Banner Finance
WORKFLOW Discussion
David Beach
UNC General Administration
Session Etiquette
• Please turn off all cell phones.
• Please keep side conversations to a minimum.
• If you must leave during the presentation, please do so
as quietly as possible.
• Thank you for your cooperation!
2
Response to my E-Mail
How are schools using WORKFLOW?
Start Here?
3
Response to my E-Mail
Some WORKFLOW Concepts first…
4
WORKFLOW Building Blocks…
 Business Events
 Business Processes
 Workflow Model
 Event Triggers
5
… And Where They are Set Up
BANNER
 Business Events
 Event Triggers
WORKFLOW
 Business Events
 Workflow Model
 Business Processes
6
What is a Business Event?
“… an external stimuli that changes the database,
which in turn, inserts a record on the Event
Queue table. Adding an email address, changing
a grade, hiring an employee, and changing a
password are all examples of business events.”
From Ellucian Workflow Functional Integration Guide
7
Business Event
 Defined in both BANNER and in WORKFLOW
 Accepts parameter data from Banner and passes it
to the Workflow model.
 The Business Event is used to indicate WHAT event
will start a Workflow model.
8
Business Events in WORKFLOW
Click here to define the component parameter
Click here to associate the event to related WORKFLOW
9
Business Events in BANNER
The following Banner forms support business events:
• Target System Code Validation Form (GTVEQTS)
• Event Queue Code Validation Form (GTVEQNM)
• Parameter Code Validation Form (GTVEQPM)
• Parameter Group Code Validation Form (GTVEQPG)
• Parameter Group Rule Form (GOREQPG)
• Event Queue Name Definition Form (GOREQNM)
• Event Queue Record Maintenance Form (GOAEQRM)
These forms appear on the Event Queue Maintenance Menu (*GENEQS)
under the System Functions/Administration Menu (*GENSYS) in General.
10
Business Events in BANNER
GOREQPG
Assign defined
parameters to
groups
Sequence 1-3
records are
“standard”
Start adding
your extras at
sequence 4
11
Business Events in BANNER
GOREQNM
Define specific
business
events for
WORKFLOW.
This definition
includes
associating a
parameter
group with
each business
event.
12
Business Events in BANNER
GOAEQRM
Once data is
captured on
the Event
Queue table,
system
administrators
can use this
form to review
event records
and change
their status.
13
What are some Business Events in Finance?
 Vendor record is created or modified
 FOAPAL element is added or changed
 Approval queue is added or changed
 Others?
14
Are there any Baseline FINANCE Business Events?
 I found only one
 DOCAPPROVE
15
DOCAPPROVE Business Event
GOREQPG
Assign defined
parameters to
groups
Sequence 1-3
records are
“standard”
Start adding
your extras at
sequence 4
16
DOCAPPROVE Business Event
GOREQNM
Define specific
business
events for
WORKFLOW.
This definition
includes
associating a
parameter
group with
each business
event.
17
DOCAPPROVE Business Event
GOAEQRM
Once data is
captured on
the Event
Queue table,
system
administrators
can use this
form to review
event records
and change
their status.
18
Who can set up Business Events?
Ellucian says:
Only authorized users can set up business events. You
should limit these authorized users to system
administrators and persons who have complete access
to your Banner System and Oracle user maintenance
functions. All functionality is delivered with the
standard BAN_DEFAULT_M access in the General class
security. Review this security setup to ensure that only
authorized users have access.
It will take some collaboration to get one to work.
19
Business Events vs. Business Processes
 Business Event:
Accepts parameter data from Banner
Determines what event will start a Business
Process
Passes data into workflow models
 Business Process:
Defines what work is to be done and when
Associated with workflow model
Associated with business events
20
Business Process
 Defined in WORKFLOW
 Determines WHEN a Workflow model will start.
 For example, does a Workflow model start every
single time a business event fires? Or, are there
conditions (criteria; called “guard conditions” in
Workflow) under which the model starts?
21
Workflow Model
All of the following are done in the model:
Enter a definition
Create a diagram
Define activity properties
Validate the model and change status
Test the model by manually starting the
Workflow and completing activities
22
Workflow Modeler
23
Ellucian Example: Approval of Requisitions
The workflow starts via business event, DOCAPPROVE, which is triggered when both of
the following conditions occur:
• A record is inserted into the FOBAINP table.
• The record has a document number 1 (requisition).
24
What Business Processes have you defined?
25
Event Triggers
PL/SQL code
Purpose is to detect a Banner event
Initiates the workflow
Example: FTMVEND record was entered
26
Has anyone written PL/SQL Triggers for WF?
27
Steps involved in making WORKFLOWs work
1. Create an Event in BANNER
2. Write the TRIGGER
3. Define a WORKFLOW in the Modeler
4. Create a WORKFLOW Business Event
5. Create a WORKFLOW Business Process
28
Some of my Questions?
 What baseline Business Processes have you found
for FINANCE?
 What WORKFLOWs are currently in use on your
campus?
 Who on your campus:
 Sets up INB for Workflow?
 Uses the Workflow Modeler?
 Defines the Workflow Business Events?
 Writes the Business Event Trigger?
 Defines Workflow Business Process?
29
Did you know?
 Workflow can launch processes via job submission
 Workflow can be integrated with Luminis Portal
 Workflow can be configured to update related
Banner data when specific values are entered
 Workflows are automatically triggered during EPAF
processing
30
Special Considerations
 Navigating from a form launched by Workflow
activity
 Performing Rollback
 Exiting a form launched as a Workflow activity
 Exiting or logging out of Workflow
 Exiting a session that was launched by Workflow
31
Ellucian Reference Material
 Banner Workflow
Analyst/Administrator Handbook
 Banner Workflow
Functional Integration Guide
32
What WORKFLOW Ideas do you have for Finance?
 Notify individuals when their purchase request has
been approved
 Notify individuals when their approval queue has
been established or changed
 Notify individuals when their fund has been
established
33
What WORKFLOW Ideas do you have for Finance?
?
?
?
34
Thank You!
David Beach
dpbeach@northcarolina.edu