Workflow—How Documents Move through Document Imaging

This section provides a detailed look at how documents move through the DI system. This is especially important for tracking the Project Create Forms (PCFs) and the Grants and Contracts Allocation Forms (GCAFs) you submit to the System Office to set up new projects and their allocations. The diagram below includes workflow of PCF and GCAF documents by UM and USM. Selected documents from all other campuses are currently processed by the System Office

Scanning and Indexing

Queue Description Possible Destination(s)

Pre- and post-award documents are scanned into ImageNow via a capture profile. The profile places the document into a specific drawer and routes it into workflow.

SP_LINK_ROUTE

SP_LINK_ROUTE Documents are automatically routed to

“linking” queues based on temporary key value (‘Pre Award” or “Post Award”) assigned by the capture profile.

SP_P_PRELINK, SP_P_PRELINK Pre-award documents for USM are

reviewed for quality and are either rejected or manually routed to SP_AUTO_ROUTE. Prior to routing document to SP_AUTO_ROUTE, document is linked to a record in Access via (applet name).

SP_SCAN_REJECT or SP_AUTO_ROUTE

SP_P_POSTLINK Post-award documents for USM are reviewed for quality and are either rejected or manually routed to SP_AUTO_ROUTE. Prior to routing document to SP_AUTO_ROUTE, document is linked to a record in Access via (applet name).

SP_SCAN_REJECT or SP_AUTO_ROUTE

SP_O_PRELINK Pre-award documents for Orono are reviewed for quality and are either rejected or manually routed to SP_AUTO_ROUTE. Prior to routing document to SP_AUTO_ROUTE, document is linked to a record in Access via (applet name).

SP_SCAN_REJECT or SP_AUTO_ROUTE

SP_O_POSTLINK Post-award documents for Orono are reviewed for quality and are either rejected or manually routed to SP_AUTO_ROUTE. Prior to routing document to SP_AUTO_ROUTE, document is linked to a record in Access via (applet name).

SP_SCAN_REJECT or SP_AUTO_ROUTE

SP_PS_LINKING Pre- and post-award documents for UMS System Office are reviewed for quality and are either rejected or manually routed to SP_AUTO_ROUTE. Prior to routing document to SP_AUTO_ROUTE, document is linked to a record in PeopleSoft via (applet name).

SP_SCAN_REJECT or SP_AUTO_ROUTE

SP_SCAN_REJECT Documents that have failed QA quality assurance process and have been rejected. These documents will be deleted by a user who has delete privileges.

N/A

SP_ROUTE_EXCEPTIONS Documents that fail script routing and will require manual routing.

Appropriate queue SP_AUTO_ROUTE PROJPCF and PROJGCAF documents

are auto-routed to queues for processing;

all other documents are moved to SP_COMPLETE.

SP_SHANNON, SP_JOAN, SP_HOLD_GCAF, or SP_COMPLETE

After a document reaches the auto-route queue, it is automatically routed to a specific workflow according to DOCTYPE and campus.

Project Create Form Æ PROJPCF (USM) Workflow

Queue Description Possible Destination(s)

SP_SHANNON Project Create From and Cost Allocation Form are generated from Access; Budget and Contract are scanned or captured using the ImageNow Printer; all completed

documents are sent to CR3 staff for review.

SP_MARTHA, SP_CATHY, SP_ANN, or SP_FRITZ

SP_MARTHA Documents are reviewed; if

correct, documents are manually routed to Joan; if incorrect, documents are manually routed to Shannon for changes to be made.

SP_JOAN or SP_SHANNON

SP_CATHY Documents are reviewed; if

correct, documents are manually routed to Joan; if incorrect, documents are manually routed to Shannon for changes to be made.

SP_JOAN or SP_SHANNON

SP_ANN Documents are reviewed; if

correct, documents are manually routed to Joan; if incorrect, documents are manually routed to Shannon for changes to be made.

SP_JOAN or SP_SHANNON

SP_FRITZ Documents are reviewed; if

correct, documents are manually routed to Joan; if incorrect, documents are manually routed to Shannon for changes to be made.

SP_JOAN or SP_SHANNON

SP_JOAN Documents are received; if

questions, the document is

Project Create Form Æ PROJPCF (UM) Workflow

Queue Description Possible Destination(s)

SP_JOAN Documents are received from

SP_AUTO_ROUTE; if questions, the document is manually routed to Wayne; if no questions, Joan starts her workflow.

SP_WAYNE or SP_SCOTT (See PROJPCF UMS table)

SP_WAYNE After Wayne answers Joan’s

questions, he routes the PCF document back to her..

SP_JOAN

Project Create Form Æ PROJPCF UMS Workflow

Queue Description Possible Destination(s)

SP_JOAN PCF is received for review;

when complete, PCF is manually routed to Scott.

SP_SCOTT

SP_JANET Routed as needed. SP_SCOTT

SP_SCOTT PCF is received for review and approval; when complete, PCF is manually routed to Jamie.

SP_JAMIE

SP_JAMIE PCF is received and project is created in PeopleSoft; when complete, PCF is manually routed to Joan.

SP_JOAN

SP_JOAN PCF is received and

budget/award documents are

Project Grants and Contracts Form Æ PROJGCAF, etc. Workflow

Queue Description Possible Destination(s)

SP_HOLD_GCAF PCF awaits GCAF from auto-route queue; once received, GCAF is auto-routed to Joan (Orono) or to Melody (USM) and the PCF is auto-routed to SP_COMPLETE.

SP_JOAN or SP_COMPLETE

SP_SHANNON GCAF is processed and

manually routed to Joan

SP_JOAN

SP_JOAN GCAF is received for review

and annotations; when complete, GCAF is manually routed to Jamie.

SP_JAMIE

SP_JAMIE GCAF is received and project

is moved from specific nodes;

when complete, GCAF is manually routed to Scott.

SP_SCOTT

SP_SCOTT GCAF is received, rule sets

and rule requirements are set up, and annotations are made;

when complete, GCAF is manually routed to SP_COMPLETE

SP_COMPLETE