Approval Management Engine Setups

Approvals Management Engine (AME) R12 Functionality & Case Study

24th October 2011 NEOAUG

Paresh ShahJay Robinson

CompanyBackground

Inoperationsince2002withconsistentyearoveryeargrowth,privatelyheld Inc500/5000listoffastestgrowingU.S.

companies OfficesinUSA MA(HQ),NewYork,

Atlanta,GermanyandIndia Over400employeeswithstronglocal

presence CoreSpecializations:EBusinessSuite,

BusinessIntelligence/EnterprisePerformanceManagement,FusionMiddleware,InfrastructureServices,EducationServices

FoundedbyformerOracleConsultingServiceemployees

Boston New York Atlanta Germany India

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1. WhatisAME/WhatarethevarioususesofAME2. NewfeaturesavailableinR123. PowerofAME:CaseStudyPORequisitionApproval/Methodology4. AMEImplementationSteps:

AssignRoletoSetupUser GrantAccesstoTransactionTypetoSetupUser CreateAttributes CreateConditions CreateApprovalGroups CreateRules SetupProfileOptions UpdatePORequisitionsDocumentType

6.CaseStudy ServiceContractApprovalwithParallelApproval7.AMETestWorkbench8.References

Boston New York Atlanta Germany IndiaAppsAssociatesLLC

Agenda

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1. WhatisAME?

OracleApprovalsManagement(AME)isaselfserviceWebapplicationthatenablesyoutodefinebusinessrulesgoverningtheprocessforapproving transactionsinOracleapplicationsthathaveintegratedAME.

2. WhatarethevarioususesofAME?

Approvals PORequisition,Expensereport,SalesQuote,ItemApproval,ServiceContractApproval,etc.(supportsmorethan180transactiontypes)

ESignatures VariousInventory/Mfgtransactions

WhatisAME?

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1. ParallelApprovals:notificationsaresentouttomultiplepeoplesimultaneouslytospeeduptheapprovalprocess.

2. SupportforViewers:FYIapprovalnotificationsaresenttospecificuserswhoseapprovalsarenotrequired.

3. PositionHierarchySupport:ApprovallistsbuiltwithinAMEaregeneratedbasedonthepositionhierarchy.ThePositionHierarchymethodinAMEhassomedifferenceswhichallowsittomodelnotexactlywithPObasedApprovals

4. PurchaseOrdersarestillNOT integratedwithAME.OnlyRequisitionscanuseAMEforapprovalrouting.

Release12 PORequisitionAMEApprovalNewFeatures

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Requestor Limit > PO Req. Amt

Submit PO Requisition for Approval

# 2 General Expense Requisition

Cost Center Requestors Supervisor Approval

Finance Pre-Approval (CC Based)

Verify Requisition

Type

Approver Limit > PO Req. Amt

Post ApprovalYESNO

YES# 3 Cap Expense

Requisition

CFO Approval


Task Manager Approval (If Null

Project Manager)

Finance Pre-Approval(CC Based)


Post ApprovalNOFind Task Managers Supervisor

YES

# 4 Project Requisition (Non- Cap)

# 5 Project Requisition (Cap)

CFO Approval


YES

Requestor Limit > PO Req. Amt

Supervisor Approval

NO


Plant Manager Approval

YESNO

# 7 Inventory Requisition (Part Based)

NO

Check for multiple

req types /proj./ tasks

PASS

AME Admin

Approver must have authorization to approve CC

Approver must have authorization to approve CC

FAILTask Manager

Approval (If Null Project Manager)

Requestors Approval if Prepare is different





FN7

FN1

FN2

FN3

FN4

FN6

AG1

AG1

AG1

AG1

AG13

AG13

AG13

AG13

AG13

AG4

AG5

AG3

AG9

AG2

AG2

AG3

AG10

AG11

AG7

PowerofAME SolutionDesignMethodologyPurchaseRequisitionApproval.

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CFO Approval


Check for multiple

req types /proj./ tasks

AME Admin

FAIL

Task Manager Approval (If Null

Project Manager)


FN7 FN4AG1AG13 AG5 AG3

Ifsomeoneelseentersrequisitiononbehalfofrequestorthenrequestor shouldfirstapproveit.

TaskManagerontheprojectshouldapproverequisition.IfprojectisnotsetupwiththeTaskManagerthenapprovalshouldgotoProjectManager

Reject SendapprovaltoAMEAdmin ifrequisitionhaslineswithdifferenttypesORmultipleprojects

Check Req. Type Cap.

Project

FNX=FunctionusedintheattributeAGX=ApprovalGroup

All Conditions are TRUE Requires Approval from

IF THEN

ConvertingBusinessApprovalFlowtoAMERule

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1. AssignAMEBusinessAnalystRoles2. GrantAccesstoTransactionTypes3. CreateAttributes4. CreateConditions5. CreateApprovalGroups6. CreateRules7. SetupProfileOptions8. UpdatePOApprovalWorkflowforDocument

Type

TRANSACTION TYPE

RULE(S)

ACTION(S) ACTIONTYPE(S)

CONDITION(S)

ATTRIBUTE(S) APPROVAL GROUPS

AMEImplementationSteps

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1. LoginasSYSADMIN2. NavigatetoUserManagement3. SearchUser>Update>

AssignAMERoletoSetupUser

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AMErestrictsaccesstotransactiontypesusingDataSecurity. Grantusersaccesstothetransactiontypes usingtheGrantspage.Setupuseraccessasfollows:

a.NavigatetothePersonalHomePage.b.SelectFunctionalAdministratorResponsibilityc.FromtheGrantspage,pressontheCreateGrantbuttond.Createagrantwiththefollowinginformation:

NameGranteeType=SpecificUserGrantee=Object=AMETransactionTypes

e.ClickNextandselecttheObjectDataContextDataContextType=AllRows

f.ClickNexttodefinetheobjectparametersandSelectSetSet=AMECallingApplications

g.ClickNext.Reviewthechangesandthenfinishtheprocess.

GrantAccesstoTransactionTypetoSetupUser

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ApprovalsManagementBusinessAnalyst

SelectTransactionType

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CreateAttribute

FN7 Function Returns

Y or N

Case Sensitive

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CreateConditions

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CreateApprovalGroups

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AMERuleBuildingBlocks

Attributes Conditions ApprovalGroups

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CreateRules

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SetupprofileoptionforApplication=PurchasingandProfile= AME:Installedasfollows.

SetupProfileOptions

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PurchasingSuperUser>Setups>Purchasing>DocumentTypes

ChangeApprovalTransactionTypetoPURCHASE_REQ.

UpdateDocumentType

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Overview:InR11iinstanceprofileoptionOKC:ContractApprover isusedtodefineapprover.Thisprofileoptionissetupattheresponsibilitylevel.Responsibilityusedtocreateaservicecontractdetermineswhogetstoapprovethatservicecontract.Thisprofileoptionwasobsoleted inR12i,insteadAMEmoduleshouldbeusedtodetermineapprovers.

KeyBusinessRequirements:

NonUSoperatingunits OUoncontractshoulddeterminetheapprover.Theremaybemorethanoneapproversforoneapprovingunit.

USoperatingunit Orgforwhichservicecontractiscreatedwilldeterminetheapprover Incaseofmultipleapprovers approvalnotificationshouldbesenttoallapproversin

parallel.Servicecontractshouldgetapprovedwhenanyoneapproverapprovesit.

IfapproverisnotsetupforanyOU/Orgthennotificationshould gotodefaultapprover. FYINotificationshouldgotosupervisorofpersonwhoentersthecontract.

BusinessCaseStudy ServiceContractsApprovalProcesswithParallelApproval

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Submit Service Contract

for Approval

Send Approval Notifications to All Approvers

Check Operating

Unit

Non US

End of Approval

US OU

First Responde

r Approves

Approve

Service Contract Status Inactive

Notify Supervisor

Reject

Find out Inventory Org

InventoryOrg ApproversXYZ JohnSmith9LMN JohnSmith10OPQ JohnSmith10&JohnSmith11

OperatingUnit ApproversOP1 JohnSmith1OP2 JohnSmith2OP3 JohnSmith3&JohnSmith6OP4 JohnSmith4OP5 JohnSmith5OP6 JohnSmith6OP7 JohnSmith7&JohnSmith8OP8 JohnSmith8

Find Out Approvers Custom Profile XYZ Service Contract

Approver US_OU

Find out Approvers Custom Profile XYZ Service Contract

Approver Non US_OU

Service Contract Approved

ServiceContractApprovalProcessFlow

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TestWorkbench displaystheattributevaluesforthetransaction,approval

listsandrulesusedtogeneratetheapprovallist.

TestWorkbench

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1. How To Setup And Use AME For Purchase Requisition Approvals [ID 434143.1]

1. FAQ AME iProcurement In Release 12 [ID 396216.1]

2. 11.5.10 PO: Approval Management Engine - How to Create AME Rules For One Approver [ID 305295.1]

3. Master Reference For AME Based Requisition Approval In R12 [ID 1207863.1]

4. How To Add Viewers (FYI Notification Recipients) In R12 When Using AME [ID 472871.1]

References

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Questions

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Approval Management Engine Setups

Documents

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