Workflow Routing Overview. HRMS Workflow Routing Initiate PTA and Fiscal Approval HRMS Hierarchy Review Approval Final Approval Acknowledgements HRMS.

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Presentation transcript:

Workflow Routing Overview

HRMS Workflow Routing Initiate PTA and Fiscal Approval HRMS Hierarchy Review Approval Final Approval Acknowledgements HRMS Hierarchy Review Acknowledgements Automatic Acknowledgements

HRMS Workflow Routing Initiate PTA and Fiscal Approval HRMS Hierarchy Review Approval Final Approval Acknowledgements HRMS Hierarchy Review Acknowledgements Automatic Acknowledgements

PTA and Fiscal Approval Each department has PTA / Fiscal approvers Established in FIS Individuals (login id) Beware of invalid or obsolete login ids Workgroups cannot assigned Mandatory approvals PTA approval obtained first Delegation rules allowed

PTA and Fiscal Approval continued Delegation Rules Optional Established by Routing Coordinators and HRMS Functional team Set up for a department HRMS uses secondary delegation Individuals should be assigned Do not assign the same person as their own delegate

If You Are PTA & Fiscal Approval Delegate Document in your Action List for PTA approval Moves to next level after you approve as PTA Fiscal approval is assumed, since you approve as PTA and are Fiscal delegate Fiscal approver will not see the item in Action List

Document in your Action List for PTA approval as PTA delegate Document in PTA’s Action List for PTA approval If PTA approves: Document appears in your Action List for Fiscal approval If you approve as PTA delegate: Document moves to next level Will not appear in your Action List for Fiscal approval Fiscal approval is assumed, since you approved as PTA and are Fiscal approver If You Are PTA Delegate & Fiscal Approval

PTA = Fiscal Secondary Delegate Example Appears in Linda’s Action List for PTA approval

PTA = Fiscal Secondary Delegate Example

Appears in Linda’s Action List for PTA approval

PTA = Fiscal Secondary Delegate Example Appears in Linda’s Action List for PTA approval

PTA = Fiscal Secondary Delegate Example Moves to next level after you approve as PTA Fiscal approval assumed, since PTA approved and is delegate Fiscal approver will not see the item in Action List

PTA = Fiscal Secondary Delegate Example Moves to next level after you approve as PTA Fiscal approval assumed, since PTA approved and is delegate Fiscal approver will not see the item in Action List

PTA = Fiscal Secondary Delegate Example Moves to next level after you approve as PTA Fiscal approval assumed, since PTA approved and is delegate Fiscal approver will not see the item in Action List

HRMS Workflow Routing Initiate PTA and Fiscal Approval HRMS Hierarchy Review Approval Final Approval Acknowledgements HRMS Hierarchy Review Acknowledgements Automatic Acknowledgements

HRMS Hierarchy Review Approval Optional Routing Coordinators and HRMS Functional team establish these at the request of each Department Does not use delegation Can assign person or workgroup

HRMS Hierarchy Review Approval Workflow Rules Based on Salary Plan, Position Type, Document Type, Department Department = Chart and Organization Each department in Organizational Hierarchy checked Organizational Hierarchy defined in FIS

HRMS Hierarchy Review Approval continued Organizational Hierarchy Example Sal Plan = SMPos Type = PAE Doc Type = Add’l Pay Dept = BA-IMAU Department Approver BA-IMAU N/A

HRMS Hierarchy Review Approval continued Organizational Hierarchy Example Sal Plan = SMPos Type = PAE Doc Type = Add’l Pay Dept = BA-IMAU Department Approver BA-IMAU N/A BA-AXOP N/A

HRMS Hierarchy Review Approval continued Organizational Hierarchy Example Sal Plan = SMPos Type = PAE Doc Type = Add’l Pay Dept = BA-IMAU Department Approver BA-IMAU N/A BA-AXOP N/A BL-AXSV BL.AXSV.dbfa auxiliary approvals

HRMS Hierarchy Review Approval continued Organizational Hierarchy Example

Sal Plan = SMPos Type = PAE Doc Type = Add’l Pay Dept = BA-IMAU Department Approver BA-IMAU N/A BA-AXOP N/A BL-AXSV BL.AXSV.dbfa auxiliary approvals BL-DBFAN/A BL-BUDGN/A

HRMS Hierarchy Review Approval continued Organizational Hierarchy Example Sal Plan = SMPos Type = PAE Doc Type = Add’l Pay Dept = BA-IMAU Department Approver BA-IMAU N/A BA-AXOP N/A BL-AXSV BL.AXSV.dbfa auxiliary approvals BL-DBFAN/A BL-BUDGN/A BL-BLgerstma

HRMS Hierarchy Review Approval continued Organizational Hierarchy Example Sal Plan = SMPos Type = PAE Doc Type = Add’l Pay Dept = BA-IMAU Department Approver BA-IMAU N/A BA-AXOP N/A BL-AXSV BL.AXSV.dbfa auxiliary approvals BL-DBFAN/A BL-BUDGN/A BL-BLgerstma IU-UNIVN/A

HRMS Workflow Routing Initiate PTA and Fiscal Approval HRMS Hierarchy Review Approval Final Approval Acknowledgements HRMS Hierarchy Review Acknowledgements Automatic Acknowledgements

Final Approval Mandatory approvals Only workgroups are assigned as Final Approvers Does not use delegation Routed based on Location of the position Position Type Document Type Salary Plan

HRMS Workflow Routing Initiate PTA and Fiscal Approval HRMS Hierarchy Review Approval Final Approval Acknowledgements HRMS Hierarchy Review Acknowledgements Automatic Acknowledgements

HRMS Hierarchy Acknowledgements Optional Routing Coordinators and HRMS Functional team establishes these at the request of each Department Does not use delegation Can assign person or workgroup

Automatic Acknowledgements Mandatory Defined in Workflow application Is not rule driven Does not use delegation Cannot ‘assign’ persons or workgroups Generated for: Disapproval Specific cases

Automatic Acknowledgements Disapprovals Initiator Any person who actually approved the document up to the point of disapproval PTA or PTA delegate Fiscal Approver or FA delegate Anyone who approved as part of HRMS Hierarchy Review

Automatic Acknowledgements Specific Cases Additional Pay documents PTA & delegate for employee’s department Admin Post documents PTA & delegate for all depts associated with employee’s admin posts If no PTA for a given dept, org hierarchy is traversed for the first department that has one Add New Person documents Initiator (employee ID assigned to new person) Transfer documents PTA & delegate for dept where an employee is transferring from Departmental Changes PTA & delegate for previous dept Differing Departments for Job Funding Fiscal approver & delegate for funding dept, when the account for job funding is different from the dept for the job/position If no fiscal approver for funding dept, the org hierarchy is traversed for the first dept that has one

Routing Example Change POSITION from BL-CEUS to BL-LCAR Document Type: Maintain Position, Position Type: Academic; Sal Plan: AC1 BL-LCAR First Node approvers BL-LCAR PTA and PTA delegate BL-LCAR Fiscal Approver and PTA delegate HRMS Hierarchy Review Approvers None: BL-LCAR (CTR FOR LANG CENTRL ASIAN REG) None: BL-ARSD (ARTS & SCIENCES; DEAN) BL.ARSC.arsc academics: BL-ARSC (ARTS&SCIENCES) gerstma: BL-BL (BLOOMINGTON CAMPUS) None: IU-UNIV (UNIVERSITY LEVEL) Final Approvers BL.DFAC.BLACADFINAL1 HRMS Hierarchy Acknowledgements None established by BL-LCAR for this situation Automatic Acknowledgements BL-CEUS PTA Approver and PTA delegate

Workflow Routing Q & A