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Entering Source Chartfield Value
Requests
Chartfields 101
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Objectives
By the end of this webinar, you should be familiar with:
• Source request process
• Types of source requests
• How to create Source requests in ConnectCarolina
• How you will know when a new Source is available
to use in ConnectCarolina
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Overview of the Source Request Workflow in ConnectCarolina
Requester initiates a new Source request
or modifications in the system
Source Request Workflow
• Starts with someone entering a source request in ConnectCarolina
• This can be a new source request or a change to an existing source request
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Overview of the Source Request Workflow in ConnectCarolina
Requester initiates a new Source request
or modifications in the system
Department reviews request
Approved
Source Request Workflow
• Requester submits the source request for approval
• Depending on your school or division, you may have more than one department approver
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Overview of the Source Request Workflow in ConnectCarolina
Requester initiates a new Source request
or modifications in the system
Department reviews request
Approved
Returned to be corrected & resubmitted or deleted
Den
ied
Source Request Workflow
• If the department denies the request, it is routed back to the requester to be corrected and re-submitted or deleted
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Overview of the Source Request Workflow in ConnectCarolina
Requester initiates a new Source request
or modifications in the system
Department reviews request
Accounting Services
Level One reviews the
request
Approved Approved
Returned to be corrected & resubmitted or deleted
Den
ied
Source Request Workflow
• If the department approves the request, it is routed Accounting Services
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Overview of the Source Request Workflow in ConnectCarolina
Requester initiates a new Source request
or modifications in the system
Department reviews request
Accounting Services
Level One reviews the
request
Approved Approved
Returned to be corrected & resubmitted or deleted
Den
ied
Source Request Workflow
• Accounting Services has a team assigned to different source request categories
• If the source is denied, it is routed back to the requester to be corrected and re-submitted or deleted
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Overview of the Source Request Workflow in ConnectCarolina
Requester initiates a new Source request
or modifications in the system
Department reviews request
Accounting Services
Level One reviews the
request
Approved Approved
Returned to be corrected & resubmitted or deleted
Den
ied
Source Request Workflow
• If Accounting Services sees that the source request is in order, they enter the source description, terms and instructions, and source attributes
• And then they approve the source request
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Overview of the Source Request Workflow in ConnectCarolina
Requester initiates a new Source request
or modifications in the system
Department reviews request
Accounting Services
Level One reviews the
request
Accounting Services
Level Two reviews the
request Approved Approved Approved
Returned to be corrected & resubmitted or deleted
Den
ied
Business Analysis Group
creates the Source
Ap
pro
ved
Source Request Workflow
The approved source request is routed to two places: • The Business Analysis
Group, who creates the source in ConnectCarolina
• Accounting Services Level Two, who reviews and modifies as necessary, information to be included on the Fund and Source Authority document
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Overview of the Source Request Workflow in ConnectCarolina
Requester initiates a new Source request
or modifications in the system
Department reviews request
Accounting Services
Level One reviews the
request
Accounting Services
Level Two reviews the
request
Controller reviews request
Approved Approved Approved Approved
Returned to be corrected & resubmitted or deleted
Den
ied
Business Analysis Group
creates the Source
Ap
pro
ved
Source Request Workflow • Accounting can only approve a source
request • Routes to the University Controller for
approval
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Overview of the Source Request Workflow in ConnectCarolina
Requester initiates a new Source request
or modifications in the system
Department reviews request
Accounting Services
Level One reviews the
request
Accounting Services
Level Two reviews the
request
Controller reviews request
Source documentation is signed off and
published
Approved Approved Approved Approved Approved
Returned to be corrected & resubmitted or deleted
Rejected
Den
ied
Business Analysis Group
creates the Source
Ap
pro
ved
Source Request Workflow The University Controller can: • Reject it and send it back for revision by
Accounting Service Level Two • Electronically sign and publish the Fund
and Source Authority • Email notification is sent to the
requester, responsible person, and disbursing authority
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Types of Source Chartfield Requests
Create a new source
Update an existing source
Deactivate a source
Delete a source
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Types of Source Chartfield Requests
Create a new source
Deactivate a source
Used when a new source of funding is received by the University. Information required to enter a new source request includes: Request categories and types Responsible person Disbursing authority Source title Justification Minimum one attach document
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Source Create Information on the Finance Division Website
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Source Create Help Matrix
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Source Create Attribute Form
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Data Naming Standards
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Types of Source Chartfield Requests
Update an existing source
Examples of updates to an existing source, include: A new responsible person A new disbursing authority Updates to the terms and instructions Updates to supporting documentation
You can update existing sources that have been approved.
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Types of Source Chartfield Requests
Delete a source
Able to delete a new source request or an update to an existing source request: Before it is submitted for approval Deletes the new source requests from
the system Maintains a source history for existing
sources, but deletes the requested update
If the new source has been submitted for approval, you can
contact the department approver or Accounting Services to deny
If the source request is approved by Accounting Services, then use the
deactivation process.
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Types of Source Chartfield Requests
Deactivate a source
After a source is created, a department can request to deactivate a source: Due to changes to funding, or terms
and instructions Or, to remove a newly created source
that will not be used
Once a source is deactivated, it can’t be reactivated in the system.
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Create a new source
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Navigating to Enter a Source Request
Main Menu > Finance Menu > UNC Campus > Source Create > Source Request > Add/Change Source
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* Use the Source Create Help Matrix
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* This is the effective of the source request, not
the Fund and Source Authority document.
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* Based on the request category
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* Attachments can be a PDF, Microsoft Office document,
png or a jpeg
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* This only saves the source request – does not submit it
for approval
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Step one
• Added a new source request
Step two • Entered the request
type
• Completed the questionnaire
Step three • Entered the
requester, responsible person, & disbursing authority
Step four • Entered source
information
• Attached documents
• Saved the source request
Let’s Recap – Creating a New Source Request
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Update an existing source
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Navigating to Enter a Source Request
Main Menu > Finance Menu > UNC Campus > Source Create > Source Request > Add/Change Source
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* Must have the status of University
Controller Approved
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* Makes a copy of the existing source request
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* Opens the fields for editing
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* Email sent to requester,
responsible person, and disbursing
authority
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Step one
• Searched for an existing source
Step two
• Updated the source
Step three
• Submitted the source request for approval
Step four
• Reviewed an email confirming that the updated source request is available
Let’s Recap
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Delete a source request
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Navigating to Enter a Source Request
Main Menu > Finance Menu > UNC Campus > Source Create > Source Request > Add/Change Source
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* Must have the status of In Progress
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* Scroll down
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• removes a new source request from the system
• Removes the update request for an existing source and the system maintains the history
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Step one
• Searched for an existing source
Step two
• Clicked the Delete Button
Step three
• Source request is removed from the system
Let’s Recap
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Deactivate a source
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Navigating to Enter a Source Request
Main Menu > Finance Menu > UNC Campus > Source Create > Source Request > Add/Change Source
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* Must have the status of University
Controller Approved
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* Click the link to view the Questions to consider before Deactivating a Source
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Step one
• Searched for an existing source
Step two
• Marked it to be Deactivated
Step three
• Submitted the deactivation request for approval
Let’s Recap
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Wrap Up
Key Points to Remember
• Use ConnectCarolina to enter source
requests
• The Business Analysis Group creates
the new source chartfields in the
system
• You will receive two email
notifications:
• One from the Business Analysis
Group that a source chartfield is
available for use
• A second from the controller with
the Fund and Source Authority
Document attached
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Thank you for your participation!
For more information • Review the Q&A from Webinar to review any
questions from the webinar
• Use the ConnectCarolina Online Help for step-by-step instruction on entering a source request
• Take the Requesting New Chartfields CBT
• Go to the Finance Division Website to view: • Source Create Information
• Questions to answer before deactivating a source