Grant Time And Effort Certification System SOP Submitting Time, Digital Signatures, Approvals / Rejections, etc. WVSOM - Information Technology Department June 2, 2017
Table of Contents 1.0 Grant Time and Effort System... 1 Image 1.1 Link on Faculty & Staff Menu... 1 2.0 Monthly Time Entries... 1 2.1 Inserting Monthly Time Entries... 1 Grant Time Commitment Percentage Validation... 2 Image 2.1.1 Percentage Error Check Validation Successful... 3 Image 2.1.2 Percentage Error Check Validation Failure... 3 Image 2.1.3 Error Message(s) on Validation Failure... 4 Grant Hours Validation... 4 Image 2.1.4 Grant Hours Validation Success... 4 Image 2.1.5 Grant Hours Validation Failure... 5 Image 2.1.6 Grant Hours Validation - Failure... 5 2.2 Updating Monthly Time Entries... 5 Version History for Time Entries... 5 Image 2.2.1 Editing a Time Entry... 6 Image 2.2.2 Viewing Version History... 7 Time Entry Status... 7 2.3 Deleting Monthly Time Entries... 7 2.4 Viewing Monthly Time Entries... 7 Image 2.4.1 Search Feature... 8 Image 2.4.2 Search Feature (Created By option)... 9 3.0 Digital Signatures... 10 3.1 Approval and Rejection Process... 10 Image 3.1.1 Signature Panel... 10 Image 3.1.2 Approval Pop-up... 10 June 2, 2017
Image 3.1.3 Rejection Pop-up... 11 Image 3.1.4 Signature History... 12 3.2 Signature Panels... 12 Image 3.2.1 Locked Signature (Prior Approvals Not Yet Received)... 12 Image 3.2.2 Digital Signature Received... 13 Image 3.2.3 Digital Signature Needed User Permitted... 13 Image 3.2.4 Digital Signature Needed / No Access... 13 Image 3.2.5 Signature Workflow Flow Chart... 14 June 2, 2017
1.0 Grant Time and Effort System Location: https://my.wvsom.edu/facultystaff/applications/oba/granttimeandeffort/index.cfm Testing: https://colddevelop.wvsom.edu/facultystaff/applications/oba/granttimeandeffort/index.cfm Image 1.1 Link on Faculty & Staff Menu This system is responsive, meaning it is designed to be accessible on any internet-ready device such a phone, tablet, laptop, personal computer, etc. JavaScript must be turned on in your browser in order for the data validation to work properly. 2.0 Monthly Time Entries Employees will enter their Grant Time and Effort for each month where they have time to report. 2.1 Inserting Monthly Time Entries Go to the Grant Time and Certification System to enter a new Grant Time and Effort entry. Enter all necessary data and click on the submit button at the button of the page. Grant Time and Effort Certification System SOP June 2, 2017 1
Grant Time Commitment Percentage Validation As you enter your Time and Effort Committed percentages, a validation script will verify if you have kept your total percentages below 100%. If your percentage entries are entered, you will see a VALIDATED message in the Percentage Error Check box, as shown below. Grant Time and Effort Certification System SOP June 2, 2017 2
Image 2.1.1 Percentage Error Check Validation Successful If your percentages fail validation, you will see the error message shown below. This will also disable the submit button and show an error message (see Image 2.1.3). You will not be able to submit any time until all errors are resolved. Image 2.1.2 Percentage Error Check Validation Failure Grant Time and Effort Certification System SOP June 2, 2017 3
Image 2.1.3 Error Message(s) on Validation Failure Grant Hours Validation The sum of hours spent on all 3 selected grants cannot exceed the Total Work Hours (Annual + Holiday + Sick). If your numbers successfully pass validation, you will see a VALIDATED message in the Total Work Hours Check box (shown in Image 2.1.4 below). If you fail validation, you will see an error message in the Total Work Hours Check box (shown in Image 2.1.5 below) and above the disabled submit button (shown in Image 2.1.6 below). Image 2.1.4 Grant Hours Validation Success Grant Time and Effort Certification System SOP June 2, 2017 4
Image 2.1.5 Grant Hours Validation Failure Image 2.1.6 Grant Hours Validation - Failure 2.2 Updating Monthly Time Entries As long as the Grant Accountant has not signed off on and locked your time entry, you can update your time. Keep in mind, this will deactivate all current Digital Signatures and restart the Signature Workflow. Version History for Time Entries When viewing or editing a time entry, you will see a Version History link shown in Image 2.2.1 below outlined in red. When you click on this, a pop up of every edit to that time entry will appear (shown in Image 2.2.2 below). Grant Time and Effort Certification System SOP June 2, 2017 5
Image 2.2.1 Editing a Time Entry Grant Time and Effort Certification System SOP June 2, 2017 6
Image 2.2.2 Viewing Version History Time Entry Status While viewing a time entry, you will see a status progress bar at the top of the page (shown in Image 2.2.1 above in blue). When an employee has entered time, but has not signed off on it, it will have a status of INCOMPLETE. When an employee signs off on the entry, it changes to COMPLETE. When a PI or Dean approves the entry, the status changes to APPROVED. If either anyone rejects the entry, the status is REJECT. Once the Grant Account signs off on the entry as Approved, then it will move into a FINALIZED status and the status progress bar at the top of the page will be 100% filled. Once the entry is in a FINALIZED status, the form is locked, the submit button is disabled and no further revisions can be made to the time entry. 2.3 Deleting Monthly Time Entries There is currently no delete feature in the Grant Time and Effort System. 2.4 Viewing Monthly Time Entries Users can click on the Search tab to search for and view their own time entries. See Image 2.4.1 and Image 2.4.2 below. Grant Time and Effort Certification System SOP June 2, 2017 7
Image 2.4.1 Search Feature If the user does not have Administrative permissions, they will see the Search options shown in Image 2.4.1 above. They will only be able to see items that they have created, so they will see a read only field with their name for the Created By: form field. Users with special permissions will see a drop down menu for the Created By: form field (shown in Image 2.4.2 below) allowing them to search for any WVSOM employee s time entries. Grant Time and Effort Certification System SOP June 2, 2017 8
Image 2.4.2 Search Feature (Created By option) Grant Time and Effort Certification System SOP June 2, 2017 9
3.0 Digital Signatures 3.1 Approval and Rejection Process When a user wants to approve the time entry, they will click on the Approve button which they have access to based on their permissions (see Image 3.1.1 below). Image 3.1.1 Signature Panel If the user clicks on the Approve button, they will be asked to enter their Network Password. See Image 3.1.2 below. Image 3.1.2 Approval Pop-up Grant Time and Effort Certification System SOP June 2, 2017 10
If the user clicks on the Reject button, they will be asked to enter their Network Password and a Rejection Reason. See Image 3.1.3 below. If anyone rejects the entry at any time, all existing digital signatures will be deactivated and the signature workflow will restart. You can view the Signature History (shown in Image 3.1.4 below) to view a complete history of all signatures, approvals and rejections. Image 3.1.3 Rejection Pop-up Grant Time and Effort Certification System SOP June 2, 2017 11
Image 3.1.4 Signature History 3.2 Signature Panels The Signature Workflow will control the notification e-mails and how the Signature Panels are displayed. See images in this section for example Signature Panels. Image 3.2.1 Locked Signature (Prior Approvals Not Yet Received) Grant Time and Effort Certification System SOP June 2, 2017 12
Image 3.2.2 Digital Signature Received Image 3.2.3 Digital Signature Needed User Permitted Image 3.2.4 Digital Signature Needed / No Access Grant Time and Effort Certification System SOP June 2, 2017 13
Image 3.2.5 Signature Workflow Flow Chart Grant Time and Effort Certification System SOP June 2, 2017 14
4.0 Automated E-mail Notifications The system will automatically e-mail users at various times throughout the Signature Workflow (see Image 3.2.5 above). Image 4.0.1 Digital Signature Required E-mail Image 4.0.4 Rejection E-mail Grant Time and Effort Certification System SOP June 2, 2017 15
When the Grant Accountant approves the time entry, all users who have previously signed off (the employee, Principal Investigator(s) and the Associate Dean of OASP) will receive the Approved and Finalized E-mail shown in Image 4.0.x below. Image 4.0.1 Grant Time Approved and Finalized E-mail Grant Time and Effort Certification System SOP June 2, 2017 16