Initiate and Submit a PRA Workflow Form 10/20/10
Title
Initiate and Submit a PRA
Workflow Form
Date
October 30, 2010
Process Owner
Talent Acquisition
Dept/Division
Talent Management, Division of Human Resources
Get help with
this process
Human Resources (2-2100)
Get help with
Banner Access
Processes
Contact the Help Desk, 672-HELP (672-4357)
Log into Flashline/My Action Items/PRA Workflow
New PRA Form – return to draft PRA form
Compensation and Classification form part
Job Opportunity information form part
Advertising Request form part
Labor Distribution form part
Print copy, submit PRA
Correct a PRA
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Initiate and Submit a PRA Workflow Form 10/20/10
About the PRA Form
Note: when you are in the PRA form, navigate through parts of the form using the Navigation Pane on
the left side of the screen (shown below), do not use the Back button on your browser. See navigation
details below.

As you work through the form,
a green checkmark appears next to
the form parts which are completed.

A red arrowhead appears next to the
form part in progress.
Click the name of any previously completed
form part to return to that section and view or
edit the information.
You will have the opportunity to print a
copy of the entire form before the form
is submitted to workflow.
IF YOU TIME OUT OF THE SESSION, CLOSE THE WINDOW AND RE-ENTER. THEN
SELECT DRAFT PRA FROM DROP-DOWN MENU. THIS WILL ALLOW YOU TO
CONTINUE THE PROCESS.
For help with the PRA form, contact Talent Acquisition at 2-2100 or
employment@kent.edu
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Guide to account numbers and position numbers referenced in the PRA form
Form Part
Menu
Number Name
Compensation and
Classification
Home Organization
Banner Index
Compensation and
Classification
Position Number
Banner Position Number
Advertising Request
Account Numbers
Banner Index
(same as old FRS S/L account)
(same as old FRS S/L account)
Budget Information
Organization
Banner Organization Code
Labor Distribution
Position
Banner Position Number
Labor Distribution
Account
Banner Account (equates to old FRS
Labor Distribution
Index
Banner Index
subcode)
(same as old FRS S/L account)
FRS-Banner Lookup tool on KSU Comptroller web site (*You should know the Home Org. or
Index No., if not then contact your Business Officer/Manager):
http://finacctlookup.uis.kent.edu/lookup.asp
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1. Log In to Flashline.
Step
1.
2.
3.
Action
Open a web browser, go to your campus home page, or www.kent.edu
Locate the FlashLine log in area, highlighted above.
Enter your FlashLine ID and password, and click: go
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Initiate and Submit a PRA Workflow Form 10/20/10
2. Locate the Action Items tab in FlashLine.
Click on the “My Action
Items” tab.
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Initiate and Submit a PRA Workflow Form 10/20/10
Go to middle column –
Workflow & Utilities and under
“Workflow” – Position
Request Authorization
Step
1.
2.
3.
4.
Action
Click the Action Items tab, highlighted above.
Look for the Workflow & Utilities channel, which contains the list of workflows.
Click Position Request Authorization , marked above with an arrow.
A new PRA form appears on the screen.
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3. Begin a new PRA request.
The PRA workflow allows for a choice at this menu.
1.
2.
You can “create” a new PRA.
You can “select” a draft PRA – one you may had begun working on but had not
Completed.
3. You can view “submitted” PRA’s – including those “in-process” and those that
have been complete.
In the “submitted” view function, you will have the ability to view all PRA’s associated with your LOGIN.
In other words, all PRA’s that you have approved or created. You will not see a PRA that is “on its way” to
you for approval, only when it has arrived.
As a creator, you can view the status of the PRA; view the list of those who have “approved” or “denied”
your workflow; and those who have yet to take action.
To access these historical PRA’s, you need to either type in the workflow name/number; date range; or if
you want to see all PRA’s associated with you, simply click “search”.
Step
1.
2.
Action
Check the box next to Begin new PRA and click the Submit (the submit button
will be changed to “Continue”) button.
If you begin a PRA and save it in draft form to complete later, it will appear in the
menu titled “Select a Draft PRA” when you return to this screen.
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4. Compensation and Classification Information
Step
1.
2.
3.
Action
Initially you will see only the first half of the form, as shown above.
Provide the information requested on the form. Fields marked with a red asterisk *
are required. The choices you make in this part of the form will cause different subforms to be displayed, which collect information for faculty, classified, and
unclassified positions.
See page 3 for details about Organization and Position numbers, and where to find
them.
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5. Compensation and Classification, Regional Campus Information
Step
1.
2.
Action
Important Note: when describing an existing regional campus position, be aware
that all classified and administrative positions exist under the Regional Campus Dean’s office.
Select “Dean” under the Home Organization menu in order to view these positions
under the Position # menu.
For an existing faculty position, select the appropriate department, and click the
Position # menu.
Note: See page 3 for details about Organization and Position numbers, and where
to find them.
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6. Compensation and Classification Subform Information
Step
1.
2.
3.
Action
The full C&C form is displayed above, showing the subform below the bold line.
Complete the form as fully as you can. Note that required fields are marked with a
red * asterisk.
Select ‘Validate and Save as Draft’ to save your work and continue. You may exit the
form at this point and return at another time.
Typically you will not have complete information to enter and save a PRA in one
session. Use the form to manage information as you collect it.
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7. Job Opportunity Information
Step
Action
1. Complete the Job Opportunity information requested.
The text entered here will be added to the existing standard job description found in
the template for this position. In other words, you do not have to retype the full job
description here, it will be appended automatically.
These fields are provided to collect Functional information, Qualifications, and
Requirements in addition to the standard job description.
2. At the end of this section choose an option described below:
Cancel Changes clears the form part and starts over.
Select Save as Draft and Continue if you are unsure of your information. You will be
prompted to review this part before the PRA can be submitted.
Select Validate and Continue if you know your information is complete and correct.
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8. Advertising Request Form
Step
1.
2.
3.
Action
Choose up to 5 accounts to fund advertising. This field is not required, but exists as a
tool for budget officers who may require their division to supply this information for
approval. But, no entry is needed on this form in order to submit the PRA.
Note: See page 3 for details about the Account number and where to find it.
The Publication Ads section is intended for simple or frequent job postings. It is
optional. If you have more publications, or incomplete information, submit the PRA
form and call HR to make further arrangements when you are ready.
Click the Edit button in the Publications table to add your first publication.
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9. Publication Information Detail
Step
1.
2.
Action
When you click Edit in the publication table, fields are presented in which you may
type contact information for your first publication. This section is optional. If you do
not have this information, you can still submit the PRA.
Click Update at the end of this row to save the publication information.
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10. Publication Information Detail Cont’d. (If you want to run the ad in more than 1 publication).
Step
1.
2.
3.
4.
Action
Click New to add a second and third publication, if desired.
Check the checkbox authorizing your advertising request.
Type your advertising budget figure in the field provided (optional).
At the end of this section choose Cancel Changes or Save as Draft and Continue.
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11. Budget Information
Step
1.
2.
Action
Provide the budget information requested. Fields with a red asterisk * are required.
Note: See page 3 for details about the Organization number, and where to find it.
At the end of this section choose Validate and Continue, Save as Draft and
Continue or Cancel Changes.
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12. Labor Distribution Information (with Navigation Pane omitted)
Step
1.
2.
3.
4.
5.
6.
7.
Action
Complete the funding source information for this position by clicking Edit.
Note: See page 3 for details about the Position, Account, and Index numbers, and
where to find them.
If the position is funded from more than one account, select NEW under the funding
section to add additional accounts.
Click Update (visible when you are in Edit mode) to save the account information.
In the Labor Distribution section, click Edit to enter this information.
Note: See page 3 for details about the Index and Account numbers, and where to find
them.
Indicate either the salary budget dollar amount OR the percent distribution for each
account. Providing one figure will automatically generate the corresponding percent or
dollar amount.
Click Update (visible when you are in Edit mode) to save this information.
At the end of this section choose Validate and Submit Workflow, Save as Draft
But Do Not Submit Yet or Cancel Changes.
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13. Print a Copy and Submit the PRA form for approval.
Step
Action
1. Print a copy of the form for your reference.
2. Click Submit PRA to Work Flow, or select Cancel to continue revising the form
information. If you exit the form at this point, your information will be saved in draft
form.
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14. When a PRA is Approved or Denied
Step
1.
4.
5.
Action
When the PRA is approved, you will receive an e-mail notifying you that it has been
approved. If the PRA is denied by any of the approvers, you will receive an e-mail
alerting you to revise and resubmit the PRA.
To correct a PRA, log in to FlashLine, go to the Action Items tab (above),
click Open SCT Workflow to expand the channel window.
Click the title of the returned PRA (found in the e-mail message.) You will be able to
view comments from the approvers.
Change the form information and resubmit the PRA.
Note: To inquire about the status of a PRA once it has been submitted to workflow,
contact one of your approvers, or call HR.
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