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Submitting an Order
This demonstration will feature an order that requires three approvals
Not all services require all three.
Users can always view the workflow on any order they submit.
This demonstration primarily focuses on the approval process.
For details on placing an order, please see the Order a Service video.
The customer begins this process by selecting Order Services from the ESD main window.
They will choose IT Services for Users, and then request the service they want to order by adding it to their cart or selecting Request Now.
They have an opportunity to change from the default by selecting the link.
This flexibility allows a request to route to various organizational approvers.
The end user can confirm the details on the request.
If the I3P provider requires additional information, there will be prompts the user will need to complete.
Users have various options to add more information or save the request.
When they are ready, they will select submit.
Users can confirm their request was submitted, by viewing it in the submitted requests screen.
Organization Approval
If all approvals are required for a service, the organization approval will be first.
The Org Approver will receive an e-mail notifying them of the request.
Approvers can access open requests at any time by visiting the ESD page.
In addition to approving a request, Org approvers will also determine how to fund the request if cost is associated with it.
The Org Approver will select a Resource Approver to authorize funding,
or as an alternative for some services, a P-Card holder to make a credit card payment.
The Org Approver will also select an IT Approver for the request, if necessary.
Select Order Services, and then Pending Approval.
Only orders pending an approver's action will be present.
Double click a request to open the Service Request Approval screen.
All of the information tied to the request will be available on this screen.
Here, the Organizational Approver must select the appropriate IT Approver, and Resource Approver or P-Card holder.
The Drop Down Menus will list all the options available for that Center.
To pay with a P-Card, select Yes on the Pay with P-Card option.
Then, select a P-Card holder to make a purchase.
Remember, this option is not available with every service.
Choose the appropriate P-Card holder from the menu.
To pay using fund sent to the NSSC working capital fund, select No for P-Card.
Then, choose the appropriate resource approver from the drop down list.
Note that the step in the approval process is identified on the screen.
This can be especially helpful for approvers who hold more than one approval role.
Select Approve or Reject.
The request will move out of the Org Approvers cue, and on to the next approval in the process.
IT Approval
If an IT Approval is required for a request, the IT Approver will receive an e-mail notifying them that that action is needed.
Approvers can access open requests at any time on the ESD page.
Select Order Services, and then pending approval.
All of that Approvers Pending Approvals will be visible.
Double click the request to open the Service Request Approval screen.
All of the information tied to the request will be available on this screen.
Any approver has the ability to add a note for future approvers and the Tier-2 provider to see,by selecting Activity Log.
Click Save, and then Add.
Select Approve or Reject.
A Rejection will require details to be passed along to the requestor.
Acceptance moves the request to the next approval stage.
Resource Approval
If a Resource Approval is needed, the resource approver will receive an e-mail notifying her of the request.
Approvers can access open requests at any time through the ESD page.
Select Order Services, and then Pending Approval.
All of that Approvers pending approvals will be visible.
Double click a request to open the Service Request Approval screen.
All of the information tied to that request will be available on this screen.
All approvers can read notes on the request by selecting Activity Log.
The resource approver must choose between the available Cost Centers.
Cost Centers are tied to an approver through the NAMS request the user submits to gain the resource approver access.
Once a Cost Center is selected, the approver can select Funds Check
to ensure enough money resides in the working capital fund to cover the cost of the request.
If adequate funding is not available, the system will still allow an approval,
but the approver will need to arrange sending more funds to the NSSC.
In our demo, our approver will select a Cost Center with enough funding and then approve the request.
The request is then moved from the cue and sent to the Tier-2 providers for service.
Resource Analyst Tools
ESD provides the Resource Approver with additional resources using the FCaRT tool.
Resource Approvers will have the FCaRT menu option.
They can select funding methods, then choose a Cost Center to determine how money within the particular Cost Center will be spent.
The sequential method allows the approver to spend funds by WBS in order.
The percentage method allows funds from multiple WBS's to be spent simultaneously,
based upon an assigned percentage.
Toggling between options is easy using the Change Fund Method key.
The Funds View option allows a resource approver to see what funds are currently available for a specific cost center.
This concludes our demonstration of the ESD ordering system Approvals Process.