1. UNC General Administration
Banner Finance
WORKFLOW Discussion
David Beach
UNC 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 my
How are schools using WORKFLOW?
Start Here?

4. Some WORKFLOW Concepts first…
Response to my
Some WORKFLOW Concepts first…

5. WORKFLOW Building Blocks…
Business Events
Business Processes
Workflow Model
Event Triggers

6. … And Where They are Set Up
BANNER
Business Events
Event Triggers
WORKFLOW
Business Events
Workflow Model
Business 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 Event
Defined in both BANNER and in WORKFLOW
Accepts 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 parameter
Click 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
GOREQPG
Assign defined parameters to groups
Sequence 1-3 records are “standard”
Start adding your extras at sequence 4

12. Business Events in BANNER
GOREQNM
Define specific business events for WORKFLOW.
This definition includes associating a parameter group with each business event.

13. Business Events in BANNER
GOAEQRM
Once 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 modified
FOAPAL element is added or changed
Approval queue is added or changed
Others?

15. Are there any Baseline FINANCE Business Events?
I found only one
DOCAPPROVE

16. DOCAPPROVE Business Event
GOREQPG
Assign defined parameters to groups
Sequence 1-3 records are “standard”
Start adding your extras at sequence 4

17. DOCAPPROVE Business Event
GOREQNM
Define specific business events for WORKFLOW.
This definition includes associating a parameter group with each business event.

18. DOCAPPROVE Business Event
GOAEQRM
Once 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 Banner
Determines what event will start a Business Process
Passes data into workflow models
Business Process:
Defines what work is to be done and when
Associated with workflow model
Associated with business events

21. Business Process
Defined in WORKFLOW
Determines 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 Model
All of the following are done in the model:
Enter a definition
Create a diagram
Define activity properties
Validate the model and change status
Test the model by manually starting the Workflow and completing activities

23. Workflow Modeler

24. Ellucian Example: Approval of Requisitions
The workflow starts via business event, DOCAPPROVE, which is triggered when both of
the following conditions occur:
• A record is inserted into the FOBAINP table.
• The record has a document number 1 (requisition).

25. What Business Processes have you defined?

26. Purpose is to detect a Banner event Initiates the workflow
Event Triggers
PL/SQL code
Purpose is to detect a Banner event
Initiates the workflow
Example: FTMVEND record was entered

27. Has anyone written PL/SQL Triggers for WF?

28. Steps involved in making WORKFLOWs work
Create an Event in BANNER
Write the TRIGGER
Define a WORKFLOW in the Modeler
Create a WORKFLOW Business Event
Create 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 Portal
Workflow can be configured to update related Banner data when specific values are entered
Workflows are automatically triggered during EPAF processing

31. Special Considerations
Navigating from a form launched by Workflow activity
Performing Rollback
Exiting a form launched as a Workflow activity
Exiting or logging out of Workflow
Exiting a session that was launched by Workflow

32. Ellucian Reference Material
Banner Workflow
Analyst/Administrator Handbook
Functional Integration Guide

33. What WORKFLOW Ideas do you have for Finance?
Notify individuals when their purchase request has been approved
Notify individuals when their approval queue has been established or changed
Notify individuals when their fund has been established

34. What WORKFLOW Ideas do you have for Finance?

35. Thank You!
David Beach