The Old Way Of Processing Controlling Board Requests Preparing the CB request Gathering all...

The Old Way Of Processing The Old Way Of Processing Controlling Board RequestsControlling Board Requests

Preparing the CB request

Gathering all attachments

Making many copies

Filing, Filing Filing

Reviewing, approving and

notifying agency

Getting information to the Controlling

Board

The New Way Of Processing The New Way Of Processing Controlling Board RequestsControlling Board Requests

Prepare CB request online, route through

the agency, and forward to approving

agency (e.g., DAS/SAO)

CB request is approved or

denied

Approving agency reviews and routes request on to the Controlling Board Office for review and placement on agenda

Who Will Use It?Who Will Use It? Who Will Use It?Who Will Use It?

• Agencies/Colleges and Universities

• Legislative Services

• Office of Budget and Management

• Department of Administrative Services

• Board of Regents

• Controlling Board

• General Public

• Agencies/Colleges and Universities

• Legislative Services

• Office of Budget and Management

• Department of Administrative Services

• Board of Regents

• Controlling Board

• General Public

How Will They Use It?How Will They Use It?

• Agency /University users will Agency /University users will

– Create the controlling board Create the controlling board request via the websiterequest via the website

– Route the request (and any Route the request (and any attachments) through a defined attachments) through a defined pathpath

– Submit the request electronically Submit the request electronically to Board of Regents and the to Board of Regents and the Controlling BoardControlling Board

How Will They Use It?How Will They Use It?

• Controlling Board users willControlling Board users will– Review requests onlineReview requests online– Document comments onlineDocument comments online– Route to the Director of OBM as Route to the Director of OBM as

neededneeded– Create the Controlling Board Create the Controlling Board

agendaagenda– Post the results of the Controlling Post the results of the Controlling

Board meeting Board meeting

How Will They Use It?How Will They Use It?

• Public users willPublic users will

– Review accepted requests onlineReview accepted requests online

– Perform queriesPerform queries

– Download dataDownload data

What are the Steps in the Process?What are the Steps in the Process?

Access the User Home Page Access the User Home Page From the WEB SiteFrom the WEB Site

• Access the site at Access the site at http://www.ecb.ohio.gov and Login to the system.

Determine Type Of Activity You Determine Type Of Activity You Will Be DoingWill Be Doing

• New requestNew request

• Open an existing requestOpen an existing request

• Delete a requestDelete a request

• Check status of dataCheck status of data

• Inquire about dataInquire about data

• Review of release/permit Review of release/permit datadata

Complete Appropriate Data Complete Appropriate Data On ScreensOn Screens

Preparer determines the type of request and completes questions relating to that request.

ExampleExampleFor a Fund/Appropriation Request Complete:For a Fund/Appropriation Request Complete:

General Information and General Information and Funding InformationFunding Information

Required QuestionsRequired Questions

Summary Paragraphs and Summary Paragraphs and Subsequent ParagraphsSubsequent Paragraphs

AttachmentsAttachments

Once request is complete, route Once request is complete, route the document forward for review the document forward for review and approval within the agency.and approval within the agency.

Workflow ProcessWorkflow Process

Agency approver reviews and routes Agency approver reviews and routes the document to any additional the document to any additional approvers outside of the agency e.g., approvers outside of the agency e.g., SAO, BOR, OBM.SAO, BOR, OBM.

Route the document forward Route the document forward OR send back to preparer OR send back to preparer for additions or changesfor additions or changes

Additional Approvers Additional Approvers Review And Route ForwardReview And Route Forward

Workflow step

Review all necessary screens Review all necessary screens and route document forwardand route document forward

Summary of the Summary of the ProcessProcess

OBMOBM BORBOR

SAOSAO AGENCYAGENCY

To Summarize…To Summarize…What Has Not ChangedWhat Has Not Changed

• Controlling Board requirements that Controlling Board requirements that have not changed have not changed

– Determination of when you go to the Determination of when you go to the Controlling Board remains the same.Controlling Board remains the same.

– Information that you complete on the Information that you complete on the request remains the same.request remains the same.

– Approval process remains the same.Approval process remains the same.

– Current resources for assistance on Current resources for assistance on request completion remain the same. request completion remain the same.

What has changed…What has changed…Now you prepare, approve, route, and Now you prepare, approve, route, and

review requests review requests onlineonline via the via the webweb..

– New Navigational ToolsNew Navigational Tools

– New Processing TechniquesNew Processing Techniques• Workflow models have been established Workflow models have been established

for each agency.for each agency.• Queries and reports have been createdQueries and reports have been created

– Additional resources Additional resources • Online screen level helpOnline screen level help• Agency Guide to e-Controlling BoardAgency Guide to e-Controlling Board

online

Logon to the system at:Logon to the system at:

http://www.ecb.ohio.gov

Access the Website and Access the Website and LoginLogin

Enter your User ID and Password.Enter your User ID and Password.(Passwords are case sensitive-User (Passwords are case sensitive-User IDs are not.)IDs are not.)

Logon to the system at:Logon to the system at:

http://www.ecb.ohio.gov

Initiate New CB RequestInitiate New CB Request

Click on CB Request iconClick on CB Request icon

Create the RequestCreate the Request

Select NEW request iconSelect NEW request icon

Identify Request TypeIdentify Request Type

Select Fund/AppropriationSelect Fund/Appropriation

Identify Request TypeIdentify Request Type

Select Select OPERATINGOPERATING

Enter a short descriptionEnter a short description

Click on CONTINUE to move aheadClick on CONTINUE to move ahead

Select a meeting dateSelect a meeting date

ReminderReminder

Do not use BACK and ENTER keys as Do not use BACK and ENTER keys as

navigational tools. Use the TAB key to navigational tools. Use the TAB key to

navigate to fields and the “click the navigate to fields and the “click the

button” to navigate, add, or savebutton” to navigate, add, or save

data.data.

Your Request NumberYour Request Number

Code General InformationCode General Information

Click on CREATE Click on CREATE NEW FUND and NEW FUND and

ESTABLISH ESTABLISH APPROPRIATION APPROPRIATION AUTHORITYAUTHORITY

Enter Fiscal Year(s) YYYYEnter Fiscal Year(s) YYYY

Identify a Bill NoIdentify a Bill No.

Use Resources as Use Resources as NecessaryNecessary

Example:Example:Need to Need to Identify a Identify a Bill Bill Number?Number?

Use the Link Use the Link From the CB From the CB Home Page Home Page to the OBM to the OBM Page.Page.

Enter Enter Fund Group,Fund Group, Fund Code,Fund Code, Appropriation Line Item,Appropriation Line Item, ALI name,ALI name, Fiscal Fiscal Year,Year, Current Appropriation AmountCurrent Appropriation Amount, , Amount ofAmount of IncreasIncrease or e or NewNew Fund AmountFund Amount

Code Funding InformationCode Funding Information

If The Fund Already Exists, A If The Fund Already Exists, A Pop Up Window Will AppearPop Up Window Will Appear

If Creating A New Fund, A If Creating A New Fund, A Message Will AppearMessage Will Appear

Access Online Help Access Online Help as Neededas Needed

Click the ADD NEW Button to Click the ADD NEW Button to Establish the Information in Establish the Information in

the Systemthe System

Data will NOT be Data will NOT be added unless you added unless you click this buttonclick this button

Continue With an Continue With an Explanation of the RequestExplanation of the Request

Summary Created, Spelling CheckedSummary Created, Spelling Checked

Click SAVE AND CONTINUE button Click SAVE AND CONTINUE button to establish the data in the system and to establish the data in the system and return to the CB request page.return to the CB request page.

Return to CB Request PageReturn to CB Request Page

Click on Click on

FUND QUESTIONSFUND QUESTIONS

ANSWER QUESTIONSANSWER QUESTIONS

Answer theAnswer the questions questions then click on the Sthen click on the Save ave andand C Continueontinue button to button to establish the data and establish the data and return to the CB request return to the CB request page. page.

Did You Miss Anything?Did You Miss Anything?

Select Select Add/Remove AttachmentsAdd/Remove Attachments

Upload any attachments Upload any attachments necessary for the e-CB necessary for the e-CB requestrequest

Use Online Help as NeededUse Online Help as Needed

Screen-level help is Screen-level help is available for all screensavailable for all screens

Return to the CB Request ScreenReturn to the CB Request Screen

Click the BACK TO Click the BACK TO OPEN REQUEST buttonOPEN REQUEST button

Make a Workflow DecisionMake a Workflow Decision

Click on COMPLETE and Click on COMPLETE and ROUTE to electronically send the ROUTE to electronically send the document forwarddocument forward

ORORLeave the Request OpenLeave the Request Open

The request remains The request remains on the TaskList on the TaskList Default InboxDefault Inbox

Click on the Click on the CB REQUEST IconCB REQUEST Icon

CongratulationsCongratulations

You have now entered a new You have now entered a new

e-CB e-CB

Fund/Appropriation RequestFund/Appropriation Request