Northwestern University
Peg O’Neil & Kathy Tessendorf
Session 1014
Tuesday 10:45
Dept person
Accounting
Funding change
request
Budget
Payroll Clerk
Other Area
Dept
Approver
School
Approver
PS HRMS
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.
•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.
•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.
Area
Approver
PS HRMS
Dept
Approver
Dept Person
School
Approver
Accounting
Payroll Clerk
Budget
Hidden fields
Hidden fields
Approval is
at row level
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)
Rte Cntl Type
(Dept)
(School)
(Area)
Rte Cntl Profile
(WCAS School)
(Classics Dept)
(WCAS Area)
(Defines prompt table)
(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 AppWCAS School
Area App
WCAS Area
Rte Cntl Type
Rte Cntl 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
Rte Cntl Type
Rte Cntl 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>>>
Rte Cntl Type
Rte Cntl Profile
Role Definition
Approver Rule Definition
Role User
B) Department Level Routing: (one of these for each Dept)
DeptId Ranges>>>
Rte Cntl Type
Rte Cntl Profile
Role Definition
Approver Rule Definition
Role User
C) Area Level Routing: (one of these for each Area)
Area Ranges>>>
Rte Cntl Type
Rte Cntl 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>>>>>>
Rte Cntl Type
Rte Cntl Profile
Role Definition
Approver Rule Definition
Role User
Step 4 Create Approval Rule Definition
(one of these for each level of Approval)
Rte Cntl Type
Rte Cntl Profile
Role Definition
Approver Rule Definition
Role User
Step 4 continued: Steps
Rte Cntl Type
Rte Cntl Profile
Role Definition
Approver Rule Definition
Role User
Step 4 continued: Rules
Rte Cntl Type
Rte Cntl Profile
Role Definition
Approver Rule Definition
Role User
Step 4 continued: Rules
Rte Cntl Type
Rte Cntl Profile
Role Definition
Approver Rule Definition
Role User
Step 4 continued: Activities and Events
Rte Cntl Type
Rte Cntl Profile
Role Definition
Approver Rule Definition
Role User
Step 4 continued: Miscellaneous
Approval Rule Definition
Role
Dept Vr App
Rte
Dept Rte
Activity
NW Extend Funding
Extend Stop Date
School Vr AppSchool 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).
Rte Cntl Type
Rte Cntl Profile
Role Definition
Approver Rule Definition
Role User
Step 5 Assign User to Role
A) Add a role to a user
Rte Cntl Type
Rte Cntl Profile
Role Definition
Approver Rule Definition
Role User
B) Add a Route Control Profile to a user
Role User Example
DEPTID DESCR
NW_AREA
---------- ------------------------------ ------------430300 Otolaryngology
370
DEPTID DESCR
NW_AREA
---------- ------------------------------ -------------335500 MEAS Chemical Engg
350
ACCT:
-----------------0830 300 F610
NW_AREA
---------------300
Dept
--------WCAS
The area 300 is for WCAS, MEAS area is 350.
Areas do not match: therefore Area Approval will be used.
Then deparment and school.
---->
This makes the dept/school approval process kick off after
the area part is completed.
• 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.
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
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
Transactions that cause a Stopper Message?
• Paper forms must be filled out.
• Bypassing Workflow.
•Separate Panel
Approvers are on Vacation.
Unapproved Rows at 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.
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
DOC...DOC…DOC
•Track all changes
•Document Properties of objects
•Save copies of Peoplecode
Spreadsheet to track changes to existing system.
Modified
New
PanelGroups
Tables
Panels
Fields
Tables
PeopleCode
NW_POSN_DIST table
APPR_STATUS.FieldChange
APPR_STATUS.SaveEdit
APPR_STATUS.WorkFlow
APPR_ACTION.FieldChange
NW_ACCOUNT.FieldEDit
NW_ACCOUNT.SaveEdit
NW_DIST_START_DT.FieldChange
NW_DIST_START_DT.SaveEdit
NW_DIST_STOP_DT.FieldChange
NW_DIST_STOP_DT.SaveEdit
NW_OBJECT_CD.FieldEdit
NW_OBJECT_CD.SaveEdit
• Area vs Dept and School
•Moving workflow between DBs
•Naming objects
•Educating users on workflow verbage.
•Implementing workflow prior to PS 8.x
Fixing the problem with Area virtual approval
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:
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.
DMS Scripts to move between Databases
set log i:\hris\projects_current\workflow\migration\wkflw_move1.log;
set output
i:\hris\projects_current\workflow\migration\wkflw_move1.dat;
remark export all rows from these tables--may be duplicates--okay
/
export rte_cntl_type;
export rte_cntl_prof;
export rte_cntl_hdr;
export rte_cntl_ln;
export rte_cntl_ruser;
export psroledefn;
export rolexlatopr;
export psroleuser;
DMS Scripts to move between Databases
set log i:\hris\projects_current\workflow\migration\wkflw_move2.log;
set output
i:\hris\projects_current\workflow\migration\wkflw_move2.dat;
remark
/
export
export
export
export
export
export
export
export only rows for NW
export
export
export
export
export
PSACTIVITYDEFN where activityname like 'NW%';
PSACTIVITYDEL where activityname like 'NW%';
PSACTIVITYMAP where activityname like 'NW%';
PSACTIVITYXREF where activityname like 'NW%';
PSSTEPDEFN where activityname like 'NW%';
export
export
export
export
export
export
export
export
appr_rule_field where busprocname like 'NW%';
appr_rule_detl where busprocname like 'NW%';
appr_rule_role where busprocname like 'NW%';
appr_rule_ln where busprocname like 'NW%';
appr_rule_amt where busprocname like 'NW%';
appr_rule_date where busprocname like 'NW%';
appr_rule_hdr where busprocname like 'NW%';
appr_rule_qty where busprocname like 'NW%';
PSEVENTDEFN where activityname like 'NW%';
PSEVENTROUTE where activityname like 'NW%';
PSMAPEXPR where activityname like 'NW%';
PSMAPFIELD where activityname like 'NW%';
PSMAPRECFIELD where activityname like 'NW%';
PSMAPROLEBIND where activityname like 'NW%';
PSMAPROLENAME where activityname like 'NW%';
Naming Objects in Workflow
•Difficult to change/delete
•Name early
•Develop naming scheme
•Name these with customized prefix
Business Process Map--NW_POSN_ FUNDING
Business Process--NW_ALTER_FUNDING
Activity--NW Extend Funding
--NW Update Posn End Date
--NW Journal Entry
QUESTIONS?
Session 1014
Tuesday 10:45
Northwestern University
Peg O’Neil & Kathy Tessendorf
[email protected] (technical)
[email protected] (functional)
[email protected](functional)