approval framework (awe) basic overview

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PeopleSoft – Approval Framework (AWE) Basics Overview

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Approval Framework (AWE) Basics Overview

Laurie Thomas

Senior Support Engineer

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Objective

• Provide basic understanding of the Approval

Framework and Approval Workflow Engine (AWE)

using PeopleSoft 9.1 Applications.

• Lay foundation in preparation for next AWE Advisor

sessions in this series.

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Approval Framework (AWE)

2011 Advisor Sessions

Title Date

Approval Framework (AWE) Basics Overview Sept. 7th

Approval Framework (AWE), Configuring to be

Site Specific

Sept. 21st

Approval Framework (AWE) Monitoring and

Administration

Oct. 5th

Approval Framework (AWE) Notification and

Escalation (NEM) Processing

Oct. 19th

Approval Framework (AWE) Email Collaboration

Approvals

Nov. 2nd

Using HCM 9.1 Delegation with Approval

Framework (AWE)

Nov 16th

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Agenda

• History of Approval Workflow Engine (AWE)

• The Approval Framework Foundation

• Process Flow of AWE

• Implementers & End Users

• AWE Terminology & Approval Process Setup

• Additional Resources

• Q & A

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History of Approval Workflow Engine

(AWE)

• The foundation of AWE is PeopleTools Workflow

Business Process, Activity, and Events

• The Approval Workflow Engine (AWE) is a product

that evolved from eProcurement.

• Adopted early with Expenses in 8.9

• Application AWE adoption per release;

• 8.8, ~18, in 8.9, and ~25 in 9.0, ~30 in 9.1~ 100

• AWE delivered with PeopleTools in PT 8.49.

• Consolidated codeline between HCM and FSCM in PS 9.0.

• AWE delivered as Enterprise Component with PS 9.1.

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History of Approval Workflow Engine

(AWE)

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AWE Foundation

•Business Process = EOAW_APPROVALS

•Activity = EOAW_ROUTE

Creates User Worklists

•Activity = EOAW_REDIRECT

Redirects User to Application Approval Page

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Activity = EOAW_ROUTE

Worklist Attributes

PSWORKLIST.INSTSTATUS=2

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Activity = EOAW_ROUTE

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Process Flow of AWE

• (What) Transactions: The Transaction Registry is used to

identify how the calling application will interact with AWE.

• (How) Approval Process Definitions: The Approval Process

Definition pages allow the functional analyst to define the

workflow steps to be executed in order for the transaction to be

approved.

• (When) Configurations: The Approval Process Configuration

page allows the user to define events that trigger notifications.

• (Who) User Lists: User Lists are generated by User Roles, SQL

Definitions, PS/Query options and Application Packages.

Developers Define… What & Who

Implementers Define… How & When

What, How, When, & Who

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Process Flow of AWE

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Implementers & End Users

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Implementers & End Users

1. Develop Transaction entry and Approval components

2. Create Approval cross reference table

3. Create a view of users

4. Develop Approval transaction handler class

5. Develop code to launch and manage the approval

6. Create the Notification Templates for Email

7. Register the Approval Transaction

8. Develop User Lists

Consider for Customization

PeopleSoft Development Delivered

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Implementers & End Users

1. Modify Notification Email Templates

2. Develop User Lists

3. Configure Process Definitions

4. Transaction Configuration

5. Configure Approval User Monitor

Custom Site Specific Focus

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AWE Terminology & Setup

(What) Transactions

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AWE Terminology & Setup

Register Transactions

Enable Notification

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AWE Terminology & Setup

Register Transactions

Internal URL is Tied To …

Tools URL for Generation of Email Notification URL

http://ple336268.us.oracle.com:8200/psp/E910GXAM/EMPLOYEE/EMPL/c/APPROVE_EXPENSE_TRANSACTIONS.EX_SHEET_APPR.GBL?Action=U&SHEET_ID=0000000097

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AWE Terminology & Setup

(How) Approval Process Definitions

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AWE Terminology & Setup

•Stages are used to contain one or more Paths

•Stages execute sequentially

•Each Stage must complete before the next begins

•Stages can be defined at the Header or Line level, not both

•Multiple stages can exist for either line or header level

Stages

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AWE Terminology & Setup

Paths

•More than one Path can exists per Stage

•Path processing is done in parallel

• ie, Routing line items to different User Lists

•Paths can have either Static or Dynamic Source

• Static source, is set number of Steps

• Dynamic source, User List runs again until no returns

• Dynamic can use Approval AuthorizationCriteria.

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AWE Terminology & Setup

Path Details

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AWE Terminology & Setup

Steps

•Step is a unit of work that must complete before advancing

•When the Path is Static, there can be multiple Steps.

•When the Path Dynamic, there can only be one Step and the user list cannot be based on a Role.

• Steps are triggered based on criteria resolving to true.

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AWE Terminology & Setup

• 4 Levels of Criteria

• 3 Types of Criteria

• Evaluates to Boolean (true or false)

• Satisfy All Criteria

• Header/Line Record.Field Values

• Monetary Criteria

Criteria Definitions

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AWE Terminology & Setup

Criteria Definitions, continued

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AWE Terminology & Setup

Step Detail

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AWE Terminology & Setup

(When) Transaction Configuration

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AWE Terminology & Setup

Transaction Configuration

PeopleBooks > Approval Framework > Using Email Collaboration > Email Collaboration Support Matrix

Notification Options

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AWE Terminology & Setup

Transaction Configuration

Events

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AWE Terminology & Setup

Transaction Configuration

Events – SQL Object Identifier

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AWE Terminology & Setup

Transaction Configuration

Events – Notifications

My System Profile

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AWE Terminology & Setup

(Who) User List Setup - Source: Role

• 4 Types of User List

• Only Returns OPRID

• Site Specific, Customize

•Role User List exposes Route Control

•Uses WF Routing & Role

•Uses Security User Profile Role Route Control

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AWE Terminology & Setup

User List Setup – Source: SQL Definition

User Lists Always Only

Return OPRID

Directly relate to Binds in SQL Definition, ie :1, :2

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AWE Terminology & Setup

User List Setup – Source: Query

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AWE Terminology & Setup

User List Setup – Source: Query, continued

User Lists Always OnlyReturns OPRID

ROLEUSER=OPRID

Checking User List ‘Transaction Keys as Input’ box

Directly relate to Binds in SQL Definition, ie :1, :2

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AWE Terminology & Setup

User List Setup – Source: Application Class

• Considered customization if not delivered

•Extends the class EOAW_CORE:DEFN:UserListBase

•Use the GetUsers method to create an array of users

•Additional Business Logic

• UserList Attributes are used for application class User Lists

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Additional Resources

• E-AWE: Enterprise Component Bundles, Releases in 2011 (Doc ID 1280191.1)

• E-AWE: Approval Framework Indexes for 9.1 Applications (Doc ID 1289904.1)

• E-AWE: Approval Framework Project Containing Fixes From PT 8.49.00 Through PT 8.49.30 For 9.0 Applications Only (Doc ID 1067463.1)

• E-AWE: Approval Framework Project Containing Fixes from PT 8.50.00 through PT 8.50.14 For 9.0 Applications Only (Doc ID 1272003.1)

• E-AWE: Functionality to Save, Preview, and Submit Resulting in Poor/Slow Performance. ( 9.0 Indexes) (Doc ID 1159600.1)

• Performance/Deadlock Issues Caused By SYNCID DB Triggers (Doc ID 1059120.1)

• E:AWE - Workflow Functionality Results in Database Locking and/or Contention on PSWLINSTMAX Table, with Large Number of Concurrent Users (Doc ID 1159844.1)

• Approval Framework (AWE) Functionality to Save, Preview, and Submit Resulting in Poor/Slow Performance (Doc ID 1159600.1) 9.0 Apps

• E-AWE: DB2 Worklist Creation Issue with Approval Framework Transactions (Doc ID 1350054.1)

• E-AWE: Submission Of Concurrent AWE Transactions, Result In Duplicate Key Insert Error In PS_PT_WF_NOTFY_TBL (Doc ID 1350132.1)

• E-AWE: Recommended Indexes for Application Cross Reference (XREF) Tables to Improve Performance of Approval Workflow Engine (AWE) (Doc ID 1328945.1)

Knowledge Documents For Both 9.0 & 9.1 Fixes and Performance Improvements

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