Process and Functionality
Current Process - Retirement Signs
COA staff (Requester) filled out old retirement form, emails to Kenny S. (Sign shop)
User may provide design and image references
Provides funding number on the form
Sign shop contact the requester, determine what the request is
Sign shop draft design, email to requester for approval
Requester approves design, emails/contacts sign shop for sign fabrication work to begin
Sign shop creates sign from specified material
Sign shop emails requester that sign has been fabricated and emails the pickup location/times
Requester picks up sign at Sign shop
Sign shop drafts an invoice from excel spreadsheet, adds materials, labor and other misc.
Sign shop emails Crystal invoice to bill customer
Crystal has to track down user if funding number information is inaccurate
May have to bill in next month
Manages invoice tracking via email
Current Process - Internal Sign Fabrication Requests
COA staff (Requester) emails to Kenny S. (Sign shop) that they want signs fabricated
User may provide design and image references
Provides funding number
Sign shop contact the requester, determine what the request is
Sign shop draft design, email to requester for approval
Requester approves design, emails/contacts sign shop for sign fabrication work to begin
Sign shop creates sign from specified material
Sign shop emails requester that sign has been fabricated and emails the pickup location/times
Requester picks up sign at Sign shop
Sign shop drafts an invoice from excel spreadsheet, adds materials, labor and other misc.
Sign shop emails Finance Staff (Crystal) invoice to bill customer
Finance staff has to track down user if funding number information is inaccurate
May have to bill in next month
Manages invoice tracking via email
Digital Process
Sign shop manage their work tasks in new Sign Fabrication Work Order page
(DIGITIZE) Sign Request form is can now be completed online from a desktop or mobile device. No sign in necessary.
Sign shop syncs with requester via email or phone,
(DIGITIZE) can document request on "Design Review" section
Sign shop draft design, email to requester for approval
Requester approves design, emails/contacts sign shop for sign fabrication work to begin
Sign shop creates sign from specified material
Sign Fabrication is completed
(DIGITIZE) Sign shop fills out time log record
(DIGITIZE) Sign shop adds "Invoice Items" so that invoice can be auto-generated
(DIGITIZE) Sign shop clicks "Fabrication Complete", triggers email to requester that sign is ready for pick up
(DIGITIZE) Sign shop clicks "Prepare Invoice", generates Invoice Date
(DIGITIZE) Sign shop clicks "Invoice" reviews it, then clicks "Email Invoice" submits to Finance Staff for processing
(DIGITIZE) Finance staff reviews invoice details, clicks "Invoice Processed" - triggers status to "Closed"
Workflow
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