OnBase Resolution Process - Cleveland Metropolitan School

Report
OnBase
Resolution Tracking and Approval
Solution
Prepared by CMSD Office of the
Chief Financial Officer September, 2009
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To begin, log on to Internet Explorer.
Log in to the OnBase site at:
http://srlc9onb02/test_AppNet2/Login.aspx - Note this is the test environment
site – See end of document for production site.
 Log in Page – use your FMS username and your
OnBase password.
 The first time you log on, your password is
“password”. The system will prompt you to
change your password after your first sign on.
 Be sure HTML is checked, not the Active X
 Log in.
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Chief Financial Officer September, 2009
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Log In Screen
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Chief Financial Officer September, 2009
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PASSWORD
 You will receive the change password prompt
screen. Enter ‘password’ in the current password
field and create your new password in the ‘new
password’ and ‘verify password’ fields.
 When the password has been changed, you will
receive the password successfully changed
dialogue box. Click on the O.K. button.
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Chief Financial Officer September, 2009
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Your OnBase screen will look like this:
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Chief Financial Officer September, 2009
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Select ‘Document Retrieval – New Form’, then select
“AP-Resolution”.
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Chief Financial Officer September, 2009
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A blank resolution form will appear. You can start filling
in your pertinent information.
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Chief Financial Officer September, 2009
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Chief Financial Officer September, 2009
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Begin filling in the form by filling in the various fields:
 Resolution Number – This is system
supplied. No user entry is necessary.
 Tracking Number – This is system
supplied. No user entry is necessary.
 Resolution Type – Click the down arrow to
select the proper type. They are:
Administrative, Board, Chief Executive
Officer (professional services) and
Emergency.
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Chief Financial Officer September, 2009
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Chief – select the appropriate chief. They are:

CAO (Chief Academic Officer)
CCO (Chief Communication Officer)
CEO (Chief Executive Officer)
CFO (Chief Financial Officer)
CLC (Chief Legal Counsel)
COO (Chief Operating Officer)
COS (Chief of Staff)
CCS (Chief of Safety & Security)
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Chief Financial Officer September, 2009
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 Title – Title should be concise and describe
what the resolution is for.
 Whereas – These paragraphs should
describe the intended purpose and/or
rationale for the resolution. To add
additional whereas statements, click on the
ADD button on the right side of the form.
Each ‘whereas’ statement should end with “
;and ”. The last ‘whereas’ statement should
end with “ ; now, therefore, be it”.
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Chief Financial Officer September, 2009
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 Resolved – These paragraphs should explain
actions needed to achieve the objective of the
resolution. Additional ‘resolved’ dialogue boxes can
be added by clicking the ADD button. Each
statement should end with “ :and, be it further”.
The last resolved statement ends with a period.
 Background – Enter your background information
in this field.
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Chief Financial Officer September, 2009
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 P.O. Description – This description will be what is
seen on the purchase order line. It is a 40
character field. The box under P.O. Description is
a further description and will appear on the
purchase order in a comments line.
 Impact – Describe how this resolution will impact
the District.
 Evaluation – Enter your evaluation comments, if
any.
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Chief Financial Officer September, 2009
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 Alternatives – Enter alternatives, if any.
 Certificates – Every resolution has the O.R.C.
5705.41(D) Certificate. The option to add the
O.R.C. 5705.412 Certificate is available, but is only
used for specific items.
 Bid Information – If this resolution is the result of a
bid, enter bid number here.
 Equal Opportunity Affairs – This information is
filled in by the Purchasing Division.
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Chief Financial Officer September, 2009
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 Amount – Enter total amount of the
resolution.
 Account – Fill in your account number in
the appropriate elements.
 Appropriation Amount – Enter the
amount for this line. The total of the lines
entered must match the ‘Appropriation
Amount’.
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Chief Financial Officer September, 2009
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 Vendor Name – Entry in this field is
optional. It will automatically fill once the
vendor number is filled in.
 Vendor Number – This is the FMS vendor
number. It must be filled in.
 Submit – When the form is complete, click
the SUBMIT button. This will start the
approval process.
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Chief Financial Officer September, 2009
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APPROVAL PROCESS
 The first approval step is the SCC/OPU
approval queue – this queue is for all
budget approvals (principals, component
managers, etc….). Your electronic
approval must be on the resolution in order
for it to be processed further.
 To access the approval process once
logged into OnBase, select
Document>Workflow.
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Chief Financial Officer September, 2009
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Select Document>Workflow
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Chief Financial Officer September, 2009
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Log into t1P2P – Resolution Approval Process
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Chief Financial Officer September, 2009
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 Next step is to select the Chief review
queue. The resolution will appear in the
chief queue that it was created for.
 When you select the Chief queue you will
see all items waiting in that queue. The full
budget number is in the display in the
upper right hand pane.
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Chief Financial Officer September, 2009
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Chief Financial Officer September, 2009
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 Select the resolution that you want to
review. It will appear in the lower box
exactly as it was entered. At every step of
the approval process, you can select one of
two choices – APPROVAL or DISPUTES (see
buttons on gray bar in upper right hand
pane). If the resolution is approved it will
flow to the next approval queue. A note is
attached to every resolution that indicates
all approvals for this resolution.
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Chief Financial Officer September, 2009
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Chief Financial Officer September, 2009
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DISPUTE
 If you select the Disputes button, you will be
asked to enter an explanation in the comment box
that will appear in the upper right hand pane.
Enter your comment in the box provided and then
click O.K. The resolution and it’s attached note
will be put into the corresponding dispute queue,
depending on the initiators’ Chief. All initiators
have access to their Chief’s Dispute queue.
 Emails will be sent to notify the initiator that there
is a disputed resolution and in what queue it is
sitting.
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Chief Financial Officer September, 2009
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Chief Financial Officer September, 2009
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APPROVAL QUEUES
 When a resolution has passed the Chief queue it
will automatically be routed through the approval
process, which includes:
 Finance Resolution Review
 Budget Department Certification – The full account
number is listed so each analyst can identify their
resolution for review.
 Purchasing Department for Bid and DBE Review
 CFO Review
 Chief Legal Counsel Review
 Add to BoardDocs – This is only for specific resolutions
that are added to the Board agenda.
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Chief Financial Officer September, 2009
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 The resolution will finally be routed to the
signature queues:
 Requires CFO Signature (all resolutions)
 Requires CEO Signature (C, E and Board
resolutions)
 Requires Board Chair Signature (Board
resolutions only)
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Chief Financial Officer September, 2009
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Chief Financial Officer September, 2009
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Ending System Tasks
 The ending system tasks queue takes
the appropriate information from the
created/approved resolution and
sends the information to FMS where a
purchase order is automatically
created with the resolution number
reference.
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Chief Financial Officer September, 2009
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History
 OnBase has an excellent audit trail and
displays the action on every resolution. To
see who has accessed this resolution,
scroll to the bottom of the page and you will
see the name, date and time.
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Chief Financial Officer September, 2009
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Accessing Backup Information
 File>Open>Custom Query
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Chief Financial Officer September, 2009
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 Select – AP Resolution and Info. Enter your
tracking number in the space provided
(asterisk is the wild card*).
 Example: If you are looking for CFO20049, you can enter *20049*, then click
the find button on the lower right hand
pane.
 If you want to see all items for a specific
chief, you would enter CFO* and every item
for the CFO would appear in the hit list.
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Chief Financial Officer September, 2009
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Chief Financial Officer September, 2009
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A hit list will appear like the one
below:
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Chief Financial Officer September, 2009
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 It will show all instances of this
resolution, or in this case all
resolutions that were created by the
CFO department. The supporting
documentation will be labeled – APResolution-Supporting Doc. This
documentation is the image of exactly
what was scanned in and linked to
the resolution, enabling review of any
backup documentation.
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Chief Financial Officer September, 2009
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 Double click on the supporting
documentation and you will see the image
attached.
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Chief Financial Officer September, 2009
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Chief Financial Officer September, 2009
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 To print the document or send it to
someone, right click on the
documentation and another menu will
appear (see below). Make your
selection from this list.
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Chief Financial Officer September, 2009
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 In order to exit
from the
supporting
documentation,
click on the X in
the upper right
hand corner.
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Chief Financial Officer September, 2009
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INFORMATION
 The Chief Financial Officer can Table a resolution for 30
days. If during that 30 day window action is needed,
the resolution can be processed. Most tabled
resolutions are Board resolutions.
 The Resolution Number is programmatically assigned
after the approval process.
 The Tracking Number is assigned as the resolution is
routed through the approval process.
 Funds are pre-encumbered as the resolution is created
and the account number is validated. This ensures that
the dollars are available for the creation of the purchase
order.
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Chief Financial Officer September, 2009
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INFORMATION (Cont’d.)
 An encumbered resolution must contain a legitimate
budget number, an active vendor number and a dollar
amount. These resolutions will turn into purchase
orders in FMS.
 An authorizing resolution does not need a budget,
vendor number or amount. These resolutions will not
flow into FMS, but will be available for look-up in
OnBase.
 Each user will only have access to the account
numbers that they are responsible for – the same
accounts to which FMS allows them access.
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Chief Financial Officer September, 2009
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INFORMATION (Cont’d.)
 Scanning attachments – The ability to scan backup
material for each resolution is available. This will allow
each reviewer to see additional information available
regarding this resolution.
 In the interim, all backup material should be forwarded
to the CFO’s office for scanning and linking to the
resolution. The tracking number must accompany the
documents for proper integration.
 OnBase reads FMS files and validates user access,
valid budget numbers and vendor numbers.
 The production address is:
http://srlc9onb02/AppNet/Login.aspx
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Chief Financial Officer September, 2009
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