Approving the Outside Interests Disclosure Form Without Conflicts. Supervisor Level. IRIS Web Portal

Transcription

1 Approving the Outside Interests Disclosure Form Without Conflicts Supervisor Level IRIS Web Portal The Outside Interests Disclosure Form is for the University of Tennessee faculty and staff to disclose outside interests as required by the University s Conflict of Interests Policy which can be found here: The Outside Interests Disclosure Help website can be found here: The OID form routes to the IRIS Inbox of the employee s supervisor for approval. The supervisor receives a system generated notification that an OID work item is pending their review. The IRIS Inbox is available through the IRIS Web Portal or through the direct links below. 1. Access the IRIS Web Portal here: and select the Inbox tab. 2. Alternatively, the IRIS Inbox can be accessed through IRIS Mobile here: and click the IRIS Mobile tab. Instructions for the IRIS Mobile approval method can be found here: 3. The IRIS Inbox can be accessed in a browser by visiting the IRIS Mobile site directly here: The logon screen is shown below and requires the same NetID and password used for logging into IRIS. 1

2 o Note that the IRIS Inbox can be accessed directly here: This document demonstrates the approval process for the supervisor approving an OID form with no conflict of interests disclosed by the employee. In this example, the IRIS Inbox is accessed by option #1 above, through the IRIS Web Portal. Authenticate with your NetID and password. If you need assistance with your NetID, click one of the links to the left. NOTE: Make sure your browser settings are set to allow pop-ups from this address. 2

3 After authenticating, click on the Inbox tab. The Inbox screen is displayed with current work items pending approval. If you are an IRIS approver, all of your IRIS work items are displayed in this Inbox. o Sometimes it takes a few seconds for the Inbox display to refresh and show all work items. If you do not see a work item appear immediately, click on the Refresh icon in the upper right hand corner of the Inbox to refresh the list. To execute the OID work item for approval, click on the underlined portion of the line, in this example. Note that when the line item is highlighted, details about the work item are displayed in the lower portion of the screen. 3

4 The Outside Interest Disclosure Forms (Employee) screen is displayed. The header contains information about the employee who submitted the form. Instructions are included in middle section of the screen. The form can be reviewed by selecting the PDF button. The PDF version for this employee is displayed. Scroll down to see all information. Once the form has been reviewed, click the green back arrow to return to the OID approval screen. 4

5 The OID form can be ed by selecting the button. 5

6 Enter the address, which does not have to be a UT address, on the Recipients pop-up window and select Copy to the OID form. 6

7 Select the Approval History button to display the approval path history for this Outside Interests Disclosure form. Click the green back arrow to return to the OID approval screen. Comments and attachments can be viewed or added for the OID form. Select the Comments icon to view or add approver comments. 7

8 Enter comments relating to this OID form in the text box and select Save to save your entry. 8

9 You are returned to the Outside Interest Disclosure Forms (Employee) screen. Comments are now listed on the left side of the screen. Attachments can be added by selecting the Attachments icon. The Storing Files in Documents screen is displayed. To attach a file, select the Import from native file system icon. In this example, the Fuller, Clem OID.pdf file is in the Desktop folder. Choose the file you want to attach on the File Explorer screen and select Open. 9

10 The file is listed on the Storing Files in Documents screen. Select Choose to attach the file for this OID form. Enter a description of the file and select the green check to continue. The attached file is now listed on the left side of the screen. 10

11 Once the form has been reviewed, answer the question(s) on the Outside Interests Disclosure Forms (Employee) screen. In this example, the employee does not have any outside interests to disclose and has not answered Yes to any questions. The options on this screen are as follows: o Question 1 defaults to No due to no potential conflicts identified for this employee. o Question 2 must be answered, and for this example No is selected as confirmation that the employee has not disclosed any information representing a potential conflict of interest. o Once both of these questions have been answered, the following actions are available: Approve: Approve this OID form. In this example, the employee has submitted no conflicts of interests and the form does not require any further approval after the supervisor s approval. Save: Save this information and return later for processing. Return: Return this form to the employee for revision. Select Approve to approve this form with no conflicts of interests to report. 11

12 Once Submit is selected, the Workflow: Execute Operation on Work Item screen is displayed. Close the window by clicking the X in upper right hand corner of the screen. Do not select the icon as shown in the screenshot below. 12

13 The Inbox screen is now displayed. Note that the work item continues to be listed after approval and the Refresh button is selected to update the Inbox work item list. Once the Refresh button is selected, the work item is now removed from the Inbox work item list. If you are finished approving work items, select Log Off in the upper right-hand corner of the screen to log out of the system. Select Yes to log out of the system. 13

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