Approving Requisitions In PASSPort
Roles Involved: • Agency Req. Approvers
• Financial Approvers
• Citywide Req. Approvers
• Cross-Agency Submission Approvers
Summary:
Step-by-step instructions for assigning and
approving Requisitions in PASSPort.
Last Updated: January 27, 2020
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Table of Contents
Table of Contents ................................................................................................................................................................................................................................. 2
1. Approving Requisitions Overview ................................................................................................................................................................................................ 3
2. Approving a Requisition ............................................................................................................................................................................................................... 4
3. Viewing Workflow Rules ............................................................................................................................................................................................................ 21
Accessing PASSPort
To access PASSPort and log in, go to http://cityshare.nycnet/passport
Note: While navigating PASSPort you are able to easily increase its font size and readability. To do this, click the “ctrl” and “+” keys simultaneously on
your keyboard. Each time you click these keys, your web browser will zoom in and PASSPort will resize accordingly. To reduce PASSPort’s font size,
simultaneously click the “ctrl” and “-“ keys.
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1. Approving Requisitions Overview
This user manual provides you with step-by-step instructions for navigating the Requisition approval workflow process in PASSPort. For information on
tasks not outlined here, please see the MOCS Training Materials page hosted on CityShare.
After a Requisition is submitted by a Requestor, an approval workflow is launched in PASSPort. While the number of approvers involved in the workflow
will depend on applicable Agency and Citywide rules, all workflow paths require a minimum of 2 approvers (and a maximum of 5) within your Agency.
Note that Requisitions for food, fleet, and fuel require an additional level of Citywide approval from DCAS, whereas Requisitions with furniture require
Citywide approval from the Mayor’s Office of Operations.
Finally, Requisitions utilizing funds from an Agency other than your own require an extra level of approval from the Agency whose funds you’ve requested
to encumber. This is considered a “Cross-Agency” Requisition and the approver is called the “Cross-Agency Submission Approver”.
Below is a simplified, color-coded workflow which allows you to easily which role(s) is involved with each step of the process:
If a Requisition is rejected at any step in the approval workflow, it will return to “Draft” status and be returned to the Requestor. If you reject a Requisition
for any reason, you must provide a comment that will be visible to the Requestor, explaining why you rejected the Requisition.
Once a Requisition is fully approved, the Requisition “flips” into a Purchase Order where it is sent to FMS for encumbrance. Upon approval from FMS, the
vendor is automatically sent a Purchase Order.
Draft Agency
Approval
Cross-Agency
Submission
Approval *if required
Approved Submit Citywide
Approval *if required
Approve Approve Approve
Requestor
Citywide Approver
Agency Req. Approver /
Financial Req. Approver
Cross-Agency Submission Approver
System Step
At Least 2 Levels
for All Requisitions
Food, Fleet, Fuel,
Furniture, & add’l CTs For Cross-Agency
Allocations
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2. Approving a Requisition
Follow the steps below to understand the Requisition workflow approval process and learn how tasks are assigned and approved in PASSPort. While the
instructions below are representative of a typical workflow, your specific Requisition may require additional levels of approval not outlined here.
Immediately after a Requisition is submitted, all potential Level 1 Requisition approvers (as determined by your Agency’s configured rules) will receive an
email notification alerting them to the task. The unassigned task itself will populate on each potential approver’s open workflow task and require an
initial assignment.
1. From your PASSPort
homepage, click the
“Ordering” tab.
2. Click on “Browse
Requisitions”.
This will take you to
the available
requisitions.
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Note: Please first ensure the
“My requests” checkbox is
unchecked and click “Search”.
3. Use the filter field to
search your
requisition.
4. Click the icon next
to the Requisition
workflow you wish to
assign.
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The Requisition page is now
displayed.
5. Navigate to the
“Workflow” tab.
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The Requisition Workflow page
is now displayed.
Note: The upper half of the
Workflow page contains the
workflow visualization.
• A green box indicates the
step is complete.
• An orange box indicates
the current step in the
workflow.
• A diamond represents a
decision point in the
process.
In our example workflow, we
can see we’re at the “Level 1
Approval Queue” step.
Before an approver can
perform any approval, the task
enters a queue (or “pool”) of
potential approvers. In order
for the approval steps to
occur, any approver within the
pool must be assigned the
approval task.
Please scroll down to the
lower half of this page to see
the Assignment section.
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6. Click the ellipsis on the
Level 1 Approval field
or type-ahead within
the field to select the
individual(s) who
should be assigned to
the Level 1 Approval.
Note: Multiple users can be
assigned an approval task and
it is a recommended best
practice for agencies to assign
approvals to at least two
users. While one individual will
ultimately perform the
approval task, assigning the
task to multiple users provides
another level of backup if the
intended staff member is
unable to perform the task.
In this example, we will assign
both ourselves (FDNY_50) and
another user (FDNY_51) to the
task.
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The Contacts window is now
displayed.
7. Click the checkbox next
to the user(s) who you
will be assigning the
task.
8. Click the “Close”
button.
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9. Confirm that the
names of your
intended Level 1
approver(s) are
appearing below the
Level 1 Approval
dropdown field. If an
incorrect name was
selected simply click
on the X to remove
that person.
10. Click the “Assign”
button.
Note: All levels of approval go
through the same process of
assignment.
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Now that the Level 1 Approval
task has been assigned, the
“Level 1 Approval Queue” step
is complete, and its box has
turned green.
11. Click on the Purchase
Requisition tab to
review the Requisition.
Note: If your Agency’s approval
workflow has the Financial
Approver performing the
“Level 1” step, this individual
will need to ensure the
allocation fields (i.e. Chart of
Accounts) is complete for all
items contained in the
Requisition. This process is
outlined on Page 14.
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You will then want to review
the Requisition detail by
reviewing the “Requisition
Header”, “Delivery Address”,
“Invoicing Address”, and
“Items”.
12. Once fully reviewed
and ready to approve,
click the “Approve”
button.
Note: If the Requisition needs
to be rejected, click the
“Reject” button (you will be
required to leave a comment
upon doing so).
Click the “Forward” button if
you need to assign this task to
another individual.
13. Navigate to the
“Workflow” tab to view
the updated workflow
progress.
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Now that the Level 1
Approval has been
completed, the “Level 1
Approval” step box has
turned green.
Note that the “Level 2
Approval Queue” box is
orange, indicating the
current step in the overall
workflow.
Accordingly, all potential
“Level 2 approvers” (as
determined by your
Agency’s configured rules)
will receive an email
notification alerting them
to the task.
Based on your assigned
approval role in the system
you will either play as a
Requisition Approver,
Financial Requisition
Approver, Final Requisition
Approver. Based on your
role in the system you will
either be required to enter
in allocation lines or have
a read only profile view to
review and approve the
Requisition at its final
stage.
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In our example workflow,
the Level 2 Approval step
is performed by the
Financial Approver. This
individual must ensure the
allocation fields (i.e. Chart
of Accounts) are complete
for all items contained in
the Requisition.
Note: There are two
methods of inputting
allocation lines: 1) utilizing
the mass editor
functionality or 2) clicking
into each line item
individually. Both methods
will be shown here.
Mass Editor Method:
14. In order to perform
a mass allocation
of all items in the
Requisition, click
the icon and
click the “Edit
Lines” button.
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The Purchase Requisition
Items Mass Update window is
now displayed.
15. Complete all required
and necessary fields.
The following fields are
required for all
Requisitions:
• Department Code
• Type
• Budget FY
• Fund
• Appropriation Unit
• Detail Object
• Budget Code
Be sure to select “Add” for
initial allocation or “Replace” if
adjustments to existing lines
are necessary.
Note that the Financial
Approver should ensure there
are sufficient funds in FMS
associated with the field
values being entered at this
step.
16. Once complete, click
“Save and Close”.
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Individual Line Item Method:
A) An alternative approach is to
manually input allocation
values into Requisition line
items by clicking the icon
next to each item.
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The Edit Item page is now
displayed. Scroll down to the
bottom of the page to the
“Budget Information” section.
Note: You may check the
“Show Required Only”
checkbox to display only those
allocation fields that are
required to be entered.
B) Complete all required and
necessary fields. The following
fields are required for all
Requisitions:
• Type
• Budget FY
• Fund
• Department Code
• Appropriation Unit
• Detail Object
• Budget Code
C) Once complete, click “Save
and Close”.
Repeat this process for all line
items on the Requisition.
B
C
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17. Once fully reviewed and ready
to approve, click the “Approve”
button.
Note: If the Requisition should
be rejected, click the “Reject”
button (you will be required to
leave a comment upon doing
so).
Click the “Forward” button if
you need to assign this task to
another individual.
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Once the requisition has
received full agency approval,
the Requisition will ‘flip’ into a
Purchase Order, assuming City
wide or Cross agency approval
is not required. In addition to a
green confirmation message
that appears, this page
displays Purchase Order
specific tabs and a PO number
is visible at the top.
Note that the status of this
Purchase Order will be
“Pending FMS Approval”.
Once approved by FMS, all
vendors utilized in the
Requisition will automatically
be sent their respective
Purchase Orders.
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Note: If the Requisition
workflow is accessed after
final approval, the “Approved”
box will appear green on the
right side of the page.
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3. Viewing Workflow Rules
The Workflow Rules table allows Agency users to view their organization’s current rules and approver pools. While only Agency Admins can adjust which
individual is assigned to what level of approval, all Requestors and Approvers may familiarize themselves with how their Agency’s rules are configured.
The Workflow Rules page is accessible through the Ordering tab in the PASSPort header menu. Follow the below steps to view your Agency’s rules.
1. From any page in
PASSPort, click the
Ordering tab from
the PASSPort
header menu.
2. Click Browse
Workflow Rules at
the bottom of the
dropdown menu.
The Browse Workflow
Rules page is now
displayed. From this page,
you can view all of your
Agency’s rules. Find the
approval rule you wish to
view, utilizing the search
fields as needed.
3. Click on the
icon to the left of
the rule you wish
to view.
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The Manage Workflow Rules
window is now displayed.
In the “Rule Information”
header section, you can see
various attributes of the rule
you selected:
Rule ID is the sequential
number of the rule in
PASSPort
Commodity will display
an NIGP code if the rule
applies to a specific good
Amount(≥) will display a
dollar threshold if the
rule applies for an item
above a specified cost
Levels indicates the
rule’s total number of
approval levels at your
Agency
Level of Financial
Approver indicates the
level at which the
Financial Approver
performs their approval
task
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In the “Approvers” section, you
can see the names of
individuals assigned to
approval pools at each level.
In this example, three staff
members are assigned to the
Level 1 approval pool (Bob,
Susan, and Lisette) and
another three staff members
assigned to Level 2 (Elvira,
Melissa, and Rob).
4. When finished viewing
your rule, click the
“Close” button to
return to the Workflow
Rules page.
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