Implementing GL, AP and PO Workflow

1. Implementing GL, AP and PO Workflow Max Sheffield, Empire District Electric Paige Ward, MarketSphere Consulting

2. Agenda • Empire District Electric and Project Overhaul • Approval Framework Overview • Configuration Steps • Live Example • Advanced Features

3. Project Overhaul Empire district electric

4. Empire District Electric • Founded in 1909, Empire is an investor-owned, regulated utility company • Provides electric, natural gas & water services to customers in Missouri, Kansas, Oklahoma & Arkansas • Subsidiary of the company provides fiber optic services

5. Project Overhaul • Mission Statement: “Create a fully integrated system that properly feeds the financial statements while providing personnel, in all areas of the Company, the information necessary to perform their jobs in a timely and cost efficient manner.” • Project Information • Implementation of PeopleSoft Financials, PeopleSoft HR, PowerPlan and Maximo • PeopleSoft Financials upgrade from 7.5 to 9.1 • The scope of the project included the following modules: • General Ledger • Accounts Payable • Purchasing • Cost Management • Accounts Receivable / Billing • Projects

6. Overview Approval framework

7. Approval Framework • Specialized application used for defining and configuration approvals • Enables configuration of approval processes using existing components • Does not require code • Allows for the implementation of multiple rules • Can be easily modified to support and accommodate changing business needs • Delivered Application Workflow Engines (AWE’s) • Voucher Approval • Vendor Approval • Requisition Approval • Purchase Order Approval • Journal Approval

8. Approval Framework

9. Why Approval Framework? • Address today’s business needs through flexible approvals, rules and routings • Preview approvals • Parallel approvals • Dynamic or static approval paths • Line level approval • User friendly approval routing display • Justification and approver comments • View printable version • Approve, pushback, deny hold • Adhoc approvers and reviewers • Confirmations and notifications • Reminders, escalations, and delegations • Edit without re-approval • Email approvals • Approval history

10. Terminology • Transaction Registry: outlines integration between Workflow module and Approval Framework • Transaction Configuration: provides details on how Workflow module integrates with Approval Framework • Approval Process Setup: defines details of application approval rules • Stage: used to contain one or more paths; define if transaction approval is at header or line level • Path: parallel processing of approvals • Static source: set number of steps • Dynamic source: allows for one step only • Step: unit of work that must complete before advancing, based on defined criteria

11. Approval Framework Configuration steps

12. Configuration Steps • Transaction Registry • User List Setup • Transaction Configuration • Approval Process Setup

13. Transaction Registry • Interface application used to register the main records and components that make up the transaction • Defines how the system interacts with portions of the application requiring approvals • This page is used to define: • Worklist approvals • Notification options • Adhoc approval class logic • Transaction approval levels • Delivered configuration; typically requires minimal additional configuration

14. User List Setup • Defines user sources for steps in the approval process • User list source options: • Role: approval routing based on list of users having specific role • SQL Definition: approval routing based on specific SQL and OPRID • Query: system-determined approval routing based on fields triggering workflow • Application Class: approval routing based on originator of transaction

15. Transaction Configuration • Defines elements that determine what triggers a notification, who receives the notification, and the content of the notification • Events prompting notifications: • Launch of approval process for transaction • Queue of approval step to approver • Queue of review step to reviewer • Denial of line or header • Approval of line or header • Completion of approval process • Recipients of notifications include requesters, approvers and reviewers of a transaction • Notifications can be received through Worklist, Email or both

16. Approval Process Setup • Defines approval process, which is made up of stages and their paths and steps • Each approval step represents approval level required for transaction • Approval processes can be developed to: • Meet organizational or tiered approval limits • Use parallel processing to allow multiple transaction entities to be processed at the same time • Use staged approvals that require one sequence of processing to complete before another can begin

17. Voucher Workflow Live example

18. Email Notification Upon submitting Voucher for approval, assigned approver receives email notification requesting action Click on link to access Worklist

19. Worklist Transactions awaiting approval can be located in the Approver’s Worklist Click on link to view Voucher/PO information

20. Inquiry Options

21. Approval Options • Approve: Voucher automatically routes to next Approver (if applicable) • Deny: Voucher sent back to AP department (comments required) • Pushback: Voucher sent back to previous approver (comments required)

22. Approval Options, contd. • Insert Adhoc Approver / Reviewer • Approver: add approver not already included in path (approval action required) • Reviewer: add User to review voucher after approval process is complete (no action required) • Start New Path: create new approval string Select to start new path Select to insert Approver/Reviewer

23. Advanced Features • Smart Phone Approvals • Email Approvals • Customization examples