This manual will demonstrate how to look up and open current and past E-ITs and will also show how an IT initiator can run a formatted report for individual ITs
Look-up Tools Default Org Approvers, Plus One Approvers and Delegates have the ability to use the following look-up actions: o Org Initiated IT Folders: Allows you to open and view all IT initiated by your department o Org Journal Data IT Folders: Allows you to open and view all ITs that contain an account that is owned by your department o Org Received IT Folders: Allows you to open and view all ITs that were received by your department Initiators have the ability to look up all ITs that they initiated by using the following look-up action: o User Initiated IT Folders The ITs will be available for look-up for as long as the university is required by policy to retain them All E-IT users have the ability to look up the current chart of Natural Accounts and the current list of projects and their respective tasks and awards by clicking the appropriate links (Natural Accounts or Project Task Award Lookup) under the Action column o The lists are always up-to-date as they are directly linked to the Oracle database Page 1
Look-up Tools: Looking Up a Folder (IT) This training document will demonstrate how to open and view ITs using the Org Initiated IT Folders action If you are a Default Org Approver, Plus One Approver or Delegate of a department in the E-IT system, you can view all ITs initiated by your department by using the Org Initiated IT Folders tool under the Administration Forms tab To view all ITs initiated by your department, single-click Org Initiated IT Folders under the Action heading Page 2
Look-up Tools: Using Search Filters Filter Fields Results When the Folders Initiated by an Organization screen opens, you will see three filter field options Filter fields allow you to narrow your search results The filter fields are: o Select From Org: Defaults to your current org; if you are an approver for more than one org, click the dropdown arrow to select another org o Select To Org: Defaults to null to display all orgs to which your department sent ITs; click the dropdown arrow and select a department to narrow your search to display only ITs sent to that department o Process: Defaults to null to display all IT types; click the dropdown arrow to narrow your search to one of the three IT types: Interdepartmental Order, Departmental Correction or Transfer of Funds Page 3
Look-up Tools: Navigating Your Results Next Page and Previous Page buttons Choose the folder (IT) that you would like to view and single-click the blue Open link next to the IT number o If the folder that you are looking for is not in your view, click the Next Page button until you get to the page containing the folder that you would like to open o You can sort any of the columns by clicking on the header name of the column Note that the screenshot above is sorted by Created date If there is a date in the To TAMS column, that indicates that the IT has been fed into TAMS on that date and is now archived Page 4
Look-up Tools: Opening a Folder (IT) The IT will open allowing you to view attachments, view notes and check the current status and history by clicking on the appropriate tab at the top of the form o There are no action buttons because the IT is in view mode only; no changes or updates can be applied in this mode o If you are the Initiator and the IT is still in process, action buttons will appear and will be enabled Page 5
Look-up Tools: Status and History Tab If you click on the Status and History tab, a screen will appear that shows detailed history of the routing of the IT which includes o The initiated date, approval dates and the archive date o The user IDs of all approvers and the date/time that the IT was approved o Whose To Do List the IT is on if it is still in process The Status and History tab is also available if you open an IT from your To Do List or your Watch List Page 6
Look-up Tools: Status and History Results Under the Status and History tab, you will notice three regions o The first region shows you details of when the IT was initiated, who initiated it, in what stage it is currently and when it arrived there o The second region displays on whose To Do List and Watch List the IT resides The IT is currently awaiting action from the user listed in the To Do List before it can move on Action has been taken during the routing of the IT by the users listed in the Watch List o The third region shows details in chronological order of all actions taken on the IT since its creation Click the Notes tab to see any notes that were added during the routing Click View Attachments to view any attachments that were added during the routing Click Departmental Correction Form Summary to return to the summary page of the IT Page 7
Reports Initiators can open and print a formatted report of each IT that they created Click on the Reports tab to open the list of IT types Page 8
Reports: Choose IT Type From the list, choose the IT type of the IT that you are searching for to print o Single Departmental Correction (Departmental Correction) o Single Interdepartmental Order (Interdepartmental Order) o Single Transfer of Funds (Transfer of Funds) For this training, we will print a report for IT number C-000212 Page 9
Reports: Searching for the IT Since we are searching for a Departmental Correction (C-000212) to print a report for in this example, choose Single Departmental Correction by clicking anywhere on the line Page 10
Reports: Searching for the IT The report template screen will open to allow you to choose the IT that you would like to print The Number of previous days to list shows the number of previous days of ITs available to you o The default is 120 days o You can overwrite the default value to more days if necessary To search for the IT that you would like to print, click the down-arrow on the right side of the Folders field Choose the IT from the list by clicking on it Page 11
Reports: Creating the Report Once you choose the IT from the Folders list, the template gets populated with the details of the IT You can run a report of the IT at any time during the life of the IT o If the report is run for an IT in the middle of routing while only one account distribution is complete, the report will still run but will only show the one distribution line Page 12
Reports: Printing the Report From the report s toolbar, click the Printer icon to open the Printer dialogue box Page 13
Reports: Printing the Report When the Print dialogue box opens, be sure to change the default orientation from Portrait to Landscape Click the Print button Page 14