1. County i-Expense automated file transfer from Oracle EBS to OnBase

2. Speakers Jennifer Franklin Nilesh Goyal Larry Lavacca Sr.
Sr. Functional Business Analyst (ESQA- Hillsborough County BOCC)
Nilesh Goyal
ERP Solutions Architect (ESQA- Hillsborough County BOCC)
Larry Lavacca Sr.
Solutions Specialist Manager (OnBase - Hillsborough County Clerk of Circuit Court)

3. Agenda Business Process – Before Business Statement
Business Process – After
Enhancement Description
Issue Analysis
Solution Details (EBS)
Solution Details (OnBase)

4. Business Process – Before

5. Business Statement
County i-Expense users upload travel receipts and other travel related documents into OnBase after report submission in Oracle.
Documents need to be placed/stored electronically on the Oracle screens and transferred via an Oracle/OnBase automation.

6. Issue Analysis Transaction Volume from January 2017 – January 2018
Expense Report Type
# of Transactions
PCard Transactions
27,420
Local Vicinity Travel
1,225
Miscellaneous Reimbursements
951
Out of Vicinity Travel
1,106
Total Transactions
30,702

7. Business Process - After

8. Enhancement Description
Only applicable for BOCC Local Vicinity, Travel, P-Card, Misc. i-Expense reports.
An Oracle process will transfer a pair of files per end user saved images (1) Image file (2) Index file.
Oracle transfer process will kick off immediately after final AME Manager approval and before Clerk Payables Audit for that i-Expense report.
The Images that were placed on the Oracle screens will be deleted off of the Oracle screen once they are pushed to OnBase.
i-Expense report will be rejected if:
None or more than 1 attachment on header or any attachment on line (Travel, Misc. and Local Vicinity)
None or more than 1 attachment on line or any attachment on header (P- card)
Attachment type is not “PDF”

9. Enhancement Description
Image file name
IExpense ID #_Invoice Date_Emp ID_File Sequence_Travel/Misc/Pcard/LV.PDF
Index file name
IExpense ID #_Invoice Date_Emp ID_Sysdate_File Sequence_Travel/Misc/Pcard/LV.TXT
Keyword fields in index file

10. Enhancement Description
i-Expense approval for Travel i-Expense approval for Local Vicinity
After final AME approval and before Clerk Payables Audit

11. Solution Details (EBS)
Expenses report approval workflow (apwxwkfl.wft) updated to include the Image Transfer/Index file creation Process.

12. Solution Details (EBS)
Function code snippet

13. Solution Details (OnBase)
Schedule Manager – These three (DIP), Document Import process processes IExpense, P-card, Misc are scheduled to run at various days times and frequency, from the OnBase scheduler.

14. Solution Details (OnBase)
Each OnBase Document Import Process, (DIP) runs off a OnBase scheduler shown on previous slide and pulls in the Image and uses the index file *.txt to automatically index the Key Words. Then document is routed to an AP electronic workflow.
DIP
Text File
Information in the text file

15. Questions