Quickguides

The Quickguides (QG) on the following pages are useful references for new users or

for the occasional user.

QG: Batch Scan Documents and Link Later REMINDERS:

• The documents you scan could be one page or many pages. The stack of documents you place into the scanner is the “Batch.”

• Patch sheets are required. Make sure they have no extraneous markings. If you need extra Patch sheets, PRINT them rather than copy. You will find the Patch Sheet word document on the scanner monitor desktop.

• The number of pages in a single Batch should be no greater than about 100, including Patch sheets.

• We will link the documents after they are ALL scanned (Linklater)

• Because you are not linking as part of the scanning process, it

doesn’t matter which Applet you have selected on your ImageNow Client Control Menu

• If the scanner and computer are off, turn the scanner on before you turn on the computer

Scan Documents:

A. Prepare Documents:

1. Sort documents by the Project number you will assign to each and insert a Patch sheet each time the Project number changes. Now repeat this process by looking at all of the documents with the same project number.

For documents with the same project number, sort the documents by DOCTYPE you will assign and insert a Patch sheet each time the DOCTYPE changes for that Project.

2. Remember, documents with the SAME Project number and SAME DOCTYPE will append when you link them. In addition to having the same Project and DOCTYPE, documents that append have the same Drawer, Grant Number, PI, and Financial Contact.

3. Place the “Batch” (all of the documents and patch sheets for all projects) in the Feeder Tray – face down and head first.

B. Select Capture Profile:

1. From ImageNow Control Menu, RIGHT-click the capture icon and select SP_LINKLATER C. Capture the Documents

1. From ImageNow Control Menu, click capture icon . The Proposed Key dialogue box opens with another dialogue box behind it.

a) select Drawer where you want the Document to be, e.g., S_SP.

b) notice the DOCTYPE in the dialogue box is “pslink” and is not active.

c) click scan on the dialogue box:

1) document(s) start moving through the scanner to the feeder tray and stop after the page following the Patch page goes through the scanner.

2) the Proposed Key dialogue box opens again. Repeat steps a), b), and c) until all of the documents in the Batch have been fed through the feeder tray.

d) When the feeder tray is empty, a dialogue box will open and ask if you want to process another Batch. Click No.

2. You are done scanning the documents in the Batch and can link them now or later. They will wait for you until you’re ready in the SP_PS_LINK queue.

Link the Batch Scan Documents :

1. On your ImageNow Client Menu, click Workflow and select queue:

SP_PS_LINK where you will see a list of all of the documents that have been scanned, but not linked. The DOCTYPE on each of them will be PSLINK. Click Refresh to ensure all of the documents you scanned have been brought into SP_PS_LINK.

2. Double-click on the listing of a document. The document will open in PowerView Workflow Mode. Click F9 to see how many pages are in the document.

3. Do QA: Is the document legible? Are all pages there? Is important information visible?

4. If DOCKEYs don’t appear, click F7 to open them. Note, the Drawer is the drawer you chose when you scanned the document. The SP_DocTypes field shows PSLINK. Click the DOCTYPES pull-down menu and select the DOCTYPE you will assign to the document.

5. Determine the Project Number to which you will link this document. Open the Attributes Page in PeopleSoft for that project number.

6. Return to the document in PowerView Workflow Mode.

7. Click the gold key to scrape the Project number, PI, Financial Contact, and Grant Number from the PeopleSoft Attributes Page and copy it to the ImageNow DOCKEYs.

8. Look at the information that populated the DOCKEYs to verify you choose the correct project number for the document displayed.

9. Route the document to the SP_COMPLETE queue.

END

QG: Single Document Scan and Link Now

REMINDERS:

• The document you scan could be one page or many pages

• You do not use a Patch sheet when you scan a single document

• We will link the document NOW, instead of from the Workflow Linking Queue

• Applet matters for Single Scan (makes no difference for batch scanning) A. Place document page(s) in Feeder Tray – face down and head first

B. Select Capture Profile:

1. From ImageNow Control Menu, RIGHT-click the capture icon and select SP_LINKNOW

2. From ImageNow Control Menu, select applet SP_PS_LINK C. Select Linking Source:

1. Open PeopleSoft Attributes Page to the Project from which you will scrape information to fill the DOCKEYS.

D. Capture and Link Document

1. From ImageNow Control Menu, click capture icon . The Proposed Key dialogue box will open.

a) select Drawer where you want Document to be, e.g., S_SP.

b) select DOCTYPE , e.g., PROJAWARD for a project award letter.

` c) verify the information in the remaining DOCKEYS matches the information in your open PS page.

d) click scan on the dialogue box.

1) the document moves through the scanner to the feeder tray

2) the document opens in Power View Scan Mode

(NOTE: F7 and F9 keys do not work in Power View Scan Mode) e) do QA: Is the image legible? Are all pages there? Is important

information visible?

f) click Save icon at the bottom of the page.

DONE

You can search for the document using DOCKEY information.

END

QG: Capture a Document with your IMAGENOW Printer

LINK

the document you Captured in one of two ways. From PeopleSoft, you will use either:

– GL Inquiry project Attributes link, or

– Project Attributes page. (Use the Project Attributes page when the project does not appear in GL Inquiry because it has had no transactions.)

Open Image Now and choose applet SP_PS_LINK

AWARD DOCUMENT For Project 5403497

Do NOT Click the webnow link

Open the document you want to link, e.g., word document, excel, email, pdf, etc.

From PeopleSoft, open Attribute Details for a project (5403497) from the GL Inquiry Attributes link. (Note: Use the Project Attributes page when the project does not appear in GL Inquiry because it has had no transactions.

Print the document by choosing the

Image NowPrinter

from your list of printers..

X

From the Drawer dropdown, select the Drawer where you will store the document:

U SP for ALL users to view O SP for UM and SWS viewers P SP for USM and SWS viewers S SP for SWS viewers

From the SP_DOCTYPES dropdown, select the

DOCTYPE you want to assign to the document. Assign PROJAWARD to our sample Award Document for 5403497.

Assign Keywords based on defined business processes.

Click Scan. The document appears in Power View - Scan Mode.

Verify the document is legible and you have all pages. Click SAVE. The document will close.

If you forget to save, you will be prompted.

Refer to SEARCH for Documents instructions to locate your document.

END

QG: Search for Documents Using the ImageNow Client and Binoculars

All documents with project 5403497 appear.

Double click a document to open it.

Do NOT Click the webnow link

Instead, Click the Binoculars in the ImageNow Client.

This is the Project Create Form (doc type PROJPCF) for project 5403497.

From PeopleSoft, open Attribute Details for a single project (5403497) from the GL Inquiry Attributes link.

(Note: Use the Project Attributes page instead if there have been no transactions in GL Inquiry.)

Set ImageNow applet to SP_PS_VIEW.

X

Whywould I search with SP_PS_VIEW and Binoculars? Because, when you are reviewing a Project in GL Inquiry and want to see all of its documents, it is FASTER than doing a Search with .

QG: Search for Documents Using the WebNow Link and PS Project Attributes

(Use this method to search when:

1. you don’t have access to your ImageNow Desk Top Client 2. you want quick access to all documents for a single project.

Click the Image Now Web Icon

webnow

will launch.

Sign in. Documents linked to project 5403497 appear in the results grid.

Doubleclick a document to open it.

This is the Project Create Form (doc type PROJPCF) for project 5403497.

From PeopleSoft, open Attribute Details for a project (5403497) from the GL Inquiry Attributes link.

(Note: Use the Project Attributes page instead if there have been no transactions in GL Inquiry.)

END

QG: Process for Submitting a Pre-Award PCF and GCAF

PART I: The Campus Prepares the Pre-Award PCF

When preparing a Pre-Award PCF, the Campus uses their POST Award indexing scheme--the same scheme the Campus uses to prepare other Project Create requests. The post-award indexing schemes have these DOCKEYS:

UM USM

Drawer SP_S SP_P

Folder 54xxxxx 64xxxxx

Tab PI PI

Field 3 (DOC TYPE) PROJPCF PROJPCF

Field 4 (grant #) NSC---- NSC---

Field 5 Folder # Fin Contact

Steps:

1. To help users identify the PCF as a pre-award PCF, the Campus adds the word NSC on the PCF, near the top of the form. Two ways to do this are:

a) print NSC on the document before the PCF is captured into ImageNow.

b) use the Text Annotation Tool to add “NSC ” after the PCF is captured into ImageNow.

NOTE: NSC stands for “No Signed Contract.” Marking NSC on the PCF form will help Joan know the PCF will enter her workflow queue more than once:

First, when the Campus submits it and the System processes it, stamps it, and routes it to the SP_COMPLETE. And then a second time, when the Campus resubmits the PCF after receiving the fully signed contract/award along with the Grant Number and any other missing information. The instructions for relinking and resubmitting the PCF a second time are in Part II of this document.

c) Because the grant number is not available for a pre-award (OPAS) project, the Campus enters NSC (with additional numbers optional) on the PCF form in the spot where the Grant Number would normally go. Each Campus should determine the most efficient way for them to add the information: Optional ways to do this are:

1) Manually enter NSC into the Grant Number field on the PCF

2) Enter the NSC “grant number” into the Campus post-award database so it

populates the Grant Number on the PCF when other PCF information is populated.

NOTE: Entering NSC as the Grant Number will allow the Campus and SWS to find all pre-award (NCS) projects by searching in ImageNow on the GrantNo DOCKEY.

2. The Campus captures and links the pre-award PCF in the same way it processes other PCF’s. Joan receives the autorouted PCF in her workflow queue and processes it as she would any other PCF. She searches on PROPSPON/PROPBUD or

PROJAWARD/PROJBUD to find the information the Campus imaged assuring the award will be funded, even though a fully signed contract is not in hand. Joan routes the PCF to Scott and Jamie and they follow the usual procedures for processing a PCF.

3. The Campus enters the budget into the PeopleSoft budget ledger following normal procedures.

4 The Campus submits the GCAF Form:

a) The Campus adds NSC at the top of the GCAF form if it is for a NSC project. See Step 1 for suggestions on how to do this.

b) The Campus captures and links the GCAF following normal procedures.

c) The System processes the GCAF following normal procedures.

PART II: The Campus Receives the Approved Award,

Updates the ACCESS Database, and Relinks the PCF

Steps:

1. Once the Grant Number is available and the contract/award is signed, the Campus adds the missing or revised information, e.g., Grant Number, Start/End dates, CFDA #, so

information in the ACCESS database is correct. Leave your database open so you can relink the new information to the PCF in Step 5 below.

2. The Campus locates the PCF in ImageNow using Document Search :

a) Search by project number to locate all documents for your project.

b) Sort documents by DOCTYPE by clicking on the heading of the SP_DOCTYPE column.

c) Go to the PROJPCF DOCTYPE to locate your PCF.

b) Click once on the document listing. Do not open it.

3. The Campus routes the PCF to the Linking Queue and Opens the PCF into Workflow following these procedures:

a) See next page for a snapshot of the following instructions. With your curser on the highlighted document, RIGHT-click on the listing. A dropdown box will open. Move your curser to “Send to”. Another dropdown box will open where you will select your linking queue. When you click the document moves to the linking queue you selected.

See next page for diagram.

b) Open PCF into Workflow: From the Document Search results list, RIGHT-click on the PCF document listing and select “Open into Workflow.” The document opens.

4. The Campus annotates the new information/changes onto the PCF:

a) Use the Text Annotation to add the missing or revised information to the PCF (grant number, GC Type, Start/End dates, etc.). Be sure the information you add is exactly the same as the information you placed into your database in Part II, Step #1 because the information you enter here is what Jamie will enter into PeopleSoft.

a) Make sure your ACCESS data base is open. On the menu bar at the bottom of your PCF document, click the Gold Key to replace the information currently in the DOCKEYS with the updated information you placed into the database in Part II, Step 1.

b) After you click the Gold Key, the information in the DOCKEYS shown to the right of the document will reflect any changes you made to Grant Number or PI when you updated your database. Check to see that the information in the DOCKEYS is the same as any PI or Grant Number annotations you placed on the PCF form.

c) Use the blue key to route the PCF to SP_AUTOROUTE. This places the document in Joan’s queue where she will know from the NSC annotation at the top and other annotations you added that it is an updated document resulting from pre-award

spending. Joan will route it to Jamie to add the new or update the existing information in PeopleSoft. (Jamie will not relink the PCF in ImageNow because you will have already done that before you submitted the PCF to Joan.)

6. The Campus verifies accuracy of GCAF information previously submitted:

a) If any of the information on the initial GCAF you submitted when the project was created needs to changed, because of new or revised requirements in the fully signed

contract/agreement, (e.g. Federal benefit rate, excluded accounts, committed cost sharing amounts, allocation rates), the Campus:

1) Updates the ACCESS database, for any of the items that are maintained there.

b) The Campus follows Part II, Step 2 through Step 5, substituting DOCTYPE PROJPCF for PROJGCAF, to:

2) Locate the GCAF form

3) Route the GCAF document to workflow

4) Annotates the changes on the GCAF. (Include a sticky note if you need to explain the changes you make)

5) Relink the GCAF to replace updated DOCKEY information, if any, and to autoroute the GCAF to Joan where the changes will be processed.

END

QG: Process for Submitting Project Attribute and Allocation Changes

Notes:

• Follow these procedures when you need to make a change to an

attribute or an allocation on a project of an approved award.

(This process replaces the current practice of submitting an email.)

• Do not use this process to update attributes or allocations for a Pre-award (OPAS/NSC) project. Instead, refer to the procedures for processing Pre-Award Projects.

Examples: of some of the changes you might request through this process:

Group 1:

Changes related to the PCF form:

• changing a project end-date resulting from a no-cost extension

• changing the PI

• correcting the grant number

• relocating project to a different level on the UMS_PROJECT tree (to group projects by grant number)

• adding or revising the Billing Code or GC Type

• correcting or adding a CFDA#

• changing the Financial Contact

• changing status and effective status of a project:

o Active/Open to Inactive/Hold o Inactive/Hold to Active/Open o Active/Open to Inactive/Closed

Group 2: Changes related to the GCAF form:

• correcting the Federal benefit rate

• correcting or adding the F&A rate

• correcting or adding the F&A cost share rate

• adding or removing Accounts excluded from F&A Cost calculations

• revising percentages on non-salary accounts that have direct cost share

• correcting direct cost share fund

Steps:

1. Campus updates the campus Access data base with the change you are requesting, assuming the information you are changing is maintained in your data base. For example, if you are changing PI or Grant Number or F&A rate, or project end-date, you would update your data base. If you are requesting a change in Status, there is no need to update the data base since you do not track Status in your data base.

IF the change you will request affects either the PI or the Grant Number, or both, the Campus follows Step 2 to relink the project’s PCF and GCAF, if the forms currently exist in Image Now. The purpose of Step 2 is to remove the old information from the DOCKEYS and relink the documents with the new information you put into your data base.

Skip all of Step 2 if:

a) Your request does not change the PI or Grant Number, or

b) If there is no existing PCF or GCAF in ImageNow for the project on which you are making a change.

2. Follow these steps to relink the existing PCF and GCAF forms so they capture any changes you made to PI or Grant Number when you updated your Access data base.

a) To find an existing PCF and GCAF, search on the project number and sort the DOCTYPE column to find any documents for that project with DOCKEYS PROJPCF and PROJGCAF.

b) When you locate a document with your project and either DOCKEY PROJPCF or PROJGCAF, double-click on the document listing to open the document so you can verify the project on the document is the same as the project on which you are changing the PI or Grant Number.

c) Close the document by clicking on the red in the upper right-hand corner. You will return to the search grid.

d) Right-click on the document listing in your Document Search grid. A drop-down menu will open.

e) Move your curser to “Send To” which will open another menu that shows the linking and workflow queues.

f) Move your curser to the linking queue that links information from the Access database where you changed the PI or the Grant Number. For example, click on linking queue SP_O_POSTLINK to move a UM document to that linking queue. A dialogue box will open where you should click “Yes” to confirm that you want to move the document. A

f) Move your curser to the linking queue that links information from the Access database where you changed the PI or the Grant Number. For example, click on linking queue SP_O_POSTLINK to move a UM document to that linking queue. A dialogue box will open where you should click “Yes” to confirm that you want to move the document. A

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