Electronic Workflow
using UGARUSS
A new DFS system
UGARUSS
• New system for routing electronic documents
• Employee work address and phone updates
• Off-campus Equipment request, renew, and return
• Common look and feel across all documents
• Uses open source workflow and application development
tools available from Kuali Foundation
• Different look and feel from existing DFS applications
• No need for DFS to create everything ‘from scratch’
• Incorporates ideas and best practices from broader IT community
UGARUSS Help Page
russhelp.uga.edu
Instructions in the right-hand section
Contact phone and email at the top of every page in the system
UGARUSS Help Page
Login link in the left section - routes through Central Authentication
Service (CAS) which is a common sign-in for multiple applications
CAS Log in
Transactions (Documents)
• Documents are grouped by categories
• Employee
• Equipment
• Others may be added in the future
Employee Work Address
• Requires IMS HR or Payroll query access
Work Address Lookup
Required fields are indicated with *
• Home Department is required for performance reasons
• Can search on Employee ID (UGAID), employee name, and
building address information
Work Address Lookup
• The employees from this department are listed
• Use navigation buttons at bottom to scroll through pages
• Choose the address/phone to change by selecting the ‘edit’ link in
the Actions column
Work Address/Phone Update
• An electronic document has been started with columns for
Old and New values.
Work Address/Phone Update
• Lookups are available for Building and Room – they must be
in official format (eg. Room 00B22)
• Click the magnifying glass to open the lookup page
Building room search
• A new window has opened in front of your document
• Can close it using the X in the upper right corner or click Close
• The building and room number were passed in from the document
• Clear out the information you don’t need (eg. room number or both
building and room) and click Search.
Building room search
Building room search
By default 10 rows are displayed per page; can increase to 25, 50, or 100
Building room search
Results can be sorted by any column by clicking the arrow in the right
corner of the column heading.
Building room search
After you find the value you’re looking for, click ‘return value’ in the left
column to send that value back to the form you were on.
Changed fields
The value from the lookup is passed to the page.
Changed fields are highlighted for easy recognition.
Submit the Document
Submit the document to make the change effective in the HR system.
Click Cancel if you no longer need this document.
Save will keep the document for future completion.
Error Check
The document is checked for completeness and compliance with
university business rules. Correct any errors and Submit again.
Successful Submission
Off-Campus Equipment
• Contact Craig Mathews in Property Control
• Need names and myids for:
• AICO – returns off-campus equipment
• Department Approver – approves requests and renewals
• Dean Approver – second level approval for requests and renewals
• Employees must submit their own requests and renewals
Scheduled Jobs
RUSS includes some scheduled jobs to facilitate the off-campus
equipment process:
• For departments set up in RUSS, email is sent to AICOs on 1st
and 15th of each month listing all off-campus equipment
authorizations that will expire that month (equipment checked
out on paper and electronically).
• For equipment that was checked out electronically:
• Email notification to employees when a piece of off-campus
equipment is 30, 14, and 7 days from expiration.
• Daily email notification to the employee if the expiration date has
passed.
• These emails continue until the renewal or return has been fully
approved.
Equipment Transactions
• Off-Campus Equipment Request
• Off-Campus Equipment Renewal
• Off-Campus Equipment Return (AICO)
Off-Campus Equipment Request
• There are no Old and New columns
Requesting Items
Click the Add Line button to create a row; you can click multiple times
but do not leave any blank rows.
Requesting Items
• Type the inventory number and tab to the next field (description and
department will display)
• or click the magnifying glass to lookup the number
• Employees can look up equipment in their home department
• Click Add Line button again if you wish to include more than one piece
of equipment on this request.
Multiple Items
Use the delete button at the end of an equipment row to remove an item
if it is not needed (either a blank row or an inventory item).
Input suggestions
Suggestions help avoid errors.
Submit/Save/Cancel
Submit – processes the document through approval chain if required
Save – keeps the document but does not submit it.
• Access the document through Document Search or Action List to
submit later
Cancel – deletes this document from the system
Document Routing
• Requests and renewals route from the employee to a
department approver and dean approver.
• If multiple items are included on one document it’s
possible for some items to be deleted from the request
before approving the document.
• The employee and AICO receive an email when the
document is fully approved.
• Returns route from the AICO to Property Control.
• If a document is disapproved it must be recreated (currently not
possible to return and make a change).
Document Route Log
The Route Log shows the Actions Taken and Pending Action
Requests.
• Actions Taken have already been completed. The first action on
an enroute document is submitting it for routing.
• Pending Action Requests is where the document is waiting for
approval.
Document Searches
0
• Documents are viewable by anyone who submits documents
or approves them.
• We can also grant permissions to documents based on roles
(eg. AICOs are able to see equipment requests and renewals
submitted for their departments).
Document Search
• Includes search parameters similar to other lookups.
• If no search parameters are entered the system will return only
documents created that day (for performance reasons)
• Put in other search criteria or enter an earlier date
Document Search Results
• If you click on a column heading the results will be sorted by that column.
Click the column a second time to sort in reverse order.
• Select the Document ID (first column) to see the document.
• Select the Route Log (last column) to see routing details.
• Document status
• Saved - document not yet submitted for routing
• Enroute – document is routing through the approval chain
• Final – document has been fully approved
• Disapproved – document was rejected by an approver
• Exception – there was an error somewhere in the routing
Approvers – Action List
• A link to the Action List appears at the top of the main menu.
• The list will include all types of documents (Equipment requests,
renewals, returns, Employee address changes, etc. )
Action List
• Documents awaiting action will appear in the list.
• In most cases the action required is an approval, but FYI or
acknowledgement actions can also exist.
• To take action on a document, the individual selects the Id number in
the left-hand column to open the document for approval,
disapproval, or acknowledgement, or to complete and submit it.
Lookups – Find Information
Lookups use existing mainframe access where applicable
• Building, room, department, and jobclass – no access required
• Equipment Inventory – uses Equipment access (and soon AICO access)
Equipment Inventory Lookup
Lookups use existing mainframe access where applicable
• Equipment Inventory – uses mainframe Equipment access
• Coming soon – allow access using AICO information
Equipment Inventory Lookup
• Use this to view all of your equipment (not just off-campus equipment)
• One way to limit to off-campus is to search on Room Number of 8888*
• all off-campus equipment should have room number 88887 or
88888.
Sorting Results
The small arrows next to the column headings allow you to sort the results
by any of the columns.
• Sort by expire date to separate off-campus equipment
• If the small arrow is pointing up it is sorted in ascending order, click
the arrow again if you want it sorted in descending order
Results Display and Export
• All lists have the option of displaying 10, 25, 50, or 100 rows per page
• Exporting to xls (Excel), csv (comma separated values), or xml format
currently gives an error – we are working on this.