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AdaptingOraclePurchasingApprovalWorkflowProcessesforComplianceinaGlobalandDecentralizedEnvironment

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YourEnvironment

Location:One,MultipleUSorGlobal?

Purchasing:CentralizedorDecentralized?

Process:Requisitions?PurchaseOrders?

Matching:2-wayor3-way? Application:ExtensionsorVanillainstallation?

Compliance:Internal/externalaudit?Federal?Sponsorship?

Approvals:Manual,Oraclestandardhierarchiesorx?

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CMUEnvironment

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CMUFinancialsComputingEnvironment

1999OracleFinancials11.0.3implemented

2004Upgradeto11i(11.5.10)

2007Multi-Org/Multi-Currency(Globalization)

2008ATG6securitypatchupgrade 2009PlannedDBupgradeto11g

2010PossibleupgradetoRel12,WorkflowconversiontoBPEL

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PresentationOverview

DescribethedriversforourMulti-Org/Multi-Currency(Globalization)projectinpurchasing,namely: GlobalDecentralizedPurchasingandApprovals

ComplianceandCustomCentralizedApprovals

Multi-Currencies Wewillconcludewithalistoftechnicalsolutionsandiftimepermits,drilldownonatopicofinteresttothisgroup.

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Challenge#1:GlobalDecentralizedPurchasingandApprovals

Definition GlobalDecentralizedRequisitioners,Buyers,andDataEntry

GlobalSupervisoryHierarchies

ChallengeDescription

GlobalDataEntryandValidation 14FluctuatingCurrencies=>MaintainValidation/ApprovalLimits

Oneoperatingunitandsetofbooksforeachcountry

LimitedSupervisorswithApprovalRightsinsomeSetsofBooks

StandardHierarchyusesSetofBooksand$Limits ValidationsonMulticurrencyforFormFields(BidChecklistetc.)

SetofbooksfunctionalcurrenciesofAUDandUSD

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Challenge#1:GlobalDecentralizedPurchasing:SetofBooks

Carnegie Mellon

USACur: USD

GL, AR, AP, PO, GM, LD, IE

QAR

Cur: USD

CM Qatar

GL, AR, AP, PO, LD, IE

AUS

Cur: AUD

CM Australia

GL, AR, AP, PO, LD, IE

INTL

Cur: USD

CM Intl Consolidation

GL Balances Only

GBLCur: USD

Cm Global Consolidation

GL Balances Only

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LimitationofOracleSeeded MultipleCurrencies

ApproversinDifferentTimeZones

BuyerJobandApprovalGroupLimitscouldpushapproval

notificationdirectlytoSystemOverride(TopofHierarchy) CompliancerequiressomeCentralizedApprovals

ManualForwardTo

ValidationsonMulticurrencyforFormFields(BidChecklistetc.)

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ExtensiontoResolveissue CurrencyConversion-UseInloadDailyratesprocesstopullconversionrateintoworkflow.ConvertallPOstoUSD.DefineapprovallimitsinUSD.

RequiredBidChecklistDescriptiveFlexField(DFF).

CUSTOM.pllprogrammingvalidatesuserenteredvalueforBidChecklistUseInloadDailyratesprocesstopullconversionrateintoworkflow.ConvertallPOstoUSD.DefineapprovallimitsinUSD.

ComplianceandCustomCentralizedApprovals

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Challenge#2:ComplianceandCustomCentralizedApprovals

Definition MaintainCompliancewiththeapprovedpurchasingsystem

ChallengeDescription Showduediligenceandtheuseofproceduresforauditpurposes

Federalorganizations(DCAA,ONR,IRS) ExternalAuditOrganizations(PWC)

InternalAudit(UniversityAuditServices)

AutomateBuyersMatrix

Compliancerulesdictatethatapproversoutsideofstandardhierarchy

reviewcertaintypesofpurchases. BuyerActionsMatrix

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LimitationofOracleSeeded SeededHierarchylimitedtoaccountstringand$limits.BuyershadtoforwardPOstocomplianceindividuals.Ifnotforwarded,thePOscouldnotfindanapproverwithinanindividualshierarchysotheyendedupgoingtotheoneindividualatthetopofthehierarchywith

systemover-ridecapability. ThispersonthenhadtoroutePOsmanually.

Fulltimejob.

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ExtensiontoResolveissue ExtendedstandardOraclePOApprovalWorkflowtofrontloadCMUcheckpointapprovalstobeforethestartofthesupervisorhierarchyapprovalprocess.Withintheworkflow,numerousprocesses,functions,attributesandmessageswerecreated.

LeveragedAOLandFNDmodule(applicationobjectlibrary)

Checkpoints=>Responsibilities

ApprovalLimits,Accountstringincludes/excludes=>ValueSets,SecurityRules

POApprovalWorkflowDiagram

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OracleWorkflowTechnology

IntegraltoOracledatabase&E-BusinessSuite(11i,12)

ModelsBusinessProcesses

Procedureexecution(PL/SQL) SystemofNotifications

Components Development/ClientToolsWFBuilder,loader,definitionFiles

OracleServerBES,Directory,NotificationServices,WFEngine ApplicationServerIAS,NotificationMailer

Browser/ClientWebNotificationWorklist,Mailapplication

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BenefitsofFix Compliance

AutomatedroutingofPOs(wasafulltimejob)

Flexibilityasfunctionalresourcesareabletomaintainapproval

structureandimplementbusinessroutingrulesforapprovalwithintheapplicationstructure.

MaintenanceminimalaswelimitedhardcodingbyleveragingAOL

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Challenge#3:Multi-Currencies

Definition Oneoperatingunitandsetofbooksforeachcountry

FunctionalCurrenciesofAUDandUSD

Multi-Currencies

ChallengeDescription FluctuatingCurrencies=>MaintainApprovalLimits

3SOBwith14CurrenciesintoOneGlobalPOApprovalWorkflow

LimitationofOracleSeeded

DetailsonHowSeededProcessWorks

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Challenge#3:Multi-Currencies

ExtensiontoResolveissue LeveragedIn-loadDailyratesfrom(OANDAhttp://www.oanda.com)topullconversionrateintoworkflow.

DefineapprovallimitsinUSD

TranslateforeigncurrencyamountstoUSDforcomparison BenefitsofFix

EliminatesneedtorevalueapprovallimitationwithUSDtoXXXcurrencyfluctuation.

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ListofTechnicalSolutions

DFF&CodePackageforBidChecklistValidation ExtendedSeededPOApprovalWorkflow

Abstractedworkflow

Workflowbuilderdiagram

CMUbusinessrulesenginepackage InloadDailyRatesProcess

MulticurrencyConversionPriortoPOApprovalWorkflow 3SOBwith14CurrenciesintoOneGlobalPOApprovalWorkflow

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DrillDownonTopicofInterest

ExtendedSeededPOApprovalWorkflow ExtendedstandardOraclePOApprovalWorkflowtofrontloadCMUcheckpointapprovalstobeforethestartofthesupervisorhierarchyapprovalprocess.Withintheworkflow,numerousprocesses,functions,attributesandmessageswerecreated.

Gamblinganyone?

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ExtendedSeededPOApprovalWorkflow

AbstractedWorkflow Start

Customization/Approval Checkpoints

Supervisory Approval GroupsEnd

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CMUPOApprovalWorkflow

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POApprovalCMUCheckpoints --WorkflowBuilderDiagram

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TypicalCustomCheckpoint(Benefits)

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CurrencyConversion

ExtendedWorkflowwithCMUFunctionalCurrencyCheckFunction

Useconvertedamounttoevaluateforapprovallimits

Maintainapprovallimitsinonecurrency

Leveragedseededpackagedprocedurestoconvert

po_notifications_sv3.get_doc_total

gl_currency_api.convert_closest_amount

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CreateCheckpointsbyleveragingOracleRoles

(responsibilities),ValueSetsandSecurityrules. Alittleunorthodox,butitworks

WorkflowallowsapprovalnotificationstobesenttoallmembersofaResponsibility(ExpandRoles).Createaresponsibilityforeachcheckpoint,assignthemembers.FirstResponseWins

ApplicationSetups-Createvaluesetsecurityrulesanddefinesetsofelements/rangesofvaluesforthingslikeAmountandeachGLorGMaccountsegment.

Securityrulesareassignedtoaresponsibility-approversmultiplerolesok

WorkflowfunctionsreferencetheserulesinroutingCMUcustomapprovals

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Usingbuiltinfunctionalitymeansourdataisstoredinappstablesdonothavetobuildthisstructurefromscratchorhardcodeit

Definehighandlow$amountapprovalranges

Definegeneralledgeraccountcodesegmentrangesthatfallintoeachcheckpointsbucket.

WritecustomPL/SQLcodetobumpagainstthesetables

Functionaluserscanchangevaluesviatheapplication.Technicalhelpnotneededforspecificvalues;nothardcoded

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Create value set security rules

PATH: System Administrator =>

Security => Responsibility

Value Set => Define

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Assign Security Rules to

Responsibility Role

and then assign role to

approver

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ContactInformation

JamieChristner CarnegieMellonUniversity

Manager,FinancialSystems

[email protected]

CarolRigdon CarnegieMellonUniversity

PrincipalSoftwareEngineer,AdministrativeComputingandFinancialSystems

[email protected]

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Questions???

20090619 - CMU PO Approval

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