Prepared by: SBCUSD Information Technology

Transcription

1 Prepared by: SBCUSD Information Technology Revised: January 22, 2018

2

3 Table of Contents Electronic Approvals for Administrators Chapter 1 Financial Section 1 Financial 2000 Support, Login and Out, Create Favorites... 6 Financial 2000 Login... 6 Log out... 6 Section 2 - Financial 2000 Monitoring Your Budgets... 7 Financial 2000 Accounts Lookup Module... 7 Financial 2000 EduReports 3.0 Module Section 3 Financial 2000 Approving Purchase Requisitions Financial 2000 Approving a Purchase Requisition Quick Approve (approve without reviewing) Summary Approval (review before approving) Financial 2000 forward approval rights to another approver Section 4 Financial Purchase Warehouse Tracking Report Chapter 2 SAP Approve Time and PM Notifications Section 1 SAP Support, Login and Out and Default Settings Support SAP Login to the SAP System SAP Log out SAP default settings Section 2 - SAP Quick Mobile Time Approval Section 3 - Adding an SAP Transaction Code to your Favorites Section 4 - SAP Approving Employee Time (CAPS) SAP Approving Employee Time (CAPS) for Those Not on Your List Section 5 - SAP Approved Positions for Employees Report (ZPOSITION) Section 6 - SAP Display a list of your PM Notifications Summary of the approval cycle in the above example: Section 7 - SAP Approving PM Notification Facility Special Orders (41) SAP Plant Maintenance Notification Special Order Flow Chart SAP Send PM Notification through to Maintenance and Operations SAP Second Approval PM Notification Facility Special Order Chapter 3 HR Personnel Action Forms 29 & 30 and Travel Form BU Section 1 Personnel Action Forms HR-29s and HR-30s Support Personnel Action Forms - Approving (Outlook) Section 2 Travel Form BU Support Travel Form - Approving (Outlook) Chapter 4 SchoolDude Facilities Use Form Section 1 Facilities Use Record Support Approve SchoolDude - Understanding the Home Screen SchoolDude - Reviewing Scheduled Events SchoolDude - Event Legend SBCUSD Information Technology Page 3 of 37

4 Electronic Approvals for Administrators Updated in this version 01/22/2018 No significant changes Website Link to all Manuals Information Technology Tech Training Manuals SBCUSD Information Technology Page 4 of 37

5 Electronic Approvals for Administrators Topics covered in this chapter: Section 1 - Support information Login Log out Section 2 - Monitoring Your Budgets / Accounts lookup EduReports: Expenditure Reports Section 3 - Approving Purchase Requisitions Section 4 Purchase Warehouse Tracking Report SBCUSD Information Technology Page 5 of 37

6 Electronic Approvals for Administrators Section 1 Financial 2000 Support, Login and Out, Create Favorites Financial 2000 is the District s budget and purchasing system. To request authorization to use this program, call the Fiscal Services department. Support Financial 2000 Login Issues Fiscal Services (909) Approval Path Fiscal Services (909) Reports Budget Analyst, Fiscal Services (909) Training and Use Information Technology, Training Specialists (909) Purchase Requisition Purchasing Department (909) Travel/Conference Purchasing Department (909) CAL-Cards, SouthWest Office Supplies and Office Depot (909) Financial 2000 Login Internet Explorer is the only browser supported by County. 1. Open Internet Explorer. 2. Copy and paste this link into the Address bar of the browser or click the link below: 3. Enter your Financial 2000 information into the dialogue box and click the Login button. The District Number is always 76 The login process may take a couple minutes. After a successful login, your screen should have the icons defined by your access permissions. Log out Make sure to Log Off of the Financial 2000 website. Click on the tab. SBCUSD Information Technology Page 6 of 37

7 Section 2 - Financial 2000 Monitoring Your Budgets Electronic Approvals for Administrators The Accounts Lookup module in Financial 2000 will allow you to monitor your site s budget and drill down to analyze debits and credits of a specific account. For a detailed explanation of your budget, contact your budget analyst in Fiscal Services at Financial 2000 also offers the EduReports module for analyzing your budgets. The instructions to use this module are found later in this section. If you do not see the EduReports 3.0 icon, call Fiscal Services for access. Financial 2000 Accounts Lookup Module 1. Login following the instructions above. 2. Click on the Accounts Lookup button. 3. In the School (3) field, enter your 3-digit SACS school code, e.g By entering only the school code, you will display all your budgets. To narrow the results of the search, enter the school and management code or school and object code. 4. Click the Submit button. SBCUSD Information Technology Page 7 of 37

8 Electronic Approvals for Administrators The Financial Control window displays. Column headings and their meanings REVISED BUDGET Includes all budget revisions to date. PRE-ENC Amount purchase requisitions are reserving. ENC/PEND All pending activity. EXP/REV Amount being held by expenses or revenues added outside the purchasing system. BALANCE Revised budget pre-enc enc/pend exp/rev = balance. %REM Percent of budget remaining. Revised Budget Budget for this specific budget that was approved and uploaded on July 1 st. Obligations Amount being held for purchase orders. Acct. Balance Revised budget obligations = Acct. balance. 5. Click on any budget link to analyze account activity. SBCUSD Information Technology Page 8 of 37

9 Electronic Approvals for Administrators This is the view of a single budget You will see the transaction types in the Reference column. These codes are the ones that occur as the result of your vendor and stores requisitions: Reference Code Definitions: AB Adopted Budget LB Liability AC APY Cancel, Vendor MV Miscellaneous Voucher AH APY Hand Warrant PO Purchase Order AR Accounts Receivable PB Payroll Benefit BT Budget Transfer PC Payroll Cancel BL Benefits Liability PE Payroll Encumbrance CA County Adjustment (Used by IT) PH Payroll Hand Warrant CL Payables/Current Liabilities PL Payroll Liabilities CM Credit Memo PV Pay Voucher (US Bank/Cal Card) CW Cancelled Warrant PY Payroll CO Correction (IT use only) RE Revenue DC District Cash Receipt ST Stores Transaction (Warehouse Supply) EP Estimated Payable TC Travel Claim ER Estimated Receivable TF Cash Transfer JE Journal Entry VP Vol-Ded Payment JV Cash Journal Voucher 6. Click the link to back up one screen. 7. Click the Close button to return to the Financial2000 main window. SBCUSD Information Technology Page 9 of 37

10 Electronic Approvals for Administrators Financial 2000 EduReports 3.0 Module EduReports is a reporting application which is designed to allow users to retrieve Districtspecific financial information in a user-friendly and easy to read format. An introduction of how to use this tool appears in this lesson. For a detailed training, contact your Budget Analyst in Fiscal Services. Financial See a Summary of Expenditures 1. Login following the instructions on page Click on EduReports 3.0. If you do not see the EduReports 3.0 icon, call Fiscal Services for access. (909) Click on the General Ledger Reports tab. 4. Under Financial Reports for District, click on the Financial Balances Report and fill in like the example below based on the budget you need information from or just the FUND as 01 and your School (site) to see all of your budgets. 5. Click on in the upper right corner. 6. To Print: click on the PDF icon in the upper left corner and print from the PDF version. SBCUSD Information Technology Page 10 of 37

11 Financial See Detailed Expenditures 1. Login following the instructions on page Click on EduReports Click on the General Ledger Reports tab. Electronic Approvals for Administrators 4. Under Financial Reports for District, click on the Financial Activity Report and fill in like the example below based on the budget you need information from or just the FUND as 01, MANAGEMENT as 032, etc. and your School (site) to see all of your budgets Click on in the upper right corner. 8. To Print: click on the PDF icon in the upper left corner and print from the PDF version. SBCUSD Information Technology Page 11 of 37

12 Section 3 Financial 2000 Approving Purchase Requisitions Electronic Approvals for Administrators In this section you will learn the steps to view and approve purchase requisitions. Financial 2000 Approving a Purchase Requisition Once a requisition is created, it follows along an approval path pre-defined by the system. The requisition creator issues a command that starts the approval process. The steps that follow show you the steps to approve, reject and return for editing, skip, cancel and edit, or void a requisition. 1. Login following the instructions on page Click on the Purchasing icon. Quick Approve (approve without reviewing) 1. Click on the For Approval link under the Requisition Inbox link in the left navigation pane. 2. Select the requisition(s) on the right that you want to approve. a. To select more than one: i. non-consecutive, hold down the Ctrl key and click on each. ii. consecutive, select the first one to approve and then hold down the Shift key and select the last one you want to approve. 3. Click on the button in the bottom left corner. 4. The Enter Comments box will appear (optional). 5. Click OK. The next approver box will appear. Summary Approval (review before approving) 1. Follow step 1 above. 2. Click on a REQ on the right side to highlight it. 3. Click on the tab. 4. Make any necessary changes. 5. Click on one of the buttons in the bottom of the screen: 6. To exit the Purchasing screen use the button in the top menu bar. SBCUSD Information Technology Page 12 of 37

13 Financial 2000 forward approval rights to another approver Electronic Approvals for Administrators Follow the steps in this section if you will be away from your office for a while and need for another administrator to approve purchase requisitions in your absence. 1. From the Home screen, click on Utilities, and then Workflow Forwarding. 2. The Workflow Forwarding box appears, select the user from the drop down list you want approving for you. You can only select other users that have Fin2000 access. 3. A range of dates can be selected to set a pre-determined length of time for the approval to be delegated. Approval will automatically revert back to the original approver at the end of the pre-set timeframe. 4. Click the button. To see how to print, view approval path, or get History of a REQ or PO, go to this link for the full Financial 2000 Manual. If a Purchase Req order is delivered directly to your site (not via the warehouse), you have to do a Receiving Goods Receipt for Goods Delivered to a Site. See Lesson 10 in the Financial 2000 Manual. SBCUSD Information Technology Page 13 of 37

14 Section 4 Financial Purchase Warehouse Tracking Report Electronic Approvals for Administrators This will show you how to use the Purchase/Warehouse Tracking Report Website to track your Requisitions/Purchase Orders. The report lists your REQ and PO numbers, Dates, Description, Requestor, Status, Receipt, Quantity Delivered, Receipt Date, Carrier, Package Location, Receiver, Buyer and Vendor. 1. Copy and paste this address into any browser s address bar: 2. Login with your District login and password. 3. Type in your Site/Location code, e.g., The Requisition Dates default to the current date, you can change as needed. 5. Use the Requisition Number, PO Number and/or Buyer fields if you want to limit the listing. These fields are not necessary. 6. Click on. 7. SORT what is in the column by clicking on the column heading. 8. To see Receipt Details for the Purchase Order, click on the Rct (Receipt) number. 9. To go back to the previous screen, use the button in the upper left corner. SBCUSD Information Technology Page 14 of 37

15 Electronic Approvals for Administrators Topics covered in this chapter: Section 1 - Support information Login Log out Default Settings Section 2 Quick Mobile Time Approval Time approval using CAPS Section 3 Approved Positions for Employee Report Section 4 Display a List of your PM Notifications Section 5 Approving Facility Special Order (41) SBCUSD Information Technology Page 15 of 37

16 Section 1 SAP Support, Login and Out and Default Settings Electronic Approvals for Administrators The SAP system is used to approve employee time, analyze time data, and approve special order plant maintenance notifications. Support SAP Install SAP on PC computer helpdesk@sbcusd.com (909) Login Issues securityspecialist@sbcusd.com (909) Time Admin Codes HR Classified (909) HR Certificated (909) Training and Use techtraining@sbcusd.com (909) Login to the SAP System 1. From the desktop, double-click on the icon. The SAP Logon 740 dialog box 2. Click SAP System in the Name list and then click Log On in the upper left corner. The SAP login screen 3. Type in your User name and Password. 4. Press the button in the upper left corner. The SAP Easy Access screen displays. SAP Log out 1. Click on the Back button until you return to the SAP Easy Access window. 2. Click the Logout button to log out of the SAP system. SBCUSD Information Technology Page 16 of 37

17 Electronic Approvals for Administrators SAP default settings You will use this procedure to set your default list of employees so they will automatically appear every time you enter the Time Sheet Initial Screen. Once the parameters are set, the employees you are responsible to enter time for will automatically appear on your Time Sheet: Initial Screen. If this list is incorrect, contact HR Certificated at or HR Classified at to have it corrected. Each time you move to a different site, you will need to change your default parameters to display the new site's list of employees 1. From the SAP Easy Access menu, click System on the Menu bar. Point to User profile, then point and click on Own data. 2. Click on the Parameters tab. 3. Scroll through the list and verify that the three codes listed below appear in the list and that your administrator code and group code are listed in the Parameter value column. If they do not appear, enter them on the next available row at the bottom of the list. Parameter ID SAZ SGR CVR Parameter Value [your 3-digit administrator code]* [your 4-digit group code]* Z_TMADM L03 ELEM *The Payroll Department maintains this list. Their telephone number is Check within the Parameter ID column to see if there is an ID named VSR. If there is such an ID it must be deleted. a. To delete this ID, click to the left of VSR. This will highlight the entire line in yellow. b. Once highlighted, click on the Delete Line button. 5. Click the Save button. Now, when you enter the transaction code CAT2, the Z_TMADM profile will automatically display and your list of employees will appear. SBCUSD Information Technology Page 17 of 37

18 Electronic Approvals for Administrators Section 2 - SAP Quick Mobile Time Approval Recommended - Approve SAP Employee Time Entries on the Go. This allows you to approve employee time via the internet. Use any device that connects to a browser. This is much easier than using CAPS in the SAP program. 1. To start the application, type this address in the URL: 2. The login screen opens. You can add a shortcut to your home screen or create a bookmark/favorite. 3. Enter your SAP user name and password. 4. Click on the button. 5. In the Filter screen, type your time entry user s login name (e.g., secretary s login) in the Entered By field. If more than one person enters time for your employees, you will need to do this for each Entered By name. 6. Change the dates if necessary. 7. Click on the button. 8. To select all the displayed time entries of all displayed employees, use the Select All Checkbox. 9. To select individual employees, click on the Checkbox in front of their names. 10. To approve, click on the button at the bottom of the screen. 11. If you want to display the date wise details of any employee s time: a. Click on the blue icon. SBCUSD Information Technology Page 18 of 37

19 Section 3 - Adding an SAP Transaction Code to your Favorites This will show you how to create links to your most commonly used screens. 1. From the SAP Easy Access Menu, click on the Favorites menu. 2. Click on the Insert Transaction command. 3. Type the code CAPS. 4. Repeat for all the Transactions Codes you may use. Electronic Approvals for Administrators SBCUSD Information Technology Page 19 of 37

20 Section 4 - SAP Approving Employee Time (CAPS) Electronic Approvals for Administrators Not recommended. It is easiest to use the SAP Quick Mobile Time Approval (see Section 2 above). Use this transaction to approve employee absences (e.g., sick and vacation) and attendance (e.g., positive time, extra duty or recreational aide time). 1. From the SAP Easy Access screen, enter CAPS in the Command field and then press [Enter]. OR, use the Favorite you just created. 2. In the Period area, select a date range (e.g., Other Period) and then enter the beginning and ending dates (e.g., 09/20/20xx through 10/19/20xx). 3. In the Administrator Group field, enter your 4-letter group number (e.g., ELEM or SSDV). 4. In the Time recording administrator field, enter your 3-character Time Administrator code (e.g., L03). 5. Click the Execute icon. 6. Click on the for Persons of (not on the +). CAPS Revised: 06/25/04 7. Click the Select All button to highlight all employees (this shows if you clicked on the PINK). To deselect a row, point to the row to deselect, press the Ctrl key and click the left mouse button. 8. Click the Approve button to accept the attendance of the highlighted rows. Click the Reject button to reject the absence of the highlighted rows. If the radio button is green, approval has been completed. 9. Click the Save button. 10. Click the Back button twice. Approve Reject For further information about the A/A types, contact the Payroll Department. SBCUSD Information Technology Page 20 of 37

21 SAP Approving Employee Time (CAPS) for Those Not on Your List Electronic Approvals for Administrators 1. If you have more than 3 not on your list, create an Excel file with the employee s ID numbers in column A. Save it. a. Drag over your list of personnel numbers (within Excel) and give the Copy command. 2. In SAP, open CAPS. 3. If for one employee only, type their employee ID number in the Personnel Number field, and then follow instructions above starting at #5 (click the Execute icon). Continue for multiple employee entries 4. In the Time Administrator Group field, type your 3-digit code (e.g., L03). 5. To the right of the Personnel Number field, select the icon. The Multiple Selection for Personnel Number screen displays 6. Click the (paste) icon in the bottom right corner next to the red X. All the copied employee ID numbers should paste into the Single Values fields. 7. Click the icon in the bottom tool menu. 8. Follow instructions above in Section 4, #5 (click the Execute icon). SBCUSD Information Technology Page 21 of 37

22 Electronic Approvals for Administrators Section 5 - SAP Approved Positions for Employees Report (ZPOSITION) Use this report to analyze what positions are approved at your site, beginning/ending dates for positions, hourly rate, and budgets tied to these positions. If you see anything on this report that is in error, fill out a Personnel Action form (HR-29 Class. or HR-30 Cert.) and route it through Outlook. There is a separate set of instructions on how to locate, complete, and route this form for approval at the end of this manual. 1. From the SAP Easy Access menu, enter ZPOSITION in the command field and press the [Enter] key or from another transaction screen, enter /NZPOSITION and then click the [Enter] key. 2. In the Period area, select Current Month. 3. In the Data Selection Period fields, delete the dates. These fields are populated to exclude the classified and certificated substitutes (994/995) and default and obsolete positions ( ) from the report. Do not change these fields. 4. In the Restriction on selection area, click on the Multiple selection button next to the Organizational Unit field. 5. In the Single Vals tab, enter your school site number. 6. Click on the Copy button. 824 Continued on next page SBCUSD Information Technology Page 22 of 37

23 7. In the Position Type Selection area, click in the checkbox next to Main to include the main positions in your report. You may need to scroll down to see this area. 8. Click the Execute button. Electronic Approvals for Administrators Explanation of Position Types (Pos Typ): M=Main Position A=Additional Assignment E=Extra Duty C=Classified Substitute T=Certificated Substitute U=Unidentified. 9. Click the Back button twice to return to the SAP Easy Access menu. A shortcut to go back to the SAP Easy Access screen is to use the /n in the Command Field. SBCUSD Information Technology Page 23 of 37

24 Section 6 - SAP Display a list of your PM Notifications Electronic Approvals for Administrators You should check the status of your notifications every couple of days to make sure they are moving through the approval path in a timely fashion. 1. From the SAP Easy Access screen, enter IW23 in the command field and press [Enter]. 2. Click the Search button to display the parameters screen. 3. Click in the Notification type field (not Notification) and enter 11 for correctives or 41 for special orders. If you want all types, leave blank. 4. Click in the Functional Location field and enter your site s code. This code starts with 01- and ends with your 3-digit SACS school code (e.g., ). 5. Click in the Notification date and enter a beginning and ending date to limit the list to a specific range of dates. 6. Click the Execute button (top left corner of screen) to generate the list of your notifications. 7. To open the notification to review its status, point to the gray box on the left of notification and double-click, then click on the in the upper left corner. Notification codes that begin with an 11 are maintenance problems that need to be corrected by Maintenance and Operations and codes that begin with a 41 are special orders. 8. Scroll down to review the text typed within the description field to view a summary of what has transpired. An index of what the entries mean appears on the next page. SBCUSD Information Technology Page 24 of 37

25 Summary of the approval cycle in the above example: Electronic Approvals for Administrators 08/27/09 Lisa Love created notification. 08/27/09 Karen Craig approved the creation of the estimate and SAP ed the notification to Linda Mindard in M&O. 08/31/09 Linda created the estimate work order. M&O looked at the job and provided estimate. 09/04/09 Linda entered charges for the requested work. 09/04/09 Karen Craig approved the charges and SAP ed the notification to Teresa Rehberg in Fiscal services. 09/09/09 Teresa checked the budget and made sure there was enough money in your budget to cover the costs and SAP ed the notification back to Linda in M&O to create a work order to complete the assignment. 9. Click the Back button until you return to the SAP Easy Access screen. SBCUSD Information Technology Page 25 of 37

26 Electronic Approvals for Administrators Section 7 - SAP Approving PM Notification Facility Special Orders (41) Plant maintenance notifications that are paid for out of your budget (Type 41 Special Order) require two approvals: one to approve an estimate and one to approve the charges and start the work (e.g., build a bookcase or install a projector). SAP Plant Maintenance Notification Special Order Flow Chart Start User creates PM Notification type 41 in SAP Site administrator types, Approved, inside the notification and saves Site administrator SAP s the notification to Linda Minard in M & O for estimate Site administrator types Approved inside the notification and SAP s the notification to their budget analyst in Fiscal Yes Estimate Approved? M & O prepares estimate and SAP s the notification back to site administrator for 2 nd approval No Fiscal approves notification and SAP s to M & O Site administrator types Not Approved inside the notification and SAP s to Linda Minard in M & O M & O creates Work Order M & O cancels notification in SAP End Refer to the Create Notification and Approve Notification Quick Reference Guides for step-by-step instructions on how to create and approve plant maintenance notifications. Instructions inside the gray boxes are the steps site administrators perform. SBCUSD Information Technology Page 26 of 37

27 1. In the Command field, enter IW22 and press [Enter]. Electronic Approvals for Administrators 2. In the Notification field, enter the PM Notification IW22 number and press [Enter] or click the Notification button (top left corner or screen ). Ask the person who created the notification for the number or click the Search button to locate it by Functional Location (e.g., ). 3. Click on the next available line in the Description box and type Approved. If the insertion point doesn t appear on the blank line below, click at the end of the previous line of text and press [Enter]. 4. Click outside the Description box and press [Enter]. This will date and time stamp what you approved. 5. Click the Save button. SAP Send PM Notification through to Maintenance and Operations 1. Open the notification using transaction code IW Click the Services for object button (right side of button), point to Send, and then point and click on Send object with note. You may have to minimize the SAP window to see the Create document and send screen. 3. Enter a brief message in the Document contents box. 4. Enter Linda Minard in the first empty field under the Recipient. Linda Minard 5. Click the Express Mail option next to Linda s name. 6. Click the Send button. 7. Use /n to return to the SAP Easy Access menu. Maintenance and Operations will SAP the notification back to you with the estimate for a second approval. SBCUSD Information Technology Page 27 of 37

28 SAP Second Approval PM Notification Facility Special Order 1. Click on the SAP Business Workplace button to open the SAP window. 2. From the business workplace screen, click on the Inbox and then the Unread Documents icon (left side of screen). Pm Notifications that are waiting for an approval appear in the window on the right side. Electronic Approvals for Administrators 3. Point to the containing the PM Notification and double-click. The message opens with the PM Notification attached inside (bottom of screen). 4. Click on the attachment to open the PM Notification. The icon will be located at the bottom of the opened message. If the notification opens in Display mode, select PM Notification from the Menu bar. Point to Change and click. This will change the notification from Display mode to Change mode. 5. Scroll down to view the charges inside the Description box. The charges also appear in the User data area. 6. Click on the next available line in the Description box and type Approved. If the insertion point doesn t appear on the blank line below, click at the end of the previous line of text and press [Enter]. 7. Click outside the Description box and press [Enter]. This will date and time stamp what you approved. 8. Click the button. 9. Send the notification through SAP to Teresa Rehberg in Fiscal Services. Refer to the steps on the previous page for step-by-step instructions on how to send this notification via SAP . After Fiscal approves, they will SAP the notification to Maintenance and Operations SBCUSD Information Technology Page 28 of 37

29 Electronic Approvals for Administrators Topics covered in this chapter: Section 1 HR 29 & 30 Support information Approval Section 2 Travel Form BU-92 Support information Approval SBCUSD Information Technology Page 29 of 37

30 Electronic Approvals for Administrators Section 1 Personnel Action Forms HR-29s and HR-30s The instructions on this page will show you how to open a Personnel Action Form within Outlook, approve the action and then route It to the next approver. The information on this form once approved, will appear on the ZPosition report within SAP. HR 29 Forms are for Classified, HR 30 Forms are for Certificated. Each department has multiple forms for each group of these employees. E.g., Establish, Fill Vacancies. Support Approval Path HR Classified (909) HR Certificated (909) Status Call the person mentioned in your most recent STATUS Training and Use Information Technology, Training Specialists (909) Personnel Action Forms - Approving (Outlook) 1. Open the and the attached form inside. Type your name in the Administrator Approval field. If you see the Protected View message (top of screen highlighted in yellow), you will need to click Enable Editing before you will be able to type your name inside the HR form. 2. Give the File > Share > > Send as attachment command. 3. In the To field, enter the next approver s name (refer to approver list below). If Categorical programs 420, 423, or 501 Send to in Accountability If Categorical programs 507, 436, or 612 Send to in Curriculum and Instruction All Other programs Send to and in Position Control If any other approvals are required, Position Control will obtain the appropriate approval 4. Click the Send button to send the with the HR form attached to the next approver. 5. Close the HR Form. SBCUSD Information Technology Page 30 of 37

31 Section 2 Travel Form BU-92 Electronic Approvals for Administrators These instructions will show you how to open an Outlook with a travel form attached, review the proposed charges, close the and forward it to the next approver. Support Status Fiscal Services (909) Approval Path Business Services (909) Training and Use Information Technology, Training Specialists (909) Travel Form - Approving (Outlook) 1. Open the from within Outlook. 2. Double click on the attachment to open the form. 3. Review all information and then, close the form. Do not close the message. 4. Click on the button. 5. In the To: field, type. 6. In the body of the message, type Approved. 7. Click on the Send button. 8. Close the message. SBCUSD Information Technology Page 31 of 37

32 SBCUSD Information Technology Page 32 of 37 Electronic Approvals for Administrators

33 Electronic Approvals for Administrators Topics covered in this chapter: Section 1 Facilities Use Record Support information Login Approval Section 2 Understanding the Home Screen Section 3 Reviewing Scheduled Events SBCUSD Information Technology Page 33 of 37

34 Section 1 Facilities Use Record Electronic Approvals for Administrators The instructions in this section will show you how to open an from SchoolDude, login to the SchoolDude application and navigate to the approval screen. Then it will detail the steps to approve a Facilities Use record and send it to the next approver. Support Access Facilities (909) Training Information Technology (909) techtraining@sbcusd.com 1. When a Facilities Use record has been sent to you for approval, you will get an from SchoolDude Message Center with Your approval requested FS Direct, in the Subject line. This is a system generated message and you will not be able to respond to it. 2. Open the and read the Facilities Use information below the text: The below new facility schedule request requires your review and/or approval. 3. Review the facility details. 4. Click the link below the facilities use details (bottom of message). 5. At the Account Login screen, enter your assigned username and password. For example: firstname.lastname, Password: schoolname2 (e.g., muscoy2). 6. Click the Sign In button. 7. If you are taken to the Home tab, click on the number highlighted in red under the Waiting for Approval area, click on the number highlighted in red. If you are taken to the New Schedule tab, proceed to Step 8. SBCUSD Information Technology Page 34 of 37

35 Electronic Approvals for Administrators Approve 8. To Approve: Click the Process/Approve Now link. 9. Scroll to the bottom of the next window and place a check mark in the Approve? Checkbox. a. To Decline: Click the Decline radio button. i. Click the Decline Reason button and enter a reason if desired. b. To Cancel: Click the Cancel radio button. 10. Enter an Approval Note if desired. 11. Click the Save button. 12. Click on the Home tab to see if you have more events to approve. Repeats the steps above to approve additional events. 13. Click the Logout link (top right corner of the screen) to close the SchoolDude window. Home tab Shows events waiting for approval, number of events submitted, approved, active, etc., upcoming events, and recent event changes. Calendar tab Shows events at selected site and date. SBCUSD Information Technology Page 35 of 37

36 Electronic Approvals for Administrators SchoolDude - Understanding the Home Screen SBCUSD Information Technology Page 36 of 37

37 Electronic Approvals for Administrators SchoolDude - Reviewing Scheduled Events SchoolDude - Event Legend SBCUSD Information Technology Page 37 of 37