Routing & Approvals User Manual Version 5.2 July 2023 FAMIS Services The Texas A&M University System ? 2023 The Texas A&M University System – All Rights Reserved The purpose of this manual is to assist in accessing and utilizing information in the Routing & Approval section of Financial Accounting Management Information System (FAMIS). FAMIS is an accounting system that responds to financial regulations applicable to educational institutions. All applications access a common database that allows different users to access identical information. Other applications include Financial Accounting, Purchasing, Fixed Assets and Sponsored Research. Manuals for these applications are either currently available or in the process of being developed. The materials are grouped according to Routing & Approval functions. All associated screens and processing information are included, along with field descriptions. The required fields are designated by a diamond symbol (?). Data entry information (Help) can be accessed on some screen fields with the use of the PF2 key or by typing an asterisk (*) or question mark (?) in the field. By utilizing the information and guidelines contained in this manual, a user should be able to access Electronic Office information, create and modify desks and views, and create routing paths for documents to be approved and signed electronically. The FAMIS User Manuals are in a constant state of revision due to screen updates, changes in procedures, and a multitude of other reasons. If you would like to make suggestions or call attention to errors, please contact us at (979) 458-6464, or copy the page with the error, note the correction or suggestion, and send it to one of the following addresses: College Station based: FAMIS Services The Texas A&M University System 1144 TAMU College Station, TX 77843-1144 Non-College Station based: FAMIS Services The Texas A&M University System 301 Tarrow Street College Station, TX 77840-7896 PAGE I Introduction Introduction I-3 Document Routing Process I-3 Routing & Approvals Process Flow I-4 II Basic Concepts for Routing & Approvals User Perspective Summary II-3 Office Manager and Delegates Perspective Summary II-3 Security Access II-3 Essentials of Document Routing II-3 Routing Document Identification Numbers II-4 Multiple Departments on a Document II-4 Electronic Offices II-4 Electronic Desks II-4 Creator Desk II-5 Document “Creator” – What Does This Mean? II-5 Approver Desk II-5 Approvers vs. Signers II-5 Signer Desk II-5 Required Number of Approvals and Signatures II-5 Substitute Approver or Signer II-5 Routing Paths II-6 Routing Through Levels II-7 User Perspective III Inbox, Outbox and Other Functions CANOPY Inbox Tab Icons III-5 Filters III-6 Substitutes III-6 Quick Actions III-6 Outbox Tab Filters III-7 Substitutes III-8 Document Tab Document Details III-9 Actions III-12 Profile Tab User Profile III-16 Routing Notification Profile III-17 CANOPY System Profile III-18 PAGE FAMIS Screens Summary FAMIS Menu M90 – Routing and Approvals Menu III-19 Steps for Using FAMIS (3270) Screens III-20 Office Manager and Delegates Perspective IV Electronic Office Basics Electronic Office Managers and Delegates IV-3 Essentials of Routing Extended Electronic Offices IV-4 Electronic Routing Views IV-4 Electronic Desks IV-4 Signer/Approver vs Substitutes IV-5 Routing Paths IV-5 Routing Through Levels IV-6 Document Forms and Routing Paths IV-7 Choices of Paths IV-9 Basic Guidelines for Establishing Paths IV-10 Purchasing Documents Document Flow IV-11 Routing Paths IV-12 PCT Documents Document Flow IV-13 Routing Paths IV-14 DBR Documents Document Flow IV-15 Routing Paths IV-16 DCR Documents Document Flow IV-17 Routing Paths IV-18 TDP Documents Document Flow IV-19 Routing Paths IV-20 V Electronic Office Screens - Inquiry Quick Reference V-3 Screen 915 User Approval Profile V-4 Screen 945 Office Browse V-6 Screen 935 Departments/Subdepartments by Office V-8 Screen 936 Views by Office V-10 Screen 937 Desks by Office V-12 Screen 938 Office/Desk Workload V-14 Screen 918 Documents by Department V-19 Screen 850 Person Information V-22 Screen 860 Department Table V-26 PAGE VI Electronic Office Quick Reference for Set Up Quick Reference Office Set Up VI-3 Office Level VI-3 Department Level VI-4 Executive Level VI-5 Processing Level VI-6 VII Electronic Office Detail Electronic Office Detail VII-3 Screen 940 Create/Modify Electronic Offices VII-4 Screen 941 Add Units to Electronic Offices VII-7 VIII Department Level Detail Department Level Detail VIII-3 Screen 920 Department View VIII-4 Screen 924 Creator Desks VIII-7 Screen 922 Approver Desks VIII-9 Screen 923 Signer Desks VIII-12 Screen 921 Department Level Paths VIII-15 IX Executive Level Detail Create Executive View IX-3 Add Executive Level to Units IX-3 Create Executive Level Approver Desks IX-4 Screen 925 Create Executive Paths IX-5 X Processing Level Detail Create Processing Office X-3 Create Processing Approver Desks X-3 Screen 926 Create Processing Paths X-4 XI Electronic Office Delete Electronic Office Delete XI-3 Screen 928 Delete Department View XI-4 Screen 944 Delete an Electronic Office XI-6 Quick Reference Departmental Office Delete XI-8 Quick Reference Executive Office Delete XI-9 Quick Reference Processing Office Delete XI-10 PAGE Special Functions XII Special Functions Special Routing Functions on Purchasing Screens Screen 242 Llimited Purchase Close XII-3 Screen 256 Requisition Document Close XII-4 Screen 237 Exempt Purchase Close XII-4 Screen 943 Security Administrators Signer Desk XII-5 Screen 930 Desk Copy XII-7 Quick Reference to Add a New SubDepartment to Routing XII-9 Screen 950 Electronic Document Profiles XII-10 XIII FAMIS Screens Detail – User Perspective Inbox XIII-3 Screen 910 Document In-Box XIII-3 Screen 911 Document In-Box by Name XIII-13 Outbox XIII-17 Screen 912 Document Out-Box XIII-17 Screen 913 Document Out-Box by Name XIII-21 Screen 916 Document En Route Box XIII-25 Screen 915 User Approval Profile XIII-28 Screen 914 Document Routing History XIII-30 PIPs (Purchasing Invoice Problem) XIII-32 Screen 292 PIP Document Browse XIII-35 Screen 293 PIP Browse by Purchasing Document XIII-38 Screen 294 PIP Browse by Invoice XIII-41 XIV Appendix Instructions XIV-3 Valid Field Values XIV-8 Standard PF Keys XIV-10 Section I Routing & Approvals Introduction Routing & Approvals facilitates the electronic routing and approval for several types of documents. This module accommodates documents from different modules – Purchasing documents, DBR (Departmental Budget Request) documents, DCR (Departmental Correction request), PCT (Payroll Cost Transfer)and TDP (transfer Departmental Property documents. Additionally, routing paths in FAMIS determine routing for Concur and Workday. Documents in Routing & Approvals can be viewed in CANOPY or on the FAMIS screens. Routing & Approvals has become more complex with the continuing addition of new document types. Each document type has its own set of rules for routing, and the structures often differ in order to accommodate these different rules. Document Routing Process Generally, when a document is closed, it is submitted to Routing & Approvals, where it follows a pre-determined path for documents and levels of approvals. Most documents go through a Department path first. Once all department approvals have been given, the documents may pass through an Executive Level for higher authority approvals. Finally, most document types, pass to a Processing Office where they follow yet another path. Note that certain documents can be initiated in a Processing Office, but do not go through the Department and Executive Levels. The chart on the following page shows the process and some of the decision points for documents that are related to Purchasing, Financial Accounting, Accounts Payable, and Budget Payroll. The Documents as they relate to the circles on the chart below are as follows: PUR Purchasing related documents: * Limited Purchase * Exempt and Delegated Purchases * Requisitions * Purchase Orders AP Accounts Payable related documents: * Purchasing Invoice Problem FA Financial Accounting related documents: * DBR – Departmental Budget Request PAY Payroll/Budget related documents: * EPA – Employee Payroll Action Section II Basic Concepts for Routing & Approvals Routing & Approvals has two different perspectives - the User Perspective and the Electronic Office Manager and Delegates Perspective. User Perspective Summary The first concept focuses on those USERS who approve or sign documents that come to them through Routing & Approvals. Also included as users are the document creators, as they have interest in the authorization of the document. Users access their inbox/outbox and approve or sign documents using either CANOPY (under the Routing TAB) or the FAMIS screens. Office Manager and Delegates Perspective Summary The second concept focuses on the ELECTRONIC OFFICE MANAGERS and DELEGATES and their responsibility for the set-up and maintenance of the Routing & Approvals structure. This functionality is ONLY available through the FAMIS screens; there is no equivalent in CANOPY. Security Access User Perspective To get to the Inbox, Outbox, and other user features, users need to have screen security for the 910 series of FAMIS screens as seen on Menu 90. Member security administrators can assist with this task. To access particular documents, the user may need to have entity security for that department of the accounts on the document. Office Manager and Delegates Perspective To maintain the structure of the Electronic Office, the user needs to have screen access to most of the screens on Menu M91. Member security administrators can assist with this task. Essentials of Document Routing Each document, when created, is given a unique identifier. When a document is submitted to Routing & Approvals, it follows a pre-determined path for approvals. The following are concepts and terms to help users understand the Routing & Approvals process. Routing Document Identification Numbers Each routing document is uniquely identified by a three part configuration which includes the System Member code as well as the document number. In addition, on the front is tagged the type or form of the document. Examples are PRQ07L433242, ECT02CTAFWFM or DBR04U569448. The routing document identification number consists of the following three parts: Document = PLP01L010014 PLP 01 L010014 Multiple Departments on a Document When a document requires authorization from multiple departments, documents route through the appropriate routing structure for the first department, then continue on through the routing structure for the second department and all other departments until all Department routing has been satisfied. Different types of documents may have different rules – for PCTs, the department routing list is built from the adloc of the employee, the account(s) being corrected and the new account(s) to be charged. For DBRs, routing for approval is only through the Source department with a notification copy sent to the Destination department. If a department is on the document but is not set up in Routing & Approvals (can be viewed on the Department Table, Screen 860), there will be a message in the routing history to that effect and manual routing may be necessary. Electronic Offices The Electronic Office provides the mechanism to efficiently manage the approval process. The purpose of the Electronic Office is to define the path(s) that documents will follow. There are three levels of Electronic Offices: Department, Executive and Processing Office. Generally, at the Department Level, each Electronic Office represents one department, although other aggregates may be created. Electronic Desks Desks are electronic “approval” or “review” stations. A routing path is constructed by linking desks together in a linear fashion within an Electronic Office. People are “put on” or assigned to a desk. There can be many persons on one desk and one person can be on many desks. There are three basic types of desks - Creator desk, Approver (review/approval) desk, and Signer Desk. Creator Desk This is a special desk that serves one main purpose: the people who are on this desk receive notification copies of document rejections. A creator of a document does NOT have to be on the Creator Desk to create and submit a document to Routing & Approvals. Document “Creator” – What does this mean? The creator “submits” the document for routing, and the system considers this the first approval of the document. The person who submits the document for routing is the official creator, regardless of who else may have entered document details. Approver Desk This is a general desk that can be created to insert multiple approvers into a Routing Path. These approver desks are also used at the Executive Level and Processing Level. Approvers vs. Signers Essentially, approvers and signers are equivalent. At the Department Level, all documents must have approval from someone on the Signer Desk. Signer Desk This is always the last desk in the Department path and is considered the official signoff on the accounts for the document. Required Number of Approvals and Signatures At the Department Level, the rule is that two unique users must “approve” or “touch” the document and the creator is considered the first approval. Therefore, only a Creator and a Signer are required for the document to pass this level. Substitute Approver or Signer An electronic desk can have multiple primaries and substitutes assigned. It is recommended that ALL desks have at least two people to avoid delays in advancing documents within Routing and Approvals. Approvers and signers all receive the document in their respective Inboxes. When the first person takes action on the document, the document is removed from of all Inboxes. Substitute assignees do not receive the documents in their respective Inboxes but must access the Inbox of the person for whom they are substituting in order to take action on the document. Routing Paths Documents follow routing paths range from very simple to quite complex. Routing Paths are defined for each of the Routing Levels - Department, Executive, and Processing Office. Different paths are defined based on document type or form (EPA, PLP, DBR, etc.). There are many variables in designing the routing paths. For example, a simple Department Level path consists of a Creator Desk and a Signer Desk. This satisfies the rule that two users must “touch” the document. A more complex path consists of a Creator Desk, an Approver Desk, and a Signer Desk. The addition of a third desk gives Sandy or Terry the opportunity to review or approve the documents. Routing Through Levels Complex paths are often constructed to take advantage of the flexibility available. The path that an individual document takes may actually consist of multiple desks on multiple paths and across different levels depending on its requirements for approval. There are three Routing levels: 1. Department: Routing through the Department Level includes the department(s) defined for the document type. If there are two departments required, the document routes through one department and then the second department and all subsequent departments until all departments/accounts are covered. 2. Executive: Routing through the Executive Level allows for approval and review by a higher level of the organization. Departments are assigned to an executive level and then documents for that department will route through the executive structure. 3. Processing: Routing through the Processing Office Level allows for special processing for certain types of documents. For example, Requisitions all go to a Processing Office where they are processed into a Bid or Purchase Order. Section III Inbox, Outbox, and Other Functions User Perspective The User Perspective focuses on the approvers and signers and how they access their routing documents for approval. Functionality includes the Inbox, the Outbox, and the Substitute Inbox and Outbox where a person can approve or reject the documents that have been sent for approval. The basic process of approving (or rejecting) documents is fairly simple. Given proper security, each user has a Document Inbox which collects all the documents that are routed to the user for assorted reasons. In addition to “approve” and “sign”, notification copies are sent to the creators. CANOPY presents an user friendly website for users to access and review their documents and approve or reject them as needed. All of this functionality is also available on the FAMIS screens. The FAMIS screens are included both at the end of this section and in full detail later in this manual. CANOPY Tabs Users can access Routing & Approvals from the main CANOPY page in the following two ways: * the ROUTING TAB at the top of the page * the Routing – Document Routing Module link under Available Modules. Notice the INFO message indicating that there is 1 item in the Inbox!! Four TABS provide access to the user’s Inbox, Outbox, Document and Profile Information. An additional two tabs, Enroute and Global Queue provide access to additional routing information. Inbox Tab (includes the Substitute Inbox) The Inbox displays the routing documents that have been routed or recalled to a user for approval, notification, or to address a problem. For example, when a document such as a Limited Purchase (LP) or an Exempt Purchase (EP) is closed and routed, a routing document is created – this is the document that is routed and displayed in the Document Inbox. As an authorized substitute, users can access the Inbox of the person for whom they are substituting. While the user can see all documents in the person’s Inbox, they can only access those that are applicable to them as the substitute. The person may be on multiple desks and the user may not be the substitute on all of them. ICONS Column Sort All columns can be sorted by clicking on column header PDF Print Creates a PDF version of the document Notes Displays any notes associated with the document Time Changes display to include time of arrival Default View Changes view based on document type * Default * PCT * Desk * Purchasing * Assets Column Filters Opens column filters Light bulb Displays ten most recently used documents Filters Filters help users to look at only certain types of documents. Filters may be placed on the displayed items to show a specific document by doing one of the following: * type the document number in the Doc field * choose the “Yes” option next to “Approval Only” box to show only the documents that need to be approved Click on the “Submit” button to apply the desired filters and display the documents. Substitutes While acting as a substitute for another person, users have the ability to view their Inbox and take action on those documents for which they are authorized. In the box next to “Search for Substitute:”, enter all or part of the last name to begin the search. Use the drop-down list to choose the correct person. In the box to the right of “Substitute:” select either “My Inbox” or “My Creator Desks” to alter the items displayed on the page. Click on the document identifier to access the approval page. Users can only access those documents for which they are authorized. Quick Actions Approvers or signers (not substitutes) can click on the word Approve or Discard or Discard All FYIs to register a quick action. Full Document Detail Click on the document identifier to access the full document detail; this action will transfer the user to the “Document” tab. While viewing the document, the user may print a routing Document Report for this document by clicking the PDF icon to the right of the Routing Document number. Outbox Tab (includes the Substitute Outbox) The Outbox displays all routing documents that a user has taken action on. The default setting for “Include Finished” is “Y”, this setting will show all documents . Changing this setting to “N’ will remove any documents that have a status of “Final”. As an authorized substitute, users can access the Inbox of the person for whom they are substituting. While the user can see all documents in the person’s Inbox, they can only access those that are applicable to them as the substitute. The person may be on multiple desks and the user may not be the substitute on all of them. ICONS Column Sort All columns can be sorted by clicking on column header Notes Displays any notes associated with the document Time Changes display to include time of arrival Default View Changes the view based on document type * Default * PCT * Desk * Purchasing * Assets Column Filters Opens column filters Light bulb Displays ten most recently used documents Filters Filters help users to look at only certain types of documents. Filters may be placed on the displayed items to show a specific document by doing one of the following: * type the document number in box or use the light bulb to choose a document * enter Start Date and End Date to change the default time frame * choose the “No” option next to “Include Finished” box * choose the “Yes” option next to “Include Discards” box Click on the “Submit” button to apply the desired filters and display the document. Substitutes When a user is a substitute for another person, they have the ability to view the documents in the default approver or signer’s Outbox. In the box next to “Search for Substitute:”, enter the last name (can be only part of the name) to begin the search. Use the drop-down list to choose the correct person. In the box to the right of “Substitute:”, users may select “My Outbox” or “My Creator Desks” to alter the items displayed on their page. Full Document Detail Click on the document identifier to access the full document detail; this action will transfer the user to the “Document” tab. While viewing the document, the user may print a routing Document Report for this document by clicking the PDF icon to the right of the Routing Document number. Document Tab The document tab displays the full detail of the document. If “Paging On” set to blank (see Profile Tab), users may scroll up and down through all the details of the document. While viewing the document, the user may print a routing Document Report for this document by clicking the PDF icon to the right of the Routing Document number. Document Details Be aware that the types of data or sections that are displayed are dependent on the type of document. Therefore, users will see different sections for an PCT document than for a Purchasing document. Purchasing document: * Document Information * Document History * Vendor Information * Current Location * Document Line Items * Document Path (Pending) * Account Summary * Department Routing * Purchase Document Notes * Document Held By * Routing Notes * FYI Copy PCT document: * PCT Request Information * Routing Notes * Original Payroll Record * Document History * Payroll Worksheet Recap Overview * Current Location * Payroll Summary * Document Path (Pending) * Payroll Change Details * Department Routing * Completed FYI Recipient * Document Held By * Document Notes * FYI Copy Document Information And Vendor Information - Purchasing Document Line Items, Account Summaries and Notes - Purchasing Document History, Current Location and Document Path (Pending) Dept Routing, Document Held By and FYI Copy Actions To take action on a document, click on the drop-down box and select the desired routing action, then press the Submit button. The choice of Actions displayed depends on the document and its routing. **APPROVE (APP)** After review of the document detail, the document may be approved by selecting the “APP” option and clicking on the Submit button. A message will be displayed indicating that the user is approving the purchase, transfer, or correction. The “OK’ button will need to be clicked to complete the approval. Different document types will display different messages. Examples are as follows: **REJECT – (REJ)** If after review of the document detail, it must be returned for changes or additional documentation, by selecting the “REJ” option and clicking on the Submit button. Rejecting a document requires that notes must be added, therefore a the “Action Remark” box will be displayed. Any notes concerning the rejection should be entered in this box to explain why the document is being rejected. The document will now go back to the Inboxes of the document creator and any users on the Creator Desk. **APPROVE AND FORWARD – (FYA)** This action records the user’s approval and then forwards the document to a person or desk that is outside of the pre-determined path. An example of this type of action is sending a document that purchases computers to the computer expert in the department. This option requires either a person or a desk be entered for further routing. Once the additional approval is completed, the document will be returned to the pre-determined path. **FORWARD AND RETURN APPROVAL – (FRA)** This action forwards the document to a person or desk that is outside of the pre-determined path, but does not register the original approver’s approval. This option requires either a person or a desk be entered for further routing. Once the additional approval is completed, the document will be returned to the original approver’s Inbox. Then, based on the actions of that approver, the original approver can either approve or reject the document. If the document is approved, it will continue on the pre-determined path. If the document is rejected, it goes back to the Inboxes of the document creator and any users on the Creator Desk. **PUT DOCUMENT ON HOLD – (HLD)** A document may be placed on hold by selecting the “HLD” option and clicking on the Submit button. This is a courtesy hold and does not prevent others from accessing or advancing the document. Placing a document on hold requires that notes must be added, therefore a the “Action Remark” box will be displayed. Any notes concerning the hold should be entered in this box. **SEND INFORMATION COPY – (FYI)** This action sends an information copy to the persons or desk requested and does not stop the document from continuing through the routing path. This option requires either a person or a desk be entered for further routing. **RECALL THE DOCUMENT – (REC)** A document may be recalled from routing by selecting the “REC” option and clicking on the Submit button. Recalling a document requires that notes must be added, therefore a the “Action Remark” box will be displayed. Any notes regarding the reason for the recall should be entered in this box. Please note: Recalling a document only removes the document from routing. The user must still return to the original source and either make corrections and resubmit into routing or cancel the document Profile Tab The Profile tab allows the user to customize their CANOPY experience. The information on this tab equates to that on Screen 850. User Profile In the User Profile section, users are able to edit their personal information. This includes updating work address, mail code, phone number and email. The email address initially comes from Workday, so if this is incorrect it should be corrected there as well. The email address is especially important as it is used to deliver email notifications indicating that there are documents in the Inbox but only if the user has elected to receive these notifications by choosing that option in the Routing Notification Profile section. Routing Notification Profile The second section allows users to choose how and when to receive email notifications that documents are awaiting action in their Inbox. These setting may be changed as often as needed. Users may have two different notification settings, Payroll documents (currently only PCTs) and all other document types (DBRs, DCRs, TDPs and Purchasing documents. * Notification Types: Provide the choice of receiving notices only for those documents that require approvals, all documents, or no notifications. * Notification Frequency: Determines how often users will receive the notification email that documents are waiting. The documents are in the Inbox immediately upon document close, but by choosing Daily or Weekly, emails will only be sent once daily or once weekly. * Voided Approvals Indicates whether the user wishes to receive email notification when a document has been voided or rejected by someone further down on the approval path .This indicates that the document was returned to the Creator and must go through all routing again. CANOPY System Profile This section allows users to customize the way pages are displayed in CANOPY. When Paging On is checked, the display will be a page of data based on the Page Size the user has set. When Paging On is not checked, the display will allow scrolling through all the data that is returned by a search without going from page to page. FAMIS Screens Summary This section provides a quick reference for approving documents using the FAMIS screens. The Routing and Approval Menu M90 helps identify which screens need to be seen when working with documents that are being routed. Note that detail of the FAMIS screens can be found in a later section of this manual. Menu M90 – Routing and Approval Menu M90 Routing and Approval Menu 02/16/23 17:12 FY 2023 CC 02 Screen: ___ 910 Document In-Box 862 - Travel Authorization Inquiry 911 Document In-Box by Name 912 Document Out-Box 913 Document Out-Box by Name 914 Document Routing History 915 Approval Profile by Name 916 Document En Route-Box 918 Documents by Department 919 Concur Expense Approvers * ---------- Other Menus ---------- * M91 Electronic Office Management Menu Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp The first screen displayed upon logging on to FAMIS will be the FAMIS Bulletin Board. If there are documents to be approved or signed, a pop-up window will display across the Bulletin Board. The user may then proceed to Screen 910, Document Inbox, to view the documents that await approval. FAMIS Bulletin Board 02/16/23 FAMIS Bulletin Board 17:19:57 PAGE: 1 OF 1 * ************************************************************************* * * 1 a Welcome to FAMIS * * ************************************************************************* * +--------------------------------------------------------+ | | | *** DOCUMENTS IN YOUR IN-BOX - SEE SCREEN 910 *** | | | Normal +--------------------------------------------------------+ TAMU IT performs machine maintenance on Sunday mornings, so FAMIS may be unavailable until noon. Call the TAMU IT Help Desk Central at 979.845.8300 if you encounter any issues. FAMIS Website: https://it.tamus.edu/famis/ Message Last Changed: FAMIS Hotline: (979) 458-6464 Email: famishelp@tamus.edu 09/20/22 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- FAMIS Prev Next Exit Press or to access the FAMIS main menu Steps for Using the FAMIS Screens 1. Look at routing documents awaiting approval – Screen 910. Screen 910 – Document Inbox (Panel 1) 910 Document Inbox 02/16/23 17:23 CC 22 Screen: ___ Document: ____________ Office: __________ Desk: __________ Approvals Only: N Panel: 01 More>> Requested Sel Document ID N Doc Summary Action Status --- ------------ - ----------------------------------- ----------- ----------- _ PEP22E300104 CENGAGE LEARNING-REDO OF E200189 Sign In Dept Rt _ PRQ22R300217 COPY MACHINE LEASE - XEROX YR 2 OF Sign In Dept Rt _ PEP22E200092 CCI INVOICE #15817-MYCAA ENROLLMENT Ntfy/Final Final *** End of List 3 Document(S) Found *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Discd RHist Sel All Left Right Press PF11 to Scroll right and view more information on Panel 2 and Panel 3. Screen 910 – Document Inbox (Panel 2) 910 Document Inbox 02/16/23 17:23 CC 22 Screen: ___ Document: ____________ Office: __________ Desk: __________ <> ---Current--- Sel Document ID FY Submitted by Submitted Arrived CC Unit --- ------------ ---- --------------------- ---------- ---------- -- ---------- _ PEP22E300104 2022 USER, BETTER 11/18/2022 11/18/2022 22 26000 _ PRQ22R300217 2022 USER, BETTER 11/18/2022 11/18/2022 22 26000 _ PEP22E200092 2022 USER, BETTER 11/10/2021 11/11/2021 *** End of List 3 Document(S) Found *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Discd RHist Sel All Left Right Screen 910 – Document Inbox (Panel 3) 910 Document Inbox 02/16/23 17:23 CC 22 Screen: ___ Document: ____________ Office: __________ Desk: __________ < to begin working with the Cover Sheets of the chosen documents. Screen 910 – Document Inbox (Panel 1) 910 Document Inbox 02/17/23 13:28 CC 22 Screen: ___ Document: ____________ Office: __________ Desk: __________ Approvals Only: Y Panel: 01 More>> Requested Sel Document ID N Doc Summary Action Status --- ------------ - ----------------------------------- ----------- ----------- X PEP22E300104 CENGAGE LEARNING-REDO OF E200189 Sign In Dept Rt _ PRQ22R300217 COPY MACHINE LEASE - XEROX YR 2 OF Sign In Dept Rt *** End of List 8 Document(S) Found *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Discd RHist Sel All Left Right Review the Cover Sheet for the document (in the pop-up window). Screen 910 – Purchasing Document Cover Sheet +------------------------------------------------------------------------+ | | | Screen: ___ 02/17/23 13:31 | | *** Purchasing Document Cover Sheet *** CC 22 | | | | Action: ___ | | | | Doc ID: PEP22E300104 Status: In Dept Rt | | Requested Action: Sign | | Doc Summary: CENGAGE LEARNING-REDO OF E200189 | | Released: 11/18/2022 by: HALEY, LINDA D | | | | | | Attachments: | | | | Exempt Purch : E300104 | | Contact Person: | | Dept Name: LIBRARY | | Doc Total: 600.40 Untransferred Total: 4,775.40 | | | | | | | | --PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-- | | Exit NDoc Summ RHist Audit Notes Headr Items Track | +------------------------------------------------------------------------+ 3. Press PF6 to view the document summary. Screen 910 – Cover Sheet Document Summary, PF6 Summary ****************** Document Summary ****************** E300104 Number of Desc Lines: 5_ Page: 1_ Of 3 VENDOR: +--------------------------+ 1592124491C ¦ DOC: E300104 | CENGAGE LEARNING, INC DBA GALE | | PO BOX 936754 | USER REF: 186010-D3025 | ATLANTA, GA 31193-6754 +--------------------------+ INVOICE TO: SHIP TO: TEXAS A&M UNIVERSITY-TEXARKANA TEXAS A&M UNIVERSITY-TEXARKANA UNIVERSITY CENTER JOHN F MOSS LIBRARY 7101 UNIVERSITY AVE 7101 UNIVERSITY AVE, 3RD FLOOR TEXARKANA TX 75503 SOUTH TEXARKANA TX 75503 PF4=Exit PF7=Bck PF8=Fwrd Screen 910 – Cover Sheet Window, PF6 Summary (cont'd) ****************** Document Summary ****************** E300104 Number of Desc Lines: 5_ Page: 2__ Of 3 ITEM DESCRIPTION QUANTITY UOM UNIT PRICE XTENSION PRICE ----- --------------------- --------- ---- -------------- -------------- 1 600.40 USD 1.00 600.40 Redo E-doc 200189-not enough funds Items Total 600.40 >> Account Distribution << 22 2023 186010-00000-5630 HEF LIBRARY 600.40 Accounts Total 600.40 PF4=Exit PF7=Bck PF8=Fwrd Screen 910 – Cover Sheet Window, PF6 Summary (cont'd) ****************** Document Summary ****************** E300104 Number of Desc Lines: 5_ Page: 3__ Of 3 User Ref.: 186010D3025 PF4=Exit PF7=Bck PF8=Fwrd 4. Key in the desired action – APP, REJ Screen 910 – Pop-Up Window +------------------------------------------------------------------------+ | | | Screen: ___ 02/17/23 13:31 | | *** Purchasing Document Cover Sheet *** CC 22 | | | | Action: APP | | | | Doc ID: PEP22E300104 Status: In Dept Rt | | Requested Action: Sign | | Doc Summary: CENGAGE LEARNING-REDO OF E200189 | | Released: 11/18/2022 by: HALEY, LINDA D | | | | | | Attachments: | | | | Exempt Purch : E300104 | | Contact Person: | | Dept Name: LIBRARY | | Doc Total: 600.40 Untransferred Total: 600.40 | | | | | | | | --PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-- | | Exit NDoc Summ RHist Audit Notes Headr Items Track | +------------------------------------------------------------------------+ 5. Repeat steps 1 - 4 for additional documents or press PF4 to exit and return to Screen 910. DETAILS FOR THE FAMIS SCREENS AND FIELD VALUES CAN BE FOUND IN A LATER SECTION OF THIS MANUAL Section IV Electronic Office Basics Office Manager and Delegates Perspective Electronic Office Managers and Delegates Electronic Office Managers and Delegates are responsible for the set up and maintenance of the Routing & Approvals structure. This functionality is ONLY available through the FAMIS screens; there is no equivalent in CANOPY. Menu M91 – Electronic Office Management Menu M91 Electronic Office Mgmt Menu 02/17/23 13:56 FY 2023 CC 02 Screen: ___ * --- Departmental Functions ----- * * ------ Inquiry Functions ------ * 920 Dept View Create/Modify 945 Office Browse 924 Creator Desk Modify 935 Dept/SDept by Office 922 Approver Desk Create/Modify 936 Views by Office 923 Signer Desk Modify 937 Desks by Office 921 Dept Paths Create/Modify 938 Office/Desk Workload 928 Dept View Delete * -- Administrative Functions --- * 930 Desk Copy 932 Transfer Property Auto-Approval 933 DCR Settings Maintenance 940 Office Create/Modify 941 Unit to Office Assignment * ------ Special Functions ------- * 925 Exec Paths Create/Modify 943 Security Signer Desk 926 Proc Paths Create/Modify 944 Office Delete 950 Electronic Documents Profiles Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp One office manager and two delegates are assigned to each Electronic Office. Responsibilities * Creating Electronic Offices and adding/deleting valid departments * Creating office views and adding/deleting valid departments * Controlling the electronic signature authority by adding or deleting persons on the Signer Desk (office manager and security administrators only) * Creating, modifying, and deleting approval-type desks * Creating, modifying, and deleting office paths Members may choose to divide the above responsibilities with the security administrators doing the first two steps. Electronic Offices The Electronic Office provides the mechanism to efficiently manage the approval process. There are three levels of Electronic Offices: Department, Executive, and Processing Office. The first step in creating the Routing & Approvals structure is the setup of the Electronic Offices. The process involves giving the Electronic Office a title and description, identifying the Electronic Office Manager, Delegates, and Default Signer, and attaching units (combinations of departments/subdepartments) to the office. Once the office is created and the departments are “put into” or assigned to the office, the documents from those departments follow the structure and “paths” of that Electronic Office. Department codes and the department table are integral components of Routing & Approvals. Electronic Routing Views A routing view is comprised of a unit or group of units that routes documents using a common set of creators and signers. With the ability to assign different signers based on document form, the need for different views has been diminished. However, this step is still required to set up the electronic structure properly. At a minimum, one routing view is required for each Electronic Office. Units (departments/ subdepts) are attached to the view, which indicates that these departments are valid within the view. If the office only has one unit assigned, then only one view is required. Electronic Desks Desks are electronic “approval” or “review” stations. A routing path is constructed by linking desks together in a linear fashion within an Electronic Office. People are “put on” or assigned to a desk. There can be multiple people on one desk and one person can be on many desks. There are three basic types of desks: Creator Desk, “Approver” (review/approval) Desk, and Signer Desk. 1. Creator Desk The Creator Desk is a special desk that serves one main purpose: the people who are on this desk receive notification copies of document rejections. When a document is rejected, the reason becomes part of the document routing notes and the document is returned to the Inbox of the Creator. If the original creator is unavailable, all others listed on the Creator Desk can access the document information. This alleviates problems when the creator is not available and someone else must look at the document, review the rejection action required, and take the appropriate action. Creator desks are not added to routing paths. There are no substitutes on this desk. 2. Approver Desk The second type of desk is an Approver Desk that can be added to a path for one of a variety of purposes. The desk can be used for a supervisor to review the work of the subordinate before passing the document on to the next desk in the path. The Executive and Processing Levels do not use Creator Desks or Signer Desks – ONLY Approver Desks are put in the respective paths. 3. Signer Desk The Signer Desk is always the last desk in the Department path and is considered the official signoff on the accounts for the document. Because of the link to fiscal responsibility the security on creating/updating the Signer Desk is more restrictive. Only the Electronic Office Manager (from Screen 940) has access to Screen 923, Signer Desk Modify; Electronic Office Delegates will be denied access. As a backup measure, member security administrators have the ability to make changes to the Signer Desk through the use of Screen 943, Security Signer Desk Modify. Signer/Approver vs. Substitute on a Desk A desk can have multiple signers/approvers and substitutes assigned. It is recommended that ALL desks have at least two people to avoid delays in advancing documents within Routing and Approvals. Signers and approvers receive all documents in their respective Inboxes. When the first person takes action on the document, no further action on that desk is required and it no longer appears in any Inbox related to that desk. Substitute assignees do not receive the documents in their respective Inboxes but must access the Inbox of one of the signers/approvers for that desk to take action on the document. Routing Paths Each document follows a routing path. These paths are created by the Office Manager and Delegates based on the needs defined for the Electronic Office. These paths range from very simple to quite complex. Different routing paths can be defined for each of the Routing Levels (Department, Executive, Processing), and different paths can be defined based on document form (ECT, PLP, DBR, etc.). There are many variables in designing the routing paths. The simplest path, a Limited Purchasing document, for example, consists of a Creator Desk and a Signer Desk. This satisfies the rule that two unique users must “touch” the document. In this example, Mary and Jim are on the creator desk and have rights and privileges to view documents that are rejected. Tom and Craig are signers and Janice is a substitute for them. Next, an approval desk is added to the path still within the Department level. The addition of the interim desk that gives Sandy or Terry the opportunity to review/approve the documents along this path. Susie can substitute for Sandy or Terry to approve or reject documents on this path. Note that Sandy and Terry may have other documents in their Inboxes that are on a different path and/or desk where Susie is not the substitute. Routing Through Levels Complex paths are often constructed to take advantage of the flexibility available. The path that an individual document takes may actually consist of multiple desks on multiple paths and across different levels depending on the particular document and its requirements for approval. There are three possible levels to the routing structure - Department Level, Executive Level, and Processing Office. The Electronic Documents Profile Screen 950 is the place where these levels are set by FAMIS Services. While there may be exceptions, the following are common configurations: Department: Defines the lowest level of office; may be a single department, several departments, or any grouping of departments and sub-departments (units). By default, all offices have Department responsibilities. Routing through the Department Level always includes the department(s) of all the accounts that are on the document. If there are two accounts (belonging to two different departments), the document routes through one department and then the second department all subsequent departments until all departments/accounts are covered. Executive: Defines a higher level of organization such as Vice President of Student Affairs, to which several Department offices may be reporting. Routing through the Executive Level allows for approval and review by a higher level of the organization. Departments are assigned to an executive level and then documents for that department will route through the executive structure. Processing: Defines an office that allows for handling special processing for certain kinds of documents and is the final stage for these documents. Routing through the Processing Office Level allows documents such as EPA, DBR and Purchase Requisitions to receive additional processing. For example, for Purchasing, requisitions are “processed” into Purchase Orders. Document Forms and Routing Paths Most types of documents begin in Department level routing. Purchasing documents - LP, EP, and PRQ - begin in the department. The one document that only begins in the Processing Level is the Purchase Order (PO). Other documents use Department routing, including EPA and DBR documents, but both of these documents CAN be initiated in the Processing Office as well. Limited and Exempt Purchase Documents A Purchasing document such as a Limited or Exempt will flow through Department paths and possibly on to an Executive Level path. Generally, these documents do not route through a Processing Office, although they can be set up to do so. After the Executive Level, routing is considered final for this type of document. The next step for these documents is Receiving and Payment. DEPARTMENT LEVEL Purchase Order Documents Purchase Orders always initiate in the Processing Office and do not require a Signer, although they do require an approval from the last desk in the Processing Office Path. PROCESSING LEVEL DCR, DBR, TDP and PCT Documents These document forms flow through one or more Department paths, may route through an Executive Level path, but always finish on a path in a Processing Office which “value adds” and gives final approval for posting. However, these documents may also be initiated in the Processing Office and not flow through the Department or Executive Levels. DEPARTMENT LEVEL EXECUTIVE LEVEL PROCESSING LEVEL Choices of Paths Once a document is submitted to Routing and Approvals, questions arise as to where the document goes and how it knows which path to take. The document will find the path that is the best fit among the paths available. There is no simple answer here. The accounts, adlocs, and departments entered on the document are the first point in determining the routing path that will be followed. The FAMIS department table is key in the Routing structure. Therefore, all accounts and adlocs are required to have department codes attached. Which Department(s)? FAMIS validates the department/subdepartment by using the values on Screen 6, SL 6 Digit Account, Screen 51, Support Account Attributes or Screen 722, Adloc Maintenance. The document routes through each department that matches one of these three values. Which Office and View? Using each department/ subdepartment combination, FAMIS then determines the appropriate Electronic Office and View that is valid using the values on Screen 941, Unit to Office Assignment and Screen 920, Dept View Create/Modify. Which Path? Once the Electronic Office and View has been determined, FAMIS then finds the appropriate path for the document by reviewing the paths established for that Electronic Office. All of the paths are reviewed and using a “best fit concept”, the path is selected. Is There An Executive Level For This Department? Some documents may require routing through an Executive Level after routing is completed for all department/subdepartment combinations. Electronic Office/View and Executive Office/View are displayed on Screen 860, Department Table Maintenance. Is There A Processing Office Required For This Document? Certain documents are required to route through a Processing Office after routing is completed for all department/subdepartment combinations and, if required, routing is completed at the Executive Level. Basic Guidelines for Establishing Paths Form or Document Type (like PLP, PRQ, PCT, DBR, etc.) Depending on the form on the document, the document finds the appropriate path and follows it for approvals. The form is designated by three letters. For example, for PLP, the initial letter (P) indicates that this is a Purchasing document, and the next two identify “Limited” type. Each different form can be set to go to a different path. An asterisk (*) in the form field means all forms. Therefore, D** means all forms of departmental documents: DCR and DBR. This applies to all document types and all levels (Department, Executive and Processing Levels). Department/Subdepartment (like INRE/FAMIS) Depending on the codes for department/subdept on the document, the document finds the appropriate path and follows it for approvals. The department/subdepartment combination used on the document can determine the path. For example, the documents for the department INRE with a blank (nonexistent) subdepartment can be routed differently than INRE FAMIS combination. This applies to all document types and at both the Department and Executive Levels. Category (ex. over $ 10,000) Different paths can be created for documents under/over a dollar amount. When documents require different routing based on a dollar amount, paths can be defined with an entry in the Category field. Documents over the dollar amount stated in the Category field follow that path for approval. For example, if “1000” is entered in the Category field, the path is valid for documents whose total is greater than or equal to $1000. This feature requires the entry of whole dollar amounts to work properly. Any other entry, while it may be accepted on the screen, will NOT produce the desired results. The Category field is not available for: * Entry in a path that contains an asterisk (*) in the Form field on Screen 921. * PCT Documents Purchasing Document Flow – PRQ, PLP, PEP, PPO Department Routing (PRQ, PLP, PEP) Purchasing documents route through the department for each of the accounts on the purchase document Executive Level Routing Purchasing documents route through any Executive Level routing required by the department. Screen 941 shows whether a Department/Subdepartment is linked to Executive Level Routing. Processing Level Routing Once Department routing (and Executive, if appropriate) has been satisfied, the purchase requisitions (PRQ) route to the Purchasing Processing Office where they typically go to a Central Processing Desk. From here, a user on that desk determines which processing path is most appropriate for that document and routes it (using FYP) to the path using the name of the path. PCT Document Flow Department Routing PCTs route through the following: * The department of the Adloc of the current position as displayed on the Adloc Table or FAMIS Screen 722. * The department for each of the Original Funding Accounts * The department for each of new Source Accounts Executive Level Routing PCTs document routes through any Executive Level routing required by the department. Screen 941 shows whether a Department/Subdepartment is linked to Executive Level Routing. Processing Level Routing Because PCTs can cross members, there are three possible paths Default Path - * If all funding belongs to the same member, the PCT will route through the default path. INTER Path - * If the funding crosses members, then the PCT will route through the INTER path on the Processing Level for each member, until there is only one left * FINAL Path - If the funding crosses members, this will be the Final Processing Level. Once this approval is obtained, the PCT is completed, and the temporary encumbrances will be released, and the correcting entries will post in Financial Accounting. Special PCT Desk Both the Default Path and the FINAL Path must contain a “Posting” desk (status “P”) in the path. This desk is established to capture any errors found in posting. The approvers on this desk can see the errors and decide how to manage the items that route there. Routing notes will be added to indicate what the issue was that prevented posting. Normally documents pass “briefly” through this desk on their way to final approval. If a post fails, the document stays on the desk. Workers on this desk are able to do the following: (1) Reject the document back to the department (posting failure cannot be/will not be corrected) OR (2) Approve it. If approved from this desk, the PCT will attempt to post again. Posting errors occur for multiple reasons, such as when budgets are no longer available, accounts or pools have been frozen, or default banks are invalid. Once the document has posted, the approval is accepted, and the document reaches Final status. Special Revision Access Special limited access to edit the original PCT document has been granted to approvers in the PCT Processing Office. Allowed changes are: * Change the Accounting Analysis Code * Change the object code on College Work Study payments * Add/delete attachments DBR Documents Flow Department Routing The DBR document routes through the department for each of the Funding Source Accounts. Executive Level Routing The DBR document routes through any Executive Level routing required by the department. Screen 941 shows whether a Department/Subdepartment is linked to Executive Level Routing. Processing Level Routing Once Department routing (and Executive, if appropriate) has been satisfied, the DBR Processing Office path is automatically selected based on: * If used, the DBR Processing Office Routing Path Table (Screen 529) provides a way to establish a link between the source accounts and the appropriate approval path in the DBR Processing Office. This screen is used to specify paths based on account ranges. Account ranges can be designated expense or revenue. * Justification codes may also be used to define the path using Screen 529. Some components define paths tied closely to the source account; while others may choose to define paths based on the justification code. * If Screen 529 is used, “name” the DBR path, and then create the appropriate entry on this screen. To complete the work, these DBR path names must be named in the appropriate Path field on the Processing Office Path Screen 926. Multiple entries can point to the same path. * If no entries are made on the DBR Processing Office Routing Path Table (Screen 529) or a specific source account is not found, the default path on Routing and Approvals Processing Paths Screen 926 will be selected. Special DBR Desk A special DBR Desk is required in each Processing Office path, “Pass-Thru Desk” (status “P”) and is established to capture any errors found in posting. The approvers on this desk can see the errors and decide how to manage the items that route there. Routing notes will be added to indicate what the issue was that prevented posting. Normally documents pass “briefly” through this desk on their way to final approval. If a post fails, the document stays on the desk. Workers on this desk are able to do the following: (1) Reject the document back to the department (posting failure cannot be/will not be corrected) OR (2) Approve it. If approved from this desk, the PCT will attempt to post again. Posting errors occur for multiple reasons, such as when budgets are no longer available, accounts or pools have been frozen, or default banks are invalid. Once the document has posted, the approval is accepted, and the document reaches Final status. Special Revision Access Special limited access to edit the original DBR document has been granted to approvers in the DBR Processing Office. As an approver (or substitute) on a Processing Office desk, users are able to modify the DBR document from the Inbox Document Coversheet. The Corrections PFKEY (PF12) allows the dollar amount, pool, or mandatory/non-mandatory flag on the DBR document to be modified. DCR Documents Flow Department Routing The DCR document routes through the department for each of the accounts being corrected and each of the new accounts. Executive Level Routing The DBR document routes through any Executive Level routing required by the department. Screen 941 shows whether a Department/Subdepartment is linked to Executive Level Routing. Processing Level Routing Once Department routing (and Executive, if appropriate) has been satisfied, the DCR Processing Office path is automatically selected based on: * FFX – DCRs involving object codes that are related to Fixed Assets. These codes are defined on Screen 933, DCR Settings Maintenance. Each member’s Capitalization rules are pulled in automatically, but additional codes may be added. * C&G – DCRs involving grant related accounts. The account range(s) are defined on Screen 933, DCR Settings Maintenance. * Both – DCRs that would trigger both the FFX, and C&G desks as defined above * Auto Approve – Optional desk for DCRs that meet specific requirements as defined in the DCR manual * Default Path– DCRs that would not trigger any of the paths above Special DCR Desk A special DCR Desk is required in each Processing Office path, “Pass-Thru Desk” (status “P”) and is established to capture any errors found in posting. The approvers on this desk can see the errors and decide how to manage the items that route there. Routing notes will be added to indicate what the issue was that prevented posting. Normally documents pass “briefly” through this desk on their way to final approval. If a post fails, the document stays on the desk. Workers on this desk are able to do the following: (1) Reject the document back to the department (posting failure cannot be/will not be corrected) OR (2) Approve it. If approved from this desk, the PCT will attempt to post again. Posting errors occur for multiple reasons, such as when budgets are no longer available, accounts or pools have been frozen, or default banks are invalid. Once the document has posted, the approval is accepted, and the document reaches Final status. Special Revision Access Special limited access to edit the original DCR document has been granted to approvers in the DCR Processing Office. As an approver (or substitute) on a Processing Office desk, users are able to modify the DCR document from the InBox. Allowed changes are: * New account * New Bank * New Subcode * Amount * Add/delete attachments TDP Documents Flow Department Routing The TDP document routes through the department for each of the Funding Source Accounts. Executive Level Routing The TDP document routes through any Executive Level routing required by the department. Screen 941 shows whether a Department/Subdepartment is linked to Executive Level Routing. Processing Level Routing Because TDPs can cross members, there are three possible paths * Default Path – If the transfer is within the same member, the TDP will route through the default path. * INTER Path — If the transfer is between members, the TDP will route through the INTER path on the Processing Level for the source department. * FINAL Path — If the transfer is between members, the TDP will route through the FINAL path on the Processing Level for the destination department Once this approval is obtained, the TDP is completed, and transfer will post into Fixed Assets Special TDP Desk A special TDP Desk is required in the Default and FINAL Processing Office paths. The “Pass-Thru Desk” (status “P”) and is established to capture any errors found in posting. The approvers on this desk can see the errors and decide how to manage the items that route there. Routing notes will be added to indicate what the issue was that prevented posting. Normally documents pass “briefly” through this desk on their way to final approval. If a post fails, the document stays on the desk. Workers on this desk are able to do the following: (1) Reject the document back to the department (posting failure cannot be/will not be corrected) OR (2) Approve it. If approved from this desk, the PCT will attempt to post again. Posting errors occur for multiple reasons, such as when budgets are no longer available, accounts or pools have been frozen, or default banks are invalid. Once the document has posted, the approval is accepted, and the document reaches Final status. Special Revision Access Special limited access to edit the original TDP document has been granted to approvers in the TDP Processing Office. As an approver (or substitute) on a Processing Office desk, users are able to modify the TDP document from the Inbox Document Coversheet. Allowed changes are: * Building Campus * Building Room * User-Group Code * Other Location Section V Electronic Office Screens — Inquiry Screens to Assist Management of the Routing Structures List Approval Profile Screen 915 Lists a user approval profile that is all the desks a user is on – especially helpful for changes/deletes to access Lists Offices Screen 945 Lists all the Electronic Offices; indicates when office is an Executive or Processing Office Lists Units in Office Screen 935 Lists Units (depts./subdepts) valid for an Office List Desks in Office Screen 937 Lists all the desks that are valid for an Office; a desk may or may not be active in a path List Views by Office Screen 936 Lists all the valid views for an Office Office/Desk Workload Screen 938 Lists documents in routing for an Electronic Office Documents by Dept Screen 918 Lists documents in routing for a department Person Table Screen 850 Lists people, their UIN, and their location information Dept Table Screen 860 Lists all the department/subdepartments and the Electronic Office and Executive Level Screen 915, Approval Profile by Name, displays all of the approval structures that a person is attached to within each campus code. Each office, desk, and view is displayed along with the status of the person for that approval structure. Pressing will advance the screen to the next page of profiles. Screen 915 – Approval Profile by Name 915 Approval Profile by Name 02/22/23 13:24 USER, BETTER CC 02 Screen: ___ Name: ____________________ Campus Cd Office Desk Status View --------- ---------- ---------- ------ ---------- 22 LIBRARY LIBRARY 22 LIBRARY SIGNER DSK LIBRVW 09 PAYROLLWS PAYROLLWS 09 TEEX-EPA TEEX-EPA 07 WDMS WDMS 07 WDMS SIGNER E** WDMS-VW 08 ANATOMY ANATOMY 07 ACTG ACTG 18 ALLDEPTS ALLDEPTS 18 ALLDEPTS CREATE DSK ALLDEPTS 18 PAYROLLWS PAYROLLWS 09 ECT OFFICE ECT OFFICE 18 ECT OFFICE ECT OFFICE ** END OF RECORD LIST — 13 Record(s) Found Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11—PF12--- Hmenu Help Ehelp The View field is only applicable to signer/creator desks. Basic Steps * Type the name of the person whose approval structure to be displayed in the Name field and press to view all of the approval structures that the person is attached to across all members. * Press to scroll through the listing. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Name: 20 characters * Help Identify the name of the person whose approval profile is to be displayed.. A name search can be started by typing part of the person’s name in the Name field and pressing . Screen Information Campus Cd: 2 digits Displays the campus code for the TAMUS Member to which the profile belongs. This is especially useful when a person has approval authority with more than one TAMUS member. Office: 10 characters Displays the title of the office in which the person has approval authority. Desk: 10 characters Displays the name of the desk where the person has approval authority. Status: 1 character Displays the approval status. Blank = Signer/Approver S = Substitute Signer/Approver View: 10 characters Displays the name of the view where a person has approval authority on a signer or creator desk. This is only applicable to signer/creator desks. Additional Information PF Keys See the Appendix for explanations of the standard PF Keys. Screen 945, Office Browse, displays a complete listing of all of the Electronic Offices that have been established for a member. Pressing will advance the screen to the next page of Electronic Offices. Screen 945 – Office Browse 945 Office Browse 02/22/23 14:56 CC 02 Screen: ___ Office: __________ Processing Exec S Office Description View View Office Manager - ---------- ----------------------------- ---------- ----- ------------------ _ STATISTIC STATISTIC DERRICK, MARYJO _ A&M POLICE TEXAS A&M UNIVERSITY POLICE D STILLEY, ALAN A _ AABS ACADEMIC AFFAIRS BUSINESS SER SMITH, KIMBERLY S _ ACADEMY ACADEMY FOR ADVANCED TELECOM RICHARDS, ROBYN J _ ACCTNG ACCOUNTING BAYER, BARBARA A _ ADVANCED RESEARCH & ADVANCED EDUCATION LOUBET, BETH E _ AECNCTR CENTER FOR ACADEMIC ENHANCEME LOUBET, BETH E _ AEROSPACE AEROSPACE ENGINEERING DEPT STILLEY, ALAN A _ AG ECON AGRICULTURAL ECONOMICS STILLEY, ALAN A _ AGIS ADMINISTRATIVE GEOGRAPHIC INF LOUBET, BETH E _ AGRENGR AGRICULTURAL ENGINEERING STILLEY, ALAN A _ AGRIED AG EDUCATION STILLEY, ALAN A _ AHSO AGGIE HONOR SYSTEM OFFICE TAWNEY, CARI L _ ANSCDEPT ANIMAL SCIENCE STILLEY, ALAN A More Entries - Press to continue Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps * Press to scroll through the list of offices for a particular campus code. * To position an office at the top of displayed list of Electronic Offices, enter the office name in the Office field and press . Explanation of Browsing Process Selecting an Office If the Office name is not known, press to display an alphabetical list of all available offices. Continue pressing to scroll through the list. If the Office name is known, type all or part of the name in the Office field and press to position it at the top of the list. * To select an office, tab to the to the desired line and press . The office name will then be placed in the Office field and may be used in context with other screens. * Typing an “X” in the selection field to the left of the Office name will advance the user to Screen 935, Dept/SDept by Office Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line Office: 10 characters ? Help Identify the office to be positioned at the top of the screen. Screen Information S 1-character Type an “X” to select the Office and advance to Screen 935, Dept/SDept by Office. Office: 10 characters Displays the short name for the Electronic Office displayed. Description: 36 characters Displays the description for the office listed. Processing View: 10 characters Displays the name of the processing view desk. Exec View: 4 characters Displays the word “EXEC” if the department/subdepartment is assigned to an executive office. Office Manager: 30 characters Displays the name of the Electronic Office manager for the office. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. Screen 935, Dept/SDept by Office, displays a complete listing of all departments and subdepartments (collectively called “units”) assigned to a specific Electronic Office. Pressing will advance the screen to the next page of departments and subdepartments. Screen 935 – Dept/SDept by Office 935 Dept/SDept by Office 02/22/23 15:23 CC 02 Screen: ___ Office: AABS______ Link S Dept Sub-Dept Description Type View - ----- ----- ---------------------------------------- ---- ---------- _ AABS ACADEMIC ACCOUNTING & BUSINESS SERVICES D AABSVIEW _ AARO ACADEMIC AFFAIRS RECRUITING OFFICE D AABSVIEW _ AAVC APPELT AGGIELAND VISITOR CENTER D AAVCVIEW _ AAVC SCHOL APPELT AGGIELAND VISITOR CENTER-SCHOLARS D AAVCVIEW _ ADMI OFFICE OF ADMISSIONS D ADMIVIEW _ ADMI AGPSC AGGIELAND PSC - RECRUITMENT D ADMIVIEW _ ADMI APPS ADMISSIONS PROCESSING D ADMIVIEW _ ADMI BV BRAZOS VALLEY - RECRUITMENT D ADMIVIEW _ ADMI CC CORPUS CHRISTI PSC - RECRUITMENT D ADMIVIEW _ ADMI CENTX CENTRAL TEXAS - RECRUITMENT D ADMIVIEW _ ADMI CONTR SPONSORED CONTRACTS D ADMIVIEW _ ADMI DAL DALLAS PSC - RECRUITMENT D ADMIVIEW _ ADMI DCOAL DALLAS PSC - COALS MOU D ADMIVIEW _ ADMI DIV OFFICE OF ADMISSIONS - DIVERSITY D ADMIVIEW More Entries - Press to continue Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps * Type the name of the Electronic Office in the Office field. * Press to display all of the units within that office. * Typing an “X” in the selection field to the left of the Office name will advance the user to Screen 921, Dept Paths Create/Modify Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Office: 10 characters ? Help Identify the name of the office whose departments/subdepartments are to be displayed. Screen Information S 1-character Type an “X” to select the Department/Sub-Department and advance to Screen 921, Dept Paths Create/Modify. Dept: 5 characters Displays the codes of the departments within the Office. Sub-Dept: 5 characters Displays the codes of the subdepartment within the Office. Description: 40 characters Displays the description given to the unit (department/subdepartment combination). Link Type: 1 character Displays the type of view displayed: D (Departmental) E (Executive) or P (Processing) view. View: 10 characters/digits Displays the name of the view in which the dept/sub-dept falls. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. Screen 936, Views by Office, displays a complete listing of all the views associated with a specific Electronic Office. A “Department” view consists of a set of units whose documents route to the same Signer Desk. Documents for this office may pass through different approver desks, but always end Department routing at the same Signer Desk. Pressing will advance the screen to the next page of departments and subdepartments. At least one Department view is required for all Electronic Offices. Screen 936 – Views by Office 936 Views by Office 02/22/23 15:24 CC 02 Screen: ___ Office: AABS______ View: __________ S View Name View Description Nbr Units Type - ---------- ---------------------------------------- --------- ---- _ AABSCONTR CONTRACTS/GRANTS D _ AABSINTL INTERNATIONAL CENTERS D _ AABSPTHRU PASS THROUGH ACCOUNTS 1 D _ AABSVIEW ACADEMIC AFFAIRS BUSINESS SERVICES 3 D _ AAVCVIEW APPELT AGGIELAND VISITOR CENTER 2 D _ ACADVIEW TRANSITION ACADEMIC PROGRAMS D _ ADMIVIEW ADMISSIONS 21 D _ ADVAVIEW ADVA 2 D _ AEPVIEW ACADEMIC EFFECTIVENESS & PLANNING 1 D _ AHSOVIEW AHSO D _ AIOLVIEW ACADEMIC INNOVATION & ON-LINE LEARNING 1 D _ APAAVIEW APAA D _ APDFVIEW DEAN OF FACULTIES 3 D _ APHUVIEW UNDERGRADUATE STUDIES 1 D More Entries - Press to continue Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps * Type the name of the Electronic Office in the Office field. * Press to display all of the units within that office. * Typing an “X” in the selection field to the left of the View name will advance the user to Screen 921, Dept Paths Create/Modify Explanation Of Browsing Process Selecting a View To select a view, move the cursor to the desired line and press . The view name will be placed in the View field and may be moved in context to other screens. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Office: 10 characters ? Help Identify the name of the office whose views are to be displayed View: 10 characters Identify the view to position at the top of the screen. Screen Information S: 1 character Type “X” to select a view name and advance to Screen 921, Dept Paths Create/Modify. View Name: 10 characters Displays the name(s) of the views within the Electronic Office listed in alphabetical order. View Description: 10 characters Displays text description for each of the views. Nbr Units: 9 digits Displays of the number of units assigned to the view. Type: 1 character Displays the type of view displayed. D (Departmental) , E (Executive), and P (Processing). Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. As documents pass through routing and approval, they are sent to desks, either Approver or Signer Desks. Persons designated in the departments as “approvers” and “signers” are attached to these desks and can see or take action on the documents that come to their desks. Screen 937, Desks by Office, displays a complete listing of all the Desks associated with a specific Electronic Office. Pressing will advance the screen to the next page of departments and subdepartments. Screen 937 – Desks by Office 937 Desks by Office 02/22/23 15:33 CC 02 Screen: ___ Office: ACADEMY___ Desk: __________ S Desk View Description - ---------- ---------- -------------------------------------------------- _ ACADEMY DEFAULT DESK OF OFFICE MANAGER _ ATLT DBR ATLT DBR ROUTING _ CTE APPRVR _ CTE APPR02 _ CREATE DSK SCHOLAR _ CREATE DSK ACADEMY _ CREATE TDP ACADEMY TRANSFER DEPARTMENTAL PROPERTY _ SIGNER DSK SCHOLAR _ SIGNER DSK ACADEMY _ SIGNER TDP ACADEMY TRANSFER DEPARTMENTAL PROPERTY ** End of Record List - 10 Record(s) Found Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Names Basic Steps * Type the office name in the Office field and press to display a list of all of the desks within an office. * Include the name of the office desk in the Desk field or select an office desk from the list displayed by typing an “X” in the S (Select) field and pressing . Selecting a Desk will advance the user to the appropriate screen for modification: o Screen 922, Approver Desk Create/Modify o Screen 923, Signer. Desk Modify * Place the cursor on a desk name and press PF7 to display a list of assignees for the desk. Explanation of Browsing Process Listing Names The names of the desk assignees may be displayed by placing the cursor on a desk name and pressing PF7. This will provide a pop-up window with the names and statuses of the assignees for that desk. Press PF4 to exit the pop-up window. See the Appendix for more details. PF7 Names Pop-up Screen +--------------------------------------------------------------+ | | | DESK: SIGNER DSK | | | | PID STATUS NAME | | | | 123006789 USER, BETTER | | 987004321 S MOUSE, MICKEY | | | | | | | | | | | | *** END OF LIST - 1 WORKERS FOUND | | PF4 to Quit | | | +--------------------------------------------------------------+ Selecting a Desk To select a desk, type an “X” in the S (Select) field next to the desired desk name and press . The desk name will then be added to the Desk field and FAMIS will advance to either Screen 922, Approver Desk Create/Modify or Screen 923, Signer Desk Modify as appropriate. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Office: 10 characters ? Help Indicate the title of the Electronic Office whose desks are to be displayed. Desk: 10 characters Identify the name of the desk to position at the top of the screen. Screen Information S: 1 character Type “X” to select a view name and advance to Screen 922, Approver Desk Create/Modify or Screen 923, Signer Desk Modify. Desk: 10 characters Displays the name(s) of the desks created under the office; listed in alphabetical order. View: 10 characters Displays the name of the desk view. Description: 60 characters Displays text describing the desks within the office. Additional Functions PF KEYS See the Appendix for an explanation of the standard PF Keys. PF7 Names of Desk Assignees Names Displays the names of the desk assignees in a pop-up window when the cursor is anywhere on a desk line. Screen 938, Office/Desk Workload displays all the documents currently routed to desks in the Electronic Office. The screen can list the documents on all desks or filter the list for a specific desk. The Desk and Form fields can be used to filter the display of documents shown on the screen. For example, if “PRQ” is typed in the Form field the screen will display all the requisition documents in the Inboxes. Screen 938 – Office/Desk Workload (Panel 1) 938 Office/Desk Workload 02/22/23 16:25 CC 02 Screen: ___ Office: TAMRF_____ Desk: __________ Form: ___ PANEL: 01MORE>> Requested Document ID N Doc Summary Action Status ------------ - ------------------------------------- ---------- ---------- ECT02CTAFL33 M040498-PETERS Approve In Dept Rt ECT02CTAFOEK E01372-MOUNT Approve In Dept Rt ECT02CTAFNL2 * M046461-KNOCK Approve In Dept Rt DCR02J300335 * Account Correction Sign In Dept Rt ECT28CTAFKXH * E063453-KRANK Sign In Dept Rt ECT28CTAFKXO * E10000073-LONG Sign In Dept Rt ECT28CTAFKY0 * E100339-PRICE Sign In Dept Rt ECT28CTAFKYH * E133368-NANCE Sign In Dept Rt ECT28CTAFKYY * E100339-PRICE Sign In Dept Rt ECT28CTAFM9M E120051-DRAKE Sign In Dept Rt ECT02CTAFM6F E06238-SMITH Sign In Dept Rt ECT02CTAFLJW E100669-FLAME Sign In Dept Rt *** Press ENTER to view more documents *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp RHist Left Right Screen 938 – Office/Desk Workload (Panel 2) 938 Office/Desk Workload 02/22/23 16:27 CC 02 Screen: ___ Office: TAMRF_____ Desk: __________ Form: ___ <> Document ID FY Creator Created Arrived Days User's Level ------------ ---- ----------------- ---------- ---------- ----- ------------ ECT02CTAFL33 2023 DOE, , MARY 11/02/2022 11/14/2022 100 Approver ECT02CTAFOEK 2023 SMITH, ANDY 11/18/2022 11/18/2022 96 Approver ECT02CTAFNL2 2023 YOUNG, JOAN 11/18/2022 11/18/2022 96 Approver DCR02J300335 2023 PARKER, JANE 11/17/2022 11/18/2022 96 Signer ECT28CTAFKXH 2023 PHILLIPS, JOHN 10/25/2022 11/18/2022 96 Signer ECT28CTAFKXO 2023 PHILLIPS, JOHN 10/25/2022 11/18/2022 96 Signer ECT28CTAFKY0 2023 PHILLIPS, JOHN 10/25/2022 11/18/2022 96 Signer ECT28CTAFKYH 2023 PHILLIPS, JOHN 10/25/2022 11/18/2022 96 Signer ECT28CTAFKYY 2023 PHILLIPS, JOHN 10/25/2022 11/18/2022 96 Signer ECT28CTAFM9M 2023 PARKER, JANE 11/09/2022 11/18/2022 96 Signer ECT02CTAFM6F 2023 WALL, WALLY 11/10/2022 11/18/2022 96 Signer ECT02CTAFLJW 2023 ALLEN, JACK 11/09/2022 11/18/2022 96 Signer *** Press ENTER to view more documents *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 938 – Office/Desk Workload (Panel 3) 938 Office/Desk Workload 02/22/23 16:29 CC 02 Screen: ___ Office: TAMRF_____ Desk: __________ Form: ___ < to display all of the documents currently routed to the selected office/desk. * Use PF10 and PF11 to scroll between Panel 1, Panel 2 and Panel 3 in order to view additional information. * On Panel 1, place the cursor on a Document number and press PF7 to view the Routing History for that document. * On Panel 3, place the cursor on a Desk name and press PF7 to view the users on that desk. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Office: 10 characters Indicate the title of the office governing the documents awaiting action. Desk: 10 characters Identify the name of the desk housing the documents awaiting action. Form: 3 characters ? Help Indicate the type of document to be displayed. Screen Information --> Panel 1 Document ID: 12 characters/digits PF2 Help Displays the document identification number used in routing and approval; consists of Form (3 characters), Campus Code (2 characters), and the Document Number (7 characters). Displays on all three panels. N: 1 character An asterisk (*) indicates that routing notes are attached to the document. Doc Summary: 40 characters PF2 Help Displays a brief description of the document. Requested Action: 10 characters Displays the action that needs to be taken on the document. Status: 10 characters Displays a document’s progress through the routing and approval system. --> Panel 2 FY: 4 digits Displays the fiscal year in which the document was created. Creator: 18 characters Displays the person who created and sent the document into the routing and approval system. Created: 10 digits Displays the date the document was created. Arrived: 10 digits Displays the date the document arrived at its current office/desk. Days: 5 digits Displays the number of days that the document has been located at its current office/desk. User’s Level: 12 characters Displays the type of user (i.e., his/her level) in whose Inbox the document is located. --> Panel 3 Current CC: 2 characters/digits Displays the campus code to which the document has currently been routed. Unit: 10 characters Displays the unit to which the document has currently been routed. Office: 10 characters Displays the office at which the document is currently located. Desk: 10 characters/digits Displays the desk at which the document is currently located. View: 10 characters Displays the name of the desk view. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF7 Routing History (on Panel 1) RHist Displays the routing information for the document. PF7 Names of Desk Assignees (on Panel 3) Names Displays the names of the desk assignees in a pop-up window when the cursor is anywhere on a desk line. Screen 918, Documents by Department displays all documents currently routed to desks in the specified Electronic Office. To include finished documents in the list displayed, type “Y” in the Finished field. There are two panels to this screen. Press PF11 to scroll right and view additional information. Use the additional PF keys at the bottom of the screen to view the routing history, cover sheet information, and notes. Screen 918 – Documents by Department (Panel 1) 918 Documents by Department 02/22/23 17:14 CC 02 Screen: ___ Dept: ANTH_ SubDept: _____ Form: ___ Finished: N PANEL: 01MORE>> Sel Document ID N Creator Doc Summary --- ------------ - ----------------------- ------------------------------- _ DBR02U302693 LOST, BECKY release UFO- project support _ TDP02N300468 ROCKY, NANCY ANTH SURPLUS F22 *** END OF LIST 2 DOCUMENT(S) FOUND *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp RHist Cover Notes Left Right Screen 918 – Documents by Department (Panel 2) 918 Documents by Department 02/22/23 17:18 CC 02 Screen: ___ Dept: ANTH_ SubDept: _____ Form: ___ Finished: N < to view a list of documents for the department. To select a document, type an “X” in the Sel (Selected) field next to a document and * use the PF keys at the bottom of the screen to view the routing history, cover sheet and notes for a document. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Dept: 5 characters Indicate the department code to view deleted documents. SubDept: 5 characters Identify a sub-department code if needed. Form: 3 characters ? Help Specify the type of document to be displayed as desired. Finished: 1 character Type “Y” to include documents that have successfully completed the routing process. Screen Information --> Panel 1 Sel: 1 character Type an “X” to select a document. Document ID: 12 characters/digits PF2 Help Displays the document identification number used in Routing and Approval, which consists of the form (3 characters) + campus code (2 digits) + document number (7 character/digits). N: 1 character Displays an asterisk (*) to indicate that routing notes are attached to the document. Creator: 14 characters Displays the name of the person who submitted the document for Routing and Approval. Doc Summary: 30 characters Displays a summary description taken from the original document. --> Panel 2 Form Name: 12 characters Displays the type of document displayed. FY: 4 digits Indicates the fiscal year in which the document was processed. Status: 15 characters Displays the status of the document. Created: 10 digits Displays the date the document was created and submitted to Routing and Approval. Sub Dept: 5 characters Displays the sub-department code of the unit on the document. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF7 Routing History RHist Displays routing history of the document. Same as Screen 914, Document Routing History. PF8 Cover Sheet Cover Displays cover sheet information and gives access to document browse pop-ups. PF9 Notes Notes Displays routing notes for the selected document. The FAMIS person file is built through the following two mechanisms: * Manual entry on Screen 850, as seen below. * Through an upload (ZBAU620) of a Workday file that contains records of persons paid through the TAMUS payroll system. Budgeted personnel are typically included as well as anyone paid through a restricted account. FAMIS security cannot be established for a person unless they have a record on the person file. If a person’s name does not display in the file, the record must be created using this screen. This screen is updated and maintained by each campus. The information is available to all TAMUS members and is not campus specific. Screen 850 – FRS Person Information 850 Person Information 01/18/23 09:54 CC 02 Screen: ___ Person: 123006789 Inactive: _ Delete: _ (Y/N) SRS: Person's Name: (Last) BETTER_________ (First) USER______ (MI) (Suffix) _____ (Prefix) _____ SSN: ***-***789 Title Code: 9490 IT BUSINESS ANALYST II Phone: 979-458-6464 ____ Date Hired: 06/01/2017 Gender: F FAX: ____________ Adloc Part: 01 Acct: 271030 Suffix: _ HCM Phone: 979-458-6464 Home CC Dept S-Dept Address: ______________________________ Mail Cd: _____ 01 INRE_ FAMIS ______________________________ __ _____ _____ ______________________________ __ _____ _____ City: _______________ State: __ Zip: _________ Country: __ Routing Email Prefs *** PAY PI/Researcher: _ Email from HCM: Notify Freq: _ _ E-Mail: buser@tamus.edu ________________________________ Type: _ _ Printer Default: ______________________________ Voided Apps: _ _ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp SSN Basic Steps * Enter a Universal Identification Number (UIN) in the Person field and press . o An alternate method is to enter the person’s last name, partial last name, or an asterisk (*) to view a pop-up window displaying names from which to select. * Type data in the fields provided or make changes and press record the information. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Person: 9 digits * Help Enter the person’s Universal Identification Number. All or part of a name may also be typed to initiate a search Inactive: 1 character Type “Y” to make the selected person inactive. This field can only be set by security administrators. Delete (Y/N): 1 character Type “Y” to delete the person’s record from the person file. Screen Information SRS: 1 character “Y” indicates this person is an SRS employee. Person’s Name (Last): 20 characters Enter/Displays the person’s last name. (First): 10 characters Enter/Displays the person’s first name. (MI): 1 character Enter/Displays the person’s middle initial, if any. (Suffix): 4 characters Enter/Displays the suffix of the person, if any. (Prefix): 4 characters Enter/Displays the prefix of the person, if any. SSN: 9 digits Displays the masked Social Security number associated with the UIN. Title Code: 4 digits ? Help Displays the person’s title code as provided by TAMUS. Phone: 10 digits Enter/Displays the phone number of the person. Date Hired: 8 digits Displays the date the person began working for The Texas A&M University System. Gender: 1 digit ? Help Displays the gender of the person. FAX: 10 digits Displays the person’s FAX number if desired. Adloc Part: 2 digits ? Help Displays the member portion of the adloc (administrative location) for the person. Adloc Acct: 6 digits Displays the account portion of the adloc (administrative location) for the person. Suffix: 1 character/digit Displays suffix added to the adloc (administrative location) for the person. HCM phone: 10 digits Displays the phone number listed from Workday. Home CC: 2 digits ? Help Enter/Displays the home campus code of the person. Dept: 5 digits ? Help Enter/Displays the department in which the person works. S-Dept: 5 digits ? Help Enter/Displays the sub-department in which the person works. Address: 3 lines (30 characters/digits each) Enter/Displays the business address of the person. Mail Cd: 4 digits ? Help Enter/Displays the on-campus mail code of the person. City: 30 characters Enter/Displays the city associated with the person’s address. State: 2 characters ? Help Displays state associated with the person’s address. Zip: 9 digits Displays the zip code + 4 digits associated with the person’s address. Country: 3 characters ? Help Displays the country of the person. PI/Researcher: 1 digit Enter/Displays if person is a researcher or principal investigator. E-mail from HCM: 1 character Displays (“Y” or “N”) as to whether email address was obtained from the Workday employee file. E-Mail: 30 characters Displays the email address of the person. Printer Default: 30 characters Enter/Displays the default printer to receive reports. Routing Email Prefs (*** and PAY) Notify Freq: 1 character PF2 Help Shows notification frequency of the person’s inbox. D = Daily E = Every Document W = Weekly Type: 1 character PF2 Help Indicates email notification type. A = Approvals Only N = None (no email) Y = All (include notifications) Voided Apps: 1 character “Y” Identifies that email notification is to be sent for voided approvals. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. FAMIS provides a table of valid departments for each campus. These department codes are used extensively throughout FAMIS. Both FRS and FFX modules utilize this table. This table is not fiscal year dependent--any changes made will affect any open year. Screen 860, Department Table is used to add a new department to FAMIS by authorized personnel. Information for existing departments may also be modified , or a department can be expired to make it inactive. Departments cannot be deleted. Also note the following: Hierarchy Fields * These three codes can be used as a sort field by many FAMIS reports to group all accounts that report to a specific level (such as a report of all accounts for a Vice President). o Exec Level o Division o School/College * Screen 860 is the only screen that updates these fields * Sub-departments cannot have a different hierarchy than the department, therefore at the sub-department level, these field are all protected. * The values are campus specific, so each campus assigns their own values. Allow Flags * FRS and FFX – Sets the department/subdepartment to be allowed on FRS or FFX transactions * All others – If not set to “Y” on this screen, FAMIS does not recognize that routing of these documents is allowed for the department/subdepartment. This screen is maintained and updated by each campus. The information is campus specific. Screen 860 – Department Table Maintenance 860 Department Table Maintenance 02/23/23 08:59 CC 02 Screen: ___ Department: CLGE_ Sub Dept: ODP__ Dept Name: OCEAN DRILLING PROGRAM__________________ Head/Director ID: 120007036 MILLER, KATE PH: 979-845-3651 Alt APO ID: 221002086 CORBETT, KIMBERLY PH: 979-845-4234 Reporting ID: _________ , PH: 979-458-6463 IPay IDT Email/ID: __________________________________________________ Mail Code: C3469 College Dept: Off Campus Flag: N Exec Level: AA Division: CD School/College: AT Building Campus: 02 Room: ______ Group Cd: _____ Building Number: 00001 Other Loc: ____________________ Budget Sort Dept Nbr: _____ Approx. Inv. Count: _______ FFX Cert. Month: 4_ Allow Flags: FRS: Y EPA: Y DBR: _ DCR: Y FFX: N TDP: _ Purch: Y eProc: 2 eBill: ___ eShip: ___ eSufx: B5 eDaPriv: _ Surplus: _ Maestro: Org Unit: __________ Parent Dept: CLGE_ Center/Institute: __ Mail to Dept Head: _ USAS Cd: __ Other Part Nbr: __ Dept Office: ODP General Comments: Y Other Part Dept: _____ Dept View: ODP-EPA Hit Other Part Sub Dept: _____ Exec Office: FFX Comments: Y Dept Expiration Date: __________ Exec View: Hit Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Audit GenCm FFXCm A department cannot be deleted, it can only be “expired” by entering the expiration. Basic Steps * Enter a department code in the Department field, and include a sub department in the Sub Dept field, if needed. Typing an asterisk (*) in the Department field will display a list of departments and subdepartments, a selection can then be made from the list. * To search by department code in the pop-up box, type an “I” in the Type field and press . Departments are now order by department code. * Press to view the information. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Department: 5 characters * Help Enter a valid department code. Sub Dept: 5 characters Enter the sub-department if needed. Screen Information Dept Name: 50 characters Enter the full name of the department. u Head/Director ID: 9 digits ? Help Provide the Universal Identification Number (UIN) of the department head or director. The name will be displayed after pressing . Head/Director 10 digits Phone: Indicate the phone number of the head/director of the department. Alt APO ID: 9 digits ? Help Enter the UIN of the alternate APO (accountable property officer). Alt APO Phone: 10 digits Provide the phone number of the alternate APO. Reporting ID: 9 digits ? Help Enter the UIN of the alternate Concur Employee BI Manager. Reporting ID 10 digits Phone: Provide the phone number of the alternate Concur Employee BI Manager. IPay IDT 50 characters Email/ID Provide the UIN or email for the IPay contact for the department. Mail Code: 5 characters/digits ? Help Enter the mail code for the department. College Dept: 5 characters Indicates the department that represents the college dean. Off Campus Flag: 1 character Enter “Y” if department is located off campus. Building Campus: 2 digits Identify the campus code for the building. Room: 6 digits Enter room number or the floor number of the department. Group Cd: 5 characters Include the group code for the department. Used for grouping departments together for special purposes, perhaps account security or reporting. Building Number: 5 digits Identify the department’s building number. Other Loc: 20 characters Type “Y” if the department is located in more than one location. Exec Level: 2 characters ? Help Include the executive level of the department. Division: 2 characters ? Help Provide division code reflecting the structure of the campus. School/College: 2 characters ? Help Provide the level of organizational structure. Budget Sort 4 characters PF2 Help Dept Nbr: Used for AL-RSCH budget sort number. Approx. Inv. Count: 6 characters Enter the approximate inventory numbers. FFX Cert Month: 2 digits Indicate the designated inventory certification month for this department. Allow Flags FRS: 1 character Enter “Y” to Indicate that this department is valid for accounting in FRS. EPA: 1 character Enter “Y” if the department is allowed to create EPA documents. DBR: 1 character Type “Y” if the department is allowed to create Departmental Budget Records. DCR: 1 character Enter “Y” to indicate that the department is allowed to create Departmental Correction Requests. FFX: 1 character Enter “Y” to indicate that this department is valid for asset control in FFX. TDP: 2 digits Enter “Y” if the department is allowed to create TDP (asset transfer) documents. Purch: 1 character Type “Y” to indicate that this department has been fully trained and is ready to use the Purchasing system. eProc: 1 character Type “Y” to indicate that this department is using eProcurement. Valid values: A - AggieBuy – Allowed B – Buy A&M – Allowed N – None – None Allowed 2 – Both – AggieBuy and Buy A&M eBill No longer used, these fields were for Buy A&M eShip eSufx eDaPriv Surplus: 1 character Enter “Y” if this is an inventory surplus department for TDP routing. Maestro Org Unit: 10 digits Identify the number of the organization unit (as determined by Maestro). This is used to group departments together for reporting. Parent Dept: 4 characters PF2 Help Enter a valid FAMIS department. This allows FAMIS to identify the departmental hierarchy along with the current standard hierarchy levels (executive, department, division, college, etc.). By default, the department is the parent department for a department with a subdepartment and is not modifiable. Center/Institute: 2 characters ? Help Used to determine if a department is a Center or Institute and to group departments together for reporting. Blank = Regular department CA = Center – Board Approved CG = Center – Grandfathered CN = Center – Not Board Approved IA = Institute – Board Approved IG = Institute – Grandfathered IN = Institute – Not Board Approved Mail to Dept Head: 1 character Type “Y” if the department head or director wants to receive a statement. USAS Cd 2 digits? Help Enter the USAS code used on Screen 840, Maintain USAS Strategy Table to determine the PCA for an expense Other Part Nbr: 2 digits Include another campus code that owns part of the department inventory. Other Part Dept: 5 characters Enter the department on another campus code that owns part of the department inventory. Other Part 5 characters Sub Dept: Enter the other FAMIS member’s sub-department, if needed. Dept Expiration 8 characters Date: Provide the date that the department expires. Dept Office: 10 characters Shows the office for Routing & Approvals that governs this department. Dept View: 10 characters Indicates the electronic view within the Electronic Office for Routing & Approvals that governs this department. Exec Office: 10 characters Shows the executive office for Routing & Approvals that governs this department. Exec View: 10 characters Shows the electronic view within the executive office for Routing & Approvals that governs this department. General Comments: 1 character Displays “Y” if general comments have been entered. FFX Comments: 1 character Displays “Y” if comments have been entered for Fixed Assets. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF7 Audit Information Audit Displays the departmental table audit information. PF10 General Comments GenCm View any general comments. PF11 Fixed Assets Comments FFXCm View any fixed assets comments. Section VI Electronic Office Quick Reference for Set Up Office Level Create Office Screen 940 Type in: Name for the Office Description, Manager UIN, Delegates UIN, Default Signer UIN Add Units Screen 941 Type in: Dept and SubDept Office Name Executive Office Name (if required) Department Level Create View Add Units Screen 920 Type in: Office Name and Name for the View Function – Add (A), Update (U), Delete (D) Description, Dept and SubDept Creator Desk Add People Screen 924 Type in: Office Name, View Name and Form Description Function – Add (A), Update (U), Delete (D) UIN Approver Desks Add People Screen 922 (opt) Type in: Office Name, View Name and Desk Description Function – Add (A), Update (U), Delete (D) Type – blank or Substitute (S) UIN Signer Desk Add People Screen 923 Type in: Office Name, View Name and Form Description Function – Add (A), Update (U), Delete (D) Type – blank or Substitute (S) UIN Update Path Create New Paths Screen 921 Type in: Office Name Description Function – Add (A), Update (U), Delete (D) Form, Dept/SubDept Category, Desk(s) Executive Level Create View Add Units Screen 940 Type in: Office Name “Y” next to Executive View “EXEC” under View Name Add View to Units Screen 941 Type in: Dept and SubDept Office Name Executive Office Name Executive Desks Add People Screen 922 Type in: Office Name, View Name and Desk Description Function – Add (A), Update (U), Delete (D) Type – blank or Substitute (S) UIN Executive Paths Add Desks Screen 925 Type in: Office Name Description Function – Add (A), Update (U), Delete (D) Form, Dept/SubDept Category, Desk(s) Processing Level Create View Screen 940 Type in: Office Name “Y” next to Processing View Dept code under View Name Processing Desks Add People Screen 922 Type in: Office Name, View Name and Desk Description Function – Add (A), Update (U), Delete (D) Type – blank of Substitute (S) UIN Create New Paths Screen 926 Type in: Office Name Description Function – Add (A), Update (U), Delete (D) Form, Path Category, Desk(s) Section VII Electronic Office Detail An Electronic Office is a collection of units (departments and sub-departments) organized to facilitate document routing and approval. This Electronic Office is the highest order in the routing and approval structure. Within the structure can be many different views, units, and desks. The screens for the Administrative Functions are found on Menu M91. Menu M91 – Electronic Office Management Menu M91 Electronic Office Mgmt Menu 02/23/23 13:08 FY 2023 CC 02 Screen: ___ * --- Departmental Functions ----- * * ------ Inquiry Functions ------ * 920 Dept View Create/Modify 945 Office Browse 924 Creator Desk Modify 935 Dept/SDept by Office 922 Approver Desk Create/Modify 936 Views by Office 923 Signer Desk Modify 937 Desks by Office 921 Dept Paths Create/Modify 938 Office/Desk Workload 928 Dept View Delete * -- Administrative Functions --- * 930 Desk Copy 932 Transfer Property Auto-Approval 933 DCR Settings Maintenance 940 Office Create/Modify 941 Unit to Office Assignment * ------ Special Functions ------- * 925 Exec Paths Create/Modify 943 Security Signer Desk 926 Proc Paths Create/Modify 944 Office Delete 950 Electronic Documents Profiles Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Creating Electronic Offices Fiscal offices generally are responsible for creating the Electronic Offices and assigning units to these offices. Office names must be unique within a campus code. A default desk (with the same name as the office) is automatically created for each office with the office manager and delegates as the assignees. Most often the assignees need to be changed to reflect the appropriate persons. This desk can be used in routing paths as desired. The Administrative Functions include establishing the office and adding units (depts/subdepts). TECH NOTE: How to change Processing Office (bottom section of screen) Run XXUPDOFF in FAMISU. Program prompts for PARMS (Parameters) Updates Screen 940 including Processing Office. Unprotects and clears Screen 950. Routing & Approvals revolves around the Electronic Office and its structure. Screen 940, Office Create/Modify is the FAMIS screen to begin the process of creating the Electronic Office. This involves assigning a title and description, identifying the Electronic Office Manager, Delegates, Default Signer. Screen 940 – Office Create/Modify 940 Office Create/Modify 02/23/23 13:11 CC 02 Screen: ___ Office: AABS______ Description: ACADEMIC AFFAIRS BUSINESS SERVICES_________ Manager (UIN) : 319009999 SMITH, JANE Delegates (UIN) : 919009999 HALL, ED _________ Default Signer(UIN): 619009999 JONES, MARY Comments: ___________________________________________ ___________________________________________ ___________________________________________ Y/N View Name Executive View: _ _____ Processing View: _ __________ (Must be unique with the Campus code) Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp AUDIT Basic Steps Create a New Office * Type the new office name in the Office field and press . * Key in the description, manager UIN, delegate UIN, and default signer UIN. * Type additional information in the available fields as desired. * Press to record the information. Modify an Existing Office * Type an office name in the Office field. * Press to display existing office information. * Add or modify information in the available fields as desired. * Press to record the information. Electronic Office Process To create a new Electronic Office, give it a name and description followed by the UIN of the office manager, delegates, and default signer. * Office Manager – This user has the ability to perform all functions related to creation and maintenance of Electronic Offices, including the ability to add or remove signers. This functionality is completed on Screen 923, Signer Desk. o Backup to the Office Managers are the member security administrators. Security members should have access to Screen 943, Security Signer Desk. Access to this screen should not be granted to any other users. * Delegates – The users who serve as Delegates have ability to perform all functions related to creation and maintenance of Electronic Offices, with the exception of access to Screen 923, Signer Desk. FAMIS programming limits this to the user that has been designated as the Office Manager; Delegates will receive an error message when accessing this screen. o There are two delegate positions available for each office. * Default Signer – The user who has signature authority over accounts that are in the departments assigned to the office. A default signer desk is automatically created, and the default signer is assigned to this desk when Screen 940 is complete. Security should be tightly controlled for Screen 940, Screen 943, and Screen 923, because they control the electronic signature authority for the document being approved. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Office: 10 characters * Help Identify the office which will control routing and approving of documents for units assigned to the office. Screen Information u Description: 43 characters PF2 Help Enter a description of the Electronic Office. u Manager (UIN): 9 digits ? Help Indicate the UIN and name of the office manager. u Delegates (UIN): 9 digits each ? Help Indicate the UIN and name of the delegates for the office. u Default Signer (UIN): 9 digits ? Help Indicate the UIN and name of the person who is to be assigned to all signer desks in the office. Comments: 3 lines (43 characters each) Available for free form entry of comments regarding the office. Executive View See Executive Routing Y/N: 1 character Indicate whether or not (“Y” or “N”) this office has higher level responsibilities and approve documents at this higher level. View Name: 5 characters ? Help Indicate the department having executive responsibilities. Processing View See Processing Routing Y/N: 1 character Indicate whether or not (“Y” or “N”) this office has responsibilities to “process” documents. Examples are: Purchasing Property DBR Office DCR Office ECT Office View Name: 10 characters PF2 Help Identify the processing view associated with this office. Typically the same as the Office Name and must be unique with the Campus code. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF7 Audit Audit Displays the audit trail information regarding who created and modified the selected document. +--------------------------------------------------------------+ | | | **** Audit Information **** | | | | Office: PURCHASING | | | | Date Created: 09/26/2012 | | Added By: USEB02P USER, BETTER | | | | Last Modify Date: 11/14/2022 | | Last Modify By: USEB02P USER, BETTER | | | | | | PF4=Exit | | | | | +--------------------------------------------------------------+ The second step in establishing an Electronic Office is to assign units. Units consist of department and subdepartments combinations. This allows the units to participate in the paths that are defined for that Electronic Office. This assignment is completed on Screen 941, Unit to Office Assignment. When departments and subdepartments are assigned to offices on Screen 941, the link for delegation of electronic signature authority is complete. Accounts “belong to” or are assigned to a department; and then the department is assigned to an Electronic Office. Within the office, documents will be routed to desks for approval. The users assigned to Signer Desks are those users that have signature authority or have been delegated signature authority for the department. Units (depts./subdepts) can also be assigned to an Executive Office, which means their documents will follow the executive path once departmental routing has been completed. Screen 941 – Units to Office Assignment 941 Unit to Office Assignment 02/23/23 14:05 CC 02 Screen: ___ Dept: BIOL_ SubDept: _____ Dept Name: BIOLOGY Dept head: PARKER, JANE Office: BIOL____ Manager: JONES, MARY View: BIOLVIEW Exec Office: VPSCI__________ Exec View: VPSCI Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps * On the action line, type the names of the department and the subdepartment. o To view a list of departments, type an asterisk (*) in the Dept field and press . The department/subdepartment may then be selected from the list. o Press to process the entry. The name of the department and its department head will be displayed. * Type the title of the office to attach the unit (department/subdepartment). o Press to display the name of the office manager. * Add or modify office assignment information in the available fields, as necessary. o Press to record the information. Unit Assignment Process Signature Authority Signature authority for fiscal accounts is delegated via the assignment of the unit (department/subdepartment) to an office and within that office to a routing view. Fiscal offices carry the responsibility for control of signature authority on university or agency accounts. They will identify the units, establish the routing and approval offices, and delegate authority to the offices. Changing a Unit to Another Office If a unit is already attached to a view within another office, the Office field on Screen 941 is protected. To change the office, all routing paths which pertain specifically to that unit must be removed from the view using Screen 921, Dept Paths Create/Modify. The unit must then be removed from the view using Screen 920, Dept View Create/Modify. Update will subsequently then be allowed on Screen 941. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Dept: 5 characters * Help Indicate the department to link to a particular office. This is the primary department for each fiscal account. u SubDept: 5 characters Identify the subdepartment to link to a particular office. Screen Information Dept Name: 10 characters Displays the department name matching the code entered on the Action Line. Dept head: 20 characters Displays the name of the department head for the department. u Office: 10 characters PF2 Help Identify the office to which the department is linked. Manager: 20 characters Displays the name of the office manager for the office to which the department is linked. View: 10 characters PF2 Help Displays the view within the departmental office this unit belongs to. (This will be blank on new assignments until Screen 920, Dept View Create/Modify has been updated.) Exec Office: 10 characters PF2 Help Shows the executive office name to which the department reports if it has been linked to an executive office. Exec View: 4 characters PF2 Help Shows the word “EXEC” if the department/subdepartment is assigned to an executive office. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Section VIII Department Level Detail Menu M91 – Electronic Office Management Menu M91 Electronic Office Mgmt Menu 05/03/12 10:52 FY 2012 CC 02 Screen: ___ * --- Departmental Functions ----- * * ------ Inquiry Functions ------ * 920 Dept View Create/Modify 945 Office Browse 924 Creator Desk Modify 935 Dept/SDept by Office 922 Approver Desk Create/Modify 936 Views by Office 923 Signer Desk Modify 937 Desks by Office 921 Dept Paths Create/Modify 938 Office/Desk Workload 928 Dept View Delete 930 Desk Copy Create Department Level Structure A Department view consists of a set of units whose documents route to common Singer Desks. Documents within a view may pass through a variety of different paths and different approver desks, but always complete Department Level routing at the same Signer Desk with the same set of users as “signers”. Within an office, multiple Department views can be created, allowing for multiple combinations of departments and subdepartments. A view represents a grouping of these units that share common signers but may have different approvers. The Department view is created or modified using Screen 920, Dept View Create/Modify. For example, Organic Chemistry documents could have Dr. Blue and Dr. Red as signers (i.e., on the Signer Desk) while the units attached to Chemistry have a Signer Desk with Dr. House and Dr. Hall. When, within a single Electronic Office, different people are needed on a signer’s desk, a new view may be created. At least one Department view is required for all Electronic Offices. Screen 920 – Department View Create/Modify 920 Dept View Create/Modify 02/23/23 14:20 CC 02 Screen: ___ Office: AABS______ View: AABSVIEW__ Description: ACADEMIC AFFAIRS BUSINESS SERVICES_________ Manager : SMITH, JANE Func Dept Sub-Dept ---- ----- -------- _ AABS_ _____ ACADEMIC ACCOUNTING & BUSINESS SERVICES _ _____ _____ _ _____ _____ _ _____ _____ _ _____ _____ _ _____ _____ _ _____ _____ _ _____ _____ _ _____ _____ _ _____ _____ _ _____ _____ *** End of list *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10—PF11—PF12--- Hmenu Help Ehelp Basic Steps On the Action Line, t* ype the name of an Electronic Office and the name to be given to the view in the fields provided, and press . The name of the office manager will be displayed. If the view already exists, the description and units will display. * Add or modify data in the appropriate fields as desired. * Press to record the information. Department View Process Create Department Views A unit can belong to only one Department routing view. Each name for a view must be unique within an office. When a view is created, a default path (seen on Screen 921, Dept Paths Create/Modify with the wildcard symbol (*) in both the Form and unit fields (Dept and Sub-Dept)) is automatically created and is displayed with key fields in a protected status. The asterisk (*) as a wildcard means “all”, as in documents of all forms and from all units. This default path, which cannot be deleted, ensures that all documents find a path and are routed. Add Department Units If a change is needed move a department from one view to a new view, a pop-up window appears for confirmation of the change. If the user replies “Y” (yes), the unit is dropped from the original view and added to the current view. If that department was the only department in the view, Screen 921 for the original Office and View must be updated to delete all paths set up specifically for the unit. +-----------------------------------------------------------+ | | | Unit: BANA BUSINESS ANALYSIS & RESEARCH | | | | Old View: MAIN MAIN VIEW FOR BUSINESS | | New View: BANAVIEW BANA VIEW | | | | Do you wish to proceed with this change? (Y/N) _ | +-----------------------------------------------------------+ Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Office: 10 characters Identify the title of the Electronic Office for the new view. u View: 10 characters Indicate the name of the view to be created or modified (Minimum of 6 characters required). Screen Information Description: 43 characters Describes the view within the office. Manager: 30 characters Displays the name of the office manager. u Func: 1 character PF2 Help Indicate the desired function A = Add D = Delete P = Position person at the top of the list U = Update u Dept: 5 characters PF2 Help Enter the code for the department. Note: The department must exist on FAMIS department table (Screen 860). Sub-Dept: 5 characters PF2 Help Include the code for the subdepartment. Note: The subdepartment must exist on FAMIS department table (Screen 860). Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Technically, the document “creator” (for purposes of the Routing & Approval System) is the person who initiates or submits the document to Routing & Approvals -- either as part of the document close process or by pressing the “Route” PF key on the close screens. In the routing history, the document will show as “submitted by.” But users do not have to be on the Creator Desk to create and submit documents to Routing and Approvals, the users’ security record controls this ability. A minimum of two people must be assigned to a Creator Desk. The creator desk serves a very specialized function; these assignees access documents that are rejected or recalled to another creator’s Inbox using Screen 911. For example, an assignee to the Creator Desk checks another creator’s Inbox in their absence and finds a rejected document. The assignee takes appropriate action on the document. Creator Desks are unique within the office and view. The name for these desks is “CREATE” plus the form. The “blank” form is the default and is used for all forms unless a specific form is created, such as “CREATE DBR” for DBRs. There can be a distinct set of creators for each form type. Screen 924 – Creator Desk Modify 924 Creator Desk Modify 02/23/23 15:00 CC 02 Screen: ___ Office: AABS______ View: AABSVIEW__ Form: ___ Delete Desk: N Description: DEFAULT CREATOR/BUSINESS COORDINATOR____ Office Mgr : SMITH, MARY Desk : CREATE DSK (Default) Func Type UIN Name ---- ---- --------- ------------------------------ _ 619009999 WEEKS, ANNIE _ 819009999 JONES, JANE _ 139009999 LONG, MARY _ 109009999 SMITH, JOHN _ _________ _ _________ _ _________ _ _________ _ _________ _ _________ ****** End of list ****** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps On the action line, t* ype the Electronic Office name and view in the fields provided. o An asterisk (*) may be typed in the View field or Form field to display a list of views and forms that may then be selected * Press to view the Creator Desk information. * When and Electronic Office is initially created, the default Creator desk will be auto filled with the Office Manager and Delegates. This should be updated to reflect the actual users that should be assigned to this desk. * Add or modify data in the available fields as desired and press to record the information. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Office: 10 characters Identifies the title of the office which governs the creator desk. u View: 10 characters Identifies the view which governs the creator desk. Form: 3 characters Identifies the type of document that will be routed through a particular path. For example, requisitions will only route through the path with the form=PRQ. Delete Desk: 1 character Type “Y” to delete the desk. Description: 43 characters PF2 Help Enter a description of the office/view combination. Office Mgr: 30 characters Displays the name of the office manager for the office/view. Desk: 10 characters Identifies all of the type of desk and form for that view. Screen Information u Func: 1 character PF2 Help Enter the desired function. A = Add D = Delete P = Position person at the top of the list U = Update u UIN: 9 digits PF2 Help Displays the UINs for the users assigned to the desk. Name: 32 characters Displays the name associated with each UIN. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Screen 922, Approver Desk Create/Modify allows for the creation or modification of Approver Desks. An approver desk is interim stop in the approval path that occurs before a signer takes action on a document. Each person assigned to the desk has the ability to access the document and take necessary routing action on it. This may be an “approver”, a substitute approver, or a person who is charged with reviewing the work of the creator for all documents routed to that desk. There may be multiple approvers and/or multiple substitute approvers; up to 40 people may be assigned to a single desk. Only the Office Manager or a Delegate listed on Screen 940 may make changes to Screen 922. To create a new desk, it must have at least one assignee. Screen 922 – Approver Desk Create/Modify 922 Approver Desk Create/Modify 02/23/23 15:25 CC 02 Screen: ___ Office: AABS______ Desk: EDBS APPR_ Delete Desk: N Description: EDBS DEPARTMENT HEAD APPROVAL______________ Number of Assignees: 1 Func Type UIN Name ---- ---- --------- ------------------------------ _ _ 9990099999 PARKS, JAMES _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ ****** End of list ****** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps * On the action line, type the Electronic Office name and desk in the fields provided. o An asterisk (*) may be typed in the Desk field to display a list of desks that may then be selected * Press to view the Approver Desk information. * Add or modify desk assignees as desired. o If the UIN number is not known, press PF2 from the UIN field and search for the person’s name, then select it and press to have FAMIS enter the UIN number in this field. * Press to record the information. * Although an approver desk only requires a single user, best practice is to have at least two users. Approver Desk Process Creating Routing and Approval Desks Documents can be routed to approval desks, which sit on routing paths. Routing paths determine which series of desks a document will pass through. Office Managers and Delegates use Screen 922 to create (or modify) the approval desks and assign users to these desks. Each desk name must be unique within an office. Additionally, Approver desks may be created and never be placed on a path. These desks may be used with FYI. FYA or FRA routing to send a document to a group of approvers that is not in a predetermined path. Approvers are entered by their UIN and are designated as either an approver or a substitute approver. Approvers receive all documents in their Inboxes and may elect to receive email notifications. Substitute approvers must go to Screen 911 and key in the name of one of the approvers in order to see all the documents awaiting approval. Substitute approvers will not receive email notifications. Concept of a Substitute on a Desk Substitutes are users recognized to act in place of approvers or signers. Substitute approvers do not receive documents in their personal Inbox (Screen 910), but must access documents as a substitute through one of the approvers or signers using Screen 911. As the document proceeds through the routing path, it skips a desk that has an approver who has already approved the document. However, documents will not skip over a substitute on a desk. So, if a user is an approver on a desk in a path and a substitute on the following desk in the path, the document will not skip the second desk, but will stop at the Inbox of the approver(s). Within a level, an individual typically only has to touch a document once - as a creator, approver, or signer. (This is also true across the Department and Executive levels – routing will remember the user and not require them to sign again.) Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Office: 10 characters Indicate the title of the office to which the desk will belong. u Desk: 10 characters Identify the approval desk that is to be created/modified. Delete Desk: 1 character Type “Y” to delete a desk. Screen Information u Description: 43 characters Enter a description of the desk that is being created/modified. Number of 3 digits Assignees: Indicate the number of users who are attached to the desk. The desk must have at least one assignee. u Func: 1 character PF2 Help Enter the desired function. A = Add D = Delete P = Position person at the top of the list U = Update u Type: 1 character PF2 Help Indicate whether the person on the desk is an approver (blank) or substitute approver (‘S’). u UIN: 9 digits PF2 Help Identify the UIN for the people assigned to the desk. Name: 32 characters Displays the name associated with the UIN. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Screen 923, Signer Desk Create/Modify allows for the creation or modification of Signer Desks. Exercising electronic signature authority has the same responsibility as signing paper documents. Users on these desks have this authorization. With electronic documents, FAMIS audits who can sign and who does sign the documents through the use of the Signer Desk. The users on the Signer Desk have signature authority on the accounts for the units assigned to the office and view. Signer Desks are only at the Department Level. A specific “form” desk may be deleted using Screen 923, but not the default Signer Desk (which has a blank “form”). Screen 923 – Signer Desk Modify 923 Signer Desk Modify 05/03/23 11:05 CC 02 Screen: ___ Office: PURCHASING View: PURCHASING Form: ___ Delete Desk: N Description: ________________________________________ Office Mgr : JONES, DONNA J Desk : SIGNER DSK (Default) Func Type UIN Name ---- ---- --------- ------------------------------ _ S 5uuuuuuu8 LANE, LINDA L _ _ 8uuuuuuu0 JARVIS, JENNIFER J _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ ****** End of list ****** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps * On the action line, type the Electronic Office name, view and form in the fields provided. * Press to view the Signer Desk information. * Add or modify desk assignees as desired. o If the UIN number is not known, press PF2 from the UIN field and search for the person’s name, then select it and press to have FAMIS enter the UIN number in this field. * Press to record the information. Modify Electronic Signatures Process Modifying the authorized electronic signatures on a document is controlled at the Signer Desk. The default signer is assigned when the office is created on Screen 940. The name for these desks is “SIGNER” plus the form. The form may be blank (default), or it can be a specific form (for example, SIGNER PRQ for requisitions or SIGNER PLP for limited purchases). There can be a distinct set of signers for each form type. Additional signers or substitute signers may be added as needed to signer desks. Only the Office Manager can update Screen 923. In the absence of the office manager, the security administrators at each agency can update the Signer Desk on Screen 943. The default signer may only be removed from the Signer Desk if there is another assignee, and the office manager cannot add himself/herself to a Signer Desk. When the default signer is changed for an office, the new “default” signer is put on the “SIGNER” desk for the blank (default) form and on EACH additional form that exists for the office. If the default signer is not on the form, the new position is added. If the default signer is already on the form, the signer will be changed to match the new default signer. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Office: 10 characters Indicate the title of the office to be displayed. u View: 10 characters Identifies the name of the view to be displayed. Form: 3 characters Identify the type of document that will be routed through a particular path. For example, requisitions will only route through the path with the form=PRQ. Delete Desk: 1 character Type “Y” to delete the desk. Only desks for specific forms may be deleted. Screen Information Description: 43 characters PF2 Help Enter a description of the office/view combination. Office Mgr: 30 characters Displays the name of the office manager for the office/view. Desk: 10 characters PF2 Help Identifies all of the defined signer desks for that view. u Func: 1 character PF2 Help Enter the desired function. A = Add D = Delete P = Position person at the top of the list U = Update u Type: 1 character PF2 Help Indicate whether the person on the desk is signer (blank) or substitute signer (‘S’). u UIN: 9 digits PF2 Help Identify the UIN for the users assigned to the desk. Name: 32 characters Displays the name associated with the UIN. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. A routing path is a sequential list of desks which specifies the order and destination for routing documents. Different paths may be created for each of the following: * Form (PLP) * Department/Subdepartment combination * Whole Dollar amount category (under $1,000) A default path, with an asterisk (*) in both the Form and Dept/Sub fields, is automatically created and will be displayed with key fields in a protected status. The asterisk (*) acts as a wildcard and means “all.” This default path, which cannot be deleted, ensures that all documents will match a path and be routed. Wildcards (using asterisks) may be used to define paths based on forms. * For example, “D**” encompasses both DCR and DBR forms Screen 921 – Department Paths Create/Modify 921 Dept Paths Create/Modify 02/23/23 16:00 CC 02 Screen: ___ Office: AAAA______ View: AAAA-VW__ Description: AAAA DEPARTMETN_______________________ Office Mgr : SMITH, JANE F Form Dept/Sub Category N Status and Desks - --- ---------- --------------------------------------------------------- _ *__ *_________ __________ _ __________ _ __________ _ __________ _ __________ SIGNER DSK _ D** *_________ __________ _ APPRVR____ _ __________ _ __________ _ __________ SIGNER D** _ DTP *_________ __________ _ __________ _ __________ _ __________ _ __________ SIGNER DTP _ DTR *_________ __________ _ __________ _ __________ _ __________ _ __________ SIGNER DTR _ DTV *_________ __________ _ __________ _ __________ _ __________ _ __________ SIGNER DTV *** Press to view more entries *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Names If the Dept code is less than 5 characters, type a space to separate it from the subdepartment code. Although there is a “/” in the heading, it should not be used in the paths. Create/Modify Department Routing Paths * Type an office and view in the fields provided and press to display existing path information. * Add or modify data in the available fields, as necessary. * Place cursor on the line area under Desks or on “Signer DSK/Signer D**” and press PF7 to view names on the “Signer Dsk” or “Signer D**.” * Press to record the information. Routing Path Process There can be up to four desks in each of the routing paths plus the Signer Desk, which is always the final desk. The users assigned to the Signer Desk are those with signature authority for the Department accounts. When a document has accounts from different departments, it will route for Department approval based on the first department specified on the original document, then for Department approval based on the second department until all Department approvals are complete. If any of the departments are attached to an executive view, the document then goes through the appropriate executive paths. When a document requires different routing based on a dollar amount, a path will be defined with an entry in the Category field. A document that is over the dollar amount listed in the Category field will follow that path for approval. For example, if 1000 is entered in the Category field on the routing path, the path is valid for documents whose total is greater than or equal to $1000. The Category field is not available for entry in a path that contains an asterisk (*) anywhere (i.e., P** is not permitted) in the Form field. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Office: 10 characters Indicate the title of the office which governs the routing. u View: 10 characters Identify the view governing the routing paths. Screen Information Path Information u Description: 43 characters PF2 Help Describe the view to create or modify. Office Mgr: 30 characters Displays the name of the office manager. u FN: 1 character PF2 Help Enter the desired function. A = Add D = Delete U = Update (Positioning is not available for Paths, programmatically they are sorted alphabetically) u Form: 3 characters PF2 Help Identify the type of document that will be routed through a particular path. For example, requisitions will only route through the path with the form=PRQ. u Dept/Sub: 10 characters (DDDDDSSSSS) PF2 Help Type the department and subdepartment code combination from which documents will be routed for a specific path. If the Dept code is less than 5 characters, type a space to separate it from the subdepartment code. Category: 10 characters/digits PF2 Help Accepts dollar amount criteria defining which documents should route through a particular path. For approval of documents greater than or equal to a particular dollar amount, a separate path can be created. Status and Desks: 1 character PF2 Help Indicate how the document should go to the desk and to what desk it should be sent. Blank = Approval I = Information N = Notification Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF7 Names of desk assignees Names Displays the names of the desk assignees in a pop-up window when the cursor is on a desk name. +--------------------------------------------------------------+ | | | DESK: SIGNER DSK | | | | UIN STATUS NAME | | | | 5uuuuuuu8 S LANE, LOIS | | 8uuuuuuu0 JOEL, WILLIAM | | 8uuuuuuu7 S STILES, HARRY | | | | | | | | | | *** END OF LIST - 3 WORKERS FOUND | | PF4 to Quit | | | +--------------------------------------------------------------+ Section IX Executive Level Detail Executive routing paths are used to add another level of approvals. When a document finishes department level routing, it can pass through an executive path for approval. Use of executive level routing is optional. For example, all the documents for the VPFIN Office will automatically route through an executive path, such as the AG EXEC. Before executive paths can be created, an office must be defined as having executive responsibilities (Screen 940). The view name is always “EXEC.” The name of the Executive Level does not have to be the name of an existing office and does not have to be defined on Screen 860. Create Executive View Screen 940 – Office Create/Modify (with “Y” in Executive View) 940 Office Create/Modify 02/27/23 16:43 CC 02 Screen: ___ Office: AG-EXEC___ Description: COLLEGE OF AGRICULTURE-EXEC OFFICE_________ Manager (UIN) : 299009999 USER, BETTER Delegates (UIN) : 599009999 MOUSE, MINNIE 288008888 DUCK, DAISY Default Signer(UIN): 899009999 MCDUCK, SCROOGE Comments: ___________________________________________ ___________________________________________ ___________________________________________ Y/N View Name Executive View: Y EXEC_ Processing View: _ __________ (Must be unique with the Campus code) Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp AUDIT Add Executive Level to Units Screen 941 – Unit to Office Assignment 941 Unit to Office Assignment 02/27/23 16:43 CC 02 Screen: ___ Dept: RASC_ SubDept: _____ Dept Name: RANGE SCIENCE Dept head: SMITH, JIM Office: RASC______ Manager: RAY, MELISSA A View: RASC-VW Exec Office: AG-EXEC___ Exec View: EXEC Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp This is done for each of the dept/subdept combinations that participate with this executive level office. The Department Table (Screen 860) displays the Executive View indicating that documents from the department will pass through Executive paths. Screen 860 – Department Table Maintenance 860 Department Table Maintenance 02/27/23 16:55 CC 07 Screen: ___ Department: RASC_ Sub Dept: _____ Dept Name: RANGE SCIENCE___________________________ Head/Director ID: 609009999 SMITH, JIM PH: 979-555-5555 Alt APO ID: 709009999 DOE, JANE PH: 979-555-5555 Reporting ID: _________ , PH: IPay IDT Email/ID: __________________________________________________ Mail Code: C2135 College Dept: CLAG Off Campus Flag: N Exec Level: AA Division: CD School/College: AG Building Campus: 02 Room: ______ Group Cd: _____ Building Number: 00001 Other Loc: ____________________ Budget Sort Dept Nbr: _____ Approx. Inv. Count: _______ FFX Cert. Month: __ Allow Flags: FRS: Y EPA: Y DBR: Y DCR: Y FFX: Y TDP: B Purch: Y eProc: _ eBill: ___ eShip: ___ eSufx: __ eDaPriv: _ Surplus: _ Maestro: Org Unit: 8910______ Parent Dept: ESSM_ Center/Institute: __ Rangeland Ecology And Manageme Mail to Dept Head: _ USAS Cd: __ Other Part Nbr: __ Dept Office: RASC General Comments: Y Other Part Dept: _____ Dept View: RASC-VW Hit Other Part Sub Dept: _____ Exec Office: AG-EXEC FFX Comments: N Dept Expiration Date: __________ Exec View: EXEC Hit Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Audit GenCm FFXCm Create Approver Desks for Executive Level Screen 922 – Approver Desk Create/Modify 922 Approver Desk Create/Modify 02/27/23 17:03 CC 02 Screen: ___ Office: AG-EXEC___ Desk: EXEC-DSK__ Delete Desk: N Description: EXECUTIVE DSK AG_____________ Number of Assignees: 2 Func Type UIN Name ---- ---- --------- ------------------------------ _ _ 888008888 DEAN, JOHN _ _ 999009999 DEAN, ASSIST _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ ****** End of list ****** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp As many desks as needed may be created to add to the Executive paths. Create Executive Paths and Add Desks This example shows how to create different Executive paths based on the document type. Screen 925 – Executive Paths Create/Modify 925 Executive Paths Create/Modify 02/27/23 17:07 CC 02 Screen: ___ Office: AB-EXEC___ View: EXEC Description: Executive view_____________________________ Office Mgr : USER, BETTER F Form Dept/Sub Category N Status and Desks - --- ---------- -------------------------------------------------- _ DBR *_________ __________ _ PREAPPROVE _ APPROVER__ _ __________ _ __________ _ EBR *_________ __________ _ PREAPPROVE _ APPROVER__ _ __________ _ __________ _ EGR *_________ __________ _ PREAPPROVE _ APPROVER__ _ __________ _ __________ _ ___ __________ __________ _ __________ _ __________ _ __________ _ __________ _ ___ __________ __________ _ __________ _ __________ _ __________ _ __________ *** End of list *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Names Basic Steps * Type an office name in the Office field and press to display existing path information. * Indicate whether the path information. Is to be added, updated, or deleted. * Add or modify screen information as desired, and press to record the information. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Office: 10 characters Enter the title of the office governing the routing. u View: 10 characters Identify the view governing the routing paths. Screen Information Path Information Description: 40 characters PF2 Help Enter a description of the executive view. Office Mgr: 20 characters Displays the name of the office manager. u FN: 1 character PF2 Help Enter the desired function. A = Add D = Delete U = Update (Positioning is not available for Paths, programmatically they are sorted alphabetically) u Form: 3 characters PF2 Help Indicate the type of documents that will be routed through the path. An asterisk (*) may be used as a wildcard. u Dept/Sub: 5 characters PF2 Help Include the department from which documents will be routed through the path. An asterisk (*) may be used as a wildcard. Category: 10 digits PF2 Help For approval of documents above or equal to a particular dollar amount, a separate path can be created. If more than one path could apply to a given document, it will follow the path that is the “best fit.” Status and Desks: 1 character PF2 Help Indicate how the document should go to the desk and to what desk it should be sent. Blank = Approval I = Information N = Notification Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF7 Names of Desk Assignees Names Displays the names of the desk assignees in a pop-up window when the cursor is placed on a desk name. Section X Processing Level Detail Screen 926 provides the ability to create and modify processing paths. Processing paths contain desks that do special processing for certain kinds of documents. For example, purchasing requisitions, when finished routing through all departments, route to the Purchasing Office. In this office workers on the various desks value-add to the document. In the case of requisitions, buyers transfer requisition documents into bid documents and finally into Purchase Orders. Documents advance to a processing path when all other routing and approval requirements have been satisfied. Create Processing Level Office Screen 940 – Office Create/Modify (with “Y” in Processing View) 940 Office Create/Modify 04/24/23 10:09 CC 02 Screen: ___ Office: PURCHASING Description: PURCHASING SERVICES________________________ Manager (UIN) : 5uuuuuuu1 YALE, YOLANDA Y Delegates (UIN) : 7uuuuuuu4 LANE, LINDA L 2uuuuuuu8 CARTWRIGHT, CONNIE C Default Signer(UIN): 5uuuuuuu8 LOHAN, LANCE L Comments: ___________________________________________ ___________________________________________ ___________________________________________ Y/N View Name Executive View: _ _____ Processing View: Y PURS______ (Must be unique with the Campus code) Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp AUDIT Create Approver Desks for Processing Paths Screen 922 – Approver Desk Create/Modify 922 Approver Desk Create/Modify 04/24/23 10:09 CC 02 Screen: ___ Office: PURCHASING Desk: CENTRLDESK Delete Desk: N Description: CENTRAL PROCESSING DESK____________________ Number of Assignees: 8 Func Type UIN Name ---- ---- --------- ------------------------------ _ S 6uuuuuuu4 CORNWALL, CARRIE C _ S 7uuuuuuu8 ENGLISH, EMMA E _ S 3uuuuuuu4 LANCE, LANNY L _ S 4uuuuuuu3 PARSONS, PAUL P _ S 5uuuuuuu9 DALE, DEANNE D _ _ 5uuuuuuu1 YEATS, YVONNE Y _ S 7uuuuuuu4 LORNE, LORICE L _ _ 3uuuuuuu6 VINCENT, VALERIE V _ _ _________ _ _ _________ _ _ _________ ****** End of list ****** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Create Processing Paths and Add Desks Use of “Path” is unique to this screen. In the Processing Office for Purchasing, all documents go to the CENTRLDESK. A person then forwards the document by using the action of “FYP” and entering the name of the path. Other types of Processing Offices (EPA and DBR) have different methods for documents to find the appropriate path within the Processing Office. Refer to Essentials Section for further details. Screen 926 – Processing Paths Create/Modify 926 Processing Paths Create/Modify 04/24/23 10:09 CC 02 Screen: ___ Office: PURCHASING View: PURS Description: PURCHASING/STORES PROCESSING PATHS_________ Office Mgr : YALE, YOLANDA Y F Form Path Category N Status and Desks - ---- ---------- --------------------------------------------------- _ *__ *_________ __________ _ CENTRLDESK _ __________ _ __________ _ __________ _ *__ ADMIN_____ __________ _ ADMIN-C1__ _ ADMIN_____ _ __________ _ __________ _ *__ ADMIN-1___ __________ _ ADMIN-C1__ _ ADMIN-EXEC _ __________ _ __________ _ *__ ADMIN-2___ __________ _ ADMIN-C2__ _ ADMIN-B2__ _ __________ _ __________ _ *__ ADMIN-3___ __________ _ ADMIN-C3__ _ ADMIN-B3__ _ __________ _ __________ *** Press to view more entries *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Names Basic Steps * Type an office name in the Office field and press to display existing path information. * Indicate whether the path information is to be added, updated, or deleted. * Add or modify screen information as desired. * Press to record the information. The office must be designated as having processing responsibilities on Screen 940 before any data can be entered on this screen. Refer to Essentials Section for further details about ways to route within the Processing Office based on the document Form or Type. Routing Process Generally, purchasing documents, go to a central desk. Someone then directs the document to a specific path by using the “FYP” (For Your Processing) action. The path entered is one of the paths on Screen 926. +------------------------------------------------------------------------+ | | | Screen: ___ 04/24/23 10:20| | *** Purchasing Document Cover Sheet *** CC 02 | | | | Action: FYP *Routing Notes Exist* | | | | Doc ID: PRQ02R200046 Status: Final | | Requested Action: Approve | | Doc Summary +------------------------------------------------+ | | Released | | | | Attachments | Enter 'PATH' to route thru: ADMIN_____ | | | | | | | Requisition | | | | Contact Per | | | | Dept N +------------------------------------------------+ | | Doc Total: 40,000.00 Untransferred Total: 40,000.00 | | | | | | | | --PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-- | | Exit NDoc Summ RHist Audit Notes Headr Items Track | +------------------------------------------------------------------------+ This document came to the “CENTRLDESK” and is shown being sent to the Processing Path named “ADMIN” as seen on Screen 926. For Purchase Orders, users enter the name of the PATH on the document close screen. 226 Purchase Order Document Close 04/24/23 10:20 FY 2023 CC 16 Screen: ___ Doc: P300037 XEROX FINANCIAL SERVICES LLC << Dates >> Document: 08/29/2022 Cat: R2 User Ref: 210100MG St Req: Start : Contact Person: MARI GONZALEZ Ph: 956-326-2378 End : Buyer: RL LARUMBE, ROGELIO Ph: 956-326-2352 Required: Research (Y/N): N Type Funds: Type Order: Change : No. Last Print Date: 08/29/2022 +------------------------------------------------------+ | | | Enter ‘PATH’ to route thru: _______________ | Doc Summary: | | | | Total Amount: | | +------------------------------------------------------+ I n P r o c e s s Close Document? Y Budget Balance Override: _ Session: 1586JC Date: 06/06/07 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Item Route Warns Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Office: 10 characters Indicate the title of the office which governs the routing. View: 10 characters Displays the view within the departmental office this unit belongs to. Screen Information Description: 40 characters PF2 Help Enter a description of the executive view. Office Mgr: 20 characters Displays the name of the office manager. u FN: 1 character ? Help Identify the desired function: Add (A) a new path, Update (U) an existing path, Delete (D) an existing path, or Position (P) a path at the top of the screen. u Form: 3 characters ? Help Enter the type of documents to be routed through the path. An asterisk (*) may be used as a wildcard. Path: 10 characters/digits ? Help Include which path document will be routed to from a central desk via the “FYP” action. Category: 10 characters/digits PF2 Help For approval of documents above or equal to a specific dollar amount, a separate path can be created. If more than one path could apply to a document, it will follow the path that is the “best fit.” Status and Desks: 1 character PF2 Help Indicate how the document should go to the desk and to what desk it should be sent. Blank = Approval I = Information N = Notification Additional Functions PF Keys See the Appendix for explanations of the standard PF Keys. PF7 Names of Desk Assignees Names Displays the names of the desk assignees in a pop-up window when the cursor is placed on a desk name. +--------------------------------------------------------------+ | | | DESK: ADMIN-C1 | | | | UIN STATUS NAME | | | | 7uuuuuuu4 JONES, JOHNNY J | | 5uuuuuuu1 S GARRETT, GEORGIA G | | 7uuuuuuu8 S ENGLISH, ELISA E | | | | | | | | | | *** END OF LIST - 3 WORKERS FOUND | | PF4 to Quit | | | +--------------------------------------------------------------+ Section XI Electronic Office Delete Managing the Electronic Offices is important for efficiency and continued ease of use. Deleting an outdated or unused Electronic Office is a necessary but tedious task. All steps must be done in somewhat reverse order to the original setup. That is, all the supporting structure must be deleted first. The following page shows the steps, in order, which must be taken to delete an Electronic Office with Department Level structure. Department Level See the Chart on the next page for the Steps to deleting an Office and the Department Level. Deleting desks is done on the same screen where the desks are created. Screen 924 for Creator Desks, Screen 923 for Signer Desks, and Screen 922 for Approver Desks. There is a Delete Desk field that requires the user to enter a “Y” to delete. A Department View may be deleted only if there are no Signer Desks, no Creator Desks, no routing paths, and no units belonging to the view (except the default Signer and Creator desks and the default path). The Units must be deleted from the View on Screen 920 and then the Department View itself is deleted using Screen 928 Department View Delete. So before trying to delete a view, the appropriate screens must be used to delete all of the attached entities. When the view is deleted, the default Signer Desk, the default Creator Desk, and the default routing path are automatically deleted. Executive Level The paths on Screen 925 Executive Paths can be deleted by keying a “D” in the Function field. Screen 922 Approver Desks is used to delete the desks that are used in the Executive Level. There is a Delete Desk field that requires the user to enter a “Y” to delete. Remove Exec office from each department attached to the Exec Level. These may be seen on Screen 935. Complete a Change Enhancement Request (https://it.tamus.edu/famis/services/change-enhancement-request/) to request removal of the “Y” on Screen 940 for an Executive Office. Processing Level The paths on Screen 926 Processing Paths can be deleted by keying a “D” in the Function field. Screen 922 Approver Desks is used to delete the desks that are used in the Processing Level. There is a Delete Desk field that requires the user to enter a “Y” to delete. Complete a Change Enhancement Request (https://it.tamus.edu/famis/services/change-enhancement-request/) to request removal of the “Y” on Screen 940 for a Processing Office. When a Department View has been created in error or is no longer necessary, Screen 928 is used to delete the view. Department Views are created and maintained on Screen 920 but must be deleted using Screen 928. Screen 928 – Department View Delete 928 Dept View Delete 04/24/23 10:25 CC 02 Screen: ___ Office: PURCHASING Delete Views: Messages __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps * Type an office name in the Office field and press . * Type the view names to be deleted. * Press to remove the view from the system. View Deletion Process Delete Department Views The office manager and delegates can delete a view from an office. A view may be deleted only if there are no Signer Desks, no Creator Desks, no routing paths, and no units belonging to the view. Before trying to delete a view, the appropriate screens must be used to delete all of the attached entities. When the view is deleted, the default Signer Desk, the default Creator Desk, and the default routing path are automatically deleted. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Office: 10 characters ? Help Indicate the office from which the view is to be deleted. View Information u Delete Views: 10 characters each Identify the departmental view(s) to be deleted. Messages: 30 characters Displays messages that indicate whether or not the delete process was successful. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Deleting an Electronic Office can be an arduous task, because all the lower structures must be deleted first. Once all the desks, paths, and views have been deleted, Screen 944 can be used to delete an Electronic Office. Office Managers and Delegates have the ability to use this feature. Screen 944 – Office Delete 944 Office Delete 04/24/23 10:25 CC 02 Screen: ___ Office: PURCHASING Enter 'Y' to Delete: _ Description: PURCHASING SERVICES Manager (UIN) : 5uuuuuuu1 YALE, YOLANDA Y Delegates (UIN) : 7uuuuuuu4 LANE, LINDA L 2uuuuuuu8 CARTER, CORA C Default Signer(UIN): 5uuuuuuu8 LEE, LESLIE L Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps * Type the office to be deleted in the Office field. * Press to display the office description, the office manager's name and UIN, and the delegates’ name(s)/UIN(s). * Type “Y” in the field labeled Enter ‘Y’ to Delete. * Press to remove the office from the system. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Office: 10 characters ? Help Indicate the office to be deleted. u Enter 'Y' to Delete: 1 character Enter whether or not (“Y” or blank) the office is to be deleted. Screen Information Description: 40 characters PF2 Help Displays text describing the office. Manager (UIN): 9 digits/20 characters PF2 Help Indicates the Universal Identification Number (UIN) and name of the office manager. Delegates (UIN): 9 digits/20 characters PF2 Help Displays the Universal Identification Number (UIN) and name of the delegates for the office manager. Default Signer 9 digits/20 characters PF2 Help (UIN): Displays the default Universal Identification Number (UIN) which must be on all signer desks for this office Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Departmental Level Delete Desks Screen 921 Delete all desks on all paths except the default path by entering “U” in Function, and space out the desk name. Delete Paths Screen 921 Delete all paths except the default path by entering “D” in the Function. Delete Creator Desk Screen 924 Delete all Creator Desks for all Forms except the default Form (blank) by entering “Y” in Delete Desk field. Delete Approver Desks Screen 922 Delete all Approver Desks for that Office by entering “Y” in Delete Desk field. Delete Signer Desk Screen 923 Delete all signer Desks for all Forms except the default (blank) by entering “Y” in Delete Desk field. Delete Units in View(s) Screen 920 Delete all Dept/SubDept from the View(s) by entering “D” in the Function field. Delete the View(s) Screen 928 Delete the View(s) by keying in the View name. Screens 936 and 937 should have nothing to display. Delete Exec Level from Unit Screen 941 Delete the Exec Level from Unit(s) by spacing out the Exec Office name. Delete Office from Unit Screen 941 Delete the Office from Unit(s) by spacing out the Office name. Screen 935 should have nothing to display. Office Level Delete the Office Screen 944 Delete the Office by entering “Y” to Delete. Executive Level Delete Desks Screen 925 Delete all desks on all paths except the default path by entering “U” in Function, and space out the desk name. Delete Paths Screen 925 Delete all paths except the default path by entering “D” in the Function. Delete Approver Desks Screen 922 Delete all Approver Desks for that Office by entering “Y” in Delete Desk field. Screen 937 should have nothing to display Delete Exec Level from Unit Screen 941 Delete the Exec Level from Unit(s) by spacing out the Exec Office name. Units are listed on Screen 935. Office Level Remove View from Office Screen 945 Submit CE to FAMIS Services requesting View be removed. Delete the Office Screen 944 Delete the Office by entering “Y” to Delete. Processing Level Delete Desks Screen 926 Delete all desks on all paths except the default path by entering “U” in Function, and space out the desk name Delete Paths Screen 926 Delete all paths except the default path by entering “D” in the Function Delete Approver Desks Screen 922 Delete all Approver Desks for that Office by entering “Y” in Delete Desk field. Screen 937 should have nothing to display Office Level Remove View from Office Screen 945 Submit CE to FAMIS Services requesting View be removed Delete the Office Screen 944 Delete the Office by entering “Y” to Delete Section XII Special Functions Closing a document generally submits the document to Routing & Approvals. Purchasing Screen 242 is used to close a Limited Purchase document. The limited purchase document should be closed after all required information has been successfully entered in order to prevent changes from being inadvertently added. Closing a document will also encumber the necessary funds. It is possible to close and re-open a limited purchase document multiple times in order to make changes as long as it has not entered the routing and approval system of FAMIS. Screen 242 – Limited Purchase Close 242 Limited Purchase Close 04/24/23 10:28 FY 2023 CC 16 Screen: ___ Doc: L301040 C l o s e d Close Document: Y ========================================================================= Doc Summary: S.J.L.S. SONGKRAN CELEBRATION Doc Year: 2023 Doc Date: 04/19/2023 Cat: LP State: Dept: SOLE Sub Dept: Total Amt: 422.72 Vendor: 12313544430 ARAMARK DINING SERVICES LDT Cd: Reimburse Id: FOB: User Ref: 222222-DC All Items Received: Y Date Received: 04/12/2023 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Item Route Recal Warns After entering “Y” in the Close Document field, a pop-up window will appear. Type “Y” to submit the document into the routing system. To encumber funds without submitting the document into routing, type “N”, otherwise a ”Y” should be entered.. Screen 242 – Pop Up Window to Route Document +----------------------------------------------------------+ | | | Type 'Y' to submit to Routing & Approval: _ | | | | Additional Routing (FYI/FYA) ___ | | | +----------------------------------------------------------+ Type “FYI” or “FYA” to route the document to someone “outside” the normal path. Using the PF7 Key - Route A closed document may be submitted to the routing and approval process by pressing PF7. If the document is submitted for routing after it is closed, it cannot be reopened without recalling the document from routing. The PF7 (Route) key is used if the document was not routed at the time of close. It can also be used to initiate routing again for a document. For Requisitions: Screen 256 should be used to close and route a document. Screen 256 – Requisition Document Close 256 Requisition Document Close 04/24/23 10:37 FY 2023 CC 16 Screen: ___ Doc: R301337 << Dates >> Document: 04/11/2023 Cat: RO User Ref: 222222JB St Req: Start : Contact Person: J. CASTILLO Ph: 956-555-5555 End : Buyer: Ph: - - Required: Research (Y/N): N Type Funds: Type Order: Change : No. 00 Last Print Date: Sole Source: N Emergency: N Doc Summary: TAMIU BOOKS INCLUDED - SPRING WM AND SPRING 2023 Total Amount: 1,843,260.00 Untransferred Total: 1,843,260.00 I n P r o c e s s Close Document? Y Budget Balance Override: _ Session: 1586JC Date: 05/03/12 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Item Route Warns Exempt Purchases: Screen 237 should be used to close and route a document. Screen 237 – Exempt Purchase Close 237 Exempt Purchase Close 04/24/23 10:42 FY 2023 CC 02 Screen: ___ Doc: E313524 I n P r o c e s s Close Document: Y ========================================================================= Doc Summary: CCPMT: LINENS FOR FORMAL Doc Year: 2023 Doc Date: 04/22/2023 Cat: SD State: Dept: SACT Sub Dept: ORG Total Amt: 142.27 Vendor: 3711711711U TEXAS A&M UNIVERSITY LDT Cd: Reimburse Id: FOB: User Ref: 945810-4000 All Items Received: N Date Received: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Item Route Recal Warns This screen is set up solely for use by security administrators in the event that an office manager is not available to make necessary changes to the Signer Desks on Screen 923. Exercising electronic signature authority is just like signing paper documents. Users placed on signer desks must be authorized to sign. With electronic documents, the computer audits who can and does sign the documents. This screen allows the department to have different signers for each different document form. Screen 943 – Security Signer Desk Modify 943 Security Signer Desk Modify 04/24/23 10:51 CC 02 Screen: ___ Office: RECSPORTS_ View: RECSPORTS_ Form: LRF Delete Desk: N Description: SIGNER LRF______________________________ Office Mgr : TAWNEY, CARI L Desk : SIGNER LRF Func Type UIN Name ---- ---- --------- ------------------------------ _ _ 601008025 TAWNEY, CARI L _ _ 401005527 REBER, THOMAS W _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ _ _ _________ ****** End of list ****** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps * Type an office and view name in the fields provided. * Type a form name to modify or create signers for a specific form, such as “PLP.” * Press to display existing desk information. * Add or update signer desk information in the available fields, as desired. * Press to record the information. Electronic Signature Process Electronic Signatures Modification of the electronic signatures permitted on a document is controlled at a special desk called the Signer Desk. A default signer is assigned when the office is created. The name for these desks is “SIGNER” plus its document form name (for example, SIGNER PRQ for requisitions). The people on the Signer Desk are those that have signature authority on the accounts for the units assigned to the office and view. Signer Desks are only applicable at the department level. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Office: 10 characters Indicate the title of the office governing a set of signer desks. u View: 10 characters Enter the view governing the set of signer desks. Form: 3 characters Identify the type of documents that will be routed through a particular path. For example, requisitions only route through the path with form=PRQ. Delete Desk: 1 character Type “Y” to delete the desk. Screen Information Description: 40 characters PF2 Help Enter a description for the office listed. Office Mgr: 30 characters Shows the name of the Electronic Office manager for the office. Desk: 30 characters PF2 Help Shows the name of the desk in conjunction with the Office field. u Func: 1 character ? Help Identify the desired function (Add an assignee, Delete an assignee, Position a particular person at the top of the list, or Update an assignee). u Type: 1 character ? Help Indicate whether the person on the desk is a Signer (blank) or Substitute Signer (“S”). u UIN: 9 digits ? Help Identify the Universal Identification Numbers (UIN) for the people assigned to the desk. Name: 32 characters Displays the name associated with the UIN. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. The ability to copy an Approver Desk (created on Screen 922) with all its attached approvers to a new desk is available using Screen 930. The new desk can then be modified as necessary, but the need to re-key all the approvers is eliminated. The copy function is not available for Signer Desks or Creator Desks. Screen 930 – Desk Copy 930 Desk Copy 04/24/23 10:57 CC 02 Screen: ___ Office: PURCHASING Desk: ADMIN-B2__ Copy to Desk - Name: ADMIN-B3 Description: ADMINISTRATIVE BUYER 3_____________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps * Type the name of the office and desk to be copied from in the fields provided and press . * Type the name and description of the new desk to be created, and press to record the information on the new desk. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Office: 10 characters ? Help Indicate the title of the office to be copied. u Desk: 10 characters ? Help Identify the desk to copy. Screen Information Desk Information u Name: 10 characters Indicate the name of the desk to be created. u Description: 43 characters Enter a description of the new desk. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Add SubDepartment to Routing Structure Create SubDept Screen 860 If the SubDept does not already exist on the Department Table, it must be created to be added to an Office. Add New Unit to Office Screen 941 If required, the new Unit (Department/SubDepartment combination) must be added to the Office and Exec Level. Add New Unit to View Screen 920 Add the New Unit to the Department View to which it belongs. Create Desks Screen 922 Create any new desks that are needed for the SubDept routing. Add Path(s) Add Desks to Paths Screen 921 Add a new path using the Unit and add the desks for that path. A profile is created for each form of electronic document; this establishes some of the rules for the routing of the documents. Screen 950 is used to add, update, and delete these profiles. Paths may not be added to Screen 921 until the form has been added to this screen. This screen is maintained and updated by FAMIS Services. The information is campus specific. --------------------------------------------- To make modifications to this screen, send a Change/Enhancement request to FAMIS Services: https://it.tamus.edu/famis/services/change-enhancement-request/ Screen 950 – Electronic Documents Profile (Panel 1) 950 Electronic Documents Profile 04/24/23 11:00 CC 02 Screen: ___ Form: ___ PANEL: 01MORE>> Review by Processing Required Route Func Form Description Proc Unit Unit View Approvals Cat Level Exp Dt ---- ---- ------------ --------- ---------- ---------- --- ----- ---------- _ DBR DEPT BUD REQ Y DBR OFFICE SIGNER____ AM D __________ _ DCR DEPT CORRECT Y DCR OFFICE SIGNER____ DA D __________ _ DTP DEPT PCARD__ N __________ SIGNER____ __ D __________ _ DTR DEPT REQUEST N __________ SIGNER____ __ D __________ _ DTV DEPT TRAVEL_ N __________ SIGNER____ __ D __________ _ EBR BUDGET EPA__ Y PAYROLL___ SIGNER____ __ D __________ _ ECT PAYROLL TRAN Y ECT OFFICE SIGNER____ __ D __________ _ EGR GRAD EPA____ Y PAYROLL___ SIGNER____ __ D __________ _ EWR WAGE EPA____ Y PAYROLL___ SIGNER____ __ D __________ _ LRF LASERFICHE__ N __________ SIGNER____ __ D __________ _ PBD BID_________ Y PURS______ NONE______ __ P __________ _ PEP EXEMPT PURCH N __________ SIGNER____ AM D __________ _ PIP INVOICE PROB N __________ SIGNER____ AM D __________ *** Press to view more entries *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Screen 950 – Electronic Documents Profile (Panel 2) 950 Electronic Documents Profile 04/24/23 11:05 CC 02 Screen: ___ Form: ___ < to view more entries *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Left Right Basic Steps * Type a document form in the Form field and press to display existing profile information. Press PF11 to view additional information on Panel 2. Indicate whether the profile information is being added, updated or deleted.* * Add or modify information as needed, and press to record the information. Profile Process Defining Document Profiles The FAMIS Services department is the office that maintains all of the electronic document profiles. All changes to the rules for a particular form will be processed through that office. If changed are needed, please submit a Change Enhancement Request (https://it.tamus.edu/famis/services/change-enhancement-request/ ). Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line Form: 3 characters Indicate the document type to be displayed at the beginning. Screen Information --> Panel 1 Func: 1 character ? Help FAMIS Services Entry Identify the desired function (Add a new profile, Update an existing profile, Delete an existing profile, or Position a profile at the top of the screen). Form: 3 characters PF2 Help FAMIS Services Entry Enter the type of document whose profile is to be created/modified. Description: 12 characters PF2 Help FAMIS Services Entry Further describe the type of document whose profile is added/modified. Review by 1 character PF2 Help FAMIS Services Entry Proc Unit: Indicate whether or not (“Y” or “N”) review by a processing unit is required. Processing Unit 10 characters PF2 Help FAMIS Services Entry View: If review is required, identify the unit that must process these forms. Required 10 characters PF2 Help FAMIS Services Entry Approvals: Indicate the type and number of approvals needed for the form type. Cat: 2 characters PF2 Help FAMIS Services Entry Include whether or not the Amount Over (AM) for dollar limit category is used for the document type. Blank = No category AM = Amount Over DA = Days Over (DCRs only) Route Level: 1 character PF2 Help FAMIS Services Entry Indicate whether routing begins at the Processing or Departmental office level. Exp Dt: 10 characters FAMIS Services Entry Enter the expiration date used to suppress new documents from being routed for a form. Used to phase out a routing document form. --> Panel 2 Office: 10 characters Identify the office to which the department is linked. View: 10 characters Displays the view within the departmental office to which this unit belongs. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Section XIII Detail of FAMIS Screens User Perspective The document Inbox displays all the documents awaiting action by a user. Documents listed on this screen may be there for any of the following reasons: > They are on a routing desk on which the user serves as a primary assignee > They have been forwarded to a user specifically for approval or review > They have been referenced back to a user as the creator When a document is routes or re-routed, the user has the ability to send the document as an “FYI” or “FYA” to an additional person or desk. This allows the submitter to route the document for additional approval before the document goes to the next desk or Signer Desk. Documents will appear in the following order: 1. FRA/FYA documents. This will include any documents (including “rejects” and “recalls”) routed to an individual. 2. All Desk routed documents 3. Information/Notification copies of documents Within each of these groups, the documents are displayed in document-ID order. The PF keys and some of the fields displayed on Routing & Approvals screens WILL BE DIFFERENT DEPENDING OF THE TYPE OF DOCUMENT BEING VIEWED. For example, a PIP document will display differently than a BID document. Also, if a user does not have approval authority for a particular document, they WILL NOT SEE the Action field on the Cover Sheet. Section I – Main Screen Screen 910 – Document Inbox (Panel 1) 910 Document In-Box 04/24/23 11:32 CC 07 Screen: ___ Document: ____________ Office: __________ Desk: __________ Approvals Only: N Panel: 01 More>> Requested Sel Document ID N Doc Summary Action Status --- ------------ - ----------------------------------- ------------ ----------- _ PEP22E300104 CENGAGE LEARNING-REDO OF E200189 Sign In Dept Rt _ PRQ22R300217 COPY MACHINE LEASE – XEROX YR 2 OF Sign In Dept Rt _ ECT07CTAFIR3 X04260-WATTS Sign In Dept Rt _ ECT07CTAFIR9 X04444-PATTERSON Sign In Dept Rt _ ECT07CTAFISD X02234-GARWOOD Sign In Dept Rt _ ECT07CTAFISF X04018-ALLEN Sign In Dept Rt _ ECT07CTAFISJ X02233-ASHABRANNER Sign In Dept Rt _ ECT07CTAFISK X02243-ZOTTER Sign In Dept Rt *** End of List 8 Document(S) Found *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Discd RHist Sel All Left Right Screen 910 – Document Inbox (Panel 2) 910 Document In-Box 04/24/23 11:32 CC 07 Screen: ___ Name: ____________________ Document: ____________ <> ---Current--- Sel Document ID FY Submitted by Submitted Arrived CC Unit --- ------------ ---- --------------------- ---------- ---------- -- ---------- _ PEP22E300104 2023 HALEY, LINDA D 11/18/2022 11/18/2022 22 26000 _ PRQ22R300217 2023 MACKEY, BARBARA L 11/18/2022 11/18/2022 22 26000 _ ECT07CTAFIR3 2023 AMADOR, JAIME H 10/06/2022 10/06/2022 07 WDMS _ ECT07CTAFIR9 2023 AMADOR, JAIME H 10/06/2022 10/06/2022 07 WDMS _ ECT07CTAFISD 2023 AMADOR, JAIME H 10/06/2022 10/06/2022 07 WDMS _ ECT07CTAFISF 2023 AMADOR, JAIME H 10/06/2022 10/06/2022 07 WDMS _ ECT07CTAFISJ 2023 AMADOR, JAIME H 10/06/2022 10/06/2022 07 WDMS _ ECT07CTAFISK 2023 AMADOR, JAIME H 10/06/2022 10/06/2022 07 WDMS *** End of List 8 Document(S) Found *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Discd RHist Sel All Left Right Screen 910 – Document In-Box (Panel 3) 910 Document In-Box 04/24/23 11:32 CC 07 Screen: ___ Name: ____________________ Document: ____________ <. Basic Steps Approve or Reject Documents * Press to scroll through documents in the Inbox. * Type an “X” next to each document to be approved and press PF8. OR Press PF9 to select all of the documents in the Inbox. * This will bring up the Routing Document Information Pop-Up Window. * Type APP in the Action field, type “Y” in the pop-up box to confirm that the document should be approved and press . * To reject a document, type REJ in the Action field, enter the reason that for the rejection in the pop-up window provided, and press to return the document to its creator. * The Routing Document Information window will now be displayed. Press PF5 to move to the next document requiring action or press PF4 to return to Screen 910. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line Document: 12 characters/digits Enter the document number, if known, or leave blank to display all documents. Wildcards may also be used to search for types of documents (such as “PP*”). Office: 10 characters Enter the title of the Electronic Office for the documents awaiting action. Must be used in conjunction with the Desk field. Desk: 10 characters Type the name of the desk where the documents are awaiting action. Must be used in conjunction with the Office field. Approvals Only: 1 character Indicate whether or not (“Y” or “N”) to display only items that need to be approved. Screen Information --> Panel 1 Sel: 1 character Type an “X” in this field and press PF8 to select a document for further review. Document ID: 12 characters/digits PF2 Help Displays the document identification number used in routing and approval; consists of the form (3 characters) + the campus code (2 digits) + the document number (7 character/digits). N: 1 character An asterisk (*) indicates that routing notes are attached to the document. Doc Summary: 40 characters/digits Displays a summary description of the document. Requested Action: 11 characters Shows the requested action that needs to be taken on the document. Status: 14 characters Identifies status of the document’s progress through the Routing and Approval system. Blank = In Process CN = Cancelled CO = Completed DR = In Dept routing ER = In Exec routing FN = Final FY = FYA/FRA routing PR = In Proc routing RC = Recalled RJ = Rejected --> Panel 2 FY: 4 digits Indicates the fiscal year in which the document was created. Submitted by: 21 characters Shows the name of the person who submitted the document for routing and approval. Submitted: 8 digits PF2 Help Identifies the date the document was submitted for routing and approval. Arrived: 8 digits PF2 Help Shows the date the document arrived at the Inbox. Current CC: 2 digits Indicates the current location of the document by TAMUS member campus code. Unit: 10 characters Identifies the current department/sub-department in which the document is being routed. --> Panel 3 Current Office: 10 characters Displays the current office the document is being routed through. Desk: 10 characters PF2 Help Indicate the current desk/UIN the document is awaiting action from. View: 10 characters PF2 Help Displays the name of the view where a person has approval authority on a signer or creator desk. This is only applicable to signer/creator desks. Additional Functions PF KEYS See the Appendix for a detailed description of the standard PF keys. PF6 Discard Discd Discards the selected document(s) from the Inbox. PF7 Routing History RHist Displays the routing history of the document and shows by whom it has been seen. PF8 Select Sel Displays the Routing Document Information pop-up window for the document(s) selected. PF9 Select All Documents All Selects all the documents in an Inbox and displays the routing document information pop-up window. The documents are displayed sequentially. This can be used for mass approvals. Section II – Cover Sheet Pop-Up Window This is the cover sheet for the document. From this screen all the information about the document may be viewed, and action may be taken on the document. If routing notes exist, a message “*ROUTING NOTES*” will be displayed near the top of the screen. If not, there will be no message. Press PF9 to view the notes. Screen 910 – Cover Sheet Window +------------------------------------------------------------------------+ | | | Screen: ___ 05/02/23 15:12 | | *** Purchasing Document Cover Sheet *** CC 01 | | | | Action: ___ *Routing Notes Exist* | | | | Doc ID: PLP11L206450 Status: Recalled | | Requested Action: Revise | | Doc Summary: ENCUMBRANCE-EVENTS PLUS-TENT,TABLES,CHAIRS | | Released: 03/15/2012 by: JONES, JANE | | | | | | Limited Purch : L206450 | | Contact Person: | | Dept Name: SUSTAINABLE FORESTRY DEPARTMENT | | Doc Total: 2,240.00 Untransferred Total: 2,240.00 | | | | | | | | --PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-- | | Exit NDoc Summ RHist Audit Notes Headr Items Track | +------------------------------------------------------------------------+ Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line Action: 3 characters ? Help Enter the action you wish to take on the document. Users that do not have approval authority will not see this field displayed. Doc ID: 12 characters/digits Displays the document identification number used in Routing & Approval; consists of Form (3 characters), Campus Code (2 digits), and Document Number (7 character/digits). Status: 14 characters Indicates document's progress through the Routing & Approval system. Blank = In Process CN = Cancelled CO = Completed DR = In Dept routing ER = In Exec routing FN = Final FY = FYA/FRA routing PR = In Proc routing RC = Recalled RJ = Rejected Requested Action: 12 characters Displays the requested action that needs to be taken on the routed document. Doc. Summary: 40 characters Displays a summary description taken from the original document. Released: 8 digits Identifies the date the document was released to Routing & Approval system. Submitted by: 25 characters Shows the name of the person routing the documents. (Type of Document): 7 character/digits PF2 Help Displays the type of document and indicates the identification number (i.e., “Limited Purch” and document number.) Contact Person: 25 characters PF2 Help Identifies the name of the person to contact about the document. Dept Name: 25 characters Name of first department listed on the purchasing document header. Doc Total: 15 digits PF2 Help Shows total dollar amount on the purchasing document before any transfers are processed. Untransferred 15 digits PF2 Help Total: Identifies the total dollar amount on purchasing document that has not been transferred to another document. Additional Functions PF KEYS See the Appendix for a detailed description of the standard PF keys. PF4 Exit Cover Sheet Pop-Up Window Exit Used to exit the Cover Sheet pop-up window and return to Screen 910. PF5 Next Document NDoc Used to view the next document selected. PF6 Document Summary Summ View the document summary information. PF7 Routing History RHist Displays the routing history of the document to track where a document is in the routing process. PF8 Audit Information Audit Shows the audit trail of who created or modified document. PF9 Notes Notes Displays a pop-up window to select the type of notes to view: Document Notes or Routing Notes. Select type of notes to view by typing “X,” and press . PF10 Document Header Extended Information Headr Displays the document header extended information for the document. PF11 Line Items Items Shows information about the line items on the document. PF12 Document Tracking Track Identifies the actions taken on the document. If a user is a substitute on an approval desk, they will not receive documents directly to their document Inbox (displayed on Screen 910). For a user to see the documents at a desk where they are a substitute, they should use Screen 911 and enter the name of the desk’s primary assignee and press . The name search will allow them to choose the correct person and display this person’s Inbox. The documents in the Inbox which are on desks to which they are assigned will be accessible. Others will be protected, and the user will not be able to select them. Security element “10” allows security administrators and certain members of the Purchasing Office/Fiscal Office to have viewing access to the cover sheet and all routing documents on Screen 911 and Screen 913 in order to provide assistance in resolving routing and approval problems. Section I – Main Screen Documents will appear in the following order: 1. FRA/FYA documents. This will include any documents routed to an individual. Rejects and Recalls fall into this category. 2. All Desk routed documents 3. Information/Notification copies of documents Within each of these groups, the documents are displayed in document-ID order. Screen 911 – Document Inbox by Name (Panel 1) 911 Document In-Box by Name 05/02/23 11:08 PETERS, POLLY P CC 02 Screen: ___ Name: ____________________ Document: ____________ Approvals Only: N Panel: 01 More>> Requested Sel Document ID N Doc Summary Action Status --- ------------ - ----------------------------------- ------------ ----------- _ DBR02U300153 * Clear deficit for FY22 year end Revise Recalled _ DBR02U300163 * Clear deficit for FY22 year end Revise Rejected _ DBR02U300173 * Clear deficit for FY22 year end Revise Rejected _ DBR02U506762 ODRS: Release UFO 9473 Approve In Proc Rt _ DBR02U507125 ITAS: Release UFO Approve In Proc Rt _ DBR02U306527 * Clear deficit on SL Approve In Proc Rt _ DBR02U306652 Fund Transfer Approve In Proc Rt _ DBR02U306648 SABR: France Language & Culture Approve In Proc Rt _ DBR02U306647 SABR: Japan Fall Architecture Approve In Proc Rt _ DBR02U306633 Draw Down OI Approve In Proc Rt _ DBR02U306635 Draw Down FB Approve In Proc Rt _ ECT02CTAF4NF M122950-HAMPTON Approve In Proc Rt *** Press ENTER to view more documents *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Discd RHist Sel All Left Right Screen 911 – Document In-Box by Name (Panel 2) 911 Document In-Box by Name 05/02/23 11:10 PETERS, POLLY P CC 02 Screen: ___ Name: ____________________ Document: ____________ <> ---Current--- Sel Document ID FY Submitted by Submitted Arrived CC Unit --- ------------ ---- --------------------- ---------- ---------- -- ---------- _ DBR02U300153 2023 PETERS, POLLY P 09/12/2022 09/12/2022 _ DBR02U300163 2023 PETERS, POLLY P 09/12/2022 09/12/2022 _ DBR02U300173 2023 PETERS, POLLY P 09/12/2022 09/13/2022 _ DBR02U300262 2023 SMITH, SUSAN B 09/29/2022 09/29/2022 02 _ DBR02U300265 2023 SMITH, SUSAN B 09/29/2022 09/29/2022 02 _ DBR02U306527 2023 JONES, DONNA J 04/26/2023 04/26/2023 02 _ DBR02U306652 2023 KNIGHT, LONNIE 05/02/2023 05/02/2023 02 _ DBR02U306648 2023 LONG, JEAN 05/01/2023 05/02/2023 02 _ DBR02U306647 2023 LONG, JEAN 05/01/2023 05/02/2023 02 _ DBR02U306633 2023 JONES, DONNA J 05/01/2023 05/02/2023 02 _ DBR02U306635 2023 JONES, DONNA J 05/01/2023 05/02/2023 02 _ ECT02CTAF4NF 2023 MCLELLAND, KATHERINE 04/28/2023 05/01/2023 02 *** Press ENTER to view more documents *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Discd RHist Sel All Left Right Screen 911 – Document In-Box by Name (Panel 3) 911 Document In-Box by Name 05/02/23 11:15 PETERS, POLLY P CC 02 Screen: ___ Name: ____________________ Document: ____________ < to scroll through documents in the Inbox. * Type an “X” next to each document to be approved and press PF8. OR Press PF9 to select all of the documents in the Inbox. * This will bring up the Routing Document Information Pop-Up Window. * Type APP in the Action field, type “Y” in the pop-up box to confirm that the document should be approved and press . * To reject a document, type REJ in the Action field, enter the reason that for the rejection in the pop-up window provided, and press to return the document to its creator. * The Routing Document Information window will now be displayed. Press PF5 to move to the next document requiring action or press PF4 to return to Screen 911. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) See Screen 910 for field descriptions and PF Keys. Section II – Cover Sheet Pop-Up Window This is the cover sheet for the document. From this screen all the information about the document may be viewed, and action may be taken on the document. If routing notes exist, a message “*ROUTING NOTES*” will be displayed near the top of the screen. If not, there will be no message. Press PF9 to view the notes. Screen 911 – Cover Sheet Window +------------------------------------------------------------------------+ | | | Screen: ___ 05/02/23 15:12 | | *** Purchasing Document Cover Sheet *** CC 01 | | | | Action: ___ *Routing Notes Exist* | | | | Doc ID: PLP11L206450 Status: Recalled | | Requested Action: Revise | | Doc Summary: ENCUMBRANCE-EVENTS PLUS-TENT,TABLES,CHAIRS | | Released: 03/15/2012 by: JONES, JANE | | | | | | Limited Purch : L206450 | | Contact Person: | | Dept Name: SUSTAINABLE FORESTRY DEPARTMENT | | Doc Total: 2,240.00 Untransferred Total: 2,240.00 | | | | | | | | --PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12-- | | Exit NDoc Summ RHist Audit Notes Headr Items Track | +------------------------------------------------------------------------+ Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line Action: 3 characters Enter the action you wish to take on the document. Users that do not have approval authority will not see this field displayed. If routing notes exist, a message “*ROUTING NOTES*” will be displayed near the top of the screen. If not, there will be no message.) Screen Information Doc ID: 12 characters/digits Displays the document identification number used in Routing & Approval; consists of Form (3 characters), Campus Code (2 digits), and Document Number (7 character/digits). Status: 14 characters Indicates status of document's progress through the Routing and Approval system. Blank = In Process CN = Cancelled CO = Completed DR = In Dept routing ER = In Exec routing FN = Final FY = FYA/FRA routing PR = In Proc routing RC = Recalled RJ = Rejected Requested Action: 12 characters Displays the requested action that needs to be done with the routed document. Doc. Summary: 40 characters Shows a summary description taken from the original document. Released: 8 digits Identifies the date the document was released to routing. by: 25 characters Shows the name of the person routing the documents. (Type of Document): 7 character/digits Displays the type of document and indicates the identification number (i.e., “Limited Purch” and document number.) Contact Person: 25 characters Identifies the name of the person to contact about the document. Dept Name: 25 characters Name of first department listed on the purchasing document header. Doc Total: 15 digits Indicates the total dollar amount on the purchasing document before any transfers are processed. Untransferred 15 digits Total: Identifies the total dollar amount on purchasing document that has not been transferred to another document. Additional Functions for Cover Sheet PF KEYS See the Appendix for a detailed description of the standard PF keys. PF4 Exit Cover Sheet Pop-Up Window Exit Used to exit the current the Cover Sheet pop-up window and return to Screen 910. PF5 Next Document NDoc Used to view the next document selected. PF6 Document Summary Summ View the document summary information. PF7 Routing History RHist Displays the routing history of the document to track where a document is in the routing process. PF8 Audit Information Audit Shows audit trail of who created and modified the document. PF9 Notes Notes Displays a pop-up window to select the type of notes to view: Document Notes or Routing Notes. Type “X” to select, and press to view notes. PF10 Document Header Extended Information Headr Displays the document header extended information for the document. PF11 Line Items Items Shows information about the line items on the document. PF12 Document Tracking Track Identifies the actions taken on the document. The document Out-Box displays all the documents that a user has taken action on and lists them in order of the date the action was taken. The data may be filtered by using the Actions From and Thru fields. Use the Include Finished field to indicate which documents are to be displayed; type “Y” to include finished documents, and type “N” to exclude them. Screen 912 – Document Out-Box (Panel 1) 912 Document Out-Box 05/03/23 08:55 CC 02 Screen: ___ Document: ____________ Include Finished: Y Actions From: 04/03/2023 Thru: 05/03/2023 Panel: 01 More>> Sel Document ID N Doc Summary Status Action --- ------------ - ---------------------------------- ------------ ------------ _ DBR02U306674 Fund Balance - CHEN Final Approved _ DBR02U306671 Transf SP FY23 Posse Mentor Funds Final Forward/FYI _ DBR02U306656 2023 Qatar SLA Final Approved _ DBR02U306663 Draw Down OI In Proc Rt Approved _ DBR02U306673 FY23 - OSS - FYEHU - Spr 23 Final Approved _ DBR02U306657 BOOK PRIZE FUNDS TO NEW ACCOUNT Final Approved _ DBR02U306660 Correction U303500 Final Approved _ DBR02U306640 PAYING BACK SCHOLARSHIP - S101489 Final Approved _ DBR02U306655 * Moving Expense Pools Final Approved(A) _ DBR02U306614 * SABR:FRANCE ELECTRICAL ENGINEERING Final Approved _ DBR02U306623 to replace cost share accounts Final Approved _ DBR02U306645 To cover expenses in FY23 Final Approved(A) *** Press ENTER To View More Documents *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Recal RHist Sel Notes Left Right Screen 912 – Document Out-Box (Panel 2) 912 Document Out-Box 05/03/23 08:55 CC 02 Screen: ___ Document: ____________ Include Finished: Y Actions From: 04/03/2023 Thru: 05/03/2023 <> Sel Document ID Action Date Form Name FY Submitted by --- ------------ ---------------- ------------ ---- --------------------- _ DBR02U306674 05/02/2023 13:58 DEPT BUD REQ 2023 SMITH, BRYAN R _ DBR02U306671 05/02/2023 13:56 DEPT BUD REQ 2023 SANCHEZ, ANNIE R _ DBR02U306656 05/02/2023 13:56 DEPT BUD REQ 2023 JONES, DONNA J _ DBR02U306663 05/02/2023 13:55 DEPT BUD REQ 2023 JONES, DONNA J _ DBR02U306673 05/02/2023 13:54 DEPT BUD REQ 2023 SANCHEZ, ANNIE R _ DBR02U306657 05/02/2023 13:54 DEPT BUD REQ 2023 MAYES, MARY C _ DBR02U306660 05/02/2023 13:53 DEPT BUD REQ 2023 POPHAM, SYBIL A _ DBR02U306640 05/02/2023 13:53 DEPT BUD REQ 2023 HAYS, JOLYNN _ DBR02U306655 05/02/2023 13:51 DEPT BUD REQ 2023 PITTMAN, JUSTINE _ DBR02U306614 05/02/2023 13:51 DEPT BUD REQ 2023 LI, JIANHONG J _ DBR02U306623 05/02/2023 13:49 DEPT BUD REQ 2023 PECOS, CHASITI M _ DBR02U306645 05/02/2023 13:48 DEPT BUD REQ 2023 MCKNIGHT, NICOLE N *** Press ENTER To View More Documents *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Recal RHist Sel Notes Left Right Screen 912 – Document Out-Box (Panel 3) 912 Document Out-Box 05/03/23 08:55 CC 02 Screen: ___ Document: ____________ Include Finished: Y Actions From: 04/03/2023 Thru: 05/03/2023 < to view the document cover sheet or press one of the PF keys at the bottom of the screen. For example, to view details of the document routing history, press PF7. * Defaults to showing the last thirty days, but this may be changed. Routing Process Browsing the Out-Box The current status and location of a document and its arrival time can be checked using Screen 912, Document Out-Box. Various pop-up screens are available using the PF keys at the bottom of the screen. To access this information, type an “X” in the Sel (Select) field or position the cursor anywhere on the line of the desired document and press the PF key that indicates the information/action desired. For example, pressing PF8 will display a pop-up window with document routing information about the document, whereas PF7 will display routing history information. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line Document: 12 characters Enter the routing document number to be positioned on the first line of the display. Include Finished: 1 character Indicate whether or not (“Y” or “N”) to include finished documents that have completed routing. Actions From: 8 digits The default is one month back, but this can be changed to view documents within a specified date range. Thru: 8 digits Displays the current date, but this can be changed to limit the date range when displaying documents. Screen Information --> Panel 1 u Sel: 1 character Type “X” to select documents one at a time. Document ID: 12 characters/digits PF2 Help Shows the document identification number used in Routing and Approval which consists of the Form (3 characters), Campus Code (2 digits), and Document Number (7 character/digits). N: 1 character An asterisk (*) indicates routing notes are attached to the document. Doc Summary: 34 characters PF2 Help Displays a summary description taken from entry of the original document. Status: 14 characters Identifies the status of the document as it relates to the user. For example: Blank = In Process CN = Cancelled CO = Completed DR = In Dept routing ER = In Exec routing FN = Final FY = FYA/FRA routing PR = In Proc routing RC = Recalled RJ = Rejected Action: 14 characters Shows the last action taken on the document in the routing process. --> Panel 2 Action Date/Time: 12 digits Identifies the date and time document was sent to the Outbox. Form Name: 12 characters PF2 Help Indicates the document form name: requisition, purchase order, limited purchase order, bid, or exempt purchase order. FY: 4 digits Shows the fiscal year for the document. Submitted by: 21 characters Displays the name of the person who submits the document for approval. --> Panel 3 Submitted: 8 digits Identifies the date the document was submitted for approval. Finished: 1 character “Y” indicates whether the document has finished the routing process. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF5 Recall Document Recal Recall the document back to the user’s Inbox. This is valid for only the creator of the document and the last person who approved the document. A recall reason (note) is required. If the user is the creator, all approvals and other actions are erased. However, routing notes will be retained. If resubmitted to routing, the approvals must start over. PF7 Routing History RHist Used to display the routing history of the document. See Screen 914. Auto approves are designated by “(A).” PF8 Select Sel After selecting document(s), displays the Purchasing Document Cover Sheet. PF9 Routing Notes Notes Displays routing notes on the document. Screen 913 displays all the documents that another user has taken action on and lists them in order of the date the action was taken. The current status and location of a document may be checked using this screen. Use the Include Finished field to determine the documents to be displayed; type “Y” to include finished documents, and type “N” to exclude them. This screen will be helpful for security administrators and Purchasing Office/Fiscal Office personnel who may need restricted access for troubleshooting and help desk functions. Security element “10” allows viewing access to the Cover Sheet and all routing documents on Screen 911 and Screen 913 in order to provide assistance in resolving routing and approval problems. Screen 913 – Document Outbox by Name (Panel 1) 913 Document Out-Box by Name 05/03/23 08:55 JONES, JULIE J CC 02 Screen: ___ Name: ____________________ Document: ____________ Actions From: 04/03/2023 Thru: 05/03/2023 Include Finished: Y Panel: 01 More>> Sel Document ID N Doc Summary Status Action --- ------------ - ---------------------------------- ------------ ------------ _ DBR02U306674 Fund Balance - CHEN Final Approved _ DBR02U306671 Transf SP FY23 Posse Mentor Funds Final Forward/FYI _ DBR02U306656 2023 Qatar SLA Final Approved _ DBR02U306663 Draw Down OI In Proc Rt Approved _ DBR02U306673 FY23 - OSS - FYEHU - Spr 23 Final Approved _ DBR02U306657 BOOK PRIZE FUNDS TO NEW ACCOUNT Final Approved _ DBR02U306660 Correction U303500 Final Approved _ DBR02U306640 PAYING BACK SCHOLARSHIP - S101489 Final Approved _ DBR02U306655 * Moving Expense Pools Final Approved(A) _ DBR02U306614 * SABR:FRANCE ELECTRICAL ENGINEERING Final Approved _ DBR02U306623 to replace cost share accounts Final Approved _ DBR02U306645 To cover expenses in FY23 Final Approved(A) *** Press ENTER To View More Documents *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Recal RHist Sel Notes Left Right Screen 913 – Document Outbox by Name (Panel 2) 913 Document Out-Box by Name 05/03/23 09:00 JONES, JULIE J CC 02 Screen: ___ Name: ____________________ Document: ____________ Actions From: 04/03/2023 Thru: 05/03/2023 Include Finished: Y <> Sel Document ID Action Date Form Name FY Submitted by --- ------------ ---------------- ------------ ---- --------------------- _ DBR02U306674 05/02/2023 13:58 DEPT BUD REQ 2023 SMITH, BRYAN R _ DBR02U306671 05/02/2023 13:56 DEPT BUD REQ 2023 SANCHEZ, ANNIE R _ DBR02U306656 05/02/2023 13:56 DEPT BUD REQ 2023 JONES, DONNA J _ DBR02U306663 05/02/2023 13:55 DEPT BUD REQ 2023 JONES, DONNA J _ DBR02U306673 05/02/2023 13:54 DEPT BUD REQ 2023 SANCHEZ, ANNIE R _ DBR02U306657 05/02/2023 13:54 DEPT BUD REQ 2023 MAYES, MARY C _ DBR02U306660 05/02/2023 13:53 DEPT BUD REQ 2023 POPHAM, SYBIL A _ DBR02U306640 05/02/2023 13:53 DEPT BUD REQ 2023 HAYS, JOLYNN _ DBR02U306655 05/02/2023 13:51 DEPT BUD REQ 2023 PITTMAN, JUSTINE _ DBR02U306614 05/02/2023 13:51 DEPT BUD REQ 2023 LI, JIANHONG J _ DBR02U306623 05/02/2023 13:49 DEPT BUD REQ 2023 PECOS, CHASITI M _ DBR02U306645 05/02/2023 13:48 DEPT BUD REQ 2023 MCKNIGHT, NICOLE N *** Press ENTER To View More Documents *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Recal RHist Sel Notes Left Right Screen 913 – Document Outbox by Name (Panel 3) 913 Document Out-Box by Name 05/03/23 09:13 JONES, JULIE J CC 02 Screen: ___ Name: ____________________ Document: ____________ Actions From: 04/03/2023 Thru: 05/03/2023 Include Finished: Y < to display the contents of the selected person’s Outbox. * Defaults to showing the last thirty days, but this may be changed. * Type “X” in the Sel (Select) field and press to view the document cover sheet or press one of the PF keys at the bottom of the screen. For example, to view details of the document routing history, press PF7. Explanation Of Outbox Process PF Keys Various pop-up screens are available using the PF keys at the bottom on the screen. To access this information, type an “X” in the Sel (Select) field or position the cursor anywhere on the line of the desired document and press the PF key that indicates the information/action desired. For example, pressing PF9 will display a pop-up window with any notes on the document, while PF7 will display the routing history of the document. See the Appendix for a more detailed description of the PF Keys and their functions. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Name: 20 characters * Help Enter the name of the person whose Outbox is to be displayed. Document: 12 characters/digits Enter the routing document number to be positioned on the first line of the display. Actions From: 8 digits The default is one month prior to the current date. This may be changed to view documents within a specified date range. Thru: 8 digits Displays the current date, but may be changed to limit the date range for displaying documents. Include Finished: 1 character “Y” in this field includes documents that have successfully completed the routing process and “N” excludes finished documents. Screen Information --> Panel 1 Sel: 1 character Type an “X” to select and press to view the Document Cover Sheet. Document ID: 12 characters/digits PF2 Help Displays the document identification number used in routing and approval which consists of the form (3 characters) + campus code (2 digits) + document number (7 character/digits). N: 1 character An asterisk (*) indicates that there are routing notes attached to the document. Doc Summary: 40 characters Displays a summary description taken from the original document. Status: 14 characters Indicates a document’s status in the Routing and Approval system. Blank = In Process CN = Cancelled CO = Completed DR = In Dept routing ER = In Exec routing FN = Final FY = FYA/FRA routing PR = In Proc routing RC = Recalled RJ = Rejected Action: 14 characters Shows the last action taken on the document in the routing process. --> Panel 2 Action Date/Time: 12 digits Identifies the date and time action was taken on the document. Form Name: 12 characters PF2 Help Displays the type of purchasing document displayed. FY: 4 digits Indicates the fiscal year of the document. Submitted by: 21 characters Identifies the name of the person who submitted the document to the Routing and Approval system. --> Panel 3 Submitted: 8 digits Shows the date the document was submitted for approval. Finished: 1 character Indicates whether the document has finished the routing process. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF5 Recall Recal Recalls the document back to the user’s Inbox. This is valid for only the creator of the document and the last person who approved the document. A recall reason (note) is required. If the user is the creator, all approvals and other actions are erased; however, routing notes will be retained. If resubmitted to routing, the approvals must start over. PF7 Routing History RHist Used to display the routing history of the document. This is also available on Screen 914. Auto approves are designated by “(A).” PF8 Select Sel After selecting document(s), displays the Purchasing Document Cover Sheet. PF9 Notes Notes Used to display routing notes for the selected document. In CANOPY, a new Routing & Approvals tab labeled “EN ROUTE” is available. The En Route Box displays documents that are currently on a routing path that will include a desk on which the user is an approver or signer. This screen also provides the ability to determine who currently has the document and how long it has been routing. FAMIS Screen 916 provides the same functionality as the new tab in CANOPY. Screen 916 – Document En Route Box (Panel 1) 916 Document En Route Box 05/03/23 16:37 JONES, JULIE J CC 07 Screen: ___ Document: ____________ Name: ____________________ Panel: 01 More>> Sel Document ID N Doc Summary Curr Status Last Action --- ------------ - ---------------------------------- ------------ ------------ _ DBR01U310200 Transfer Budget - Assessment Accts In Dept Rt Approved _ DBR01U310201 Transfer Budget - 215645 In Dept Rt Approved _ DBR02U305401 * 3D Printing Q1 & Q2 FY23 In Dept Rt Approved _ DBR02U305423 Telemed Q1 FY23 In Dept Rt Approved _ DBR02U306231 TRF Abbott UPREP funds In Dept Rt Approved _ DBR02U306348 UFO-Graduate Assistant In Dept Rt Approved _ DBR02U306349 UFO-Computer and IT Upgrades In Dept Rt Approved _ DBR02U306526 To increase budget for remaining F In Dept Rt Approved _ DBR02U306527 * Clear deficit on SL In Proc Rt Approved _ DBR02U306529 * FY23 - VPROV - Buchanan Held/In Dept Approved _ DBR02U306558 Add funds Goodman acct In Proc Rt Approved _ DBR02U306585 Move Vacant Position Funding In Dept Rt Approved *** Press ENTER To View More Documents *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp RHist Sel Notes Left Right Screen 916 – Document En Route Box (Panel 2) 916 Document En Route Box 05/03/23 16:40 JONES, JULIE J CC 07 Screen: ___ Document: ____________ Name: ____________________ <> Sel Document ID Last Action Date Form Name FY Submitted by --- ------------ ---------------- ------------ ---- --------------------- _ DBR01U310200 05/03/2023 11:03 DEPT BUD REQ 2023 WILKINSON, AUDRA A _ DBR01U310201 05/03/2023 11:16 DEPT BUD REQ 2023 WILKINSON, AUDRA A _ DBR02U305401 04/14/2023 10:54 DEPT BUD REQ 2023 OSTBERG, JOSHUA P _ DBR02U305423 03/13/2023 15:54 DEPT BUD REQ 2023 OSTBERG, JOSHUA P _ DBR02U306231 05/03/2023 08:27 DEPT BUD REQ 2023 SPEELMAN, LEAH R _ DBR02U306348 04/18/2023 16:36 DEPT BUD REQ 2023 DE LOS SANTOS, MEGAN _ DBR02U306349 04/18/2023 16:40 DEPT BUD REQ 2023 DE LOS SANTOS, MEGAN _ DBR02U306526 04/26/2023 10:15 DEPT BUD REQ 2023 BUSTAMANTE, DANIEL _ DBR02U306527 04/26/2023 13:42 DEPT BUD REQ 2023 LOVELL, DONNA J _ DBR02U306529 04/26/2023 11:18 DEPT BUD REQ 2023 SANCHEZ, MELODY R _ DBR02U306558 05/03/2023 11:10 DEPT BUD REQ 2023 FORD, LEE W _ DBR02U306585 04/28/2023 07:32 DEPT BUD REQ 2023 HERZOG, MARK L *** Press ENTER To View More Documents *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp RHist Sel Notes Left Right Screen 916 – Document En Route Box (Panel 3) 916 Document En Route Box 05/03/23 16:41 JONES, JULIE J CC 07 Screen: ___ Document: ____________ Name: ____________________ < key pressed to view the document en route information. Press to scroll through the listing. * Press PF 10 to view additional information on Panel 2. * Place the cursor in the Sel (Select) field next to a document and press PF7 to view the routing history, PF8 to select a document and view the document cover sheet, or PF9 to view document routing notes. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line Document: 12 characters/digits Enter the document number to be displayed. Name: 20 characters Identify the name of the person to view documents en route to his/her Inbox. --> Panel 1 Sel: 1 character Type an “X” to select, and press to view the Document Cover Sheet. Document ID: 12 characters/digits PF2 Help Displays the document identification number used in routing and approval, which consists of the form (3 characters) + campus code (2 digits) + document number (7 character/digits). N: 1 character An asterisk (*) indicates that there are routing notes attached to the document. Doc Summary: 40 characters Displays a summary description taken from the original document. Curr Status: 14 characters Indicates a document’s status in the Routing and Approval system. Blank = In Process CN = Cancelled CO = Completed DR = In Dept routing ER = In Exec routing FN = Final FY = FYA/FRA routing PR = In Proc routing RC = Recalled RJ = Rejected Last Action: 14 characters Shows the last action taken on the document in the routing process. --> Panel 2 Last Action Date: 12 digits Identifies the date and time action was taken on the document. Form Name: 12 characters PF2 Help Displays the type of purchasing document displayed. FY: 4 digits Indicates the fiscal year of the document. Submitted by: 21 characters Identifies the name of the person who submitted the document to the Routing and Approval system. --> Panel 3 Submitted: 8 digits Shows the date the document was submitted for approval. Additional Functions PF KEYS See the Appendix for explanation of the standard PF Keys. PF7 Routing History RHist Used to display the routing history of the document. This is also available on Screen 914. Auto approves are designated by “(A).” PF8 Select Sel After selecting document(s), displays the Purchasing Document Cover Sheet. PF9 Notes Notes Used to display routing notes for the selected document. The display on Screen 915 lists all of the approval structures that a person is attached to across all campus codes. Each office, desk, and view are displayed along with the status of the person for that approval structure. Screen 915 – Approval Profile by Name 915 Approval Profile by Name 05/03/23 16:44 LANE, LINDA L CC 02 Screen: ___ Name: ____________________ Campus Cd Office Desk Status View --------- ---------- ---------- ------ ---------- 02 PURCHASING P-LPAPP 02 PURCHASING S-LPAPP 02 PURCHASING P-REQAPP 02 PURCHASING S-REQAPP S 02 PURCHASING P-LPINFO 02 PURCHASING S-LPINFO 02 PURCHASING P-REQINFO 02 PURCHASING S-REQINFO 02 PURCHASING SIGNER DSK PURS/WRHS 02 PURCHASING CREATE DSK PURS/WRHS 02 PURCHASING SIGNER PLP PURS/WRHS 02 PURCHASING SIGNER PRQ PURS/WRHS 02 PURCHASING SIGNER DSK S PURCHASING 02 PURCHASING CREATE DSK PURCHASING More Entries - Press to continue Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps * Type the name of the person whose approval structure is to be displayed in the Name field and press to display all of the approval structures that the person is attached to within your campus code. * Press to scroll through the listing. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Name: 20 characters * Help Identify the person whose approval profile you want displayed. You can do a name search and select by entering an asterisk (*) in the Name field and pressing . Screen Information Campus Cd: 2 digits Identifies the campus code for the TAMUS Member to whom the profile belongs. This is especially useful when a person has approval authority with more than one TAMUS member. Office: 10 characters Displays the title of the office in which the person has approval authority. Desk: 10 characters Identifies the name of the desk where the person has approval authority. Status: 1 character Help Indicate how the document should go to the desk. Blank = Approval I = Information N = Notification View: 10 characters Displays the name of the view where a person has approval authority on a signer or creator desk. This is only applicable to signer/ creator desks. Additional Information PF Keys See the Appendix for explanations of the standard PF Keys. The history of a document’s routing is available online on Screen 914. Each line is numbered along with a description of the action taken on the document. Screen 914 – Document Routing History 914 Document Routing History 05/03/23 16:48 CC 07 Screen: ___ Document: DCR07J370490 Position at line: __ Ln Description 1 The following people have seen this document: 2 Submitted 04/27/23 12:50 PAUL, JANEY L (979-555-1414) 3 Signed 04/27/23 14:01 BROWN, SANDY P (979-555-6868) 4 Approved/FYA 04/27/23 14:03 CROWN, NORMA (979-555-4444) 5 Document is routed FYA to: HANDY, SUSAN M (979-555-8686) 6 ******************** POTENTIAL ROUTING PATH ******************** 7 OFFICE: DESK: DEPT/SUB DEPT: 8 07-DCR OFFICE DCR DESK 9 07-DCR OFFICE PASS-THRU 10 11 12 13 14 15 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help Names Bck Fwd PF6 Pop-Up Window +--------------------------------------------------------------+ | | | DESK: DCR DESK | | | | STATUS NAME | | | | KING, SHELLY | | S PARK, AMY | | S ALLEN, JOHN | | S MALL, SUSAN | | | | | | | | *** END OF LIST - 4 WORKERS FOUND | | PF4 to Quit | | | +--------------------------------------------------------------+ Basic Steps * Type a document number in the Doc field and press to display the routing history. * Press to scroll through the display if necessary. Explanation of Routing Process Position the Display The Position at Line field can be used to position the screen at a specific line number. This will aid in bringing certain history items into view on the same screen. The PF7 and PF8 keys scrolls the page forward and backwards through the displayed list. Information Displayed on Screen 914 Actions cancelled by a later “reject” or “recall” of the document are shown with “voided” in the phone number area of the display. The date and time of the action taken on the specified document have been added to this screen. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line Document: 12 characters/digits Identify the document number to be displayed. The document ID consists of Form + Campus Code + Document Number. Position at Line: 2 digits Indicate the line number to be displayed at the top of the screen. Screen Information Ln: 2 digits Displays sequential line numbers to identify historical actions. Description: 70 characters/digits Describes the routing history of the document, including actions taken, date and time, person involved, and his/her phone number. Additional Functions PF KEYS See the Appendix for a detailed description of the standard PF keys. PF6 Names Names Place the cursor on the Office, Desk, or Dept/Sub Dept displayed in the Potential Routing Path area of the screen and press this key to view names of assigned users. What is a PIP? A PIP is another name for a Purchasing Invoice Problem document created by the Fiscal Department/Business Office in order to inform a user about problems they have noticed with a limited purchase order, exempt purchase order, requisition, or purchase order. Typical problems reported using the PIP document include the following: (A) the invoice line item amount is different from the amount on the document OR (B) the wrong subcode was used on the document Why is this PIP in my Inbox? PIPs are sent from the Fiscal Office back to the creator’s Inbox (Screen 910) in order to inform the user about a problem that must be resolved before the purchase can be made or paid for. The PIP will contain a description of the problem and suggestions on how to resolve the issue. The first step is to find out what problem the Fiscal Office has discovered. To do this, type an “X” next to the PIP document in the Inbox. Next, press to open the Routing Document Information window. Screen 910 – Document Inbox 911 Document In-Box by Name 05/04/23 08:46 ROGERS, RHONDA R CC 02 Screen: ___ Name: ____________________ Document: ____________ Approvals Only: N Panel: 01 More>> Requested Sel Document ID N Doc Summary Action Status --- ------------ - ----------------------------------- ------------ ----------- _ PIP01I210137 AUGUST, DECEMBER 2022 AND FEBRUARY FYA/Approve FYA/FRA Rt _ PEP01E212215 04/19-26/23 ISRAEL TRAVEL FOR JIM M Ntfy/Final Final *** End of List 2 Document(S) Found *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Discd RHist Sel All Left Right Screen 910 – Document Inbox Pop-Up Window (Cover Sheet) +------------------------------------------------------------------------+ | | | Screen: ___ 05/04/23 08:47 | | **** Invoice Problem Cover Sheet ***** CC 02 | | | | | | | | Doc ID: PIP01I210137 Status: FYA/FRA Rt | | Requested Action: FYA/Approve | | Doc Summary: AUGUST, DECEMBER 2022 AND FEBRUARY 2023 | | Released by: 05/02/2023 by: JONES, JULIA J | | | | | | Limited Purch : L312263 Invoice : 59212533 | | PO Doc Creator: ROGERS, ROY Voucher : 2212511 | | User Ref : 21510012230 Vchr Stat: P-OP | | Dept Name : | | | | -- Press PF6 for more PIP information -- | | --PF4---PF5---PF6---------PF7---PF9-- | | Exit NDoc ExPIP RHist Notes | +------------------------------------------------------------------------+ Press PF6 to view additional PIP information. Now press PF6 to view the document summary. The summary will contain the description of the problem and a list of suggestions from the Fiscal Department. To view additional pages from the pop-up window document summary, press PF8. To return to the Routing Document Information window, press PF4. Screen 910 – Document Inbox Document Summary and PIP Info +---------------------------------------------------------------------------+ | | | ****************** Document Summary ****************** | | | | PIP: I210137 Number of Desc Lines: 5 Page: 1__ Of 5 | | | | SD Written documentation must be attached to the invoices or | | voucher showing the payment does not exceed the agreed upon | | purchase price or you must state in doc notes that this is a | | spot purchase. This documentation should include the order | | date, quantity, unit price, description of items, and if | | freight should be paid or not. It can be written price | | quotes, phone quotes, copies from catalogues or internal | | departmental order forms. Scan and email to the auditor who | | sent you this pip with the doc # on it. If a response is not | | received within 10 business days this will not be paid. | | NOTES: PLEASE STATE THE LOCAL ACCOUNT YOU WISH TO USE IN THE ROUT- | | ING NOTES TO THIS PIP AND ROUTE THROUGH THE SIGNER ON THE | | ACCOUNT GIVING ME AUTHORIZATION TO CHANGE THE ACCOUNT NUMBER | | AND ROUTE THE PIP BACK TO ME. THANKS! | | | | | | PF4=Exit PF7=Bck PF8=Fwrd | +---------------------------------------------------------------------------+ Finally, a decision must made about handling the problem. If the suggestions from the Fiscal Office, are accepted. APP (approve) should be typed in the Action field, and then press . This will send the PIP to the next person on the normal routing path. Once the PIP has departmental routing, it will be sent back to the Fiscal Department where they can complete the invoicing process. If the suggestions from the Fiscal Office, are not accepted, REJ (reject) should be typed in the Action field, and then press . A note must be entered to state why the PIP is being rejected. Use the space provided to type a short reason for rejecting the PIP. Press to send the PIP document back to the Fiscal Department. Screen 910 – Document Inbox Pop-Up Window (Cover Sheet) ------------------------------------------------------------------------+ | | | Screen: ___ 05/04/23 08:50 | | **** Invoice Problem Cover Sheet ***** CC 02 | | | | Action: APP | | | | Doc ID: PIP01I210137 Status: FYA/FRA Rt | | Requested Action: FYA/Approve | | Doc Summary: AUGUST, DECEMBER 2022 AND FEBRUARY 2012 | | Released by: 05/02/2023 by: JONES, JULIA J | | | | | | Limited Purch : L312263 Invoice : 59212533 | | PO Doc Creator: ROGERS, ROY Voucher : 2212511 | | User Ref : 21510012230 Vchr Stat: P-OP | | Dept Name : | | | | -- Press PF6 for more PIP information -- | | --PF4---PF5---PF6---------PF7---PF9-- | | Exit NDoc ExPIP RHist Notes | | | +------------------------------------------------------------------------+ For Your Information There is another type of PIP that can be sent to the Inbox. These are FYI (or For Your Information) documents. The purpose of these PIPs is to inform the user of a problem that the Fiscal Office has already corrected. Once these have been reviewed, they may be removed from the Inbox by typing DIS to discard the information copy of the document. Use Screen 292 to view information about a PIP when the PIP number is known. Screen 292 – PIP Document Browse 292 PIP Document Browse 05/04/23 8:53AM FY 2023 CC 02 Screen: ___ PIP: _______ PIP For Invoice Rt Modify Modify Sel Number Type Document Number Cd Date Time By User --- ------- --- ------- -------------- -- -------- ----- -------- _ I000001 FYA L000189 INV1415682 RJ 04/04/23 07:18 PROV02P _ I000002 FYI Z908852 100 FN 04/04/23 07:32 JOHP02P _ I000003 FYA L000033 7712324 RJ 04/04/23 07:30 PROV02P _ I000004 FYI P802778 N1014744 FN 04/04/23 08:09 KOTW02P _ I000005 FYI L000289 BV161395 FN 04/04/23 08:15 KOTW02P _ I000006 FYA L000090 172440 FN 04/04/23 08:25 PROV02P _ I000007 FYA P000063 40149399 RJ 04/04/23 08:26 PROV02P _ I000008 FYI E000060 E000060 FN 04/04/23 08:28 AHRM02P _ I000009 FYI L000476 4568340 FN 04/04/23 08:33 JOHP02P _ I000010 FYA L000141 519661334 RJ 04/04/23 08:29 PROV02P _ I000011 FYA E938110 E938110 CN 04/04/23 08:38 AHRM02P _ I000012 FYI E937839 E937839 FN 04/04/23 08:45 AHRM02P More records - Press ENTER to scroll Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View PF6 Pop-up Window +-----------------------------------------------------------------------------+ | Doc: E938110 Invoice Problem I000011 Type: A Inv: E938110 | | Created By: on 04/04/2023 0 more PIPs Page: 1 | | Code *------------------* Code Translation *------------------* | | TS Some or all of the expenses cannot be paid on state funds. | | See below for details. To reduce the document, have the | | traveler email to travel@tamuds.tamu.edu or scan & email to | | Travel Auditor at travel@tamuds.tamu.edu their authorization | | to reduce the expenses OR furnish a local account to pay | | this expense by adding routing notes and approving this PIP. | | If a response is not received within 10 business days this | | document will not be paid. | | | | | | *----------------------* Comments *----------------------* | | THE MEALS ON 8/26, 8/27, AND 8/28 WENT OVER THE $36 A DAY___ | | MEAL PER DIEM. PLEASE PROVIDE A LOCAL ACCOUNT TO PAY THE___ | | EXTRA $$3.24 THAT CANNOT BE PAID ON THIS ACCOUNT.___________ | | JJ@TAMU.EDU PHONE 455-5555_______________ ________ | | ____________________________________________________________ | | ____________________________________________________________ | | PF4=Exit PF9=RESPONSE | +-----------------------------------------------------------------------------+ Basic Steps * Enter a PIP number in the PIP field, or press to scroll down and search for a specific document or PIP number. * Place cursor in the Sel (Select) field next to the desired PIP number and press PF6 to view detail about the PIP. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line PIP: 7 character/digits Enter a valid PIP number. Screen Information u Sel: 1 character Type “X” and press PF6 to select a PIP and display the PIP information. PIP Number: 7 character/digits Displays the PIP number. Type: 3 characters Shows the type of PIP. FYA = For your approval FYI = For your information FRA = For return approval NRT = Not in routing file For Document: 7 character/digits Indicates the document number that has a problem or has been corrected. Invoice Number: 14 digits Shows the invoice number that is associated with the original document and the PIP document. Rt Cd: 2 characters Identifies the routing status. Blank = In Process CN = Cancelled CO = Completed DR = In Dept routing ER = In Exec routing FN = Final FY = FYA/FRA routing PR = In Proc routing RC = Recalled RJ = Rejected Modify Date: 6 digits Displays date the document was last modified. Modify Time: 4 digits Shows time the document was last modified. By User: 7 character/digits Identifies the user ID and name of the person performing the action on the document. Additional Functions PF KEYS See the Appendix for a detailed description of the standard PF keys. PF6 View View Shows invoice problem in detail. Use Screen 293 to identify PIPs associated with a Purchasing Document. The PIP number may not be known, but the purchasing document number may be used as a starting point. This screen is useful to view all PIPS for a specific document. Screen 293 – PIP Browse By Purch Document 293 PIP Browse by Purch. Document 05/04/23 9:03AM FY 2023 CC 02 Screen: ___ Doc: _______ Doc PIP Invoice Rt Modify Modify Sel Number Number Type Number Cd Date Time By User --- ------- ------- --- -------------- -- -------- ----- -------- _ A000009 I009646 FYI 513185 FN 02/18/23 15:34 DESA02P _ A000024 I009729 FYI 16256 FN 02/19/23 15:04 K702PU _ A000026 I009892 FYI A000026 FN 02/23/23 14:00 AHRM02P _ A000027 I009727 FYI 3825 FN 02/19/23 14:55 K702PU _ A000028 I010649 FYI A000028 FN 03/08/23 14:43 AHRM02P _ A000034 I009728 FYI 1271 FN 02/19/23 14:58 K702PU _ A000050 I009699 FYA 647547AEO FN 02/19/23 11:13 DESA02P _ A000055 I011367 FYA 20462 CN 03/23/23 08:58 DESA02P _ A000055 I011683 FYA 20462 CN 03/26/23 07:24 DESA02P _ A000055 I011955 FYA 20462 CN 03/31/23 08:53 DESA02P _ A000057 I009667 FYI 00000000291162 FN 02/18/23 16:56 JKIM02P _ A000064 I010372 FYA 4127770 CN 03/03/23 09:25 CAME02P More records - Press ENTER to scroll Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View PF6 Pop-up Window +-----------------------------------------------------------------------------+ | F6501 Update not allowed because I011367 is Completed | | Doc: A000055 Invoice Problem I011367 Type: A Inv: 20462 | | Created By: on 03/23/2023 0 more PIPs Page: 1 | | Code *------------------* Code Translation *------------------* | | OB This invoice will not post to the account because of | | "insufficient budget balance available". To move money into | | this account please submit a DBR. This document will attempt | | to post to this account each night. To pay these expenses | | on another account add routing notes to this PIP indicating | | the account number you want us to use and then approve the | | PIP. DO NOT RECALL THIS DOCUMENT TO CHANGE THE ACCOUNT. If | | a response is not received within 10 business days this | | document will not be paid. | | | | *----------------------* Comments *----------------------* | | FIRST NOTICE________________________________________________ | | ACCOUNT 210330 IS OVER BUDGET_______________________________ | | ____________________________________________________________ | | ____________________________________________________________ | | ____________________________________________________________ | | ____________________________________________________________ | | PF4=Exit PF9=RESPONSE | +-----------------------------------------------------------------------------+ Basic Steps * Enter a purchasing document number in the Doc field, or press to scroll down and search through the PIPs available. * Place the cursor in the Sel (Select) field next to the desired PIP and press PF6 to view details. PIP Types FYA (for your approval) Approve and route forward to a person or desk as a For Your Approval document. This is done when approval is requested from a user that is not in the path for that document. Key in the name of the person or the name of the desk to receive the document for approval in the pop-up window that is displayed. FYI (for your information) Send a copy of the document to another person or desk not on the document path. Key in the name of the person or name of the desk to receive the information or notification copy. FRA (for return approval) Send to another person or desk for approval, and then the document returns to the sender. The sender will not approve the document until it returns with the additional approval. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line u Doc: 7 character/digits Enter a valid purchasing document number. Screen Information u Sel: 1 character Place the cursor in this field and press PF6 to select a document number and view PIP detail information. Doc Number: 7 character/digits Displays the document number. PIP Number: 7 character/digits Displays the PIP number. Type: 3 characters Shows the type of PIP. FYA = For your approval FYI = For your information FRA = For return approval NRT = Not in routing file Invoice Number: 14 characters/digits Indicates the invoice number that is associated with the document. Rt Cd: 2 characters Shows the routing status. Blank = In Process CN = Cancelled CO = Completed DR = In Dept routing ER = In Exec routing FN = Final FY = FYA/FRA routing PR = In Proc routing RC = Recalled RJ = Rejected Modify Date: 6 digits Indicates date the document was last modified. Modify Time: 4 digits Shows time the document was last modified. By User: 7 character/digits Identifies the user ID and name of the person performing the action on the document. Additional Functions PF KEYS See the Appendix for a detailed description of the standard PF keys. PF6 View View Displays the invoice problem in detail. Use Screen 294 to access PIP information when the invoice number is known. This screen is helpful to view invoices that have had PIPS. Screen 294 – PIP Browse By Invoice 294 PIP Browse by Invoice 05/04/23 9:10AM FY 2023 CC 02 Screen: ___ Invoice: ______________ Invoice Doc PIP Rt Modify Modify Sel Number Number Number Type Cd Date Time By User --- -------------- ------- ------- ---- -- -------- ----- -------- _ ADV-9075 A837589 I817742 FYI FN 07/11/08 14:23 SMGR02P _ ADV14118A L213248 I205166 FYI FN 02/27/12 16:59 NAVC02P _ AD006.1 L213548 I204664 FYI FN 02/17/12 11:28 NAVC02P _ AD006.1 L213548 I204665 FYI FN 02/17/12 11:30 NAVC02P _ AD0072 L117710 I104122 FYI FN 12/07/10 12:23 PROV02P _ AD01070811 E114972 I106256 FYI FN 02/07/11 11:15 GILB02P _ AD2044984 E126679 I110899 FYI FN 05/19/11 15:42 STEC02P _ AD2044984 E126679 I110900 FYI FN 05/19/11 15:44 STEC02P _ AEA54 A612001 I608933 FYA FN 03/31/06 14:00 DESA02P _ AEB1B P602399 I609245 FYA FN 04/07/06 11:54 DESA02P _ AEF0015122 E109676 I103956 FYI FN 12/02/10 09:49 GLOC02P _ AE08-232 L919942 I903816 FYI FN 11/17/08 13:55 BRYK02P More records - Press ENTER to scroll Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp View PF6 Pop-up Window +-----------------------------------------------------------------------------+ | F6501 Update not allowed because I106256 is Completed | | Doc: E114972 Invoice Problem I106256 Type: I Inv: AD01070811 | | Created By: on 02/07/2023 0 more PIPs Page: 1 | | Code *------------------* Code Translation *------------------* | | T6 This document has missing required receipts. See details | | below. Please scan and email to Travel Auditor at travel@ | | tamuds.tamu.edu. If a response is not received within 10 | | business days this document will not be paid. | | | | | | | | | | | | | | *----------------------* Comments *----------------------* | | PAGE 3 OF THE LODGING RECEIPT IS MISSING. PLEASE FURNISH.__ | | PLEASE RESPOND BY EMAIL TO B-GILMORE@TAMU.EDU_______________ | | ____________________________________________________________ | | ____________________________________________________________ | | ____________________________________________________________ | | ____________________________________________________________ | | PF4=Exit PF9=RESPONSE | +-----------------------------------------------------------------------------+ Basic Steps * Enter an invoice number in the Invoice field or press to scroll down and search through the invoices displayed. * Place cursor in the Sel (Select) field by an invoice number and press PF6 to view detail. Field Descriptions (u = Required; Help = Field Help using PF2, ? or *) Action Line Invoice: 14 characters/digits Help Enter a valid invoice number. Screen Information u Sel: 1 character Type “X” and press PF6 to select an invoice number and view detail about the selected PIP. Invoice Number: 14 digits/characters Shows invoice number associated with the PIP. Doc Number: 7 character/digits Displays the document number. PIP Number: 7 character/digits Displays the PIP number. Type: 3 characters Shows the type of PIP. FYA = For your approval FYI = For your information FRA = For return approval NRT = Not in routing file Rt Cd: 2 characters Shows the routing status. Blank = In Process CN = Cancelled CO = Completed DR = In Dept routing ER = In Exec routing FN = Final FY = FYA/FRA routing PR = In Proc routing RC = Recalled RJ = Rejected Modify Date: 6 digits Displays date document was last modified. Modify Time: 4 digits Shows time the document was last modified. By User: 7 character/digits Identifies the user ID and name of whomever took action. Additional Functions PF KEYS See the Appendix for a detailed description of the standard PF keys. PF6 View View Displays the invoice problem in detail. Section XIV Appendix Listed below are general instructions that to assist users as they use FAMIS to input or view document information. Please become familiar with the information in this reference as it can making navigation in FAMIS more efficient. 3270 Emulation Keys Special keys and key combinations must be used when working with FAMIS. These keys are known as 3270 emulation keys and may be defined differently by each 3270 terminal or PC emulation software that is being used. Contact local computer support person for assistance in identifying these keys. PF Keys When a key is listed as PFn, “PF” represents Program Function. Most PCs use the function keys labeled Fn for these PF keys. Others have special combinations of keys to represent the PF keys. For example, on a Memorex emulation, a combination of the ALT key and the number 1 will represent the PF1 key. At the bottom of the FAMIS screens, there are PF keys listed that can assist with use of the screen. For example, at the bottom of Screen 164 (Voucher Inquiry by PO Number) there is a PF11 key with the word “Right” under it. This means that by pressing PF11, the screen listing will scroll to the right for an additional panel of information. TAB and BACKTAB Keys Use the TAB and BACKTAB keys on a 3270 terminal to move from field to field. This will position the cursor at the start of each field. Most PCs have a key labeled TAB, while the BACKTAB is a combination of the SHIFT/TAB keys. Using the arrow keys instead of the TAB keys to move around the screen may lock the computer keyboard. Use the RESET key followed by the TAB key to position the cursor and unlock the keyboard. CLEAR Key The CLEAR key on many PC keyboards is the PAUSE key. This key is often used to clear, or refresh, the screen before typing. RESET Key After pressing to process data information, note the status bar at the bottom of the screen. When the system is processing information, the symbol "X ( )" or hourglass icon ( ? ) will appear. Additional information may not be entered until the system is finished processing. If any other symbols appear, press the RESET key -- often the ESCAPE key on a PC. Appendix – Instructions (cont’d) ERASE END OF FIELD Key To erase all the information in a field with one stroke, the ERASE EOF key on a 3270 keyboard is helpful. For example, a vendor name is held in context when moving from screen to screen. To change to a different vendor, use this key, and the current vendor name on the Action Line will be removed. Now the new vendor name can be entered. On most PCs, the correct key to use is CNTRL + END combination. HOME Key From anywhere on the screen, the most efficient way to take the cursor back to the Screen field on the Action Line is by pressing certain keys. For the 3270 terminals, the correct combination is the ALT/RULE keys. On most PCs, the HOME key on the numeric keypad will work. Protected Area The Protected Area is the area of the screen that will not allow the user to enter information. Typing information in the protected area may freeze the screen. Use the reset key followed by the tab key to release your system when it freezes. Action Line/Context The Action Line is usually the first line of information on each screen. The Screen field is used to navigate from screen to screen by entering the number of the screen desired. Fields such as screen, vendor, voucher number, account, etc. are often found on the Action Line. Data that is entered on the Action Line will be carried in “context” from screen to screen until changed. For example, the GL account number 032365 is entered on the Action Line of the screen below. That account will be carried in “context” until the user keys a different account in the field. The key must be pressed after entering Action Line data. If a user does not follow this step, all information entered on the screen may be lost and must be re-entered. After pressing , a message will be given at the top of the screen asking for modifications or providing further processing instructions. 002 GL 6 Digit 07/12/23 10:50 FY 2023 CC 02 Screen: ___ Account: 030009 ____ STADIUM REVENUE FUND Account Title: STADIUM REVENUE FUND_______________ SRS: _ Message Line The line above the Action Line is used to display messages to the user. These messages may be error messages or processing messages, such as the one below. F6537 Please enter a valid six digit GL account 002 GL 6 Digit 07/12/23 10:50 Scrolling Through Data Pressing will scroll through information listed on a screen. On some screens, there are PF keys that can be used to scroll forward, backward, left, and right. These PF keys are displayed at the bottom on the screens with that function. Help HELP functions are available for many screen fields in FAMIS. Typing a question mark (?) in the blank beside the desired field and pressing will access a pop-up window with specified field information. Another way is to place the cursor in the desired field and press PF2. To get out of the HELP function, either select a value and press or press PF4. The distinction on which key to use will normally be designated in the pop-up window (EX: PF4 = Exit). Escaping from a Pop-Up Window When in a pop-up window, pressing PF4 will usually return to the original screen, but there are a few screens on which pressing return to the original screen. Field Help Using the F2 Program Function Key On selected fields, additional information can be displayed using the F2 program function key. This HELP information is accessed by moving the cursor to the field in question and pressing PF2. Screen 2 – GL 6 Digit 002 GL 6 Digit 07/12/23 10:5 FY 2023 CC 0 Screen: ___ Account: 030009 ____ STADIUM REVENUE FUND Account Title: STADIUM REVENUE FUND_______________ SRS: _ Resp Person: 3xx00xx81 BJORK, CARL R Old Acct: 0297___________ Year-end Process: F Reclassify: _ Reporting Group: __ Aux Code: INT AFR Fund Group: 30 Fund Group: AX Sub Fund Group: AX Sub-Sub: __ 002 GL 6 Digit 07/12/23 10:56 +----------------------------------------------------------+ 02 Screen: ___ | ** More Codes - Press to View ** | | | Account Title: | Search Criteria: AFR Fund Group: 30 | _ Resp Person: | | __ Year-end Proce | AFR Sub | AFR Fund Gro | Fund Fund Fund Description | Functi | _ 30 AX AX AUXILIARY NON-PLEDGED | | _ 31 AX AP AUXILIARY PLEDGED | Default Ba | _ 40 RS RESTRICTED | Alternate Ban | _ 41 RS AR RESTRICTED-ARRA | | _ 50 LN LF LOANS/UNIVERSITY FUNDS | | _ 51 LN LR LOANS/U.S. GOVT. GRANTS REF. | Primary: | _ 60 EN TG ENDOWMENTS/TRUE-GEN PURPOSE | Secondary: | _ 61 EN TS ENDOWMENTS/TRUE-STUDENT AID | | _ 62 EN MG ENDOWMENTS/TERM-GEN PURPOSE | | _ 63 EN MS ENDOWMENTS/TERM-STUDENT AID | Fund Source: _ | _ 64 EN QR ENDOWMENTS/QUASI-GP RESTRICTED | : _ Long Title: S | _ 65 EN QA ENDOWMENTS/QUASI-SA RESTRICTED | 988 ( | -- IASYS-AFR-FUND-GROUP -- | Enter-PF1---PF | Select an AFR Fund Group or Press to Quit | --- Hmenu He +----------------------------------------------------------+ To make a selection, type an “X” next to a value and press to pass it back to the previous screen. This is called the “Passback” feature. Question Mark (?) or Asterisk (*) Help FAMIS has a Help feature on some screen fields that will display a field definition and/or values that may be entered. To use the Help feature, type a question mark (?) or asterisk (*) in the field and press . If Help is available for the field, a pop-up window will appear displaying a definition and/or valid values. Screen 2 – GL 6 Digit 002 GL 6 Digit 07/12/23 15:55 FY 2023 CC 02 Screen: ___ Account: 010100 ____ ED & GEN INCOME-TUITION Account Title: ED & GEN INCOME-TUITION____________ SRS: _ Resp Person: 5uuuuuuu4 MASON, MOLLY M Old Acct: NA_____________ Year-end Process: F Reclassify: _ Reporting Group: __ Aux Code: ___ AFR Fund Group: ?_ Fund Group: FG Sub Fund Group: Sub-Sub: __ Function: __ Default Bank: 06000 Override: Y SL Mapped Count: 22 Alternate Banks: ***** _____ _____ _____ _____ Security: ______ Dept S-Dept Exec Div Coll Mail Cd Stmt Primary: REV__ _____ UN AD C6000 N Secondary: VTEA_ _____ AA CD VM C4457 N Fund Source: __ ________________________________________ Account Letter: Y Long Title: EDUCATIONAL AND GENERAL INCOME - TUITION Setup Dt: 08/26/1991 ________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next 002 GL 6 Digit 07/12/23 15:56 +----------------------------------------------------------+ 02 Screen: ___ | ** More Codes - Press to View ** | | | Account Title: | Search Criteria: AFR Fund Group: 10 | _ Resp Person: | | __ Year-end Proce | AFR Sub | AFR Fund Gro | Fund Fund Fund Description | Functi | _ 10 FG EDUCATIONAL AND GENERAL | | _ 20 DS DF DESIGNATED/NON-SERVICE DEPARTMENT | Default Ba | _ 21 DS DS DESIGNATED/SERV DEPT-PROF FEES & SE | Alternate Ban | _ 22 DS ST DESIGNATED/SERV DEPT-TRAVEL | | _ 23 DS SM DESIGNATED/SERV DEPT-MATERIAL & SUP | | _ 24 DS SU DESIGNATED/SERV DEPT-COMM & UTIL | Primary: | _ 25 DS SR DESIGNATED/SERV DEPT-REPAIRS & MAIN | Secondary: | _ 26 DS SL DESIGNATED/SERV DEPT-RENTALS & LEAS | | _ 27 DS SP DESIGNATED/SERV DEPT-PRINTING & REP | | _ 28 DS SC DESIGNATED/SERV DEPT-CLAIMS & LOSSE | Fund Source: _ | _ 29 DS SO DESIGNATED/SERV DEPT-OTHER OPER EXP | : Y Long Title: E | _ 30 AX AX AUXILIARY NON-PLEDGED | 991 _ | -- IASYS-AFR-FUND-GROUP -- | Enter-PF1---PF | Select an AFR Fund Group or Press to Quit | --- Hmenu He +----------------------------------------------------------+ To make a selection, type an “X” next to a value and press to pass it back to the previous screen. This is called the “Passback” feature. Many of the fields that have multiple valid values are repeated throughout this manual. Combining the information for these fields in one central place will help condense the size of this manual and provide a single reference area for this type of information. FIELD Name Type and Valid Values Inbox Action: Action to be taken on the document. Note that if a user does not have approval authority, they will not see this field displayed. Valid values are as follows: APP = Approve the document. FYA = Approve and route to another for approval. This is done to request approval from a user that is not in the path for that document. Key in the name of the person or the name of the desk to receive the document for approval in the pop-up window that displays. FRA = Route for Approval and Return. This document will be returned to the original user for approval before it goes to any other approvers. FYI = Send a copy of the document to another person or desk not on the document path. Key in the name of the person or name of the desk to receive the information or notification copy. HLD = Mark the document as HELD by a user to take action REJ = Reject this document back to the creator for revision DIS = Discard information/notification copy from my INBOX FYP = Forward for processing (Processing Dept ONLY) SUB = Submit the document for approval Form: Type of document: DBR = Dept Budget Request ECT = Payroll Cost Transfer PBD = Bid PEP = Exempt Purchase PIP = Invoice Problem PLP = Limited Purchase PPO = Purchase Order PRQ = Requisition FIELD Name Type and Valid Values Requested Action: Identifies the action needed for the document. Valid values are as follows: FYA/Approve = For Your Approval Routing FRA/Approve = For Return Approval Routing Revise = Revise and route Approve = Approve and route Notify = Notification copy FYI = For Your Information only Sign required = signer desk approval required Status: Shows the document progress Cancelled = Document cancelled Completed = Document completed In Dept Rt = In department routing (not FYA/FRA) FYA/FRA Rt = For Your Approval routing (in department routing but not through path Rejected = Document rejected Recalled = Document recalled In Proc Rt = In Processing routing In Exec Rt = In Executive routing Final = Finished routing Type: Identifies the type of routing. Valid values include the following: APP = Approve the document. FYA = Approve and route to another for approval. This is done to request approval from a user that is not in the path for that document. Key in the name of the person or the name of the desk to receive the document for approval in the pop-up window that displays. FRA = Route for Approval and Return. This document will be returned to the user for approval before it goes to any other approvers. FYI = Send a copy of the document to another person or desk not on the document path. Key in the name of the person or name of the desk to receive the information or notification copy. HLD = Mark the document as HELD by a user to take action REJ = Reject this document back to the creator for revision DIS = Discard information/notification copy from my INBOX FYP = Forward for processing (Processing Dept ONLY) SUB = Submit the document for approval PF Keys are used in Routing & Approval to access additional information. Wherever possible the same assignment has been given to the same PF key, such as PF9 always being the key used for NOTES. Occasionally, this has not been possible, and a different assignment has been made. The following list is to help identify the functionality behind the PF keys that are displayed on many screens in Routing & Approvals. Many screens have extended information windows assigned to various function keys that are designated at the bottom of each screen and pop-up window. Placing the cursor (using the cursor arrow keys) on a particular line and pressing the extended information function key will display the pop-up window information for the document or item on that line. Exiting a pop-up window is done by pressing to return to the previous window or inquiry screen. If multiple windows have been opened, pressing will return directly to the original screen . From within many of the pop-up windows an additional set of extended function keys may appear to offer further inquiry on the document or item. Extended Function Keys Audit Produces document audit information inquiry. +--------------------------------------------------------------------------+ | | | Screen: ___ 03/22/23 14:41 | | **** Routing Document Information **** CC 02 | | +--------------------------------------------------------------+ | S | | | | - | | **** Audit Information **** | | | | | | | | Document: R500173 | | | | Item: | | | | | | | | Date Created: 11/29/94 Added By: OxxxxxT | | | | Time Created: 10.39.32 User ID: OxxxxxT | | | | | | | | Last Modify By: OxxxxxT Last Modify Time: 10.47.14 | 40.00 | | | Last Modify Date: 11/29/94 Last Modify PGM: Pxxxxx1 | | | | | | | | PF3= Back to Cvr PF4=Exit | | | +--------------------------------------------------------------+ PF12-- | En | Exit NDoc Summ Audit Accts Notes Headr Items Track | Left Some windows consist of several adjacent panels. These will be designated by the word Panel: ## appearing in the window. Pressing this key scrolls the panel to the left. Names Displays the names of the desk assignees in a pop-up window when the cursor is in the “current” or “previous” range. “S” in the Status field indicates that the assignee is a substitute. 937 Desks by Office 05/23/23 16:05 CC 02 Screen: ___ Office: PURCHASING Desk: __________ S Des +--------------------------------------------------------------+ - ----- | | ---- _ ADMIN | DESK: ADMIN | _ ADMIN | | _ ADMIN | UIN STATUS NAME | _ ADMIN | | _ ADMIN | 4uuuuuuu6 JANSON, JANICE J | _ ADMIN | 4uuuuuuu5 S GOLDMAN, GINNY G | _ ADMIN | 4uuuuuuu4 S LINDSEY, LAURA L | _ ADMIN | | _ ADMIN | | _ ADMIN | | _ APPRO | | _ CENTR | *** END OF LIST - 3 WORKERS FOUND | _ COMP- | PF4 to Quit | _ COMP- | | +--------------------------------------------------------------+ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Names NDoc: Next Document Exit current Cover Sheet pop-up window and displays cover sheet for the Next Document selected. If none exist, will return to the Inbox screen. Notes: Displays any notes attached to the document header. Use the Position at Line field to start the text at a particular line. The Page (F/B/E) field scrolls Forward (F) and Backward (B) through the text; use End (E) to exit the window. PF8 can be used to view the notes on the next item, while PF7 will display the notes on the previous item. +-------------------------------------------------------------------+ | 7468 Note not found on file | | R500104 0.0 Position at line: ___ | | Line ******** Note Text ******** | | _____________________________________________ | | _____________________________________________ | | _____________________________________________ | | _____________________________________________ | | _____________________________________________ | | PF3= Back to Cvr PF4=Exit PF7=PItem PF8=NItem Page(F/B/E): E | +-------------------------------------------------------------------+ Right Some windows consist of several adjacent panels. These will be designated by the word Panel: ## appearing in the window. Pressing this key scrolls the panel to the right. Summ: Provides view of document which is similar to a printed document. See Screen 288. +---------------------------------------------------------------------------+ | ****************** Document Summary ****************** | | | | R500173 Number of Desc Lines: 5 Page: 1_ Of 2 | | | | VENDOR: +--------------------------+ | | | DOC: R500173 | | | | | | | | USER REF: 455019-5001 | | | +--------------------------+ | | | | INVOICE TO: SHIP TO: | | FISCAL DEPT. CHEMISTRY DEPARTMENT | | COKE BLDG. RM. 104 COLLEGE STATION TX 77843 | | COLLEGE STATION TX 77843 | | | | PF4=Exit PF7=Bck PF8=Fwrd | +---------------------------------------------------------------------------+ Track Displays a document tracking window identifying all types of action that have gone against this document. From within this window, any of the related documents may be tracked by placing the cursor on any of the window’s lines and pressing again. + +--------------------------------------------------------------------------+ | Screen: ___ 03/22/23 11:58 | | **** Routing Document Information **** CC 02 | +- | Actio +----------------------------------------------------------+ | | | | 0007 End of valid data reached | | | | Doc ID | R R500174 Document Tracking | | | | Doc Summ | _ | | | | Released | Class Document Item Action Date Time | | | | | ----- -------- ------ -------- --------- ------ | | | | | To CREATE 11/29/94 10:41 | | | | Requisit | To CLOSED 11/29/94 10:46 | | | | Contact | From | | | | Dept Nam | From | | | | Doc Tota | From | | | | | From | | | | | From | | | | | PF3= Back to Cvr PF4=Exit PF12=Track | | | | +----------------------------------------------------------+ | +- | Exit NDoc Summ Audit Accts Notes Headr Items Track | + +--------------------------------------------------------------------------+ K:\FA\DOC\WRKNPRCS\ROUTING\RoutingCURR.docx Last Revised: 7/18/2023 10:31 AM Routing and Approvals User Manual 0Page i-14 Introduction Routing and Approvals User Manual 0Page i-4 Table of Contents (cont’d) Table of Contents Routing and Approvals User Manual 0Page I-14 Routing and Approvals Introduction(cont’d) Routing and Approvals Introduction Routing and Approvals User Manual 0Page I-2 Routing & Approvals Process Flow (cont’d) Routing & Approvals Process Flow Routing and Approvals User Manual0Page III-8 Basic Concepts for Routing & Approvals (cont’d) Basic Concepts for Routing & Approvals Routing and Approvals User Manual0Page III-2 CANOPY Inbox, Outbox and Other Functions Routing and Approvals User Manual0Page III-2 CANOPY Inbox, Outbox and Other Functions (cont’d) CANOPY Inbox, Outbox and Other Functions FAMIS Screens – Inbox, Outbox and Other Functions (cont’d) FAMIS Screens Inbox, Outbox and Other Functions Routing and Approvals User Manual0Page IV-20 Electronic Office Basics Routing and Approvals User Manual0Page IV-1 Essentials of Routing Extended (cont’d) Essentials of Routing Extended Guidelines by Document Type or Form (cont’d) Guidelines by Document Type or Form Routing and Approvals User Manual0Page V-4 Electronic Office Screens - Inquiry Routing and Approvals User Manual0Page V-3 Screen 915 – Approval Profile by Name (cont’d) Screen 915 – Approval Profile by Name Screen 945 – Office Browse (cont’d) Screen 945 – Office Browse Routing and Approvals User Manual0Page V-4 Screen 935 – Department/Subdepartment by Office (cont’d) Screen 935 – Department/Subdepartment by Office Screen 936 – Views by Office (cont’d) Screen 936 – Views by Office Screen 937 – Desks by Office (cont’d) Screen 937 – Desks by Office Screen 938 – Office/Desk Workload (cont’d) Screen 938 – Office/Desk Workload Screen 918 – Documents by Department (cont’d) Screen 918 – Documents by Department Screen 850 – Person File (cont’d) Screen 850 – Person File Screen 860 – Department Table (cont’d) Screen 860 – Department Table Routing and Approvals User Manual0Page VI-6 Quick Reference Office Setup (cont’d) Quick Reference Office Setup Routing and Approvals User Manual0Page VI-1 Routing and Approvals User Manual0Page VII-11 Electronic Office Detail Routing and Approvals User Manual0Page VII-1 Screen 940 – Office Create/Modify (cont’d) Screen 940 – Office Create/Modify Screen 941 – Units to Office Assignment (cont’d) Screen 941 –Units to Office Assignment Routing and Approvals User Manual0Page VIII-24 Screen 920 – Department View Create/Modify Departmental Level Detail Routing and Approvals User Manual0Page VIII-2 Screen 920 – Department View Create/Modify (cont’d) Screen 920 – Department View Create/Modify Screen 924 – Creator Desk Modify (cont’d) Screen 924 – Creator Desk Modify Screen 922 – Approver Desk Create/Modify (cont’d) Screen 922 – Approver Desk Create/Modify Routing and Approvals User Manual0Page VIII-2 Screen 923 – Signer Desk Modify (cont’d) Screen 923 – Signer Desk Modify Screen 921 – Department Paths Create/Modify (cont’d) Screen 921 – Department Paths Create/Modify Routing and Approvals User Manual0Page IX-9 Executive Level Detail (cont’d) Executive Level Detail Routing and Approvals User Manual0Page IX-1 Routing and Approvals User Manual0Page X-10 Processing Level Detail (cont’d) Processing Level Detail Routing and Approvals User Manual0Page X-2 Routing and Approvals User Manual0Page XI-2 Electronic Office Delete (cont’d) Electronic Office Delete Routing and Approvals User Manual0Page XI-2 Screen 928 – Department View Delete (cont’d) Screen 928 - Department View Delete Routing and Approvals User Manual0Page XI-4 Screen 944 – Office Delete (cont’d) Screen 944 - Office Delete Quick Reference Office Delete (cont’d) Quick Reference Office Delete Routing and Approvals User Manual0Page XII-4 Special Routing Functions Purchasing Screens (cont’d) Special Routing Functions Purchasing Screens Routing and Approvals User Manual0Page XII-2 Screen 943 – Security Signer Desk Modify (cont’d) Screen 943 - Security Signer Desk Modify Screen 930 – Desk Copy (cont’d) Screen 930 - Desk Copy Add SubDepartment to Routing Structure Screen 950 – Electronic Documents Profile (cont’d) Electronic Document Profiles Routing and Approvals User Manual0Page XIII-2 Screen 910 – Document In-Box (cont’d) Screen 910 - Document In-Box Routing and Approvals User Manual0Page XIII-2 Screen 911 - Document In-Box by Name (cont’d) Screen 911 - Document In-Box by Name Screen 912 – Document Out-Box (cont’d) Screen 912 - Document Out-Box Screen 913 – Document Outbox by Name(cont’d) Screen 913 - Document Out-Box by Name Screen 916 – Document En Route Box (cont’d) Screen 916 - Document En Route Box Screen 915 – Approval Profile by Name (cont’d) Screen 915 - User Approval Profile Screen 914 – Document Routing History (cont’d) Screen 914 - Document Routing History PIPs (cont’d) Purchasing Invoice Problem Screen 292 – PIP Document Browse (cont’d) Screen 292 - PIP Document Browse Screen 293 – PIP Browse by Purchasing Document (cont’d) Screen 293 - PIP Browse by Purchasing Document Screen 294 – PIP Browse by Invoice (cont’d) Screen 294 - PIP Browse by Invoice Routing and Approvals User Manual0Page XIV-14 Appendix – Instructions (cont’d) Instructions Routing and Approvals User Manual0Page XIV-2 Appendix – Valid Field Values (cont’d) Valid Field Values Appendix – Standard PF Keys (cont’d) Standard PF Keys