1. Kuali Chart of Accounts Training Catherine Maddaford Office of the Comptroller

2. Who can access KEW COA? Requests must be made from the SBO for access at this time. Once the person is set up in their appropriate role, they can use KEW COA. The user must also be an employee with an active USC net login. Roles and departments must be set up in KEW for the persons using COA.

3. What is your Role? Accountant –These are the people who enter the COA documents. –Documents go to SBO for approval. SBO – Senior Business Officer –Approves all COA documents. –Can enter and approve them. VP – Vice President, Dean, etc –Can receive ad-hoc routing of documents if they are set up in KEW with this role.

4. New ad-hoc routing to VP You can now route to a dean or VP who is set up in that role in KEW COA. Ad-hoc routing means you can send it to that person only when you choose to. It is not automatic routing. You can only route to the Dean or VP that is set up. You cannot pick someone else to route to. Once that person has reviewed it, it will return back to the person who routed it. This option will not appear if we do not have someone set up in this role.

5. Logging in Enter your USC net ID name and password. (Shibboleth name) Website: https://ais-shib1.usc.edu/kew REMEMBER THE “S” IN HTTPS.https://ais-shib1.usc.edu/kew

6. Using Bookmarks Notice the URL changes when you hit enter to login. You must edit your bookmark to save the right URL.

7. KEW menu Main Menu, action list, and doc search

8. Using Menus and Tabs Use Main Menu On the main menu are the processes that are currently in production or testing phases. Only people with appropriate access in KEW can use these processes on the menus. Choose the Chart of Accounts menu for changing accounts and creating new accounts. Use the doc search and the action list to monitor where your document is and what steps are remaining in the process.

9. Starting a Document

10. Submitting a document

11. 1.Enter the date, the document ID, or your user name to find a document that you have submitted or saved. 2.You can also search by date, either both from and to, or just one. 3.You can use an asterisk * in front or behind text to do a wildcard search. 4.Use the route log to check its status. Document Search

12. How to Search for User Name

13. Route log view

14. Saving and Canceling Cancel the document if you want to start over or started a new one by mistake. Do not just close the document. Save the document if you want to complete it later. You will then be able to find it on your action list. Close a document that you were just viewing but do not want to make any changes or take any action. If you close a document that you just started, you will be asked whether you want to save it or not.

15. Approving and disapproving Only SBO’s can approve or disapprove a KEW COA document. A document can be changed by the SBO prior to approving the document. Once disapproved, the same document cannot be changed, but it can be copied to a new document and submitted.

16. Invalid email notification This box is not active – This box had a different original intent which could not be implemented.

17. Action List Emails You can set your preferences for how often you want to receive emails that you have an action item. The default is immediate. Go to the Workflow tab to see your action list. Click on the link to Preferences to open the preferences maintenance screen. You only receive emails when you must take an action. There are no emails sent to tell you that the process has been completed. Look for the status of the document to be FINAL to know that it has been approved. Look up the account in WEBBA to see if it was processed.