WORKING THE FLOW 8.4 TO 9.0

1. WORKING THE FLOW8.4 TO 9.0 Session # 26772 Tuesday, March 24, 2009 Alliance 2009 Conference Anaheim, California

2. Presenters Stephany Fall Functional Team Lead for PeopleSoft 8.4 to 8.9 Purchasing, and eProcurement Fifteen years of Purchasing experience with six years of PeopleSoft Financials Experience Candace McCrary Ten years of technical experience with Florida A&M University Three years as PeopleSoft Security Engineer Alliance 2009

3. Alliance 2009 Florida Agricultural and Mechanical University

4. University Overview An 1890 land-grant institution, Florida A&M University (FAMU) is dedicated to providing an enlightened and enriched academic, intellectual, moral, cultural, ethical, technological and student-centered environment, conducive to the development of highly qualified individuals who are prepared and capable of serving as leaders and contributors in our ever-evolving society. The university seeks and supports a faculty and staff of distinction dedicated to providing outstanding academic preparation at the undergraduate, graduate, doctoral and professional school levels, with a particular emphasis on integrity and ethical conduct. The University, through its diverse faculty and staff, provides a caring, nurturing, collegial and respectful environment. On July 2, 2007, Dr. James H. Ammons, became the tenth president of Florida A&M University. Since Dr. Ammons� arrival at the University, he has established a strong leadership team to assist in moving the University higher in the Excellence with Caring motto. This summer the University will enroll students for the first time in a new doctorate program in physical therapy Alliance 2009

5. FAMU and Oracle Implemented 8.4 Financials June 30, 2004 eProcurement Purchasing Accounts Payable Grants General Ledger Upgraded to 9.0 Financials August 2008 Alliance 2009

6. Presentation Outline Project Description Define 8.4 Workflow Needs Review of 8.4 Workflow Structure 9.0 Upgrade Redefine 9.0 Workflow Needs 9.0 Workflow Structure Alliance 2009

7. Project Description June 2004 Go live date for Purchasing and eProcurement Workflow routed to supervisors based on employment data August 2004 Redesigned workflow routing to several levels Modified Application Engine Upgrade August 2008 Alliance 2009

8. DEFINE 8.4 WORKFLOW NEEDS Requisition on a Department Requisition on a Sponsored Project / Grant Requisitions on a capital project Category Approver SGA President Dean Review Alliance 2009

9. REVIEW OF 8.4 WORKFLOW STRUCTURE Modified Delivered Objects Application Engine People Code : PV_WF_MAIN.MAIN.Step01.OnExecute PV_WORKFLOW_WRK.FUNCLIB_01 Developed a workflow self contained rule independent of Human Capital Management which allowed various approvers by category, department ID, project and fund. Projects� approvers were generated from the Project�s team page Alliance 2009 PV_WF_MAIN.MAIN.Step01.OnExecute Added a function that builds a WHERE clause that includes a list of valid rules for a given req. Declare Function DynRuleInsertStep PeopleCode PV_WORKFLOW_WRK.FUNCLIB_01 PV_WF_MAIN.MAIN.Step01.OnExecute Added a function that builds a WHERE clause that includes a list of valid rules for a given req. Declare Function DynRuleInsertStep PeopleCode PV_WORKFLOW_WRK.FUNCLIB_01

10. An automated process was developed to update and assign workflow rules to the appropriate approver Alliance 2009 This process was used to create or update workflow rules as needed. Approver changed or new department was addThis process was used to create or update workflow rules as needed. Approver changed or new department was add

11. 8.4 Capital Project Approval Routing Alliance 2009 This is an example of the workflow review page on requisition approval statue for Capital ProjectThis is an example of the workflow review page on requisition approval statue for Capital Project

12. 8.4 Sponsored Program Approval Alliance 2009 This is showing the Routed to Dean for review and pending approval for the PIThis is showing the Routed to Dean for review and pending approval for the PI

13. 9.0 Upgrade During upgrade from 8.4 to 9.0 rule engine changed from app engine to app design 1100 rules did not convert Rewrite of all rules and roles Redesigned workflow Alliance 2009 Rules converted but did not work in the 9.0 structure. Our customized process to update all rules and roles did not convert. Therefore we had to recreate all 1100 rules and create roles for each rule. Our original workflow routing was based on chartfield codes, such as Dept Id, category codes and project IDRules converted but did not work in the 9.0 structure. Our customized process to update all rules and roles did not convert. Therefore we had to recreate all 1100 rules and create roles for each rule. Our original workflow routing was based on chartfield codes, such as Dept Id, category codes and project ID

14. Redefining Workflow Needs for 9.0 University Assessment to identify any new workflow requirements Title III Program Academic Leaders Other Research Organization Alliance 2009 We talked to our users to determine their needs. A decision was made to keep the same structure but with the addition on adding Title Three Accounts review all their requisition to insure funds were available and the purchase was within the grant guideline. Therefore an additional step was added to accommodate this request. We talked to our users to determine their needs. A decision was made to keep the same structure but with the addition on adding Title Three Accounts review all their requisition to insure funds were available and the purchase was within the grant guideline. Therefore an additional step was added to accommodate this request.

15. Redefining Workflow Needs for 9.0 continued Department Approvals Sponsored Program Project Approvals Title Three Account Approval Category Approval Capital Project Approval Dean Review Purchasing Agents Alliance 2009

16. 9.0 Workflow Routing Factors Chartfield Department identification number Project identification code Category code Capital Project identification code Alliance 2009 We developed Roles for each department ID , Project Id, We developed Roles for each department ID , Project Id,

17. Workflow Structure Basis Wanted to keep Workflow Roles the same structure as 8.4 Used roles to add to users security profile User list Definition Based on roles as defined in the security setup Setup Process Definitions Alliance 2009 Created Roles for each Department ID and Project ID. Created a role for Accounts, Deans and Purchasing Agents. Created Roles for each Department ID and Project ID. Created a role for Accounts, Deans and Purchasing Agents.

18. Workflow Structure Basis continued Some requester can approve Can be multiple approvers on requisitions Workflow security roles are separate from functional security roles Alliance 2009

19. Workflow Structure Basis continued 8 Workflow Stages Department Several levels approvals Project Project Investigator and Senior Project Investigator Capital Project Category Information Technology Telecommunication Alliance 2009 Setup Process Definition is the place to upset your workflow rules and define criteria to be used for routing. We used Dept Id, Project Id for our criteriaSetup Process Definition is the place to upset your workflow rules and define criteria to be used for routing. We used Dept Id, Project Id for our criteria

20. Workflow Structure Basis continued Accountants Review Deans Purchasing Agents Workflow routed to approver for each chartfield Alliance 2009 All requisitions are routed by chartfield, either by Dept ID, Project IdAll requisitions are routed by chartfield, either by Dept ID, Project Id

21. Workflow Structure Basis continued Alliance 2009 We route to requester for those requester that are PI that enter and approve requisitions. All PI requisitions are routed to sponsored Program for final approval. Each Stage has several paths. Each path has several steps. This was created to allow ease of maintenance. As you make notice the roles and user list roles are entered on the steps of each stage and path. We route to requester for those requester that are PI that enter and approve requisitions. All PI requisitions are routed to sponsored Program for final approval. Each Stage has several paths. Each path has several steps. This was created to allow ease of maintenance. As you make notice the roles and user list roles are entered on the steps of each stage and path.

22. Workflow Structure Basis continued Alliance 2009 Complete the Definition ID and Effective dateComplete the Definition ID and Effective date

23. Workflow Structure Cont. Alliance 2009 You need to define the Setup Process Definition Default CriteriaYou need to define the Setup Process Definition Default Criteria

24. Workflow Structure Basis continued EPro pv_req_ln_ds_vw pv_req_lin_aw_vw use for category code/ID Alliance 2009 During definition of the criteria, there are core tables needed for the setup. These tables can be used for both the header criteria for a new path or step as well as for the detail line criteria at the step level. During definition of the criteria, there are core tables needed for the setup. These tables can be used for both the header criteria for a new path or step as well as for the detail line criteria at the step level.

25. Workflow Structure Basis continued Alliance 2009 Path Criteria Definition identify the record and field name using to define the workflow. In this case we are using requisition linePath Criteria Definition identify the record and field name using to define the workflow. In this case we are using requisition line

26. Workflow Structure Basis continued Alliance 2009 Approval Path Definition provides the description for which stage and path you are working Approval Path Definition provides the description for which stage and path you are working

27. Workflow Structure Basis continued Alliance 2009 The method used for rule setup is to use in each stage, multiple paths for each main routing and then steps for the details. To mimic our previous rule setup, the departments were setup with static values and split into logical ranges for ease maintenanceThe method used for rule setup is to use in each stage, multiple paths for each main routing and then steps for the details. To mimic our previous rule setup, the departments were setup with static values and split into logical ranges for ease maintenance

28. Workflow Alliance 2009 The Detail icon will take you to the specific, default definition which can be changed for a specific step The Detail icon will take you to the specific, default definition which can be changed for a specific step

29. Workflow Structure Basis continued Alliance 2009 Under this particular details icon the description is the as the rule IDUnder this particular details icon the description is the as the rule ID

30. Workflow Structure Basis continued Alliance 2009 The Criteria icon defines the record and field name in addition to the criteria used for this rule The Criteria icon defines the record and field name in addition to the criteria used for this rule

31. Workflow Structure Basis continued Alliance 2009 Step Criteria for Department Id. For each Dept ID you must identify the record (in this case the Dept Id) and field name used to route the req. All criteria must be satisfied before a requisition is considered approved. Step Criteria for Department Id. For each Dept ID you must identify the record (in this case the Dept Id) and field name used to route the req. All criteria must be satisfied before a requisition is considered approved.

32. Workflow Structure Basis continued Alliance 2009 The same Criteria is used for the various department levels, Capital Projects and Sponsored program approvals approvalsThe same Criteria is used for the various department levels, Capital Projects and Sponsored program approvals approvals

33. Workflow Structure Basis continued Alliance 2009 Title 3 Accountant rule criteria is based on Sponsored Program Id numbers where the Sr PI is a specific personTitle 3 Accountant rule criteria is based on Sponsored Program Id numbers where the Sr PI is a specific person

34. Workflow Structure Basis continued Alliance 2009 Record is based on Req line and field name is Project_IDRecord is based on Req line and field name is Project_ID

35. Workflow Structure Basis continued Alliance 2009 We have requisitions routing to the Sponsored Programs approvals which are assigned projects by department IDWe have requisitions routing to the Sponsored Programs approvals which are assigned projects by department ID

36. Workflow Structure Basis continued Alliance 2009 Sponsored Program approvers are assigned by department Id Sponsored Program approvers are assigned by department Id

37. Workflow Structure Basis continued Alliance 2009 Category Approver criteria is based onCategory Approver criteria is based on

38. Workflow Structure Basis continued Alliance 2009 Category approver is based on Category ID. 8.4 used Category CodeCategory approver is based on Category ID. 8.4 used Category Code

39. Workflow Structure Basis continued Alliance 2009 The Review stage 8 is used for Deans, this stage uses a criteria as department ID. The Review stage 8 is used for Deans, this stage uses a criteria as department ID.

40. Workflow Structure Basis continued Query FAMPO_EPRO_RULE_VALIDATION is critical for maintaining the rules and troubleshooting missing values. Alliance 2009

41. Maintenance for 9.0 Workflow Structure Alliance 2009 To Validate the rule setup, we run this query to verify or identify what is out of To Validate the rule setup, we run this query to verify or identify what is out of

42. Summary We were able to upgrade our workflow using delivered functionality Keeping the same structure as 8.4 All approvers & reviewers receive an email notification All requisitions must be approved before processing Travel and Expense will use the same workflow structure Alliance 2009

43. SUMMARY Alliance 2009 Department Approver with reviewerDepartment Approver with reviewer

44. Summary Alliance 2009 Showing project approval waiting approval at the Sponsored Programs stageShowing project approval waiting approval at the Sponsored Programs stage

45. QUESTIONS Alliance 2009

46. Contact Information Stephany Fall Interim Purchasing Director stephany.fall@famu.edu Candace McCrary Senior Security Engineer candace.mccrary@famu.edu Alliance 2009