Accounting Reviewer Changes to Speed Up Business

Sent to the KFS-Update mailing list on April 18, 2016

The KFS Team implemented several changes to the Accounting Reviewer role this week. These changes are intended to speed up the workflow process for KFS e-documents, allowing UCI to transact business more efficiently.

Shows three new roles in KSAMS: Accounting Reviewer, Accounting Reviewer for Acknowledge, Accounting Reviewer for FYI

Three Types of Accounting Reviewers

Beginning this week, there are three Accounting Reviewer roles available to departments. All three can be setup in the Kuali Security Access Management System (KSAMS) by your Department Security Administrator (DSA).

Shows the three new roles being setup in KSAMS. Of note, the new Accounting Reviewer role has a drop-down limiting it to TEM and DV.

Click image to enlarge

  • Accounting Reviewer (for Approval)

This role can be used to add an Accounting Reviewer approver to the workflow of Travel and Event Management (TEM) e-documents or Disbursement Vouchers (DV). This role can only be used for TEM and DV. It may not be used with any other type of KFS document.

  • Accounting Reviewer for Acknowledge

This new role can be used to add an Accounting Reviewer for acknowledge to the workflow of most types of KFS e-documents.

  • Accounting Reviewer for FYI

This new role adds an Accounting Reviewer for FYI to the workflow of most types of KFS e-documents.

In the past, Accounting Reviewers could be set up for most types of e-documents, but it was limited to approval. To better understand these roles, you can review the differences between approve, acknowledge, and FYI and see this list of KFS document types.

These changes do not affect existing Accounting Reviewers

All existing Accounting Reviewers were grandfathered in with the pre-existing setup. Future changes or additions to Accounting Reviewer role membership will require use of the new setup. The shift away from widespread use of the Accounting Reviewer role for approval will be a gradual process.

Speeding Up Business at UCI

This small workflow change is expected to dramatically speed up many routine business processes at UCI. Most KFS e-documents, including Budget Adjustments (BA), Budget Appropriations (BAT), and General Error Corrections (GEC), are low risk, non-complex transactions that only require one level of review from the Fiscal Officer. Offloading non-essential Accounting Reviewer approvals in the KFS workflow for these types of documents will help eliminate bottlenecks and allow more transactions to be in “Final” status by month-end and fiscal year-end.

New Workflow Guide and Consultations

Now is a good time to review your department’s KFS workflow roles—especially your Accounting Reviewer roles—and processes to identify where KFS e-documents are being bogged down. Accounting offers two resources to assist departments with reviewing their workflow processes:

New Workflow Guide: Accounting has created a website with information about KFS workflow, including step-by-step workflow diagrams for the most common types of e-documents. Visit the Workflow Guide Website.

Workflow Consultations: Departments are invited to contact our KFS workflow expert Susan Moore at 949-824-3671 for a site visit and consultation to discuss your unit’s KFS workflow roles and processes.