Initiating a Tuition Grant Authorization Workflow in 3 Easy Steps. Initiator Quick Reference Guide

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Madeline Beasley
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1 Initiating a Tuition Grant Authorization Workflow in 3 Easy Steps Initiator Quick Reference Guide March 13, 2013

2 Table of Contents: Workflow Terminology... 3 Step 1: Log into Banner Workflow... 4 Step 2: Start a Workflow Instance... 6 Step 3: Complete the Tuition Grant Authorization Form... 9 View Status or Cancel a Workflow Transaction NOTE: Contact Gerri Nickle with questions or comments (gnickle@gmu.edu) Ext

3 Workflow Terminology Workflow Workflow is a tool that is used to automate business processes and electronically route the right information to the right people at the right time. Workflow users are notified of pending work, which helps information move through the review/approval process more quickly. Business process map a graphical representation of a business process that the workflow product uses to forward activities to the appropriate performers in a specific, defined path. Workflow instance A copy or instance of a business process map to be used for an individual transaction. Since many staff will be creating workflow instances from the same business process map, it is recommended that users create unique, transaction-specific names for their instances. Workflow Specific Name A unique transaction name that is entered when starting a new Workflow instance. For example, if a student, John Smith, is being given a Graduate Commonwealth (GCW) award for the Fall 2007 semester, a good workflow specific name would be GCW John Smith , since the name documents the transaction s information. Using this naming convention makes it easier for both the user and other performers to search for and keep track of specific workflow instances, since all award transactions for a given student will group together when sorted by transaction name. Initiator The person who creates and starts the workflow instance and who will be contacted when the workflow is completed. Role A role indicates the group is responsible for completing an activity in a business process map (Budget Office Approver, Gen Accounting Staff, Responsible Person, etc.). One role is assigned to each activity and specific individuals are added to each role. Performer The person (or business office) that completes an activity in a business process map. Complete This action will submit a form to Workflow to start the approval process. Save and Exit This action will save the data entered into a form, but will not submit it to Workflow. This allows the user to complete the form at a later date and then submit it. Cancel This action will exit a form without saving the data entered into it. Approve The action indicates the performer s approval of the transaction and allows it to be moved to the next performer. Reject/Permanently Stop The action is selected by a performer if they want to cancel the transaction. The transaction cannot be restarted once it is stopped/rejected. Return for Corrections The action selected by the performer if they need to send a transaction back to be edited and re-approved by all previous performers. 3

4 Step 1: Log into Banner Workflow In Internet Explorer, enter the url: Then click on the Workflow link. 4

At the login screen, enter your email netid (e.g., gnickle) and password.

The worklist (currently empty) contains all workflow

5 At the login screen, enter your netid (e.g., gnickle) and password. Once in Workflow, the user s Worklist is displayed. The worklist (currently empty) contains all workflow transactions that require the user s attention. 5

If you need to start a particular type of workflow transaction and it doesn t appear in the list, contact your department s Banner Security Officer.

6 Step 2: Start a Workflow Instance To start a workflow transaction, click on the My Processes link in the left-hand menu. The different types of Workflow transactions that the user has security access to will be displayed. If you need to start a particular type of workflow transaction and it doesn t appear in the list, contact your department s Banner Security Officer. To start a tuition grant authorization transaction, select the FIN_Tuition Grant Authorization link. A blank Start Workflow screen is displayed. Enter a UNIQUE workflow instance name in the Workflow Specifics Name field. NOTE: A good practice to follow when naming workflow instances is to make the transaction name a combination of both the actual business process name and the name of what is being created or who is being 6

worked on. For example, a student will be given a Graduate Commonwealth award (GCW) for the Spring 2013 term. So a good name for this transaction would be GCW-John Smith-201340.

7 worked on. For example, a student will be given a Graduate Commonwealth award (GCW) for the Spring 2013 term. So a good name for this transaction would be GCW-John Smith Using this naming convention makes it easier for both the user and other approvers to search for and keep track of specific workflow instances, since this naming convention will make all GCW transactions for a given student group together when sorted by transaction name. Then enter the student s GNumber and name in next two fields. Next, click on Start Workflow. Workflow indicates the transaction was successfully entered. 7

8 After clicking OK, the workflow instance will appear in your worklist. (NOTE: Click the browser Refresh button periodically, since it may 20 to 30 seconds for the transaction to appear in your inbox during peak business hours. This is because Workflow is going to Banner to retrieve the student s information, using the GNumber entered by the initiator.) Once the transaction appears in the inbox, click the link ( GCW-John Smith ) in order to enter data into the tuition grant form. 8

9 Step 3: Complete the Tuition Grant Authorization Form Workflow will present the initiator with a data entry screen to collect information about the student s tuition grant authorization. Below are descriptions for the form s data entry fields. Note that a tuition grant authorization may have up to 4 funding sources, but only one funding source is displayed below. FIELD NAME Initiator netid Initiator Department Extension Comments Operation Transaction No. Reason Academic Term Student Name (Initiator) Student Name (Banner) G Number Domicile Tuition Rate Tuition Only? Account Number FUNDING SOURCE #1 Fund/Org Code Transaction amount Net Amount Dept/Non-PI Approver ID (Optional) Requires PI Approval? DESCRIPTION Initiator s netid Initiator s department name Initiator s extension Initiator s comments allows initiator to add additional information about the transaction for others to see Select action: add, reduce, cancel, or stop a transaction Transaction number of transaction to be cancelled Reason transaction is being cancelled Academic term for tuition grant The student name the initiator entered when starting the transaction The student name assigned to the GNnumber in Banner Student s G Number Select In-state or Out-of-state Student s current tuition rate in Banner Indicates the award funds are to be used for the student s tuition only Banner account number Fund or org that is funding the student s tuition grant Tuition grant dollar amount for this transaction Estimated total amount of all tuition grant transactions for this student in this academic term for this fund/org An additional approver, if there is someone else who should approve the transaction Defaults to No. If Yes is selected, the transaction will be forwarded to the inbox of the fund s PI for approval. If No is selected, the PI will only receive notification of the student s tuition grant authorization. All transactions funded by a grant fund will also be automatically forwarded to the appropriate OSP Team (OSP_RED, OSP_BLUE, etc) for approval. FUNDING SOURCE #2 (Optional) Same information as Funding Source #1 FUNDING SOURCE #3 (Optional) Same information as Funding Source #1 FUNDING SOURCE #4 (Optional) Same information as Funding Source #1 When data entry into the tuition grant authorization form is done, select Complete to send the transaction to the first approver. If there are no data entry errors, the initiator will receive a confirmation for their records, indicating the type of award transaction (either IA or GCW, depending on the fund or org used) and other student information entered into the form. If there 9

are data entry errors, Workflow will send the initiator an email explaining the error and telling them to make the appropriate corrections and resubmit the transaction.

10 are data entry errors, Workflow will send the initiator an explaining the error and telling them to make the appropriate corrections and resubmit the transaction. If the initiator needs to stop in the middle of entering data and save the transaction without submitting it for approval, they can select Save & Close. The initiator will be able to return to Workflow at a later time to finish the data entry and Complete the workflow instance. If the initiator wants to abandon the form without saving the data, they can select Cancel to close the form. The initiator will also receive a Completed when all approvers have finished approving the transaction and Financial Aid has entered the award into Banner. Complete Save & Close Cancel That s all there is to entering a tuition grant authorization! See the next section for details on how to view or cancel a Workflow transaction. View Status or Cancel a Workflow Transaction You can cancel a transaction or check where it is in the approval process by selecting Workflow Status Search from the menu on the left-hand side of the page. In the Workflow Specifics Name field, enter the EXACT name of the workflow instance you want to cancel, or enter a portion of the name with wildcard characters ( * ). Note: entering *Smit* will display all transactions that contains the string Smit (like Smith, Smithers, Smithfield, etc). 10

Select FIN_Tuition Grant Authorization for the Business Process Name and select a transaction status to further refine the search (Ready, Completed, Stopped).

Once the map of the workflow transaction appears, you can either review the map to see what step its on or permanently stop it.

11 Select FIN_Tuition Grant Authorization for the Business Process Name and select a transaction status to further refine the search (Ready, Completed, Stopped). Then click the Search button. Select the transaction name (link) you want to look at. Once the map of the workflow transaction appears, you can either review the map to see what step its on or permanently stop it. To find out where the transaction is in the approval process, scroll down the map to find the step that contains a little running figure in it. (See arrow below. Note: steps that contain a green check mark are completed and steps with a circular arrow are steps that are completed but have been performed multiple times). 11

12 To permanently stop (cancel) the workflow, click on the small red oval button above the map that says Stop Workflow. Click OK when it asks Are you sure you want to stop the workflow?. 12

New Organization Request Workflow User Manual

New Organization Request Workflow User Manual Revised 12/11/08 TABLE OF CONTENTS 1 Workflow Terminology... 2 2 Business Process Map for New Organization Request... 3 3 Log into Banner Workflow... 4 4 Create