(A) "Workflow" (WF) is an automated process that enables ODJFS employees to transfer document information through an electronic routing system. The primary objective of WF is to provide a tool that substitutes electronic documents for paper documents and provides a flexible set of editing, routing, approval, segregation of duty, and security options. WF is a separate system from the CAS that allows creation and processing of electronic documents within the agency. At the final stages of process, WF documents are then uploaded, whereby CAS documents are generated.
(B) WF enables various types of documents to be processed electronically. ODJFS utilizes two document types:
(1) Request to purchase (RTP) is used for requisitioning goods and/or services; and
(2) Travel reimbursement voucher (TRV) is used for reimbursement of travel expense claims while on official state business.
(C) The system administrator has the overall responsibility for defining user access and establishing the rules and routes that electronic documents must follow. In addition to serving as the primary contact with the office of budget and management (OBM), the system administrator manages WF by developing and maintaining a series of internal control procedures that safeguard the integrity and functionality of the system. In consultation with coordinators and user workgroups, the system administrator establishes processing guidelines and timetables (i.e., security and account access and aging reports for WF documents).
(D) Each ODJFS office/deputy director must have a coordinator who provides support and direction for the many functions associated with WF. The coordinator has the following responsibilities:
(1) Address day-to-day questions regarding WF operations;
(2) Monitor WF activity through online inquiries; and
(3) Submit information regarding staff changes or office structure modifications to the system administrator.
(E) Initiators are WF users given specific rights to create/initiate various document types and subtypes authorized. An initiator's WF account information directs how WF documents route through office hierarchy. The initiator is responsible for accurate data entry of required fields, specified by document types and subtypes, as well as the processing status of WF documents forwarded.
(F) Approvers have signature authority to approve at two levels of approval workgroups within WF:
(1) First-level approvers are usually at the bureau chief level, or below, in the organizational hierarchy. Each deputy director, by office, establishes a spending-level threshold for first-level approvers, by which a first-level approver may elect to allow or deny a request based on criteria established within the office. These criteria may include, but are not limited to: appropriateness of purchase, timeliness, and requested good/service priority when compared to office needs.
(2) If a procurement request exceeds the established spending level, a second-level approver is required, usually at the deputy director level, to allow or deny a request under the same criteria. All approvers must gain signature authority through the office of legal services to be qualified for approving WF document.
(G) Workgroups are the groups of users who process documents at a particular stage of a WF defined document type and subtype (i.e., initiators, approvers).