P a g e 1. Banner Workflow: Teaching Effort Approver Procedure Guide. Teaching Effort Approver Procedures

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1 P a g e 1 Banner Wrkflw: Teaching Effrt Apprver Prcedure Guide Teaching Effrt Apprver Prcedures Versin: Octber 2013

2 Table f Cntents Banner Wrkflw: What is a Wrkflw?... 1 Teaching Effrt web frm: What is it?... 2 Getting Started: Accessing Banner Wrkflw... 3 Banner Wrkflw: My Wrklist Channel... 5 Banner Wrkflw: Wrklist... 6 Banner Wrkflw: Wrklist Wrk Items... 7 Banner Wrkflw: Wrk Item Decisin Actins... 8 Banner Wrkflw: Wrk Item Cmplete/Save/Cancel Banner Wrkflw: Shw Reserved Items Banner Wrkflw: My Prcesses Banner Wrkflw: Setting a Prxy Banner Wrkflw: Apprver Ntificatins Frequently Asked Questins Banner Wrkflw: Assistance Teaching Effrt Apprver Prcedures

3 P a g e 1 Banner Wrkflw: What is a Wrkflw? Teaching Effrt web frm: what is it? The Teaching Effrt web frm is an nline frm attached t a Banner Wrkflw that allws the Cllege t prcess and apprve certain adjunct cntract and additinal pay infrmatin nline. Departments n lnger need t submit any paper frms fr returning adjunct cntracts r requests fr additinal pay. All academic departments use the Teaching Effrt web frm fr: Adjunct Cntracts (fr current/returning adjunct faculty) Request fr Additinal Pay (fr current rster faculty and staff with teaching duties). Summary f Prcess: A. INITIATE: Department administrative assistants initiate the Teaching Effrt web frm. 1. Initiatrs lg in t MyCharlestn click MyFrms tab 2. Chse the apprpriate Teaching Effrt web frm. 3. Cmplete the nline frm. 4. Click Submit. This infrmatin will be electrnically sent t the apprval persnnel within the requested prgram/department via Banner Wrkflw. B. APPROVALS: Apprvers review the Teaching Effrt request and mve it alng the apprval chain. 5. Apprvers autmatically receive ntificatin when a new request is submitted. 6. Apprvers lg in t MyCharlestn click MyWrkflw tab. 7. Chse the apprpriate Teaching Effrt request and Open Wrkflw. 8. Indicate apprval decisin and click Cmplete (add cmments if nt apprved r using the abstain ptin). C. COMPLETED: Teaching Effrt request is sent alng the apprval chain and is apprved r nt apprved with cmments. 9. Initiatrs receive ntificatin when the Teaching Effrt request is sent t apprvers and when it is reviewed and apprved. 10. The final stp is the Human Resurces ffice. Finalized dcuments will be available fr viewing in BDMS by department chairs and thse department administrative assistants with prper BDMS access. Teaching Effrt Apprver Prcedures

4 P a g e 2 Teaching Effrt web frm: What is it? In the past we have used tw different paper frms t initiate either an adjunct cntract r a request fr additinal pay fr rster faculty and staff teaching utside their nrmal duties. The Teaching Effrt interactive frm is an nline frm attached t a Banner Wrkflw that allws us t prcess this infrmatin withut the paper frms f the past. Administrative assistants in the academic departments will initiate the web frm and start it n the apprval path by lgging in t MyCharlestn and accessing the MyFrms tab. They will cmplete the web frm and click Submit. This infrmatin will then be electrnically delivered t the apprpriate apprval persnnel within the requested prgram/department via Banner Wrkflw. ntificatins will be sent t the riginatr and the apprvers as the request mves alng the apprval chain. The riginatr will als receive a cnfirmatin nce the review and apprval prcess is cmplete. Faculty/Staff: Prgram f Study Management Prcedures Teaching Effrt Apprver Prcedures

5 P a g e 3 Getting Started: Accessing Banner Wrkflw The Banner Wrkflw tab is lcated in MyCharlestn (my.cfc.edu). Banner Wrkflw is nt available frm the ff-campus netwrk. Apprvers will still be able t see their Wrklist n the My Wrkflw tab in MyCharlestn but must be n campus r remted in t the campus netwrk via VPN t access the wrk items. The recmmended web brwser fr Banner Wrkflw is Internet Explrer. Yu may need t make a few changes t yur Internet Explrer security settings befre yu begin using Banner Wrkflw. Open Internet Explrer. Click the Tls menu. Select Internet Optins. Click the Privacy tab. Click the Sites buttn. Teaching Effrt Apprver Prcedures

6 P a g e 4 Getting Started: Accessing Banner Wrkflw In the Address f website blck, type cfc.edu and click the Allw buttn. Next, type cugars.int in the Address f website blck and click the Allw buttn. Click OK n this screen and the Internet Optins screen. Lgin t MyCharlestn (my.cfc.edu). Select the My Wrkflw tab. This will pen a page cntaining three channels: My Wrklist My Wrkflw Alerts (this channel will nt be used). My Prcesses Teaching Effrt Apprver Prcedures

7 P a g e 5 Banner Wrkflw: My Wrklist Channel The My Wrklist channel n the Wrkflw tab will cntain a snapsht f pending requests (Teaching Effrt, POSM, RO Faculty Frms --depending n yur rle(s) fr yur department/prgram). Click n the individual item yu want t wrk with r Open yur cmplete Wrklist in Banner Wrkflw by clicking the Open Wrkflw link in the lwer right hand crner f the channel bx t begin reviewing/prcessing any actin requests. Teaching Effrt Apprver Prcedures

8 P a g e 6 Banner Wrkflw: Wrklist The Wrklist is the first page that is displayed in Banner Wrkflw. The Wrklist rganizes requests fr the rle(s) that the Apprver is assigned t manage. All users wh are assigned a rle will see the wrk items fr that rle in their Wrklist. Each wrk item represents a unit f wrk fr a single wrkflw activity. Wrklist Display The Wrklist displays the fllwing five clumns that can be srted in ascending r descending rder: Organizatin - The Organizatin clumn displays the rganizatin name. Wrkflw - The Wrkflw clumn displays the wrkflw instance name. Activity - The Activity clumn displays the activity request name. Pririty - The Pririty clumn displays the pririty f the wrkflw instance. Created - The Created clumn displays the wrkflw item creatin date and time. T srt n a specific clumn, simply click the clumn name. An arrw will appear next t the srted clumn indicating whether the srt was perfrmed in ascending r descending rder. Teaching Effrt Apprver Prcedures

9 P a g e 7 Banner Wrkflw: Wrklist Wrk Items Launching a Wrk Item T launch a wrk item frm yur Wrklist, click the link that appears in the Wrkflw clumn f the Wrklist. When a wrk item is cmpleted, the wrkflw will autmatically advance t the next activity in the prcess. Wrk Item Details Once yu have launched a wrk item frm yur Wrklist, a page will pen cntaining detailed infrmatin abut the selected request. Teaching Effrt Apprver Prcedures

10 P a g e 8 Banner Wrkflw: Wrk Item Decisin Actins Review and Decisin Actins After reviewing the detailed infrmatin regarding the request, indicate yur decisin by chsing ne f the radi buttns in the Decisin Actin bx. Teaching Effrt Apprver Prcedures

11 P a g e 9 Banner Wrkflw: Wrk Item Decisin Actins Apprved Select this radi buttn if yu are apprving the request and sending it t the next step in the wrkflw. Click Cmplete Nt Apprved Select this radi buttn if yu are denying the Request. Prvide yur reasn(s) fr the denial in the Cmments bx belw the Decisin bx. Yur cmments will be ed t the riginatr. Click Cmplete. Abstain (fr cnflict f interest including neptism) Select this radi buttn if yu are passing the Request t the next apprver with n actin. Prvide yur reasn(s) fr abstaining frm the apprval prcess in the Cmments bx belw the Decisin bx. Yur cmments will be ed t the riginatr. Click Cmplete. Faculty/Staff: Teaching Effrt web frm Prcedures Faculty/Staff: Teaching Effrt web frm Prcedures Teaching Effrt Apprver Prcedures

12 P a g e 10 Banner Wrkflw: Wrk Item Cmplete/Save/Cancel Cmplete, Save & Clse r Cancel Buttns Once yu have started r indicated yur Decisin regarding the request yu may select ne f the fllwing ptins: Cmplete Apprved: Select Cmplete if yu are ready fr yur apprval t be frwarded n fr further apprvals and actin. Nt Apprved: Select Cmplete if yu are ready fr yur denial Cmments t be ed t the riginatr. Abstain: Select Cmplete if yu are ready fr the wrkflw t prceed and fr yur Cmments t be ed t the riginatr. Save & Clse If yu chse t save yur wrk and return t it at a later time, select the Save & Clse buttn. The Wrk Item will be reserved in yur Wrklist until yu reselect it. Other Wrkflw apprvers in yur department/prgram will nt be able t see this Wrk Item n their Wrklist unless yu Release the Wrk Item. Please refer t the Banner Wrkflw: Shw Reserved Items sectin f this manual fr additinal infrmatin n reserved wrk items. T Release a Wrk Item, click n the magnifying glass at the end f the Wrk Item n the Wrk List. Teaching Effrt Apprver Prcedures

13 P a g e 11 Banner Wrkflw: Wrk Item Cmplete/Save/Cancel Click Release. (D nt click any f the ther icns. This can cause damage t the Wrkflw.) C Cancel Faculty/Staff: Teaching Effrt web frm Prcedures Select this buttn if yu wuld like t return t the Wrklist. Any data yu have entered n the Wrk Item will nt be saved. The Wrk Item will be reserved in yur Wrklist until yu reselect it. Other Wrkflw apprvers in yur prgram/department will be nt able t see this Wrk Item n their Wrklist unless yu Release the Wrk Item. Please refer t the Banner Wrkflw: Shw Reserved Items sectin f this manual fr additinal infrmatin n reserved wrk items. Teaching Effrt Apprver Prcedures

14 P a g e 12 Banner Wrkflw: Shw Reserved Items Shw Reserved Items The Wrklist will display all available wrk items (items that have nt been reserved by anther Apprver) fr the rle(s) that the user is assigned t manage. Wrklist items reserved by anther Wrkflw Apprver will nt appear n yur Wrklist unless they are released by the Apprver wh reserved it. A wrk item becmes reserved by an Apprver when: The Apprver pens a Wrklist item and clicks the Cancel buttn r The Apprver pens a Wrklist item and uses the Save & Clse buttn. T view all wrk items yu have reserved, click Shw Reserved Items. Other Apprvers in yur department/prgram will nt be able t see these wrk items n their Wrklist unless yu Release the wrk item. Teaching Effrt Apprver Prcedures

15 P a g e 13 Banner Wrkflw: Shw Reserved Items T release a wrk item, click n the magnifying glass at the end f the wrk item n the Wrklist. Click Release. (D nt click any f the ther icns. This can cause damage t the Wrkflw.) Teaching Effrt Apprver Prcedures

16 P a g e 14 Banner Wrkflw: My Prcesses My Prcesses The My Prcesses page prvides Wrkflw Apprvers with links t request/view the fllwing infrmatin items: CfC_TE_Status: This link prvides Apprvers with the ability t research the status f a Teaching Effrt request fr a given CWID and Term. Once the status request is submitted, the Apprver will receive an cntaining a data transcript f the teaching effrt request, reviewer decisins and cmments. My Prcesses can be fund in tw places: On the My Prcesses channel n the Wrkflw tab in MyCharlestn Or On the User Prfile link list in Banner Wrklfw. Faculty/Staff: Teaching Effrt web frm Prcedures Faculty/Staff: Teaching Effrt web frm Prcedures Teaching Effrt Apprver Prcedures

17 P a g e 15 Banner Wrkflw: My Prcesses (CfC_TE_Status) After clicking Start Wrkflw, yu will see the fllwing message: Click OK. Yu will receive an cntaining infrmatin abut the request including the name f the wrkflw step it is currently n. In sme cases, if there are multiple Teaching Effrt frms fr this individual fr this term, yu may receive mre than ne in respnse t yur request. (Nte: This will be autmatically generated by Please d nt reply t this address. It is nt set up t receive incming messages.) Teaching Effrt Apprver Prcedures

18 P a g e 16 Banner Wrkflw: Setting a Prxy If yu are ging t be unavailable t perfrm apprvals fr an extended perid f time yu can establish a prxy, smene t apprve the wrkflws in yu absence. Nte: Befre yu can use this functin, the persn yu wish t prxy t must be established as prxy eligible fr a specific rle. T have smene made prxy eligible, please send a request t the Helpdesk specifying the rlename and the name f the user yu are adding. T set a prxy when the persn has been made prxy eligible: Lg in t MyCharlestn and pen the My Wrkflw tab. Click n Open Wrkflw. Banner wrkflw will pen in a new windw. Frm the menu n the left, click User Infrmatin. The User Infrmatin screen shws yur wrkflw prfile and the rles that have been assigned t yu. Lcate the rle fr which yu want t establish a prxy. Select Add Prxy. Teaching Effrt Apprver Prcedures

19 P a g e 17 Banner Wrkflw: Setting a Prxy Chse the individual frm the User drp-dwn bx. Select a start date (Effective Frm) fr the assignment. Select an end date (Effective T) f the assignment. Click Save. Teaching Effrt Apprver Prcedures

20 P a g e 18 Banner Wrkflw: Apprver Ntificatins Wrkflw Apprvers will receive an when a Teaching Effrt frm is ready fr their review and actin. Apprvers will then lg in t Wrkflw t view the Teaching Effrt and take actin. Teaching Effrt Apprver Prcedures

21 P a g e 19 MS Outlk: Setting Rules fr Ntificatins Micrsft Outlk allws users t create rules t have messages d smething befre they are read. As a Wrkflw Apprver, yu may receive s frm a variety f Webfrm wrkflws.yu may nt want t read these s as sn as they appear in yur Inbx. Yu have the ptin f autmating hw these s are handled by setting up Inbx rules t direct these messages t an identified flder. Here are sme instructins fr Outlk 2010 users (r yu can click the Help icn in Outlk---it is the blue circle with a white questin mark in the upper right hand crner f the screen). Create a flder where yu want the t be sent. Right muse click n yur Mailbx and select New Flder. Chse a name fr the flder (smething yu will recgnize) and click OK. Teaching Effrt Apprver Prcedures

22 P a g e 20 MS Outlk: Setting Rules fr Ntificatins On the Hme tab, click Rules. Select Manage Rules & Alerts Click n New Rule. Under Stay Organized, select Mve messages frm smene t a flder. Teaching Effrt Apprver Prcedures

23 P a g e 21 MS Outlk: Setting Rules fr Ntificatins In the Step 2 bx, click the link fr peple r public grup. Type (fr Teaching Effrt ntificatins and TE Status requests) in the Frm bx. Click OK. In the Step 2 bx, click the link fr specified flder. Click Finish. Nte: This is a very basic rule setup. Please feel free t further custmize this rule if necessary. Teaching Effrt Apprver Prcedures

24 P a g e 22 Frequently Asked Questins Q: May I use the Teaching Effrt frm t prcess all f my adjunct cntracts? A: The Teaching Effrt frm can nly be used fr current emplyees, after the faculty member has been added t Banner and received a CWID. Q: Hw lng will it take fr a submitted Teaching Effrt frm t appear in the My Wrklist f the first apprver? A: It will take fifteen (15) minutes r less fr an item t mve frm initiatr t first apprver r frm ne apprver (nce acted n) t the next apprver. Q: I m ging n vacatin. Hw can smene else perfrm the apprval step in my absence? A: Wrkflw cntains a facility fr establishing a prxy. See Setting a Prxy n pages 16 & 17 Faculty/Staff: Prgram f Study Management Prcedures Teaching Effrt Apprver Prcedures

25 P a g e 23 Banner Wrkflw: Assistance If yu encunter any technical difficulties when using Banner Wrkflw, please cntact the Cllege f Charlestn Help Desk r ). If yu have any further questins abut the Teaching Effrt web frm, please Teaching Effrt Apprver Prcedures

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