Revised: 08/11/2016
ChartFields Process |
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ChartFields are requested within OAKS FIN using ChartField Request Page by someone in the agency with ChartFields Requestor role. Approval is required for all ChartField requests in OAKS FIN. Designated approvers will vary by ChartField type and multiple levels of approval may be required for a ChartField.
Once access has been granted to a ChartField Requestor within an agency, they can follow the steps for Requesting ChartFields. If the ChartField is for a grant, follow the steps under Requesting Grant ChartFields and Adding, Updating Grant Attributes. Attachments can be added during this process to clarify the intended use for this ChartField. After submitted for approval, a list of approvers can be seen by clicking on View Approval Flow link.
In most cases, there will be two levels of approval -- once at the agency level and another at the central level. Once the ChartField request form has been submitted, the item will appear in the agency ChartField approver's Worklist and an email notification will be sent to them. They can choose to Approve, Deny, Hold, or Update the request. The Approval Flow updates to show the agency approver who is next in the approval process.
In some cases, a new ChartField is created to replace an existing one. The inactivation process is also started by the agency ChartField requestor directly within OAKS FIN. The same form is used as for requesting a new ChartField; however, this time the existing ChartField is selected and the request is set to "Inactivation." Remember, before inactivation of a ChartField, it must be verified that there are no outstanding transactions such as an unpaid voucher that is using this ChartField. The approval flow is similar to that above for activating a new ChartField.
Those who need access to ChartField functions in OAKS FIN should contact their agency's security designee. Refer to the Maintaining OAKS FIN User Security Roles topic for guidance on using the Online Security Form.
Only one of the agency ChartFields access roles (i.e., Requestor or Approver) should be assigned; otherwise, errors may occur. An Approver is able to do everything a Requestor can do.
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