Route Maps are how Coeus defines both who may approve at a particular approval level and in what sequence the approvals should flow. Route maps are custom defined for each department on in the Unit Hierarchy and can have any configuration of number of Approvers or approval (Sequence) stops.
There can be as many Sequence Stops in a particular route map as the departmental owner designates. Sequences Stops are similar to rungs on a ladder where one Stop must be satisfied (Approved) before moving on to the next.
Within a particular Sequence Stop, Approvers must be defined for that level of approval (ex. Department Head level approval). Each Approver is NAME BASED and not established by role. What that means is that we are unable to simply define a “Dean” stop and grant the role of Dean Approver to the designated people. The result of this is that it is always a wise idea to establish alternate approvers in each stop.
Multiple Approvers can also be designated with an “AND” or “OR” statement.
- “AND” – Using the AND designation will require that all names listed must approve for that level before it can move on to the next Sequence Stop
- “OR” – Using the OR designation means that any one person listed as an approver can approve for that level and move it on to the next Sequence Stop.
When establishing the complete approval workflow it is possible to “stack” route maps. What this means is that rules may be established that will tell the system to move to a second or third map after a particular map's approval is complete. An example of this is when you want to have a Department Head map that is then followed by a Dean map that is finally followed by an SPS map. By using this process it simplifies the maintaining of route maps so that if there is an Approver change in one area, it can be edited without impacting all maps.
Routing Rules are the logic that governs the circumstances under a particular route map should be applied. Each Department and College at the University has different policies on who needs to approve a proposal. Some areas may only require a Department Head to approve unless there is Cost Share on a record, then a Dean would also need to approve. The policy of other areas may be that both a Department Head level approval and a Dean level approval are required for ALL proposals.
By using Routing Rules in conjunction with multiple route maps for a specific area, we can make it so that Coeus will automatically apply the desired number and types of approvals for that particular proposal without the need of a manual designation of an Approval path.
Proposal Cost > $1million
Routing and Approval Workflow
Routing and Approval in Coeus provides the functionality to electronically obtain and maintain the required Academic Approvals for a particular proposal. This is accomplished through the use of Route Maps and Routing Rules.
The process begins once a User with the Aggregator role on a Proposal Development record submits the proposal for approvals.
|NOTE: During the process of Routing and Approval, most of the aspects of the proposal record are then locked down and can no longer be edited.|
Once routing has commenced, the system will send auto-generated emails to all listed Aggregators and those listed and move to the first Approver Sequence Stop in the assigned Route Map. After the approval has been granted by the designated individuals, it will then move on to Sequence Stop 2 and so forth until all stops on that particular map are complete. Once a departmental map is complete, it will then move on to the next designated map, continuing until it reaches the SPS Route Map.
Once all Sequence Stops in all designated Route Maps along the routing path have been approved, the proposal will automatically generate an Institute Proposal record and also be available to submit via the System-to-System functionality.
During the approval process, if any adjustments are required to the proposal budget it will be necessary to “Reject” the proposal. This will remove it from the Route and return it to an editable status. However, it will then be necessary to re-route through the entire map starting with the first Sequence Stop.