WELCOME to WVFIMS SIGNATURE SHEET AUTOMATION and ELECTRONIC AUTHORIZATION

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WELCOMEtoWVFIMSSIGNATURE SHEET
AUTOMATIONandELECTRONIC AUTHORIZATION
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WVFIMS Signature Sheet Automation and Electronic
Authorization

• Session Topics
• Automation of WVFIMS Signature Sheets
• Phase II
• WVFIMS Electronic Authorization

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• Appointing Authority
• Elected Officials, Cabinet Secretaries, and other
  officials appointed by the Governor, individuals
  appointed by Governing Boards or Commissions,
  agency directors appointed by the
  Governor/Cabinet Secretary, and college
  presidents appointed by the Chancellors. These
  individuals have the authority to designate
  others in their agency to sign specific documents
  on behalf of the agency.

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• Governor
• Department Secretary
• Agency Head
• Individual within an Agency

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• Governor
• Chairperson
• Boards and Commissions
• Individual within an Agency

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• Constitutional Officer
• Individual within an agency

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WVFIMS Signature Sheet Automation and Electronic
AuthorizationGovernor

• Chairperson - HEPC
• Chancellor
• Policy Commission
• Institution President
• Individual within
• the institution

• Chairperson CCTC
• Chancellor
• CTC
• Institution President
• Individual within
• the institution

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• Signature Authority
• Those individuals in each agency that have been
  granted the authority to sign specific documents
  on behalf of the agency, but these individuals
  cannot designate that authority to anyone else.

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• WVFIMS User Profile Table
• Information the table contains for an individual
  includes
• Signature Authority designation
• Appointing Authority designation
• Signature Sheet Entry designation

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WVFIMS User Profile Table
ID FI3000
STATE OF WEST VIRGINIA
11/15/04 WVFA0134 FINANCIAL
INFORMATION MANAGEMENT SYSTEM 101240
WVFIMS INQUIRIES
- USER PROFILE INQUIRY DETAIL

USER ID FI3000 FIRST
NAME JOE LAST NAME FIMS

USER
ORG 0209 FINANCE

AUTHORIZATION
ORG 0209 FINANCE

TRANSACTION APPROVAL
Y SIGNATURE AUTHORITY N INTERFACE IND
N

PAYROLL INQUIRY Y USER ACCESS IND C
USER GROUP GMM

OFF SYSTEMS AUTH N
ACTIVE Y APPOINT AUTH
Y

USER PHONE 304 558 - 0000 EXT
0300 PRINTER ID FATP

EMAIL ADDRESS
JOEFIMS_at_WVADMIN.GOV_____________________

USER
NOTATION Y SIGNATURE SHEET ENTRY Y
BUDGET ENTRY N

NEXT ___ PF3 END PF4 MENU
PF6 SIGNATURE CARD
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WVFIMS Signature Sheet Automation and Electronic
Authorization

• Mainframe Log On IDs
• WVFIMS Log On ID eg) FI1234
• Non-WVFIMS Log On ID eg) 1234567
• (ID number is only used as an identifier for
  adding a signature sheet in WVFIMS)
• Revoked Mainframe Log On ID If a WVFIMS Log On
  ID is revoked, the individual will not lose
  signature authority however, the individual will
  not be able to access the mainframe.

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• WVFIMS Signature Authority Categories
• Adjusting Entries Budget Documents
• Exp to Exp
• Revenue Transfer EPICS
• Reimbursement
• Fund Transfer IGT
• Fund Transfer Reversal
• IGT IN Allocation Journal Entries
• IGT OUT Allocation
• Deposit Correction Personnel Action Forms
  (WV-11s)

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• WVFIMS Signature Authority Categories
• Contracts WVFIMS Purchase Orders
• Purchase Order
• Purchase Order Adjustments
• Purchase Order Maintenance
• Expenditures Receivers
• Invoices
• Off System Disbursements Original Invoice
  Certification
• Investments Revenue Refunds
• Agency Request to Invest
• Agency Withdrawal

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• Signature Sheet Automation Functionality
• Only authorized WVFIMS users can add, modify, or
  delete signature sheets Signature Sheet Entry
  Y
• Appointing Authority individuals will be denoted
  in WVFIMS
• Appt Auth Y
• Individuals with Signature Authority will be
  denoted in WVFIMS Signature Authority Y
• Signature Sheets for all individuals will be
  maintained in WVFIMS (on file with Budget and
  Auditor)

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• Signature Sheet Automation Functionality
• A Signature Sheet in WVFIMS contains the
  following information
• Name
• Title
• User Identification Number (ID)
• Name and User Identification Number of Appointing
  Authority
• Effective Date for signature authority
• Termination Date for signature authority (if
  applicable)
• Category for signature authority and organization
  number(s)
• Must be signed/dated in blue ink by
  individual/appointing authority

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• Signature Sheet Automation Functionality
• Current Signature Sheets and Historical Signature
  Sheets
• Individual linked to Appointing Authority
• Current Signature Sheets vs Pending Signature
  Sheets
• Signature Authority Category delegation/other
  edits
• Can only delegate category/authority you have
• CASCADING
• If Appointing Authority loses a category,
  individual does too
• If Appointing Authority signature authority is
  terminated, then all individuals beneath will
  lose signature authority

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• Signature Sheet Automation Functionality
• Email notification of Signature Authority Changes
• WVFIMS Electronic Authorization
• Reports TSO WVESIG

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• General Information
• If you have signature authority, your electronic
  signature sheet will reside in WVFIMS
• Two signature sheets will be generated when you
  add signature sheets.
• The State Budget Office will acknowledge one and
  maintain it for their files
• The State Auditors Office will acknowledge one
  and maintain it for their files

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• Required Sequence for Acknowledgement
• Highest level of Appointing Authority must be
  acknowledged first
• Then each cascading level of Appointing
  Authority must next be acknowledged
• Finally, individuals for any agency with
  signature authority will be acknowledged

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• WVFIMS Pending Signature Sheet Effective Date
  Morning Run - Termination
• Each morning a program will run in WVFIMS to
  inactivate any signature sheet where the
  requested termination date is equal to the date
  of the morning run, and the signature sheet has
  not been acknowledged by the central
  organizations.
• After the program run, the affected signature
  sheets will be inactivated. If a termination of
  signature authority request was for an appointing
  authority, then all signature sheets signed by
  this appointing authority, either directly or
  indirectly, will also be terminated.

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• WVFIMS Pending Signature Sheet Effective Date
  Morning Run - Termination
• The loss of signature authority by employees when
  the appointing authoritys signature authority is
  terminated is referred to as cascading in
  WVFIMS.
• If this occurs, a new signature sheet sheet would
  need to be added for the new appointing
  authority, followed by signature sheets for other
  authorized individuals.

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• WVFIMS Pending Signature Sheet Effective Date
  Morning Run HOLD
• As a result of the WVFIMS Morning Run, it is also
  possible for an individuals signature sheet to
  be placed on HOLD.
• This HOLD would occur for a user whose appointing
  authoritys pending signature sheet has an
  effective date equal to the date of the morning
  run and the signature sheet has not been
  acknowledged by the central organizations.
• When the morning program runs, it will check all
  users whose authority was given directly and/or
  indirectly by the appointing authority.

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• WVFIMS Pending Signature Sheet Effective Date
  Morning Run HOLD (No effect on individual)
• If the change on the appointing authority
  signature sheet does not affect the individuals
  signature sheet, the users signature sheet and
  authority will be placed in a HOLD status.
• If the individuals signature sheet was placed on
  HOLD, it will become automatically active after
  the central organizations acknowledgement of the
  appointing authoritys signature sheet.

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• WVFIMS Pending Signature Sheet Effective Date
  Morning Run HOLD (Effect on individual)
• If the change on the appointing authority
  signature sheet does affect the individuals
  signature sheet, then a new signature sheet will
  have to be added for the individual to reflect
  the same changes as on the appointing authority
  signature sheet, if applicable.

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• Manual Signatures vs Electronic Authorization
• If an individual has been approved for signature
  authority, they may always manually use their
  signature on documents to indicate approval.
  However, if the individual uses WVFIMS, they may
  elect to electronically authorize a WVFIMS
  transaction, as opposed to using their manual
  signature.
• From the Transaction Approval Screen, type the
  letter Y for Yes, approve and type the applicable
  four (4) digit organization number. The Cover
  Sheet will automatically print and your name will
  appear as the electronically authorized by
  individual with the date.

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• Add a Signature Sheet - Walkthrough

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User Profile Inquiry Screen
ID FI3004
STATE OF WEST VIRGINIA
10/15/04 WVFA0133
FINANCIAL INFORMATION MANAGEMENT SYSTEM
132654
WVFIMS INQUIRIES - INQUIRE USER PROFILE KEY
PROMPT


USER ID _______


USER NAME
_______________ _______________

NEXT ___ PF1 HELP
PF3 END PF4 MENU

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User Profile Browse Screen
ID FI3004
STATE OF WEST VIRGINIA
10/15/04 WVFA0135
FINANCIAL INFORMATION MANAGEMENT SYSTEM
133732 USER PROFILES
RECEIVERS - BROWSE USER PROFILE BY NAME
SEL LAST NAME
FIRST NAME USER ID
ACTIVE

_ FIMS JANE
FI0004 Y
_ FIMS
JOE
WV3000 Y
_ FIMS
TODD 6595700
Y



NEXT ___ PF3 END PF4 MENU PF6 TOP
PF7 BKWD PF8 FWD

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User Profile Detail Screen
ID FI3004
STATE OF WEST VIRGINIA
10/15/04 WVFA0134
FINANCIAL INFORMATION MANAGEMENT SYSTEM
133049 USER PROFILES
RECEIVERS - USER PROFILE INQUIRY DETAIL

USER ID
WV3000 FIRST NAME JOE LAST
NAME FIMS

USER ORG 0200
ADMINISTRATION DEPT

AUTHORIZATION
ORG 0200 ADMINISTRATION DEPT


TRANSACTION APPROVAL Y SIGNATURE AUTHORITY
N INTERFACE IND N

PAYROLL INQUIRY Y
USER ACCESS IND U USER
GROUP GMM

OFF SYSTEMS AUTH N ACTIVE Y
APPOINT AUTH N

USER PHONE
304 558 - 0000 EXT 0301
PRINTER ID FAA1

EMAIL ADDRESS JOEFIMS_at_WVADMIN.GOV____
_________________

USER NOTATION Y
SIGNATURE SHEET ENTRY Y BUDGET ENTRY N

NEXT ___ PF3
END PF4 MENU PF6 SIGNATURE
CARD
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Add a Signature Sheet - Detail Screen - Initial

• ID FI3004
  STATE OF WEST VIRGINIA
  11/15/04
• WVFA0136 FINANCIAL INFORMATION
  MANAGEMENT SYSTEM 125101
• USER PROFILES RECEIVERS -
  PENDING SIGNATURE AUTHORIZATION
• 
  
• USER ID FA2400 USER ORG
  0209 NAME JOE FIMS
  
• BUDGET ACK N AUDITOR ACK N
  TITLE _________________________
• AAS _______
  REQUESTED EFFECTIVE DATE 11/15/04
• REJECTION CODE ___
  AGENCY APPROVAL DATE 01/01/01
• 
  TERMINATION
  DATE ________
• S CERT DESCRIPTION
  S CERT DESCRIPTION
• _ N ADJUSTING ENTRIES
  _ N BUDGET DOCUMENTS
• _ N CONTRACTS
  _ N EPICS
  
• _ N EXPENDITURES
  _ N IGT
  
• _ N INVESTMENTS
  _ N JOURNAL ENTRIES
  
• _ N ORIGINAL INVOICE CERTIFICATION _ N
  PERSONNEL ACTION FORMS WV-11S
• _ N REVENUE REFUNDS
  _ N WVFIMS PURCHASE ORDERS
• _ N RECEIVERS
  

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Add a Signature Sheet - Organization Screen

• ID FI3004
  STATE OF WEST VIRGINIA
  11/15/04
• WVFA0137 FINANCIAL INFORMATION
  MANAGEMENT SYSTEM 125641
• USER PROFILES RECEIVERS -
  MAINTAIN SIGNATURE BROWSE
• 
  
• USER ID FA2400 USER ORG 0209
  
• AUTH TYPE ADJUSTING ENTRIES
  
• FIRST NAME JOE LAST NAME FIMS
  
• 
  
• ORG BUDGET
  AUDITOR
  STATE LEVEL
• ACKNOWLEDGMENT
  ACKNOWLEDGMENT ORG
• _ ____
  
• _ ____
  
• _ ____
  
• _ ____
  
• _ ____
  
• _ ____
  
• _ ____
  
• _ ____
  
• _ ____
  

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Add a Signature Sheet Detail Screen - Pending
ID FI3004
STATE OF WEST VIRGINIA
10/15/04 WVFA0245 FINANCIAL
INFORMATION MANAGEMENT SYSTEM 133140
USER PROFILES RECEIVERS ACTIVE
SIGNATURE AUTHORIZATION

USER ID WV3000 USER ORG
0200 NAME JOE FIMS
BUDGET ACK Y AUDITOR ACK Y TITLE
ASSISTANT DIRECTOR AAS FI0031 JOHN T
CAFR REQUESTED EFFECTIVE
DATE 10/15/04 REJECTION CODE ___
AGENCY APPROVAL DATE
10/17/04

TERMINATION DATE ________ S CERT DESCRIPTION
S CERT
DESCRIPTION _ Y
ADJUSTING ENTRIES _ N
BUDGET DOCUMENTS _ N
CONTRACTS
_ N EPICS
_ N EXPENDITURES
_ Y IGT
_ N INVESTMENTS
_ N JOURNAL
ENTRIES _ N ORIGINAL
INVOICE CERTIFICATION _ N PERSONNEL
ACTION FORMS WV-11S _ N REVENUE
REFUNDS _ N
WVFIMS PURCHASE ORDERS _ N
RECEIVERS


HIGHLIGHTED USER CERT INDICATES
ORGS EXIST FOR AUTH TYPE

NEXT ___ PF3 END PF4 MENU
PF5 REPRINT SHEET PF6 TOP

PF7 BKWD PF8
FWD PF9 NEW PF10
HISTORY
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WVFIMS Signature Sheet Automation and Electronic
Authorization

• What we need you to do
• Identify Appointing Authority individuals
• Identify Signature Authority individuals
• Identify who will add Signature Sheets
• Make sure Appointing Authorities are denoted
• Make sure access is available for those who will
  coordinate/add new Signature Sheets
• Identify who needs what type of Log On ID
• Make sure an email address is in WVFIMS
• Coordinate new cards for your organization when
  needed
• Phase II is effective December 13, 2004

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• Things to be aware of with the implementation
• After 5 pm on Friday, December 10, access to
  WVFIMS will be prevented, while the
  implementation of Phase II occurs
• Approval of transactions will not permitted on
  Saturday (12/11) or Sunday (12/12)
• Make sure that payroll documents are approved
  prior to the close of business on Friday (12/10)
  by 5 pm. Otherwise, you may not have access to
  transaction approval until Monday (12/13)
• During the implementation, there will be an edit
  check to make sure that the appointing authority
  hierarchy is correct. This edit check could
  result in someone losing signature authority if
  the appointing authority for the individual is no
  longer valid.

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WVFIMS Signature Sheet Automation and Electronic
Authorization

• Contacts
• WVFIMS Profiles and Access
• Denise Russe, ISC
• Phone [phone] (x5315)
• Email drusse_at_wvadmin.gov
• How do I use the Module
• Shawn Carper, FARS
• Phone [phone]
• Email scarper_at_wvadmin.gov
• State Budget Office
• Cathie Fowlkes
• Phone [phone]
• Email cfowlkes_at_wvbudget.gov
• State Auditors Office
• Heather Sanders
• Phone [phone]

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WVFIMS Signature Sheet Automation and Electronic
Authorization