Defining and Managing Approvals Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Objectives After completing this lesson, you should be able to: • Describe the approval management workflow • Set up approval management • Describe approval policy configuration • List the steps for defining approval groups 6-2 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Agenda • • • • 6-3 Approval Management Task Configurations Managing Approvals Managing Rules Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Procurement Process Catalog and Content Management Requisitions Purchase Orders RFQs/ Quotations P2P Sourcing Receiving Analysis Invoice/ Payment Supplier Management Reporting Supplier Performance 6-4 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Approval Management for Procurement Setup and Maintenance This common application Setup and Maintenance task group is used to configure the application to define approval routing structures and controls for Procurement usage. 6-5 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Approval Management Foundation Workflow: • An automated process in which tasks are passed from a user, a group of users, or the application to another user or group for consideration or action. The tasks are routed in a logical sequence to achieve an end result. • A workflow human task is anything that requires attention or action from users. Examples of tasks include approving a requisition or purchasing documents. • For workflows, Oracle Applications Cloud uses the approval management extensions of the human workflow services from Oracle SOA Suite, as well as the Oracle BPM Worklist application. 6-6 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Approval Management: Overview To set up approval management, use the following setup tasks from the Setup and Maintenance work area, which take you to Oracle BPM Worklist. • Manage Approval Groups for Procurement : Optionally create and maintain sets of users who can act on workflow tasks, for example, a chain of approvers for expense reports. • Manage Task Configurations for Procurement: Create task-level settings. • Manage Approvals: For Requisitions, Purchase Orders, Suppliers, and Sourcing. 6-7 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Approval Management: Key Concepts 6-8 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Hierarchies and Job Levels Position Hierarchy Employee Supervisor Hierarchy 6 - 10 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Job Levels Requisition Approval Stages Header Pre Approval Stage Header Stage Header Post Approval Stage 6 - 11 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Agenda • • • • 6 - 12 Approval Management Task Configurations Managing Approvals Managing Rules Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Task Configurations 6 - 13 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Task Configurations 6 - 14 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Task Configurations 6 - 15 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Demonstration 6-1 • Managing Task Configurations 6 - 16 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Agenda • • • • 6 - 17 Approval Management Task Configurations Managing Approvals Managing Rules Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Managing Approval Groups Use the Manage Approvals interface to define sets of users that can be selected for an Approval Group. Tasks would be routed to the specified group of users. Example: • You have a special, ongoing project that involves a wide range of employees. You can create an approval group of the managers involved, who must approve expenses related to the project. • You have certain categories of requisitions that require pre-approval from a select group of people. You can create an approval group containing the users who must all approve such requisitions in parallel before additional approvals can be made. 6 - 18 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Managing Approval Groups Approval Groups: You select specific users to include in the group and specify the flow of tasks from one user to another. If the group is used in a rule set that is predefined with parallel routing, then the task is passed to all users in the group at the same time. 6 - 19 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Demonstration 6-2 • Managing Approval Groups by Using the BPM Worklist Application 6 - 20 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Approval Management for Procurement Using Approval Rules Setup Interface Managing Requisition Approvals Task 6 - 21 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Approval Rules Setup Interface Defining Approval Management for Procurement Using the Approval Rules Setup Interface Access the Approval Rules Setup interface from the Define Approval Management for Procurement task group in Setup and Maintenance. Using the Approval Rules Setup interface, you can set up approval rules for the following: • • • • • • 6 - 23 Requisitions Agreements Purchase orders Change orders Supplier registration Sourcing Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Managing Requisition Approvals Setting Up Document Approvals The document approval request tasks allow you to send approval requests to approvers enabling them to make decisions and thus advancing the request-to-pay business process. A different approval task is created for each approval need based on the business it serves. Example, purchase requisitions approvals; expense reports approvals, and so on. From the setup task manager, you can pick the corresponding task to setup approvals for procurement document objects. Example: • Manage Requisition Approvals • Managing Purchasing Document Approvals 6 - 24 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. User Defined Attributes When setting up approval rules for an approval task, you can create user-defined attributes. Attributes are defined one time and can be used across rules within the same approval task. You can create two types of user-defined attributes: • Currency-based attributes • Summation attributes 6 - 25 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Currency-Based Attributes You can define currency-based attributes to convert transaction amounts into a common currency, then define approval rules for only that specific currency. For example, requesters may be creating requisitions in multiple currencies. If your approval policy requires that requisitions with amounts over 500 USD need approval from the requester manager. You can define this approval routing rule by defining an attribute Requisition amount in USD and use it in a rule condition. 6 - 26 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Currency-Based Attributes 6 - 27 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Summation-Based Attributes Summation allows you to use values computed based on specific attributes across lines, schedules, and distributions within a document. You can specify a rule condition to use a value based on summation data. For example, you can set up a Procurement Category Hierarchy through the setup task: Manage Procurement Category Hierarchy where you can define a hierarchy of grouping of purchasing categories. 6 - 28 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Summation-Based Attributes If the approval policy is: If the requisition contains lines from IT where the lines total is greater than 500, then route the requisition to the IT group for approval. To achieve this, create a User Defined attribute for IT Spend as follows: • User-Defined Attribute: IT Spend • Type: Summation • Attribute: Distribution Amount • Match Using: Hierarchy • Category Name Rolls up To: IT 6 - 29 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Standard Attributes In addition to user defined attributes, each approval workflow has its own standard attributes. These are documented in the Setting up Document Approvals, Oracle Procurement Cloud whitepaper for each of the workflows below: • Self Service Procurement • Purchasing • Supplier Registration • Sourcing • Supplier Spend Authorization • Supplier Profile Change Request (very limited set of attributes updated through Supplier Qualification Management only) 6 - 31 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Agenda • • • • 6 - 32 Approval Management Task Configurations Managing Approvals Managing Rules Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Editing Approval Rules When you access rules for participants, you can view or edit, or add the following: • Conditions and actions • Participant information • Rules for each participant • Enabled and disabled participants 6 - 33 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Editing Approval Rules 6 - 34 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Managing Rules Approval Rules Approval rules are routing policies or rules that determine the approvers or FYI recipients for a business transaction. Only information related to the approval task or action is displayed to the user. 6 - 35 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Managing Rules Editing Conditions When setting up conditions, only relevant attributes for the selected approval task will be available. 6 - 36 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Managing Rules Adding Actions When setting up an action for a rule, you can set it up to require approvals from the recipients, to send information only notifications or to automatically approve if the rule applies. 6 - 37 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Managing Rules Deploying Approval Rules New and modified rules are not active until they are deployed. On the Edit Approval Rules page, Save and Save and Close save your edits and enable the Deploy button, but do not deploy the changes. Click Deploy to deploy the changed rules, or Discard to revert to the last deployed state. 6 - 41 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Managing Rules Deploying Approval Rules From the Manage Requisition Approvals page, click Deploy to deploy the saved rule changes, or Discard to revert rules back to the last deployed state. 6 - 42 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Demonstration 6-3 • Creating a Nested Condition 6 - 43 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Demonstrations • • 6 - 44 6-4: Creating User-Defined Attributes 6-5: Creating a Condition with Category Hierarchy Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Summary In this lesson, you should have learned the basic concepts required to set up: • Configure approval policies • Define approval groups 6 - 45 Copyright © 2015, Oracle and/or its affiliates. All rights reserved. Approval Management Resources Related Resources: • Oracle Fusion Middleware Modeling and Implementation Guide for Oracle Business Process Management • Oracle Fusion Applications Common Implementation Guide • Whitepaper: Setting up Document Approvals: Oracle Fusion Procurement (link below) https://support.oracle.com/epmos/faces/DocumentDisplay?id=1967303.1 6 - 46 Copyright © 2015, Oracle and/or its affiliates. All rights reserved.
