Business Office Procedures for Tyler Content Manager

Transcription

1 Business Office Procedures for Tyler Content Manager TABLE OF CONTENTS TCM Overview... 2 Configuring TCM for Viewing... 3 TCM Tool Bar... 4 Inquiries and TCM Documents... 5 Storing Documents in TCM... 8 Selecting the Proper Template for Document Storage... 9 Attaching a NEW Document Document Storage Icons Attaching Documents Saving Documents to TCM Problems Pulling Documents into Viewer Page 1

2 Tyler Content Manager Overview Tyler Content Manager (TCM) is the new document management storage solution for Irving ISD. All users of MUNIS will be required to use TCM to attach or scan documents in support of requisition entry for the expenditure of IISD funds. TCM is fully integrated with MUNIS and allows the end user to view documents through a camera icon. No additional steps are necessary to access TCM. TCM access is strictly based on user permissions. TCM allows the end user to view documents they have saved and all related documents that the end user is authorized to view. Records Management The District has adopted Tyler Content Manager as part of the IISD Records Management Plan. TCM will aid the District in managing records to meet minimum retention periods described in the Records Control Schedule, will streamline the disposition approval process, and will aid in disaster planning and recovery. RECORD defined: created or received by a local government, officer, or employee in transaction of public business regardless of medium (paper, book, map, photograph, sound, video, microfilm, electronic). Rule of thumb: scan or attach any document that would be part of the audit trail. Purchasing Requirements As per purchasing procedures listed on the approved vendor list the following will apply: Any documentation in support of a requisitioned purchase. (quotes for items below $2500, vendor communication, vendor confirmations of cost, etc.). If purchase is more than $2500 you will need three (3) phone quotes documented on official quote form and attached in TCM. (Purchasing will provide electronic quote form). If purchase is more than $5000 contact the purchasing office before proceeding. If purchase involves furniture contact the purchasing office before proceeding. MUNIS and TCM Supporting documentation for MUNIS transactions should be saved to TCM. o Requisition support to meet purchasing requirements o PO receiving support (i.e. packing slips, service confirmations, etc.) o Budget Amendment supporting authorizations if applicable Users can view information saved in TCM through any screen in MUNIS where the camera icon has been enabled, and the user has the proper permissions to view the document. (ie Requisition entry, PO inquiry, GL inquiry). Related documents functionality can be used to view other documents that are automatically saved to TCM (PO, Invoices, AP checks) or documents others have attached/scanned. Page 2

3 Configuring TCM for Viewing Setting the Viewing window for default (Always view using Browser) and other configuration information. The first time entering TCM to view documents will present the Document Viewer window. Under most circumstances, documents will be viewed using the Use Browser option. This can be set as the default by selecting the check box called Always view using Browser. Page 3

4 Setting the TCM Toolbar TCM has the ability to save, print, and a document from the TCM viewer window. Documents can also be searched for specific text. This can be helpful for larger documents stored in TCM. The TCM toolbar can be adjusted to show the icons regularly used. Doing a right click in the tool bar will show the options. They can be turned off or on by clicking the selection. The most common selections are Print, Save a copy, Search, and . Print Save a copy Search Print hard copy on local printer Save a copy of the document to your local PC. Browse window will open for selection of save location and file name. Search the document for specific text Create an with the document as an attachment Page 4

5 Inquiries and TCM documentation TCM is enabled throughout the MUNIS system. Documents are viewed through the camera icon. To view documents, use the MUNIS inquiry capability to view the desired record (ie. Requisition in Req Entry) in MUNIS. Select the camera icon to view the document. If any documents have been attached or scanned to the specific record, the document will be presented in the TCM viewer. From the original document, the Related Documents search can be used to find other documents related to the record in MUNIS (ie. POs, Invoices or checks related to a requisition). Viewing related documents is dependent upon where documents have been scanned or attached within TCM. If the requisition did not require document support, no related documents will show under the requisition because no relationship has been established between the documents. To view invoices and checks for these types of requisitions, retrieve the documents via the Purchase Order. Viewing Documents Once the document has been saved, the information can be retrieved via the camera icon at any time. Select the requisition support type (Standard, E Rate, or Risk management) to view the document. All support documents will appear in a list in the idocs window on the left. The option to view the document should display or if the default always view using browser is set, the first document should appear in the document viewer. If multiple documents were saved, click the document for viewing from the IDocs window. Page 5

6 If the requisition has been converted to a Purchase Order and/or paid, the PO, invoices, and checks can be viewed through the related documents icon on the top right tool bar. Selecting related documents will display other document selections in the IDocs window. Page 6

7 To view the other documents, click the document from the list displayed. This will bring the selected document into the document viewer. Any of the documents you are authorized to view can be selected from the Document List. Documents are displayed in a hierarchical order. Expanding the + next to a document will display additional related documents. Clicking the document name will display the document in the right pane viewer. Purchase Orders and AP checks are automatically saved to TCM. Invoices are batch scanned after the AP clerks have processed the invoice and scanned them into TCM. Other documentation that the Business Office saves to TCM is also available. Users can view document support for Budget Amendments or Journal vouchers by inquiring on the journal number and viewing the document from the Inquiry screen. Page 7

8 Storing Documents in TCM TCM is used to add supporting documentation to requisitions, PO receiving information, and Budget Amendments. Below is an example of storing documentation in support of a Requisition purchase. The same steps would apply for storing any document in TCM. Enter all requisition information and save requisition Attach supporting documentation via the camera icon shown in the red circle Save documentation in TCM Release the requisition for approval The Business Office and purchasing can view all information that was attached at the requisition level to expedite requisition approval. The information remains attached to the requisition for viewing capabilities until the proper document retention time has occurred. The Records Manager will be responsible for purging all documents from TCM. End users are not required to maintain document destruction requirements. Please work with the Records Manager regarding any questions on document retention. Invoice and check information is available for viewing after PO payments. Accounts Payable scans the invoice into TCM and checks are automatically saved to TCM as part of the AP check run. All information is available for viewing payment history for purchase orders (via Related Documents). Page 8

9 Selecting the Proper Template for Document Storage When first accessing TCM through the camera icon, if multiple templates are available for document classification, a selection window will be presented. If only one template is defined for the document, then no selection window will be displayed. TCM will open a blank page with some pre filled data to begin the document storage process or display any previously saved documents. Requisition Entry/Inquiry has several document types available for classification. Standard MUNIS Requisition Support o Documentation to support the general requisition purchases. Most documentation will be attached via the Standard MUNIS template. E Rate o Only used for supporting documentation for E Rate purchases. Technology related purchases only. Risk Management o Only used for supporting documentation for purchases due to vandalism, damages or theft reported to the Risk management or Maintenance department. Double click the proper selection or highlight the option and click Open TCM. TCM will open with the documents window displayed. If previous documents were attached, these will be presented in the opening window. If no previous documents were attached, the screen will be blank with the option to open a new attachment. Page 9

10 Attaching a NEW Document Click the NEW document icon (circled in red) to open the NEW document window New Document Storage Information from the requisition will pre populate the main information on the document window o Department o Requisition number o Fiscal Year o Date Ordered (Entry date) Enter required information based on type of Requisition o Description: Use drop down arrow to select document type (Please do not enter free form text into the document description field). This field is a searchable field used for Records Management. o o o o Method of Compliance for Purchasing Department information Buy Board/TCPN/EPCNT/TIPS/US Communities Any of the IISD Bid References Other compliance method approved through the IISD Purchasing Office Bid or Proposal if pertinent Board Meeting and Resolution number if pertinent Notes Any additional notes to assist in documenting the purchase (free text form) Page 10

11 Document Storage Icons The icon can be directly selected or the double arrows can be used for full text view of icon options. Most documents with either be scanned or attached. Icon Legend Document Viewer Toggle Scan Documents Attach Documents Export Documents View Internal Document Information Remove Document (that has not been previously saved) Expand Text for icon selections Page 11

12 Attaching Documents The document must be saved and available on the user s local PC for access in a Browse window before they can be attached. Selecting the Attach Document icon will present a BROWSE window for selection of the document to attach. Navigate to the document Select the document so it appears in the File Name window. Click Open. Page 12

13 This will bring the document into the Document Viewer window. Verify that the data information entered in the center window for the document is correct Verify the correct document is associated with the requisition o If the correct document is attached, save to TCM (see next page) NOTE: Once the document is saved to TCM it CANNOT be removed. You will need to contact the IISD Records Manger for document removal. o If the document is not correct and needs to be removed (BEFORE SAVING) Use the Garbage Can icon on the right toolbar to delete the document Browse and attach the correct document Re verify information before saving Adding Additional Attachments If additional attachments need to be saved to TCM, make sure NEW is selected to add the document. When you first go into TCM, the previously attached document will be in the viewer window. You cannot add to a previously saved document by trying to attach additional files to the original document. You must create a new document by selecting NEW and enter the necessary information in the middle window pane, then attach the additional documentation. If you receive the error, YOU ARE NOT AUTHORIZED TO PERFORM THIS OERATION. Insufficient Privileges. DELETE access required to resource tyler.empire.document.doccode. PURCHASING. Requisition. Attachment for user XXXXXX, this is normally due to attempting to attach additional documentation to an existing document that was previously saved. Page 13

14 Saving Documents to TCM Once the document is saved to TCM, it becomes an IISD District Record. Only Administrators have the ability to remove saved documents (IISD Records Manager). Documents can be removed before saving if the incorrect document was scanned or attached. To save the document, use toolbar at the top right for the final SAVE Saving information in TCM To save information, it is recommended to print the to a.pdf and attach the document in TCM. Save the document information before exiting. Page 14

15 Problems Pulling Documents into Viewer Window If the document does not open properly in the window and the default configuration is set to Always view using Browser. The configuration information can be accessed via the Configure radio button on the screen. Clicking Configure will present the standard configuration screen where you can select Use Browser or Use pdfviewer. Most documents can be viewed via the Use Browser. If you have a document that cannot be viewed properly, try Use pdfviewer. Page 15