Procurement Forum August 8, 2013

WORKFLOW What is it anyway? Susan Banasiewicz Rojas Aasis Service Center sue.rojas@dfa.arkansas.gov

Objectives Today, we will discuss What is workflow? What is a release strategy? What is a release code? What is a release group? How does a manual approval effect workflow? Where can I read my messages? Who approves my document next?

Definitions Workflow Workflow for SAP, as the name suggests, means flow of work, may be from one person to another person. It is in fact a sequence of connected activities resulting in exchange of information. Release Strategy The release strategy defines the approval process for purchasing documents. The strategy specifies the release codes with which a complete purchase document must be released (approved) and the sequence in which approvals have to be given. Workflow – describes how the document flows for approval within the system. User will be alerted when they have documents pending release. When the workflow item is accessed, the system automatically takes the approver into the correct transaction to execute the release. Workflow is included with the purchasing roles. Release strategy – the process and sequence for approvals. A set of approvers is derived by applying the release code determined when document is saved, against release codes of authorized users.

Definitions (cont.) Release Code Two character identifier used to approve a document. All requisitions valued less than $25,000 are approved with a single release code. All requisitions valued at $25,000. or higher require two approvals before the final release is recognized by the system. Release Group One for each document type. Contains one or more release strategies. Release Code – 7 agency codes defined for the release group RQ (requisitions) based on the total value of the requisition. If your PR is under $25K you’ll need one release code. If your PR is over $25K you’ll need 2 release codes. Agencies have 1 release code, ‘AG’ for POs and OAs. OSP has 4 release codes for POs and OAs: Along with AG for agency documents created by OSP, OSP has OA for Professional services, SP for Emergency purchases and sole source purchases and SB for State building services. All depend upon document type, dollar amount and the release strategy configured in the system. According to Act 1189, threshold changes have been made. Stay tuned for changes here as well. Release Group – AASIS has three. A1 – outline agreements P1 – POs RQ - PRs

Results of Avoiding Workflow After Purchase Order Workflow transaction was changed to call up ME28 only, you can no longer reject or change a PO via workflow or manually change the document to remove it from your workflow inbox. You can still reserve/replace, forward to other users, and send email and attachments via the workflow. You can use the transactions built into SAP to approve documents, however workflow is then ended and it becomes a manual process. Emails are no longer automatically received in your workflow inbox.

How does workflow happen?

Agency Procurement Specialist Creates PO 4500279108 You or your staff creates a document: an OA, a PR, a PO….

PO creator receives express workflow notification message to select approvers for PO 4500279108 You as the document creator, get a message prompting you to act. You can ignore this message for now, but you will have to go into your AASIS inbox to retrieve and act on it later. If you click the inbox button, you will go directly into your business workplace, where your inbox is located. All messages regarding workflow are received within AASIS, not in Outlook. You can complete your workflow tasks from here by selecting Inbox and your approver, but lets take a deeper look.

Agency Procurement Specialist “Business Workplace” The image on top shows your inbox. Click on it to get to your Business workplace and manage your documents.

PO document appears in workflow inbox for selection of an approver. This screen allows you to access your documents: inbox, outbox, private and shared folders, resubmissions etc.

Click on “Display workflow log” icon to see a list of eligible approvers You can view the valid approvers for your documents, providing they are assigned that role.

Workflow log screen appears Workflow log screen appears. Click on Agents button: Select approvers for purchase order 4500279108. A pop-up box will appear asking you to select “Which Agents you want to Display”. If you click the agents button, you can view your approver or approvers

List of people authorized to approve appears List of people authorized to approve appears. The yellow icon to the right of the name signifies the workflow item will appear in their workflow inbox. Exit the screen and green arrow back to the initial workflow screen. Here is a list of your available approver(s). Whichever approver you select will receive notification in their AASIS inbox.

Execute the workflow item Click execute to initiate the process.

Select approver by checking the box left of name Select approver by checking the box left of name. You can select more than one approver, if needed. Click on “Autosequence” to send to first approver. Approvers with the appropriate role will appear on your list. Select the correct one(s) and click autosequence to proceed. If you select multiple approvers and one approver is absent, the others will receive the message and your document can proceed.

Click “Done” Click done to complete the process

Workflow items disappears from creator’s workflow inbox. If you are a duplicate approver, you are given 2 choices when you approve. You can “reserve” or “replace”. “Reserve” will keep the document in the other approver’s inbox even after you approve. “Replace” will remove the document from the other approver’s inbox. Be sure to use these correctly.

It now appears in creator’s workflow outbox “Work items executed by me”. The status is blue, Completed. System monitors the flow of your document through the approval process.

Selected approver receives an express workflow notification to Approve PO 4500279108. Approver clicks on Inbox button to approve via Workflow, or approve manually via transaction ME28 (which ends workflow). System notifies you of pending approvals.

Document appears in workflow inbox with a status of “ready”. If you are an approver, check your inbox in your business workplace to check for documents needing approval.

To send document to another approver, click forward button You can forward a document to another approver, providing they have the approver role

“Choose Agent” pop-up box appears “Choose Agent” pop-up box appears. Enter AASIS log-in id to forward document. Green check to save The pop up box appears. Use the matchcode to select an approver and green check to save

A pop-up box appears to send to more than one agent (Approver) A pop-up box appears to send to more than one agent (Approver). Select Yes, to send to multiple agents, and enter their log-on ID in the box-up box. Select “No” to send to one agent. You can select one or more approvers. Click yes to select multiple approvers, click no to select one approver.

Item will be forwarded to the selected agent, and moves from workflow inbox to workflow outbox: Forwarded workflow items. When you approve a document, it is moved from your inbox to your outbox.

To attach a note for an approver, click on Manage Attachment icon, then click on Create attachment. You can attach a note giving instructions or information to the additional approver.

Enter a header message and Green check. Create a header message and save

Enter detailed message and save. Green arrow back Create a detailed note to the next approver. This can be written here or cut and pasted. Save and green arrow back when finished.

Attachment is added to the work item, PO 4500279108 An icon will appear to show an attachment

Forwarded PO and attachment appears in workflow inbox of forwarded agent: with Status “Ready”. Workflow appears in the next approver’s inbox, ready to review and approve/disapprove

New approver can approve PO document or can forward it back unapproved New approver can approve PO document or can forward it back unapproved. Disappears from Workflow inbox when finished Documents should be reviewed and can be approved and disapproved within the system.

Document and attachment reappears in workflow inbox. The attachment flows with the document

Attachment can be read for new additions Attachment can be read for new additions. Green arrow back to initial screen. The attachment can be reviewed in the system. Green arrow back to continue

Click on document number to view attachments. Select document to review attachments

PO 4500279108 is display only. Cannot be edited or released here. Edits are not permitted in workflow. If errors are detected, approver must disapprove to send document back to creator for corrections.

Click on Header “Release strategy” tab to see release status Click on Header “Release strategy” tab to see release status. Green arrow back to return to Workflow. Item info, material number, texts, pricing should all be checked and verified prior to release. Check status of your document on the release strategy tab.

Double click on document line item or click on execute icon to take you to Release transaction: ME28 Select document and click on execute icon to release document. System sends you to transaction ME28 but workflow is maintained. Only when you enter ME28 directly is workflow stopped.

AASIS sends you to ME28 to review document, see a print preview, see changes, and/or release document. To release, highlight document and click “Release + save” Approver reviews document, and when satisfied, selects “release” to approve document.

Where is my document? There are a few ways to see the approval status of your document. You can go to the document and check “release strategy”. or Go to your “services for objects” button. Select “workflow” then “workflow overview”. This shows you what step you are on and who needs to act on the approval next.

Miscellaneous Discussion Points

New Thresholds & Associated Changes Take effect Friday, August 16th New Procurement Codes will be posted on August 15th on the OSP Website under Guidelines ABA Capital Improvement Project Thresholds did not change. New coding will be in AASIS for these purchases. Professional Service & Consultant Contract thresholds, including design professionals, will be affected.

Capital Improvement Projects –  “Our Reference” Field Coding Changes On Outline Agreements for ALL Capital Improvement Projects, Agencies MUST use “NV” in the “agreement type” AASIS field.  (NV means term contract) On Purchase Orders for ALL Capital Improvement Projects, Agencies MUST use “NB” in the appropriate AASIS field.  (NB means standard po) The following thresholds and procurement codes apply for capital improvement projects: $.01 - $5000 ABA-SO         Capital improvement small order ABA-MO        Capital improvement small order with a minority supplier

$5000.01 - $20,000   ABA-QB         Capital improvement quote bid     ABA-MB         Capital improvement quote bid with a minority supplier Greater than $20,000 ABA               ALL Capital improvement projects, whether with a minority vendor or not

PCS Design Professional Contracts   On Outline Agreements for ALL PCS Design Professional Contracts, Agencies MUST use “PV” in the “agreement type” AASIS field.  (PV means professional service contract) On Purchase Orders for ALL PCS Design Professional Contracts, Agencies MUST use “PB” in the appropriate AASIS field.  (PB means professional service po) The following thresholds and procurement codes apply for design professional contracts: $.01 - $10,000 - Agencies may contact a single qualified provider.  No prior approval or submittal to ABA is required. SO                  PCS Contract small order MO                  PCS Contract small order with a minority supplier

$10,000.01 - $50,000  -  Agencies may request qualifications from a minimum of 3 qualified providers, evaluate qualifications and select the best qualified. Agreement must be reported monthly in the PCS portal.  No prior approval or submittal to ABA is required.   CB                  PCS Competitive Request for Qualifications MB                  PCS Competitive Bid with a minority supplier Greater than $50,000 -   Must be formally solicited.  Agencies must request authorization to begin this process from ABA. The request & public advertisement must be approved by ABA.   The contract must be placed on the OSP-1 form and must be reviewed by OSP, ABA & by the legislature. ABA               Capital improvement projects, whether with a minority supplier or not

  Equal Opportunity Policy & Illegal Immigrant Policy Requirement The requirement pursuant to ACA §19-11-104 and ACA 19-11-105 for all technical, general and professional service contracts remain the same.  All service contracts greater than $25,000 must have these documents. Executive Order 98-04 – Contract & Grant Disclosure Form Requirement All contracts greater than $25,000 must have these documents.

Friday, August 9th UCA, Conway Arkansas Accessibility Discussion NIGP Meeting Friday, August 9th UCA, Conway Arkansas Accessibility Discussion

Next Forum Thursday, September 12th 10 – 11:30 UA Cooperative Extension Auditorium 2301 S. University Avenue Little Rock, AR