prepared by: information technology revised: february 3, 2020 · if this list is incorrect, contact...

Prepared by: SBCUSD – Information Technology

Revised: February 3, 2020

Electronic Approvals for Administrators

SBCUSD – Information Technology of 30

Table of Contents

Chapter 1 – Financial 2000 ............................................................................................................. 5 Section 1 – Financial 2000 Support, Login and Out, Create Favorites ...................................... 6

Financial 2000 Login .............................................................................................................. 6 Log out .................................................................................................................................... 6

Section 2 - Financial 2000 Reports ............................................................................................. 7 Section 3 – Financial 2000 – Approving Purchase Requisitions ................................................ 9

Financial 2000 Approving a Purchase Requisition ................................................................. 9

Quick Approve (approve without reviewing) ......................................................................... 9 Summary Approval (review before approving) ...................................................................... 9 Financial 2000 forward approval rights to another approver ................................................ 10

Section 4 – Financial 2000 - Purchase Warehouse Tracking Report ........................................ 11 Chapter 2 – SAP Approve Time .................................................................................................. 12

Section 1– SAP Support, Login and Out and Default Settings................................................. 13 Support – SAP....................................................................................................................... 13

Login to the SAP System ...................................................................................................... 13

SAP Log out .......................................................................................................................... 13 SAP default settings .............................................................................................................. 14

Section 2 - SAP Quick Mobile Time Approval ........................................................................ 15

Section 3 - Adding an SAP Transaction Code to your Favorites ............................................. 16 Section 4 - SAP Approving Employee Time (CAPS) .............................................................. 17

SAP Approving Employee Time (CAPS) for Those Not on Your List ................................ 18 Section 5 - SAP Approved Positions for Employees Report (ZPOSITION)............................ 19

Chapter 3 – Using Facilitron to Approve and Monitor Work Orders ........................................... 21

Section 1 – Facilitron: Login .................................................................................................... 22 Section 2 – Facilitron: Approving a Work Order (PM41) ........................................................ 23

Section 3 – Facilitron: Check the Status of a Work Order ....................................................... 24 Chapter 4 – SchoolDude – Facilities Use Form............................................................................ 25

Section 1 – Facilities Use Record ............................................................................................. 26 Support .................................................................................................................................. 26

Approve................................................................................................................................. 27 SchoolDude - Understanding the Home Screen ................................................................... 28

SchoolDude - Reviewing Scheduled Events......................................................................... 29 SchoolDude - Event Legend ................................................................................................. 29

Chapter 5 - BoardDocs.................................................................................................................. 30 Editing, Approving, Rejecting and Rerouting Agenda Items – Approvers .......................... 30



Topics covered in this chapter:

Section 1 - Support information

Login

Log out

Section 2 - EduReports: Expenditure Reports

Section 3 - Approving Purchase Requisitions

Section 4 – Purchase Warehouse Tracking Report



Section 1 – Financial 2000 Support, Login and Out, Create Favorites

Financial 2000 is the District’s budget and purchasing system. To request authorization to use this

program, call the Fiscal Services Department.

Support – Financial 2000

Fiscal Services (909) 381-1154 Login Issues

Approval Path

Reports

Purchasing Department (909) 381-1126 Purchase Requisition

Travel/Conference

CAL-Cards

SouthWest Office Supplies

Office Depot

Information Technology (909) 386-2550 Training

Financial 2000 Login Internet Explorer is the only browser supported by County.

1. Open Internet Explorer.

2. Copy and paste this link into the Address bar of the browser or click the link below:

https://f2knat.sbcss.k12.ca.us/Financial2000/default.aspx

3. Enter your Financial 2000 login Username and Password.

4. Click the Login button.

The login process may take a couple minutes.

After a successful login, your screen should have the

icons defined by your access permissions.

Log out

Click on the tab located on the last tab in the upper right of your Home screen.

The District Number is always 76

https://f2knat.sbcss.k12.ca.us/Financial2000/default.aspx



Section 2 - Financial 2000 Reports

Financial 2000 offers the EduReports module for analyzing your budgets. If you do not see the

EduReports 3.0 icon when you login to Financial 2000, call Fiscal Services for access. It is designed to

allow users to retrieve District-specific financial information in a user-friendly and easy to read

format. For a detailed training, contact your Budget Analyst in Fiscal Services.

Financial 2000 - See a Summary of Expenditures

1. Login following the instructions on page 6.

2. Click on EduReports 3.0.

If you do not see the EduReports 3.0 icon, call Fiscal Services for access. (909) 381-1154

3. Click on the General Ledger Reports tab.

4. Under Financial Reports for District…, click on the Financial Balances Report and fill in like the

example below based on the budget you need information from or just the FUND as 01 and your

School (site) to see all of your budgets.

5. Click on in the upper right corner.

6. To Print: click on the PDF icon in the upper left corner and print from the PDF version.



Financial 2000 - See Detailed Expenditures


2. Click on EduReports 3.0.

3. Click on the General Ledger Reports tab.

4. Under Financial Reports for District…, click on the Financial Activity Report and fill in like the

example below based on the budget you need information from or just the FUND as 01,

MANAGEMENT as 032, etc. and your School (site) to see all of your budgets.

7. Click on in the upper right corner.

8. To Print: click on the PDF icon in the upper left corner and print from the PDF version.

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Section 3 – Financial 2000 – Approving Purchase Requisitions

In this section you will learn the steps to view and approve purchase requisitions.

Financial 2000 Approving a Purchase Requisition Once a requisition is created, it follows along an approval path pre-defined by the system. The requisition

creator issues a command that starts the approval process. The steps that follow show you the steps to

approve, reject and return for editing, skip, cancel and edit, or void a requisition.


2. Click on the Purchasing icon.

Quick Approve (approve without reviewing)

1. Click on the For Approval link under the Requisition Inbox link in the left

navigation pane.

2. Select the requisition(s) on the right that you want to approve.

a. To select more than one:

i. non-consecutive, hold down the Ctrl key and click on each.

ii. consecutive, select the first one to approve and then hold down the Shift key and

select the last one you want to approve.

3. Click on the button in the bottom left corner.

4. The Enter Comments box will appear (optional).

5. Click OK.

The next approver box will appear.

Summary Approval (review before approving)

1. Follow step 1 above.

2. Click on a REQ on the right side to highlight it.

3. Click on the tab.

4. Make any necessary changes.

5. Click on one of the buttons in the bottom of the screen:

6. To exit the Purchasing screen use the button in the top menu bar.



Financial 2000 forward approval rights to another approver

Follow the steps in this section if you will be away from your office for a while and need for another

administrator to approve purchase requisitions in your absence.

1. From the Home screen, click on Utilities, and then Workflow Forwarding.

2. The Workflow Forwarding box appears, select the user from the drop down list you want

approving for you. You can only select other users that have Fin2000 access.

3. A range of dates can be selected to set a pre-determined length of time for the approval to be

delegated. Approval will automatically revert back to the original approver at the end of the pre-

set timeframe.

4. Click the button.

To see how to print, view approval path, or get History of a REQ or PO, go to this link for the full

Financial 2000 Manual.

If a Purchase Req order is delivered directly to your site (not via the warehouse), you have to do a

Receiving Goods Receipt for Goods Delivered to a Site. See Lesson 10 in the Financial 2000

Manual.

http://sbcusd.com/UserFiles/Servers/Server_59869/File/District%20Offices/Information%20Technology/Tech%20Training/Financial%202000%20Purchase%20Requ%20Syst/Financial2000%20Manual.pdf





Section 4 – Financial 2000 - Purchase Warehouse Tracking Report

This will show you how to use the Purchase/Warehouse Tracking Report Website to track your

Requisitions/Purchase Orders.

The report lists your REQ and PO numbers, Dates, Description, Requestor, Status, Receipt, Quantity

Delivered, Receipt Date, Carrier, Package Location, Receiver, Buyer and Vendor.

1. Copy and paste this address into any browser’s address bar: http://10.56.239.50/PWHT

2. Login with your District login and password.

3. Type in your Site/Location code, e.g., 824.

4. The Requisition Dates default to the current date, you can change as needed.

5. Use the Requisition Number, PO Number and/or Buyer fields if you want to limit the listing.

These fields are not necessary.

6. Click on .

7. SORT what is in the column by clicking on the column heading.

8. To see Receipt Details for the Purchase Order, click on the Rct (Receipt) number.

9. To go back to the previous screen, use the button in the upper left corner.

http://10.56.239.50/PWHT/




Section 1 - Support information

Login

Log out

Default Settings

Section 2 – Quick Mobile Time Approval

Time approval using CAPS

Section 3 – Approved Positions for Employee Report



Section 1– SAP Support, Login and Out and Default Settings

The SAP system is used to approve employee time, analyze time data, and approve special order plant

maintenance notifications.

Support – SAP

Install SAP on PC computer [email protected] (909) 888-4357

Login Issues [email protected] (909) 386-2550

Time Admin Codes HR Classified (909) 381-1234

HR Certificated (909) 381-1101

Training and Use [email protected] (909) 386-2550

Login to the SAP System

1. From the desktop, double-click on the icon. The SAP Logon 740 dialog box

2. Click SAP System in the Name list and then click Log On in the upper left corner. The SAP login screen

3. Type in your User name and Password.

4. Press the button in the upper left corner. The SAP Easy Access screen displays.

SAP Log out

1. Click on the Back button until you return to the SAP Easy Access window.

2. Click the Logout button to log out of the SAP system.



SAP default settings You will use this procedure to set your default list of employees so they will automatically appear

every time you enter the Time Sheet – Initial Screen.

Once the parameters are set, the employees you are responsible to enter time for will automatically

appear on your Time Sheet: Initial Screen. If this list is incorrect, contact HR Certificated at (909) 381-

1101 or HR Classified at (909) 381-1234 to have it corrected.

Each time you move to a different site, you will need to change your default parameters

to display the new site's list of employees

1. From the SAP Easy Access menu, click System on the

Menu bar. Point to User profile, then point and click on

Own data.

2. Click on the Parameters tab.

3. Scroll through the list and verify that the three codes

listed below appear in the list and that your administrator

code and group code are listed in the Parameter value

column. If they do not appear, enter them on the next

available row at the bottom of the list.

Parameter ID Parameter Value

SAZ [your 3-digit administrator code]* SGR [your 4-digit group code]*

CVR Z_TMADM

*The Payroll Department maintains this list. Their telephone number is 381-1139

4. Check within the Parameter ID column to see if there is an ID named VSR. If

there is such an ID it must be deleted.

a. To delete this ID, click to the left of VSR. This will highlight the entire line

in yellow.

b. Once highlighted, click on the Delete Line button.

5. Click the Save button.

Now, when you enter the transaction code CAT2, the Z_TMADM profile will

automatically display and your list of employees will appear.

L03

ELEM



Section 2 - SAP Quick Mobile Time Approval

Recommended - Approve SAP Employee Time Entries on the Go. This allows you to approve employee

time via the internet. Use any device that connects to a browser. This is much easier than using CAPS

in the SAP program.

1. To start the application, type this address in the URL:

https://mobile.sbcusd.com/TimeSheetApproval/

2. The login screen opens. You can add a shortcut to your home screen or

create a bookmark/favorite.

3. Enter your SAP user name and password.

4. Click on the button.

5. In the Filter screen, type your time entry user’s login name

(e.g., secretary’s login) in the Entered By field. If more than one person

enters time for your employees, you will need to do this for each Entered

By name.

6. Change the dates if necessary.

7. Click on the button.

8. To select all the displayed time entries of all displayed employees, use

the Select All Checkbox.

9. To select individual employees, click on the Checkbox in front of their

names.

10. To approve, click on the button at the bottom of the screen.

11. If you want to display the date wise details of any employee’s time:

a. Click on the blue icon.

https://mobile.sbcusd.com/TimeSheetApproval/



Section 3 - Adding an SAP Transaction Code to your Favorites

This will show you how to create links to your most commonly used screens.

1. From the SAP Easy Access Menu, click on the Favorites menu.

2. Click on the Insert Transaction command.

3. Type the code CAPS.

4. Repeat for all the Transactions Codes you may use.



Section 4 - SAP Approving Employee Time (CAPS)

Not recommended. It is easiest to use the SAP Quick Mobile Time Approval (see Section 2 above).

Use this transaction to approve employee absences (e.g., sick and vacation) and attendance (e.g.,

positive time, extra duty or recreational aide time).

1. From the SAP Easy Access screen, enter CAPS in the

Command field and then press [Enter]. OR, use the

Favorite you just created.

2. In the Period area, select a date range

(e.g., Other Period) and then enter the beginning and

ending dates (e.g., 09/20/20xx through 10/19/20xx).

3. In the Administrator Group field, enter your 4-letter

group number (e.g., ELEM or SSDV).

4. In the Time recording administrator field, enter

your 3-character Time Administrator code (e.g., L03).

5. Click the Execute icon.

6. Click on the for Persons of (not on the +).

7. Click the Select All button to highlight all employees (this shows if you clicked on the PINK).

To deselect a row, point to the row to deselect, press the Ctrl key and click the left mouse button.

8. Click the Approve button to accept the attendance of the highlighted rows. Click the Reject

button to reject the absence of the highlighted rows.


10. Click the Back button twice.

Revised: 06/25/04

Approve Reject

For further information about the A/A types, contact the Payroll Department.

CAPS

If the radio

button is

green,

approval has

been

completed.



SAP Approving Employee Time (CAPS) for Those Not on Your List

1. If you have more than 3 not on your list, create an Excel file with the employee’s ID numbers in

column A. Save it.

a. Drag over your list of personnel numbers (within Excel) and give the Copy command.

2. In SAP, open CAPS.

3. If for one employee only, type their employee ID number in the Personnel Number field, and then

follow instructions above starting at #5 (click the Execute icon).

Continue for multiple employee entries

4. In the Time Administrator Group field, type your 3-digit code (e.g., L03).

5. To the right of the Personnel Number field, select the icon.

The Multiple Selection for Personnel Number screen displays

6. Click the (paste) icon in the bottom right corner next to the red X.

All the copied employee ID numbers should paste into the Single Values fields.

7. Click the icon in the bottom tool menu.

8. Follow instructions above in Section 4, #5 (click the Execute icon).



Section 5 - SAP Approved Positions for Employees Report (ZPOSITION)

Use this report to analyze what positions are approved at your site, beginning/ending dates for

positions, hourly rate, and budgets tied to these positions.

If you see anything on this report that is in error, fill out a Personnel Action form (HR-29 Class. or

HR-30 Cert.) and route it through Outlook. There is a separate set of instructions on how to locate,

complete, and route this form for approval at the end of this manual.

1. From the SAP Easy Access menu, enter ZPOSITION in the command field and press the

[Enter] key

or from another transaction screen, enter /NZPOSITION and then click the [Enter] key.

2. In the Period area, select Current Month.

3. In the Data Selection Period fields, delete the dates.

4. In the Restriction on selection area, click on the Multiple selection button next to the

Organizational Unit field.

5. In the Single Vals tab, enter your school site number.

6. Click on the Copy button.

Continued on next page

These fields are populated to exclude

the classified and certificated

substitutes (994/995) and default and

obsolete positions (99999999) from the

report. Do not change these fields.

824



7. In the Position Type Selection area, click in the checkbox next to Main

to include the main positions in your report. You may need to scroll

down to see this area.

8. Click the Execute button.

9. Click the Back button twice to return to the SAP Easy Access menu.

A shortcut to go back to the SAP Easy Access screen is to use the /n in the Command Field.

Explanation of Position Types (Pos Typ):

M=Main Position A=Additional Assignment E=Extra Duty C=Classified Substitute T=Certificated Substitute U=Unidentified.




Section 1 – Facilitron

Login

Approving Work Orders

Checking Status of Work Order



Section 1 – Facilitron: Login

1. Go to the following web address: maintenance.facilitron.com

2. Username: [email protected]

3. Password: 1234 (default)

4. You will be prompted to enter a new password once you login with the default password.

This will be your new Facilitron password.

PHONE USE: There is not a phone app. Go to a browser on your phone and login and enter work orders as you would on a computer.

https://www.facilitron.com/accounts/maintenanceLogin/login/

mailto:[email protected]



Section 2 – Facilitron: Approving a Work Order (PM41)

Staff will receive emails throughout the work order process. When it is time for an administrator to

approve a PM21 estimate, the administrator will receive an email. They will click on the link inside

the email and login to the Facilitron system. They will follow the steps below to approve the estimate,

so that it can be turned into a PM41.

1. Mouseover Work Orders and choose Approve Work Orders.

2. Click the Approve or Reject buttons.

You also have the option to click the Approve All on Page or Reject All on Page buttons.



Section 3 – Facilitron: Check the Status of a Work Order

1. Mouseover Work Orders and choose Active.

A list of your open Work Orders will appear. You will be able to see the Created Date,

Originator Name (who created it), who it has been Assigned to, the Status, the

Room/Location, the Description, and the Work Order #.

The Status column gives you the following information:

(When the status changes, the person who created the work order will receive an email update.)

Approved – M&O has received the work order, but it is not yet assigned to a staff member.

Assigned to Supervisor - It has been given to an M&O supervisor and they will delegate

to staff.

Received - It has been assigned to a staff member.

Pending Haz Mat Approval – There is potentially hazardous material in the work order

location (e.g. asbestos in the wall). The Safety Office will evaluate the situation and give

M&O approval to proceed.




Section 1 – Facilities Use Record

Support information

Login

Approval

Section 2 – Understanding the Home Screen

Section 3 – Reviewing Scheduled Events



Section 1 – Facilities Use Record

The instructions in this section will show you how to open an email from SchoolDude, login to the

SchoolDude application and navigate to the approval screen. Then it will detail the steps to approve a

Facilities Use record and send it to the next approver.

Support

Access Facilities (909) 381-1236

Training Information Technology (909) 386-2550

[email protected]

1. When a Facilities Use record has been sent to you for approval, you will get an email from

SchoolDude Message Center with Your approval requested – FS Direct, in the Subject line.

This is a system generated message and you will not be able to respond to it.

2. Open the email and read the Facilities Use information below the text: The below new facility

schedule request requires your review and/or approval.

3. Review the facility details.

4. Click the link below the facilities use details (bottom of email message).

5. At the Account Login screen, enter your assigned username and password.

For example: firstname.lastname, Password: schoolname2 (e.g., muscoy2).

6. Click the Sign In button.

7. If you are taken to the Home tab, click on the number highlighted in red under the Waiting for

Approval area, click on the number highlighted in red.

If you are taken to the New Schedule tab, proceed to Step 8.

mailto:[email protected]



Approve

8. To Approve: Click the Process/Approve Now link.

9. Scroll to the bottom of the next window and place a check mark in the Approve? Checkbox.

a. To Decline: Click the Decline radio button.

i. Click the Decline Reason button and enter a reason if desired.

b. To Cancel: Click the Cancel radio button.

10. Enter an Approval Note if desired.


12. Click on the Home tab to see if you have more events to approve. Repeats the steps above to

approve additional events.

13. Click the Logout link (top right corner of the screen) to close the SchoolDude window.

Home tab Shows events waiting for approval, number of events submitted, approved, active,

etc., upcoming events, and recent event changes.

Calendar tab Shows events at selected site and date.



SchoolDude - Understanding the Home Screen



SchoolDude - Reviewing Scheduled Events

SchoolDude - Event Legend



Editing, Approving, Rejecting and Rerouting Agenda Items – Approvers If you carry the role of a Board Agenda Approver, you will receive emails in your District inbox

alerting you that an agenda item has been submitted or rerouted to you.

Login

1. Run a web browser, and enter the following URL; https://go.boarddocs.com/ca/sbcusd/board.nsf

2. Click on Authenticate

3. Enter your username and password

Username: firstinitiallastname Initial account password: contact the Purchasing department

4. Click on Sign In

NOTE – You will want to change your initial password that was assigned to a password of your

choosing.

Approving and Rejecting Agenda Items

1. Click on the Meetings Menu and choose My Agenda Items?

2. Click on the meeting and Click on the agenda item in question

NOTE – If you need to make changes to the item, click Edit. A screen with editing fields, menus,

and content areas displays. Click Save to preserve your changes.

3. If you are ready to advance the item to the next approver, click Approve

4. Alternatively, if you want to return the item to the original submitter for revision, click Reject

Rerouting Agenda Items

1. If you want to route it back to a previous approver

for review, click Route to a Previous Approver

5. In the dialog box that displays, choose the recipient from the list of

approvers, add desired notes in the Comments field, and click OK

NOTE – Approvers may submit the item to the next approver or reject the item back to the submitter

for revision or revise the item themselves and submit to next approver. Or you may reroute the item to

anyone in the applicable approval tree.

https://go.boarddocs.com/ca/sbcusd/board.nsf

prepared by: information technology revised: february 3, 2020 · if this list is incorrect, contact...

Documents