Project/Flexfield Approval Procedures
This job aid is designed to assist PeopleSoft users who have the Chartfield Approver role in identifying requests to approve new Projects and Flexfields.
Examples in this guide use the Project set-up pages in PeopleSoft; all navigation instructions also apply to Flexfield set-up pages.
Approval Notifications by Email using the Submit for Approval process
When a Requestor submits a new Project or Flexfield for approval, PeopleSoft requires that an Approver is identified and designated as the recipient of an email
notification for the request. It is the responsibility of the Requestor to identify the appropriate Approver during the submission process; PeopleSoft does not predetermine which Approver should receive the request. In addition, designating an Approver during the submission process does not create a Worklist item for the
Approver. Chartfield approval workflow is a manual process and requires each person in the process take the proper steps to communicate when action is
required.
For Requestors with Chartfield Requestor permissions, clicking the Submit for Approval button on the Request/Approval tab of the Project or Flexfield setup page will launch the Request Details window.
One Approver must be selected as the Email To: recipient. The magnifying glass icon is used to search the list of authorized Control Point Approvers.
Additional PeopleSoft users can be copied on the email notification using the Email CC: section.
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Clicking OK will send an email notification to each recipient. In addition, the status of the new chartfield request will be updated to Pending Approval.
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Project/Flexfield Approval Procedures
The email received by the Approver (not shown) contains a hyperlink that, when selected, opens to the Project or Flexfield set-up page in PeopleSoft.
Note: If you are not logged on to PeopleSoft, you will be required to first enter your MyAccess username and ID to access the set-up page.
The Approver should review the set-up screens for the chartfield, including the Requestor Justification Comments. Approvers must insure that the chartfield
request adheres to chartfield set-up procedures. Consult the following resources for additional guidance on setting up new Projects and Flexfields:
Resource
Quick Ref
Job Aid
Training
Project Chartfield Attributes
Flexfield Chartfield Attributes
Set-up New Chartfields
Guidelines for Setting Up New Projects
The Approver can take action on the new chartfield request
by clicking the Approve or Deny button.
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Approver/Validator Comments are required when
denying a request.
Upon taking action, an email notification is sent to the
original Requestor (not shown).
As a final step, an assigned member of the Controller’s
Office with the role of Validator will review and approve or
deny the request.
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Smith, Jane
Approver/Validator Comments are required when
denying a request.
Upon taking action, an email notification is sent to
both the Requestor and the Approver.
Once approved, the Project or Flexfield will be
moved into production.
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Project/Flexfield Approval Procedures
Approval Notifications using the Notify button
Users with Journal Preparer and/or Approver roles who do not also have the Chartfield Requestor role are granted the Chartfield Set-Up role in PeopleSoft.
Users with the Chartfield Set-Up role cannot submit a new Project or Flexfield for approval. Instead, the Notify feature is used to send an email and/or Worklist
notification to the Chartfield Requestor, who will review and submit the request for approval.
The Notify button at the bottom of any tab on the Project or Flexfield set-up page is used to send a Project or Flexfield approval request.
Using the Notify button allows the user to send an email notification to one or more recipients who need to take action on the set-up request; in addition,
recipients will also receive a notification item in their Worklist.
The Delivery Options link can be used to customize the delivery options (email and/or Worklist notification) for each notification recipient.
Note: using the Notify button will not change the status of the request to Pending Approval. The request will remain in Initial / Draft status until a user with
Chartfield Requestor permission submits the request for approval.
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Clicking OK will send the notifications to each recipient and exit the page. (Clicking Apply will send the notifications to each recipient and remain on the page.)
Refer to steps 3-6 in the previous section for instructions on taking action on an email notification.
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Project/Flexfield Approval Procedures
Manual Look-Up of Project/Flexfield Chartfields for Approval
As described above, you may receive email notifications of new Projects or
Flexfields that require review and approval. In addition, you may also locate
new Projects or Flexfields that require approval by looking them up directly in
PeopleSoft.
From the Main Menu, navigate to
Set Up Financials/Supply Chain > Common Definitions > Design
ChartFields > Define Values > ChartField Values
You can also search for “ChartField Values” to access the
page directly.
Click Project or Flexfield (not shown), depending on which chartfield you
would like to review and approve.
Consider saving this navigation as one of your Favorites
for quick access in the future.
Click the Find an Existing Value tab. You can also use the link at the
bottom of the page.
Use the search criteria provided to identify a list of Projects or Flexfields
that may require your attention.
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Project/Flexfield Approval Procedures
Search by Approval Status to identify all Projects or Flexfields within a current status.
Approval Status
Description
Denied
Chartfield Requests that have been denied approval
In Production
Chartfields that are approved and in production
Initial / Draft
Chartfields that have been entered and saved.
Chartfields submitted to the Chartfield Requestor from those with Chartfield Set-Up Permissions
Pending Approval
Chartfield Requests submitted to the (Control Point) Approver role for review
Pending Validation
Chartfield request submitted to the Validation role
Click into the Approval Status text box to select from a list of
statuses.
Click Search to perform your search.
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Project/Flexfield Approval Procedures
You can also Search by Approver / Validator to review all Projects or Flexfields that have already been approved by a specific approver.
Click the magnifying glass to open the Look Up Approver / Validator search.
Enter your Search Criteria and click Look Up.
A list of relevant Approvers will appear in the Search Results section; click the Approver User ID or Description to select an Approver.
Click Search to perform your chartfield search.
For additional training and job aids on chartfields, see the Chart of Accounts section of the Controller’s Office website.
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