epro workflow - university system of georgia · epro workflow 23 of 42 any requisition line that...

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In the 9.2 application upgrade, the same eProcurement workflow stages that are currently used in 8.9 will be brought forward and institutional options will still be available. Listed below are the current stages delivered:

Stages Delivered

Description

Stage 1 Department and Project Approval

Stage 2 Fund Approvals (Agency Fund, Grant Fund, Technology Fee Fund)

Stage 3 Amount Approval

Stage 4 Item Type Based Approvals

Stage 5 Buyer Approval

Two new workflow options will be available in 9.2:

1. Stage 3 – Amount Approval (currently delivered to route by line amount greater than 10,000.00; in 9.2 institutions have the option to route based on total Requisition amount).

2. Stage 4 – Additional Path will be available for Budget Reference Approvals Institutions should review these new options included within this document and determine if they plan to use them.

Approval Process Definition

In this stage, requisitions will be routed to the department manager and the project manager if both ChartFields are used on the requisition line. If no Project ID is entered on the requisition, it will route to the department manager, and then move to Stage 2.

If there is a Project ID used on the requisition, but no project manager has been identified

on the Project, then after department manager approval, it will route to the ePro Admin. The ePro Admin on Campus must be identified and assigned the BOR_EP_ADMINXX role (the XX is the first two digits of the SetID).

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Below is a screen shot for department manager maintenance.

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Below is a screen shot for project manager maintenance.

Below is a screen shot of the New Dept Approver page.

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Institution Customization Options

This is the base approval option. Currently this level of approval is required.

An approver also has the Ad Hoc ability to add additional approvers prior to providing their own approval.

BOR Department Approver page - provides the ability to have additional department approvers. This gives the institution 3 options for departmental approver.

o Option 1 – Only use the manager ID on the department chartfield. o Option 2 – Only use the BOR Department approver page. o Option 3 – Use both the manager ID on the department chartfield and any

additional approvers listed on the new custom department approver page.

Agency Fund Approval Process Definition

In this stage, requisitions will be routed to an approver on campus that has the BOR_AGENCY_FUND_APPR role, if there is an agency fund used on the requisition line. This path will be bypassed if no agency fund is entered on the requisition.

If there is an agency fund used on the requisition, but no approver has been given the

BOR_AGENCY_FUND_APPR role, then it will route to the ePro Admin. The ePro Admin on Campus must be identified and assigned the BOR_EP_ADMINXX role (the XX is the first two digits of the SetID).

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Below is a screen shot of the criteria for this path.

Any requisition line that contains a fund code between 60000 and 62000 will route to an agency fund approver.

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The above user is an agency fund approver, since they have been granted the

BOR_AGENCY_FUND_APPR role to their security user profile.


Institutions may have multiple agency fund approvers.

Institutions may inactivate this stage.

Institutions can determine if they want all the agency fund approvers to approve the requisition, or if only one has to approve it for those with multiple agency fund approvers.

Institutions may determine that there are additional fund codes required.

Institutions may choose to use multiple paths to designate a specific approver(s) for

individual agency funds. This approach requires separate roles for each path.

Grant Fund Approval Process Definition

In this stage, requisitions will be routed to an approver on campus that has the BOR_GRANT_APPR role, if fund code 20000 used on the requisition line. If not, the requisition will move to Stage 3.

If fund 20000 is used on the requisition, but no approver has been given the

BOR_GRANT_APPR role, then it will route to the ePro Admin. The ePro Admin on campus must be identified and assigned the BOR_EP_ADMINXX role (the XX is the first two digits of the SetID).

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Any requisition line that contains a fund code of 20000 will route to a grant fund approver.

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The above user is a grant fund approver, since they have been granted the

BOR_GRANT_APPR role to their security user profile.


Institutions may have multiple grant fund approvers.

Institutions may inactivate this Stage.

Institutions can determine if they want all grant fund approvers to approve the requisition, or if only one has to approve it for those with multiple grant fund approvers.

Institutions may determine that there are additional criteria that need to be added.

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Tech Fee Fund Approval Process Definition

In this stage, requisitions will be routed to an approver on campus that has the BOR_TECH_FEE_APPR role, if fund code 16000 used on the requisition line. If not, the requisition will move to Stage 3.

If fund 16000 is used on the requisition, but no approver has been given the

BOR_TECH_FEE_APPR role, then it will route to the ePro Admin. The ePro Admin on campus must be identified and assigned the BOR_EP_ADMINXX role (the XX is the first two digits of the SetID).

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Any requisition line that contains a fund code of 16000 will route to a tech fee fund

approver.

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The above user is a tech fee fund approver, since they have been granted the

BOR_TECH_FEE_APPR role to their security user profile.


Institutions may have multiple tech fee fund approvers.


Institutions can determine if they want all tech fee fund approvers to approve the requisition, or if only one has to approve it for those with multiple tech fee fund approvers.

Institutions may determine that there are additional criteria that need to be added.

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In this stage, two paths are now available:

Path 1: Line Amount Approval – GeorgiaFirst Marketplace and special requests Requisitions will be routed to an approver assigned the

BOR_CAT_AMOUNT_APPR role if there is a requisition line that has a monetary amount of $10,000.00 or more. This stage will be bypassed if the monetary amount is less than $10,000.00.

If the monetary amount is greater than $10,000.00, but no approver has been given BOR_CAT_AMOUNT_APPR role, then it will route to the ePro Admin. The ePro Admin must be identified and assigned the BOR_EP_ADMINXX role (XX is the first two digits of the SetID).

Path 2: Total Amount Approval New in 9.2

Requisitions will be routed to an approver assigned the BOR_CAT_AMOUNT_APPR role if there is a requisition where the total requisition exceeds a dollar amount defined by the institution (for example $5,000 or more). This path can be used to monitor for adhering to necessary bid procedures.

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Any requisition line where the merchandise amount is greater than $10,000.00 will route

to the amount approver.

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Institutions may have multiple amount approvers.


Institutions can specify whether all amount approvers must approve the requisition, or if only one has to approve it for those with multiple amount approvers.

Institutions may determine that they want non-GFM requisitions to have an amount

approver.

Institutions may modify the amount threshold used to trigger the approval.

Institutions may choose to only route it to this stage if the total requisition amount is greater than a dollar threshold instead of using line level amounts.


In this stage, there are eleven potential approval paths identified (additional paths can be added as necessary) for Item Type based approvals.

In this stage, requisitions will be routed to an approver on campus that has the role defined for each path as shown below if the requisition line meets the criteria for that path. If no line on the requisition meets any of the paths criteria the requisition will move to Stage 5 or go to approved.

If there is a requisition line that meets one of the criteria, but no approver has been given

the associated role, then it will route to the ePro Admin. The ePro Admin on campus must be identified and assigned the BOR_EP_ADMINXX role (the XX is the first two digits of the SetID).

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The eleven identified paths and the setup are presented below. Path 1: Asset Approver This approver will need the BOR_ASSET_APPR security role added to their user profile.

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Any requisition line that contains an account between 800000 and 899999 or equals

743200 or 744200 will route to an asset approver.

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The above user is an asset approver, since they have been granted the

BOR_ASSET_APPR role to their security user profile.


Institutions may have multiple asset approvers.

Institutions may inactivate this Path.

Institutions can specify whether all asset approvers must approve the requisition, or if only one has to approve it for those with multiple asset approvers.

Institutions may identify additional account codes for asset approval.

Institutions may add monetary amount criteria.

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Path 2: Audio Visual Approver This approver will need the BOR_AUDIO_VIS_APPR security role added to their user profile.

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Any requisition line that contains an NIGP code listed above will route to an audio visual approver. The criteria page displays Category ID, but the NIGP code is mapped to associated Category IDs in the system.


Institutions may have multiple audio visual approvers.

Institutions may inactivate this path.

Institutions can specify whether all audio visual approvers must approve the requisition, or if only one has to approve it for those with multiple audio visual approvers.

Institutions may identify additional NIGP codes for audio visual approval.


Path 3: Chemical Approver This approver will need the BOR_CHEMICAL_APPR security role added to their user profile.

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Any requisition line that contains an NIGP code between 11500 and 11590 or 17513 will route to a chemical approver. The criteria page displays Category ID, but the NIGP code is mapped to associated Category ids in the system.


Institutions may have multiple chemical approvers.


Institutions can specify whether all chemical approvers must approve the requisition, or if only one has to approve it for those with multiple chemical approvers.

Institutions may identify additional NIGP codes for chemical approval.


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Path 4: Facilities Planning and Design Approver. This approver will need the BOR_FACILITIES_APPR security role added to their user profile. This is for Facilities Planning and Design Approvals.

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Any requisition line that contains an NIGP code listed above will route to a Facilities Approver. The criteria page displays Category ID, but the NIGP code is mapped to associated Category IDs in the system.


Institutions may have multiple Facilities Approvers.


Institutions can specify whether all Facilities approvers must approve the requisition, or if only one has to approve it for those with multiple Facilities approvers.

Institutions may identify additional NIGP codes for Facilities approval.


Path 5: IT Approver This approver will need the BOR_IT_APPR security role added to their user profile. This is for Hardware and Software Approvals.

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Any requisition line that contains an NIGP code listed above will route to an IT approver. The criteria page displays Category ID, but the NIGP code is mapped to associated Category IDs in the system.


Institutions may have multiple IT Approvers.


Institutions can specify whether all IT approvers must approve the requisition, or if only one has to approve it for those with multiple IT Approvers.

Institutions may identify additional NIGP codes for IT approval.


Path 6: University Relations Approver This approver will need the BOR_UNIVREL_APPR security role added to their user profile.

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Any requisition line that contains an NIGP code listed above will route to an University Relations approver. The criteria page displays Category ID, but the NIGP code is mapped to associated Category ids in the system.


Institutions may have multiple University Relations approvers.


Institutions can specify whether all University Relations approvers must approve the requisition, or if only one has to approve it for those with multiple University Relations Approvers.

Institutions may identify additional NIGP codes for University Relations approval.


Path 7: Invalid NIGP Approver This approver will need the BOR_BUYER_APPR security role added to their user profile.

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Any requisition line that doesn’t contain a valid NIGP code will route to a Buyer approver.

The criteria page displays Category ID, but the NIGP code is mapped to associated Category ids in the system.

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Institutions may have multiple Buyer Approvers.


Institutions can specify whether all approvers must approve the requisition, or if only one has to approve it for those with multiple approvers.

Path 8: Furniture Approver This approver will need the BOR_FURNITURE_APPR security role added to their user profile.

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Any requisition line that contains one of the above NIGP codes will route to a Furniture

approver. The criteria page displays Category ID, but the NIGP code is mapped to associated Category ids in the system.

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Institutions may have multiple Furniture Approvers.


Institutions can add additional criteria.


Path 9: Human Resource Approver This approver will need the BOR_HUMAN_RES_APPR security role added to their user profile.

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Any requisition line that contains one of the above NIGP codes will route to a Human

Resources approver. The criteria page displays Category ID, but the NIGP code is mapped to associated Category IDs in the system.

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Institutions may have multiple Human Resources approvers.




Path 10: Pharmaceutical Drug Approver This approver will need the BOR_PHARM_DRUG_APPR security role added to their user profile.

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Any requisition line that contains one of the above NIGP codes will route to a

Pharmaceutical Drug Approver. The criteria page displays Category ID, but the NIGP code is mapped to associated Category IDs in the system.

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Institutions may have multiple Pharmaceutical Drug Approvers.




Path 10: Budget Reference Approver This approver will need the BOR_EP_BUD_REF_APPR security role added to their user profile.


Any requisition line where the budget reference does not equal the fiscal year will route to

a Budget Reference Approver.

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Institutions may have multiple Budget Reference Approvers.





In this stage, Special Request (outside of GFM) requisitions (Origin not equal to “CAT”) will be routed to an approver on campus that has the BOR_BUYER_APPR role.

If there is no approver that has been given the BOR_BUYER_APPR role, then it will route to the ePro Admin. The ePro Admin on Campus must be identified and assigned the BOR_EP_ADMINXX role (the XX is the first two digits of the setid).

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Below is a screen shot of the criteria for this stage.


Institutions may have multiple Buyer approvers.

Institutions may inactivate this Stage.

Institutions can specify whether all buyers must approve the requisition, or if only one has to approve it for those with multiple buyer approvers.

Institutions may include this stage for all requisitions.

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1) Determine if your institution would like to enable either of the two new 9.2 stages/paths.

Stage Activate (Yes or No) Stage 1 – Dept. and Project Approval

Stage 2 – Fund Approval

Stage 3 – Amount Approval

Path 1 – Line Amount Approval (GFM)

Path 2 – Total Requisition *NEW*

Stage 4 – Item Type Based Approvals

Path 1 - Asset Approver

Path 2 - Audio Visual Approver

Path 3 – Chemical Approver

Path 4 - Facilities Planning Approver

Path 5 - IT Approver

Path 6 - University Relations Approver

Path 7 – Invalid NIGP Approver

Path 8 - Furniture Approver

Path 9 – Human Resources Approver

Path 10 - Pharmaceutical Drug Approver

Path 11 – Budget Ref Approver *NEW*

Stage 5 – Buyer Approval

2) Within new paths (Stage 3-Path 2 and Stage 4-Path 11), determine if there are institution specific criteria needed.

3) If you would like to consider any changes to your existing workflow stages/paths, please

contact Shelia Sloan [email protected]. Shelia will provide guidance on information that will need to be provided back in your checklist.

Stage/Path Institution Specific Criteria

Needed (Yes or No) List Criteria Needed

Stage 3, Path 2 Total Requisition Approver

Stage 4, Path 11 Budget Ref Approver

mailto:[email protected]

epro workflow - university system of georgia · epro workflow 23 of 42 any requisition line that...

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