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Report from the Battle Front

Report from the Battle Front. (Using PS Workflow on Funding Changes). Northwestern University Peg O’Neil & Kathy Tessendorf Session 1014 Tuesday 10:45. Current Process. Dept person. Accounting. Budget. Funding change request. Payroll Clerk. Other Area. Dept

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Report from the Battle Front

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  1. Report from the Battle Front (Using PS Workflow on Funding Changes) Northwestern University Peg O’Neil & Kathy Tessendorf Session 1014 Tuesday 10:45

  2. Current Process Dept person Accounting Budget Funding change request Payroll Clerk Other Area Dept Approver PS HRMS School Approver

  3. Funding Panel before Workflow

  4. Journal Panel before Workflow

  5. What we were trying to accomplish 1. Enter changes to HRIS at the level the decisions are made. 2. Reduce paper transactions in Payroll by 4,000. 3. First step in deploying the system down to the School/Department Levels. 4. Entries for funding and journals are done in a more timely basis. 5. Fix funding errors before payroll runs--without paper. 6. Reduce charges to departmental suspense accounts.

  6. Business Rules for new process. • The account being used must be valid. • The object being used must be valid. • Before either a funding change OR a journal entry transaction can be accepted, the account must be both: • - Open 'Today’ - Open during the timeframe of the funding or Journal Entry • Funding should not have a stop date that is BEYOND a position's end date. • The University has some 'unpaid' positions, which are identified by a unique paygroup. Neither funding changes nor Journal Entries can be created for these positions.

  7. Business Rules continued... • Retroactive funding change will prompt the user for creation of a Journal Entry. • Any funding change or journal entry retroactive by more than 90 days will not be accepted by the system. The user must submit paper. • If the user opts to NOT create a Journal Entry the Payroll Clerk will receive a worklist to verify that a journal entry related to the funding change has indeed been created. • The Payroll Office will review funding changes only on an exception basis. However, they will review EVERY Journal Entry. • The department and/or school will review every funding change and Journal Entry. • Workflow routing is being limited to department/school approvers and the Payroll Office. To simplify the process, we are not incorporating other areas such as Accounting or Budget.

  8. “Let’s start with a simple project…” Scary thought...

  9. New Process Area Approver PS HRMS Dept Approver Dept Person School Approver Accounting Budget Payroll Clerk

  10. Funding Panel after Workflow Hidden fields Hidden fields Approval is at row level

  11. Virtual approval leads the way... • PS Workflow • Maps to help navigate through the system • Input/Output of data from 3rd party • Automatic execution of a process. • Auto creation of worklists to prompt action. • Emails, pages, EDI, etc. • Signoffs (Virtual Approval)

  12. Rte Cntl Type (Dept) (School) (Area) (Defines prompt table) Rte Cntl Profile (WCAS School) (Classics Dept) (WCAS Area) (Sets up values) Role Definition (Dept Vr Approver) (School Vr Approver) (Area Approver) (Payroll Clerk) Approver Rule Definition (Dept Approval) (Area Approval) (Defines where to get values to trigger approval process) Role User Name of user School Vr App WCAS School Area App WCAS Area

  13. Rte Cntl Type RteCntl Profile Role Definition Approver Rule Definition Role User Setting up Virtual Approver for Workflow Step 1) Define Route Control Type A) DEPT_RTE B) School_Rte

  14. Rte Cntl Type RteCntl Profile Role Definition Approver Rule Definition Role User Step 2) Define Route Control Profile (uses Route Control Type) A) School Level Routing: (one of these for each School) DeptId Ranges>>>

  15. Rte Cntl Type RteCntl Profile Role Definition Approver Rule Definition Role User B) Department Level Routing: (one of these for each Dept) DeptId Ranges>>>

  16. Rte Cntl Type RteCntl Profile Role Definition Approver Rule Definition Role User C) Area Level Routing: (one of these for each Area) Area Ranges>>>

  17. Rte Cntl Type RteCntl Profile Role Definition Approver Rule Definition Role User Step 3. Setup a Role Definition 1) Dept Vr Approver 2) School Vr Approver 3) PS delivered: Payroll Clerk, Payroll Administrator Note>>>>>>

  18. Rte Cntl Type RteCntl Profile Role Definition Approver Rule Definition Role User Step 4 Create Approval Rule Definition (one of these for each level of Approval)

  19. Rte Cntl Type RteCntl Profile Role Definition Approver Rule Definition Role User Step 4 continued: Steps

  20. Rte Cntl Type RteCntl Profile Role Definition Approver Rule Definition Role User Step 4 continued: Rules

  21. Rte Cntl Type RteCntl Profile Role Definition Approver Rule Definition Role User Step 4 continued: Rules

  22. Rte Cntl Type RteCntl Profile Role Definition Approver Rule Definition Role User Step 4 continued: Activities and Events

  23. Rte Cntl Type RteCntl Profile Role Definition Approver Rule Definition Role User Step 4 continued: Miscellaneous

  24. Approval Rule Definition Role Rte Activity Dept Vr App Dept Rte NW Extend Funding Extend Stop Date School Vr App School Rte NW Extend Funding Extend Stop Date Area App Area Rte NW Extend Funding Extend Stop Date--Area In APPR_STATUS (on the triggering record) Peoplecode SaveEdit and Workflow will determine which RULE to use.(Dept Approval or Area Approval).

  25. Rte Cntl Type RteCntl Profile Role Definition Approver Rule Definition Role User Step 5 Assign User to Role A) Add a role to a user

  26. Rte Cntl Type RteCntl Profile Role Definition Approver Rule Definition Role User B) Add a Route Control Profile to a user

  27. Role User Example

  28. DEPTID DESCR NW_AREA ---------- ------------------------------ ------------- 430300 Otolaryngology 370

  29. DEPTID DESCR NW_AREA ---------- ------------------------------ -------------- 335500 MEAS Chemical Engg 350 ACCT: NW_AREA Dept ------------------ ---------------- --------- 0830 300 F610 300 WCAS

  30. The area 300 is for WCAS, MEAS area is 350. Areas do not match: therefore Area Approval will be used. Then deparment and school.

  31. ----> This makes the dept/school approval process kick off after the area part is completed.

  32. Worklists keep us on track...

  33. Issues • What to do if a user makes a data entry error? • How to route transactions that require Payroll Office review PRIOR to Area/Department/School approval? • How to handle transactions that the user cannot complete because of a Stopper Message? • How do department/school approvals gets handled when the approver(s) is on vacation? • What if the funding is not approved by GL time? • How Will Training Be Handled? • Preparing for upgrades.

  34. Data Entry Error--After the Fact • Gray out rows once user leaves panel • Payroll mgr will NOT have rows Grayed out • No changes while in approval process • User will “Deny” the fudning. • Nightly process will revert to funding of GL

  35. Routing Payroll Reviews APPR_STATUS FIELD SaveEdit event Checks Area Sets up one of these Vr Appr Area Vr Appr Detp/School WorkFlow Event If Recordchanged and FieldChanged (one of the ones that can cause trouble Stop_date,Object_cd,Nw_account...) Send WL to payroll or payroll mgr (depends of which field) Else Start Vr Appr End

  36. Transactions that cause a Stopper Message? • Paper forms must be filled out. • Bypassing Workflow. • Separate Panel

  37. Approvers are on Vacation.

  38. Unapproved Rowsat GL Time • Created an audit table. • Copy of the funding table at GL time. • Nightly reverse of ‘D’ rows--with report. • Workflow Administrator will review the report close to GL time. • Before GL, reverse rows not approved to values from backup. • Report showing the previous funding, proposed and audit trail. • The audit allows us to show the complete track of what occurred.

  39. Training • Initial Training • Hands on training sessions will be held • to coincide with rollout • Training required before access to panels. • User Guide • Ongoing Training • Regularly scheduled classes. • User guide • Helpdesk support

  40. DOC...DOC…DOC • Track all changes • Document Properties of objects • Save copies of Peoplecode

  41. Spreadsheet to track changes to existing system.

  42. New or Modified objects Modified New PanelGroups Tables Panels Fields Tables PeopleCode

  43. Heart of it all--PeopleCode! NW_POSN_DIST table

  44. Gotchas • Area vs Dept and School • Moving workflow between DBs • Naming objects • Educating users on workflow verbage. • Implementing workflow prior to PS 8.x

  45. Fixing the problem with Area virtual approval

  46. Migrating Workflow between Databases • Create a project in the current project database with all of the panels, panel groups, records, fields, menus that have been altered or created. • Move these objects to the target database. • Build any new records/views. • DMS migrate data related to workflow in the following tables:

  47. Migrating Workflow between Databases • Navigate to WorkFlow Administrator and under the Use Menu, select “WorkFlow System Defaults.” Worklists Active and Email Active must be checked for WorkFlow to work. • Test DB to see if all parts of workflow were moved. • This does not move contents of Worklist files. • It does move roles and roleuser definitions.

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