Assign AME roles and responsibilities

How To Setup And Use AMEFor Purchase Requisition Approvals

Purchase Requisitions can be routed for approval using the AME Approval Management Engine. This whitepaper describes how to setup AME for use with requisition approvals, and shows how a requisition approval list is built based on the AME setup. Approvers in the AME based approver list are assigned to the requisition based on the AME rules setup for the Purchase Requisition Approval transaction. Similar setup can be done for Requester Change Order Approval and for Internal Requisition Approval, although those are not specifically covered in this whitepaper. The screenshots provided are based on 11i.AME.B, and some of the navigation details are specific to 11i.AME.B.However, most of the details providedare applicable to 11i.AME.A and higher including R12.Assign AME Roles and Responsibilities

AME responsibilities in 11i.AME.A are assigned directly to the users. However, In R12 or 11i.AME.B and higher, AME responsibilities are assigned indirectly to users through roles. The roles are assigned to the users by the SYSADMIN user using the User Managementresponsibility. Once the roles are assigned, the AME responsibilities are automatically available to the users without specifically assigning the AMEresponsibilities to the users. Here are steps to assign the roles:

1. Login as System Administrator user

2. Select the responsibility "User Management". (NOTE: User Management data is stored in the UMX schema)

3. Select "Users" menu option

4. Search for the user to whom you wish to grant AME roles

5. In the results table, click on update icon (shown in screenshot above)

6. In the update user page, user details can be seen along with a list of roles available to user

Click on "Assign Roles" (shown in screenshot above)

7. Search forApproval% and Select roles from the resulting LOV.Choose the roles that are applicable (proper authority)for the user, and click the Select button.

8. Specify justification and relevant dates for the newly assigned roles, and clickApply to assign the roles to the user.

Reference Oracle Approvals Management Not Enabled? What Does It Take To Enable It?

Grant Transaction Type Access to Users

AME restricts access to transaction types using Data Security. Grant users access to the transaction types using the Grants page. Set up user access as follows:

1. Navigate to the Personal Home Page.

2. Select Functional Administrator Responsibility

3. From the Grants page, press on the Create Grant button

4. Create a grant with the following information: Name Grantee Type = Specific User Grantee = Object = AME Transaction Types

5. Click Next and select the Object Data Context

Data Context Type = All Rows

6. Click Next to define the object parameters and Select Set

Set = AME Calling Applications

7. Click Next, review the setups and then Finish the process.

Review and Modify AME Setup

AME is designed to provide approval logic for many transaction types. Transaction types used for Purchase Requisitions include the following: Purchase Requisition Approval, Internal Requisition Approval, and Requester Change Order Approval. This whitepaper focuses on Purchase Requisition Approval, however, many of the concepts are applicable to the other two requisition transaction types as well. Likewise, some examples and comments in this paper are written in iProcurement context, but the same AME concepts apply to core apps requisitions also.

1. Navigate to the Approvals Management Business Analyst, Standard responsibility

2. Choose the Business Analyst Dashboard menu from the responsibility (see image above)

3. Use the Transaction Type LOV to search and select the transaction type= Purchase Requisition Approval

4. Use the links on the right in the Approval Process Setup region to set the components (Attributes, Conditions, Action Types, Approver Groups) and rules, or to use the test workbench in AME.

1. Action Types

1. An action type is a collection of actions having similar functionality. Every action belongs to an action type. Action types are enabled or disabledfor a particular transaction type.AME maygive an error whenattempting toenable an action type for a transaction if the transactionis not designed to allow that action type. Reference 11.5.10 FAQ for Approvals Management (AME) Integration For iProcurement and Purchasing- for a list of action types allowed for requisition transactions in AME. In addition, Release Content Documents for E-Business Suite R12 - provides a link to the Procurement Family RCD which clarifies (Section 3.4.2.14) that requisition approval with Oracle Approvals Management (AME) in R12 allows use of Position Hierarchy based Approvals, Parallel Approvals, and Support for FYI Notifications.

2. To disable or enable action types for the transaction, select the Action Types link

3. The Action Types page shows the action types that are currently enabled for the transaction type (Purchase Requisition Approval). Use the Previous and Next links to scroll through the list of enabled action types. Select the Use Existing Action Type button to see other pre-defined action types available in AME. Some of these may or may not be applicable to the currently select transaction type; AME will give an error if the user tries to add a non-relevant action type for the selected transaction type.

4. Navigate to HR responsibility -> Work Structures -> Job -> Description - to assign a Level (Approval Authority) to a Job.

Query up the Job and enter the appropriate Job Level in the Approval Authority field.

5. In AME, select any or all of the following Action Types for JOB BASED approvals if applicable for your business requirements:

1. absolute job level / chains of authority based on absolute job level

2. final approver only / chains of authority containing only the final job-level approver

3. manager then final approver / chain of authority includes requestor's manager and then the final approver

4. relative job level / chains of authority based on relative job level 5. supervisory level / chains of authority based on number of supervisory levels6. In AME, select any or all of the following Action types for APPROVER GROUP approvals if applicable for your business requirements:1. post-chain-of-authority approvals / group approvals after the chain of authority2. pre-chain-of-authority approvals / group approvals before the chain of authority3. approval-group chain of authority / chain of authority includes an approval group7. In AME, select any of all of the following Action types for POSITION BASED approvals (Only in R12 and higher) if applicable for your business requirements

1. hr position / chains of authority based on a particular HR position

2. hr position level / chains of authority based on HR positions

2. Attributes

1. Attributes are the base element for an AME Rule. Attribute values are retrieved from the Oracle EBusiness Suite Applications database or derived from values in the database. AME is seeded with attributes relevant to the transaction type, and the user can create new attributes in AME for use in AME rules.

2. Select the Attributes link to view or add attributes for the selected transaction type

3. Use the Previous and Next links to scroll through the existing attributes. Some of the attributes relevant to Purchase Requisition Approval include ITEM_CATEGORY, ITEM_NUMBER, and REQUISITION_TOTAL as well as other attributes.When AME approvals is enabled for purchase requisitions, these values are retrievedfor the relevant requisitionwhile navigating through iProcurement checkout or core apps requisition create, and AME uses this information to determine the appropriate AME rule(s) to use.

4. In addition to the seeded attributes, a customized attribute can be created. DAVE_CATEGORY_SEGMENT is an example of this. This attribute uses a query to capture SEGMENT1 of the Item Category flexfield. The Item Category flexfield may be setup to use one or more segments; this customized AME attribute captures only SEGMENT1 of the flexfield. This allows the users to setup conditions and rules that are dependent on a certain value in SEGMENT1 of the ITEM Category used on the requisition. NOTE: The new attribute DAVE_CATEGORY_SEGMENT1 uses the same sql query as the seeded ITEM_CATEGORY AME attribute, except it selects mck.segment1 rather than mck.concatenated_segments.

3. Conditions

1. Conditions identify values and value ranges for some or all of the attributes available. AME rules refer to these conditions to determine if a particular rule is applicable for the specific document (requisition) being approved. For example, an AME rule can be setup to require certain approvers if $0 USD