PeopleSoft Approval Workflow Engine
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Transcript of PeopleSoft Approval Workflow Engine
REMINDER
Check in on the
COLLABORATE mobile app
PeopleSoft Approval Workflow Engine
Presented by:
Alice Zhang
HCM Consultant
Emtec Inc
Utilizing PeopleSoft Approval Workflow to Fit Your Business Needs
Session ID#: 106850
• Silence Audible Devices• Note Fire Exits• Partake of Refreshments• Note Quest Staffers (green shirts) and
Room Monitors• Complete Feedback Form• Ask Questions
Administrative Notes
Please:
Utilizing PeopleSoft Approval Workflow to Fit your Business Needs
PS Approval Workflow Engine Overview
■ PeopleTools Requirement
▪ Code supporting AWE within PeopleTools 8.48 or greater
■ AWE defined for certain applications in v 9.0 and greater
▪ eProfile, eProfile Manager, Job Profile Manager, Absence Management, Form Approval, Time and Labor, Recruiting,
ELM, and ePerformance
▪ Register custom transaction or additional applications with AWE
■ AWE in v 9.2
▪ HCM 9.2 WorkCenter allows for a single navigation point for
approvers—managers and administrators, etc.
— Application pagelettes on the home screen
▪ Access workflow transactions on your mobile device.
— Approve, Deny, Push back
— View attachments/ add comments
Benefits of utilizing AWE
■ Streamlined, automated
workflow within an application
▪ Approve, deny, escalate,
reassign or cancel approvals.
■ Predefined framework with
flexibility in PeopleSoft pages
▪ Can be simple and configurable
by functional users
▪ Can be complex to fit unique
business needs
▪ Can assign ad hoc approvers/
reviewers per transaction
■ Generic email template
notifications
▪ Customizable
▪ Link to approvals page
▪ Mobile friendly (v 9.2)
■ Keeping track of your
transactions
▪ Visibility for end users
— Audit your approvals and
requests
— Monitor transaction statuses
How it works
■ Key Pieces
▪ Process ID and Definition ID
— Determines which application and which process this approval
process defines
— Example: Process ID= FormApproval, Definition ID=
NewPositionRequest
— Example: Process ID= ePerformance, Definition ID= QuarterReview
▪ Define User Lists
— Role definition, Query definition, SQL definition, or Application Class
definition.
▪ Notification Templates
Understanding Your Approval Process
■ Approval path will not change
▪ Indicated on the Process Definition
Page
▪ User list typically set up as a security
role in User Profile page
■ Configuration
▪ May only involve PeopleSoft pages
▪ Configurable by functional user
■ Example
▪ Approval process requires only HR
personnel’s approval
■ Approval path will change
▪ May expand and contract based on
how each transaction meets criteria
▪ User list will most likely be SQL or
Application Class
■ Configuration
▪ May involve SQL, Application Class
▪ Configurable by functional user,
however, may require developer
assistance
■ Example
▪ Approval process requires manager
approvals up to a certain manager
level
Static Approval Process Dynamic Approval Process
Stages of approval
■ Your approval process may contain one or multiple stages
▪ A stage contains one or more approval paths
— If a stage contains multiple approval paths, these paths will execute
in parallel
— If a stage contains multiple approval paths, these paths will have
different approvers (meaning different user list set up).
▪ Define stages for approval process in Process Definition
▪ A stage can be Static or Dynamic
— Meaning, an approval process can be static or dynamic (one static
or dynamic stage with one or multiple static approval paths) or have
a combination of static and dynamic stages (more than one stage,
each stage with one or multiple approval paths).
User List
Process Definition
Monitoring Approval
Approver 1 Approver 2
Workflow Email Notification Templates
■ Generic email notification templates
▪ Navigation
— Main Menu> PeopleTools> Workflow> Notifications> Generic
Templates
▪ Stores the approval page URL variable that appears in the email
▪ Stores the Subject line and Message Text of the email.
▪ Stores additional approval transaction variables such as Empl ID,
Employee Name, Submission Date, Priority, etc.
— Can be removed/ added to message text
Generic Templates
Key Considerations
■ What is the business process?
▪ What are the requirements for the approval workflow?
▪ What are some pain points that have prevented the streamlining of
workflow?
▪ How can we adapt?
■ Who are my users?
▪ Do I have a clearly defined group of users for every transaction or do my
users change depending on the circumstance?
▪ Are there any exceptions that I must consider?
■ Tying it all together with testing, testing, and more testing
▪ Are both the requirements and exceptions met?
▪ Are requesters, reviewers, and approvers able to perform necessary
transactions?
— Consider ease of use and security set up
▪ Are there any hiccups along the way?
Please complete the session evaluationWe appreciate your feedback and insight
Session ID# 106850
You may complete the session evaluation either
on paper or online via the mobile app
Visit Seth & Dana at the Quest International Users Group
Booth #337
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