5.1 Demonstration Segment: Using the Workflow

Transcription

1 Workflow: The Governance Approval Process CM includes a workflow tool which can be used to manage the proposal, submission and governance review process. Users can perform a number of functions in CM to support the governance process including Submitting proposals Withdrawing proposals Approving proposals at various stages of the workflow Rejecting proposals Sending back proposals for editing or review to the proposer or to an earlier step in the workflow Editing proposals Duplicating proposals (e.g., rejected proposals) Certain iterative combinations of the above functions 5.1 Demonstration Segment: Using the Workflow Once a new course proposal or modification to an existing course has been submitted for approval the proposal undergoes various stages of approval. Once it s approved by the Curriculum Committees, it is finally approved in CM and can then be offered as a new course. N.B., there is no direct link between CM and ROSI. The Registrar s Office and the Unit will still need to add the course to ROSI. As an example, begin with a new course proposal: Leave Edit mode to create the draft proposal

2 Until this point, the proposal is in Draft mode (note orange header). Select Submit for Approval to begin the governance approval (workflow) process. Information about the current status of the proposal is displayed including: a diagram of the stage in the workflow or approval process, the users responsible for approving the proposal and the functional options possible at this stage. The user proposing the new course will see the following:

3 The header for the proposal is now blue to signify that the proposal is under review. The workflow status shows the next node in the workflow. The next user(s) in the workflow will receive an notification there is an action item outstanding: The user can click on View Now to login and go straight to the proposal. The user can also access the Action List by clicking on Action List at the top right hand section of the screen: This latest course proposal awaiting approval will show up in the user s CM action list:

4 Selecting the course either from the action list by clicking on the course row or selecting it from the proposals panel, takes the user to the workflow approval diagram in the course proposal. The appropriate filter criteria on the right hand side panel needs to be selected in order for the course to appear in the list.

5 The Workflow current status is displayed at the top of the page: Approving a Proposal The next user in the workflow can approve the proposal. As an approver, there are a number of options available. o Approve o Send Back o Reject o Withdraw o Edit o Duplicate o Print In this example, the steps to approve at each node will be covered. Selecting the next node button in the workflow diagram, displays subsequent review step(s) and user(s) involved.

6 Coming back to the current review node, highlighted in blue, this displays the users with the responsibility to review and approve at this stage in the workflow. The Prev and Next buttons can also be used to see the details of previous and next steps in the workflow. Click Approve and add a comment in the popup text box. Now click Approve. The success message will be displayed: The next user in the workflow approval process will be notified via and the action item will appear on their action list. This process continues until the final step in the approval process at which time the proposal goes back to the original proposer to show final approval has been obtained.

7 The course is now in the list of approved courses, and due to relevance search and display in the course list, the proposal appears at the top of the list: The top information bar is now purple in color. Note the Future marker indicating the course has not yet started and is set to start at a future date. (Note the version indicator on the top right hand side of the information bar). From here, there are several possibilities available besides viewing the new course. The course can be edited and sent again into workflow. The original proposal can be viewed and from this view the user can go back to the now active course. Additional changes can be proposed. The course may also be retired (ended) or duplicated. And the course details may be printed.