The Pennsylvania State University - Administrative Information Services, a unit of Information Technology Services

Basics

Workflow

Workflow is Penn State's Web-based hosting system for University academic, administrative, and financial management processes, especially those involving review and approval needs. Workflow is a strategic initiative being developed by Information Technology Services (ITS) and focuses on improving business practices by automating and streamlining the required routing and approval steps. Workflow is accessible through PAWS at the following URL:  https://es.ais.psu.edu/PAWS/

PAWS – Penn State Administrative Web Suite

PAWS serves as a single launch point for a diverse collection of administrative-type functions and applications. Rather than remembering a variety of web site addresses, a user simply needs to remember PAWS, and over time, the majority of Penn State's administrative functions will reside here. This includes functions such as submitting a travel reimbursement, updating your attendance record, submitting an electronic form to the Workflow system, etc.

Role-based Management and Approval (see sample below)

Workflow uses a role-based approval system. A role is an authorization(s) that can be applied to an individual or a group. For example, academic roles include Faculty, Department Head, Dean, Associate Dean, Division Head, Campus Academic Officer, etc. Roles also include attributes that are assigned to users, such as colleges, locations (UP, Campus, University College, etc.) departments, and more. People using the Workflow system are assigned roles that enable and authorize them to process forms. Below is a sample Workflow form approval path using the roles of Faculty Mentor, Dept Head, Dean and Financial Officer.

Role Proxies

The Workflow system also utilizes the role of proxy.  A proxy is a role that is assigned to a person and authorizes them to process forms in the same capacity of the person who is assigned the role. For example a Department Head may wish to assign the proxy role of Department Head to someone on their staff so that they can process Workflow forms in their absence or stead. This is an organizational decision.

Workflow flow diagram

 

Content Questions: Beth Hayes | Support Questions: Workflow Support