000 PLPAML000305 03 20 2000 PLPSAL000022 03 21 2000 PLPAML100143 12 08 2000 PRQSAR100004 11 21 2000 PRQSAR100006 11 21 2000 ZZZKZZZKZK End of List 10 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Recal RHist Sel Notes Left Right Basic Steps e Advance to Screen 912 e Optionally complete the Action Line information to limit the display to a specific type of document and press lt ENTER gt to display all of the documents that you have take action on Routing Process Browsing Your Outbox The current status and location of a document and when it arrived there can be checked using your Outbox Various pop up screens are available using the PF keys at the bottom of the screen To access this information type an X in the Sel field or position the cursor anywhere on the line of the desired document and press the PF key that indicates the information action you want For example pressing PF8 will
126. igned to it Screen Information Description 43 characters Enter a description of the electronic office Manager UIN Help 9 digits Identify the office manager This person is responsible for creating maintaining all desks views and paths for the office Delegates UIN Help 9 digits each Indicate the personal identification number and name of the delegates for the office Default Signer UIN Help 9 digits Identify the personal identification number and name of the person who is to be assigned to all signer desks in the office Comments 3 lines 43 characters each Available for free form entry of comments regarding the office Routing and Approvals User Manual Page VII 5 Screen 940 Office Create Modify cont d Executive View See Executive Routing Y N 1 character Indicate whether or not Y or N this office has higher level responsibilities and approve documents at this higher level View Name Help 10 characters Identify the department having executive responsibilities Processing View See Processing Routing Y N 1 character Indicate whether or not Y or N this office has responsibilities to process documents These may be departments like Purchasing Services Fiscal Office View Name Help 10 characters Identify the department having executive responsibilities Additional Functions PF KEYS See the
127. ing Path named ADMIN as seen on Screen 926 For Purchase Orders users enter the name of the PATH on the document close screen 226 Purchase Order Document Close 06 06 07 16 40 FY 2007 CC 02 Screen Doc P800025 Q11 LABS lt lt Dates gt gt Document 06 05 2007 Cat RO User Ref 27030008031 St Req Start 10 01 2007 Contact Person LINDA LORRAINE Ph 979 845 8888 End 09 30 2008 Buyer BBB BARNES BARRY B Ph 979 845 2000 Required Research Y N N Type Funds L Type Order HIED Change No Last Print Date I fnter PATH to route thru Doc Summary I I I In Proceg Corresponds to path on Screen 926 Close Document Y Total Amount Budget Balance Override _ Session 1586JC Date 06 06 07 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Item Route Warns Routing and Approvals User Manual Page X 5 Processing Level Detail cont d 226 Purchase Order Document Close 06 06 07 16 40 FY 2007 CC 02 Screen Doc P800025 Q11 LABS N KKAAG BERGES F2215 Document has been routed to GAPUR PUR for approval F2514 Document contains unit s which require manual approval Budget Balance Override _ Session 1586JC Date 06 06 07 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Next Item Route Warns Field De
128. ing and Approvals User Manual Page IIl 3 CANOPY Inbox Outbox amp Other Functions cont d Four TABS provide the access to the user s Inbox Outbox Document and Profile Information Canopy The Texas A amp M University System FFX FRS Main Menu Routing Inbox Routing and Approvals User Manual Page Ill 4 CANOPY Inbox Outbox amp Other Functions cont d Inbox Tab includes the Substitute Inbox The Inbox displays the routing documents that have been routed or recalled to you for approval notification or addressing a problem For example when a document such as a Limited Purchase LP or an Exempt Purchase EP is closed and routed a routing document is created this is the document that is routed and displayed in the Document Inbox As an authorized substitute you can access the Inbox of the person for whom you are substituting While you can see all documents in the person s Inbox you can only access those that are applicable to you being the substitute The person may be on various desks and you may not be the substitute on all of them ICONS Column Sort all columns can be sorted by clicking on column header PDF Print hr creates a PDF version of the document Notes isplays any notes associated with the document Time changes display to include time of arrival Default View Cl changes view based on document type like EPA Column Filters Y opens column filters Light bulb displ
129. ion FIELD Name Inbox Action Form Routing and Approvals User Manual Type amp Valid Values Action you wish to take on the document Note if you don t have approval authority you will not see this field displayed Valid values are APP FYA FRA FYI HLD REJ DIS FYP SUB Approve the document Approve and route to another for approval This is done when you wish a person to approve a document and they are not in the path for that document Key in the name of the person or the name of the desk to receive the document for approval in the pop up window that appears when you enter this action Route for Approval and Return This document will be returned to you for approval before it goes to any other approvers Send a copy of the document to another person or desk not on the document path Key in the name of the person or name of the desk to receive the information or notification copy Mark the document as HELD by me to take action Reject this document back to the creator for revision Discard information notification copy from my INBOX Forward for processing Processing Dept ONLY Submit the document for approval Type of document DBR EBR EGR EWR PBD PEP PIP PLP PPO PRQ Dept Budget Request Employee Budget Request Employee Grad Request Employee Wage Request Bid Exempt Purchase Invoice Problem Limited Purchase Purchase Order Requisition Page XIV 10 Appendix Valid Field Values c
130. ion taken from the original document 8 digits Identifies the date the document was released to routing 25 characters Shows the name of the person routing the documents 7 character digits Displays the type of document and indicates the identification number i e Limited Purch and document number 25 characters Identifies the name of the person to contact about the document Routing and Approvals User Manual Page XIII 15 Screen 911 Document Inbox by Name cont d Dept Name Doc Total Untransferred Total 25 characters Name of first department listed on the purchasing document header 15 digits Indicates the total dollar amount on the purchasing document before any transfers are processed 15 digits Identifies the total dollar amount on purchasing document that has not been transferred to another document Additional Functions for Cover Sheet PF KEYS PF4 Exit PF5 NDoc PF6 Summ PF7 RHist PF8 Audit PF9 Notes PF10 Headr PF11 Items PF12 Track See the Appendix for a detailed description of the standard PF keys Exit Cover Sheet Pop Up Window Used to exit current the Cover Sheet pop up window and return to Screen 910 Next Document Used to view the next document selected Document Summary View the document summary information Routing History Displays the routing history of the document to track where a document is in the routing process
131. ional Functions PF KEYS See the Appendix for explanations of the standard PF Keys Routing and Approvals User Manual Page XI 6 Delete an Electronic Office Deleting an electronic office can be a arduous task because all the lower structures must be deleted first Once all the desks and paths and views have been deleted then you can use Screen 944 to delete an electronic office Office Managers and Delegates have the ability to use this feature Screen 944 Office Delete 944 Office Delete 06 06 07 17 30 CC 02 Screen Office PURCHASING Description PURCHASING SERVICES Manager UIN Suuuuuuul YALE YOLANDA Y Delegates UIN 7uuuuuuu4 LANE LEONA L Default Signer UIN 5uuuuuuu8 LEHR LINDA L Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps Advance to Screen 944 Type the office to be deleted on the Action Line Press lt ENTER gt to display the office description the office manager s name and UIN and the delegates name s UIN s Type Y in the field labeled Enter Y to Delete Press lt ENTER gt to remove the office from the system Field Descri ptions Required Help PF2 or Field Help Available Action Line Office 10 characters Indicate the office to be deleted Enter Y to Delete 1 character Enter whether or not Y or blank you wish to delete the office Screen Informa
132. ist displayed e Press lt ENTER gt to display a list of documents for the specified department e Type an X next to the document you wish to select e Press the PF Keys as desired to obtain detailed information about the documents Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Dept SubDept Form Finished Screen Information Panel 1 Sel Document ID Creator Doc Summary 5 characters Indicate the department code to view deleted documents 5 characters Identify a sub department code if needed Help 3 characters Specify the type of document to be displayed if desired 1 character Type Y to include documents that have successfully completed the routing process 1 character Type an X to select a document 12 characters digits Displays the document identification number used in Routing and Approval which consists of the form 3 characters campus code 2 digits document number 7 character digits 1 character An asterisk indicates routing notes are attached to the document 14 characters Displays the name of the person who submitted the document for Routing and Approval 30 characters Displays a summary description taken from the original document Routing and Approvals User Manual Page V 19 Screen 918 Documents by Department cont d Panel 2 Form Name FY St
133. itted for routing and approval 8 digits Shows the date the document arrived at the Inbox 2 digits Indicates the current location of the document by TAMUS member campus code 10 characters Identifies the current department sub department in which the document is being routed 10 characters Displays the current office the document is being routed through Routing and Approvals User Manual Page XIII 7 Screen 910 Document Inbox cont d Desk 10 characters Indicate the current desk UIN the document is awaiting action from View 10 characters Displays the name of the view where a person has approval authority on a signer or creator desk This is only applicable to signer creator desks Additional Functions PF KEYS See the Appendix for a detailed description of the standard PF keys PF6 Discard Discd Discards the selected document s from the In Box PF7 Routing History RHist Displays the routing history of the document and shows who has seen it PF8 Select Sel Displays the Routing Document Information pop up window for the document s you have selected PF9 Select All Documents All Selects all the documents in your In Box and displays the routing document information pop up window The documents are displayed sequentially Routing and Approvals User Manual Page XIII 8 Screen 910 Document Inbox cont d Section II Cover Sheet Pop Up Window This is the cover sheet of the document From this
134. lank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FYA FRA routing PR In Proc routing RC Recalled RJ Rejected Modify Date 6 digits Displays date the document was last modified Modify Time 4 digits Shows the time the document was last modified By User 7 characters digits Identifies the user ID and name of the person performing the action on the document Additional Functions PF KEYS See the Appendix for a detailed description of the standard PF keys PF6 View View Shows invoice problem in detail Shows the invoice number that is associated with the original document and the PIP document Doc L000078 Invoice Problem 1000002 Type I Inv L000078 Created By on 09 06 1999 0 more PIPs Page 1 Code ReaasSsassSssea ss Code Translation eee Comments I WILL NEED A TAX WITH HOLDING FORM FOR THE MEALS 64 86 YOU CAN FAX IT TO ME AT 5 9999 THANK YOU PF4 Exit Routing and Approvals User Manual PIP Browse by Purchasing Document Use Screen 293 to identify PIPs associated with a Purchasing Document You may not know the PIP number but you can use the purchasing document number as a starting point This screen is useful when you need to view all PIPS for a specific document Screen 293 PIP Browse By Purch Document 293 PIP Browse by Purch Document 10 05 07 4 28PM FY 2007 CC 02 S
135. lay in the file you may enter the record using this screen This screen is updated and maintained by each campus The information is available to all TAMUS members and is not campus specific Screen 850 FRS Person Information 850 Person Information 01 23 09 15 34 CC 02 Screen Person 4uuuuuuu2 Inactive _ Delete _ Y N Person s Name Last CARSON First COLLEEN _ MI C Suffix Prefix SSN 4ss ss sss4 Title Code 8185 ANALYST Phone 979 458 9999 Date Hired 07 08 2004 Gender F FAX 979 458 8888 Adloc Part 01 Acct 271030 Suffix _ BPP phone 979 458 9898 Home CC Dept S Dept Address FAMIS SERVICES Mail Cd C1144 01 INRE FAMIS 200 TECHNOLOGY WAY 2180 City COLLEGE STATION State TX Zip 778453424 Country ___ Routing Email Prefs x EPA PI Researcher _ Email from BPP N Notify Freq _ E Mail ccarson tamu edu Type N N Printer Default Voided Apps N N Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 850 e Enter a valid Universal Identification Number UIN or last name to locate the desired person s information You may also type an asterisk in this field to view a pop up display of matching names from which to select e Press lt ENTER gt to view or record the information Field Descri ptions Required Help PF2 or Field Help Available Action Line P
136. lude notifications Page V 23 Screen 850 Person File cont d E Mail 30 characters Identify the E mail address of the person Printer Default 30 characters Enter the default printer to receive reports Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys Routing and Approvals User Manual Page V 24 Department Table FAMIS provides a table of valid departments for each campus These department codes are used extensively throughout FAMIS Both FRS and FFX modules utilize this table This table is not fiscal year dependent any changes you make will affect any open year Screen 860 is used to add a new department to FAMIS by authorized personnel You can also modify information on existing departments and expire a department to make it inactive Departments cannot be deleted Also note that School College This is the only screen where you can update this field It will not be a protected field for anyone who has update access to the screen The School College field is also protected if you are trying to modify it on a sub department Remove it from the department and all its sub departments by taking the college off of the department FISA or FISC The change will ripple to all of the sub departments EPA Allow Flag controls the creation on EPA documents and was added for Form 500 processing Entering Y allows the department to create EPA documents which will
137. n conjunction with the Office field Help 1 character Identify the desired function Add an assignee Delete an assignee Position a particular person at the top of the list or Update an assignee Help 1 character Indicate if the person is a primary approver blank or substitute approver S on the desk Help 9 digits Identify the Universal Identification Numbers UIN for the people assigned to the desk 32 characters Displays the name associated with the UIN See the Appendix for explanations of the standard PF Keys Routing and Approvals User Manual Page XII 6 Desk Copy The ability to copy an Approver Desk created on Screen 922 with all its attached approvers to a new desk is available using Screen 930 The new desk can then be modified as necessary but the need to re key all the approvers is eliminated The copy function is not available for Signer Desks or Creator Desks Screen 930 Desk Copy 930 Desk Copy 06 06 07 17 07 CC 02 Screen Office PURCHASING Desk ADMIN B2__ Copy to Desk Name ADMIN B3 Description ADMINISTRATIVE BUYER 3 Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 930 e Type the name of the office and desk you would like to copy from on the Action Line and press lt ENTER gt e Type the name and description of the desk you would
138. n you press lt Enter gt Alt APO ID 9 digits Enter the UIN of the alternate APO accountable property officer Head Director 10 digits Phone Indicate the phone number of the head director of the department Alt APO Phone 10 digits Provide the phone number of the alternate APO Mail Code Help 5 characters digits Enter the mail code for the department Building Number 5 digits Identify the department s building number Exec Level Help 2 character Include the executive level of the department Building Campus 2 digits Identify the campus code for the building Routing and Approvals User Manual Page V 26 Division Room School College Group Cd Off Campus Flag Other Loc Budget Sort Dept Nbr Approx Inv Count Allow Flags FRS EPA DBR DCR SciQuest FFX TDP Routing and Approvals User Manual Screen 860 Department Table Maintenance cont d 2 character Provide division code reflecting the structure of the campus 6 digits Enter room number or the floor number of the department Help 2 characters Provide the level of organizational structure This is the only screen where you can update this field 5 characters Include the group code for the department Used for grouping departments together for special purposes perhaps security or reporting 1 character Enter Y if department is locate
139. nbox cont d Section I Main Screen Screen 910 Document Inbox Panel 1 910 Document In Box 09 15 09 13 24 CC AM Screen Document Office Desk Approvals Only Nl Panel 01 More gt gt Requested Sel Document ID N Doc Summary Action Status PRQSARO00013 COPIER RENTAL FOR 4 1 00 THRJUGH 8 FYA Approve FYA FRA Rt PLPAML400008 COFFEE Revise Rejected PROSAR000009 _ PROSAR000019 PRQSARO00024 PRQSARO00024 FURNITURE FOR MY OFFICE Ntfy Final Final PRQSAROO0030 DR JOHN JONES ORBITAL SHAKER Ntfy Signed In Proc Rt _ PLPSAL000006 OFFICE FURNITURE Notify Recalled PLPSALO00075 MAHOGANY DESK Notify Recalled PRQSAR100001 COMPUTER MONITOR FOR JULIE JENSEN Notify Rejected _ PRQSAR100004 RENTAL OF XEROX COPIER 1090_FOR 9 1 Ntfy Signed In Proc Rt PRQSAR100006 COMPUTER MONITOR FOR JULIE JENSEN Ntfy Signed In Proc Rt End of List 12 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Discd RHist Sel All Left Right Screen 910 Document Inbox Panel 2 910 Document In Box 09 15 09 13 25 CC AM Screen Document Office Desk lt lt More Approvals Only N Panel 02 More gt gt Current Sel Document ID FY Submitted by Submitted Arrived CC Unit PROSAR000013 2000 STRIKER SONDRA S 03 27 2000 03 27 2000 INRE FAMIS PLPAML400008 2004 JENSEN JULIE PROSAR000009 2000 JENSEN JULIE PROQSARO00019 2000
140. ng in the Department Level and if required the Executive Level Routing and Approvals User Manual Page IV 9 Essentials of Routing Extended cont d Basic Guidelines for Setting up Paths Generally these are the basic ways you can create a different path for documents exceptions are noted Form or Document Type like PLP PRQ EWR DBR etc Depending on the form on the document the document finds the appropriate path and follows it for approvals The form is designated by three letters For example for PLP the initial letter P indicates that this is a Purchasing document and the next two identify Limited type So each different form can be set to go to a different path An asterisk in the form field means all forms So E means all forms of EPA documents EWR EBR and EGR This applies to all document types and all levels Department Executive and Processing Levels Department Subdepartment like INRE FAMIS Depending on the codes for department subdept on the document the document finds the appropriate path and follows it for approvals The department subdepartment combination used on the document can determine the path For example the documents for the department INRE with a blank or no subdepartment can be routed differently than INRE FAMIS combination This applies to all document types and at the Department and Executive Levels Category like over 10 000 Different path
141. nnnnnneeer Provides a list of documents currently routed to desk s in the office 940 Office Create MOdIifYsissscsscsscssssecssssvsnssssseccsssesecesesnsecesensenevevsvevevntevevenensassbvacesssnncessaaasssdbasdsvansxcess Used to create or modify an electronic office 941 Unit tO OFFICE Assignment issiru sesane aras e E e aE NK ra E NEN NN aN sadada aiian Used to attach departments and subdepartments to an office 943 Security Signer Desk MOGIY sitssicesescccceccseccsacanedecsusacsiccsdecsdsdecvsoosbosssssstsonosensielesasabacedsissesuduetecasiee Used by a security officer to modify signer desks 944 Office Delete EE EEEE E EE E Used to delete an electronic office 945 Office BOWS OC iissssssscssssiscssecssesssacesseceanssiassssasiaesiss seca cess cavecsdecdeeedisesteedesestssissd essiesssessiesssehessiesesess Provides a list of the electronic offices 950 Electronic Documents Profiles arsnnnnnnnnnvennnnnnnnnnnnnvnnnnnnnnnnnnnvnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnunnnensunes Used to create delete or modify the valid document types for the routing and approval system PAGE VIII 7 Routing and Approvals User Manual Page XIV 9 Valid Field Values Many of the fields that have multiple valid values are repeated throughout this manual By combining the information for these fields in one central place it will help condense the size of this manual and provide a single reference area for this type of informat
142. nsnnnnnnnnnnensnnnnnns XII 1 34 Used to view and select all PIPs for a document 294 PIP Browse by INVOICG 25 c5ci ccc Sescactctctsscsvacascusscdvccsundecacdescessssscoscesteus scvsuonstessterssbacueceersiasaduoseacatasavens XIII 37 Used to view and select invoices by invoice number for any documents that have had PIPs 850 FRS Person Information icccccccccssssccsssccccsasscseccseceascnsesassasasasscssasasasasasscasadasascassanesassscasassssassssasasaassnaceaas V 21 Add or maintain information for budgeted personnel 860 Department Table Maintenance rarsnnnnvvvennnnnnnnnnnnnnvnnnnnnnnnnnnvennnnnnnnnnnnvennnsnnnnnnnnnvennnnnnnnnnnnneennnnnnnnnnee V 25 Used in FRS and FFX to maintain a table of valid departments for each TAMUS campus 910 Document INDOK cesen eeso seneese ra e a a aae a aN EOE Oera OESS aeo SA Naad ai aas TESA XIII 4 Provides a screen to access documents ready for user s action 911 Document Inbox by N me sisisiessecedscetsceterecececedesasccadacccessazcdeccsveccusssvaetecasseedssuosec sestasbienteceliastessaes XII 12 Used to access the documents in another user s Inbox 912 DOCUMENTOUTDOX 555 253 sscevsecescccsccuecsscepeccnasccaceaceoataccuacdvevasssusacdacacerssosussoucscetdcasenesvacsdsdedsensaxsaccssacesae XIII 17 Provides information on documents that the user has previously taken action on 913 Document Outbox DY NaMe csse seecees ctetce sa ctetic cic iasscnancesesssesssansececsdsssvossssdcessecvecssansdesiesssosuostecciua
143. nuda knr VIII 12 Screen 921 Department Level Path Siiri ise e a ea VIII 15 IX Executive Level Detail Create Executive View rrrnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnns IX 3 Add Executive Level to Units rrrrrrnnnrannnnnnvvrrrnrrnrnnnnnnrvnvenssrrnnnnner IX 3 Create Executive Level Approver Desks rrrrrrnrnrnnnnrnvvvnnrnsnrnnnnrvnsenn IX 4 Screen 925 Create Executive Paths cccccccccccsssssssenscceceesssessensececessesssneanes IX 5 X Processing Level Detail Create Processing Office rrnrnrrrrnrnsnrnnnnrnrvnnnrnsnrnnnnrnvsnnssnsnnnnnnrsnsene X 3 Create Processing Approver DesksS rrnrnrsnnnrnsnnnnnnrnvvrnsrnsnrnnnnrnnsene X 3 Screen 926 Create Processing Paths rarnrrnnnnnnnonnnnrnvvnnsrnsnnnnnnrnvsnnssnsnrnnnnrnnsene X 4 XI Electronic Office Delete Electronic Office Delete rrrrrnnrrrrnnnnrvrrnnnnrvrnnnnarvrrnnnarsrrnnnnvsennnnnns XI 3 Quick Reference Delete an Office with Dept Level XI 4 Screen 928 Delete Department VieW rrrnnnnnnnnrnrvrnrrnsnannnnrnrvnnssnsnnnnnnrnnsnnssnnnnnn XI 5 Screen 944 Delete an Electronic Office rrrrrrnrorrrrrrrrnonnnnrnrvrnrrnanrnnnnrnvvenssnnnnnn XI 7 Special Functions XII Special Functions Special Routing Functions on Purchasing Screens r rrrrrrrrnrnnnnrerr XII 3 Screen 943 Security Officers Signer Desk rrrrrrrrnnnnnnnnrnrvnnrrnsnrnnnnrnvvrnssnsnrnnnnnenr XII 5 Screen 930 Desk Copied XII 7 Quick Reference to Add a New Su
144. o make your selection from a pop up window e Press lt ENTER gt to view the Creator Desk information e If this is your first time to access the Creator Desk you may change the default UINs to other creators e Add or modify data in the available fields as desired and press lt ENTER gt to record the information Routing and Approvals User Manual Page VIII 7 Screen 924 Creator Desk Modify cont d Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Office Help 10 characters Indicate the title of the office which governs the creator desk View Help 10 characters Identify the view which governs the creator desk Form Help 3 characters Identify the type of documents that will be routed through a particular path For example requisitions will only route through the path with the form PRQ Delete Desk 1 character Type Y to delete the desk Screen Information Func Help 1 character Identify the desired function Add or Delete an assignee Position a particular person at the top of the list or Update an assignee Type Help 1 character Indicate if the person is a primary approver blank or substitute approver S on the desk UIN Help 9 digits Identify the personal Universal Identification Numbers UIN for the people assigned to the desk Name 32 chara
145. ocument Key in the name of the person or the name of the desk to receive the document for approval in the pop up window that appears when you enter this action Send a copy of the document to another person or desk not on the document path Key in the name of the person or name of the desk to receive the information or notification copy Page XII 34 Screen 293 PIP Browse by Purchasing Document cont d FRA for return approval Send to another person or desk for approval and then document returns to the sender The sender will not approve the document until it returns with the additional approval Field Descriptions Required Help PF2 or Field Help Available Action Line Doc Screen Information Sel Doc Number PIP Number Type Invoice Number Rt Cd Modify Date Modify Time 7 character digits Enter a valid purchasing document number 1 character Place the cursor in this field and press PF6 to select a document number and view PIP detail information 7 character digits Displays the document number 7 character digits Displays the PIP number 3 characters Shows the type of PIP Valid values are FYA For your approval FYI For your information FRA _ Forreturn approval 14 characters digits Indicates the invoice number that is associated with the document 2 characters Shows the routing status Valid values are Blank In Process CN
146. ont d FIELD Name Type amp Valid Values Requested Action Identifies the action needed for the document Valid values are FYA Approve For Your Approval Routing FRA Approve For Return Approval Routing Revise Revise and route Approve Approve and route Notify Notification copy FYI For Your Information only Sign required signer desk approval required Status Shows the document progress Cancelled Document cancelled Completed Document completed In Dept Rt In department routing not FYA FRA FYA FRA Rt For Your Approval routing in department routing but not through path Rejected Document rejected Recalled Document recalled In Proc Rt In Processing routing In Exec Rt In Executive routing Final Finished routing Type Identifies the type of routing Valid values include APP Approve the document FYA Approve and route to another for approval This is done when you wish a person to approve a document and they are not in the path for that document Key in the name of the person or the name of the desk to receive the document for approval in the pop up window that appears when you enter this action FRA Route for Approval and Return This document will be returned to you for approval before it goes to any other approvers FYI Send a copy of the document to another person or desk not on the document path Key in the name of the person or name of the desk to receive the information or noti
147. orkurs Document Summary kkkkkkkkkkkkkkk 5 Page 1 Of 2 DOC R500173 USER REF SHIP TO 455019 50 CHEMISTRY DEPARTMENT COLLEGE STATION TX 77843 o1 Track Displays a document tracking window identifying all types of action that have gone against this document From within this window you may track any of the related documents by placing the cursor on any of the windows lines and press lt PF12 gt again Routing and Approvals User Manual Screen 03 22 95 11 58 l Routing Document Information CC AA ae 0007 End of valid data reached Doc ID R R500174 Document Tracking Doc Summ _ Released Class Document Item Action Date Time Il l 0 ee Sakens S snkd harns ss Sasien Sansa 1 To CREATE 11 29 94 10 41 Requisit To CLOSED 11 29 94 10 46 Contact l From Dept Nam From Doc Tota From I I From I I From l l PF3 Back to Cvr PF4 Exit PF12 Track 1 sr ee ela 0 Exit NDoc Summ Audit Accts Notes Headr Items Track _ K FA DOC WRKNPRCS ROUTING RoutingNFcurr docx Last Revised 2 21 2011 4 57 PM Page XIV 14
148. ormation in the available fields as desired e Press lt ENTER gt to record the information Routing and Approvals User Manual Page VII 4 Screen 940 Office Create Modify cont d Electronic Office Process To create a new electronic office you give it a name and description followed by the UIN of the office manager delegates and the default signer e Office Manager the person who can update the Signer Desk Screen 923 thereby having control over the signature authority The Delegates do not have this ability Backup to the Office Manager are the Security Officers who can update the Signer Desk using a special screen Security Signer Desk Screen 943 e Delegates handle all the other tasks of creating and maintaining the electronic office There are two delegate positions available for each office e Default Signer the one who has the signature authority for the accounts that are in the departments that are assigned to the office A default signer desk is automatically created and put on the department path when Screen 940 is complete Security needs to be tightly controlled for Screens 940 943 and 923 because they control the electronic signature authority for the document being approved Field Desc ri ptions Required Help PF2 or Field Help Available Action Line Office 10 characters Identify the office which will control routing and approving of documents for units ass
149. ormation in the available fields as necessary and press lt ENTER gt to record the information Modify Electronic Signatures Process Modifying the authorized electronic signatures on a document is controlled at the Signer Desk The default signer is assigned when the office is created on Screen 940 The name for these desks is SIGNER plus the form The form may be blank default or it can be a specific form for example SIGNER PRQ for requisitions or SIGNER PLP for limited purchases There can be a different set of signers for each form type Only the office manager can update on this screen In the absence of the office manager the security officers at the each agency can update the Signer Desk Routing and Approvals User Manual Page VIII 12 Screen 923 Signer Desk Modify cont d The default signer may only be removed from the Signer Desk if there is another assignee and the office manager cannot add himself herself to a Signer Desk When the default signer is changed for an office the new default signer is put on the SIGNER desk for the blank default form and on EACH additional form that exists for the office If the default signer is not on the form it is added If the default signer is already on the form the signer will be changed to match the new default signer Field Descri ptions Required Help PF2 or Field Help Available Action Line Office View Form
150. osition Information Occupant Information Rate Information Funding Source Lines Net Funding Document Changes in Payroll Routing Notes Document History Current Location Department Routing Document Held By FYI Copy Routing and Approvals User Manual Page III 9 CANOPY Inbox Outbox amp Other Functions cont d DOCUMENT INFORMATION amp VENDOR INFORMATION PURCHASING Ga nopy Logout The Texas A amp M University System Campus TEXAS A amp M UNIVERSITY 02 E Fiscal Year EPA FFX FRS Routing Main Menu Routing gt Document Inbox Outbox Document Profile Document PRQ02R802767 amp Routing Action Submit A Document Information Document Category State Req Print Doc PCC Code Summary Arrived Dept Sub Reimburse To Vendor R802767 RO Document FY User Ref Research Route Status IBM N5300 STORAGE SYSTEM LDT Code BOLTON 03 17 2008 at desk in office for action Approve EIS Enterprise Information Systems Vendor Information Invoice To Buyer 2008 270300 08517 N Final Computing amp Information Serv ATTN DOROTHY LEWIS COLLEGE STATION TX 77843 3142 RKW WOLF RICK 979 845 4538 Total 445 869 00 FOB Type Funds Type Order Cat Order Ship To Contact HIED Computing amp Information Srvcs COMPUTING SERVICES CENTER COLLEGE STATION TX 77843 3363 Loretta Hayes
151. otal authority to take an action for that document PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Exit NDoc Summ RHist Audit Notes Headr Items Track Routing and Approvals User Manual Page XII 14 Screen 911 Document Inbox by Name cont d Field Descri ptions Required Help PF2 or Field Help Available Action Line Action 3 characters Enter the action you wish to take on the document If you don t have approval authority you will not see this field displayed If routing notes exist a message ROUTING NOTES will be displayed near the top of the screen If not there will be no message Screen Information Doc ID Status Requested Action Doc Summary Released by Type of Document Contact Person 12 characters digits Displays the document identification number used in Routing amp Approval consists of Form 3 characters Campus Code 2 digits Document Number 7 character digits 14 characters Indicates status of document s progress through the Routing and Approval system Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FYA FRA routing PR In Proc routing RC Recalled RJ Rejected 12 characters Displays the requested action that needs to be done with the routed document 40 characters Shows a summary descript
152. oval I Information N Notification Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys PF7 Names of desk assignees Names Displays the names of the desk assignees in a pop up window when the cursor is on a desk name DESK SIGNER DSK UIN STATUS NAME Suuuuuuu8 S LANE LORENA L 8uuuuuuu0 JOEL JENNIFER J END OF LIST 3 WORKERS FOUND l l l l I l I l 8uuuuuuu7 s STILES SARAH S l l l l l l PF4 to Quit l Routing and Approvals User Manual Page VIII 17 Screen 921 Department Paths Create Modify cont d Routing and Approvals User Manual Page VIII 18 Section IX Executive Level Detail Routing and Approvals User Manual Page IX 2 Executive Level Detail Executive routing paths are used to add another level of approvals When a document finishes department level routing it can pass through an executive path for approval Use of executive level routing is optional For example all the documents for the VPFIN Office will automatically route through an executive path say to the VPFIN EXEC Before executive paths can be created an office must be defined as having executive responsibilities Screen 940 The view name is always EXEC The name of the Executive Level does not have to be the name of an existing office and does not have to be defined on Screen 860 Create Executive View Screen 940 Office Create Mod
153. ovals User Manual Page V 5 List Your Electronic Offices You can view a complete listing of all of the electronic offices that have been established for a campus code This is accomplished using Screen 945 You may press the lt ENTER gt key to scroll to the next screen of office names Screen 945 Office Browse 945 Office Browse Screen Office Processing Exec S Office Description View View _ A amp M POLICE TEXAS A amp M UNIVERSITY POLICE D ACADEMY ACADEMY FOR ADVANCED TELECOM _ ACCTNG ACCOUNTING ADRC OFFICE OF ADMISSIONS AND RECO AECNCTR CENTER FOR ACADEMIC ENHANCEME AEROSPACE AEROSPACE ENGINEERING DEPT _ AG ECON AGRICULTURAL ECONOMICS AGIS ADMINISTRATIVE GEOGRAPHIC INF __ AGRENGR AGRICULTURAL ENGINEERING AGRIED AG EDUCATION ANSCDEPT ANIMAL SCIENCE _ ANTH ANTHROPOLOGY DEPARTMENT _ APUPAS ASSOC PROVOST FOR UNDERGRAD P ARCHOO COLLEGE OF ARCHITECTURE ACCOU More Entries Press lt ENTER gt to continue Hmenu Help EHelp Basic Steps e Advance to Screen 945 e Press lt ENTER gt to scroll through the list of offices for a particular campus code 06 06 07 16 19 cc 02 Office Manager ADDISON ALLEY A WARREN WENDY W LANE LEONA L RALEY RHONDA R NEIMANN NANCE N GARLAND GARY DUNLAP DIANE MORRIS MONTE DOWNS DONALD DOWNS DONALD DOWNS DONALD HALEY HARLAN NEILEY NONA N GREER GARY G Tovro Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12
154. overs VS SIENErS rrrrrrrrrrrrrrrrrrrrrrrrrrrrrsrrrssssssssssssssnsnsssssns Il 5 Signer Desk os055c2 ccscesisieiveaece eeen iaa EE EA REESE E Il 5 Required Number of Approvals and Signatures rrrrrrrnnnnrer Il 5 Substitute Approver or Signer arrrrrnnrnannnnnnvvvrrnssnnnnnnvnvsnssssnnnn Il 5 Routing Paths nuarnusveanmudtienetujistadiids Il 6 Routing Through Levels rrnnrorrrnnrnannnnnnrvvrrnnrrnnnnnnnrvnnrnssnnnnnnner Il 6 User Perspective Ill Inbox Outbox amp Other Functions CANOPY Inbox Tab Toto EE NE Il1 5 Filters TE RA A E I A A A IIl 6 SUBSEIRULES if arrana EOE OE TOA IIl 6 QUICK ACTIONS rrarena rina red vende IIl 6 Outbox Tab EE T A A E E Il 7 SUDSEILULES E E F A E T EAT lIl 8 Document Tab Document Details rrrnrannrrvrrannrvvrrensrvvnssnsvrvnsensvrvnsensrvensensrrnssenn I 1 9 PCUIOINS La II1 12 Profile Tab User Profile pecsi iaeoa aaa Raa Il 16 Routing Notification Profile ccccccccssscccesssececeesseeeeeesteeeeees II1 16 CANOPY System Profile rrrrrrnnnnrorrrnrrrrnrnnnnrrrvrnssnrnnnnnnvvnnnnnnnnn Il 17 Routing and Approvals User Manual Page l 4 Table of Contents cont d PAGE FAMIS Screens Summary FAMIS Menu M90 Routing and Approvals Menu rrnnrorvnnrennnnn II1 18 Steps for Using FAMIS ScreensS rs rnrnnnnnnnnvnnvnnssnsnrnnnnrnnvnnssnsnnnnnnnens Il1 19 Office Manager amp Delegates Perspective IV Electronic Office Basics Electronic Office Basics
155. pendix for explanations of the standard PF Keys Names of Desk Assignees Displays the names of the desk assignees in a pop up window when the cursor is placed on a desk name DESK ADMIN C1 UIN STATUS NAME Juuuuuuu4 JONES JOHNNY J Suuuuuuul S GARRETT GEORGIA G Juuuuuuus 3 ENGLISH ELISA E END OF LIST 3 WORKERS FOUND PF4 to Quit Routing and Approvals User Manual Page X 7 Processing Level Detail cont d Routing and Approvals User Manual Page X 8 Section XI Electronic Office Delete Routing and Approvals User Manual Page XI 2 Electronic Office Delete Managing the Electronic Offices is important for efficiency and continued ease of use Deleting an outdated or unused Electronic Office is a necessary but tedious task Essentially all steps must be done in somewhat reverse order to the original setup that is all the supporting structure must be deleted first The following page shows the steps in order that must be taken to delete an electronic office with Department Level structure Department Level See the Chart on the next page for the Steps to deleting an Office and the Department Level Deleting desks is done on the same screen where the desks are created Screen 924 for Creator Desks Screen 923 for Signer Desks and Screen 922 for Approver Desks There is a Delete Desk field that requires you to key a Y to delete A Department View may be deleted only if there are no Signer Desks no Creator
156. provals User Manual Page Ill 14 CANOPY Inbox Outbox amp Other Functions cont d SEND INFORMATION COPY FYI This action sends an information copy to the persons or desk requested and does not stop the document from continuing through the routing path This action requires you to enter either a person s or a desk for further routing Canopy The Texas A amp M UniveNity System EPA FFX FN Main Menu Routing gt Docwy Document PORLAN WNouting Action SEND INFORUATION COPY FY To person Search To Desk CC Office Desk knall DISCARD DIS This action discards Notification and Final copies from your Inbox The Texas A amp M University Syst FFX FRS Document elger ee Routing Action Action DISCARD FROM YOUR INBOX DIS v EE Routing and Approvals User Manual Page III 15 CANOPY Inbox Outbox amp Other Functions cont d Profile Tab The Profile tab allows you to customize your CANOPY experience User Profile In the User Profile section you can edit your personal information This includes updating your work address mail code and phone number The email address is especially important as it is used to deliver email notifications that there are documents in your Inbox if you choose that option below Canopy The Texas A amp M University System EPA FFX FRS Routing System c Main Menu gt Syst
157. ption Additional Functions PF KEYS PF6 Names 12 characters digits Identify the document number to be displayed The document ID consists of Form Campus Code Document Number 2 digits Indicate the line number to be displayed at the top of the screen 2 digits Displays sequential line numbers to identify historical actions 70 characters digits Describes the routing history of the document including actions taken date and time person involved and their phone number See the Appendix for a detailed description of the standard PF keys Names Place the cursor on the Office Desk or Dept Sub Dept displayed in the Potential Routing Path area of the screen and press this key to view names of assigned users DESK SIGNER DSK STATUS NAME S LING LONA L MATHIS MARTIN M S HUGHES HANNA H END OF LIST 3 WORKERS FOUND PF4 to Quit Routing and Approvals User Manual Page XII 28 PIPs What is a PIP A PIP is another name for a Purchasing Invoice Problem document created by your Fiscal Department Business Office in order to tell you about problems they have noticed with your limited purchase order exempt purchase order requisition or purchase order Typical problems reported using the PIP document include A the invoice line item amount is different from the amount on your document OR B the wrong subcode was used on your document Why is this PIP in my Inbox PIPs are sen
158. reen 928 Screen 928 Department View Delete 928 Dept View Delete 06 06 07 17 11 CC 02 Screen Office PURCHASING Delete Views Messages Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 928 e Type a valid office name on the Action Line and press lt ENTER gt e Type the view names to be deleted e Press lt ENTER gt to remove the view from the system View Deletion Process Delete Department Views The office manager and delegates can delete a view from an office A view may be deleted only if there are no Signer Desks no Creator Desks no routing paths and no units belonging to the view So before trying to delete a view you must use the appropriate screens to delete all of the attached entities When the view is deleted the default Signer Desk the default Creator Desk and the default routing path are automatically deleted Routing and Approvals User Manual Page XI 5 Screen 928 Department View Delete cont d Field Descri ptions Required Help PF2 or Field Help Available Action Line Office 10 characters Indicate the office from which the view is to be deleted View Information Delete Views 10 characters each Identify the departmental view s to be deleted Messages 30 characters Displays messages that indicate whether the delete process was successful or not Addit
159. rity for that department of the accounts on the document Office Manager amp Delegates Perspective To maintain the structure of the Electronic Office the user needs to have screen access to most of the screens on Menu M91 Your security officers can assist with this task Essentials of Document Routing Each document when created is given a unique identifier When a document is submitted to Routing amp Approvals it follows a pre determined path for approvals Here are some concepts and terms to help you to understand the Routing amp Approvals process Routing and Approvals User Manual Page Il 3 Basic Concepts cont d Routing Document Identification Numbers Each routing document is uniquely identified with a three part configuration which includes the System Member code as well as the document number In addition on the front is tagged the type or form of the document Examples are PRQ07L433242 and EWR230568457 or DBR04U569448 The routing document identification number consists of these three parts Document PLP01L010014 PLP 01 L010014 Document Type Form PLP Purchasing Limited Purchase Document Number A amp M System Member Code Multiple Departments on a Document When a document requires authorization from multiple departments documents route through the appropriate routing structure for the first department then continue on through the routing structure for the second department and
160. ronic Office Delete cont d Delete an Office with Dept Level Delete Desks Delete all desks on all paths except the default path by U Screen 921 in Function and space out the desk name Delete Paths Delete all paths except the default path by D in the Screen 921 Function Delete Creator Desk Delete all Creator Desks for all Forms except the default Screen 924 Form blank by Y in Delete Desk Field Delete Approver Desks Delete all Approver Desks for that Office by Y in Delete Screen 922 Desk Field Delete Signer Desk Delete all signer Desks for all Forms except the default Screen 923 blank by Y in Delete Desk Field Delete Units in View s Screen 920 Delete all Dept SubDept from the View s by D in the Function field Delete the View s Screen 928 Delete the View s by keying in the View name Delete Exec Level from Unit Screen 941 Delete the Exec Level from Unit s by spacing out the Exec Office name Delete Office from Unit Screen 941 Delete the Office from Unit s by spacing out the Office name Delete the Office Screen 944 Delete the Office by entering Y to Delete Routing and Approvals User Manual Page XI 4 Department View Delete When a Department View has been created in error or is no longer necessary Screen 928 is used to delete the view Department Views are created and maintained on Screen 920 but must be deleted using Sc
161. routing PR In Proc routing RC Recalled RJ Rejected 4 digits Indicates the fiscal year in which the document was created 18 characters Identifies the person who created and sent the document into the routing and approval system 8 digits Represents the date the document was created 8 digits Indicates the date the document arrived at its current office desk 5 digits Represents the number of days that the document has been located at its current office desk 12 characters Indicates the type of user i e their level in whose Inbox the document is located 2 characters digits Displays the campus code to which the document has currently been routed Routing and Approvals User Manual Page V 16 Screen 938 Office Desk Workload cont d Unit Office Desk Additional Functions PF KEYS PF7 RHist PF7 Names 10 characters Identifies the unit to which the document has currently been routed 10 characters Indicates the office at which the document is currently located 10 characters digits Represents the desk at which the document is currently located See the Appendix for explanations of the standard PF Keys Routing History Shows the routing information for the document Names of Desk Assignees Displays the names of the desk assignees in a pop up window when the cursor is anywhere on a desk line Routing and Approvals User Manual Page V 17 Documents by Department
162. rrrnrorannnnnnrnvvrnssnnnnnnnnrvnsenssnnnnnn V 12 Screen 938 List Documents for Office Desk rrrrrarrrsrnvrvrnnrnvsnessvnrrnennssvsnnes V 14 Screen 918 List Documents by Department cccsesssceceeecessessnteeeeeeeens V 18 Screen 850 Person Flleuuanssadnustens ata ds Sancddeaved vende satedecareecer es V 21 Screen 860 Department Table sssrinin teineen roaid kase iniedi V 25 VI Electronic Office Quick Reference for Set Up Quick Reference Office Set Up rrrrrrnnnnrnrvrnrrrsnrnnnnvnvvrnrsnsnrnnnnvnnsenn VI 3 OMICS leda VI 3 Department Level rrrrrnnannnnnnnnvnrvenssnsnnnnnnvnnvenssnnnnnnnnnsnsenssnsnnnn VI 4 Executive Level sosire eee EERE EEE EE VI 5 Processing LEVEL sisiocccccc de ceeieccseecced sadeedea sescneds csbeueveseeaedaesdosede VI 6 VII Electronic Office Detail Electronic Office D t ilLnuuosansaetesddraeeneesne VII 3 Screen 940 Create Modify Electronic Offices rmrrarrrannvnnrnvrrrnnrrrrnvnrrnnverrvvrernr VII 4 Screen 941 Add Units to Electronic Offices r rrrrrrnnnnnnavvrrrrrsrnnnnnnnrrrverrsrnnnnnner VII 7 Routing and Approvals User Manual Page l 5 Table of Contents cont d PAGE VIII Department Level Detail Department Level Detail rsrsrsr eieev neal VIII 3 Screen 920 Department VIOW vescciccedices sedeecetecedeesdeedeeceacciaSs ange EK EERE ES VIII 4 Screen 924 Creator DESKS eri cise eStats eee VIII 7 Screen 922 Approver DESKS ey nsise e a E ERES VIII 9 Screen 923 Signer D sksus
163. rs Screen 950 Routing and Approvals User Manual Page VII 3 Create Modify Electronic Offices Routing amp Approvals revolves around the electronic office and its structure The process of creating the electronic office involves giving it a title and description identifying the Electronic Office Manager Delegates Default Signer and attaching units combinations of departments subdepartments to the office Screen 940 Office Create Modify 940 Office Create Modify 06 06 07 17 33 CC 02 Screen Office PURCHASING Description PURCHASING SERVICES Manager UIN Suuuuuuul YALE YOLANDA Y Delegates UIN 7Tuuuuuuu4 LANE LINDA L Default Signer UIN Suuuuuuu8 LEHR LEONA L Comments Y N View Name Executive View Processing View Y PURS Must be unique with the Campus code Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp AUDIT Basic Steps Create a New Office e Advance to Screen 940 e Type your new office name on the Action Line and press lt ENTER gt e Key in the description manager UIN delegate UIN and default signer UIN e Type additional information in the available fields as desired e Press lt ENTER gt to record the information Modify an Existing Office e Advance to Screen 940 e Type a valid office name on the Action Line e Press lt ENTER gt to display existing office information e Add or modify inf
164. s lt PF1 gt or lt ENTER gt to access the FAMIS main menu EEG Page III 18 FAMIS Screens Inbox Outbox amp Other Functions cont d Steps for Using the FAMIS Screens 1 Look at routing documents awaiting your approval Screen 910 Screen 910 Document Inbox Panel 1 910 Document Inbox 06 07 07 15 42 CC AA Screen Document Office Desk Approvals Only N Panel 01 More gt gt Requested Sel Document ID N Doc Summary Action Status _ PRQSARO00013 COPIER RENTAL FOR 4 1 00 THROUGH 8 FYA Approve FYA FRA Rt PRQSAROO0009 FURNITURE FOR MY OFFICE Notify Final PRQSAROO0019 RENTAL OF A XEROX 1090 Notify Recalled PRQSARO00024 FURNITURE FOR MY OFFICE Notify Final PRQSARO00024 FURNITURE FOR MY OFFICE _ PLPSAL000006 OFFICE FURNITURE PF Keys to scroll PLPSAL000075 MAHOGANY DESK display and view PRQSAR100001 i more information COMPUTER MONITOR FOR JOHN JONES End of List 8 Document S Found Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF104 PF11 Hmenu Help EHelp Discd RHist Sel All Left Right Press PF11 to Scroll right and view more information on Panels 2 and 3 Screen 910 Document Inbox Panel 2 910 Document Inbox 06 07 07 15 43 CC AA Screen Document Office Desk lt lt More Approvals Only N Panel 02 More gt gt Current Sel Document ID FY Submitted by Submitted Arrived CC Unit PRQSARO00013 2000
165. s can be created for documents under over a dollar amount When documents require different routing based on a dollar amount paths can be defined with an entry in the category field Documents over the dollar amount stated in the category field follow that path for approval For example if 1000 is entered in the category field the path is valid for documents whose total is equal to or greater than 1000 This feature requires the entry of whole dollar amounts to work properly Any other entry while may be accepted on the screen will NOT produce the desired results The category field is not available for entry in a path that contains an asterisk in the Form field on Screen 921 This is NOT available for EPA documents Routing and Approvals User Manual Page IV 10 Essentials of Routing Extended cont d Guidelines by Document Type or Form Purchasing Documents PRQ PLP PEP PPO awen Ag WE Wong 926 NS Wied asooo Ayenueyy Suiseudind Odd fuobaye9 ued ed yNeLEq JSU IS z 1dag G Page IV 11 Routing and Approvals User Manual Essentials of Routing Extended cont d Department Routing PRQ PLP PEP These purchasing documents route through e The department for each of the accounts on the purchase document Executive Level Routing Purchasing documents route through any Executive Level routing required by the department Screen 941 shows whether a Depar
166. s finished processing If any other symbols appear press your RESET key often the ESCAPE key on a PC Routing and Approvals User Manual Page XIV 3 Appendix Instructions cont d ERASE END OF FIELD Key To erase all the information in a field with one stroke the ERASE EOF key on a 3270 keyboard is helpful For example a vendor name is held in context when moving from screen to screen To change to a different vendor use this key and the current vendor name in the Action Line will be removed Now the new vendor name can be input On most PCs the correct key to use is the END key on the numeric keypad HOME Key From anywhere on the screen the most efficient way to take the cursor back to the Screen field on the Action Line is by pressing certain keys For the 3270 terminals the correct combination is the ALT RULE keys On most PCs the HOME key on the numeric keypad will work Protected Area The Protected Area is the area of the screen that will not allow the user to enter information Typing information in the protected area may freeze the screen Use your reset key and then tab key to release your system when it freezes Action Line Context The Action Line is usually the first line of information on each screen The Screen field is used to navigate from screen to screen by entering the number of the screen desired Fields such as screen vendor voucher number account etc are often found on the Action Line Data t
167. screen you can view all the information about the document and you can take action on the document If routing notes exist a message ROUTING NOTES will be displayed near the top of the screen If not there will be no message Screen 910 Cover Sheet Window Screen 09 15 09 13 34 Purchasing Document CoverYSheet CC AM Action Routing Notes Exist Doc ID PLPSAL000006 Status Recalled Requested Action Doc Summary OFFICE FURNITURE Released 03 28 2000 by CARSON COLEEN C Limited Purch L000006 Contact Person Dept Name SYSTEM BUDGETS amp ACCOUNTING Doc Total Untransferred Total Document Notes PF4 PF5 PF 6 PF7 PF8 PF10 PF11 PF12 Exit NDoc Summ RHist Audit Headr Items Track 4 eel Field Descri ptions Required Help PF2 or Field Help Available Action Line Action 3 characters Enter the action wish to take on the document If you don t have approval authority you will not see this field displayed If not there will be no message If routing notes exist a message ROUTING NOTES will be displayed near the top of the screen Doc ID 12 characters digits Displays the document identification number used in Routing amp Approval consists of Form 3 characters Campus Code 2 digits Document Number
168. scri ptions Required Help PF2 or Field Help Available Action Line Office View Screen Information Description Office Mgr Form Path Category 10 characters Indicate the title of the office which governs the routing 10 characters Displays the view within the departmental office this unit belongs to 40 characters Enter a description of the executive view 20 characters Displays the name of the office manager Help 1 character Identify the desired function Add a new path Update an existing path Delete an existing path or Position a path at the top of the screen Help 3 characters Enter the type of documents to be routed through the path An may be used as a wildcard 10 characters digits Include which path documents will be routed to from a central desk via the FYP action Help 10 characters digits For approval of documents above or equal to a specific dollar amount a separate path can be created If more than one path could apply to a document it will follow the path that is the best fit Routing and Approvals User Manual Page X 6 Processing Level Detail cont d Status and Desks Additional Functions PF Keys PF7 Names Help Indicate how the document should go to the desk and to what desk 1 character Blank Approval N Information Notification See the Ap
169. sks This example shows how you can create different Executive paths based on the document type Screen 925 Executive Paths Create Modify 925 Executive Paths Create Modify 04 16 08 12 00 CC 58 Description Executive view Office Mgr WALKER WALT W F Form Dept Sub Category N Status and Desks End of list Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Names Basic Steps e Advance to Screen 925 e Type an office name on the Action Line and press lt ENTER gt to display existing path information e Indicate whether you wish to add update or delete path information e Add or modify screen information as desired and press lt ENTER gt to record the information Field Descri ptions Required Help PF2 or Field Help Available Action Line Office 10 characters Enter the title of the office governing the routing View 10 characters Identify the view governing the routing paths Screen Information Path Information Description 40 characters Enter a description of the executive view Routing and Approvals User Manual Page IX 5 Executive Level Detail cont d Office Mgr Form Dept Category Status and Desks Additional Functions PF KEYS PF7 Names 20 characters Displays the name of the office manager Help 1 character Identify the desired function
170. so on until all Department routing has been satisfied Different types of documents may have different rules for EPA documents the department routing list is built automatically as the document information is entered For DBR documents routing for approval is only through the Source department with a notification copy sent to the Destination department If a department is on the document but is not set up in Routing amp Approvals can be viewed on the Department Table Screen 860 there is a message in the routing history to that affect and that manual routing may be necessary Electronic Offices The Electronic Office provides the mechanism to efficiently manage the approval process The purpose of the Electronic Office is to define the path s that documents will follow There are three levels of electronic offices Department Executive and Processing Office Generally at the Department Level each Electronic Office represents one department although other aggregates may be created Electronic Desks Desks are electronic approval or review stations A routing path is constructed by linking desks together in a linear fashion within an electronic office People are put on or assigned to a desk There can be many persons on one desk and one person can be on many desks There are three basic types of desks Creator desk Approver review approval desk and Signer Desk Routing and Approvals User Manual Page Il 4 Bas
171. splay the contents of the selected person s Outbox e Type X in the Sel field and press lt ENTER gt to view the document cover sheet or press one of the PF keys at the bottom of the screen For example to view details of the document routing history press PF7 Explanation Of Outbox Process PF Keys Various pop up screens are available using the PF keys at the bottom on the screen To access this information type an X in the Sel field or position the cursor anywhere on the line of the desired document and press the PF key that indicates the information action you want For example pressing PF9 will display a pop up window with any notes on the document while PF7 will display the routing history of the document See the Appendix for a more detailed description of the PF Keys and their functions Field Descri ptions Required Help PF2 or Field Help Available Action Line Name 20 characters Enter the name of the person whose Outbox is to be displayed Document 12 characters digits Enter the routing document number to be positioned on the first line of the display Routing and Approvals User Manual Page XII 22 Screen 913 Document Outbox by Name cont d Actions From Thru Include Finished Screen Information Panel 1 Sel Document ID Doc Summary Status Action Panel 2 Action Date Time 8 digits The default is one month prior to the current date
172. ss their routing documents for approval Functionality includes the Inbox Outbox and the Substitute Inbox and Outbox where a person can approve or reject the documents that have been sent for approval In essence the basic process of approving or rejecting documents is fairly simple Given proper security each user has a Document Inbox which collects all the documents that are routed to the user for various reasons In addition to approve and sign there are notification copies sent to the creators CANOPY presents an easy website for you to access your documents review them and approve or reject as you wish All of this functionality is also available on the FAMIS screens The FAMIS screens are included both at the end of this section and in full detail later in this manual CANOPY Tabs You can access Routing amp Approvals two ways from the Main CANOPY page e the ROUTING TAB at the top of the page e the Routing Document Routing Module link under Available Modules Notice the INFO message that there is 1 item in the Inbox ROUTING The Texaf A amp M University System Routing system INFO You have 1 item in your Inbox EPA Personnel Action Module FFX Fixed Assets Module FRS Financial Reporting Module Routing Document Routing Module gt System System Settings and General Information PR rer Ver Sv O AN O 9 a O Rout
173. status of the document as it relates to the user For example Blank In Process CN Cancelled CO Completed DR In Dept routing ER In Exec routing FN Final FY FYA FRA routing PR In Proc routing RC Recalled RJ Rejected 14 characters Shows the last action taken on the document in the routing process 12 digits Identifies the date and time document was sent to the Outbox 12 characters Indicates the document form name requisition purchase order limited purchase order bid or exempt purchase order 4 digits Shows the fiscal year for the document Routing and Approvals User Manual Page XIII 19 Screen 912 Document Outbox cont d Submitted by 21 characters Displays the name of the person who submits the document for approval Panel 3 Submitted 8 digits Identifies the date the document was submitted for approval Finished 1 character Y indicates whether the document has finished the routing process Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys PF5 Recall Document Recal Recall the document back to your Inbox This is valid for only the creator of the document and the last person who approved the document A recall reason note is required If the user is the creator all approvals and other actions are erased However routing notes will be retained If resubmitted to routing the approvals must st
174. t ENTER gt to have FAMIS enter the UIN number in this field e Press lt ENTER gt to record the information Approver Desk Process Creating Routing and Approval Desks Documents can be routed to approval desks which sit on routing paths Routing paths determine which series of desks a document will pass through Office managers and delegates use Screen 922 to create or modify the approval desks and assign people to these desks Each desk name must be unique within an office Routing and Approvals User Manual Page VIII 9 Screen 922 Approver Desk Create Modify cont d Approvers are entered by their UIN and are designated as either a primary or a substitute approver Primary approvers receive all documents in their Inboxes As a substitute you go to Screen 911 key in the name of one of the primary approvers in order to see all the documents awaiting approval Concept of a Substitute on a Desk Substitutes are persons recognized to act in place of primary approvers or signers When acting as a substitute you do not receive those documents in your personal Inbox Screen 910 but access documents in your role as substitute on Screen 911 As the document proceeds through the routing path it skips a desk that has a primary who has already approved the document However documents will not skip over a substitute on a desk So if you are a primary person on a desk and a substitute on the following desk in the path the document will
175. t from the Fiscal Office back to the creator s Inbox Screen 910 in order to let you know about a problem that must be resolved before your purchase can be made or paid for The PIP will contain a description of the problem and suggestions on how to resolve it The first thing you should do is to find out what problem the Fiscal Office has discovered To do this type an X next to the PIP document in your Inbox Next press lt ENTER gt to open the Routing Document Information window Screen 910 Document Inbox 910 Document Inbox 06 06 07 17 44 CC AM Screen Document Office Desk Approvals Only N PANEL O1MORE gt gt Requested Sel Document ID N Doc Summary Action Status PROSAR000013 COPIER RENTAL FOR 4 1 00 THROUGH 8 FYA Approve FYA FRA Rt PLPAML000305 OFFICE FURNITURE Notify Recalled _ PLPSAL000030 LEATHER CHAIR Notify Recalled _ PIPAMIO00001 PARALLEL 10 Notify Recalled PRQOSAR000009 FURNITURE FOR MY OFFICE Notify Final PROSAR000019 RENTAL OF A XEROX 1090 Notify Recalled PROSAR000024 FURNITURE FOR MY OFFICE Notify In Proc Rt PLPSAL000006 OFFICE FURNITURE Notify Recalled _ PLPSAL000075 MAHOGANY DESK Notify Recalled _ PRQSAR100001 COMPUTER MONITOR FOR JULIE WILSON Notify Rejected END OF LIST 9 DOCUMENT S FOUND Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Discd RHist Sel All Left Right Ee SSE sss
176. t have to be on the Creator Desk to create and submit documents to Routing and Approvals The creator desk has a very specialized function A minimum of two people must be assigned to a Creator Desk These assignees access documents that are rejected or recalled to another creator s Inbox using Screen 911 For example an assignee to the Creator Desk checks another creator s Inbox in their absence and finds a rejected document The assignee takes appropriate action on the document Creator Desks are unique within the office and view The name for these desks is CREATE plus the form The blank form is the default and is used for all forms unless a specific form is created for example CREATE PRO for requisitions There can be a different set of creators for each form type Screen 924 Creator Desk Modify 924 Creator Desk Modify 06 06 07 17 20 cc 02 Screen Office PURCHASING View PURCHASING Form Delete Desk N Description Office Mgr YALE YOLANDA Y Desk CREATE DSK Default Blank is the Func Type UIN Name default form for 5uuuuuuu8 LOMAS LEONA L this field Juuuuuuu4 LANE LINDA L xxkkkk k End of list Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 924 e Type the electronic office name and view in the Action Line You may type an asterisk in the View field or Form field t
177. te Column Sort all columns can be sorted by clicking on column header Lightbulb displays ten most recently used documents E ano py Logout The Texas A amp M UniWysity System F EET Routing Campus TEXAS A amp M UNIVERSITY 02 a Fiscal Year aos F System Set CC FY Main Menu Routing gt Out x ME Send Feedback Inbox Outbox Document Pro Document Bubstitute my Outbox z Search for Substitute Clear Found 100 names Start Date 3 11 2005 End Date 4 11 2008 Include Finished Yes C No Include Discards Yes No Submit OUTBOX CONTENT TOTAL ITEMS 1 Document Number Status Action Action Date Notes Indicator Summary PLPO1L712435 Final Discarded 04 26 2007 12 54 PM he SYSTEMS ANALYST II ADVERTISEMENT s application Top of Page Theme Large Font z Set Theme g Info te Turn Paging On System Site Map Filters Filters help you to include certain types of documents You may filter with the following e type the document number in box or use the light bulb to choose a document e enter Start Date and End Date to change the default time frame e choose the No option next to Include Finished box e choose the Yes option next to Include Discards box Click on the Submit button to apply the desired filters and display the documents Routing and Approvals User Manual Page Ill 7 CANOP
178. ted in the Form field Field Descriptions Required Help PF2 or Field Help Available Action Line Office 10 characters Indicate the title of the office which governs the routing View 10 characters Identify the view governing the routing paths Screen Information Path Information Description 43 characters Describe the view to create or modify Office Mgr 30 characters Displays the name of the office manager FN Help 1 character Indicate the desired function Add Update or Delete a path or Position a particular path at the top of the list Form Help 3 characters Identify the type of documents that will be routed through a particular path For example requisitions will only route through the path with the form PRQ Routing and Approvals User Manual Page VIII 16 Screen 921 Department Paths Create Modify cont d Dept Sub 10 characters Indicate the department subdepartment combination from which documents will be routed for a particular path Category Help 10 characters digits Accepts dollar amount criteria defining which documents should route through a particular path For approval of documents equal to or greater than a particular dollar amount a separate path can be created Status and Desks Help 1 character Indicate how the document should go to the desk and to what desk Blank Appr
179. the first person takes action on the document it goes out of all Inboxes Substitute assignees do not receive the documents in their respective Inboxes but must access the Inbox of the person for whom they are substituting in order to take action on the document Routing Paths Each document follows a routing path These paths are created by the Office Manager and Delegates based on the needs defined for the electronic office These paths can go from very simple to quite complex There are different routing paths that can be defined for each of the Routing Levels Department Executive Processing There are different paths that can be defined based on document form EPA PLP DBR etc There are many variables in designing the routing paths Routing and Approvals User Manual Page IV 5 Essentials of Routing Extended cont d The simplest path for example a Limited Purchasing document consists of a Creator Desk and a Signer Desk This satisfies the rule that two people must touch the document CREATOR DESK SIGNER DESK Mary Tom Jim Craig s Janice In this example Mary and Jim are on the creator desk and have rights and privileges to view documents that are rejected Tom and Craig are primary signers and Janice is a substitute for them Next we have added an approval desk to the path still within the Department level CREATOR DESK APPROVAL DESK SIGNER DESK Mary Sandy Tom Jim Terry Craig s Susie s
180. this is an inventory surplus department for TDP routing 10 digits Identify the number of the organization unit as determined by TEES This is used to group departments together for reporting Help 4 characters Enter a valid FAMIS department This allows FAMIS to identify the departmental hierarchy along with the current standard hierarchy levels executive department division college etc By default the department is the parent department for a department with a subdepartment and is not modifiable Help 2 characters Used to determine if a department is a Center or Institute and to group departments together for reporting Valid values are Blank Regular department CA Center Board Approved CG Center Grandfathered CN Center Not Board Approved IA Institute Board Approved IG Institute Grandfathered IN Institute Not Board Approved 1 character Type Y if the department head or director wants to receive a statement 2 digits Include another campus code that owns part of the department inventory 5 characters Enter the department on another campus code that owns part of the department inventory 5 characters Enter the other FAMIS member s sub department if needed 8 characters Provide the date the department expires 10 characters Shows the office for Routing amp Approvals that governs this department Page V 28 Screen 8
181. tion Description 40 characters Displays text describing the office Routing and Approvals User Manual Page XI 7 Screen 944 Office Delete cont d Manager UIN 9 digits 20 characters Indicates the Universal Identification Number UIN and name of the office manager Delegates UIN 9 digits 20 characters Displays the Universal Identification Number UIN and name of the delegates for the office manager Default Signer UIN 9 digits 20 characters Displays the default Universal Identification Number UIN which must be on all signer desks for this office Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys Routing and Approvals User Manual Page XI 8 Section XII Special Functions Routing and Approvals User Manual Page XII 2 Special Routing Functions Purchasing Screens Closing a document generally submits the document to Routing amp Approvals Purchasing Screen 242 is used to close a Limited Purchase document You should close the limited purchase document after all required information has been successfully entered in order to prevent changes from being inadvertently added Closing a document will also encumber the necessary funds It is possible to close and re open a limited purchase document multiple times in order to make changes as long as it has not entered the routing and approval system of FAMIS Screen 242 Limited Purchase Close
182. tment Subdepartment are linked to Executive Level Routing Processing Level Routing Once Department routing and Executive if appropriate has been satisfied the purchase requisitions PRQ route to the Purchasing Processing Office where they generally go to a Central Processing Desk From here a person decides which processing path is most appropriate for that document and routes it using FYP to the path using the name of the path Routing and Approvals User Manual Page IV 12 Essentials of Routing Extended cont d EPA Documents EBR EWR EGR Pa 2 Pts 2 Er 3 SSS a Er Huus 2 D AN J 8 Bg Z 8 56 i A Has Ham EZE 8 5 5 5 gt 25 gt gt 36 33 282 ug ESS SSS ESS A ran G 0 Routing and Approvals User Manual Page IV 13 Essentials of Routing Extended cont d Department Routing The EPA document routes through e The department of the Adloc of the current position as displayed on the Adloc Table Screen 306 in BPP or FAMIS Screen 861 e The department for each of the Funding Source Accounts e The department for each of the Requirement Accounts Executive Level Routing The EPA document routes through any Executive Level routing required by the department Screen 941 shows whether a Department Subdepartment are linked to Executive Level Routing Processing Level Routing The EPA document chooses its Processing Office path based on e the form EBR EWR EGR e Adloc Screen 306
183. tructure Screen 915 Approval Profile by Name 915 Approval Profile by Name 06 06 07 17 55 LEHR LEONA L CC 02 Screen Name Campus Cd Office Desk Status View 02 PURCHASING P LPAPP 02 PURCHASING S LPAPP 02 PURCHASING P REQAPP 02 PURCHASING S REQAPP sS Only applicable to 02 PURCHASING P LPINFO 02 PURCHASING S LPINFO Signer or Creator Desk 02 PURCHASING P REQINFO 02 PURCHASING S REQINFO 02 PURCHASING SIGNER DSK PURS WRHS 02 PURCHASING CREATE DSK PURS WRHS 02 PURCHASING SIGNER PLP PURS WRHS 02 PURCHASING SIGNER PRQ PURS WRHS 02 PURCHASING SIGNER DSK s PURCHASING 02 PURCHASING CREATE DSK PURCHASING More Entries Press lt ENTER gt to continue Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Basic Steps e Advance to Screen 915 e Type the name of the person whose approval structure you wish to display on the Action Line and press lt ENTER gt to display all of the approval structures that the person is attached to within your campus code e Press lt ENTER gt to scroll through the listing Field Descri ptions Required Help PF2 or Field Help Available Action Line Name 20 characters Identify the person whose approval profile you want displayed You can doa name search and select by entering an asterisk in the Name field and pressing lt ENTER gt Screen Information Campus Cd 2 digits Identifies th
184. tzacs XIII 21 Used to access the documents for a particular person Element Security 10 allows help desk people to view all data 914 Document ROUTING History s s srorsrvrvavavavavnvnvnvavnnnennnnnnnnenensnnnsnnnnnsannndanndnnndnnnnnnnnnnnnnnnnnnnnnennnnnnnnnnnnsnns XIII 27 Provides information on the actions that have been taken on a document 915 Approval Profile by N me siccccccies secssescaccecisicusscceesscceccssensecoscossvstescesseesesascescvascessseeesusesvsassiunedacatisaseaes V 4 Provides information about the approval authority of a particular person 918 Documents by Department eerrrrrvnnnvnvnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnns V 18 Used to view information on documents for a department 920 Dept View Cr ate Modify cccsscccccasccccssecccaiesccidsasssessanesessnneseneseteecasesasessscnsrenascedesnsnceessbassanasaecasasactads VIII 4 Used to create or modify a department view 921 Dept Paths Create Modify cisscscssssccsssssssscssevsscsssasescssnsecessnsscsasesesseansessssssessosnaeseonssdesvovassssacacdsnabanes VIII 15 Used to create or modify department approval paths 922 Approver Desk Create Modify sicisissvscccssssccsseccsccesssscsessnsnsssotasesssntecesesecscsascasesessassasastesssessnesednnnsaesne VIII 9 Used to create or modify approval desks 923 Signer Desk MOdify sesisccessceniesseescdecsceecdesascesecaeecavacdacesscdocesssasccascsesssncanteccecscasscuevecUssavevavecss
185. unctions 920 Dept View Create Modify 945 Office Browse 924 Creator Desk Modify 935 Dept SDept by Office 922 Approver Desk Create Modify 936 Views by Office 923 Signer Desk Modify 937 Desks by Office 921 Dept Paths Create Modify 938 Office Desk Workload 928 Dept View Delete Administrative Functions 930 Desk Copy 940 Office Create Modify 941 Unit to Office Assignment 943 Security Signer Desk Tt SS S Special Functions 944 Office Delete 925 Exec Paths Create Modify 926 Proc Paths Create Modify 950 Electronic Documents Profiles Enter PF1 PF2 PF3 PF4 PF5 PF6 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help EHelp Creating Electronic Offices Fiscal offices generally are responsible for creating the electronic offices and assigning units to these offices Office names must be unique within a campus code A default desk with the same name as the office is automatically created for each office with the office manager and delegates as the assignees Most often the assignees need to be changed to reflect the appropriate persons This desk can be used in routing paths as desired The Administrative Functions include establishing the office and adding units depts subdepts toit TECH NOTE How to change Processing Office bottom section of screen Run XXUPDOFF in FAMISU Program prompts for PARMS Parameters Updates Screen 940 including Processing Office Unprotects and clea
186. vailable and someone else must look at the document review the rejection action required and take the appropriate action There are no substitutes on this desk Routing and Approvals User Manual Page IV 4 Essentials of Routing Extended cont d 2 Approver Desk The second type of desk is an Approver Desk that can be added to a path for one of a variety of purposes The desk can be used for a supervisor to review the work of the subordinate before passing the document on to the next desk in the path The Executive and Processing Levels do not use Creator Desks or Signer Desks ONLY Approver Desks are put in the respective paths 3 Signer Desk The Signer Desk is always the last desk in the Department path and is considered the official signoff on the accounts for the document Because of the tie to fiscal responsibility the security on creating updating the Signer Desk is more restrictive Only the electronic Office Manager on Screen 940 can change the Signer Desk Screen 923 although the security officers serve as the backup and can use Screen 943 a special screen to make changes to the Signer Desk Primary vs Substitute on a Desk A desk can have multiple primary and multiple substitutes assigned It is recommended that ALL desks have at least two people to avoid delays in advancing documents within Routing and Approvals Primary assignees all received the document in their respective Inboxes When
187. workers are 979 862 6667 LING LONA L MATHEWS MELINDA M COOK CASEY C YO IAURWNHESRS OFFICE DESK sub sub 979 845 5555 979 845 6666 979 862 3333 kkkkkkkkkkkkkkkkkkk k POTENTIAL ROUTING PATH kek ek dek dek dkk kk kkk k DEPT SUB DEPT Enter PF1 PF2 PF3 PF4 PF5 PF7 PF8 PF9 PF10 PF11 PF12 Hmenu Help Bck Fwd Basic Steps e Advance to Screen 914 e Type a valid document number on the Action Line and press lt ENTER gt to display the routing history e Press lt ENTER gt to scroll through the display if necessary Explanation of Routing Process Position the Display The Position at Line field can be used to position the screen at a specific line number This will aid in bringing certain history items into view on the same screen The PF7 and PF8 keys allow you to page forward and backwards through the displayed list Information Displayed on Screen 914 Actions cancelled by a later reject or recal phone number area of the display of the document are shown with voided in the The date and time of the action taken on the specified document have been added to this screen Routing and Approvals User Manual Page XIII 27 Screen 914 Document Routing History cont d Field Descriptions Required Help PF2 or Field Help Available Action Line Document Position at Line Screen Information Ln Descri

Routing & Approvals User Manual - The Texas A&M University System

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Routing &amp; Approvals User Manual - The Texas A&amp;M University System

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Routing & Approvals User Manual - The Texas A&M University System