Outlook Workflow Process

Director Approval

IRB Submittal

Outlook

VP Approval

1 2 43

Finance Approval

5

IRB Final Approval

Quick Reference Guide“Cheat Sheet”

Pilot Participants:• Richard Tingle• Rob Evans• Angela Murphy• Greg S. Harris• Jay Angelucci• Jennifer Thomas (Alternate)

Initiator(Note: Your email must be set to “HTML” format in order to open the Form

attachment - Go to “Tools>Options>Mail Format>Message Format” to set your Outlook to HTML)

Complete the form

• Open Outlook (to view folders, select “View>Folder List)• Navigate to Public Folders>All Public Folders>BST>ICS

Marketing>Approval Forms• Select to highlight either “Work Brief” or “Project Stage Gate”• Observe the “Posts” folder at the right of the screen – this is

where all forms reside that have been initiated• At top menu, select “Actions”• Select “New Work Brief” or “New Project Stage Gate”• Initiator completes all form fields• Initiator selects “Send for Approval” (Work Brief) or “Send to

IRB” (Project Stage Gate) button• Outlook email system will perform email name checks, select

“Yes” at dialog box(es)• Initiator’s name appears in the signature field• Form will go to Outlook email for routing to the first line

Approver• Select the ! (High Priority) setting - Select “Send”• Once sent, be sure to “Save” the form• Initiator will be cc’d at every approval signature during the

process

View the Status

• Return to the “Posts” folder• Double-click to open the applicable form that was sent for

approval• On the form, select the “History Log” tab• Observe the status of the form in real time• No changes are to be made to the form from the Posts

folder – see instructions for details

Approvers(Note: Your email must be set to “HTML” format in order to open the Form

attachment – Go to “Tools>Options>Mail Format>Message Format” to set your Outlook to HTML)

Approve the form

• Open your Outlook Inbox• Subject of email is ***Approval Required**• Double click the attachment in the email (you may experience a

5-10 minute delay in opening the form – this is normal)• Observe the previous signatures to ensure that the proper

person has approved before you• View the field where your signature is required• Select the appropriate button for your signature (i.e., Finance

Approval, Approving Director, Approving VP, etc.)• Outlook email system will perform email name checks, select

“Yes” at dialog box(es)• Form will go back to Outlook email for routing to the next

Approver• Select the ! (High Priority) setting• Select “Send”• Once sent, be sure to “Save” the form

View the Status

• Navigate to the “Posts” folder (Public Folders>All Public Folders>BST>ICS Marketing>Approval Forms>Work Brief or Project Stage Gate)

• Double-click to open the applicable form that was sent for approval

• On the form, select the “History Log” tab• Observe the status of the form in real time• No changes are to be made to the form from the Posts

folder – see instructions for details

PRIVATE/PROPRIETARY/CONFIDENTIAL

WorkFlow Process

In the WorkFlow process the document is electronically submitted and automatically routed via email to the next approver.

Director Approval

IRB Submittal

Outlook

VP Approval

1 2 43

Finance Approval

5

IRB Final Approval

•The Work Brief form is initiated by navigating to the Approval Forms folder in Outlook. The path is Public Folders>All Public Folders>BST>ICS Marketing>Approval Forms>Work Brief.

•Once the Work Brief Form is highlighted, the initiator selects the Actions Menu, then clicks “New Work Brief”. This will open the form for the initiator’s completion.

•All Approvers will also have a “Posts” mailbox that will contain all Work Briefs initiated and their status in the WorkFlow.

The Work Brief

The Work Brief tab contains the actual Approval Form. In this example, the Work Brief is initiated by Cassandra D. Jackson and once complete, is forwarded to Jennifer Thomas as Manager . The Status Box shows “Sent to Manager”.

The second tab on the Work Brief is the History Log. The History Log captures the status of the Work Brief, with information about who last received the form, the date of receipt and the time of receipt. In this case it shows that the Originator sent the Work Brief to the Manager for Approval. The History Log logs the flow of the Work Brief.

Jennifer Thomas approves the Work Brief as Manager. The Work Brief is then forwarded via email to Cassandra Jackson as Finance, who approves it by selecting the “Finance Approval” button. An email then goes out to Shemega Goodman for approval as Director. The Status Box now shows “Sent to Director”, and both Jennifer and Cassandra’s signature as Manager- and Finance- approved appear automatically in the approvals box.

The History Log now shows the date and time of the approval by Finance and the date and time that the Work Brief was submitted to the Director for approval.

The Work Brief has been approved by Shemega Goodman as Director. Shemega selected the “Director Approve” button, which initiated an email to the VP asking for approval. The Status Box now shows “Sent to VP”, and Jennifer, Cassandra and Shemega’s signatures as Manager-, Finance- and Director-approved appear automatically in the approvals box.

The History Log now shows the date and time of the approval by the Director and the date and time that the Work Brief was submitted to the VP for final approval.

The Work Brief was forwarded from the Director to the VP and has been approved by Cassandra Jackson as VP. After receiving the emailed form from the Director, Cassandra selected the “VP Approve” button, which initiated an email back to the Preparer advising them of approval. The Status Box now shows “Approved”, and Jennifer, Cassandra and Shemega’s signatures as Manager, Finance, Director and VP-approved appear automatically in the approvals box.

The History Log now shows the date and time of the approval by the Manager, Finance, Director and VP. The Preparer will receive an email that “The Attached Work Brief has been Approved”.

The third tab of the Work Brief is the Directions tab. On this tab are instructions for use of the form, what should be entered into each field of the form, and an explanation of the routing process.

The Project Stage Gate

Project Stage Gate – Directions Tab

The Project Stage Gate tab contains the actual Approval Form. In this example, the Stage Gate is initiated by Cassandra D. Jackson and once complete, is forwarded via email for IRB Advance Approval . The “Current Stage Gate” field shows “Sent to CFO-ICS Marketing”. After gaining IRB Advance Approval, the signature and date of the Approver appears in the Approvals field. An email is sent to CFO – ICS Mktg”

The CFO-ICS Finance approves the Stage Gate. The Status Box now shows “Sent to Director”, and both the IRB Advance approver and the CFO-ICS Finance approver signatures appear automatically in the approvals field. The Stage Gate is then forwarded via email to the Director , who will approve it by selecting the “Director Approval” button.

The History Log now shows the date and time of the “Sent for IRB approval, the approval by IRB Advance Review, the CFO-ICS Finance and the “Sent for Approval to the Director” flow.

The Director approves the Stage Gate. Note: For amounts under $100,000, VP signature is not required, therefore, the VP approval field automatically populates the field with “not required”. The Status Box now shows “Approved”, and now the IRB Advance approver, the CFO-ICS Finance approver and the Director approval signatures appear automatically in the approvals field. The Stage Gate is then forwarded back via email to the Initiator, who will process as needed.

The History Log now shows the “Final Approval: date and time based on the Director’s approval. The Director was the last required to approve because the Stage Gate’s total Gate Cost is less than $100,000.