VI-12: Getting Started with Vision Approval Engine

Presenter: Full Sail Partners

Kelly Duquette – Principal Solutions Consultant

©2016 Deltek, Inc. All Rights Reserved 2

Agenda

1. What is the approval engine

2. Benefits

3. When was it introduced

4. Plan out your workflow

5. Plan out your alerts

6. Getting Started

– Creating a role on Organizations to use

– Set up approval configuration, workflows & alerts

7. Security

8. Challenges

9. Updates

©2016 Deltek, Inc. All Rights Reserved 3

What is the Approval Engine?

Introduced in version 7.4

Part of Core

Allows for multilevel approvals and tracking

Allows for dashboard alerts and/or emails per actions

4

Benefits:

Replaced manual approvals

Progress is electronically tracked

– auditors happy

Addition of file stream allows for easy document support

©2016 Deltek, Inc. All Rights Reserved 5

Purchasing available in 7.4:

Item Requests

Purchase Orders **

Purchase Requisitions

Request for Price quote

Purchase Order Change Orders **

Purchase Order Releases (have to add- but do not have to use)

©2016 Deltek, Inc. All Rights Reserved 6

AP Invoice Approvals – Available 7.5

***File stream must be turned on

7

Using Hierarchy

If your company wants AP to route to a specific employee, use the

Hierarchy feature

11/2/2016

©2016 Deltek, Inc. All Rights Reserved 8

Absence Requests – Available in 7.5

Easy to use - Easy to set up

©2016 Deltek, Inc. All Rights Reserved 9

Company Calendar – if view all access(default is assignment only)

©2016 Deltek, Inc. All Rights Reserved 10

General Ledger Budget Approvals: in 7.5

11

Expense Reports – 7.6

©2016 Deltek, Inc. All Rights Reserved 12

Plan your workflows

Decide which applications need approvals set up

Decide - if billable, OH and Regular projects will follow different workflow options

Map out your workflow first

Based on the size of your organization

– Is one person approving all items

– Who is the next approver

– Can you use the Project fields to run the approvals?

Example: Billable projects > 10k go to PM on project then the Principal

©2016 Deltek, Inc. All Rights Reserved 13

Who can you send the alert to?

Assigned to Field for the workflow can use any of these options:

Fields on General Tab

Project Fields- includes user defined

Roles on Organization

– Decide – What roles you want to set up on the ORGs

– Decide – Who approves in each role on the ORGs

©2016 Deltek, Inc. All Rights Reserved 14

Decide what your alerts will say

©2016 Deltek, Inc. All Rights Reserved 15

Tips:

1. You have one workflow per company per application

2. Check your approval fields

– are they populated?

if not,

– results in a workflow error

3. Try routing based on:

– Type of project

– Value of transaction

– General tab field, Organization or Role

©2016 Deltek, Inc. All Rights Reserved 16

Getting Started

1. Set up your Organizations (optional)

2. Set up your approval Configuration

– General tab

– Workflow tab

• Actions

– Alerts (emails and/or dashboard)

– Reminders

3. Don’t Forget

– Turn on security

17

How to Set Up Roles on Organization

Configuration/Organization/General

Insert – to create a new role

18

Assign Roles on Organization

To set up assignments on a Role –

Configuration/ Organization click on the role that you want to assign a user to and

– click assign

Use General option instead of individual option to assign users to multiple orgs

(you can use the search feature to multi-select more than one ORG - based on a criteria or open the individual org and assign)

Challenge: lack of report to confirm set up

19

Set up Approval Configuration

Choose your application:

Name your approval type

Set a default due date

Select your routing method- if your OHGENL project has Phases you will

need to say chargeable level

Name an approval administrator - the person assigned in the system who

can adjust the workflows and who gets notifications if the workflow fails

Decide if you want approvers to be able to re-assign

20 11/2/2016

©2016 Deltek, Inc. All Rights Reserved 21

Workflow tab

©2016 Deltek, Inc. All Rights Reserved 22

Workflow tab

Example:

Absence Requests go to their Supervisor and then the Ops Director if more than

16 hours are requested.

If rejected at any step, it goes back to the submitted by to correct and resubmit

©2016 Deltek, Inc. All Rights Reserved 23

Set your Actions

©2016 Deltek, Inc. All Rights Reserved 24

Alerts can be dashboard and/or emails:Use the insert field feature to modify

©2016 Deltek, Inc. All Rights Reserved 25

Update Security

Assignments only is the default

26

Workflow Challenges

External applications that start process in another system and need a way to have a different

workflow option

Can only add a Project item to use in the workflow and update projects

Had set first level to OH POs > $1,000 to accounting to review for assets, Bottleneck was

created and decided wanted to change the workflow to just be an email alert.

Gaps in values <1000 and next condition was > 1000

Reminder alerts had not been turned on

Operations not happy all records set back to

submitted that were in process of being approved

27

Editing the workflow when in use:

28

Changing assignments:

Go forward Basis

Can assign by ORG or Employee

Records in process can only be changed in the tables:

* Employees term

* Employees are promoted

Please submit a survey for this session via the

mobile app.

30

Learn More

Get plugged in

• Join a user group (regional, virtual)

• Interact in Kona – Client Advisory Council

(CAC) and more! (VisionPSM@Deltek.com)

• Join the MVP program

Visit the Vision kiosks in the Expo Hall

Follow the Vision Blog @ http://bit.ly/Vision_Blog

Attend a live VPM, CRM, Resource Planning,

demo or sign up for an upcoming webinar at

Deltek.com

©2016 Deltek, Inc. All Rights Reserved 31

Contact Information

32

11/2/2016