Northwestern University Peg O’Neil & Kathy Tessendorf

Session 1014 Tuesday 10:45

Funding change request

Payroll Clerk

Accounting

Budget

Other Area

PS HRMS

Dept person

School

Approver

Dept

Approver

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.

Payroll Clerk

Accounting

Budget

PS HRMS

School

Approver

Dept

Approver

Dept Person

Area

Approver

Hidden fields

Approval is at row level

Hidden fields

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)

(Defines prompt table)

Rte Cntl Profile(WCAS School)(Classics Dept)(WCAS Area)

(Sets up values)

Approver Rule Definition(Dept Approval)(Area Approval)

(Defines where to get values to trigger approval process)

Role Definition(Dept Vr Approver)

(School Vr Approver)(Area Approver)(Payroll Clerk)

Role UserName of user

School Vr App WCAS SchoolArea App WCAS Area

Setting up Virtual Approver for Workflow

Step 1) Define Route Control Type

A) DEPT_RTE

B) School_Rte

Rte Cntl Type Rte Cntl Profile

Approver Rule Definition

Role 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

Approver Rule Definition

Role Definition

Role User

B) Department Level Routing: (one of these for each Dept)

DeptId Ranges>>>

Rte Cntl Type Rte Cntl Profile

Approver Rule Definition

Role Definition

Role User

C) Area Level Routing: (one of these for each Area)

Area Ranges>>>

Rte Cntl Type Rte Cntl Profile

Approver Rule Definition

Role 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

Approver Rule Definition

Role Definition

Role User

Step 4 Create Approval Rule Definition

(one of these for each level of Approval)

Rte Cntl Type Rte Cntl Profile

Approver Rule Definition

Role Definition

Role User

Step 4 continued: Steps

Rte Cntl Type Rte Cntl Profile

Approver Rule Definition

Role Definition

Role User

Step 4 continued: Rules

Rte Cntl Type Rte Cntl Profile

Approver Rule Definition

Role Definition

Role User

Step 4 continued: Rules

Rte Cntl Type Rte Cntl Profile

Approver Rule Definition

Role Definition

Role User

Step 4 continued: Activities and Events

Rte Cntl Type Rte Cntl Profile

Approver Rule Definition

Role Definition

Role User

Step 4 continued: Miscellaneous

Rte Cntl Type Rte Cntl Profile

Approver Rule Definition

Role Definition

Role User

Role Rte Activity Dept Vr App Dept Rte NW Extend Funding

Extend Stop DateSchool Vr App School 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).

Approval Rule Definition

Step 5 Assign User to Role A) Add a role to a user

Rte Cntl Type Rte Cntl Profile

Approver Rule Definition

Role Definition

Role User

B) Add a Route Control Profile to a user

Rte Cntl Type Rte Cntl Profile

Approver Rule Definition

Role Definition

Role User

Role User Example

DEPTID DESCR NW_AREA---------- ------------------------------ -------------430300 Otolaryngology 370

DEPTID DESCR NW_AREA---------- ------------------------------ --------------335500 MEAS Chemical Engg 350

ACCT: NW_AREA Dept ------------------ ---------------- ---------0830 300 F610 300 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 eventChecks AreaSets up one of these Vr Appr Area

Vr Appr Detp/School

WorkFlow EventIf Recordchanged and FieldChanged

(one of the ones that can cause troubleStop_date,Object_cd,Nw_account...)

Send WL to payroll or payroll mgr(depends of which field)

Else Start Vr ApprEnd

• Paper forms must be filled out.

• Bypassing Workflow.

•Separate Panel

Transactions that cause a Stopper Message?

Approvers are on Vacation.

• 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.

Unapproved Rows at GL Time

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.FieldChangeAPPR_STATUS.SaveEditAPPR_STATUS.WorkFlowAPPR_ACTION.FieldChangeNW_ACCOUNT.FieldEDitNW_ACCOUNT.SaveEditNW_DIST_START_DT.FieldChangeNW_DIST_START_DT.SaveEditNW_DIST_STOP_DT.FieldChangeNW_DIST_STOP_DT.SaveEditNW_OBJECT_CD.FieldEditNW_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:

•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.

Migrating Workflow 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 only rows for NW /export PSEVENTDEFN where activityname like 'NW%';export PSEVENTROUTE where activityname like 'NW%';export PSMAPEXPR where activityname like 'NW%';export PSMAPFIELD where activityname like 'NW%';export PSMAPRECFIELD where activityname like 'NW%';export PSMAPROLEBIND where activityname like 'NW%';export PSMAPROLENAME where activityname like 'NW%';

export PSACTIVITYDEFN where activityname like 'NW%';export PSACTIVITYDEL where activityname like 'NW%';export PSACTIVITYMAP where activityname like 'NW%';export PSACTIVITYXREF where activityname like 'NW%';export PSSTEPDEFN where activityname like 'NW%';

export appr_rule_field where busprocname like 'NW%';export appr_rule_detl where busprocname like 'NW%';export appr_rule_role where busprocname like 'NW%';export appr_rule_ln where busprocname like 'NW%';export appr_rule_amt where busprocname like 'NW%';export appr_rule_date where busprocname like 'NW%';export appr_rule_hdr where busprocname like 'NW%';export appr_rule_qty where busprocname like 'NW%';

DMS Scripts to move between Databases

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

p-oneil@northwestern.edu (technical)

k-delacruz@northwestern.edu (functional)

ktessendorf@northwestern.edu(functional)

QUESTIONS?

Session 1014 Tuesday 10:45

Northwestern University

Peg O’Neil & Kathy Tessendorf