New eMARS Executive Order Request Document (EO1)

A new eMARS document is being developed to replace the current Microsoft Excel version of the Executive Order request form.  The new eMARS Executive Order Request Document (EO1) contains the same fields as on the current Excel form, with one exception.  The field currently identified as the Request Title in the Excel form is being identified in the eMARS EO1 document as the Short Description field.

The EO1 is a very simple, easy to understand document that is routed via workflow, and may be tracked by agency users.  Approvals or rejections are applied through eMARS.  However, if the Cabinet Secretary or Authorized Agency Head is not an eMARS approver, a hard copy of the signed EO1 must be printed out and the signed copy maintained at the agency level.

Approvals/rejections are applied every Friday following the Exceptions Committee weekly meeting.  It will be the responsibility of the agency users to check the status of their requests through eMARS.

Provided below are some easy to follow instructions for creating and completing the EO1 document.

NOTE:  The screenshots provided in the following instructions are from the eMARS Development environment.  When the EO1 document is available in eMARS Production the screens colors will not show up in red, but will appear in the traditional eMARS blue color scheme. 
1.  Go to the Document Catalog.
2.  Click on Create.
3.  Enter the EO1 for Document Code.
4.  Enter Department and Unit.
5.  Check Auto Numbering.
6.  Click Create. 
7.  The Requesting Department field
     populates from the Department
     Code entered upon creation of
     the document. 
8.  The Record Date will populate
     with current date upon submit. 
9.  The Requestor Name and Phone
     Number will populate from the
     eMARS User ID selected
     from the Requestor ID pick list
     field.
10. Enter a concise Short Description of
     the request (this field holds 60
     characters.)
11. All other drop-down lists replicate
     those currently provided in the Excel form.           
12. The Purpose and Justification is in a separate section, and
     holds up to 4000 characters.  If additional space is needed,
     then a WORD document may be used and attached to the
     Header of the EO1 document.  If an attachment is applied,
     do not just enter “see attached” in the Purpose and
     Justification field.  The report generated for Executive
     Committee review will not include information from
     attachments.  
 
     Therefore, you must enter as much information as possible in the Purpose and Justification section, and
     include a statement indicating “Additional information attached at the Header.”

13. The For Agency Use section includes an Extended
     Description field that will holds up to 1500
     characters.

This document is targeted to be available in eMARS Production by April 14, 2008.  Security Leads should contact Donald Sweasy to begin set up of Workflow and Approvals.  Work Lists may be set up based on specific conditions; e.g. a request type of Personal Service Contract,  Memoranda of Agreement, and University Agreements may route to a specific individual(s) Work List.

Procedural change information will be issued by the Finance Cabinet as soon as dates are finalized.