banner finance workflow discussion david beach unc general administration
TRANSCRIPT
Banner Finance WORKFLOW Discussion
David BeachUNC 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!
2
Response to my E-Mail
How are schools using WORKFLOW?
3
Start Here?
Response to my E-Mail
Some WORKFLOW Concepts first…
4
WORKFLOW Building Blocks…
5
Business Events
Business Processes
Workflow Model
Event Triggers
… And Where They are Set Up
6
BANNER Business Events Event Triggers
WORKFLOW Business Events Workflow Model Business Processes
What is a Business Event?
7
“… 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.
8
Business Events in WORKFLOW
9
Click here to define the component parameter
Click here to associate the event to related WORKFLOW
Business Events in BANNER
10
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
11
GOREQPG
Assign defined parameters to groups
Sequence 1-3 records are “standard”
Start adding your extras at sequence 4
Business Events in BANNER
12
GOREQNM
Define specific business events for WORKFLOW.
This definition includes associating a parameter group with each business event.
Business Events in BANNER
13
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?
14
Are there any Baseline FINANCE Business Events?
15
I found only one
DOCAPPROVE
DOCAPPROVE Business Event
16
GOREQPG
Assign defined parameters to groups
Sequence 1-3 records are “standard”
Start adding your extras at sequence 4
DOCAPPROVE Business Event
17
GOREQNM
Define specific business events for WORKFLOW.
This definition includes associating a parameter group with each business event.
DOCAPPROVE Business Event
18
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?
19
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
20
Business Event:Accepts parameter data from BannerDetermines what event will start a Business
ProcessPasses data into workflow models
Business Process:Defines what work is to be done and whenAssociated with workflow modelAssociated 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?
21
Workflow Model
22
All of the following are done in the model:Enter a definitionCreate a diagramDefine activity propertiesValidate the model and change statusTest the model by manually starting the
Workflow and completing activities
Workflow Modeler
23
Ellucian Example: Approval of Requisitions
24
The workflow starts via business event, DOCAPPROVE, which is triggered when both ofthe 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?
25
Event Triggers
26
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?
27
Steps involved in making WORKFLOWs work
28
1. Create an Event in BANNER
2. Write the TRIGGER
3. Define a WORKFLOW in the Modeler
4. Create a WORKFLOW Business Event
5. Create a WORKFLOW Business Process
Some of my Questions?
29
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?
30
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
31
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
32
Banner Workflow Analyst/Administrator Handbook
Banner Workflow Functional Integration Guide
What WORKFLOW Ideas do you have for Finance?
33
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?
34
?
?
?
