University of Regina Faculty of Graduate Studies and Research Requests
Workflow Documentation Version 1.0 July 2017
Carol Didio - Workflow Consultant
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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.
o Deny - workflow will send an email to the student and end the workflow
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.
o Deny - workflow will send an email to the student and end the workflow
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
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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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