Oracle/PeopleSoft Implementation MITI Project

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Finance Workflow Overview

Oracle/PeopleSoft Implementation

MITI Project

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Agenda

• Provide Overview of Workflow

• Review Forms

– Requisitions

– Direct Entry POs

– Direct Entry Vouchers – Journal Entries

– Budget Adjustments

Agenda

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• Workflow is used to route certain documents for approvals based on characteristics of the document.

• Workflow is NOT based on the person who entered the document.

– Different than FIS

• Workflow is available for the following items in PeopleSoft Financials:

– Purchase requisitions – Direct entry POs

– Direct entry Vouchers – Journal Entries

– Budget adjustments

What is Workflow?

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Workflow Basics

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• Workflow is set up based on certain fields of the chartstring

(account number), the category code (requisitions only), or dollar amount.

• The workflow is set up as a set of rules that are applied to the documents as they route through the system.

• If any rule is met, the document will route to an approver.

• Rules are applied in order:

– Site

– Function

– Category Code – Resource

– Financial (object, fund, dollars)

How does workflow work?

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• 1. Site, 2. Function, 3. Category Code, 4. Resource

– Enter the value and the user ID of the approver – Only list each value once

– Multiple approvers can be listed for a value

• 5. Financial

– Objects, Dollars, Funds

Workflow Steps

STEP 1:

SITE

APPROVAL

STEP 2:

FUNCTION APPROVAL

STEP 3:

CATEGORY CODE APPROVAL

STEP 4:

RESOURCE APPROVAL

STEP 5:

FINANCIAL APPROVAL Site Approver Function Approver Category /

Object

Approver Resource Approver Rule Approver

101, 985 123456 8500 458429 86132201 (conference)

254389 1400, 5025, 5310, 6052, 6105, 9010

857126 Object 6000-6999 478612

300 234567 8100-8400 348759 15100000

(fuels)

458429 6500 234584 Object 5800010 857126

502, 510 456789 Obj: 4400,

6400, 6500

254967 3000-5999 125348 $$ >$5,000 527465

400-499 652789 2430-4203,

5640, 8150

478612 Fund 1300 527465

325 123456

234567 456789

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• Each column is independent of the other columns.

– Approvals do not flow left to right.

• Each step must be complete before moving to the next step

– If multiple approvers can require all or some before moving on

• Approvers listed at multiple steps only approve once

Workflow Tips

STEP 1:

SITE

APPROVAL

STEP 2:

STEP 3:

STEP 4:

STEP 5:

Object

101, 985 123456 8500 458429 86132201 (conference)

254389 1400, 5025, 5310, 6052, 6105, 9010

857126 Object 6000-6999 478612

300 234567 8100-8400 348759 15100000

(fuels)

458429 6500 234584 Object 5800010 857126

502, 510 456789 Obj: 4400,

6400, 6500

254967 3000-5999 125348 $$ >$5,000 527465

400-499 652789 2430-4203,

5640, 8150

478612 Fund 1300 527465

325 123456

234567 456789

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What Does Workflow Look Like?

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What Does Workflow Look Like?

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• Signed in as Heather Difede

What Does Workflow Look Like?

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What Does Workflow Look Like?

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What Does Workflow Look Like?

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What Does Workflow Look Like?

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• Do not over workflow. Just because workflow is possible does not mean you should use it.

• Remember that workflow is based on the characteristics of the document – NOT the person who input the document.

• Fill in the forms but if you want to add some words below the form that help explain what you want, please do so.

• If you want to prepare the forms on Excel instead of word, please feel free to do so.

• If you have 50 sites and you want workflow on 45 of them, include the other 5 sites to be approved by someone. This will make the maintenance of the system much easier. Remember you will be responsible for maintenance in the future.

Workflow Tips

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Purchase Requisition Workflow

STEP 1:

SITE APPROVAL

STEP 2:

STEP 3:

STEP 4:

STEP 5:

Object

Type Values

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• Generally a single level approval

– Buyer creates PO and Purchasing Manager approves PO

Direct Entry PO Workflow

STEP 1:

STEP 2:

STEP 3:

STEP 4:

STEP 5:

Object

Type Values

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• Direct Vouchers: The default is to set up the same workflow as a requisition. Do you want multi-step workflow for direct vouchers?

– Think about utility bills, etc.

– Most districts who say yes, end up saying no.

Direct Entry Voucher Workflow

STEP 1:

STEP 2:

STEP 3:

STEP 4:

STEP 5:

Object

Type Values

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Budget Revisions

STEP 1:

STEP 2:

STEP 3:

STEP 4:

STEP 5:

Object

Type Value

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Journal Entries

STEP 1:

STEP 2:

STEP 3:

STEP 4:

STEP 5:

Object

Type Value