Where Did My Document Go? Routing Dilemmas and How Real People Have Solved Them Presented by Mary Durham-Pflibsen.

Where Did My Document Go?

Routing Dilemmas and How Real People Have

Solved Them

Presented by Mary Durham-Pflibsen

When do we realize we have a routing dilemma?

• When our Fiscal Officer is Absent!

• If we log in to approve a document, and it isn’t there

• If a document is taking too long to process

Why do We Route Documents?

• Separation of duties

• Proper review

• Takes away the guesswork

Built-in Routing

• Initiator Fiscal Officer Central Review

• Others, depending on document properties

Optional Additional Routing

• Primary Delegate

• Secondary Delegate

• Ad Hoc - Individual or group*

• Organization Review– Individual or group*

Routing Actions

• Approve

• Acknowledge

• FYI

Real-Life Routing Dilemmas

• We’ve got primary or secondary delegates for all our accounts, right?

• Uh-oh, didn’t I ad-hoc all those cash transfers to my boss just before she left on emergency leave?

• Why did that document skip my FO?

What are Primary & Secondary Delegates

• Documents will route directly to the Primary Delegate’s action list, but the Fiscal Officer or Secondary Delegates can still retrieve and approve them.

• Secondary delegates can retrieve and approve documents, but they will not see them on their Action List unless they select “Choose Secondary Delegation.”

How will I know if an account has Delegates?

• Wait until your Fiscal Officer is on vacation, and see how many documents don’t get approved…

How will I know if an account has Delegates?

…OR, go to UAccess Financials>Main Menu>Lookup and Maintenance>Workflow

>Account Delegate

How will I know if an account has Delegates?

…OR, go to UAccess Analytics Dashboards >Financial>General- System Value Sets>Account Authorized Approvers and Management

How will I know if an account has Delegates?

How will I know if an account has Delegates?

How do we create Delegates

• Can be set up as primary or secondary, and based on document type and/or document amount.

• When creating a new account, you are not automatically prompted to set up account delegates. This must be done on a separate Account Delegate document- several options.

Why did my document skip the Fiscal Officer and Delegates?

Why did my document skip the Fiscal Officer?

• What happens when the fiscal officer or a delegate (primary or secondary) initiates the document? – Auto-approvalWorkaround-

– Ad hoc routing (manual- you need to remember)– Organization review (automatic)

Does it Matter whether the routing skips the Fiscal

Officer?

• Aren’t central reviewers the “second” set of eyes that satisfy the requirement for separation of duties?

• Edocs are not always financial transactions

What if the Fiscal Officer is temporarily unavailable with

edocs in their action list?

• Super User to the Rescue!

Why did my document skip the Fiscal Officer?

What if the Fiscal Officer has left the UA, but documents are

in their action list?

1. Edit account to add new Fiscal Officer2. Account manager adds note to eDoc to

approve the change3. Contact your Fund Accountant or FSO

outreach to request Super User Approval4. Wait for edoc to finalize5. Request FSO outreach requeue eDocs

Effort Certification Reports

• Contact Sponsored Projects Services- Marcel Villalobos or others

• SPS will Super User approve and then re-route to another appropriate approver.

• SPS can accept emailed approval and super-approve based on email.

Ad Hoc Routing

• Done for a specific document• Can be to a group* or an individual• Ad hoc inserts a new routing destination

immediately following the request• Ad hoc approve will prevent a document

from further routing until that individual or group member approves. (This can also be a disadvantage…)

Disadvantages

• Must be manually requested every time

• Delegates can NOT cover ad-hoc approval

• Ad hoc reviewers can not make changes to document properties, other than adding notes, or disapproving if sent for approval.

Organization Review

• Once set up, Organization Review will be automatic for all documents which meet the established org review criteria.

• Can be an individual or group• Can be passive or forced• Can be set up to require approval by one

or all members of a group• Occurs after FO but before Central review• Can be set up by numerous parameters

Disadvantages

• Delegates can NOT cover org review• Org review that is not forced can be

“invisible” until someone leaves the UA or transfers departments.

Benefits of Being Included in Document Routing

• Able to review document images• Ability to monitor document flow without

actually taking action

How can I see someone else’s action list?

UAccess Analytics DashboardsFinancialGeneral-System MonitoringAction List– Can search by Emp ID, NetID, Dept or Doc Type

Case Study 1

We have two Fiscal Officers in our department. Each is FO for a unique set of accounts. We want every document to get a second approval from the other Fiscal Officer. We have therefore set up each FO as a secondary delegate for each other’s accounts, but it doesn’t work. Why not?

Case Study 2

We have an organization review set up so that all travel documents route automatically to our Department Head for approval, and it causes a real bottleneck because she is often tied up in meetings. What can we do?

Case Study 3

• Our Fiscal Officer left the department. Prior to his departure, we set up a new fiscal officer, who now reviews all of our documents. Why does the previous FO still get our documents in his Action List?

Case Study 4

• We set up an Organization Review for document type COA (Chart of Accounts.) How come new account documents don’t route to us?

Review: Fiscal Officer isn’t with the University

Steps to Resolve:

1. Account Manager adds note to eDoc to the approve changes

2. Request FSO Outreach get eDoc Super User approved

3. Wait for eDoc to finalize

4. Request FSO Outreach requeue eDocs

Resources

Routing, Delegation and Search Workbook:• http://

uits.arizona.edu/sites/default/files/workshops/watt/UAccess%20Financials%20Routing%20Delegation%20and%20Search.pdf

Document Hierarchy Chart:• http://

uits.arizona.edu/sites/default/files/workshops/watt/UAccessFinancialsDocumentHierarchyandAccessLevels.pdf

Acknowledgements• Ron Blank, Financial Services Office

• Melanie Cooley, Office of Student Computing Res.

• Pam Mendel, College of Education

• Amy McClure, Eller College

• Ron Roberts, Campus Recreation

• Marcel Villalobos, Sponsored Projects Services

• Jean Vock, Eller College

• Catherine Zavala, Office of Student Computing Res.

• Members of the UAccess Business Office Toolkit Advisory Committee