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Grants Workflow
F UNCTIONAL D ESIGN DOCUMENT
Release: 8.9
Product: PeopleSoft Grants
Document Information
Document Participants
Author: Yan Wu
Contributors: Barry Hickson, Elise Koo
Reviewers: Barry Hickson, Julie Gustason, Elise Koo, !ei "in, John !itasi##ons, Ashra $orcos
A%%rovers: Barry Hickson, Julie Gustason, Ashra $orcos
Revision History
Version Date Change Summary
&'(Jan(&))' *nitial Creation o !++
-(!EB(&))' *ncor%orate Barry Hickson.s co##ent
/(!EB(&))' *ncor%orate Barry Hickson.s co##ent
&0(!EB(&))' *ncor%orate Barry Hickson.s co##ent
&-(!EB(&))' *ncor%orate co##ents ro# review section
)0($AR(&))' *ncor%orate co##ents ro# Ashra $orcos1 Chan2es in section 10, &11&, &1&1&1
/($AR(&))' A33 sa#%le 3ata
)4(AR5(&))' *ncor%orate co##ents ro# 6++ review section
&4(Jun(&))' *ncor%orate new re7uire#ents8Chan2es ro# 9ales Creatin2 a coni2urable8le;ible worklowrules or Grants Co#%onent a%%roval %rocess1
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Table of Contents
1. FEATURE OVERVIEW.........................................................................................................................................................4
1 5R<B"E$8=EE+ 96A6E$E=611111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111'
1& H*GH "E>E" !EA6?RE +E9CR*56*<=11111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111'
1@ A99?$56*<=91111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111'1.3.1 Applications Installed..........................................................................................................................................4
1.3.2 Design Assumptions..............................................................................................................................................4
1' !EA6?RE +E5E=+E=C*E9111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111110
10 9C<5E111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111110 Features in scope..................................................................................................................................................................5
Features out of scope............................................................................................................................................................5
1 !EA6?RE9 !<R !?6?RE R E"EA9E9111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111110
1- +E9*G= >A"*+A6*<= A55R<ACH11111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111014 R E"A6E+ +<C?$E=691111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111110
e!uirement "ource..............................................................................................................................................................5
#t$er Documents..................................................................................................................................................................%
1/ G"<99ARY1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111
2. FEATURE DETAIL................................................................................................................................................................7
&1 C?RRE=6 !?=C6*<=A"*6Y11111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111-
&1& 5R<5<9E+ =EW !?=C6*<=A"*6Y1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111-2.2.1 &ommon Workflow appro'al(notification setup component........................................................................................)
&1&11 A%%roval8=otiication 5rocess 3einition8 Routin2 Roles11111111111111111111111111111111111111111111111111111111111111111111111111111111-&1&11& A%%roval Rules8+etail1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111)
&1&11@ A%%roval Criteria111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111
2.2.2 *ilestone due +otification.........................................................................................................................................14
&1&1&1 $ilestone =otiication 3etail %rocesses11111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111110
2.2.3 ,roposal "tatus +otification...............................................................................................................................1-&1&1@1 5ro%osal 9tatus =otiication 3etail %rocesses111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111114
2.2.4 ,roposal &omponent/ appro'al process............................................................................................................1-
&1&1'1 5ro%osal Co#%onent A%%roval +etail 5rocesses11111111111111111111111111111111111111111111111111111111111111111111111111111111111111111114&1@ R <"E9, ?9E CA9E9 A=+ 6A9K A =A"Y9*911111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&
&1' W<RK!"<W11111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&-
&10 R E5<R6*=G1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&-&1 A =A"Y6*C91111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&-&1- BA6CH 5R<CE99*=G11111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&-
&14 G"<BA"8R EG?"A6<RY1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&-
&1/ $?"6*=A6*<=A"8* =+E5E=+E=6 B?9*=E99 ? =*6111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&-
&1) * =+?96RY1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&-
3. ADDITIONAL SECIFICATIONS.....................................................................................................................................27
@1 5E<5"E9<!6 5R<+?C69 *$5AC6E+ A=+ * =6EGRA6*<=9 R ED?*RE+111111111111111111111111111111111111111111111111111111111111111111111111111111111&-@1& 6H*R+ 5AR6Y * =6EGRA6*<=1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&-
@1@ 5ER!<R$A=CE1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&-
#nline performance............................................................................................................................................................2)
#nline usa0ilit metrics......................................................................................................................................................2)
atc$ performance..............................................................................................................................................................2-@1' 9EC?R*6Y 95EC*!*CA6*<=9111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&4
@10 <6HER 95EC*!*CA6*<=911111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&4
4. OT!ER CONSIDERATIONS.............................................................................................................................................2"
'1 9Y96E$ 6E96 C<=9*+ERA6*<=91111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&4
'1& 9Y96E$ +A6A C<=9*+ERA6*<=9111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&4'1@ 9A$5"E +A6A C<=9*+ERA6*<=9111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&/
'1' 9A"E9 +E$< C<=9*+ERA6*<=911111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111@)
'10 * =!<R$A6*<= +E>E"<5$E=6 C<=9*+ERA6*<=911111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111@)'1 ?5GRA+E8C<=>ER9*<= C<=9*+ERA6*<=9111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111@)
'1- * =96A"" C<=9*+ERA6*<=91111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111@)
#. $ISCELLANEOUS..............................................................................................................................................................3%
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01 GA59 *= 5E<5"E6<<"9 !?=C6*<=A"*6Y111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111@)01& <6HER =<6E911111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111@)
&. OEN ISSUES.......................................................................................................................................................................3%
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1. Feature Overview
1.1 Problem/Need Statement
6here is a nee3 to %rovi3e a worklow solution that can su%%ort the business %rocess o sub#ittin2, reviewin2 an3
a%%rovin2 5ro%osal co#%onents with Grants1 6his worklow solution is inten3e3 to hel% in #ana2in2 the Grants
5ro%osal a%%roval %rocess throu2h its lie cycle1 *n a33ition, we are lookin2 to %rovi3e users the ability to3eter#ine #ore eiciently when #ilestones are 3ue an3 to sen3 out notiication to the a%%ro%riate %ersons as
nee3e31
1.2 High Level Feature DescritionGrants Worklow !eature will co#%rise o the ollowin2:
*1 5rovi3e eicient co##unications between the 3ierent %roect roles 5*, 95<, a3#inistrator,
stakehol3er, etc1 throu2h all as%ects o the %ro%osal.s lie cycle1 6his is achieve3 via the creation o a
worklow %rocess usin2 worklists an3 e#ail notiications1**1 5rovi3e the ability to select 7uery #ilestones, which will be 3ue in the near uture an3 to sen3 out an
e#ail notiication as nee3e31 ?sers can also set u% a %rocess sche3uler to run this %rocess %erio3ically1
***1 Custo#er coni2uration o%tions which allow the# to control %ro%erties8routin2 o the %ro%osal a%%roval
%rocess
*>1 Co##on A%%roval coni2uration setu% within a Grants A%%lication
1.! "ssumtions
1.3.1 Applications Installed
• 6his !++ assu#es that a custo#er has %urchase3 an3 installe3 the 5eo%le9ot Grants a%%lication1
1.3.2 Design Assumptions
• ?sin2 5eo%letool 3elivere3 stan3ar3 worklow solutions1
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1.# Feature Deendencies
1'1 Construction o Grants 5ro%osal
Enhance#ents to Grants A%%lication in or3er to su%%ort83evelo%8i#%le#ent Grants worklow
Ability to establish Grants %ro%osal level co#%onents #ust be i#%le#ente3 in or3er
to 3evelo%8i#%le#ent Grants worklow1
Ability to associate an *nstitution, $aor 9ub3ivision, 95< oice, +e%art#ent A3#in,
+e%art#ent Chair#an, +e%art#ent Re%resent to a 3e%art#ent an3 auto#atically
%o%ulate this inor#ation 3urin2 5ro%osal Creation %rocess1
Ability to i3entiy a %ersonal Worklow Eli2ibility
Ability to calculate an3 3is%lay total a#ount or each 5ro%osal an3 5roect in $aintain
5ro%osal co#%onent1 Ability to associate 3eault stakehol3ers to each co#%onent user also will be able to
in%ut #ulti%le stakehol3ers or each co#%onent1
1'1& 5ro%osal 9tatus
Current 5ro%osal 9tatus nee3s to work in tan3e# with the new worklow %rocess1 *n or3er to
i#%le#ent worklow, a clearly 3eine3 %ro%osal cycle8status is nee3e31
1.$ Scoe
Features in scope
PT-100 Milestone Email Notification
PT-00 Milestone Email Notification Process Sc!eduler
PT-"00 Proposal Status updates Email notifications
PT-#00 Proposal $%omponent& 'ppro(al Process
PT-)00 'ppro(al Process at Proposal*Primar+ Pro,ect%omponents and Pro,ect %omponents
PT-00 le/ale*%ommon or2flo3 Rules setup at 45 le(el
Features out of scope
PT-600 No e/ternal notification
1.% Features &or Future 'eleases
1.( Design )alidation "roach6he 3esi2n will be vali3ate3 by internal reviews with E9A 9trate2ists, 5ro3uct +evelo%#ent $ana2ers, 5ro3uct
Architects, an3 +evelo%ers1 6he intent is to have E9A 9ales 9u%%ort review the 3esi2n as well1 +esi2n %rototy%es
will be built an3 reviewe3 by the ?sability 2rou%1
1.* 'elated Documents
Requirement Source
Lo'at(on Do')*ent ID +RD , Des'-(t(on O/ne-
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Other Documents
Lo'at(on Do')*ent ID Des'-(t(on
1.+ ,lossar-
Te-* Def(n(t(on
(
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2. Feature Detail
2.1 urrent Functionalit-Worklow is not %resent within e;istin2 Grants releases1
2.2 Proosed New Functionalit-6he 5ro%ose3 new unctionality will establish an a%%roval8notiication structure, which allows the custo#er to #ana2e
their a%%roval %rocess #ore eiciently1 6he 3etail o this 3esi2n 3ocu#ent will su%%ort the ca%abilities outline3 below:
F)n't(ons0-o'esses Wo-flo/ Des'-(t(on
Co##on co#%onent to set u%Worklow
A%%roval8=otiication 5rocess
or all Grants Worklow
solutions
+eine a co##on worklow setu% co#%onent which %rovi3es asin2le user interace or coni2urin2 8 structurin2 all Grant.s
worklow %rocesses an3 Rules1
$ilestone 3ue =otiication E#ail
=otiication
<nly
9en3in2 re#in3er e#ail notiications to 2rou% o roles %eo%le
%rior to #ilestone 3ue 3ate
5ro%osal status =otiication E#ail =otiication<nly
9en3in2 inor#ational e#ail notiication to 2rou% o roles%eo%le when 5ro%osal status is chan2e31
5ro%osal Co#%onent
a%%roval %rocess
Worklist8E#ail
=otiication
Generates worklist8notiication re7uestin2 or a%%roval8review
o a %ro%osal8%roect1
2.2.1 Common or!flo" appro#al$notification setup component
Grants will be %rovi3in2 0 worklow solutions in the 41/ release1 A co##on worklow a%%roval8=otiication
setu% co#%onent will %rovi3e with a sin2le user interace or coni2urin28structurin2 all Grants worklowsolutions1 ?sers will 3eine their A%%roval8=otiication 5rocesses at the Business unit level1 6his setu%
co#%onent contains ollowin2 sections:
• A%%roval8=otiication 5rocess 3einition
• Routin2 Roles
• A%%roval Rules8+etail
• A%%roval Criteria
2.2.1.1 Appro#al$%otification &rocess definition$ Routing Roles
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• Business ?nit F Contact 8Awar3 Business unit
• 6ransaction 6y%e F Grants %rovi3es 0 worklow solutions1 We 3eine a transaction ty%e or each
worklow solution1o 5ro%osal Co#%onent A%%roval
o $ilestone =otiication
o 5ro%osal =otiication
o 5rotocol A%%roval 5rocess 9ee 3etail in !++ or 5rotocol $ana2e#ent
o 5rotocol Co##ittees #eetin2 =otiication 9ee 3etail in !++ or 5rotocol $ana2e#ent
• Worklow 6y%e F 6y%e o worklow unction %rovi3e by the worklow transaction
o 5ro%osal Co#%onent A%%roval F Worklist8E#ail notiication
o $ilestone =otiication F E#ail =otiications only
o 5ro%osal =otiication F E#ail =otiication only
• Ele#ents F *n3icate what is the key ele#ent or the worklow1
o 5ro%osal Co#%onent A%%roval F Co#%onent
o
$ilestone =otiication F $ilestoneo 5ro%osal =otiication F 5ro%osal 9tatus
• +etail F A secon3ary %a2e where user 3eines the 3etail inor#ation relate3 to the current ele#ent
see 3etail in later section
• Criteria F A secon3ary %a2e where user 3eines the Criteria or the a%%roval %rocess1 *n this
secon3ary %a2e users s%eciy the con3itions or re7uirin2 current ele#ent as %art o a%%roval %rocess1
9ee 3etail in later section
• Routin2 Rules F *n3icatin2 who will be involve3 an3 what kin3 o action they can %eror#1
o Role F list o available roles1 6hese are user(3eine3 roles1 Re7uires one or #ore roles1 "ist
o roles involve in each 6ransaction ty%e #aybe little 3ierent1 !ollowin2 are list o roles
involve in 5ro%osal Co#%onent a%%roval an3 5ro%osal 9tatus =otiication1
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Roles involvin2 $ilestone notiications are Awar3 5* an3 $ilestone Contacts
o Re7uire3 F ?ser will be re7uire3 to %eror# actions on the task an3 ee3back ro# the#will aect the a%%roval status1 * a role is set as re7uire3, worklist #ust be 2enerate3 or this
role1 Re7uire3 at least one Re7uire3 a%%roval role1 6his iel3 is a%%lie3 to worklow ty%e
Worklist8E#ail only1
o 5eror# Action F 6y%e o action that will be %eror#e3 by the role o user1 6his iel3 is
a%%lie3 to worklow ty%e Worklist8E#ail only1
• A%%rove
• Review
o Worklow Action F 6y%e o worklow that will be 2enerate386y%e o worklow user will be
receivin21 6his iel3 a%%lies to worklow ty%e Worklist8E#ail only1
• Worklist8E#ail
• Worklist only
•
E#ail =otiication <nlyo 9e7uence F <r3er receivin2 the worklow1 *t can be setu% where all roles will receive the
worklow si#ultaneously or se7uentially or a co#bination o both1 6his iel3 a%%lies to
worklow ty%e Worklist8E#ail only1 !or e;a#%le:
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*n this case, Role A3#inistrator an3 Co(5* will receive the worklow si#ultaneously1+e%art#ent hea3 will receive the worklow ater A3#inistrator a%%roves the workite#,
which is se7uentially1 6his iel3 a%%lies to worklow ty%e Worklist8E#ail only1
o 5ool "ist F * this o%tion is set then only one %erson ro# this role nee3s to %eror# an
action an3 the workite# will be 3ro%%e3 ro# others1 6his iel3 a%%lies to worklow ty%e
Worklist8E#ail only1 E;a#%le: i @ %eo%le are assi2ne3 as Co(5*, @ workite# will be
2enerate3 an3 inserte3 to their worklist1 As lon2 as one Co(5* a%%roves the co#%onent, the
workite# will be 3ro%%e3 ro# the other.s worklist1o Reassi2n F check i workite# can be reassi2ne31 6his iel3 is a%%lie3 to worklow ty%e
Worklist8E#ail only
2.2.1.2 Appro#al Rules$Detail
!or each worklow solution, we will %rovi3e a 3etail section, which only inclu3es the inor#ation that
s%eciic to its worklow %rocess1 ?ser co#es to this 3etail %a2e by clickin2 on the +etail hy%erlink1
F)n't(ons0-o'esses Wo-flo/ A-oal R)les0Deta(l
$ilestone 3ue
=otiication
E#ail
=otiication
<nly
o +ays 5rior to +ue +ate F =u#ber o 3ays that user will nee3 to
be notiie3 %rior to #ilestone 3ue 3ay1o =otiication 6e;t F Co##ents that user woul3 like to see on the
e#ail notiication1
5ro%osal status =otiication
E#ail =otiication
<nly
o =otiication 6e;t F Co##ents that user woul3 like to see on the
e#ail notiication1
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5ro%osal
Co#%onent
a%%roval %rocess
Worklist8E#ail
=otiication
1o Re7uire3 A%%roval 5rocess F Check this o%tion i this co#%onent
is re7uire3 or all %ro%osals within current B?1
o =otiy When 9tatus Chan2e3 F Check this o%tions i user wants
to receive an e#ail notiication when co#%onent status ischan2e31
o 9el A%%roval F i this o%tion is checke3 then workite# will
consi3er as a%%rove3 i##e3iately i workite# 2enerator an3receiver is the sa#e %erson1
o A%%roval *nitiator Role F Grou% o %eo%le that #ana2e8#onitor
the a%%roval %rocess1 6his 2rou% o %eo%le will be res%onsible or
resub#ittin2 the co#%onent in case o sen3 backco#%onentsent back or #o3iication by a%%rover1 =ote: *t is very
i#%ortant to i3entiy this role they are the %eo%le who can e3it
%roect8bu32et in case o 9en3 Back1 5roect8Bu32et will be
3is%laye3 only or others 3urin2 the a%%roval %rocess1o E;ce%tion A%%rover *+ F He8she acts as e;ce%tion A%%rover in
case we coul3 not in3 the a%%rover1
2.2.1.3 Appro#al Criteria
6his section only a%%lies to 5ro%osal Co#%onent a%%roval worklow %rocess1 ?ser 3eines the criteria that
are re7uire3 or re7uirin2 a co#%onent a%%roval1 Co#%onent will be inserte3 into the %ro%osal auto#atically i all
criteria are satisie31
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Con3ition *+ F 6his is a syste#(2enerate3 value1 ?ser can set u% one or #ore con3itions or each
criterion1
o A criterion is consi3ere3 as true i any con3ition is #et1 Current co#%onent will be inserte3 to
the 5ro%osal an3 be %art o re7uire3 a%%roval %ath1
o Co#%onent will be re#ove3 ro# %ro%osal i user u%3ates the %ro%osal an3 Con3ition is no
lon2er #et1
o All values within a con3ition #ust be satisie3 in or3er to consi3er the con3ition #et1
Co#%onent =a#e F Criteria e3itin2 %rocess will be tri22ere3 in @ %eo%letool co#%onents:
G$I5R<5<9A", G$IB?+IHEA+ER an3 G$IB?+I"*=EI9?$1
$onetary Criteria F ?ser can select an a#ount iel3 an3 i3entiy the a#ount li#it in a s%eciiccurrency co3e an3 e;chan2e rate as %art o the con3ition1
o A#ount Recor3 F +e%en3in2 on the %eo%letool co#%onent, user will %ro#%t8select a recor3
that is available within the current %eo%letool co#%onent1 We 3eliver this inor#ation as
syste# 3ata1
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=ote1 5lease ?se ollowin2 instruction to 3eine syste# 3ata1 9et ?% !inancials89u%%ly Chain
5ro3uct Relate3 Grants Worklow Co#%onent
Co#%onent na#e G$I5R<5<9A", G$IB?+IHEA+ER an3 G$IB?+I"*=E9I9?$
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o A#ount !iel3 F 9elect a iel3 that is in nu#ber8A#ount or#at within the a#ount recor3
o Currency !iel3 F A iel3 that contains the currency co3e1 !or e;a#%le
G$I5R<5<9A"1C?RRE=CYIC+
o Criteria <%eration ((o A#ount: (( *3entiy the a#ount li#it
o Currency Co3e F 6he currency co3e or A#ount1 E;a#%le: ?9+
o E;chan2e Rate ty%e F Currency conversion will be %eror#e3 i a#ount ile3 is in 3ierent
Currency Co3e1
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<ther Criteria F ?ser can also 3eine other non(a#ount criteria1
o Recor3 =a#e F *3entiy the recor3 na#e
o !iel3 =a#e F *3entiy the ile3 na#e
o <%erator F
o >alue F >alue o the ile3
2.2.2 'ilestone due %otification
9u##ary o 41/ $ilestone notiications !unctionality:1 ?sers will be able to use run control searchin2 o the #ilestones %erio3ically to 3eter#ine those that
satisy the search con3itions1 6he result will be a list o awar3 #ilestones bein2 returne31 ?sers willthen be able to tri22er e#ail notiications ro# the list1 E#ail notiication can be sent out or all or
only select awar3 #ilestones1
&1 ?sers also can set u% a %rocess sche3uler to search #ilestones that are 3ue on the current 3ate an3
sen3 out e#ail notiications auto#atically
6he e;istin2 awar3 #ilestone %a2e will be #o3iie3 to incor%orate this new unctionality1 We will
kee% track o the entire notiication history1 ?sers will be able to in3 all history ro# the Grants
Awar3 (( %a2e $ilestone1
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2.2.2.1 'ilestone %otification detail processes
A new #ilestone run control %a2e will be create31 ?sers can use this run control %a2e to in3 out
a s%eciic #ilestones that satisies certain con3itions an3 3eci3e i they woul3 like to sen3 out
an e#ail notiication to the a%%ro%riate %ersons1
6hey can also use this %a2e to view co#%lete3 #ilestones but no action will be %eror#e3 or
these co#%lete3 #ilestones1 =otiy check bo; will be 3is%laye3 only or co#%lete3 #ilestones
1 Run control %ara#eters
Business ?nit $ilestone ty%e
$ilestone Co3e
5riority =ew iel3 a33e3 to 5ro%osal $ilestone recor3
$ilestone +ue +ate !ro#
$ilestone +ue +ate 6o
=otiication +ue in 3ays F $ilestone notiication that is 3ue within s%eciic
3ays1 =otiication +ue +ate $ilestone 3ue 3ate F +ays %rior to 3ue 3ate
"ast =otiication +ate !ro#
"ast =otiication +ate to
$ilestone Co#%lete3 !ro#
$ilestone Co#%lete3 6o
&1 Return a list Gri3 o #ilestones that satisies the search %ara#eter1 6he list inclu3es
the ollowin2 iel3s =otiy F Check bo;
Awar3 *+ (( hy%erlink
$ilestone ty%e (( +is%lay only
$ilestone Co3e F +is%lay only
5riority F +is%lay only
$ilestone +ue 3ate F +is%lay only
"ast =otiication +ate F +is%lay only
Co##ents F "on2 te;t 5o%ulate3 with 3eault value in iel3 Co##ent ro#
$ilestone setu% %a2e
=ote: ?sers can select to sen3 an in3ivi3ual #ilestone notiication or can select=otiy all unco#%lete3 $ilestones to sen3 out #ulti%le #ilestone
notiications
@1 $ilestone Run Control 5a2e
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+ew *ilestone un &ontrol page
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'1 $ilestone =otiication Activity F A business event will be tri22er sen3in2 out the e#ail
notiication to %eo%le who are liste3 as receiver in the B? worklow set or $ilestone+ue notiication1
01 $ilestone =otiication $essa2e
9ubect F $ilestone value is 3ue on +ue 3ate
=ote te;t (( $ilestone value is 3ue on +ue 3ate1 5lease take a%%ro%riate
actions to co#%lete this task1 Click on the ollowin2 "ink or +etail
inor#ation ?R" "ink
1 Runnin2 #ilestone notiication ro# 5rocess sche3uler
?sers can set u% a %rocess sche3uler an3 run #ilestone notiications auto#atically1 A %ro2ra# is run searchin2 or the #ilestones that are 3ue on the current 3ate an3 sen3s
out e#ail notiication auto#atically1 6he %ara#eters or runnin2 this %ro2ra# co#es
ro# the $illstone setu% %a2e:
Business ?nit
$ilestone 6y%e
-1 $ilestone =otiication history
$aintains $ilestone =otiication History F ?sers will be able to access thisinor#ation in the Awar3 $ilestone %a2e, which inclu3es the ollowin2 inor#ation:
=otiy <n
!ro#
6o
Co##ent
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*ilestone +otification istor page
*odified Award *ilestone ,age
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2.2.3 &roposal Status %otification
9u##ary o 5ro%osal 9tatus =otiication !unctionalities:
5rovi3e a le;ible e#ail notiication syste# that will be tri22ere3 when the %ro%osal status is chan2e31
2.2.3.1 &roposal Status %otification detail processes
* the %ro%osal status is chan2e3 an3 status is liste3 in the co##on worklow setu% %a2e, then an e#ailnotiication will be 2enerate3 to the roles8%ersons liste3 in the worklow setu% %a2e1
o 5ro%osal 9tatus =otiication Activity F A business event will be tri22er sen3in2 out the e#ail
notiication to %eo%le who are liste3 as receiver in the Co##on worklow set or 5ro%osal9tatus notiication1
o =otiication $essa2e
9ubect F 5ro%osal value 9tatus is ?%3ate3 ro# value to value
=ote te;t (( 5ro%osal value 9tatus is u%3ate3 ro# value to value1 Click on the
ollowin2 "ink or +etail inor#ation ?R" "inko =otiication History
=o History will be #aintaine3 or this transaction
2.2.( &roposal )Component* appro#al process
9u##ary o 5ro%osal Co#%onent A%%roval !unctionalities:
5rovi3e an eicient worklow solution that su%%orts the business %rocess o sub#ittin2, reviewin2 an3
a%%rovin2 Grants 5ro%osal at the %ro%osal85ri#ary 5roect co#%onent or %roect co#%onent level #utuallye;clusive1 We will achieve this unctionality by creatin2 workite#s an3 E#ail notiications1
2.2.(.1 &roposal )Component* Appro#al Detail &rocesses
1 A33in2 new %a2e i3entiy 9etu% "evel to e;istin2 Grants Contract B? setu% Co#%onent1
?ser will use the setu% %a2e to i3entiy the a%%roval level1 5ro%osal Co#%onent a%%roval can
be set at: 5ro%osal85ri#ary 5roect "evel F <nly worklow the co#%onents that are liste3 in
5ri#ary 5roect 5roect "evel
* user selects 5ri#ary 5roect, then only worklow the co#%onents that are liste3 in the
%ri#ary %roect, otherwise worklow all co#%onents that liste3 in all %roects1 6his o%tion
can be overwritten in Grants 5ro%osal1* user selects 5ri#ary 5roect but still enters co#%onents in non(%ri#ary %roect, user will
receive a warnin2 #essa2e, which clearly e;%lains that the co#%onent in the non(%ri#ary
%roect will not be %art o the worklow a%%roval %rocess1 * they want to have ana%%roval %rocess or non(%ri#ary %roect co#%onent, they nee3 to chan2e the %ro%osal
co#%onent level o%tion in current %ro%osal1
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+ew page to identif "etup e'el
&1 Active8inactive 5ro%osal Co#%onent worklow %rocess at B? level1
?ser can active8inactive 5ro%osal co#%onent a%%roval %rocess by enter or 3elete the value iniel3 5ro%osal status in the Grant.s Awar3 setu% +einition %a2e1 When the %ro%osal.s status
chan2es to the status that is liste3 in Grant.s Awar3 setu% +einition %a2e, an a%%roval %rocess
will be tri22ere3, sen3in2 workite#8e#ail notiication or #ulti(layers a%%roval1
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@1 5ro%osal Co#%onent can be a33e3 to 5ro%osal %ra2#atically or #anually 5ro%osal Co#%onent will be a33e383elete3 to each 5roect %ro2ra##atically
3e%en3in2 on the criterion that was set u% in the Co##on Worklow
a%%roval8notiication 9etu% section1 Co#%onent will be a33e3 to the5ro%osal85roect i the criteria is true or 3elete3 i %ro%osal8%roect8bu32et is u%3ate3
an3 criteria is no lon2er true1
?ser can not 3elete any 5ro%osal co#%onent that is a33e3 %ro2ra##atically Can not 3elete any =one( +rat 5ro%osal Co#%onent
?ser can also a33 5ro%osal Co#%onents #anually i they wish to have a33itional
a%%roval %rocess1 6his 5ro%osal Co#%onents can be 3elete3 as lon2 as it is in
+rat status1
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5ro%osal 9tatus (( +is%lay only i 5ro%osal Co#%onent
a%%roval %rocess is active 5ro%osal 9tatus +ate (( +is%lay only iel3
Re7uire3 !la2 F 5ro%osal will consi3er A%%rove3 i all
Re7uire3 Co#%onents are A%%rove31 6his is a 3is%lay only
iel3 an3 value co#e ro# Co#%onent setu%1
9takehol3ers F ?ser can enter #ulti%le stakehol3ers or each
5ro%osal Co#%onent
A%%roval Hierarchy (( ?ser can view all the roles that involve in
a%%roval %rocess by clickin2 on this hy%erlink1 All inor#ation inthis %a2e is 3is%lay only cannot be #o3iie31 *nor#ation
shown in this %a2e is viewe3 ro# Co##on Worklow
a%%roval8notiication 9etu% 5a2e1
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A%%roval History F ?ser can view the current a%%roval %rocess an3 its
history by clickin2 on this hy%erlink1
9ub#it8Resub#it F 6his button will be active when:
1 Co#%onent 9tatus 9en3 back an3 the current user has role o
A%%rover *nitiator1&1 Cco#%onents that is a33e3 ater the a%%roval worklow starte31
'1 Associate A%%roval Routin2 Roles with A%%rover8Reviewer ?ser will 3eine the Routin2 Roles or 5ro%osal Co#%onent A%%roval %rocess
routin2 roles in the B? level an3 can be viewe3 the in the
5ro%osal8Co#%onent8A%%roval Hierarchy %a2e1 ?ser will associate A%%roval Roles to a in3ivi3ual e#%li3 in 5ro%osal85roect
Resource %a2e:
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• An e#%li3 #ust be worklow eli2ible to receive a workite#1 * you
3o not wish to be %art o a%%roval %rocess, user can uncheck
Worklow Eli2ible1 6his o%tion can be set at 5roessional +ata
%a2e an3 3eaults to the 5ro%osal85roect 5roessional Gri31
• ?ser can %re(3eine contacts or each 3e%art#ent in +e%art#ent
9et u% %a2e an3 will be brou2ht into 5ro%osal 5roect 5roessional
2ri3 auto#atically1 ?ser will also be able to associate +e%art#ent
with $aor 9ub3ivision, *nstitution, 95< oice an3 "ocation in
+e%art#ent setu% %a2e01 A%%roval Rules85rocesses:
5ro%osal Co#%onent A%%roval %rocess will be tri22ere3 when the %ro%osal.s status
chan2es to a status that is liste3 in Grant.s Awar3 setu% +einition %a2e1 All %eo%leinvolve3 in the a%%roval %rocess will receive workite#, e#ail notiication or both
3e%en3in2 on the setu% o%tions see 3etail in section: Co##on Worklow
a%%roval8notiication setu% co#%onent1 =ote: !ollowin2 5eo%letool Co#%onent8%a2es
will be un(e3itable 3urin2 a%%roval %rocess: $aintain 5ro%osal, <verall Bu32et an3Bu32et +etail1
A%%roval %rocess can be si#ultaneous or se7uential 3e%en3in2 on setu%1 * a%%roval
%rocess is set to se7uential, workite# will be 2enerate3 or ne;t layer o a%%rover ater
receivin2 a%%roval ro# all Re7uire3 a%%rovers8Reviews1 !ee3back ro# non(
re7uire3 a%%rovers will not aect the a%%roval %rocess8status1 E121: * all re7uire3
a%%rovers a%%rove3 the co#%onent but not the non(re7uire3 a%%rover, Co#%onent statuswill still be u%3ate3 to A%%rove3 or workite# will be 2enerate3 or ne;t layer o
a%%rover1
All Re7uire3 A%%roval Roles #ust be 3eine3 in the 5ro%osal85roect85roessional
resource 2ri3 an3 set to worklow eli2ible1 ?ser can in3 our which role is re7uire3 byclickin2 on the hy%erlink A%%roval Hierarchy in Co#%onent %a2e1
<nly the Worklow Eli2ible e#%li3 will receive a workite#1
A%%rover8Reviewer will receive Workite#, e#ail notiication or both 3urin2 a%%roval
%rocess1 Here is the list o action can be taken 3e%en3in2 on the worklow setu%1o A%%rove
o 9en3 Back
o Review
o Reassi2n new a%%rover8reviewer will have sa#e authorities as ori2inal
a%%rover8reviewer Co#%onent 9tatus:
o +rat
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o *n 5ro2ress
o A%%rove38Reviewe3
o 9en3 Back
Co#%onent 9tatus will u%3ate to *n 5ro2ress when Workite# is sent out to the a%%rover
an3 waitin2 or action to be taken by the a%%rover1 Co#%onent 9tatus will be A%%rove3 i all re7uire3 a%%rovers8reviewers
a%%rove8review the co#%onent
Co#%onent 9tatus will be 9en3 Back i any o re7uire3 a%%rover 9en3 Back the
Co#%onent or #o3iication an3 workite# will be 2enerate3 or A%%rover *nitiator1
o 5roect8Bu32et will be e3itable by a%%rover initiator only when Co#%onent
status 9en3 Back
o * Co#%onent A%%roval level is set at 5roect then only the 5roect that is
associate with the 9en3 back co#%onent can be e3itable1
o * co#%onent A%%roval level is set at 5ro%osal then all 5roects are e3itable by
the a%%rover initiator1
o 5ro%osal Re#ains un(e3itable 3urin2 a%%roval cycle1
o +urin2 the %rocess o #o3iication By A%%rover *nitiator, =ew 5ro%osal
Co#%onent can be a33e38+elete3 in the 5roect i #eet so#e criteria or i the
criteria no lon2er #et
5ro%osal can be Cancele3 3urin2 the a%%roval %rocess1 All workite# will be re#ove3
ro# a%%rover worklist1
5ro%osal is A%%rove3 i all Co#%onents are a%%rove31
A%%rove38Cancele3 5ro%osals are not e3itable1 *t is the en3 o 5ro%osal %rocess1
Worklow 5rocess !low:
5ro%osal Co#%onent A%%roval Activities:
1 Workite# will be 2enerate3 or A%%rover8Review when 5ro%osal Co#%onent issub#itte3 or A%%roval1
&1 Workite# will be 2enerate3 or A%%rover *nitiator when 5ro%osal Co#%onent is sent
back by A%%rover
@1 Workite# will be 2enerate3 or new A%%rover8Reviewer when 5ro%osal Co#%onent isreassi2ne3 by A%%rover8Reviewer
'1 E#ail notiication to all %eo%le who are involve3 with a%%roval %rocess when 5ro%osal
Co#%onent status is chan2e3
5ro%osal Co#%onent A%%roval8Review89ub#it 5a2e:
Clickin2 on the Workite# ro# the worklist will brin2 user to an
a%%roval8Review89ub#it %a2e1 *n the a%%roval %a2e, user can a%%rove all the
co#%onents that are currently assi2ne3 to hi#8her within a 5ro%osal8>ersion1 ?sercan also co#e to this %a2e thou2h the let navi2ation 5ro%osal 5ro%osal Co#%onent
A%%roval
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=ote: +e%en3in2 on user.s authority8role, 3ierent check bo;s will be e3itable in this
%a2e1 E121: * the user is assi2ne3 to %eror# A%%rove action, he8she will seeA%%rove89en3 Back check bo; active1 All others will be 3is%lay only1 ?ser can also use
this %a2e to resub#it co#%onent or a%%roval in case o 9en3 Back
5ro%osal Co#%onent =otiication $essa2e:
An e#ail notiication will be 2enerate3 an3 sent to everyone that is involve3 in the
a%%roval8review %rocess see 3etail in section Co##on Worklow
a%%roval8notiication setu% co#%onent1
• 9ubect F 5ro%osal Co#%onent value is rea3y or A%%roval
• =ote te;t F 5ro%osal l Co#%onent >alue is rea3y or a%%roval by
9takehol3er value1 Click on the ollowin2 "ink or +etail inor#ation?R" "ink
• Grants 5ro%osal 9tatuses F When worklow is enable3, the %ro%osal statuses will
have to ollow the 3e%licte3 low1 9ee 3ia2ra# below1
!ro# +rat, user will #anually chan2e to 5en3in2 A%%roval which will then tri22er the
worklow %rocess1 +enie3 by *nstitution can be chan2e3 by the user, however,*nstitution A%%rove3 #ust be chan2e3 by syste# in the worklow a%%roval %rocess1
<nce a%%rove3, user can chan2e the status to 9ub#itte31 <nly 9ub#itte3 %ro%osals
will be allowe3 to be 2enerate3, at which ti#e the syste# will chan2e the status toAwar3e31All other statuses can be selecte3 %rior to sub#ission1 * worklow is 3isable3, status
unctionality is unchan2e3 ro# 4141 ?ser can select any8all statuses at any ti#e %rior to
sub#ission1
6he su%eruser has authoriLation to chan2e a 9ub#itte3 but un2enerate3 %ro%osal back to =ot 9ub#itte31 * worklow was enable3, the %ro%osal status will 2o back to
*nstitution A%%rove31 * worklow was 3isable3, the %ro%osal status will 2o back to
+rat, as is current unctionality in 4141
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2.! 'oles 0se ases and as "nal-sis6he ollowin2 is a listin2 o Roles that will interact with Grants Worklow to so#e ca%acity1
5ro%osal 5* F Creates, #aintains an3 a%%rove Grants 5ro%osal
95< Contact (( 95< oice Contact
$ilestone Contact $ilestone Contact %ersonnel
9takehol3er
Res%onsible or A%%rovin28+enyin2 a 5ro%osal85roect co#%onent
6ask Analysis:
6he ollowin2 section will e;%an3 the ?se Cases that were intro3uce3 in the Business Re7uire#ents 3ocu#ent GrantsWorklow F 3ocu#ent *+ XXXXX into Msyste# s%eciic. 3etails base3 on the 3esi2n 3escribe3 in 9ection &1&1@
1 ?%3ate 5ro%osal 9tatus no corres%on3in2 BR+ ?se CaseA'to-s 5ro%osal 5*
S)**a- A user wants to know when %ro%osal status is u%3ate3
at 1 An authoriLe3 user navi2ates to Grants $aintain 5ro%osal,
&1 9elect a s%eciic %a2e1
@1 ?ser u%3ates so#e inor#ation in the %ro%osal an3 u%3ates the status
Sste* R)les 1 5ro%osal 5* woul3 like to know when the %ro%osal they #aintain is chan2e3 toensure 5ro%osal is setu% the way they envision
1 When a 5ro%osal status is chan2e3, 5eo%le who are involve3 in this %ro%osal will
receive an e#ail notiication so they have a chance to 2o into the syste# an3 review
the recent chan2es
&1 Co#%onent A%%roval 5rocess BR+ ?se Cases , &, N @
A'to-s 5ro%osal 5*, 5ro%osal 9%onsor an3 9takehol3er
S)**a- A 5ro%osal is rea3y or a%%roval by co#%onent 9takehol3er
at 1 ?ser navi2ates Grants $aintain 5ro%osal 9earch
&1 5* u%3ates the %ro%osal status ro# +rat to 5en3in2 A%%roval
@1 Worklow %rocess kicks o when 5* saves the 5ro%osal
'1 Co#%onent 9takehol3ers receive Workite#8E#ail notiication re7uest or a%%roval01 All Co#%onentss are a%%rove3 by stakehol3ers1
Sste* R)les 1 All co#%onents #ust be a%%rove3 in or3er to u%3ate the %ro%osal to A%%rove31
&1 <nce a co#%onent is a%%rove3, it re#ains a%%rove3 3urin2 the whole 5ro%osalcycle1
@1 A 9en3 back co#%onent can be sub#itte3 a2ain or a%%roval
2.# 3or&low9ee 3etail in this !++ 3ocu#ents1
2.$ 'eorting =o re7uire#ents i3entiie3 at this ti#e1
2.% "nal-tics =o re7uire#ents i3entiie3 at this ti#e1
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2.( 4atch Processing =o re7uire#ents i3entiie3 at this ti#e1
2.* ,lobal/'egulator- =o re7uire#ents i3entiie3 at this ti#e1
2.+ 5ultinational/6ndeendent 4usiness 0nit
=o re7uire#ents i3entiie3 at this ti#e1
2.17 6ndustr- =o re7uire#ents i3entiie3 at this ti#e1
!. "dditional Seci&ications
!.1 PeoleSo&t Products 6macted and 6ntegrations 'e8uired =o re7uire#ents i3entiie3 at this ti#e1
!.2 hird Part- 6ntegration =o re7uire#ents i3entiie3 at this ti#e
!.! Per&ormance
Online performance
$eet 5eo%lesot %eror#ance stan3ar3
Online usa+ilit, metrics
=o re7uire#ents i3entiie3 at this ti#e1
-atch performance =o re7uire#ents i3entiie3 at this ti#e1
!.# Securit- Seci&ications =o security or Worklow
5eo%lesot stan3ar3 %a2e security
Grants 9ecurity
!.$ Other Seci&ications =o re7uire#ents i3entiie3 at this ti#e1
#. Other onsiderations
#.1 S-stem est onsiderations6his section hi2hli2hts so#e areas that shoul3 be ocuse3 on or Grants Worklow1Feature est 9mhasis.1.1. Milestone Notification Grants 7 nteracti(e Report 7 Milestone Notification 7 Run %ontrol
• ill update run control parameters 4usiness unit Milestone T+pe Milestone %ode ;a+s
Prior to ;ue date
• %lic2 on <Searc!= utton
• ' list of milestones 3ill e returned in t!e >rid
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Feature est 9mhasis• %lic2 <Notif+ 'll=
• Put some comments to t!e comment o/
• %lic2 <Sa(e=
• Send email notification to a3ard P sponsor and milestone contact
..1. Proposal or2flo3 Grants Maintain Proposal 7 Select an e/istin> Proposal
• 5pdate t!e Proposal Status from <;raft= to <Pendin> 'ppro(al=
•
%lic2 <Sa(e=• Notif+ Proposal P Sponsor t!at proposal status is updated $email notification&
• %omponent Sta2e!older recei(es or2item*email notification re?uestin> for appro(al
• Sta2e!older accesses t!e appro(al pa>e from !is*!er 3or2list
• Sta2e!older appro(es t!e component
• 'll components are appro(ed
• Proposal status updated to <'ppro(ed=
•
#.2 S-stem Data onsiderations =o s%ecial re7uire#ents at this ti#e1
298557766.doc PeopleSoft Proprietary and onfidential !#
7/23/2019 FDD Grants Workflow7 28
http://slidepdf.com/reader/full/fdd-grants-workflow7-28 31/32
Functional Design Printed: 12/16/15
#.! Samle Data onsiderations9ee above sections or #ore 3etails1
$ilestone 5riority
Co#%onent A%%roval Roles
5*, A3#in, 95<, stakehol3er, AuthoriLe3, C<($entor, C<(
5*, +e%t1Hea3, Key 5ersonal, $entor, <ther
298557766.doc PeopleSoft Proprietary and onfidential !1
7/23/2019 FDD Grants Workflow7 28
http://slidepdf.com/reader/full/fdd-grants-workflow7-28 32/32
Functional Design Printed: 12/16/15
#.# Sales Demo onsiderations Create at least two 5ro%osals with at least two co#%onents1 Create at least two #ilestones that are 3ue in
the near uture
9cenario:
o ?%3ate 5ro%osal status to tri22er e#ail notiication an3 workite#
o Run #ilestone re%ort, sen3 #ilestone e#ail notiication
#.$ 6n&ormation Develoment onsiderationsClearly 3eine3 5ro%osal 9tatus an3 rules on who can u%3ate status1
#.% 0grade/onversion onsiderations =o s%ecial re7uire#ents at this ti#e1
#.( 6nstall onsiderations =o s%ecial re7uire#ents at this ti#e1
$. 5iscellaneous
$.1 ,as in Peoleools Functionalit-
$.2 Other Notes
%. Oen 6ssues