Budget Workflow Version 2.0 SharePoint-Hosted App

Table of Contents New Features in Version 2.0 ......................................................................................................................... 1

Workflow Summary ...................................................................................................................................... 2

Business Process Screenshots ....................................................................................................................... 3

Contributors: Create a New Budget Request............................................................................................ 3

Approver #1: Assign the Budget Amount ................................................................................................. 4

Project Manager: Create the AR ............................................................................................................... 5

Managers: Approve the AR ....................................................................................................................... 6

Resubmit a Rejected AR ............................................................................................................................ 7

Summary Report ........................................................................................................................................... 8

Functional Areas ........................................................................................................................................... 9

Appendix 1 – Screenshots ........................................................................................................................... 10

New Features in Version 2.0 New features include:

- The ability to request additional information at any step of the process.

- The ability to re-submit rejected ARs.

- The ability to effectively delete Functional Areas by hiding them.

- Quote approvals.

Bug fixes and smaller items include:

- App Administration now includes “App Customizations” which provides the ability to change the

home page header title (“Welcome to the Budget Workflow App”).

- A new link has been added to the Quick Launch menu on the home page of the App. The “About

this App” link allows users to quickly determine the version of the Budget Workflow App, and

the licensing status.

- The Summary Report is now sorted alphabetically.

- The estimated start date now allows for same day start.

Workflow Summary The Budget Workflow App contains a SharePoint 2013 workflow, which models the following business

process.

Contributors: Create a New Budget Request

Project Manager: Create the AR

Approver #1: Assign the Budget Amount

Managers: Approve the AR

Procurement: Assign an Internal Order Number

At this point, the AR Status is set to “Active”, or “Quote Approved”

Note that if a Functional Area is designated as a Quote, procurement does not receive any notifications.

Depending on the Budget Amount and the threshold, the following Managers will review the AR:· Approver #2 · Approver #3 · Approver #4· Approver #5 · Approver #6 · Approver #7 · Approver #8 · Approver #9 · Approver #10

The workflow includes the ability to Approve, Reject, or Ask for Additional Information, at any stage.

Rejected requests can be re-submitted. At each stage of the process, the Originator of the request is

notified, and the Approver (or Project Manager) is emailed to notify them of outstanding tasks. If tasks

are not completed within 1 day, reminder emails are sent out (daily) until the task is completed.

Business Process Screenshots The following screenshots correspond to the steps in the diagram on the previous page.

Contributors: Create a New Budget Request A New Budget Request is a short version of the entire AR form. Only minimal information is needed,

since the Project Manager (PM) will be responsible for filling out the details later in the process.

Approver #1: Assign the Budget Amount The Approver #1 (specified for the selected Functional Area, in this case, “Office Supplies”) reviews and

allocates the Budget Amount.

Project Manager: Create the AR The Project Manager is responsible for filling out the details of the AR. (This is a partial view of the form.

A full view of this form is in “Appendix 1 – Screenshots”.)

Managers: Approve the AR These are the Management Approvals 2 to 10. Depending on the budget threshold, the AR has to be

approved by different levels of management. (This is a partial view of the form. A full view of this form is

in “Appendix 1 – Screenshots”.)

Resubmit a Rejected AR A rejected AR can be resubmitted. The following screenshots illustrate the process.

Step 1:

Click the

“Resubmit

the AR”

button

from a

Rejected

AR.

Step 2:

Click the

OK button.

Step 3:

Change

details as

necessary,

and click

the

“Submit”

button.

Summary Report This is the main monitoring tool for the App. It displays all of the Functional Areas in alphabetical order.

Note that Functional Areas designated as “Quotes” do not show up in this report.

Functional Areas Functional Areas are corollaries to General Ledger accounts, or management areas of responsibility.

Note the “Is this a Quote” and “Hide” checkboxes. When a New Budget Request is created, if a

Functional Area is selected which is for quoting, Procurement won’t receive notifications, and the

Functional Area will not show up on the Summary Report. If the “Hide” checkbox is selected, the

Functional Area will not be available on a New Budget Request, but will show up in the Summary Report.

Appendix 1 – Screenshots This screenshot is from the “Project Manager: Create the AR” stage of the process, but is the same form

displayed throughout the app. Different buttons and status notifications are displayed at the top of the

form, depending upon which stage the AR is in the process.