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INTRODUCTION/PURPOSE
These instructions are for persons processing departmental requests for new hires, pay changes, terminations, funding changes, and other assorted personnel changes, that have been entered into Team Dynamix (TDX). The request form provides the necessary information for Auxiliaries HR staff to create EPAFs (Electronic Personnel Action Forms), in Banner, to make those requested personnel changes.
POLICY
UI Human Resources can be contacted at hr@uidaho.edu, or 208-885-3638
PROCESS
STEP – ACCESS THE FSS PORTAL
This process starts with accessing the Financial Shared Services (FSS) portal in Team Dynamix (TDX). The link is: Finance Shared Services Portal Home. It will take you to the FSS portal home page. Note the "...TDClient/90/fss..." in the URL. This lets you know that you are viewing this screen as a client in the FSS portal (number 90). It is important to watch the URL in Team Dynamix to aid in navigation throughout the application.
STEP – ACCESS THE AUX-FINANCE TICKETING APPLICATION
Click on the box that says “Aux – Finance”
A screen similar in looks to the following should appear:
Click on your name in the top right corner of the screen and then click on “TDNext” from the drop down menu box. TDNext is the section of the Team Dynamix application from where you will be processing the service request tickets.
Note the “TDNext” text in the URL at the top of the page. That is how you will know where you are.
Click on the “Aux Finance” tab. This is where your desktop reports will be located. The reports will filter out the tickets that are important to you for processing.
Until your desktop view is created, you can go to “Tickets” on the left side of the screen and select “Service Requests”. This will show you all of the tickets you have access to view. (If you have any reports built, you can select one of those under the “Reports” category on the left side of the screen.
STEP – SELECT EPAF REQUEST TICKETS
On your desktop, click on a ticket ID that has “EPAF Request” under the “Service” field.
The selected ticket will appear in a new popup window.
Processors can perform actions, add tasks, templates, edit the document, refresh the document, and print. See the green buttons towards the top of the screen. Clicking on these will give you options for how to proceed with the request.
The processor will review the document and may perform some or all of the actions below:
- Edit fields as necessary
- Add comments and send the form back to the requestor for updates
- Perform no edits
- Enter information into Banner EPAF
- Add comments to the request form
- Close request form (requestor will be notified of completion)
On the left side of the screen the processor can scroll down and view all of the fields that have been filled out by the requestor. The right side of the screen shows the current activity and the choices the processor has for that activity.
In this case the current activity is “Review EPAF Request – Is the EPAF request complete and correct? If the answer is “Yes”, choose “Choice 1 – yes”, if the answer is “No”, then choose “Choice 2 – no”. In the example below Choice ! was selected. An input box like the one below will appear. Input comments and click the Save button.
In the “Workflow” section on the right side of the screen, the processor can select “view progress” to see where in the workflow the ticket is at and where the ticket goes based on the activity selection.
Selecting “view progress” will show a view of the workflow that is attached to the service request.
In this example, if the processor chooses “Choice 1 – yes” – then the workflow will send the ticket to “Create EPAF in Banner” where the processor is expected to create a new EPAF in Banner based upon the input from the requestor.
If the processor chooses “Choice 2 – no”, then the ticket will be sent back to the originator whose next task will be “Update EPAF based upon Additional Comments from Reviewer”. Once that task is completed, the processor will receive the ticket again and be back to the previous step “Review EPAF Request – Is the EPAF request complete and correct?”.
For this example, we will assume that the ticket is not complete and/or correct. We will select “Choice 2 – no”. A comment box will appear. The processor fills what the issue is in the comment box and pushes the “Save” button. The ticket will return to the requestor who also receives an email notification that the EPAF has been returned and needs to be modified and re-submitted.
When the ticket returns to the processor with the requestor’s updates, it should be ready to approve and the EPAF entered into Banner.
When the processor selects “Choice 1 – yes” in the Current Activities section of the ticket, a comment box comes up – similar to the one when “no” was selected. Add any comments as needed and click the “Save” button. This brings the ticket to the “Create EPAF in Banner” step in the process.
Enter the EPAF into Banner based upon the ticket information and then select the “Approve” link. A comment screen will appear. Enter comments and click on the “Save” button to submit.
The ticket will show that the step has been approved.
Go to the bottom of the ticket and press the “Update” button.
A new screen will appear with a “New Status” field. Select “In Process” to send the ticket to the EPAF approver and put in any needed comments. The EPAF approver will review the fields and determine whether to 1) send it for final data entry or 2) return it back to the TDNext processor that entered the information into Banner. If the task is approved, the process is the same as the "Create EPAF in Banner" step above. The ticket will be approved, the ticket status will be changed to "Resolved", and the ticket processor will receive the resolved ticket. The processor will then enter the EPAF number into Banner, the supervisor assignments (if applicable), and then change the status to "Closed" You may also put in people to notify of this action. Select the name of the requestor/creator to be notified.
Press the “Save” button at the top of the screen. *Note – Comments are required on this screen in order to complete the ticket.
When the ticket is now viewed the status change will appear in the logs at the bottom of the ticket.
*Note: We changed the ticket to “closed” to exclude it from the tickets that are in progress, or new, or open, or a host of other status types. The status selection is entirely up to the department. Aux Finance has decided to use "Open" for tickets waiting action, "In Process" for tickets being sent to Aux Admin for EPAF approvals, "Resolved" for tickets being sent for final Banner data entry, and "Closed" for completed tickets.
Reports can be filtered to view tickets of a certain status. The tickets will stay forever in the TDX application, only under different statuses. Departments can identify business rules surrounding how the ticket status should be coded. The only caveat is that you will want to be consistent in your treatment of the ticket status, i.e. all approved/processed tickets are “closed” or cancelled tickets are “cancelled”, etc. so when you are searching through many tickets you will have the same status type for a given type of ticket that you are looking for.
The process is now complete.
NOTES AND COMMENTS
DOCUMENT OWNER
UI Financial Shared Services