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PRISM —Workflow Options
Overview
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Sophisticated user-definable workflow rules for routing documents for review and approval.
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Users can be guided through the process of selecting the appropriate review and approval routing list by answering a series of questions.
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Automatically routes electronic copies of document to all recipients specified on the document route list.
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Automatically prints a copy for every recipient on the document distribution list.
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Inbox folders organize and identify pending items.
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Notification messages can be generated within the application or outside the application via SMTP
(optional feature).
Review & Approval
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Standard document review and approval policies can be documented in pre-defined routing lists.
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Pre-defined routing lists can be designated as public (i.e., available to all users), public by site (i.e., available to all users in a given site) or private (i.e., only available to the user that created it).
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Ad hoc routing lists can be created by authorized users for unique acquisitions.
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Option to allow users to self-approve documents (i.e., not require other approvals) based on document type and dollar value.
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Provides a complete audit trail of the review and approval process including the capture of comments entered by reviewers and approvers as well as system-generated messages.
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The complete routing history of documents can be viewed.
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Reviewers and approvers can add additional reviewers/approvers as required to an existing route.
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Supports the routing of documents sequentially, in parallel or a combination of both.
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Documents that were previously disapproved can be re-routed to gain approval after updating as required.
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Permits cancellation of the route by the originator at any time during the review and approval process.
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Requires the approver to enter comments when disapproving a document; comments can be viewed by the user.
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System offers a proxy option to route documents to a substitute reviewer/approver during absences; the user receives a copy of all approvals/disapprovals that occurred during his/her absence.
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Documents are automatically validated prior to routing; only documents that pass validation may be routed
for approval.
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Prevents unauthorized changes to documents and attachments during the review and approval process.
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Documents cannot be finalized or executed until all approvals have been obtained.
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Approval thresholds can be established using the committed, obligated or total amounts.
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Ability to configure for validation of threshold for all approvers on a route.
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Can be configured to permit a document to continue to be processed if a single user on the route has
approval authority.
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Approving official data, such as the types of documents they can approve and their dollar threshold, is maintained by the system administrator or other authorized users.
Inbox Feature
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Inbox feature provides a central location for all workflow notifications and communication and easy access to the related documents.
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Activity is categorized into the following folders for easy access:
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For Approval: Includes links to documents requiring the user's approval. Once the user approves or disapproves the document, the notification and link are automatically moved from this area to the Completed folder.
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For Review: Includes links to documents awaiting the user's review. Once the user indicates the review is complete, the notification and link are automatically moved from this area to the Completed folder.
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Approved: Includes links to documents that the user has routed to others for approval and have completed the approval process.
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Disapproved: Includes links to documents that the user has routed to others for approval and that have been returned as disapproved.
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Reviewed: Includes links to documents that the user has routed to others for review and have completed the review process.
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Completed: Includes links to documents that the user has previously acted on (e.g., marked approved, disapproved, or reviewed).
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Notifications: Includes messages informing the user of completed actions, upcoming events, as well as reminders of needed action. Examples include upcoming dates such as contract renewal, assignment of the user as a bid/proposal evaluator, buyer assignment, award release, goods received, missed due dates and award issued.
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Task List: Includes a list of tasks and milestone steps where the user has been assigned as the responsible party.
Additional Information
Click here to download the PRISM Solutions brochure.
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