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
2
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
3
1. WhatisAME?
OracleApprovalsManagement(AME)isaselfserviceWebapplicationthatenablesyoutodefinebusinessrulesgoverningtheprocessforapproving transactionsinOracleapplicationsthathaveintegratedAME.
2. WhatarethevarioususesofAME?
Approvals PORequisition,Expensereport,SalesQuote,ItemApproval,ServiceContractApproval,etc.(supportsmorethan180transactiontypes)
ESignatures VariousInventory/Mfgtransactions
WhatisAME?
4
1. ParallelApprovals:notificationsaresentouttomultiplepeoplesimultaneouslytospeeduptheapprovalprocess.
2. SupportforViewers:FYIapprovalnotificationsaresenttospecificuserswhoseapprovalsarenotrequired.
3. PositionHierarchySupport:ApprovallistsbuiltwithinAMEaregeneratedbasedonthepositionhierarchy.ThePositionHierarchymethodinAMEhassomedifferenceswhichallowsittomodelnotexactlywithPObasedApprovals
4. PurchaseOrdersarestillNOT integratedwithAME.OnlyRequisitionscanuseAMEforapprovalrouting.
Release12 PORequisitionAMEApprovalNewFeatures
5
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
Finance Pre-Approval (CC Based)
Task Manager Approval (If Null
Project Manager)
Finance Pre-Approval(CC Based)
Approver Limit > PO Req. Amt
Post ApprovalNOFind Task Managers Supervisor
YES
# 4 Project Requisition (Non- Cap)
# 5 Project Requisition (Cap)
CFO Approval
Finance Pre-Approval (CC Based)
YES
Requestor Limit > PO Req. Amt
Supervisor Approval
NO
Approver Limit > PO Req. Amt
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
Requestors Approval if Prepare is different
Requestors Approval if Prepare is different
Requestors Approval if Prepare is different
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.
6
CFO Approval
Finance Pre-Approval (CC Based)
Check for multiple
req types /proj./ tasks
AME Admin
FAIL
Task Manager Approval (If Null
Project Manager)
Requestors Approval if Prepare is different
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
7
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
8
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
10
ApprovalsManagementBusinessAnalyst
SelectTransactionType
11
CreateAttribute
FN7 Function Returns
Y or N
Case Sensitive
12
CreateConditions
13
CreateApprovalGroups
14
AMERuleBuildingBlocks
Attributes Conditions ApprovalGroups
15
CreateRules
16
SetupprofileoptionforApplication=PurchasingandProfile= AME:Installedasfollows.
SetupProfileOptions
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PurchasingSuperUser>Setups>Purchasing>DocumentTypes
ChangeApprovalTransactionTypetoPURCHASE_REQ.
UpdateDocumentType
18
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
20
TestWorkbench displaystheattributevaluesforthetransaction,approval
listsandrulesusedtogeneratetheapprovallist.
TestWorkbench
21
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
22
Questions
23
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