Presentation on theme: "UNC General Administration"— Presentation transcript:
1 UNC General Administration Banner FinanceWORKFLOW DiscussionDavid BeachUNC General Administration
2 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!
3 How are schools using WORKFLOW? Response to myHow are schools using WORKFLOW?Start Here?
4 Some WORKFLOW Concepts first… Response to mySome WORKFLOW Concepts first…
5 WORKFLOW Building Blocks… Business EventsBusiness ProcessesWorkflow ModelEvent Triggers
6 … And Where They are Set Up BANNERBusiness EventsEvent TriggersWORKFLOWBusiness EventsWorkflow ModelBusiness Processes
7 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 address, changing a grade, hiring an employee, and changing a password are all examples of business events.”From Ellucian Workflow Functional Integration Guide
8 Business EventDefined in both BANNER and in WORKFLOWAccepts 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.
9 Business Events in WORKFLOW Click here to define the component parameterClick here to associate the event to related WORKFLOW
10 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.
11 Business Events in BANNER GOREQPGAssign defined parameters to groupsSequence 1-3 records are “standard”Start adding your extras at sequence 4
12 Business Events in BANNER GOREQNMDefine specific business events for WORKFLOW.This definition includes associating a parameter group with each business event.
13 Business Events in BANNER GOAEQRMOnce data is captured on the Event Queue table, system administrators can use this form to review event records and change their status.
14 What are some Business Events in Finance? Vendor record is created or modifiedFOAPAL element is added or changedApproval queue is added or changedOthers?
15 Are there any Baseline FINANCE Business Events? I found only oneDOCAPPROVE
16 DOCAPPROVE Business Event GOREQPGAssign defined parameters to groupsSequence 1-3 records are “standard”Start adding your extras at sequence 4
17 DOCAPPROVE Business Event GOREQNMDefine specific business events for WORKFLOW.This definition includes associating a parameter group with each business event.
18 DOCAPPROVE Business Event GOAEQRMOnce data is captured on the Event Queue table, system administrators can use this form to review event records and change their status.
19 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.
20 Business Events vs. Business Processes Accepts parameter data from BannerDetermines what event will start a Business ProcessPasses data into workflow modelsBusiness Process:Defines what work is to be done and whenAssociated with workflow modelAssociated with business events
21 Business ProcessDefined in WORKFLOWDetermines 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?
22 Workflow ModelAll of the following are done in the model:Enter a definitionCreate a diagramDefine activity propertiesValidate the model and change statusTest the model by manually starting the Workflow and completing activities
24 Ellucian Example: Approval of Requisitions The workflow starts via business event, DOCAPPROVE, which is triggered when both ofthe following conditions occur:• A record is inserted into the FOBAINP table.• The record has a document number 1 (requisition).
28 Steps involved in making WORKFLOWs work Create an Event in BANNERWrite the TRIGGERDefine a WORKFLOW in the ModelerCreate a WORKFLOW Business EventCreate a WORKFLOW Business Process
29 What baseline Business Processes have you found for FINANCE? 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?
30 Did you know? Workflow can launch processes via job submission Workflow can be integrated with Luminis PortalWorkflow can be configured to update related Banner data when specific values are enteredWorkflows are automatically triggered during EPAF processing
31 Special Considerations Navigating from a form launched by Workflow activityPerforming RollbackExiting a form launched as a Workflow activityExiting or logging out of WorkflowExiting a session that was launched by Workflow
32 Ellucian Reference Material Banner WorkflowAnalyst/Administrator HandbookFunctional Integration Guide
33 What WORKFLOW Ideas do you have for Finance? Notify individuals when their purchase request has been approvedNotify individuals when their approval queue has been established or changedNotify individuals when their fund has been established