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WELCOME to WVFIMS SIGNATURE SHEET AUTOMATION and ELECTRONIC

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WELCOME to WVFIMS SIGNATURE SHEET AUTOMATION and ELECTRONIC Powered By Docstoc
					       WELCOME
            to
        WVFIMS

SIGNATURE SHEET AUTOMATION
           and
 ELECTRONIC AUTHORIZATION
WVFIMS Signature Sheet Automation and Electronic Authorization



   Session Topics

    – Automation of WVFIMS Signature Sheets
        • Phase II


    – WVFIMS Electronic Authorization
WVFIMS Signature Sheet Automation and Electronic Authorization



   Appointing Authority

   Elected Officials, Cabinet Secretaries, and other
    officials appointed by the Governor, individuals
    appointed by Governing Boards or Commissions,
    agency directors appointed by the Governor/Cabinet
    Secretary, and college presidents appointed by the
    Chancellors. These individuals have the authority to
    designate others in their agency to sign specific
    documents on behalf of the agency.
WVFIMS Signature Sheet Automation and Electronic Authorization



                          Governor

                Department Secretary

                      Agency Head

           Individual within an Agency
WVFIMS Signature Sheet Automation and Electronic Authorization


                          Governor

                   Chairperson
             Boards and Commissions

           Individual within an Agency
WVFIMS Signature Sheet Automation and Electronic Authorization




                 Constitutional Officer



            Individual within an agency
WVFIMS Signature Sheet Automation and Electronic Authorization

                        Governor


 Chairperson - HEPC                Chairperson – CC&TC

     Chancellor                           Chancellor
 Policy Commission                          C&TC

 Institution President              Institution President

   Individual within                   Individual within
     the institution                     the institution
WVFIMS Signature Sheet Automation and Electronic Authorization


   Signature Authority




   Those individuals in each agency that have been
    granted the authority to sign specific documents on
    behalf of the agency, but these individuals cannot
    designate that authority to anyone else.
WVFIMS Signature Sheet Automation and Electronic Authorization


   WVFIMS User Profile Table

   Information the table contains for an
    individual includes:
    – Signature Authority designation
    – Appointing Authority designation
    – Signature Sheet Entry designation
WVFIMS User Profile Table

         ID: FI#3000                 STATE OF WEST VIRGINIA                      11/15/04
         WVFA0134          FINANCIAL INFORMATION MANAGEMENT SYSTEM               10:12:40
                           WVFIMS INQUIRIES - USER PROFILE INQUIRY DETAIL

         USER ID: FI#3000 FIRST NAME: JOE          LAST NAME: FIMS

                         USER ORG: 0209 FINANCE

           AUTHORIZATION ORG: 0209 FINANCE

         TRANSACTION APPROVAL: Y         SIGNATURE AUTHORITY: N        INTERFACE IND: N

                PAYROLL INQUIRY: Y          USER ACCESS IND: C     USER GROUP: GMM

                OFF SYSTEMS AUTH: N              ACTIVE: Y         APPOINT AUTH = Y

                       USER PHONE: 304 558 - 0000 EXT: 0300   PRINTER ID: FATP

              EMAIL ADDRESS: JOEFIMS@WVADMIN.GOV_____________________

            USER NOTATION: Y         SIGNATURE SHEET ENTRY: Y      BUDGET ENTRY: N

         NEXT: ___        PF3 =END   PF4 =MENU      PF6 =SIGNATURE CARD
WVFIMS Signature Sheet Automation and Electronic Authorization


   Mainframe Log On ID’s

    – WVFIMS Log On ID eg) FI#1234

    – Non-WVFIMS Log On ID eg) 1234567
     (ID number is only used as an identifier for adding a
      signature sheet in WVFIMS)


    – Revoked Mainframe Log On ID – If a WVFIMS Log
      On ID is revoked, the individual will not lose signature
      authority; however, the individual will not be able to access
      the mainframe.
WVFIMS Signature Sheet Automation and Electronic Authorization


   WVFIMS Signature Authority Categories

Adjusting Entries               Budget Documents
 Exp to Exp
 Revenue Transfer               EPICS
 Reimbursement
 Fund Transfer                  IGT
 Fund Transfer Reversal
 IGT IN Allocation              Journal Entries
 IGT OUT Allocation
 Deposit Correction             Personnel Action Forms (WV-11s)
WVFIMS Signature Sheet Automation and Electronic Authorization


   WVFIMS Signature Authority Categories

Contracts                       WVFIMS Purchase Orders
                                 Purchase Order
                                 Purchase Order Adjustments
                                 Purchase Order Maintenance

Expenditures                    Receivers
 Invoices
 Off System Disbursements       Original Invoice Certification

Investments                     Revenue Refunds
 Agency Request to Invest
 Agency Withdrawal
WVFIMS Signature Sheet Automation and Electronic Authorization


   Signature Sheet Automation – Functionality

    – Only authorized WVFIMS users can add, modify, or delete
      signature sheets – Signature Sheet Entry = Y

    – Appointing Authority individuals will be denoted in WVFIMS
      Appt Auth = Y

    – Individuals with Signature Authority will be denoted in
      WVFIMS – Signature Authority = Y

    – Signature Sheets for all individuals will be maintained in
      WVFIMS (on file with Budget and Auditor)
WVFIMS Signature Sheet Automation and Electronic Authorization

   Signature Sheet Automation –
    Functionality
   A Signature Sheet in WVFIMS contains the following
    information:

        •   Name
        •   Title
        •   User Identification Number (ID)
        •   Name and User Identification Number of Appointing Authority
        •   Effective Date for signature authority
        •   Termination Date for signature authority (if applicable)
        •   Category for signature authority and organization number(s)
        •   Must be signed/dated in blue ink by individual/appointing authority
WVFIMS Signature Sheet Automation and Electronic Authorization

   Signature Sheet Automation – Functionality
    – Current Signature Sheets and Historical Signature Sheets

    – Individual linked to Appointing Authority

    – Current Signature Sheets vs Pending Signature Sheets

    – Signature Authority Category delegation/other edits
        • Can only delegate category/authority you have
              – CASCADING
        • If Appointing Authority loses a category, individual does too
        • If Appointing Authority signature authority is terminated, then all individuals
          beneath will lose signature authority
WVFIMS Signature Sheet Automation and Electronic Authorization


   Signature Sheet Automation – Functionality

    – Email notification of Signature Authority Changes

    – WVFIMS Electronic Authorization

    – Reports           TSO WVESIG
WVFIMS Signature Sheet Automation and Electronic Authorization

   General Information

    – If you have signature authority, your electronic signature sheet will
      reside in WVFIMS

    – Two signature sheets will be generated when you add signature
      sheets.

    – The State Budget Office will acknowledge one and maintain it for
      their files

    – The State Auditor’s Office will acknowledge one and maintain it for
      their files
WVFIMS Signature Sheet Automation and Electronic Authorization


   Required Sequence for Acknowledgement

    – Highest level of Appointing Authority must be acknowledged first

    – Then each “cascading” level of Appointing Authority must next be
      acknowledged

    – Finally, individual’s for any agency with signature authority will be
      acknowledged
WVFIMS Signature Sheet Automation and Electronic Authorization

   WVFIMS Pending Signature Sheet Effective Date Morning
    Run - Termination


    – Each morning a program will run in WVFIMS to inactivate
      any signature sheet where the requested termination date is
      equal to the date of the morning run, and the signature sheet
      has not been acknowledged by the central organizations.

    – After the program run, the affected signature sheets will be
      inactivated. If a termination of signature authority request
      was for an appointing authority, then all signature sheets
      signed by this appointing authority, either directly or
      indirectly, will also be terminated.
WVFIMS Signature Sheet Automation and Electronic Authorization

   WVFIMS Pending Signature Sheet Effective Date Morning
    Run - Termination


    – The loss of signature authority by employees when the
      appointing authority’s signature authority is terminated is
      referred to as “cascading” in WVFIMS.

    – If this occurs, a new signature sheet sheet would need to be
      added for the new appointing authority, followed by signature
      sheets for other authorized individuals.
WVFIMS Signature Sheet Automation and Electronic Authorization

   WVFIMS Pending Signature Sheet Effective Date Morning
    Run – HOLD

    – As a result of the WVFIMS Morning Run, it is also possible
      for an individual’s signature sheet to be placed on HOLD.

    – This HOLD would occur for a user whose appointing
      authority’s pending signature sheet has an effective date
      equal to the date of the morning run and the signature sheet
      has not been acknowledged by the central organizations.

    – When the morning program runs, it will check all users
      whose authority was given directly and/or indirectly by the
      appointing authority.
WVFIMS Signature Sheet Automation and Electronic Authorization

   WVFIMS Pending Signature Sheet Effective Date Morning
    Run – HOLD (No effect on individual)

    – If the change on the appointing authority signature sheet
      does not affect the individual’s signature sheet, the user’s
      signature sheet and authority will be placed in a HOLD
      status.

    – If the individual’s signature sheet was placed on HOLD, it will
      become automatically active after the central organization’s
      acknowledgement of the appointing authority’s signature
      sheet.
WVFIMS Signature Sheet Automation and Electronic Authorization


   WVFIMS Pending Signature Sheet Effective Date Morning
    Run – HOLD (Effect on individual)

    – If the change on the appointing authority signature sheet
      does affect the individual’s signature sheet, then a new
      signature sheet will have to be added for the individual to
      reflect the same changes as on the appointing authority
      signature sheet, if applicable.
WVFIMS Signature Sheet Automation and Electronic Authorization

   Manual Signatures vs Electronic Authorization

    – If an individual has been approved for signature authority,
      they may always manually use their signature on documents
      to indicate approval. However, if the individual uses
      WVFIMS, they may elect to electronically authorize a
      WVFIMS transaction, as opposed to using their manual
      signature.

    – From the Transaction Approval Screen, type the letter Y for
      Yes, approve and type the applicable four (4) digit
      organization number. The Cover Sheet will automatically
      print and your name will appear as the “electronically
      authorized by” individual with the date.
WVFIMS Signature Sheet Automation and Electronic Authorization


   Add a Signature Sheet - Walkthrough
User Profile Inquiry Screen

       ID: FI#3004                 STATE OF WEST VIRGINIA                  10/15/04
        WVFA0133        FINANCIAL INFORMATION MANAGEMENT SYSTEM            13:26:54
                      WVFIMS INQUIRIES - INQUIRE USER PROFILE KEY PROMPT


                                 USER ID: _______

                            USER NAME: _______________ _______________


       NEXT: ___     PF1 =HELP    PF3 =END      PF4 =MENU
User Profile Browse Screen

     ID: FI#3004                STATE OF WEST VIRGINIA                  10/15/04
     WVFA0135         FINANCIAL INFORMATION MANAGEMENT SYSTEM           13:37:32
                USER PROFILES & RECEIVERS - BROWSE USER PROFILE BY NAME

         SEL     LAST NAME         FIRST NAME         USER ID      ACTIVE

         _       FIMS             JANE                FI#0004         Y
         _       FIMS             JOE                 WV#3000         Y
         _       FIMS             TODD                6595700         Y


     NEXT: ___   PF3 =END   PF4 =MENU   PF6 =TOP   PF7 =BKWD PF8 =FWD
User Profile Detail Screen


      ID: FI#3004                   STATE OF WEST VIRGINIA                    10/15/04
      WVFA0134            FINANCIAL INFORMATION MANAGEMENT SYSTEM             13:30:49
                    USER PROFILES & RECEIVERS - USER PROFILE INQUIRY DETAIL

        USER ID: WV#3000         FIRST NAME: JOE       LAST NAME: FIMS

                       USER ORG: 0200 ADMINISTRATION DEPT

        AUTHORIZATION ORG: 0200 ADMINISTRATION DEPT

      TRANSACTION APPROVAL: Y          SIGNATURE AUTHORITY: N      INTERFACE IND: N

              PAYROLL INQUIRY: Y              USER ACCESS IND: U    USER GROUP: GMM

        OFF SYSTEMS AUTH: N              ACTIVE: Y            APPOINT AUTH: N

          USER PHONE: 304 558 - 0000     EXT: 0301      PRINTER ID: FAA1

          EMAIL ADDRESS: JOEFIMS@WVADMIN.GOV_____________________

          USER NOTATION: Y        SIGNATURE SHEET ENTRY: Y    BUDGET ENTRY: N

      NEXT: ___ PF3 =END          PF4 =MENU        PF6 =SIGNATURE CARD
Add a Signature Sheet - Detail Screen - Initial

       ID: FI#3004                 STATE OF WEST VIRGINIA                11/15/04
       WVFA0136         FINANCIAL INFORMATION MANAGEMENT SYSTEM          12:51:01
                USER PROFILES & RECEIVERS - PENDING SIGNATURE AUTHORIZATION

         USER ID: FA#2400       USER ORG: 0209     NAME: JOE FIMS
         BUDGET ACK: N    AUDITOR ACK: N           TITLE: _________________________
        AAS: _______               REQUESTED EFFECTIVE DATE: 11/15/04
        REJECTION CODE: ___              AGENCY APPROVAL DATE: 01/01/01
                                              TERMINATION DATE: ________

        S CERT   DESCRIPTION                  S CERT   DESCRIPTION
        _ N ADJUSTING ENTRIES                _ N BUDGET DOCUMENTS
        _ N CONTRACTS                        _ N EPICS
        _ N EXPENDITURES                     _ N IGT
        _ N INVESTMENTS                      _ N JOURNAL ENTRIES
        _ N ORIGINAL INVOICE CERTIFICATION   _ N PERSONNEL ACTION FORMS: WV-11S
        _ N REVENUE REFUNDS                  _ N WVFIMS PURCHASE ORDERS
        _ N RECEIVERS

        NEXT: ___    PF3 =END    PF4 =MENU    PF5 =REPRINT SHEET
        PF6 =TOP    PF7 =BKWD   PF8 =FWD   PF11 =PRINT SHEET   PF12 =DELETE
Add a Signature Sheet - Organization Screen
      ID: FI#3004                   STATE OF WEST VIRGINIA                11/15/04
      WVFA0137            FINANCIAL INFORMATION MANAGEMENT SYSTEM         12:56:41
                    USER PROFILES & RECEIVERS - MAINTAIN SIGNATURE BROWSE

        USER ID: FA#2400 USER ORG: 0209
        AUTH TYPE: ADJUSTING ENTRIES
        FIRST NAME: JOE    LAST NAME: FIMS

              ORG           BUDGET              AUDITOR          STATE LEVEL
                        ACKNOWLEDGMENT      ACKNOWLEDGMENT        ORG
          _   ____
          _   ____
          _   ____
          _   ____
          _   ____
          _   ____
          _   ____
          _   ____
          _   ____
          _   ____

       NEXT: ___ PF3 =END     PF4 =MENU   PF6 =TOP PF7 =BKWD   PF8 =FWD
Add a Signature Sheet – Detail Screen - Pending


       ID: FI#3004                STATE OF WEST VIRGINIA              10/15/04
       WVFA0245       FINANCIAL INFORMATION MANAGEMENT SYSTEM         13:31:40
            USER PROFILES & RECEIVERS – ACTIVE SIGNATURE AUTHORIZATION

         USER ID: WV#3000     USER ORG: 0200     NAME: JOE FIMS
        BUDGET ACK: Y     AUDITOR ACK: Y    TITLE: ASSISTANT DIRECTOR
       AAS: FI#0031 JOHN T CAFR            REQUESTED EFFECTIVE DATE: 10/15/04
       REJECTION CODE: ___                  AGENCY APPROVAL DATE: 10/17/04
                                                  TERMINATION DATE: ________

        S CERT   DESCRIPTION                      S CERT   DESCRIPTION
       _ Y       ADJUSTING ENTRIES                _ N      BUDGET DOCUMENTS
       _ N       CONTRACTS                        _ N      EPICS
       _ N       EXPENDITURES                     _ Y      IGT
       _ N       INVESTMENTS                      _ N      JOURNAL ENTRIES
       _ N       ORIGINAL INVOICE CERTIFICATION   _ N      PERSONNEL ACTION FORMS: WV-11S
       _ N       REVENUE REFUNDS                  _ N      WVFIMS PURCHASE ORDERS
       _ N       RECEIVERS

         *** HIGHLIGHTED USER CERT INDICATES ORGS EXIST FOR AUTH TYPE ***
        NEXT: ___ PF3 =END  PF4 =MENU PF5 =REPRINT SHEET   PF6 =TOP
                  PF7 =BKWD PF8 =FWD   PF9 = NEW             PF10 =HISTORY
WVFIMS Signature Sheet Automation and Electronic Authorization

   What we need you to do…
    –   Identify Appointing Authority individuals
    –   Identify Signature Authority individuals
    –   Identify who will add Signature Sheets
    –   Make sure Appointing Authorities are denoted
    –   Make sure access is available for those who will
        coordinate/add new Signature Sheets
    –   Identify who needs what type of Log On ID
    –   Make sure an email address is in WVFIMS
    –   Coordinate new cards for your organization when
        needed
    –   Phase II is effective December 13, 2004
WVFIMS Signature Sheet Automation and Electronic Authorization

   Things to be aware of with the implementation

 After 5 pm on Friday, December 10, access to WVFIMS will be
  prevented, while the implementation of Phase II occurs
 Approval of transactions will not permitted on Saturday (12/11) or
  Sunday (12/12)
 Make sure that payroll documents are approved prior to the close of
  business on Friday (12/10) by 5 pm. Otherwise, you may not have
  access to transaction approval until Monday (12/13)
 During the implementation, there will be an edit check to make sure
  that the appointing authority hierarchy is correct. This edit check could
  result in someone losing signature authority if the appointing authority
  for the individual is no longer valid.
WVFIMS Signature Sheet Automation and Electronic Authorization

   Contacts
   WVFIMS Profiles and Access
     – Denise Russe, IS&C
          • Phone 558-5472 (x5315)
          • Email drusse@wvadmin.gov

   How do I use the Module
     – Shawn Carper, FARS
          • Phone 558-4083
          • Email scarper@wvadmin.gov

   State Budget Office
     – Cathie Fowlkes
          • Phone 558-0040
          • Email cfowlkes@wvbudget.gov


   State Auditor’s Office
     –   Heather Sanders
          • Phone 558-2260
          • Email heathers@wvauditor.gov
WVFIMS Signature Sheet Automation and Electronic Authorization

				
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