Oracle Approvals Management (AME) Atlanta Oracle User Group January 18, 2008 Jon Moll

© 2008 O2Works, LLC. All Rights Reserved. 2 Introduction Senior Principal Consultant, O2Works LLC Ten years of Oracle applications experience Specializing in Financials and Projects Approved Oracle Instructor Frequent presenter at regional and national conferences Jon Moll

© 2008 O2Works, LLC. All Rights Reserved. 3 Agenda 1. Overview of AME 2. AME Basics 3. Workflow and AME 4. Example

© 2008 O2Works, LLC. All Rights Reserved. 4 Builds a list of approvers for a specific transaction using business rules. Mostly functional configuration in a self- service application. Common platform integrated with Oracle Applications. 1. Overview of AME

© 2008 O2Works, LLC. All Rights Reserved. 5 AME Versions AME.A (11.5.X) – FYI notifications, parallel approvals. AME.B (11.5.X, 12-delivered) – Forwarding, Role Based Access Control (security), use of OA Framework, new user dashboards. AME.B RUP 1 (11.5.X, 12) – Bug fixes, future functionality. What version am I on? See Metalink note

© 2008 O2Works, LLC. All Rights Reserved. 6 Initial Setup Steps Login as Administrator (APPSADMIN or SYSADMIN) Create a new user with no responsibilities

© 2008 O2Works, LLC. All Rights Reserved. 7 Initial Setup Steps User Management responsibility Users page Find user and click Update

© 2008 O2Works, LLC. All Rights Reserved. 8 Initial Setup Steps Select Assign Roles and search for Role starting with Approval Add all roles to the user

© 2008 O2Works, LLC. All Rights Reserved. 9 Initial Setup Steps Fill out Justification for each role and save.

© 2008 O2Works, LLC. All Rights Reserved. 10 Initial Setup Steps Verify roles are assigned to the user

© 2008 O2Works, LLC. All Rights Reserved. 11 Initial Setup Steps Switch to Functional Administrator Select Create Grant

© 2008 O2Works, LLC. All Rights Reserved. 12 Initial Setup Steps

© 2008 O2Works, LLC. All Rights Reserved. 13 Initial Setup Steps AME Transaction Types – All Rows

© 2008 O2Works, LLC. All Rights Reserved. 14 Initial Setup Steps Application Set = AME Calling Applications Proceed to last page and select Finish

© 2008 O2Works, LLC. All Rights Reserved. 15 Initial Setup Steps If upgrading to AME.B, run Approvals Management Post Upgrade concurrent process under System Administrator responsibility. Migrates existing AME users.

© 2008 O2Works, LLC. All Rights Reserved. 16 Initial Setup Steps Set AME:Installed profile for calling applications

© 2008 O2Works, LLC. All Rights Reserved. 17 Initial Setup Steps Set application-specific setups

© 2008 O2Works, LLC. All Rights Reserved. 18 Approvals Management Administrator Full access to all AME functions

© 2008 O2Works, LLC. All Rights Reserved. 19 Approvals Management Business Analyst Functional Access

© 2008 O2Works, LLC. All Rights Reserved. 20 Transaction Type – A distinct set of approval rules applied by the integrating application. – Payables Invoice Approval – Oracle Self-Service Human Resources Attribute – Variable with a single value for a transaction. Mandatory, required or other (optional). Boolean, Number, String, Date, Currency. – Static (set for all transactions) – Dynamic (set by a SQL statement at runtime) 2. AME Basics

© 2008 O2Works, LLC. All Rights Reserved. 21 Business rule that determines the approval process used by a transaction. Constructed with conditions and actions. – If invoice amount > $1000 USD (condition), THEN use supervisor chain of requestor (action) to go up two levels. Approval Rule

© 2008 O2Works, LLC. All Rights Reserved. 22 If invoice amount > $1000 USD, THEN use supervisor chain of requestor to go up two levels. Approval Rule condition action

© 2008 O2Works, LLC. All Rights Reserved. 23 Ordinary – Evaluates dates, numbers, currencies. List-Modifier – checks for a given approver. Condition Type

© 2008 O2Works, LLC. All Rights Reserved. 24 Chain of Authority – Uses HR supervisory or HR position hierarchies. List Modification Substitution Pre Approval Group Post Approval Group Action Type

© 2008 O2Works, LLC. All Rights Reserved. 25 HR Supervisory – Requires population of attribute TOP_SUPERVISORY_PERSON_ID. – Absolute-Job-Level - Starts with TRANSACTION_REQUESTOR_PERSON_ID and climbs to the nth level. – Relative-Job-Level – Considers the difference between requestor and approver’s job level. Climbs n levels. – Dual-Chains-of-Authority – requires FIRST_STARTING_POINT PERSON_ID, SECOND_STARTING_POINT_PERSON_ID – Supervisory-Level – Climbs n levels, disregarding jobs. Action Type – Chain of Authority

© 2008 O2Works, LLC. All Rights Reserved. 26 HR Position – Uses primary position structure of the BG, or NON_DEFAULT_POSITION_STRUCTURE_ID. – HR Position – Ends with specified position. – HR Position Level – Climbs n positions. Action Type – Chain of Authority

© 2008 O2Works, LLC. All Rights Reserved. 27 Final Authority – Grants signing authority to an approver. Nonfinal Authority – Extends chain authority n levels past an approver (uses jobs). Action Type – List Modification

© 2008 O2Works, LLC. All Rights Reserved. 28 Substitution – Replaces the target approver with another. Action Type – Substitution

© 2008 O2Works, LLC. All Rights Reserved. 29 Pre List – Inserts an approval group before the authority list. Post List – Inserts an approval group after the authority list. Action Type – Pre and Post

© 2008 O2Works, LLC. All Rights Reserved. 30 Set of one or more approvers typically used outside the normal transaction chain of authority. Members and groups have order numbers. Groups can be nested. ALLOW_EMPTY_APPROVAL_GROUPS attribute. Voting Regime is assigned to the group. Approver Group

© 2008 O2Works, LLC. All Rights Reserved. 31 Static – Chosen while creating or editing the group. Dynamic – Chosen by SQL query entered during creation of group. Query results either: – person_id: or user_id: – wf_roles – Can return multiple values. Approver Group – Membership List

© 2008 O2Works, LLC. All Rights Reserved. 32 Serial – Members are notified one after the other according to their member order (ties broken arbitrarily). All members must approve. Consensus – Members notified in parallel. All must approve. First-Responder-Wins - Members notified in parallel. First responder = group’s decision. Order-Number – Members notified according to order, ties notified in parallel. All must respond. Approver Group – Voting Regimes

© 2008 O2Works, LLC. All Rights Reserved. 33 List-Creation If invoice amount > $1000 USD (condition), THEN require approval one job levels above requestor. List-Creation Exception – If invoice amount > $500 USD and pay group = Employee, THEN require approval two job levels above requestor. List-Modification – If any approver = Sam Clark, THEN grant final authority. Pre and Post – If expenditure category = Computers, THEN require approval from IS department. Approval Rules

© 2008 O2Works, LLC. All Rights Reserved. 34 A person should only approve once. If chain-of-authority and pre or post approval rule include the same person, chain-of- authority wins. If pre and post rules include the same person, pre wins. Conflict Resolution

© 2008 O2Works, LLC. All Rights Reserved. 35 Oracle Workflow calls AME to get approvers. Notifications are sent via Workflow engine. Configure approvers using AME, messages and behavior upon approve/reject using Workflow. 3. Workflow and AME

© 2008 O2Works, LLC. All Rights Reserved. Requisition Approval 36

© 2008 O2Works, LLC. All Rights Reserved. 37 If project type is Indirect, require requisition approval by Project Manager and then requester’s immediate supervisor. 1. Example

© 2008 O2Works, LLC. All Rights Reserved. Example - Attributes 38

© 2008 O2Works, LLC. All Rights Reserved. Example - Conditions 39

© 2008 O2Works, LLC. All Rights Reserved. Example – Approver Groups 40

© 2008 O2Works, LLC. All Rights Reserved. Example - Rules 41

© 2008 O2Works, LLC. All Rights Reserved. Example - Testing 42

© 2008 O2Works, LLC. All Rights Reserved. Example - Testing 43

© 2008 O2Works, LLC. All Rights Reserved. Example - Testing 44

© 2008 O2Works, LLC. All Rights Reserved. Example - Testing 45

Questions? Jon Moll O2Works LLC Dallas – Chicago - Denver