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Oracle Approvals Management (AME) Atlanta Oracle User Group January 18, 2008

Learn about Oracle's Approvals Management (AME) module, its basics, workflow, and setup steps for seamless integration with Oracle Applications. Detailed agenda and initial configuration steps are explained by expert Jon Moll.

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Oracle Approvals Management (AME) Atlanta Oracle User Group January 18, 2008

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  1. Oracle Approvals Management(AME)Atlanta Oracle User GroupJanuary 18, 2008 Jon Moll

  2. Introduction • Jon Moll • Senior Principal Consultant, O2Works LLC • Ten years of Oracle applications experience • Specializing in Financials and Projects • Approved Oracle Instructor • Frequent presenter at regional and national conferences

  3. Agenda 1. Overview of AME 2. AME Basics 3. Workflow and AME 4. Example

  4. 1. Overview of AME • Builds a list of approvers for a specific transaction using business rules. • Mostly functional configuration in a self-service application. • Common platform integrated with Oracle Applications.

  5. AME Versions • AME.A (11.5.X) – FYI notifications, parallel approvals. • AME.B (11.5.X, 12-delivered) 4428060 – Forwarding, Role Based Access Control (security), use of OA Framework , new user dashboards. • AME.B RUP 1 (11.5.X, 12) 4873179 – Bug fixes, future functionality. • What version am I on? See Metalink note 368280.1

  6. Initial Setup Steps • Login as Administrator (APPSADMIN or SYSADMIN) • Create a new user with no responsibilities

  7. Initial Setup Steps • User Management responsibility • Users page • Find user and click Update

  8. Initial Setup Steps • Select Assign Roles and search for Role starting with Approval • Add all roles to the user

  9. Initial Setup Steps • Fill out Justification for each role and save.

  10. Initial Setup Steps • Verify roles are assigned to the user

  11. Initial Setup Steps • Switch to Functional Administrator • Select Create Grant

  12. Initial Setup Steps

  13. Initial Setup Steps • AME Transaction Types – All Rows

  14. Initial Setup Steps • Application Set = AME Calling Applications • Proceed to last page and select Finish

  15. Initial Setup Steps • If upgrading to AME.B, run Approvals Management Post Upgrade concurrent process under System Administrator responsibility. • Migrates existing AME users.

  16. Initial Setup Steps • Set AME:Installed profile for calling applications

  17. Initial Setup Steps • Set application-specific setups

  18. Approvals Management Administrator • Full access to all AME functions

  19. Approvals Management Business Analyst • Functional Access

  20. 2. AME Basics • Transaction Type – A distinct set of approval rules applied by the integrating application. • Payables Invoice Approval • Oracle Self-Service Human Resources • Attribute – Variable with a single value for a transaction. Mandatory, required or other (optional). Boolean, Number, String, Date, Currency. • Static (set for all transactions) • Dynamic (set by a SQL statement at runtime)

  21. Approval Rule Business rule that determines the approval process used by a transaction. Constructed with conditions and actions. • If invoice amount > $1000 USD (condition), THEN use supervisor chain of requestor (action) to go up two levels.

  22. Approval Rule If invoice amount > $1000 USD, THEN use supervisor chain of requestor to go up two levels. condition action

  23. Condition Type • Ordinary – Evaluates dates, numbers, currencies. • List-Modifier – checks for a given approver.

  24. Action Type • Chain of Authority – Uses HR supervisory or HR position hierarchies. • List Modification • Substitution • Pre Approval Group • Post Approval Group

  25. Action Type – Chain of Authority • HR Supervisory – Requires population of attribute TOP_SUPERVISORY_PERSON_ID. • Absolute-Job-Level - Starts with TRANSACTION_REQUESTOR_PERSON_ID and climbs to the nth level. • Relative-Job-Level – Considers the difference between requestor and approver’s job level. Climbs n levels. • Dual-Chains-of-Authority – requires FIRST_STARTING_POINT PERSON_ID , SECOND_STARTING_POINT_PERSON_ID • Supervisory-Level – Climbs n levels, disregarding jobs.

  26. Action Type – Chain of Authority • HR Position – Uses primary position structure of the BG, or NON_DEFAULT_POSITION_STRUCTURE_ID. • HR Position – Ends with specified position. • HR Position Level – Climbs n positions.

  27. Action Type – List Modification • Final Authority – Grants signing authority to an approver. • Nonfinal Authority – Extends chain authority n levels past an approver (uses jobs).

  28. Action Type – Substitution • Substitution – Replaces the target approver with another.

  29. Action Type – Pre and Post • Pre List – Inserts an approval group before the authority list. • Post List – Inserts an approval group after the authority list.

  30. Approver Group • Set of one or more approvers typically used outside the normal transaction chain of authority. • Members and groups have order numbers. • Groups can be nested. • ALLOW_EMPTY_APPROVAL_GROUPS attribute. • Voting Regime is assigned to the group.

  31. Approver Group – Membership List • Static – Chosen while creating or editing the group. • Dynamic – Chosen by SQL query entered during creation of group. Query results either: • person_id:<person_id> or user_id:<user_id> • wf_roles • Can return multiple values.

  32. Approver Group – Voting Regimes • Serial – Members are notified one after the other according to their member order (ties broken arbitrarily). All members must approve. • Consensus – Members notified in parallel. All must approve. • First-Responder-Wins - Members notified in parallel. First responder = group’s decision. • Order-Number – Members notified according to order, ties notified in parallel. All must respond.

  33. Approval Rules • List-Creation • If invoice amount > $1000 USD (condition), THEN require approval one job levels above requestor. • List-CreationException • If invoice amount > $500 USD and pay group = Employee, THEN require approval two job levels above requestor. • List-Modification • If any approver = Sam Clark, THEN grant final authority. • Pre and Post • If expenditure category = Computers, THEN require approval from IS department.

  34. Conflict Resolution • A person should only approve once. • If chain-of-authority and pre or post approval rule include the same person, chain-of-authority wins. • If pre and post rules include the same person, pre wins.

  35. 3. Workflow and AME • Oracle Workflow calls AME to get approvers. • Notifications are sent via Workflow engine. • Configure approvers using AME, messages and behavior upon approve/reject using Workflow.

  36. Requisition Approval

  37. 1. Example • If project type is Indirect, require requisition approval by Project Manager and then requester’s immediate supervisor.

  38. Example - Attributes

  39. Example - Conditions

  40. Example – Approver Groups

  41. Example - Rules

  42. Example - Testing

  43. Example - Testing

  44. Example - Testing

  45. Example - Testing

  46. Questions? Jon Moll jon@o2works.com O2Works LLC Dallas – Chicago - Denver

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