requisition approval manager - nordonia … approval mana… · •ability to view status of the...
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REQUISITION APPROVAL MANAGER
R.A.M.
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R.A.M.• Electronic requisition process
• Purpose: To streamline approval process for requisitions by:Adding controls and efficiencies to our current processesEliminating lost paperwork between buildingsImprove the approval process
• Ability to view status of the requisition throughout the process
• Administrative assistants will still enter requisitions through USAS Web
• All paperwork will be scanned as an attachment to the requisition.
• Every department has a work flow assigned.
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R.A.M.• Approvals will be done electronically by the Administrator
responsible for the respective budget.
• Once all levels are approved, the requisition will be converted to a P.O.
• The system automatically generates email communications to the initiator or approver when action is required or when action has taken place.
• All supporting documentation is scanned and attached to the requisition. These documents stay with the requisition and subsequent P.O. throughout this entire process.
• This will avoid lost paperwork or delay in receipt of paperwork while improving the work flow.
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R.A.M.
• ND_XXXXXX- User Name
• Password needs to be set by you
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R.A.M.-STEP BY STEP FOR INITIATOR• Post requisition in USAS Web by entering a 2 digit code under the
section labeled “TYPE”.
• Once requisition is posted, it will enter a queue in RAM and follow the pre-determined workflow for approval process based on the 2 digit code.
• Approvers will be notified via email that a requisition is awaiting approval.• Approvers are notified in batches at different intervals throughout the day.
• If you have an emergency purchase, notify administrator to log into RAM to approve the requisition.
• Once approved, the requisition will move to the next approver in the workflow via email notification.
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R.A.M.-STEP BY STEP FOR INITIATOR
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R.A.M.-STEP BY STEP FOR INITIATOR• Once all approvals are complete, the requisition will be approved by
the Treasurer/CFO and converted to a P.O.
• The Initiator DOES NOT need to log into RAM again unless:• An email is received indicating your requisition was denied or a comment was
added. In this case, the reason is stated in the email.
• If you are wondering, why a requisition has not been approved and converted to a P.O.
• An attachment needs to be uploaded.
• When a comment is added, you will need to log back in and modify the requisition and re-post it. In this case, the requisition starts all over again through the approval process.
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R.A.M.-STEP BY STEP FOR INITIATORAthletics, HS Athletics, MS Business Office Curriculum Food Services
AT MT BS CR FS
High School Lawrence School Ledgeview Lee Eaton Maintenance
HS LW LV LE MN
Middle School Northfield Pupil Services Rushwood St. Barnabas
MS NF PS RW BA
Student Activities,
HS
Student Activities,
MS
Superintendent Technology Treasurer
SA MA SU IT FI/AP/EM/PA/AS
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R.A.M.-UPLOADING ATTACHMENTS
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Click here to upload documents
Select correct requisition for attachments
R.A.M.-UPLOADING ATTACHMENTS
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R.A.M.-UPLOADING ATTACHMENTS• ANYONE can add an attachment to a requisition that does not yet exist in RAM by
simply enter the requisition number then adding an attachment. This is done so the person creating the requisition can be pro-active and immediately attach things in RAM, though the export from USAS to RAM has not yet occurred. However, since RAM has no idea yet who actually OWNS that requisition, it allows anyone to attach things at this point.
• For requisitions that do not yet exist in RAM, for security purposes, NO ONE can delete attachments from that requisition other than the district RAM administrator.
• No one can view attachments on requisitions that have not yet loaded into RAM. There is no way to determine if the person trying to view the attachment has authority to see it, as we don’t yet know who created and owns the requisition.
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R.A.M.-UPLOADING ATTACHMENTS
• Once the requisition loads into RAM, only the original requestor of the requisition or the district RAM administrator can add or remove attachments.
• Adding or removing an attachment from an EXISTING, IN PROGRESS requisition will resubmit the requisition back through the approval process. This is necessary to prevent someone from changing the attached information AFTER it has already been approved by someone on the workflow. Each person in the workflow gets a chance to re-review the attachment(s) if it (they) should change.
• NO ONE can add or remove an attachment from a requisition that has been APPROVED by the final approver. The attachments become a historical record at that point and cannot be altered.
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R.A.M. VIEWING REQUISITIONS• Status
• Choose one or more items from the status block to view only requisitions that have that status. For example, choosing “In Progress” and clicking Search Now will show you all active requisitions awaiting approval for your district.
• Req Number • Search for specific from/to requisition numbers
• Created Date • Enter either a start date, end date, or both when the requisition was created.
• Approved Date • Enter either a start date, end date, or both when the requisition was approve. This only applies to
APPROVED requisitions.
• Created By Submitters of requisitions can only search for their OWN requisitions.
• Vendor • Enter all or part of a vendor name to find requisitions for that vendor.
• Results per • Choose how many search results you want returned on a single page. page
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R.A.M.-VIEWING REQUISITIONS• Go to View..Requisitions to search for requisitions and see their status in RAM. Fill in
the search criteria and click Search Now.
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R.A.M.-STEP BY STEP FOR THE APPROVER
• Log into RAM once you receive an email that you have requisitions waiting for approval.
• Select the APPROVE tab to see requisitions awaiting your approval
• Review any pending requisition:
• To approve: • click approve on the drop down box next to the requisition
• To comment without approving or denying: • click on “add Comment Only” from the drop down box and enter your
comment. This will send an email back to the initiator to address the comment
• To decline: • click declined on the drop down box. If you want to leave the initiator a reason
form denying the requisition, you may leave a comment.
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R.A.M.-APPROVING REQUISITIONS
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R.A.M.-STEP BY STEP FOR THE APPROVER
If Requisition is Approved
• Requisition moves on to the next person in the workflow
If Requisition is Denied
• Email message is sent to the initiator with comment
• An entirely new requisition must be created
• Modifying the original will not work
Once a requisition has been approved or denied, it is considered final.
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