OnBase - Workflow for CFR External Proposals

Owned by Russ Bauer
Last updated: Jul 13, 2017
3 min read

Overview

The process owner for this OnBase Workflow is the department of Corporate and Foundation Relations. The intention of this Workflow is to complement processes and procedures that are undertaken for obtaining necessary approvals at Carleton in order to proceed with acceptance of an external proposal while maintaining communication and necessary audit trail of approvals throughout the life cycle of the external proposal.

How it works

  1. A new "External Proposal Approval Form" (OnBase Unity Form) is submitted by someone in CFR, usually ctassava or dmenning
    Note: The OnBase document type of these submitted forms is CR Forms which is within the CR - Entity document type group
  2. The new form is entered into the "CFR - External Proposals" OnBase Workflow Life Cycle, beginning in the "Incoming External Proposals" queue
    1. Any time a new form lands within the "Incoming External Proposals" queue an email notification is sent to  ctassava and dmenning
    2. CFR ensures the form is ready to be sent to the applicant and reviews all OnBase keywords associated to the document
    3. When the form is ready to route to the applicant, CFR clicks the "Send to Applicant" button in OnBase workflow
      1. Click "Yes" to confirm the form can be sent to the applicant
      2. Enter the email address, first name, last name, and network ID of the applicant
      3. Submit the form
  3. The submitted form is routed to the "Applicant Questions" queue
    1. An email notification is sent to the applicant, containing instructions for reviewing the submitted form as well as a link to the form which opens Workflow Pop in the OnBase Web client
    2. The applicant is tasked with following the instructions in the email notification, making changes to the form and clicking the "Submit" button, and finally clicking "Approve"
  4. The form is routed to the "CFR Review" queue
    1. Any time a new form lands within the "CFR Review" queue an email notification is sent to  ctassava and dmenning
    2. CFR has a total of six options for routing the form from the "CFR Review" queue
      1. Send to Dept Chair/Director Review
        1. Click "Yes" to confirm the form can be sent to the Dept Chair/Director
        2. Enter the email address, first name, last name, and network ID of the Dept Chair/Director
        3. Submit the form
        4. The form is transitioned to "Dept Chair/Director Review" queue
          1. An email notification is sent to the Dept Chair/Director, containing instructions for reviewing the submitted form as well as a link to the form which opens Workflow Pop in the OnBase Web client
          2. The applicant is tasked with following the instructions in the email notification, making changes to the form and clicking the "Submit" button, and finally clicking "Dept Chair/Director Approved"
        5. The form is transitioned to "Associate Dean Review" queue
          1. An email notification is sent to Gretchen Hofmeister, containing instructions for reviewing the submitted form as well as a link to the form which opens Workflow Pop in the OnBase Web client
          2. Gretchen is tasked with following the instructions in the email notification, making changes to the form and clicking the "Submit" button, and finally clicking "Associate Dean Approved"
        6. The form is transitioned to "Grant and Cash Manager Review" queue
          1. An email notification is sent to Susan Benson, containing instructions for reviewing the submitted form as well as a link to the form which opens Workflow Pop in the OnBase Web client
          2. Susan is tasked with following the instructions in the email notification, making changes to the form and clicking the "Submit" button, and finally clicking "Approved"
            Note: In most cases this is the final step in the process. On rare occasions there will be approvals required from other college officials.
      2. Send to Dean Nagel for Review
        • Route the form to Peggy Pfister (proxy for Bev Nagel) for review, signature, and approval
      3. Send to VP Treasurer Review
        • Route the form to Fred Rogers for review, signature, and approval
      4. Send to ITS CTO Review
        • Route the form to Janet Scannell for review, signature, and approval
      5. Send to EHS Director Review
        • Route the form to Elisabeth Haase for review, signature, and approval
      6. Form Complete
        • Remove the form from this OnBase Workflow Life Cycle - The form will remain in OnBase for standard document retrieval
  5. Upon completion of all tasks required per the "CFR Review" queue, the goal is to have ctassava or dmenning mark the form complete by clicking the "Form Complete" button, as listed in step 4-b-vi above

Workflow diagram

Process Owner

Carleton department of Corporate and Foundation Relations is the process owner for this workflow. Christopher Tassava and/or Dee Menning may be contacted with questions regarding content and materials that are reviewed and maintained through this OnBase Workflow.

Support

Contact Russ Bauer with any questions related to this OnBase Workflow: rbauer<at>carleton.edu or x4281.