University of Regina Faculty of Graduate Studies and ... Workflow... · Workflow Dynamic Data...

University of Regina Faculty of Graduate Studies and Research Requests

Workflow Documentation Version 1.0 July 2017

Carol Didio - Workflow Consultant

University of Regina July 2017 - Version 1.0 FSGR Requests Workflow Documentation cdidio

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Table of Contents Introduction ..................................................................................................................................................... 3

University of Regina Faculty of Graduate Studies and Research Student Requests Workflow Documentation 4

Workflow General Information ....................................................................................................................... 4

Workflow Users ........................................................................................................................................... 4

Workflow Roles ........................................................................................................................................... 4

Department Lookup Table ........................................................................................................................... 6

Workflow Status .......................................................................................................................................... 7

Graduate Letters .......................................................................................................................................... 7

FGSR Request - Process Description ................................................................................................................ 8

Workflow: Graduates Studies Request - Process Details ........................................................................... 8

Workflow: Graduates Studies Request - Technical Process Details ................................................................. 12

Initial Request ............................................................................................................................................ 12

Rework - Additional Information requested ............................................................................................. 12

Workflow Dynamic Data Source ................................................................................................................ 13

Banner Set Up ................................................................................................................................................ 15

Letter codes - GTVLETR.............................................................................................................................. 15

Banner Event Set Up ...................................................................................................................................... 15

Event Group - GOREQPG ........................................................................................................................... 15

Event Name - GOREQNM .......................................................................................................................... 15

Workflow Set Up ........................................................................................................................................... 16

Business Event ........................................................................................................................................... 16

Enterprise Manager ................................................................................................................................... 16

Technical Objects ........................................................................................................................................... 17

Tables ......................................................................................................................................................... 17

Tables utilized by workflow ....................................................................................................................... 17

Triggers ...................................................................................................................................................... 17

Procedures ................................................................................................................................................. 17

Functions ................................................................................................................................................... 17

Apex Form ................................................................................................................................................. 17


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Introduction

This document provides details on the workflow automation portion of the Faculty Graduate Studies

and Research (FGSR) request process. This document does not provide Business Process details

specific to end user day to day details. The intended audiences are those users familiar with the

business process and involved in workflow administration support. This document should be used

in conjunction with user provided request process documentation.

For the sake of convenience of keeping all the information in one place, this document also includes

Banner/Workflow administrative set up information and technical information regarding the

process. Technical information will be mentioned throughout the document. Technical details will

be listed at the end of this document.


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University of Regina Faculty of Graduate Studies and Research Student

Requests Workflow Documentation

Workflow General Information This is documentation for the automation of student requests for the Faculty of Graduate Studies

and Research (FGSR) Office. The requests for the following actions are included:

TR - Request for Transfer to another graduate program

EXT - Request for Program Extension

VW - Request for voluntary withdrawal

LOA - Request for Leave of Absence

PC - Request for Change to Approved program

PR - Progress Report

There is one single workflow that handles all the requests as the processing for each request is

similar. All requests will be initiated by the student from a web page accessible from the UofR

portal. The web page will display different data fields based on the type of request. Each request

will be assigned a unique request number to identify the transaction. When the request is

submitted, a workflow will start. The student will be notified if more information is needed, the

request has been denied or if the request has been approved. The student will be able to upload

necessary documents to the web page if more information is required.

Workflow Users

A generic Graduate Studies User has been set up solely for the purpose of an email address. This

email address is in the workflow user profile in the User Management of workflow. This email

address will be used as the return email address of all emails sent from the graduate studies

workflow. Any changes will only need to be made to this user profile.

User: GS_FGSR_OFFICE_EMAIL

Workflow Roles

Workflow sends work to roles and users are assigned to roles. Workflow has a "dynamic" role

feature which allow the creation a role during the execution phase of workflow. In the Graduate

Studies Request workflow, the Associate Dean, the Alternate Approver and the FGSR Staff roles are

generated to incorporate the appropriate faculty code. These roles must exist in Role Management

spelled exactly as below prior to the WF starting. As these roles are generated by the workflow,

they will not be created during the migration to production. Below is a list of roles from workflow.

Role Name Generated Comments

GS_Admin

GS_Assoc_Dean_AD Generated

GS_Assoc_Dean_AD_ALT Generated

GS_Assoc_Dean_AR Generated


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GS_Assoc_Dean_AR_ALT Generated

GS_Assoc_Dean_CT Generated

GS_Assoc_Dean_CT_ALT Generated

GS_Assoc_Dean_ED Generated

GS_Assoc_Dean_ED_ALT Generated

GS_Assoc_Dean_EN Generated

GS_Assoc_Dean_EN_ALT Generated

GS_Assoc_Dean_FA Generated

GS_Assoc_Dean_FA_ALT Generated

GS_Assoc_Dean_KI Generated

GS_Assoc_Dean_KI_ALT Generated

GS_Assoc_Dean_NU Generated

GS_Assoc_Dean_NU_ALT Generated

GS_Assoc_Dean_PP Generated

GS_Assoc_Dean_PP_ALT Generated

GS_Assoc_Dean_SC Generated

GS_Assoc_Dean_SC_ALT Generated

GS_Assoc_Dean_SW Generated

GS_Assoc_Dean_SW_ALT Generated

GS_Assoc_Dean_VI Generated

GS_Assoc_Dean_VI_ALT Generated

GS_Assoc_Dean_WB Generated

GS_Associate_Dean

GS_Dean

GS_FGSR_ACCESS_REQUEST Needed to access admin web page

GS_FGSR_Staff

GS_FGSR_Staff_AD Generated

GS_FGSR_Staff_AR Generated

GS_FGSR_Staff_CT Generated

GS_FGSR_Staff_ED Generated

GS_FGSR_Staff_EN Generated

GS_FGSR_Staff_FA Generated

GS_FGSR_Staff_KI Generated

GS_FGSR_Staff_NU Generated

GS_FGSR_Staff_PP Generated

GS_FGSR_Staff_SC Generated

GS_FGSR_Staff_SW Generated

GS_FGSR_Staff_VI Generated

GS_Owner

GS_Program Coordinator

GS_Supervisor


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Table of work/roles/emails in the Graduates Studies workflow:

WF Activity Activity Role Directed To Work Notification Email From

Work Notification

Email To

Emails

Supervisor_Review GS_SUPERVISOR Active Supervisor from Banner

GS_FGSR_OFFICE_EMAIL Supervisor

Email_Rework (One email for all approvers)

From: GS_FGSR_OFFICE_EMAIL To: Student CC: All previous approvers

Email_Deny (One email for all approvers)

From: GS_FGSR_OFFICE_EMAIL To: Student CC: All prevIous approvers

Coordinator_Review GS_PROGRAM_ COORDINATOR (from lookup table)

Program Coordinator from Dept Lookup table

GS_FGSR_OFFICE_EMAIL Program Coordinator from Lookup Table

Associate or Alternate Dean

ASSOC_DEAN_ROLE

(GENERATED) GS_FGSR_OFFICE_EMAIL ASSOC_DEAN_

ROLE

(GENERATED)

FGSR_DEAN_REVIEW FGSR_DEAN (WF Role)

FGSR_DEAN_PR_ REVIEW

FGSR_DEAN (WF Role)

Email_Return_Notify From: GS_FGSR_OFFICE_EMAIL To: Student

FGSR_Dean_Deny

Banner_Update_Staff FGSR_STAFF_ROLE (GENERATED)

Select_Letter_ Template

FGSR_STAFF_ROLE (GENERATED)

Staff_Letter_Review FGSR_STAFF_ROLE (GENERATED)

Email_Student_Manual From: GS_FGSR_OFFICE_EMAIL To: Student

Email_Std_Letter From: GS_FGSR_OFFICE_EMAIL To: Student

Email_ProgressRpt_ Appr

From: GS_FGSR_OFFICE_EMAIL To: Student

Email_ProgressRpt_ Rework

From: GS_FGSR_OFFICE_EMAIL To: Student

Department Lookup Table

Work is sent to approvers based on the request type and Faculty/Major of the student or the request. An email is also sent to the appropriate person/roles notifying them of work. A Department Lookup table has been created to identify the appropriate contacts by Faculty/Major. The 'GS DEPT CONTACT UPLOAD TABLE.xlsx' spreadsheet is updated by FGSR with Dept/Faculty contact information. The spreadsheet is uploaded to the Department Lookup table (uofrapex.

T_GS_DEPT_LOOKUP) via Caspur report tool.

The Department Lookup table is used to retrieve the Program Coordinator User Name to direct work to the appropriate Coordinator.

The Approvers on the table are used to determine if the same approver is in multiple roles

for the same faculty/major to eliminate sending work to the same approver multiple times.


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Workflow Status

Before each step in the Workflow and at the end of processing, the request record is updated with a

status. Here are the status values:

WORKFLOW STATUS (Table: T_GS_CHANGES_WF, Attribute: GC_WF_STATUS)

Status Code Description

I In Process (default initial status)

SR Waiting for student supervisor review

PR Waiting for program coordinator review

AR Waiting for Associate Dean

DR Waiting for Dean Review

F Waiting for FGSR staff review

M Missing Documents

A Request Complete and Approved

X Request Complete and Denied

RS Restart (Note: sess_wf_restart_ind = 'Y')

Graduate Letters

Graduate Studies Request Letters

The Banner Letter Code must exist in the Letter Validation Table (GTVLETR) in Banner.

GS Request Letter Template is in an Oracle table (Table: uofrapex.T_GS_LETTER_CODE_WF)

Letter Template No

Letter Description Request Type

Banner GTVLETR Code

2 Leave of Absence LOA GS_REQUEST_LOA

3 Voluntary Withdrawal VW GS_REQUEST_VW

4 Voluntary Withdrawal and Time Limit

VW GS_REQUEST_VW

5 Extension ND EXT GS_REQUEST_EXT

6 Extension Masters EXT GS_REQUEST_EXT

7 Extension Masters - Second and Final

EXT GS_REQUEST_EXT

8 Extension PhD EXT GS_REQUEST_EXT

9 Extension PhD - Second and Final EXT GS_REQUEST_EXT

10 Program Change PC GS_REQUEST_PC

12 Route Transfer TR GS_REQUEST_TR

Banner Letter Code Validation Table - GTVLETR:

Letter Code Letter Description

GS_REQUEST_EXT GS Request Extension

GS_REQUEST_LOA GS Request Leave of Absence

GS_REQUEST_PC Grad Studies Request Prog Chng

GS_REQUEST_PR GS Request Progress Report

GS_REQUEST_TR Grad Studies Request Transfer

GS_REQUEST_VW GS Request Voluntary Withdraw


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FGSR Request - Process Description A student will log into the UofR portal and select the Graduate Studies request. The student selects

from the list below to submit a request:

TR - Request for Transfer to another graduate program

EXT - Request for Program Extension

VW - Request for voluntary withdrawal

LOA - Request for Leave of Absence

PC - Request for Change to Approved program

PR - Progress Report

The student will enter the appropriate information for each type of request. When the request is

submitted, a record is added to a table of FGSR requests with a unique request ID. Once the record

is added into the table, the graduate studies request webpage will automatically start the workflow.

Workflow: Graduates Studies Request - Process Details

Information is retrieved from the FGSR Request table and Banner for the student and

request as needed

Request Type

o If the request is a new request, continue to the next step

o If the request is in response to supply missing documents, the workflow will

determine the last approver and send work to that approver. The process will then

follow the normal path.

Any documents uploaded to the web page will appear in the workflow.

Documents in the workflow will be manually uploaded to the student file at

the end of the workflow.

Progress Report Request

o If the request is for a "Progress Report", work will be sent directly to the FGSR Dean.

o If the request is not for a "Progress Report", continue to the next step

If the student has an active Supervisor, the Supervisor becomes the first approver. The

Supervisor has the following options:

o Approve - work is sent to the next approver

o Rework - workflow will send an email to the student. The workflow will end with a

status of 'M' for missing documents. Once the student uploads the missing

documents, the workflow will restart and send work to the student's Supervisor.

o Deny - workflow will send an email to the student and end the workflow

If the student has no Supervisor, the first approver is the Program Coordinator. If the

student has a Supervisor, the Program Coordinator review will follow the Supervisor review.

The program coordinator has the following options:

o Approve - work is sent to the next approver


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o Rework - workflow will send an email to the student. The workflow will end with a

status of 'M' for missing documents. Once the student uploads the missing

documents, the workflow will restart and send work to the Program Coordinator.


After the Program Coordinator, the Associate Dean will review. The Associate Dean will have

the following options:

o Approve - work is sent to the next step

o Rework - workflow will send an email to the student. Workflow will also send email

to all previous approves. The workflow will end with a status of 'M' for missing

documents. Once the student uploads the missing documents, the workflow will

restart and send work to the Dean.


NOTE: It is possible that one person could be in multiple approver roles as defined in the

department lookup table. However, each person should only approve a request once.

To ensure the request is being approved by multiple approvers and to eliminate the

work being sent to the same approver more than once; an alternate approver has

been added to the department lookup table and is part of the process. If needed,

the alternate approver will play the role of "Associate Dean".

Approver Chart:

Approver Condition Next Approver Action Supervisor Same as Coordinator Skip Coordinator, go to Assoc

Dean

Program Coordinator Same as Assoc Dean Skip Assoc Dean, go to FGSR Dean

Associate Dean Same as Supervisor Skip Assoc Dean

Supervisor (or no Supervisor), Coordinator, Assoc Dean

All the same Supervisor (if exists) or Coordinator then Alternate Approver

In the matrix below, each letter (A-D) represents an approver; each column represents a situation; each row represents an approver role:

Situation 1 2 3 4 5 6 7

ROLE:

Supervisor A A A A A None None

Prog coord B A(skip) B A(skip) B A A

Assoc Dean C B B(skip) A(skip) A(skip) B A(skip)

Alternate B B

Dean D C C C C C C


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After the Associate Dean review, the FGSR Dean will review.

o If this is a Progress Report ( 'PR') request, the FGSR Dean has the following options:

Send to student for rework

Request approved

o If this request is not a Progress Report ('PR'), the FGSR Dean will have the following

options:

Approve or Deny - Go to the next step

Rework - workflow will send an email to the student. Workflow will also

send email to all previous approves. The workflow will end with a status of

'M' for missing documents. Once the student uploads the missing

documents, the workflow will restart and send work to the FGSR Dean.

Return to Supervisor - Notify all previous approvers; Send work to the

Supervisor

Return to Program Coordinator - Notify all previous approvers; Send work to

the Program Coordinator

Return to Associate Dean - Notify all previous approvers; Send work to the

Associate Dean

Following the FGSR Dean decision (Approve or Deny), the workflow will take one of the

following paths

o If the request type is VW or PC, by bypass Banner Update Staff step

Voluntary Withdrawal (VW) - go to the next step

Program Change (PC) - go to the next step

o If the request type is one of the following, workflow will send work to the FGSR

Staff for any Banner review/updates

Progress Report (PR)

Transfer (TR)

Program Extension (EXT)

There must be a Banner Part of Term set up for the term

selected. The part of term census date is used as the last date

to register for the program extension.

Leave of Absence (LOA)

The 'Leave From' and 'Leave To' dates on the Banner Student

Form (SGASTDN) must be populated for the leave of absence

dates to appear in the letter.

For Progress Reports (PR)

o send an email to the student,

o update the workflow status to 'A' for accepted

o End the workflow for Progress Reports


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If the request is not a Progress Report (PR), the FGSR Staff selects a letter template from

a drop down list based on the request type.

NOTE: Letter templates are listed at the beginning of this document.

o If the staff select Manual letter, the workflow will send the student an email

informing the student of a forthcoming letter.

Once the letter template is selected, the letter will be constructed and then in a

separate step, the letter will be displayed for the FGSR Staff.

o If the staff approves the letter as displayed, continue to the next step

o The staff has the option to choose a different letter. The workflow will go to the

previous step - Select letter template.

o The staff has the option select to Update Banner to send the work back to the

Banner Update step.

The final steps - an email will be sent to the student informing them of the decision and

instructing the student to logon the system to view the letter.

o An entry will be made on the SUAMAIL form in Banner to record the appropriate

letter.

o The workflow will update the workflow status with one of the following

'A' for request approved

'X' for request denied

The workflow ends


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Workflow: Graduates Studies Request - Technical Process Details

Initial Request

Request Type

(The request type field is uofrapex.t_gs_changes_wf .GC_REQUEST_TYPE; the values are

found on the uofrapex.T_GS_REQUEST_TYPE table)

Request Type Code Request Type Description

TR Transfer

EXT Program Extension

PR Progress Reporting

VW Voluntary Withdrawal

LOA Leave of Absence

PC Program Change

A student submits a request via the apex form 1306, a record is inserted into the

uofrapex.t_gs_changes_wf custom table with a workflow status of 'I' for 'In Progress'. Each

request will be assigned a unique request ID number.

o A submit from the webpage starts the Graduate Studies workflow.

If there is an active supervisor for the student, the supervisor logon will be stored in the uofrapex.t_gs_changes_wf .GC_SUPERVISOR_LOGON field populated by the webpage

insert.

o The webpage will only retrieve the supervisor if the supervisor is active based on

dates at the time of the request. Supervisors are on the Student Advisor form in

Banner (SGAADVR / Table: sgradvr)

If the student uploads documents on the apex request form, the documents are loaded into the uofrapex. T_GS_UPLOADED_FILES table with the request ID and student pidm.

o When the workflow starts, the document is loaded into the workflow.documents table

and is associated with the workflow ID. The documents are displayed in the

workflow for the user. When the workflow starts, information is retrieved from the FGSR Request table and Banner

for the student and request as needed. (Table uofrapex.t_gs_changes_wf)

Approvers are retrieved from the uofrapex. T_GS_DEPT_LOOKUP table. This table is maintained via a spreadsheet from the FGSR office - 'GS DEPT

CONTACT UPLOAD TABLE.xlsx'. The spreadsheet will be uploaded to the

department lookup table via a Caspur report option.

Rework - Additional Information requested

If additional documentation was requested from the student, the student will go to the web

page (apex form: 1306) and enter an existing request ID. When the request is submitted,

another workflow will start.

o The workflow status will be set to 'M' for 'Missing Documents'.

o The workflow will start from the beginning but will send work directly to the

approver who requested the information.

The last approver is determined in the following component:


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Business Component Catalog > Category: .UR GS Graduate Studies

Components > Component: Get_Last_Approver

Any documents uploaded to the web page will appear in the workflow. The

FGSR Office is instructed in the workflow to upload the documents to the

student file before proceeding.

As part of the process, the student is sent a letter. The FGSR Staff selects the appropriate Letter templates from a drop down list. The source of the drop down is the uforapex. T_GS_LETTER_CODE_WF table. The actual letter templates are stored in the

uofrapex.t_letter_paragraphs table. There is a dynamic data source in workflow to retrieve the letter

codes from the table and filter the drop down selection list based on request type:

Workflow Dynamic Data Source

GS Request Letter Template

Letter Code Letter Description Request Type Banner GTVLETR Code

2 Leave of Absence LOA GS_REQUEST_LOA

3 Voluntary Withdrawal VW GS_REQUEST_VW

4 Voluntary Withdrawal and Time Limit

VW GS_REQUEST_VW

5 Extension ND EXT GS_REQUEST_EXT

6 Extension Masters EXT GS_REQUEST_EXT

7 Extension Masters - Second and Final

EXT GS_REQUEST_EXT

8 Extension PhD EXT GS_REQUEST_EXT

9 Extension PhD - Second and Final EXT GS_REQUEST_EXT

10 Program Change PC GS_REQUEST_PC

12 Route Transfer TR GS_REQUEST_TR

http://ltd.cc.uregina.ca:9010/wftest/admin/bcc/businessComponentCatalog.do

http://ltd.cc.uregina.ca:9010/wftest/admin/bcc/viewCategory.do?key=110311

http://ltd.cc.uregina.ca:9010/wftest/admin/bcc/viewCategory.do?key=110311

http://ltd.cc.uregina.ca:9010/wftest/admin/bcc/viewComponent.do?primaryKey=135834


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An entry will be made on the SUAMAIL form to record the appropriate letter code from

GTVLETR Form/Table in Banner:

Letter Code Letter Description

GS_REQUEST_EXT GS Request Extension

GS_REQUEST_LOA GS Request Leave of Absence

GS_REQUEST_PC Grad Studies Request Prog Chng

GS_REQUEST_PR GS Request Progress Report

GS_REQUEST_TR Grad Studies Request Transfer

GS_REQUEST_VW GS Request Voluntary Withdraw

NOTE: These values must exist in the production GTVLETR table.


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Banner Set Up

Letter codes - GTVLETR

Workflow will insert a record into the Student mail table (GURMAIL Table/SUAMAIL Form) when the

request is approved or denied with the appropriate letter code. The letter codes are based on the

request type. The letter codes must be in the GTVLETR validation table in Banner (GTVLETR

Table/GTVLETR Form)

Banner Event Set Up Refer to the Workflow manual and Reference Guide for additional information

There are validation tables that must be updated that are not displayed in this document

Event Group - GOREQPG

Corresponding Validation table - GTVEQPG

Event Name - GOREQNM

Corresponding Validation table - GTVEQNM


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Workflow Set Up

Business Event

Business Event Definition in Workflow must match the Event name in Banner and the parameters

must match what it is in the group definition in Banner GOREQGP starting with parameter 4.

NOTE: The name of the workflow displayed in this document is not the name of the production

workflow.

Enterprise Manager

A Business Process name must be defined. This process is then associated with the event name and

the workflow.


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Technical Objects

Tables

These tables were created specifically for this Graduate Studies workflow process

Owner Table name Description

UOFRAPEX T_GS_CHANGES_WF Student request and approver information

UOFRAPEX T_GS_DEPT_LOOKUP

UOFRAPEX T_GS_LETTER_CODE_WF Letter codes, descriptions and associated request type

UOFRAPEX T_GS_PROG_CHG_DETAILS_WF Program change details for program change request

UOFRAPEX T_GS_REQUEST_TYPE Request type and description

UOFRAPEX T_GS_UPLOADED_FILES Files uploaded for request

Tables utilized by workflow

The following are tables that are used to create letters for the process. These tables already exist. Tables

are owned by UOFRAPEX:

UOFRAPEX.T_LETTER_ARCHIVE

UOFRAPEX.T_LETTER_PARAGRAPHS

o Module Process id (MP_ID) = 2 for FGSR Letter Templates

Triggers

UOFRAPEX.TR_GS_CHANGES_WF

Procedures

WFAUTO.GRAD_CHANGES

Functions

WFAUTO.F_WF_GS_GET_BEST_EMAIL

Apex Form

Graduate Request - 1306

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