Workflow Routing

Workflow Routing

Overview

HRMS Workflow Routing InitiatePTA and Fiscal ApprovalHRMS Hierarchy Review ApprovalFinal ApprovalAcknowledgements

HRMS Hierarchy Review Acknowledgements Automatic Acknowledgements

HRMS Workflow Routing Initiate

PTA and Fiscal Approval HRMS Hierarchy Review Approval Final Approval Acknowledgements


PTA and Fiscal ApprovalEach department has PTA / Fiscal

approvers Established in FIS Individuals (login id)

Beware of invalid or obsolete login ids Workgroups cannot assigned

Mandatory approvalsPTA approval obtained firstDelegation rules allowed

PTA and Fiscal Approval continued

Delegation Rules Optional Established by Routing Coordinators and

HRMS Functional team Set up for a department HRMS uses secondary delegation

Individuals should be assigned Do not assign the same person as their own

delegate

If You Are PTA & Fiscal Approval DelegateDocument in your Action List for PTA

approvalMoves to next level after you approve as

PTA Fiscal approval is assumed, since you approve

as PTA and are Fiscal delegate Fiscal approver will not see the item in Action

List

Document in your Action List for PTA approval as PTA delegate

Document in PTA’s Action List for PTA approval If PTA approves:

Document appears in your Action List for Fiscal approval

If you approve as PTA delegate: Document moves to next level Will not appear in your Action List for Fiscal approval

Fiscal approval is assumed, since you approved as PTA and are Fiscal approver

If You Are

PTA Delegate & Fiscal Approval

PTA = Fiscal Secondary DelegateExample

Appears in Linda’s Action List for PTA approval


Moves to next level after you approve as PTA Fiscal approval assumed, since PTA approved and is delegate

Fiscal approver will not see the item in Action List

HRMS Workflow Routing Initiate PTA and Fiscal Approval

HRMS Hierarchy Review Approval

Final Approval Acknowledgements


HRMS Hierarchy Review Approval Optional Routing Coordinators and HRMS Functional

team establish these at the request of each Department

Does not use delegation Can assign person or workgroup

HRMS Hierarchy Review Approval

Workflow Rules Based on Salary Plan, Position Type,

Document Type, Department Department = Chart and Organization

Each department in Organizational Hierarchy checked Organizational Hierarchy defined in FIS

HRMS Hierarchy Review Approval continued

Organizational Hierarchy Example

Sal Plan = SM Pos Type = PAE Doc Type = Add’l Pay Dept = BA-IMAU

Department ApproverBA-IMAU N/A





BA-AXOP N/A





BA-AXOP N/A

BL-AXSV BL.AXSV.dbfa auxiliary approvals





BA-AXOP N/A


BL-DBFA N/A

BL-BUDG N/A





BA-AXOP N/A


BL-DBFA N/A

BL-BUDG N/A

BL-BL gerstma





BA-AXOP N/A


BL-DBFA N/A

BL-BUDG N/A

BL-BL gerstma

IU-UNIV N/A

HRMS Workflow Routing Initiate PTA and Fiscal Approval HRMS Hierarchy Review Approval

Final Approval Acknowledgements


Final ApprovalMandatory approvalsOnly workgroups are assigned as Final

Approvers Does not use delegation

Routed based on Location of the position Position Type Document Type Salary Plan

HRMS Workflow Routing Initiate PTA and Fiscal Approval HRMS Hierarchy Review Approval Final Approval

Acknowledgements HRMS Hierarchy Review Acknowledgements Automatic Acknowledgements

HRMS Hierarchy Acknowledgements Optional Routing Coordinators and HRMS Functional

team establishes these at the request of each Department

Does not use delegation Can assign person or workgroup

Automatic Acknowledgements Mandatory Defined in Workflow application

Is not rule driven Does not use delegation Cannot ‘assign’ persons or workgroups

Generated for: Disapproval Specific cases

Automatic Acknowledgements

Disapprovals Initiator Any person who actually approved the

document up to the point of disapproval PTA or PTA delegate Fiscal Approver or FA delegate Anyone who approved as part of HRMS

Hierarchy Review

Automatic Acknowledgements

Specific Cases Additional Pay documents

PTA & delegate for employee’s department Admin Post documents

PTA & delegate for all depts associated with employee’s admin posts If no PTA for a given dept, org hierarchy is traversed for the first

department that has one Add New Person documents

Initiator (employee ID assigned to new person) Transfer documents

PTA & delegate for dept where an employee is transferring from Departmental Changes

PTA & delegate for previous dept Differing Departments for Job Funding

Fiscal approver & delegate for funding dept, when the account for job funding is different from the dept for the job/position

If no fiscal approver for funding dept, the org hierarchy is traversed for the first dept that has one

Routing ExampleChange POSITION from BL-CEUS to BL-LCARDocument Type: Maintain Position, Position Type: Academic; Sal Plan: AC1

BL-LCAR First Node approvers BL-LCAR PTA and PTA delegate BL-LCAR Fiscal Approver and PTA delegate

HRMS Hierarchy Review Approvers None: BL-LCAR (CTR FOR LANG CENTRL ASIAN REG) None: BL-ARSD (ARTS & SCIENCES; DEAN) BL.ARSC.arsc academics: BL-ARSC (ARTS&SCIENCES) gerstma: BL-BL (BLOOMINGTON CAMPUS) None: IU-UNIV (UNIVERSITY LEVEL)

Final Approvers BL.DFAC.BLACADFINAL1

HRMS Hierarchy Acknowledgements None established by BL-LCAR for this situation

Automatic Acknowledgements BL-CEUS PTA Approver and PTA delegate

Workflow Routing

Q & A

Workflow Routing

Documents

Transcript of Workflow Routing