Workflow

...

Workflow

Distribution

Comptroller

GM Accounting Services Workflow Approver^*

GM Award Manager

GM Financial Analysis Workflow Approver^*

GM ITS Workflow Approver ^*

GM Project Manager

GM Setup Specialist

Related Procedures

Creating & Revising a Project

Ownership

The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Workflow

Workflow is an interactive feature of the Integrated System that can be adapted for various modules. UVA Grants Accounting workflow processes include the following:

Installment workflow - an FYI notification to the Award Manager when an Award installment is created or modified.
Budget Workflow – requiring approval and set to initiate when a Project / Award combination budget is submitted for the first time. Budget Workflow initiates the following:

notifications to the appropriate Approvers - in turn
notifications of Approved and Baselined Budget
notifications of Rejected Project / Award combinations

Approvals can be made via e-mail or from the GA Workflow Notifications Summary window where the approver can review the new Project / Award combination.

If the budget is approved a valid PTA is created and the Award and Project Managers are sent a notification. If the budget is rejected the reason is explained in the comments section of the GA Workflow Notification Summary window of the initiator of the workflow, i.e., the person who submitted the budget.

Award Installment Notification

The Award Manager on the Award receives a workflow notification via email and workflow notification in the system when an active award installment has been created and or modified by the Setup Specialist.

Grants Accounting
N ® Workflow ® Self Service Workflow ® Notifications
Worklist

1. Select Notifications.

2. Select the notification you want to review.

Subject field will state the installment number for the Award.

3. Select [Open].

In the case shown below your only action will be to review and click [OK]. This is not a new Project / Award combination; the installment is simply being increased by $10K. The Information note says, “This notification does not require a response.”

4. Review information and Select [OK].

5. Close form.

GA Workflow for New P/A Combinations

NOTE: Workflow approval process is for Non-OSP P/A combinations.

Budget workflow is set to initiate the first time a Project / Award combination budget is submitted.

If the Project / Award combination is approved no further action is required.
If the Project / Award combination is rejected the user who initiated the workflow by submitting the budget will do the following:

resubmit or terminate the workflow
delete the budget (if funding level is involved, or the Project / Award linkage is not allowed)
delete the funding if applicable and modify the Project / Award combination to meet the requirements for approval.

NOTE: If the initiator is the Project Manager they will need to notify the Award Manager or Setup Specialist to delete the funding if applicable and to modify the Project / Award combination to meet the requirements for approval.

Funding Projects from Award Installments

UVA funds at the Project Level. All tasks associated with the project can be used with the Award that funds the Project.

Workflow is initiated when a new Project / Award combination Award Budget is submitted.

Remember: Workflow approval process is for Non-OSP Project / Award combinations.

Budget Submitted By

Notification to First Approver

Award Oversight 1

Notification to Second Approver

Award Oversight 2

Notification to Final Approver

Central

Result/ Notification

Award Manager

Approves P/A combination

N/A

Approves P/A combination & baselined budget.

Valid PTA/

Notification of approval sent to Award Manager & Project Manager

Project Manager

No response after 24 hours notification is sent to next approver

Approves P/A combination

Approves P/A combination & baselined budget.

Setup Specialist

Approves P/A combination

N/A

Rejects P/A combination

Rejection

notification sent to initiator of workflow

IF P/A is Rejected:

Initiator terminates workflow & follows instructions to delete budget & funding

GA Workflow Process Flow

When creating new Non-Sponsored Project / Award combinations there are two levels of approval: Departmental is the First level and Central is the Second level.

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.

First level approval is set to timeout in 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.

First level approvers (Award Oversight 1 or Award Oversight 2) receive both email notification and notification within the application from the workflow process.

Second level of approval has no timeout.

Central Office based on award type:
Accounting Services
Financial Analysis
Investment & Tax Services (ITS)

No timeout is set on second level approvals.

Note: Remember that the Workflow Approval process is for Non-OSP P/A combinations.

GA Workflow Notifications Review of New P/A Combinations

Grants Accounting
N ® Workflow ® Self Service Workflow ® Notifications
Notification Form

1. Navigate to Notifications to respond to Workflow notifications from within the application.

2. Select P/A combination (s).

Subject field will state the P/A combination and action required.

3. Select [Open].

4. Click on UVA Project Create Form (under References).

5. A File Download window opens.

6. Select [Open] to review the Project Create Form.

7. Close Project Create Form.

Approve or Reject at Level 1 (Departmental Level)

Select Notification Action [Approved] or [Rejected].

Action [Approved] workflow is sent to the final workflow approver.

UVA GM Accounting Services Workflow Approver
UVA GM Financial Analysis Workflow Approver
UVA GM ITS Workflow Approver

Action [Rejected] workflow is sent back to the initiator of the workflow. A rejection requires an explanation in the response section at the bottom of the notification.
IF REJECTED: Initiator of Workflow Terminates workflow and follows instructions to delete budget and funding

The NOTE section will include the explanation of the reason for rejection.

Approve at Level 2 (Central Level)

Central Workflow Approver selects Action [Approve].

Action [Approved] workflow sends a notification to the Award Manager and Project Manager that the Award and Project budget has been baselined.
No action required.
Workflow ends.

Reject at Level 2 (Central Level)

Action [Rejected] workflow sends a notification to the Award Manager to [Resubmit] or [Terminate] the workflow.

Review NOTES section of the notification.

Workflow sends an FYI notification to the initiator of the workflow.

If the Award Manager was the initiator then the FYI notification is not sent, since the Award Manager will have received a notification to [Resubmit] or [Terminate] the workflow.

GA Workflow Notifications – Funding at the Task Level!

Funding at the task level is only allowed with approved justification for a valid business need.

A notification is sent to the initiator of the funding after the Project / Award combination Award Budget has been submitted, asking:

“Was it your intention to fund at the task level?”

If the funding at the task level was intentional the initiator must respond by:

justifying the funding in the explanation field on the notification
and [Approve] the message.

If funding at the task level was not intentional the initiator must reject the message and fix the funding by:

selecting [Reject] budget workflow
delete the Award Budget
delete the Project Funding
save and re-enter funding at the Project Level
and create and Submit the Budget.

Funding Projects from Award Installments

As a rule UVA funds at the Project Level, and all tasks associated with the project can be used with the Award that funds the Project.

Funding at the Task Level is allowed with restrictions as follows:

only allowed with approved justification
for a valid business need,
and allows the funded Task to be used only in transactions with the particular Project / Award combination.

The following table is intended to clarify the workflow in the Task Level scenario.

Workflow is initiated when a new Project / Award combination Award Budget is submitted.

Workflow approval process is for Non-OSP P/A combinations.

GA Workflow Notification of Funding at the Task level!

Originator of Funding

FYI Notice

No Justification /Reject

Notification to Award Manager

to Delete Budget

Justification

/Approve

FYI Notification to Initiator of Workflow

Notification to

Award Manager

Workflow initiator (Project Manager)

Award Manager justifies funding at the Task Level and selects [Approved].

Workflow continues through the approval process.

Notification to

Award Manager

Workflow initiator

(Award Manager)

Award Manager rejects funding at the Task Level workflow notification.

Award Manager selects [Yes/No] to delete the budget.

Notification to

Award Manager

Workflow initiator (Project Manager)

Award Manager rejects funding at the Task Level workflow notification.

Award Manager selects [Yes/No] to delete the budget.

FYI notification is sent to the Project Manager.

Grants Accounting
N>Workflow>Self Service Workflow>Notifications
Worklist

1. Select Notifications.

2. Click [Open].

3. Select [Reject].

4. The initiator of the workflow will receive a notification to delete the budget.

5. Select [Yes] to delete the budget.

Note: the budget must be deleted in order to fix the funding.

Monitor GA Workflow

Note: Only the personnel members listed on the Award (Award Manager, Award Oversights) can view Monitor Budget Workflows window.

Grants Accounting
N ® Award Budget
Award Budget

1. Navigate to Award Budgets and open your P/A combination.

2. Select Tools from the menu bar.

3. Select Monitor Budget Workflows.

4. Highlight the employee name that received the workflow notification.

Note: The Budget Workflow find window only opens when there is more than one workflow for the Project / Award combination.

Budget Workflows window opens.

5. Select [OK].

Monitor Activities History window opens.

6. Select [View Diagram].

View Diagram window opens

Note: Select the Status Tab and double click on UVA Notify Role icon to view the Assigned User.

If the Project/Award combination is approved, no further action is required.
If the Project/Award combination is Rejected workflow can be initiated again by:

Resubmitting the budget.

End of activity.

Effective: 01/12/10

Revision: 1 dhw

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