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Comptroller
GM Accounting Services Workflow Approver*
GM Award Manager
GM Financial Analysis Workflow Approver*
GM ITS Workflow Approver
GM ITS Workflow Approver *
GM OSP Workflow Approver*
GM Project Manager
GM Setup Specialist
The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.
Workflow is a feature of the Integrated System that can be adapted for various modules because it is interactive. In the UVA GA setup, workflow was set to initiate when a project is funded by an award for the first time. When activated, workflow automatically sends an email notification to the appropriate "Approvers" as well as initiating an interactive process in GA that populates the Workflow Notifications Summary window. The "Approver" who was automatically notified via e-mail will navigate to the GA Workflow Notifications Summary window and reviews the new or modified projects. The changes are either approved or rejected. If the changes are rejected, the rejection is explained in the comments section.
UVA GA Award Managers, Project Managers and Setup Specialists who setup projects and initiate changes in them can look at the Project Status field in the Projects, Templates window to check the status of the approval process. If the project is approved, no further action is required. In case revisions are rejected, the Award Managers, Project Managers and Setup Specialists who initiate the changes will review the comments and modify their project to meet the requirements for approval.
When the Project Status is Rejected workflow can be initiated again by highlighting the funded amount re-entering the amount in the Project Funding Screen and saving.
The following pages will guide you through the Workflow approval process in GA.
Three project statuses are created by workflow:
|
Workflow-Created Project Status |
Result if Approved |
Result if Rejected |
|
Submitted |
Submitted to Central |
Rejected, rejection notice sent to Creator |
|
Submitted to Central |
Approved, notification sent to Creator |
Rejected, rejection notice sent to Creator |
Rejection notice always goes to the ‘creator’ of the project/award funding linkage.
You can fund multiple projects during the same session, but in order for workflow to be triggered you must save after each funding entry (line) in the Fund Projects Form. Workflow will only be initiated on new project/award combinations.
Second level approval changes project status to ‘approved’ and sends email and workflow notification to the ‘creator’ of the project/award funding.
Approvers for second level should use their corresponding GA approver responsibility to review workflow notifications; this permits the approved email/notification to include the central office responsibility name.
Workflow - Project Workflow Process Flow
When creating new PTA linkages:
Two levels of approvals for non-sponsored PTAs:
Timeouts on first level (departmental) approvals are set for 24 hours.
If award oversight 1 does not respond to the workflow notice within the timeout period the workflow notice will then be forwarded to award oversight 2. If award oversight 2 does not respond within the timeout period the workflow notice will then be forwarded to the second level (central) for approval.
Only one employee should be assigned to the Award Oversight 1 personnel role and only one employee should be assigned to the Award Oversight 2 personnel role on any award.
No timeout is set on second level approvals.
One level of approval for sponsored PTAs:
First level approvers (award oversight 1 or award oversight 2) receive both email and workflow notification within the application.
Note: It is not recommended to approve through e-mail notifications only within the application.
Responding to Workflow notifications from within the application
Grants
Accounting
N ® Workflow ® Self Service
Workflow ® Notifications
Notification Form
3. Select Project (s).
4. Select [Open].
Enter note field to explain why the Project linkage is rejected or reassigned.
5. Select Action [Approved], [Rejected] or [Reassign].
Reassign will forward to another user by querying on the HR file.
Continue if [Reassign] is selected.
6. Enter user's last name with %, select name from LOV.
7. Select [Submit].
Grants
Accounting
N ® Projects
Projects, Templates
Note: All completed GA workflows are archived on the first of each month. Monitor Project Workflows window will only show workflows in progress in the application. To view completed workflows run the standard GA report: UVA GA Project Workflow Approval Report.
1. Navigate to Projects and open your project.
2. Select Tools from the menu bar.
3. Select Monitor Project Workflows.
4. Highlight the employee name that received the workflow notification.
Note: Project Workflows window only opens if the project is funded (linked) by multiple awards with a workflow history.
5. Select [OK]
6. Select [View Diagram].
Note: Select the Status Tab and double click on UVA Notify Role icon to view the Assigned User.
UVA GA Project Workflow Approval Report
7. Run the “UVA GA Project Workflow Approval Report”.
Note: Enter the required values in the appropriate parameter fields.
Note: If you run the standard report by Project number, Begin and End Dates and leave the Award field blank you can view all the workflows connected to the Project without limiting the view to one Award.
The report will be displayed in HTML format in a new browser window.
End of activity.
Effective: 10/22/04
Revision: 10 06/24/05
Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
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