Online EA Routing
Contents
1. select Online EA in the left navigation bar of the Work Item Routing application The Routings for Online EA page is displayed 1 To select an existing predefined routing a Use the drop down box to select the routing name you want to view or modify b Click the Submit button c The defined routing selected is displayed on the Online EA Routing page 2 To create a new predefined routing a Click the Add New Routing link on the Routings for Online EA page b A blank Online EA Routing page is displayed c Enter a descriptive name in the Routing Name field Note The Routing Name entered is the name that is displayed in drop down boxes within the Work Item Routing and Online EA applications Since the routing names are presented in alphabetical order using a consistent naming convention such as the first 2 or 3 characters being used for a division identifier i e A amp F for Administration and Finance and meaningful abbreviations to clearly identify the purpose of the routing will make selection of the correct routing much easier d Use the Add Routing Members box entries to select and add members to the Current Routing Members list i See Adding Deleting a Delegate for a description on how the Search function works 3 Organizing the Current Routing Members list a Individuals can be deleted from the Current Routing Members list i Click the checkbox2. to the right of the individual s name to be deleted ii Click the Delete button in the lower right corner of the Current Routing Members box b Entries in the Current Routing Members list can be re ordered i The 1 entry is the first approver the form is sent to based on the routing list ii The entry with the highest number is the last approver the form is sent to based on the routing list iii A predefined routing is added to the actual EA form routing in the order defined by the predefined routing Routing entries on the EA form cannot be re ordered 4 Save your routing changes by clicking the Save button on the Online EA Routing page a To cancel any changes you ve made and return to the Work Item Routing home page click the Cancel button Online EA General Routing Description and Process The routing for each EA is individually assigned using the Assign Routing page for an EA Predefined routings can be added to the EA however once added that routing is specific to that EA Subsequent changes to the predefined routing definition do not impact any EA that has previously used that predefined routing The complete approval routing must be assigned to the EA form before the originator or a delegate for the originator can submit the form to routing Once submitted the routing as well as the contents of the form cannot be modified Exercise Action Only Once The OLEA as part of internal cont
3. Online EA Routing Online EA User Manual Table of Contents Routing Delegating and Email Notification 22 c00 c cece stcvecicnseeaussadsedacsesuetsotansntbeadvenaedeicentasnsuedneess 1 Work Item ROUNE secsi iiine oE nain a AEAT EEEE EREA AE ERRER E 1 Dele bale cc6 itech eee ee ee 2 Adding Deleti ng a Dele ale coo taccecezateateegcsicunteexccesseaactapesgueiuseaietunnedumacecosvaeende ER E 3 Email Notifications esa dasgcct ced setae c eat eid sisser iena EE ideals io cada n dae teed aa a KOs iaa eEG REES 6 eG Ua 0 ROUDE oe snes tach peach asaiacearacedeasasigeuacasura acnessausperedacdtasicaaserdanch dea aces E eat eia iaat 7 Creating Maintaining Predefined Routings sicsccccacecesscnacsedesucessayssiesrocsacsegssetenengeeie hendeeedeantaes 8 Online EA General Routing Description and Process sssssseeseeseeseeeseereeseesrerreserserreesreserseresee 10 Assigning an Approval OUI ose fees oxecaencdseyeaccciveccaredencunsceusleacauneutuevenvineacesaieeanpanseeeseenunensce 11 Approval Routing porns a soscicecziategdisccchcbie teagsccdeateacietedendad cadicblannecdendaciaoisselnaduiaceon asap 12 Routing Delegating and Email Notification Routing in the Online EA application consists of two separate but closely related functions The Work Item Routing application which is accessible from the Routing Application links in the left navigation bar of the Online EA application is used to create predefined routings assign and remove delegate
4. Payroll p Online EA Submit Cancel The Online EA provides the opportunity to predefine a routing s that can then be attached to an EA form Attaching a predefined routing to an online EA is in addition to being able to add individual approvers on the EA Assign Routing page also known as ad hoc routing assignment The actual routing assigned to an EA can be ad hoc routing predefined routing or a combination of ad hoc and predefined routing even using multiple predefined routings The method used to assign routing to an EA and whether or not predefined routings will be used is up to the discretion of the person s vested with the responsibility to make that decision within each administrative unit Creating Maintaining Predefined Routings era WOREITED A GTITIN UNIVERSITY pr Online EA Routing Home Routing Name A Routing Name Delegate Emails r Current Routing Members Name Email Routing Order Delete Online EA DAISY DUCK daisy duck okstate edu ly 0 Logout MICKEY MOUSE mickey mouse okstate edu 2E O Delete r Add Routing Members Search using First Name Last Name or Email Address First Name C Last Name a Email T Search _Save Cancel Predefined routings are viewable and useable by an OLEA user However department numbers can be assigned to a predefined routing in order to filter the routing entries for easier selection To create view or maintain a predefined routing
5. age in the Work Item Routing application Delegate Entries Cannot Be Modified Existing delegate entries cannot be modified Existing delegate entries can be deleted and new delegate entries can be added That is how delegate entries are maintained Email Notifications Arr WORK ITEM ROUTING UNIVERSITY Turn On And Off Emails Please select the work item to turn off emails Uncheck the work item to turn emails back on Current Routing Members Work Item Stop Emails Online EA iv Submit Cancel Email Notifications are used to advise Online EA users certain actions have occurred as well as notify and or remind approvers a form is awaiting his her approval e Approver Notification o A single initial notification is sent to each approver and his her delegate each week day at 10 00 AM 1 00 PM and 3 00 PM for any EAs awaiting approval at that time and an initial notification has not been sent o A single reminder notification is sent each week day morning at 6 00 AM to each approver and his her delegate if any EA forms are awaiting approval o The principal approver can turn off this email notification o An approvers delegate s cannot turn off email notification o From ONLINE EAFORMS EAFORMS OKSTATE EDU Subject EA Form s Reminder Notification Text This is a reminder notification that there are EA forms awaiting action by you lt link to the Online EA application gt e Department Approver Notificati
6. ally generated based on rules defined within the OLEA application The routing takes the document from the Approval Routing once the approval routing is completed satisfactorily through central administration processing to Payroll Services for final approval and its final destination in the HR imaging system An example of a process routing for the same new faculty as above would start after the college dean had approved the form The next step would be to Academic Affairs then HRPS for assigning a CWID and entering the employee and his her demographic information into HRS The EA would then be automatically routed to PS and finally to Imaging e Correction Reroute Correction rerouting is a routing stage that will not normally be used but is available to Payroll Services staff if needed The intent is if a document reaches PS and for whatever reason it missed a central administration stop Payroll Services could initiate the Correction Reroute by making the applicable entries in the form routing to route the document back through the missed steps and then to Payroll Services and the imaging system Functionally whenever a Correction routing is entered it will take over from the Process Routing at whatever point the Process routing was interrupted The final two steps of the Correction Routing will always be automatically entered PS and then Imaging Alteration of document after origination Once an EA is created downstream approvers and p
7. ct however the OLEA application will not enforce a hierarchy or circumstances of delegation If a delegate is defined the OLEA application considers the delegate to be appropriately authorized to act Only Approve a Form Once Regardless of whether a person is acting in the role of a principal approver or a delegate a person can approve a form only once Adding Deleting a Delegate a rir WORK ITEM ROUTING UNIVERSITY io Delegates For alan shryock okstate edu Online EA Logout PISTOL PETE pistol pete okstate edu 06 01 2009 12 31 2099 Remove Add Delegate To add or delete a delegate 1 Select Delegate in the left navigation bar in the Work Item Routing application 2 Any existing delegate entries will be displayed in the Delegates For first last okstate edu a Each delegate entry is displayed with the begin and end date of the assigned delegation time period b A Remove link is displayed to the right of each delegate entry Click this link to remove delete the delegation entry It is not necessary to remove expired delegate entries however you may want to do that to make delegate entries easier to manage c An Add Delegate link is displayed in the lower right corner after the delegate list 3 Click the Add Delegate link Ar WORK ITEM ROUTING UNIVERSITY La Add Delegates For Online EA r Current Delegates Name Email Begin Date End Date Delete PISTOL PETE _ pi
8. e descriptive name such as Faculty Routing Staff Routing Student Routing etc Using this method an administrative unit can set up routes in advance to be used for various types of EAs or situations The form originator can also set up approval routing on an ad hoc basis by adding individual approvers on each EA as defined by local procedures A Search application is provided on the Assign Routing page of the EA form to more easily locate and add approvers Finally an originator can add a combination of predefined route s and ad hoc addition of approvers Which method departments and or administrative units choose to assign approval routing to an EA form will depend on local requirements and procedures HRS Department VBS controls access As with all areas of the Online EA application the HRS Department VBS controls access to an EA for an approver Before a person can be added to the EA Approval Routing that person must already have access to all of the departments included on the EA form For a predefined routing to be added as an approval routing all of the members listed in the predefined routing must already have access to all of the departments included on the EA form Approval Routing Options Originator The approval routing starts with the form originator The originator has three options Approve The form originator has completed his her review of the EA routing and adding any attachments has been completed and the form i
9. er of the other fields the email search will override the name searches ii Once you have entered the search criteria in the applicable search fields click the Search button iii The names returned by the search are limited to those individuals with HRS access iv Select the Name to add as a delegate by l 2 3 Clicking the radio button in front of the name Click the Add button at the bottom of the Add Delegates box If the correct person is not returned in the search results click the New Search button and enter new selection criteria in the applicable name fields and search again r Add Delegates Add Dates Begin Date 06 01 2099 CE Format MM DD YYYY Example 01 20 2003 End Date 12 31 2099 Er Format MM DD YYYY Example 01 20 2003 v Enter the dates the delegation is to be effective by using the pop up calendar provided or entering the dates in an MM DD Y YYY format l 2 Begin Date the date the delegation is to start End Date the date the delegation is to end A permanent delegate can be assigned by assigning an end date far enough into the future it won t expire For example enter an end date such as 12 31 2099 Click Add Dates The selected delegate will be added to the Current Delegates list at the top of the page 5 Select the Home link or Delegates Home link in the left navigation bar to return to the applicable p
10. erson starting the EA is recorded as the first entry in the approval routing If a delegate submits the form to the approval routing the submitter will be recorded as by delegate name below the person that started the form e Approver Delegate An approver delegate is authorized to perform the approval function in the absence of the principal approver It is up to the approver to clearly define to his her delegate s the scope of their authority and when they may exercise that authority If a delegate performs the approval function the delegate will be listed as by delegate name below the listed approver s name HRS VBS Access Required For a person to operate as a delegate of another person the delegate must have appropriate HRS department VBS access to perform as a delegate in the absence of the principal approver Delegate Time Periods All delegates are assigned for specific time periods at the time a delegate is entered Once entered a delegate entry cannot be modified but it can be deleted To assign the same person to a new delegate time period a new delegate entry is created A permanent delegate can be created by using an end date of 12 31 2099 for the delegate time period Multiple Delegates Allowed Multiple delegates may be defined Authority for the different delegates to approve specific types of EA forms can be procedurally determined or under what circumstances the different delegates are authorized to a
11. on o Whenever an EA form is created in the OLEA the department head for each of the departments on the EA if more than one is included is added in the Departmental Approver box on the Assign Routing page of the EA The originator can then add the individual s listed in the Departmental Approver box as formal approvers or not depending on unit procedures Any departmental approver not included as a formal approver in the EA routing will receive an email notification the EA was prepared o An individual email notification is sent at the time the EA is submitted to approval routing o Department approvers cannot turn this notification off o From ONLINE EAFORMS EAFORMS OKSTATE EDU Subject ONLINE EAFORMS Text An EA form has been created for Employee Name in your department and you were not included as the department head approver lt link to the specific EA form gt e Cancelation Notification to an Originator o Whenever an EA is canceled by an approver or later processor the originator is sent an email notification the EA was canceled o From ONLINE EAFORMS EAFORMS OKSTATE EDU Subject Canceled EA Form s Notification Text This is a notification that an EA form you created has been canceled lt link to the specific EA form gt Predefine Routings one WORK ITEM ROUTING UNIVERSITY Routings For Online EA Home Add New Routing Delegate Select a current routing to edit Emails Agr
12. orm An email notification is sent to the form originator that the form has been returned Record of the form is maintained in the OLEA application however the form cannot be restarted The selected action is processed when the Submit button is clicked and the user is returned to his her My EA Forms page Notes The originator and each approver has his her individual Notes textbox This textbox is provided for the convenience of the person to add comments or other notes that may be useful to any downstream reviewer Any approver or processor that returns an EA form to an originator should include an explanation in the Notes textbox
13. rocessors have an opportunity to make notes and or comments in a provided Notes field Other than that however the original document cannot be modified Assigning an Approval Routing The originator is automatically added as the first entry in the approval routing If a person other than the originator submits the form to its approval routing the person that submitted the form is recorded as the originator s delegate by being included as a by entry below the originator The OLEA requires at least one additional approver be added to the approver list by the form originator The individual defined as the department head within the AIRS department hierarchy for each position s department on the EA is listed as a Departmental Approver on the Assign Routing page of the EA This person can be added as an approver or not as determined by local procedures Any person listed as a Departmental Approver and not included on the approval routing will receive an email notification that an EA has been prepared for a person in his her department Even though the OLEA only requires one additional approver it is the responsibility of the form originator to follow department division college procedures to include the required approvers on each EA There are three methods that can be used by the form originator to assign approval routing An administrative unit can set up predefined routes using the Routing Application and give each route a uniqu
14. rol is set up to limit a user to being able to exercise an action only once per form In other words a person will not be allowed to originate or approve a form on their own authority and then approve the form again as a delegate of another approver All EA forms created within the OLEA application will use the Approval and Process routing as defined below Besides providing a path for documents to take for approval and processing the OLEA routing will also show which routing stops have been completed and what routing stops remain Also the routing will show which user exercised the approval or return options and whether the form was routed to and processed by the indicated route person or a delegate The OLEA routing consists of three routing stages that takes the OLEA document from the originator through approvals and processing to its terminal destination in the HR imaging system The three routing stages are e Approval Routing The step by step routing a form takes from the originator through the various offices departments administrative areas in sequence to receive approvals and notifications Typically this will only go through the college or division head This routing is added to the document from either a predefined routing or by ad hoc addition by the originator or both An example of an approval routing for a new faculty member could be department originator department head and dean e Process Routing Process routing is automatic
15. s and control email notifications The routing function within the Online EA application is used to establish the routing for each EA as well as providing the actual approval processing and generates the specific email notifications Work Item Routing To access the Work Item Routing application the user will need to enter his her Okey login and password Below are screen prints of the login page and the home page for the Work Item Routing application ons E WOREK NTEM ROUTING UNIVERSITY pr r Work Item Routing Login Enter your Okey login address firstname lastname okstate edu and password to continue Login address Password Forgot your password or baa WORK TEM_RQOUOUTING UNIVERSITY pam Work Item Routing Please select a Work Item in the left hand menu to manage routings Delegate Approvers and form originators can assign delegates to perform certain activities in the absence of the principal approver or originator e Originator Delegate The role of an originator delegate is fairly limited When a person creates an EA form s he does it based on his her own authority not authority delegated from another person The only function a delegate of an originator can perform is to complete an EA that was previously started and saved by another person This includes such items as assigning the approval routing adding attachments and submitting the form to the approval routing The name of the p
16. s ready to be submitted to the next person in the approval routing Hold The form is not ready to be submitted to the next person in the approval routing The purpose of this action is to document the Hold status by the person selecting this action Cancel Action Cancels the EA form Record of the form is maintained in the OLEA application however the form cannot be restarted The selected action is processed when the Submit button is clicked and the user is returned to his her My EA Forms page Approvers Each approver or his her delegate in the approval routing also has three options Approve The approver has completed his her review of the EA agrees with its content and the form is ready to be submitted to the next person in the approval routing or to the process routing if this is the last approver Hold The form is not ready to be submitted to the next person in the approval routing The purpose of this action is to document the Hold status by the person selecting this action This can be an important distinction for an approver or delegate that has reviewed the form and is either unsure it should be processed or wants to review additional information before making a final determination By placing the form on Hold the approver or other delegates are put on notice that somebody has reviewed the form and is not ready for it to go forward Cancel Action Notify Originator Cancels the EA f
17. stol pete okstate edu 06 01 2009 12 31 2099 C _Delete r Add Delegates Search using First Name Last Name or Email Address First Name Last Name Email Search Cancel 4 The Add Delegates for Online EA page is displayed The page is divided into two sections a Current Delegates shows the list of existing delegate entries for the Online EA A Delete radio button is available after each entry i A Delete button is available in the lower right corner of the Current Delegates box 1 To delete a delegate click the Delete radio button to the right of the delegate entry you want to remove 2 then click the Delete button b Add Delegates provides the method to search for and add delegates i Search Fields 1 First Name Searches both the HRS First Name and the O Key Preferred Name entered by individuals This field will search on as much of the first name as you enter A full name is not required 2 Last Name Searches both the HRS Last Name and the O Key Professional Name entered by individuals This field will search on as much of the last name as you enter A full last name is not required 3 Email Searches for the full email address A correctly entered complete email address is required 4 You can search on the first name last name first name and last name or use only the email address If an email address is entered along with eith
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