UNC General Administration Banner Finance WORKFLOW Discussion David Beach UNC General Administration

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!

How are schools using WORKFLOW? Response to my E-Mail How are schools using WORKFLOW? Start Here?

Some WORKFLOW Concepts first… Response to my E-Mail Some WORKFLOW Concepts first…

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

… And Where They are Set Up BANNER Business Events Event Triggers WORKFLOW Business Events Workflow Model Business Processes

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 email address, changing a grade, hiring an employee, and changing a password are all examples of business events.” From Ellucian Workflow Functional Integration Guide

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.

Business Events in WORKFLOW Click here to define the component parameter Click here to associate the event to related WORKFLOW

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.

Business Events in BANNER GOREQPG Assign defined parameters to groups Sequence 1-3 records are “standard” Start adding your extras at sequence 4

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

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.

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?

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

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

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

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.

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.

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

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?

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

Workflow Modeler

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).

What Business Processes have you defined?

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

Has anyone written PL/SQL Triggers for WF?

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

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?

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

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

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

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

What WORKFLOW Ideas do you have for Finance?

Thank You! David Beach dpbeach@northcarolina.edu