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PeopleSoft Approval Workflow Engine

Presented by:

Alice Zhang

HCM Consultant

Emtec Inc

Utilizing PeopleSoft Approval Workflow to Fit Your Business Needs

Session ID#: 106850

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Administrative Notes

Please:

Utilizing PeopleSoft Approval Workflow to Fit your Business Needs

PS Approval Workflow Engine Overview

■ PeopleTools Requirement

▪ Code supporting AWE within PeopleTools 8.48 or greater

■ AWE defined for certain applications in v 9.0 and greater

▪ eProfile, eProfile Manager, Job Profile Manager, Absence Management, Form Approval, Time and Labor, Recruiting,

ELM, and ePerformance

▪ Register custom transaction or additional applications with AWE

■ AWE in v 9.2

▪ HCM 9.2 WorkCenter allows for a single navigation point for

approvers—managers and administrators, etc.

— Application pagelettes on the home screen

▪ Access workflow transactions on your mobile device.

— Approve, Deny, Push back

— View attachments/ add comments

Benefits of utilizing AWE

■ Streamlined, automated

workflow within an application

▪ Approve, deny, escalate,

reassign or cancel approvals.

■ Predefined framework with

flexibility in PeopleSoft pages

▪ Can be simple and configurable

by functional users

▪ Can be complex to fit unique

business needs

▪ Can assign ad hoc approvers/

reviewers per transaction

■ Generic email template

notifications

▪ Customizable

▪ Link to approvals page

▪ Mobile friendly (v 9.2)

■ Keeping track of your

transactions

▪ Visibility for end users

— Audit your approvals and

requests

— Monitor transaction statuses

How it works

■ Key Pieces

▪ Process ID and Definition ID

— Determines which application and which process this approval

process defines

— Example: Process ID= FormApproval, Definition ID=

NewPositionRequest

— Example: Process ID= ePerformance, Definition ID= QuarterReview

▪ Define User Lists

— Role definition, Query definition, SQL definition, or Application Class

definition.

▪ Notification Templates

Understanding Your Approval Process

■ Approval path will not change

▪ Indicated on the Process Definition

Page

▪ User list typically set up as a security

role in User Profile page

■ Configuration

▪ May only involve PeopleSoft pages

▪ Configurable by functional user

■ Example

▪ Approval process requires only HR

personnel’s approval

■ Approval path will change

▪ May expand and contract based on

how each transaction meets criteria

▪ User list will most likely be SQL or

Application Class

■ Configuration

▪ May involve SQL, Application Class

▪ Configurable by functional user,

however, may require developer

assistance

■ Example

▪ Approval process requires manager

approvals up to a certain manager

level

Static Approval Process Dynamic Approval Process

Stages of approval

■ Your approval process may contain one or multiple stages

▪ A stage contains one or more approval paths

— If a stage contains multiple approval paths, these paths will execute

in parallel

— If a stage contains multiple approval paths, these paths will have

different approvers (meaning different user list set up).

▪ Define stages for approval process in Process Definition

▪ A stage can be Static or Dynamic

— Meaning, an approval process can be static or dynamic (one static

or dynamic stage with one or multiple static approval paths) or have

a combination of static and dynamic stages (more than one stage,

each stage with one or multiple approval paths).

User List

Process Definition

Monitoring Approval

Approver 1 Approver 2

Workflow Email Notification Templates

■ Generic email notification templates

▪ Navigation

— Main Menu> PeopleTools> Workflow> Notifications> Generic

Templates

▪ Stores the approval page URL variable that appears in the email

▪ Stores the Subject line and Message Text of the email.

▪ Stores additional approval transaction variables such as Empl ID,

Employee Name, Submission Date, Priority, etc.

— Can be removed/ added to message text

Generic Templates

Key Considerations

■ What is the business process?

▪ What are the requirements for the approval workflow?

▪ What are some pain points that have prevented the streamlining of

workflow?

▪ How can we adapt?

■ Who are my users?

▪ Do I have a clearly defined group of users for every transaction or do my

users change depending on the circumstance?

▪ Are there any exceptions that I must consider?

■ Tying it all together with testing, testing, and more testing

▪ Are both the requirements and exceptions met?

▪ Are requesters, reviewers, and approvers able to perform necessary

transactions?

— Consider ease of use and security set up

▪ Are there any hiccups along the way?

Please complete the session evaluationWe appreciate your feedback and insight

Session ID# 106850

You may complete the session evaluation either

on paper or online via the mobile app

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