Improve Finance and Purchasing Service Requests

[atdservicebot]

What application are you using?

Other / Not sure

Describe the problem.

Hello, I need help creating a interactive form/questionnaire (I think sharepoint may be best) to help Finance with transaction requests. Would like the form to be able to be submitted, send to our Task email then also approved - it needs to have a workflow for completion and approval (if all that makes sense). Happy to answer questions and give more info - just reach out to me when possible. Thank you so much!

How soon do you need this?

Flexible — An extended timeline is OK

Requested By Sharon M.

Request ID: DTS22-104955

[johnclary]

@dianamartin i wonder if this could be related to the "service requests" module I built last year: https://atd.knack.com/finance-purchasing#service-requests

At the time the Finance folks decided to stick to email-based requests. But it's pretty well built out.

[dianamartin]

@johnclary thanks for this, I was unaware of this module. This is probably what this is regarding. I'm interesting to see what they have to say. The requester is a new employee on their team from DSD and she's familiar with the DSD sharepoint/power app processes for their Finance processes.

[dianamartin]

Messaged user 8/19

Hi Sharon, we received your request for assistance with streamlining a financial process. Do you have some time right now to chat so that I can scope your request out?

[dianamartin]

Messaged Sharon M. 8/19

• Synced with her quickly to get a sense of her request. It was in fact about the "Service Requests" in the Finance and Purchasing application.

Diana Notes

Current process too slow

Current Process

They have a shared mailbox for Finance

• atd user writes email to ask for something
• provide detail in email
• put into mailbox folder
• the request have standards, would like a form
• write a note - done - provide information to requester
• dan marks it unread - after he approves it
• approves, back in mailbox

Requirements

• Add email notification when submitted request is submitted - atdtaskbudgetrequests?
• ENHANCEMENT: Ability to have employee self assign
• ENHANCEMENT: Improve Submitted button - Add email notification for manager
• ENHANCEMENT: Improve Decision button - Approve or Completed
• ENHANCEMENT: Add email notification to requester when final decision has been made
• NEW FEATURE: Attachment function - details page for customer
• NEW FEATURE: Customer Page for Service Request

Deadline: is flexible

[KaroEngstrom]

Previous work here: #8009

[dianamartin]

Scheduled a scoping meeting on 8/31

[dianamartin]

9/2

Service Requests Users need attachment function - bills from AMANDA, or back Staff needs to send "Accounting document"

Project

• 1- M Subproject Subproject
• 1 - M FDU FDU
• 1 - M Task Orders
• 1 - M Contract (ex. MA)

Contract

• DOs
• POs

Project Hierarchy

Projects 111 Sub projects 1111.002

• FDU Sub projects 1111.003
• FDU - CT/DO/PO, IET, JVD
• FDU
• FDU
• FDU

FDU Structure

FDU 1:M TK TK TK

• Create informational page for Service Request process
• Connection between requests

[dianamartin]

Proposed Build

• Create Service Request (parent)
• Go to Service Request details
  • Reference Sub Projects table
  • Reference FDU table

Scenario: User is requesting

• Subproject
• FDU + BGEX (Required: Subproject, FDU)
• Task Order (Required: FDU)

[dianamartin]

Steps

• [x] created new object - financials_task_order_TK
• [x] created new object - financials_funding_number_FDU
• [x] created new object - financials_subprojects
• [x] Made connections to service_request_line_item
• [x] created new page - Service Requests
• [x] exported task order from Data Tracker
• [x] imported task orders into Finance and Purchasing - 10200 records
• [x] exported subprojects from eCapri
• [x] imported subprojects from eCapri - 675 records

[patrickm02L]

Meeting set for 11/16/22 where we'll discuss several options for what the parent-child relationship will look like for new SRs.

[stephaniemoorer]

Status Update The new Service Request application provides TPW staff the ability to submit New Service Requests, track the statuses of requests submitted, and specify the jobs they are requesting from Finance. Other capabilities allow the TPW Finance team to Manage Service Requests, assign requests to Finance staff, and update information that can be seen directly by TPW staff in the Finance & Purchasing Knack application and through automated emails. The Service Request module Go Live July 2024.

[stephaniemoorer]

This is complete - closing