2. Northwestern University Peg O’Neil & Kathy Tessendorf Session 1014 Tuesday 10:45

3. Funding change request Payroll Clerk Accounting Budget Other Area PS HRMS Dept person School Approver Dept Approver

6. 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.

7. 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.

8. 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.

10. Payroll Clerk Accounting Budget PS HRMS School Approver Dept Approver Dept Person Area Approver

12. Hidden fields Approval is at row level Hidden fields

13. 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)

14. 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 User Name of user School Vr AppWCAS School Area AppWCAS Area

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. Step 4 continued: Steps Rte Cntl Type Rte Cntl Profile Approver Rule Definition Role Definition Role User

22. Step 4 continued: Rules Rte Cntl Type Rte Cntl Profile Approver Rule Definition Role Definition Role User

23. Step 4 continued: Rules Rte Cntl Type Rte Cntl Profile Approver Rule Definition Role Definition Role User

24. Step 4 continued: Activities and Events Rte Cntl Type Rte Cntl Profile Approver Rule Definition Role Definition Role User

25. Step 4 continued: Miscellaneous Rte Cntl Type Rte Cntl Profile Approver Rule Definition Role Definition Role User

26. Role Rte Activity Dept Vr AppDept RteNW Extend Funding Extend Stop Date School Vr AppSchool 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

27. 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

28. B) Add a Route Control Profile to a user Rte Cntl Type Rte Cntl Profile Approver Rule Definition Role Definition Role User

29. Role User Example

31. DEPTID DESCR NW_AREA ---------- ------------------------------ ------------- 430300 Otolaryngology 370

32. DEPTID DESCR NW_AREA ---------- ------------------------------ -------------- 335500 MEAS Chemical Engg 350 ACCT: NW_AREA Dept ------------------ ---------------- --------- 0830 300 F610 300 WCAS

33. The area 300 is for WCAS, MEAS area is 350. Areas do not match: therefore Area Approval will be used. Then deparment and school.

34. This makes the dept/school approval process kick off after the area part is completed. ---->

37. 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.

38. 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

39. Routing Payroll Reviews APPR_STATUS FIELD SaveEdit event Checks Area Sets up one of these Vr Appr Area Vr Appr Detp/School WorkFlow Event If Recordchanged and FieldChanged (one of the ones that can cause trouble Stop_date,Object_cd,Nw_account...) Send WL to payroll or payroll mgr (depends of which field) Else Start Vr Appr End

40. Paper forms must be filled out. Bypassing Workflow. Separate Panel Transactions that cause a Stopper Message?

41. Approvers are on Vacation.

42. 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

43. 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

44. DOC...DOC…DOC Track all changes Document Properties of objects Save copies of Peoplecode

45. Spreadsheet to track changes to existing system.

46. ModifiedNew PanelGroupsTables PanelsFields Tables PeopleCode

47. NW_POSN_DIST table

48. Area vs Dept and School Moving workflow between DBs Naming objects Educating users on workflow verbage. Implementing workflow prior to PS 8.x

49. Fixing the problem with Area virtual approval

50. 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:

51. 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

52. 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

53. 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

54. 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

55. 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