FF.003.1 Create/Maintain Travel Authorization - VC07 (Project Archive)
User Acceptance Test Overview
The Travel and Expense module enables colleges to perform Travel Authorizations and process Cash Advances before the travel event, as well as provide a mechanism for Expense Reporting after the travel has occurred. This first possible step in the process focuses on handling Travel Authorizations. College testers may choose to start at this step, or start at the FF.003.2 Create/Maintain Expense Report step, or FF.003.3 Create/Maintain Cash Advance. All steps must be tested to complete this UAT.
Each step in the high level [FF.003 Travel and Expense] flow is covered in a User Acceptance Test (UAT) Guide. The guide below [FF.003.1] contains a business process flow diagram outlining the steps [FF.003.1.1 through FF.003.1.6] needed to complete the test activities. The steps to Delete [FF.003.1.5] and Cancel [FF.003.1.6] a travel authorization can be completed independently, using the Travel Authorizations created in steps FF.003.1.1 through FF.003.1.4. Make sure to create at least 2 extra Travel Authorizations in those first steps (FF.003.1.1 to FF.003.1.4) so there is one to cancel and one to delete in those subsequent steps (FF.003.1.5 and FF.003.1.6).
Each step in the flow diagram below correlates to one or more Quick Reference Guide [QRG] links that demonstrate how to execute each step. Once complete, click the link to the next step in the high level flow to access the next UAT Guide in the high level (Tier 1) flow.
The information below is intended to provide colleges guidance on performing a User Acceptance Test on this business process. The business process shown in the flow diagrams below may be only part of what is needed to complete an end-to-end test of a full business cycle. Coordination with other colleagues at your college in advance of commencing testing is key to success. In the same way that it doesn't take a single individual to operate the business of running a college it will require coordination across departments to successfully test a business flow from beginning to end.
Business Process Flow Diagram
Self-Pace Training Materials (Advanced Prep)
To prepare yourself in advance for the richest testing experience below are required Canvas Courses. Successful course completion is a prerequisite to participate in all UAT activities.
- EX100 Travel & Expenses: Traveler/General User
- EX101 Travel & Expenses: Approver
- EX102 Travel & Expenses: Travel Admin/Finance
To register for these required courses visit the ctcLink Training Registration Page.
Additional Resources
- Adding Multiple Travel Authorization Expense Lines
- Editing Employee Organizational Data
- Editing Employee Personal Data
- Maintaining Employee Transportation Data
- Reassigning Approval Work for Travel & Expense Approvals
- Viewing Employee Organizational Data
- Viewing Employee Personal Data
- Viewing and Modifying User Defaults
Instructor-Led Training Materials and Recordings
Instructor-Led Training Materials
Create Travel Authorization & Create Expense Report Presentation
Training Session Recordings
Create Travel Authorization & Create Expense Report (2 hr 5 min 52 sec)
Links to Quick Reference Guides - Steps in the Test Process
FF.003.1.1 Enter/Update Travel Authorization Information
FF.003.1.2 Submit Travel Authorization for Approval
FF.003.1.3 Budget Check Travel Authorization
- Budget Checking Travel Authorization During Approvals
- Budget Checking Travel & Expense Transactions in Batch
FF.003.1.4 Complete Travel Authorization Approvals
FF.003.1.5 Delete Travel Authorization
FF.003.1.6 Cancel Travel Authorization
Minimum Test Case (Data) Scenarios:
Prior to beginning Travel and Expense testing, a converted, 'active' employee must have a traveler profile. Starting with the converted job data will help to source the test data needed to begin. Using the Data Validation Guide for Job Data, identify employees who successfully converted with an active job that meet the criteria for the minimum data scenarios outlined below. Once you have identified the appropriate employees for testing, and have confirmed those employee's supervisors are set up as an Expense Approver in UAT, use those employees as the person filing the travel authorizations in the scenarios below.
The following QRG, Maintain Traveler Profile Organizational Data. provides guidance on establishing the needed traveler profile. Authorized users can be set up to create documents on a traveler’s behalf following this QRG, Administrator Add Authorized Expense Users.
Scenarios for FF.003.1.1 Enter/Update Travel Authorization Information
- Enter a Travel Authorization for a single day.
- Enter a Travel Authorization for multiple days.
- Enter a Travel Authorization for athletics-related travel.
- Enter a Travel Authorization for travel that includes a maximum lodging per diem exception.
- Enter a Travel Authorization that does not get submitted for approval.
- Enter a Travel Authorization for travel that does not occur.
- Enter a Travel Authorization with a budget chart string for a Project (Grant funds)
- Using a converted Project (Grant funds) - Data Validation for Grants/Projects
- Using a newly created Project (Grant funds) [FF.002.1 Create Grant]
Scenarios for FF.003.1.2 Submit Travel for Authorization for Approval
- Have a traveler submit their own Travel Authorization.
- Have an authorized user (e.g. an admin) submit a Travel Authorization on behalf of a traveler.
- Submit and then withdraw a Travel Authorization.
Scenarios for FF.003.1.3 Budget Check Travel Authorization
- Budget check a single Travel Authorization during the approval process.
- Budget check a batch of Travel Authorization from the approval screen.
Scenarios for FF.003.1.4 Complete Travel Authorization Approval
- Approve a Travel Authorization.
- Deny a Travel Authorization.
- Send Back a Travel Authorization for correction.
Scenarios for FF.003.1.5 Delete Travel Authorization
- Delete a Travel Authorization that has not been submitted for approval.
Scenarios for FF.003.1.6 Cancel Travel Authorization
- Cancel a Travel Authorization for travel that did not occur.
Recommended Error Test Conditions:
FF.003.1.1 Enter/Update Travel Authorization Information
-
Error Condition: Attempt to enter a Travel Authorization (TA) for past dated travel.
- Expected Behavior: Error message will appear when attempting to save the TA with past date.
FF.003.1.3 Budget Check Travel Authorization
-
Error Condition: Attempt to approve a Travel Authorization (TA) for pasted dated travel.
- Expected Behavior: Error message will appear when the approver clicks the “Review” or “Approve” action button from the approvals screen.
FF.003.1.5 Delete Travel Authorization
-
Error Condition: Attempt to delete a Travel Authorization that has been submitted for approval.
- Expected Behavior: The user will not be able to look up and select the TA from the Delete Travel Authorizations search screen.
Return to the High Level (Tier 1) UAT Framework:
Next Step in the High Level UAT Framework:
Links to User Acceptance Test 'How To' Information:
Security Matrix Mapping Information
The information below provides those completing the Security Matrix Mapping templates with the Menus, Pages and Role names needed to execute the User Acceptance Testing relevant to this UAT guide. Please review the Tier 1 - High Level Flow UAT guide materials for additional role recommendations to view/manage underlying configurations related to Travel and Expenses processing.
FF.003.1 - Enter/Update Travel Authorization:
MENU: Employee Self-Service > Travel and Expenses > Travel Authorizations > Create/Modify
ROLE NAME: ZZ PeopleSoft User (General User Fluid Page Access role)
FF.003.1.2 - Submit Travel Authorization for Approval:
MENU: Employee Self-Service > Travel and Expenses > Travel Authorizations > Create/Modify
ROLE NAME: ZZ PeopleSoft User (General User Fluid Page Access role)
MENU: Employee Self-Service > Travel and Expenses > Travel Authorizations > View
ROLE NAME: ZZ PeopleSoft User (General User Fluid Page Access role)
FF.003.1.3 - Budget Check Travel Authorization:
MENU: Travel and Expenses > Approve Transactions > Approve Transactions
ROLE NAME: ZZ Expenses Approval and ZZ Expenses Processing
MENU: Travel and Expenses > Manage Accounting > Request Budget Checking
ROLE NAME: ZZ Expenses Processing and ZZ Expenses Manager
FF.003.1.4 Complete Travel Authorization Approvals:
MENU: Travel and Expenses > Approve Transactions > Approve Transactions
ROLE NAME: ZZ Expenses Approval
Note: The security roles ZZ Expenses Processing and ZZ Expenses Manager also have access to this page, but are not needed to test this step for approval. Depending on a college's Automated Workflow configuration, most colleges have decided that the Supervisor is the first level approver of expense requests.
FF.003.1.5 - Delete Travel Authorization:
MENU: Employee Self Service> Travel & Expenses> Travel Authorizations> Delete
ROLE NAME: ZZ PeopleSoft User (General PeopleSoft User Access to Fluid Pages)
ROLE NAME: ZZ Expenses Processing
FF.003.1.6 - Cancel Travel Authorization:
MENU: Employee Self-Service > Travel and Expenses > Travel Authorizations > Cancel
ROLE NAME: ZZ PeopleSoft User (General PeopleSoft User Access to Fluid Pages)
MENU: NavBar> Navigator> Travel & Expenses> Travel Authorizations> Cancel
ROLE NAME: ZZ Expenses Processing
ROLE NAME: ZZ Expenses Approval
OPTIONAL STEPS:
Related to Pre-requistes noted in FF.003 Overview:
ROLE NAME: ZZ Expenses User Admin
ROLE NAME: ZZ Expenses Reassign
ROLE NAME: ZZ Expenses Workcenter
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