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PeopleSoft 8.4 Workflow Requisition Approval Rule Set

PSU_MGR

≤ $5,000

B

PSU_DIR

$5K to $50K

PSU_VP-SVP

$50K to $1M

PSU_PO_MGR

$50K to $1M

PSU_CFO-EVP

$1M to $3M

PSU_CEO

$3M to $100MA

PSU_PO_DIR

$1M to $3M

PSU_PO_VP

$3M to $100M

Requisition Approval Rule Set

• Primary Approval Rule Path (A): Sequential process whereby each step has a distinct roleuser attached to it.- No skip step allowed. Currently each step/role needs to be a separate, distinct user.

• Example: PSU_MGR requests approval for $95,000 requisition. Approval path must first stop at PSU_DIR roleuser before passing on to PSU_VP-SVP. Each roleuser must have an approver defined at subsequent level (other than PSU_CEO).

- Virtual Approver functionality in place.• Example: PSU_DIR requests approval for $8,300 requisition. Approval is automatic since PSU_DIR user has amount

approval authority assigned to roleuser profile. No need to begin approval process with PSU_MGR.

• Secondary Approval Rule Path (B): Parallel process for Purchasing Dept approval for all requisitions over $50,000- No skip step allowed. Each step/role needs to be a separate, distinct user.

• For example: PSU_DIR requests approval for $1.2M requisition. Approval path first stops concurrently at PSU_VP-SVP and PSU_PO_MGR roleusers before passing on to PSU_CFO-EVP and PSU_PO_DIR roleusers. Both A and B Rule Path approvers need to approve requisition to make it complete.

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PeopleSoft 8.4 Workflow Requisitions – Business Unit Setup

Req Approval Options:

• Associate custom Requisition Approval Business Process and Requisition Approval Rule Set to Purchasing BU.

- DEAST- DWEST

• PSU will use custom Business Process and Approval Rule Set:

- PSU_REQUISITION_APPROVALS• PSU_REQ_AMT_APPROVAL

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PeopleSoft 8.4 Workflow Requisitions – Business Process

Requisition Approval Business Process:

• PSU_REQUISITION_APPROVALS Business Process

• Business Process is the entire workflow process and all activities contained within it

• Double boxes are activities

• Arrows are dynamic links between activities

• PSU will use a custom workflow business process to approve Requisitions:

- PSU_REQUISITION_APPROVALS

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PeopleSoft 8.4 Workflow Requisitions - Activities

Req Activities:

• PSU_AMOUNT_APPROVAL Activity

• Activity will be used to route requisitions based on Req Amount and Requestor.

• Selection defines an Activity within the Business Process

- Activities are referred to in PeopleCode

- Events triggered from REQ_APPROVAL record

• Lightning bolt signifies a trigger event

- Send Email: this will trigger the event to send a request for approval notice to Approver

• Worklist Attributes and Email Routing/Messaging is customized (see following slides)

• Email messages contain links to different portal locations:

- Approval: PSU Portal- Denial: PeopleSoft Portal- Recycle: PeopleSoft Portal

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PeopleSoft 8.4 Workflow Requisitions – Activities

Worklist Item:

• Req Approval Worklist Item

• Defines Attributes and Field Mapping for Worklist Items

- Attributes controlWorklist functions and attributes

- Field Mappings control Worklist routing and worklist messaging

Note PS 8.4: First three checkboxes in this field of Worklist Attributes are currently not functional

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PeopleSoft 8.4 Workflow Requisitions – Activities

Worklist Item:

• Req Approval Worklist Item

• Defines Attributes and Field Mapping for Worklist Items

- Attributes controlWorklist functions and attributes

Specifies whether the system creates a single shared work item or one work item for each worklist user. With a pooled worklist, all worklist users receive copies of shared work items; the first user who selects an item works on it, and the item is dropped from everyone else’s worklist. With a non-pooled worklist, each user receives a personal copy of each item.

Timeout Processing Active: Specifies whether the system checks this worklist for overdue items.

Specifying a timeout condition is optional. If you want all work items to remain in this worklist until a user processes them, leave the controls in the this group box blank, or clear the Timeout Process Active check box. Otherwise, specify how long to wait (days, hours, and minutes) for a user to process a work item. The system adds the three values together. If a work item sits in the worklist for longer than the specified amount of time, the system performs the action identified by the check box that you select.

Email Assigned Current User: Send an email message to the user to whom the work item is assigned, warning that the item is overdue.

Email Supervisor: Send an email message to the user’s supervisor. The supervisor is assigned as the user’s supervising role user in the user profile, maintained through PeopleSoft Security.

Send Timeout Worklist: Send a new worklist item to the currently assigned user’s timeout worklist.

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PeopleSoft 8.4 Workflow Requisitions – Activities

Email Item:

• Req Approval Email Item

• Defines Field Mapping for Email

- Field Mappings control Email routing and messaging

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PeopleSoft 8.4 Workflow Requisitions – Activities

Email Link:

• When sending a link via email message that needs dynamic information:

- Static portion of link should come first – with dynamic data added supplementaty at end of link.

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PeopleSoft 8.4 Workflow Requisitions – Approval Rule Set

Requisition Approval Rule Set –PSU_REQ_AMT_APPROVAL

• Approval Rule Sets are workflow maps representing all the criteria for determining what approvals are required for a transaction.

• The components of the map are individual approval steps, one for each level of approval.

• PSU will use five amount-based Approval Steps. Steps 3A to 5A will require supplemental approval before authorization.

- 1A: PSU_MGR- 2A: PSU_DIR- 3A: PSU_VP-SVP (3B: PSU_PO_MGR)- 4A: PSU_CFO-EVP (4B: PSU_PO_DIR)- 5A: PSU_CEO (5B: PSU_PO_VP)

Activity and Event that is fired when final authorization occurs. Will leave blank since Notify Requester Business Process is already coded in PS. This would create a double notification

Virtual Approver functionality active

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PeopleSoft 8.4 Workflow Requisitions – Approval Rule Set

Primary Approval Steps:

• Steps 1A through 5A

• Approval Steps dictate the definition, roles and rules for routing and approving.

• Skip to Next Step will not be in effect

• PSU will use six amount-based Approval Steps

- 1A: PSU_MGR up to $5,000- 2A: PSU_DIR up tp $50,000- 3A: PSU_VP-SVP up to $1M- 4A: PSU_CFO-EVP up to $3M- 5A: PSU_CEO up to $100M

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PeopleSoft 8.4 Workflow Requisitions – Approval Rule Set

Secondary Approval Steps:

• Steps 3B through 5B

• Approval Steps dictate the definition, roles and rules for routing and approving.

• Skip to Next Step will not be in effect

• PSU will use three amount-based Approval Steps

- 3B: PSU_PO_MGR $50K to $1M- 4B: PSU_PO_DIR $1M to $3M- 5B: PSU_PO_VP $3M to $100M

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PeopleSoft 8.4 Workflow Requisitions – Approval Notification

Requisition Approval Notification Process:

• REQ_NOTIFICATION Business Process

• Notifies Requesters that their Reqs have been approved

• PSU will use standard workflow to process notifications

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PeopleSoft 8.4 Workflow Requisitions – Approval Notification

Requisition Approval Notification Activities:

• Notify Requester Activity

• Only Amount Approval trigger event is active.

- This event is hardcoded into PeopleCode

• Note: Amount Denial trigger is not active

- Event is handled via PSU_AMOUNT_APPROVAL Activity

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PeopleSoft 8.4 Workflow Requisitions – Approval Notification

Requisition Sourced Notification Process:

• REQ_SOURCED Business Process

• Notifies Requesters when their Reqs have been turned into POs

• PSU will use delivered workflow to process notifications

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PeopleSoft 8.4 Workflow Requisitions – Approval Notification

Requisition Sourced Notification Activities:

• Req Sourced Activity

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PeopleSoft 8.4 Workflow Requisitions – Approval Notification

Requisition Sourced Notification Activities:

• To kick-off Req Sourced WF Notification – navigate to menu selection and run process on server configured for SMTP email.

• Message Log attached to process will list UserIDs that were sent an email

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PeopleSoft 8.4 Workflow Requisition Workflow – Administration

Workflow Administrator receives request to maintain or setup new users or functionality

Depending on type of workflow being configured – user updates PeopleSoft directly via specific panels.

Routing:

- Approval Rule Sets

User / Role:

- Security Admin

- Workflow Admin

Business Rule:

- Business Process

- Activity / Notification

Workflow Admin

Business Rule

User / Role

Routing

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PeopleSoft 8.4 Workflow Requisition Workflow – Administration

Business Rule• Define the business practice/policy that is drives the need for workflow

- Define business requirement to drive workflow (e.g. Approve Requisitions/POs, Expense Reports or Vouchers)

• Layout the exact sequence of events that trigger a transaction to flow from one User ID to another

- Define Activity paths and Worklist/Messaging options

User / Role• What is the level/type and who is the employee that is needed to fulfill each step in the

functionality of the process- Define approval-specific roles and assign them to individual users (roleusers)

- Define and assign role user profiles to establish scopes around the users that receive workflow messages

Routing• Who in each role will a routing go to and why

- Define Approval Rule Sets to further define what role/role user profile will receive workflow messages

- Establish Approval Rule Sets based on Amount, Chartfield or other valid field (e.g Requester, Origin Code)

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PeopleSoft 8.4 Workflow Requisition Workflow – Administration

Worklist Default:

• A default workflow user id must be populated for routing any items that the system can’t determnine where to route.

• The User ID should be identified as someone who has an intimate knowledge with the workflow process and foundation.

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PeopleSoft 8.4 Workflow Requisition Workflow – Administration

Worklist / Email Message:

• Can be used to test email or worklist messaging or to send default messages out to identified Workflow users.

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PeopleSoft 8.4 Workflow Requisition Workflow – Administration

Review Work Items:

• Can be used to research work items and to define criteria on which to search by.

• Also allows administrator to update and/or close (set status = Worked) selected worklist items.

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PeopleSoft 8.4 Workflow Requisition Workflow – Administration

Review Approval History:

• Used for Workflow Admin or PO Mgr to determine approval path that was followed for a Requisition.

• Also allows user to determine next approval steps built into the requisition approval process.

• PSU specific procedure:- Run Query PSU_REQ_APPROVER

•Via Tools Client or Web-based

- Enter ReqID as prompt

- Use Approval Instance to check on Approval Status

•If Instance is 0 – then Req has not entered workflow process

- Enter Approval Instance and click Search

- Click View All to see all historical and current approval steps –including UserIDs for historical approvals.