23 workflow approvals

Partner Boot Camp Fusion HCM Global HR Workflow, Approvals and Notifications

Instructor Guide

August 14, 2013

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CONTENTS

Lesson 1: Workflow, Approvals, and Notifications ...................... 1 Objectives ................................................................................................ 1 HCM Approval Management Overview .......................................................... 2

Approval Management Overview ............................................................... 2 Workflow ............................................................................................... 3

Instructor Note: Demo Timing ................................................................ 4 Instructor Note: Demonstration 1 ............................................................ 5 Demonstration 1: Exploring the Welcome Dashboard ................................. 6

Approval Policies ..................................................................................... 8 Typical Approval Workflow ..................................................................... 9

Manage Task Configurations for Human Capital Management ....................... 11 Instructor Note: Manage Task Configurations for Human Capital Management 12

HCM Approvals Setup and Maintenance ...................................................... 13 Approver Types ....................................................................................... 14

Instructor Note: Activity Timing .............................................................. 16 Activity 1: Introduction: Creating a Custom Representative Type ................. 17 Activity 1: Creating a Custom Representative Type .................................... 18

Manage Approval Groups for Human Capital Management ............................. 21 Instructor Note: Activity Timing .............................................................. 22 Activity 2: Introduction: Defining an Approval Group .................................. 23 Activity 2: Defining an Approval Group ..................................................... 24

Approval Structure .................................................................................. 26 Employee Supervisory Hierarchy ............................................................. 27 Position Hierarchy ................................................................................. 28 Job Levels ............................................................................................ 29 Approval Groups ................................................................................... 30

Oracle BPM Worklist ................................................................................ 31 HCM Approval Management in Oracle BPM Worklist .................................... 32

Task: Event Driven configuration ........................................................... 33 Task Aggregation ................................................................................................. 35 Error Notification .................................................................................................. 36 Assignment and Routing Policy ............................................................................... 37 Expiration and Escalation Policy .............................................................................. 38 Notification Settings .............................................................................................. 39 Reminder Settings ................................................................................................ 40

Approval Rules ................................................................................... 41 Ruleset ............................................................................................................... 42

IF Conditions .................................................................................................... 43 List Builder and List Builder Specific Attributes ....................................................... 44

Approval Group ............................................................................................. 45 Job Level ...................................................................................................... 46 Position ........................................................................................................ 48 Supervisory .................................................................................................. 49 Management Chain ........................................................................................ 50 Resource ...................................................................................................... 51

Response Type and Auto Action ........................................................................... 52 Instructor Note: Demo Timing ................................................................................ 53 Demonstration 2: Exploring BPM Worklist Task Configuration ...................................... 54 Instructor Note: Activity Timing .............................................................................. 56 Activity 3: Introduction: Modifying Approval Rules for Transfer and Termination ............ 57 Activity 3A: Modifying Approval Rules for Transfer ..................................................... 58 Activity 3B: Modifying Approval Rules for Termination ................................................ 66 Instructor Note: Activity 3 - Troubleshooting Tips ...................................................... 74

Vacation Rules .................................................................................... 75

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Instructor Note: Activity Timing .............................................................................. 76 Activity 4 Introduction: Enabling Vacation Rules and Delegating Approval Responsibilities

......................................................................................................................... 77 Activity 4: Enabling Vacation Rules and Delegating Approval Responsibilities ................. 78

Lesson Highlights .................................................................................... 79 Lesson Highlight Details ......................................................................... 80

Lesson 1: Workflow, Approvals, and Notifications

Copyright © 2013, Oracle and/or its affiliates. All rights reserved. 1


Objectives

After completing this lesson, you should be able to:

Understand workflow concepts.

Understand the predefined approval policies for Oracle Fusion HCM workflow tasks.

Understand the role of Oracle BPM Worklist in approval-policy configurations.

Define Approval Rules using the BPM Worklist


2 Copyright © 2013, Oracle and/or its affiliates. All rights reserved.

HCM Approval Management Overview

Approval Management Overview

To manage approval processes, Oracle Fusion Applications use the approval-management extensions of Oracle SOA Suite human workflow services. You can set up rules to route transactions to approvers in serial or parallel, or set up rules based on employee supervisory hierarchy, position hierarchy or job levels, by using these extensions. There are several key components used in approvals:

Oracle SOA Approval Management Extensions (AMX)

- AMX enables you to define complex multi-stage task routing rules for business documents.

Oracle Business Process Management (BPM)

- The BPM Worklist is a web-based application that enables you to access tasks assigned to you and perform actions based on your roles in the approval process. - The Business Process Owner also sets up and manages approval rules using the BPM Worklist Application

Oracle Human Capital Management

- AMX integrates with the setup in Human Capital Management to derive the supervisory and position hierarchy based approvers



Workflow

Workflow tasks for a user appear in the Worklist: Notifications and Approvals region on the user's Welcome Dashboard; the user also receives an e-mail notification. Workflow is a process in which tasks are routed automatically among users for their consideration or action. The tasks are routed in a defined sequence to achieve a defined result. A workflow human task is any workflow component that requires attention or action from users. For example, a promotion request for a worker may require approval from the two levels of the manager hierarchy above the task submitter:



Instructor Note: Demo Timing

Approximate Demonstration Timing: 5 minutes



Instructor Note: Demonstration 1

Note: You must create a promotion test case in the system so that the notification appears in the My Notifications pane.



Demonstration 1: Exploring the Welcome Dashboard

Demonstration Scope Go to the Welcome page and discuss how a particular task in the worklist can be viewed and acted upon and how to include a status filter in the worklist. Demonstration Steps Sign in as mitch.blum. Start Here Home work area, Welcome page.

1. Go to the My Notifications section.

2. Select the Promotion task to view the notification details. Location: Promotion page

Information

Discuss the sections on this page. Highlight the Promotion Approval Stage in the History section.

3. Close the Promotion page. Location: Welcome page

4. Click the Actions button to view the list of actions you can perform.

Information

Discuss each action in the list. Adding the Status Filter To include the Status filter in the My Notifications section, complete the steps below.

5. Click Personalization > Edit Current Page

6. Click the Edit icon in the My Notifications section.

Location: Component Properties: My Notifications page, Parameters tab

7. Click the Advanced Edit Options icon In the Show Status Filter field.



8. Click Expression Builder. Location: Expression Editor

9. Enter true in the box under the Type a value or expression radio button.

10. Click OK. Location: Component Properties: My Notifications page, Parameters tab.

11. Click Apply.

12. Click OK. Location: Welcome page

13. Click Save on top right.

14. Click Close.

15. Sign out and sign in to view the Status filter.



Approval Policies

Approval policies determine workflow events, including when approval of a transaction is required and who approves the transaction. Predefined approval policies exist for many Oracle Fusion HCM tasks.

In most cases, approval by the requester's first-level and second-level managers is required.

For some tasks (for example, some absences-related tasks) approval by the first-level manager only is required.

For the Share Information task, approval by the worker whose information is being shared is required.

Tasks that have no predefined approval policies are approved automatically. Typically, approval notifications are issued to:

Workers to whom an approval task is assigned, when the task is assigned The worker who submitted the task, when the approval process completes



Typical Approval Workflow

The figure below shows a typical approval flow. These steps are valid if the transaction requires two levels of approvals.

1. When the transaction is submitted, it is routed automatically to the worklist of the submitter's first-level manager, who is the first approver.

2. If the submitter's first-level manager approves the transaction, the transaction is routed automatically to the submitter's second-level manager, who is the second approver.

3. If the submitter's second-level manager approves the transaction, the transaction is committed to the database tables.



Security permitting, either approver may edit the transaction. A link to edit the transaction is included in all notifications by default; however, the link can be hidden using personalization. The approval process continues unaltered after the transaction has been edited. Approval Management configuration options for Oracle Fusion Human Capital Management determine most of the actions that are available to the participants in the approval process. For example: · Either approver can reject the transaction. By default, the approval process stops when the transaction is rejected. · The second-level manager can push the transaction back to the first-level manager, who then has a second opportunity to review the transaction and either approve or reject it, as appropriate. · Ad hoc insertion of approvers in the approval list is permitted. · Approvers can delegate their approval responsibilities to other approvers. If you change the default settings of the Approval Management configuration options for a task, then different actions or action outcomes become available to this approval flow.



Manage Task Configurations for Human Capital Management

Manage Task Configurations for Human Capital Management navigates to Oracle BPM Worklist.

You also use BPM Worklist to configure details for all approval tasks. These details include:

When to issue approval notifications Who can access task contents Actions available to approvers What to do when errors occur during approval routing When tasks expire or should be escalated Whether approvers can add other approvers



Instructor Note: Manage Task Configurations for Human Capital Management

Note:

You cannot use the Enter key, click the icon instead.

You cannot use % sign for wildcard, use a * for the wildcard.

Search is case sensitive.



HCM Approvals Setup and Maintenance

You perform initial setup of Oracle Fusion HCM approvals from the Assigned Implementation Tasks tab or the task list for the offering that you are implementing; relevant tasks appear in the task list Define Approval Management for Human Capital Management:

After implementing an Oracle Fusion HCM offering, you maintain approvals by performing the same tasks from the Setup and Maintenance work area. To perform any HCM approvals task, you need the duty role BPM Worklist Administration Duty, which is predefined for the Application Implementation Consultant job role.



Approver Types

You can include any number of approver types in your approval sequence. This section explains each of the approver types. Managers You can include the following predefined types of managers in your approval sequence:

Line manager Resource manager Project manager Regional manager

Approval Groups An approval group consists of a name and a predefined set of approvers configured to act on a task. Depending on the approver type defined, approval tasks are routed to all members of an approval group in serial. You can create new Approval Groups or edit existing Approval Groups from the Approvals Group tab on the BPM Worklist Application Administration page. When defining your approval sequence, you can enter the names of one or more existing approval groups. Users You can include one or more Oracle Fusion Applications users in the approval sequence. Representative You can include holders of the following predefined responsibilities in your approval sequence:

Human resources representative Benefits representative Union representative Payroll representative

Human resource specialists assign responsibilities to workers using the Manage Areas of Responsibility task. A worker becomes an approver for a transaction if he or she has that responsibility for the transaction subject. For example, if you specify that the benefits representative is an approver for a promotion, then the benefits representative of the worker who is being promoted is invited to approve the promotion. Positions



If you include a position hierarchy in your approval sequence, then position holders are invited to approve the transaction. For positions with more than one position holder, the transaction is approved by the first position holder to approve.



Instructor Note: Activity Timing

Approximate Activity Timing: 15 minutes .



Activity 1: Introduction: Creating a Custom Representative Type

Background As an implementation consultant, you create a custom representative type and assign it to an employee . Requirements

Use the bold text for the object names, replacing the XX with your student number, as indicated by your instructor.

You must have access to Oracle Fusion Application InFusion database or comparable training or test instance at your site, on which to complete this practice.

Activity Scope Create a custom representative type and assign it to an employee.



Activity 1: Creating a Custom Representative Type

In this activity, you create a custom representative type and assign it to employees. Start Here Note: Sign in as hcm_impl or hcm_impl1. Home work area, Welcome tab (default view after sign in).

1. In the global Navigator menu, select Setup and Maintenance. Location: Overview page, All Tasks tab

2. In the Name field, enter Manage Assignment.

3. Click Search.

Location: Search Results window

4. In the Manage Assignment Responsibility Lookups row, click Go to Task.

Location: Manage Assignment Responsibility Lookups window, Per_Responsibility Types: Lookup Codes section

5. Click the New icon.

Location: New row

6. In the Lookup Code column, enter XXFIT_REP.

7. In the Start Date field, enter 1/1/2001.

8. In the End Date field, enter 12/31/4712.

9. In the Meaning column, enter XX Health & Fitness Representative.

10. Click Save and Close.

11. In the global Navigator menu, select Person Management.

Location: Search Person page

12. In the Search section Name field, enter Patricia Smith.



13. Click Search.

14. In the Search Results section, select the employee assignment Patricia Smith.

15. In In the Tasks pane, select Manage Areas of Responsibility. Location: Manage Areas of Responsibility page

Information: This page enables you to determine the criteria to select the set of employees who would have Patricia Smith as their Health & Fitness representative.

16. Click Create. Location: Create Area of Responsibility page.

17. In the Responsibility Type field, select Health & Fitness Representative.

18. In the Start Date field, enter 1/1/2001.

19. In the End Date field, enter 12/31/4712.

20. In the From Last Name field, enter A.

21. In the To Last Name field, enter Z. Information: This would ensure that all employees whose last name starts with A to Z would have Patricia Smith as their Health & Fitness Representative. In other words, the entire employee population.

22. Click Save

23. Click Submit.

Verification

1. In the Search: People section on the left pane, enter Terry Parker. Location: Search Person page

2. In the Search Results section, click Terry Parker. Location: Manage Person window for Terry Parker



3. Click the Restore Pane button on the right of the page. Location: Work Contacts pane.

4. Review the details in the Work Contacts section to ensure that Health & Fitness Representative and Patricia Smith appear in the Type and Name columns respectively.

At this point, you should have created a representative type and assigned it to an employee.



Manage Approval Groups for Human Capital Management

The Manage Approval Groups for Human Capital Management task enables you to define approval groups. An approval group consists of a name and a predefined set of participants configured to act on a task. Depending on the participant type defined, approval tasks are routed to all members of an approval group in serial. New approval groups can be created, or existing approval groups can be edited from the Approvals Group tab on the BPM Worklist Application Administration page.



Activity 2: Introduction: Defining an Approval Group

Background As an implementation consultant, you define new approval groups. Requirements You must have access to Oracle Fusion Application InFusion database or compar able training or test instance at your site, on which to complete this practice. Activity Scope Define a new Approval Group.



Activity 2: Defining an Approval Group

In this activity, you define an approval group. Note: For this activity, sign in as hcm_impl or hcm_impl1. Start Here Home work area (default view after sign in) These task lists are expanded: Define Approval Management for Human Capital Management - Manage Approval Groups for Human Capital Management

1. In the global area Navigator menu, select Setup and Maintenance. Location: Overview page, All Tasks tab

2. In the Name field, enter Define Approval.

3. Click Search.

Location: Search Results section.

4. Expand the Define Approval Management for Human Capital Management task.

5. In the Manage Approval Groups for Human Capital Management task row, click Go to Task. L ocation: BPM Worklist, Approval Groups tab

6. Click Create Approval Group icon.

Location: Details window

7. Enter XX NewApprovalGroup in the Name field.

8. In the Members section, click the Add Member icon.

Location: Add to Group window.

9. In the Member field, enter charles.johnson.



10. Click OK. Location: Members section, Approval Groups tab

11. Repeat steps 8 to 10 to add the following members to your approval group:

kerry.lane

daniel.miller cheryl.simon

12. Click Save.

13. You can view the new approval group in the Groups pane.

At this point, you should have defined a new approval group.



Approval Structure

Approval routing policies can be defined based on the following:

Employee Supervisor Hierarchy Position Hierarchy Job Levels

Approval Groups



Employee Supervisory Hierarchy

You can set up approvals using the employee supervisory hierarchy, which is defined in Oracle Fusion Human Capital Management. You must set up employees with appropriate jobs and supervisors. An example of an employee/supervisor approval structure:



Position Hierarchy

Organizations can also choose to route the requisition approvals based on the position hierarchy defined in Oracle Fusion Human Capital Management. The position hierarchy needs to be defined, and the workers must be assigned the corresponding positions. An example of Position Hierarchy approval structure:



Job Levels

Job level routings are based on the supervisory hierarchy defined in Oracle Fusion Human Capital Management. The approval list will be generated based on the starting level specified in a rule and continuing until an approver with a sufficient job level is found. The job levels must be defined for the jobs. The supervisory hierarchy needs to be defined and workers must be set up with the appropriate jobs. An example of Job Level approval structure for:



Approval Groups

An approval group consists of a name and a predefined set of participants configured to act on a task. Depending on the participant type defined, approval tasks are routed to all members of an approval group in serial. New Approval Groups can be created, or existing approval groups can be edited from the Approvals Group tab on the BPM Worklist Application Administration page.



Oracle BPM Worklist

Oracle BPM Worklist is a web-based application that enables users to access tasks assigned to them and perform actions based on their roles in the approval process. Oracle BPM Worklist supports the following profiles:

Work assignee - An end user who is assigned a task. These users can view tasks assigned to them and perform actions, and can also define custom views and define routing rules for their tasks.

Process owner - Typically a business analyst responsible for managing certain types of approvals. These users can manage tasks for the processes they own, define approval groups, and change approval policies

Workflow administrator - Typically a system administrator responsible for managing errored tasks, and administering and monitoring work queues. This user also may use Oracle Enterprise Manager to monitor the health of the workflow services.



HCM Approval Management in Oracle BPM Worklist

You maintain most approval policies using Oracle BPM Worklist. You use Oracle BPM Worklist to:

Manage general administration values for all HCM tasks. These values include expiration and escalation policies, when approval notifications are issued, and the access to task data that each approver has for all HCM tasks.

Define approval conditions and rules. Create and maintain approval groups.

When you perform the tasks Manage Task Configurations for Human Capital Management and Manage Approval Groups, you navigate automatically to Oracle BPM Worklist. Within BPM Worklist application, there are two pages for setting up approvals:

Task: This allows to configure options that affect that entire approval task. These are options such as a vacation or expiration policy for the approval or error handling etc.

Rules: This contains the routing & approval conditions, ie, under this condition, do this routing.



Task: Event Driven configuration

The Event Driven Configuration page allows you to set up:

Task Aggregation Error notification Assignment and Routing Policy Expiration and Escalation Policy Notification Settings Reminder Settings



Task Aggregation

If an approver is returned as part of the approval routing, in the same task or stage, you can use the task aggregation setting to reduce the number of worklist tasks (or notifications) the participant receives for the same requisition. The options include:

Once per task (default setting for requisition approvals task): Within the same task, if an approver is returned multiple times based on the approval rules, then the approver will only receive one worklist task (or notification) for action or review.

Once per stage: If the same approver is returned multiple times based on the approval rules within the same stage, then the approver will receive one worklist task per stage for action or review. Note: The HCM processes are not defined for multiple stages, therefore, if you select the ‘Once per task’ or ‘Once per stage’ option, then this will lead to the same result.

None: No aggregation will be performed.



Error Notification

The On Error Notify attribute allows you to define an administrator who will be notified when an error occurs in the approval routing process.



Assignment and Routing Policy

Allow all participants to invite other participants: This allows participants/approvers to modify the approval list by inserting other approval/FYI participants.

Allow participants to edit future participants: This allows participants/ approvers to update or remove future participants from the approval list.

Allow initiator to add participants: This allows the transaction requester to insert ad-hoc approval/FYI participants.

Enable auto claim: This option is selected by default. The claim action is enabled when a task is assigned to a position, role or a LDAP group (see note below). Since there can be multiple users in a position, role or group, the user has to first claim the task to prevent multiple users from updating the task. This does not include approvals based on approval groups. Enabling auto-claim will not require a participant to first claim before performing an action, hence reducing the number of steps. Note: AMX provides the flexibility to include LDAP groups (groups created in the user directory) as participants for approval routing.

Complete task when participant chooses Reject/ Approve: This option indicates if the approval task should be moved to ‘Completed’ status, when a Reject or Approve action is performed by a participant/approver.



Expiration and Escalation Policy

Expiration and escalation policies control task behavior on expiration, escalation or renewal. Currently, a task on expiry is automatically rejected. Task Content and Task Action settings within the Notification Settings section allow the administrator to control:

The information available on the notification for an approver. The actions that approvers can take on a notification.



Notification Settings

Notifications indicate when a user or group is assigned a task or is informed that the status of a task has changed. Notifications can be sent through email, voice message, instant message, or SMS. Notification settings allow users to set up many notifications based on task status and participant/approver type. Note: If you are in SaaS mode, you cannot control whether to get notified through email/voicemail etc. To configure these delivery settings, you need to log into SOA Suite, through EM, and configure settings at server level.

The following options are available in the notification settings section:

Make notifications secure (exclude details):

Make notification actionable:

Send task attachments with email notifications:

Don't send multiple notifications for the same human task event:



Reminder Settings

You can use reminder settings to send periodic reminders for tasks. You can specify options to send number of reminders either ‘before expiry’ or ‘after assignment’ of a task.



Approval Rules

You can set and manage approval rules through the Rules page on the BPM Worklist application. The Rules page allows you to setup:

Ruleset Rule Name IF Conditions Priority of evaluation of IF conditions

Priority of execution of Then conditions



Ruleset

Ruleset defines a set of rules for each route within an approval set-up. You can route approvals to a single approver or to multiple approvers in serial, for HCM processes. It also supports FYI type approvers within the approval rules (FYI approvers do not directly impact the outcome of a task, but can provide comments or add attachments). An Approval rule within a ruleset consists of following:

Rule name Condition List Builder and List Builder specific attributes Response Type Auto Action

The rule name is used to identify the approval rule.



IF Conditions

The IF condition indicates when the approval rule will be applied. For example, a rule is created with the condition where the salary increases more than 10% of base salary. If you submit a salary increase transaction that has a salary increase of 13%, this rule will return a 'true' and the 'then' part will execute. A rule can contain multiple conditions. 'And' or 'OR' operators can be used to indicate if all conditions in the approval rule must be true or if only one condition need to be true for the approval rule to apply. For example, if salary increase is more than 10% and job grade is M8 (senior management). A condition is defined using the transaction attributes or other available worker or requester attributes. You can use the search icon next to the attribute field to select the attributes to apply in the rule. You can define multiple IF conditions and THEN options.



List Builder and List Builder Specific Attributes

Instead of routing to just a single approver or approval group, the listbuilder functionality is a short hand way to route the approvals serially to a list of approvers returned as described in this section. If any of the approvers in the list 'rejects' the task, the task will stop with a 'reject'. All approvers must therefore 'approve' in order for the task to be 'approved'. You can select the list builder that is applicable for the approval rule from the list of values. You can use the following list builders for HCM approvals. For each list builder, there are list builder specific attributes that would need to be specified for the rules to work.

Approval Group Job Level Position Supervisory Management Chain Resource



Approval Group

You can select relevant Approval Group from the list of values. Select True or False for the Allow empty groups option. If you set this option to True, then an empty approval group will not result in an error and instead the routing will continue to the next participant. If you set this option to False, an empty approval group (no members) will result in an exception being thrown.



Job Level

You must specify the Number of Levels required to perform the approval action along with other details.

You must specify a lower bound and an upper bound for job levels. These levels can be relative to the starting point, the task requester or an absolute job level. For example, for salary increase more than 10% of base salary, an approval is required by at least Job Level 1 and at most Job Level 2 (approval rule modeled using absolute levels). If the salary increase is requested by someone at a higher job level (i.e. job level 3), then it will be automatically approved. The Starting Participant identifies the first participant in a list. The Starting Participant attribute can be setup to:

A specific user

The manager of a reference user. For example, get the manager of the requester

Use customized function to identify the starting participant



The Top Participant identifies the last participant which approvals will not go beyond in a hierarchy. The Top Participant attribute are similar to starting participant, and can be setup to:

A specific user The manager of a reference user Use customized function to identify the top participant

'Utilized Participants' allows you to control whether everyone returned in the list of participants from this list builder should be part of the approval process. The possible options are All Approvers, Final Approver Only, and Manager and Final Approver. 'Include all managers at last level' allows you to control if all holders of the last job level based on the rule will be returned in the approval list. If you check this option, then all the holders of the last job level based on the rule will be part of the approval process.



Position

You must specifiy the Number of Levels required to perform the approval action along with other details.

You must specify a lower bound and an upper bound for positions. These levels can be relative to the starting point, the task requester or an absolute position. For example, for salary increase more than 10% of base salary, an approval is required by 2 levels of position hierarchy starting from the task requester. The Starting Participant identifies the first participant in a list. You can set up the Starting Participant attribute to:

A specific user The manager of a reference user. For example, get the manager of the requester Use customized function to identify the starting participant

The Top Participant identifies the last participant which approvals will not go beyond in a hierarchy. The Top Participant attribute is similar to the starting participant, and you can set it up to:


Utilized Participants allows you to control whether everyone returned in the list of participants from this list builder should be part of the approval process. The possible options are All Approvers, Final Approver Only, and Manager and Final Approver.



Supervisory

You must specify the Number of Levels required to perform the approval action along with other details.

The Starting Participant identifies the first participant in a list. The Starting Participant attribute can be setup to:

A specific user The manager of a reference user. For example, get the manager of the requester Use customized function to identify the starting participant

The Top Participant identifies the last participant to which approvals will not go beyond in a hierarchy. The Top Participant attribute is similar to the starting participant, and you can set it up to:




Management Chain

Enables you to construct a list based on management relationships in the corresponding user directory. The management chain participant type only supports parallel routing when the first assignee in the management chain is a single user. You cannot specify parallel participants such as a set of users or a group, as the initial assignees in the management chain.



Resource

You can select the Resource list builder to set up approvals by HR representatives.



Response Type and Auto Action

Response Type Response Type indicates if the participants are required to approve the task or if they are FYI participants. Auto Action Auto Action settings can be utilized to allow list builder to act automatically on tasks. The Auto Action Enabled value can be specified as either True or False.

If the Auto Action Enabled option is set to True, then the Auto Action value would allow a control if the task should be automatically approved or rejected by specifying the value of either “APPROVE” or “REJECT” (in capital letters). If the Auto Action Enabled option is set to False, then the Auto Action value should be set to ‘null’. If auto action is disabled, then the auto action value should be updated with ‘null’ (without the quotes).



Instructor Note: Demo Timing

Approximate Demonstration Timing: 10 minutes .



Demonstration 2: Exploring BPM Worklist Task Configuration

Demonstration Scope Go to the BPM Worklist page and discuss the Task and Rule tabs. Demonstration Steps Sign in as hcm_impl or hcm_impl1. Start Here: Home work area (default view after sign in) These task lists are expanded: Define Approval Management for Human Capital Management - Manage Task Configurations for Human Capital Management – BPM Worklist

1. In the global area Navigator menu, select Setup and Maintenance. Location: Overview page, All Tasks tab.


3. Click Search. Location: Search Results section.


5. In the Manage Task Configurations for Human Capital Management task row, click Go to Task. Location: BPM Worklist page

6. In the Search field in the Tasks to be configured pane, enter Promotion% and search. Location: Tasks to be configured pane

7. Click PromotionsApproval.

8. Click the Edit (pencil) icon.

Location: PromotionsApproval: Event Driven Configuration page



9. Discuss Task Aggregation, On Error Notify and Assignment and Routing Policy.

10. Discuss Expiration and Escalation Policy.

11. Discuss Notification settings and Reminder settings.

12. Discuss Task Access.

13. Click the Rules tab. Location: Rules page.

14. Discuss all the fields under IF and THEN conditions.

15. Exit BPM worklist.




Approximate Activity Timing: 20 minutes



Activity 3: Introduction: Modifying Approval Rules for Transfer and Termination

Background As an implementation consultant, you can modify approval rules. Requirements You must have access to Oracle Fusion Application InFusion database or comparable training or test instance at your site, on which to complete this practice. Activity Scope In this activity, we will modify the termination and transfer approval rules. As per the new termination and transfer approval rules, if the CEO of the organization (Samuel.Mabry) terminates or transfers an employee, no approval is required. But if someone else other than the CEO initiates these actions, two levels of approval will be required. This activity covers :

Modifying approval rule for transfer and termination Tranferring and terminating an employee Verifying the transfer and termination approval workflow

Note: Use default values unless otherwise indicated. Instructor Note: Two students in the same environment cannot change the same approval rule. Therefore, for this activity, one student can change the transfer approval rule (Activity 3A) and the other student can change the termination approval rule (Activity 3B). In case you have three students in the same environment, the third student can change the promotion approval rule following the same steps.



Activity 3A: Modifying Approval Rules for Transfer

In this activity, you modify the approval rule for transfer and verify the approvers after transferring an employee. Start Here: Note: Sign in as hcm_impl or hcm_impl1. Home work area (default view after sign in) These task lists are expanded: Define Approval Management for Human Capital Management - Manage Task Configurations for Human Capital Management – BPM Worklist

1. In the global area Navigator menu, select Setup and Maintenance. Location: Overview page, All Tasks tab


3. Click Search.

Location: Search Results section

4. Expand the Define Approval Management for Human Capital Management

task.


6. In the Search field in the Tasks to be configured pane, enter Transfer% and

search. Location: Tasks to be configured pane

7. Click TransfersApproval.


Location: TransfersApproval: Event Driven Configuration page



9. In the Expiration and Escalation policy section, select Expire After from the menu.

10. Enter 2 in the Day field.

11. In the Notification Settings section, select Remind Once.


13. Click Save in the Tasks to be configured pane. Location: Enter Comments window

14. Click OK.

Location: Information window

15. Click OK.

16. Click the Rules tab.

Location: Configure Task Approval Rules page

Note: Steps 17 and 18 are only required in this pre-GA test environment and will not be required in any real environment.

17. In the Global Rules field, select Substitution Rules.

18. In the left pane, select TransfersRuleSet. Note: Do not delete a seeded RuleSet as it cannot be reinstated after deletion. If you want to delete a Rule, click on the RuleSet and bring up the Rules. Select each rule individually and then delete the rule.

19. Expand the rule region.

20. In the field next to the Translations icon, enter CEO.

21. In the IF region, click the Left Value icon.



Location: Condition Browser window

22. Select Task>payload>transactionApprovalRequest>Requestor.

23. Click OK.

24. Select equals ignore case in the next field.

25. In the Right Value field, enter “samuel.mabry”.

26. In the THEN region, click the Add Action icon.

27. Select Add Approver>Supervisory.

28. Select the Response Type Required radio button.

29. Enter 1 in the Number of Levels field.

30. In the Starting Participant field, click the Starting Participant icon. Location: Add Hierarchy Participant window

31. Select the Get User radio button.

32. In the *Reference User field, click the Expression Builder icon.

Location: Expression Builder window


34. Once selected, click Insert Into Expression.

35. Click OK.

Location: Add Hierarchy Participant window

36. Click OK.



Location: Rules page

You will now have HierarchyBuilder.getPrincipal(task.payload.transactionApprovalRequest.Requestor,-1,"","") in the Starting Participant field.

37. In the Top Participant field, click the Top Participant icon. Location: Add Hierarchy Participant window






42. Click OK.


43. Click OK.


You will now have HierarchyBuilder.getPrincipal(task.payload.transactionApprovalRequest.Requestor,-1,"","") in the Top Participant field.

44. In the Auto Action Enabled field, enter True.

45. In the Auto Action field, enter “APPROVE”.

46. In the Rule Name field, enter “Rule 1”

47. Click the Add Rule icon.

48. In the field next to the Translations icon, enter Others.

49. In the IF region, select the Rule checkbox.

50. Click the Surrounded selected tests with parenthesis icon, and select

Selected Tests>not(…).



51. In the IF region, click the Left Value icon. Location: Condition Browser window


53. Click OK.







60. In the Starting Participant field, click the Starting Participant icon.


61. Select the Get Manager radio button.

62. In the List Builder field, select Supervisory.







66. Click OK. Location: Add Hierarchy Participant window

67. Click OK.


You will now have HierarchyBuilder.getManager("supervisory",Task.payload.transactionApprovalRequest.Requestor,-1,"","") in the Starting Participant field.



70. In the *Reference User field, enter "samuel.mabry".

71. Click OK.

You will now have HierarchyBuilder.getPrincipal("samuel.mabry",-1,"","") in the Top Participant field.

72. In the Auto Action Enabled field, enter False.

73. In the Auto Action field, enter null.

74. In the Rule Name field, enter “Others”.

75. Select the checkboxes of both the new rules you have defined.

76. Click Save.

Location: Enter Comments window.

77. Click OK. Location: Information window



78. Click OK.

79. Click Commit task. Location: Information window.

80. Click OK.

81. Log out. Transferring an Employee as the Line Manager

82. Sign in as mitch.blum.

83. In the Navigator menu, select Person Gallery. Location:Search Person page

84. Enter Edward Malone in the Keywords field and click Search.

Location:Search Results section

85. Select Edward Malone in the list.

86. Click Actions and select Personal and Employment>Transfer.

Location:Transfer Edward Malone:Employee Details page

87. In the Transfer Reason field, select Location Change.

88. In the Location field in the Location Details section, enter London.

89. Click Next thrice.

Location: Transfer Edward Malone:Review page

90. Review the Approvers region to verify if the approvers are Jessica Mullen

(Director and Mitch Blum’s manager) and Robert Jones (Senior VP and Jessica Mullen’s manager). Transferring an Employee as the CEO

91. Sign in as samuel.mabry.

92. In the Navigator menu, select Person Gallery.



Location:Search Person page

93. Enter Martha Burnham in the Keywords field and click Search.


94. Select Martha Burnham in the list.

95. Click Actions and select Personal and Employment>Transfer.

Location:Transfer Martha Burnham:Employee Details page

96. In the Transfer Reason field, select Location Change.

97. In the Location field in the Location Details section, enter London.

98. Click Next thrice.

Location: Transfer Martha Burnham:Review page

99. Review the Approvers region to verify if the approver is Samuel Mabry

(CEO).

At this point, you should have modified the Transfer approval rule and verified the approvers for the transfers of Edward Malone and Martha Burnham.



Activity 3B: Modifying Approval Rules for Termination

In this activity, you modify the approval rules for termination and verify the approvers after termination. Start Here: Note: Sign in as hcm_impl or hcm_impl1. Home work area (default view after sign in) These task lists are expanded: Define Approval Management for Human Capital Management - Manage Task Configurations for Human Capital Management – BPM Worklist

1. In the global area Navigator menu, select Setup and Maintenance. Location: Overview page, All Tasks tab.


3. Click Search. Location: Search Results section.



6. In the Search field in the Tasks to be configured pane, enter Terminat% and

search. Location: Tasks to be configured pane

7. Click TerminationsApproval.


Location: TerminationsApproval: Event Driven Configuration page



9. In the Expiration and Escalation policy section, select Expire After from the menu.


11. In the Notification Settings section, select Remind Once.


13. Click Save in the Tasks to be configured pane. Location: Enter Comments window

14. Click OK.


15. Click OK.

16. Click the Rules tab.

Location: Configure Task Approval Rules page

Note: Steps 17 and 18 are only required in this pre-GA test environment and will not be required in any real environment.

17. In the Global Rules field, select Substitution Rules.

18. In the left pane, select TransfersRuleSet. Note: Do not delete a seeded RuleSet as it cannot be reinstated after deletion. If you want to delete a Rule, click on the RuleSet and bring up the Rules. Select each rule individually and then delete the rule.

19. Expand the rule region.

20. In the field next to the Translations icon, enter CEO.

21. In the IF region, click the Left Value icon.



Location: Condition Browser window


23. Click OK.







30. In the Starting Participant field, click the Starting Participant icon. Location: Add Hierarchy Participant window






35. Click OK.


36. Click OK.




You will now have HierarchyBuilder.getPrincipal(task.payload.transactionApprovalRequest.Requestor,-1,"","") in the Starting Participant field.







42. Click OK.


43. Click OK.


You will now have HierarchyBuilder.getPrincipal(task.payload.transactionApprovalRequest.Requestor,-1,"","") in the Top Participant field.

44. In the Auto Action Enabled field, enter True.

45. In the Auto Action field, enter “APPROVE”.

46. In the Rule Name field, enter “Rule 1”

47. Click the Add Rule icon.

48. In the field next to the Translations icon, enter Others.

49. In the IF region, select the Rule checkbox.

50. Click the Surrounded selected tests with parenthesis icon, and select

Selected Tests>not(…).



51. In the IF region, click the Left Value icon. Location: Condition Browser window


53. Click OK.







60. In the Starting Participant field, click the Starting Participant icon.


61. Select the Get Manager radio button.

62. In the List Builder field, select Supervisory.







66. Click OK. Location: Add Hierarchy Participant window

67. Click OK.


You will now have HierarchyBuilder.getManager("supervisory",Task.payload.transactionApprovalRequest.Requestor,-1,"","") in the Starting Participant field.



70. In the *Reference User field, enter "samuel.mabry".

71. Click OK.

You will now have HierarchyBuilder.getPrincipal("samuel.mabry",-1,"","") in the Top Participant field.

72. In the Auto Action Enabled field, enter False.

73. In the Auto Action field, enter null.

74. In the Rule Name field, enter “Others”.

75. Select the checkboxes of both the new rules you have defined.

76. Click Save.

Location: Enter Comments window

77. Click OK.




78. Click OK.

79. Click Commit task.


80. Click OK.

81. Sign out.

Terminating an Employee as a Line Manager

82. Sign in as mitch.blum.

83. In the Navigator menu, select Person Gallery. Location:Search Person page

84. Enter Harry Christensen in the Keywords field and click Search.


85. Select Harry Christensen in the list.

86. Click Actions and select Personal and Employment>Terminate.

Location:Terminate Work Relationship Harry Christensen page

87. In the Termination Action field, select Resignation.

88. Click Review.

Location: Review Terminate Work Relationship Harry Christensen page

89. Review the Approvers region to verify if the approvers are Jessica Mullen

(Director and Mitch Blum’s manager) and Robert Jones (Senior VP and Jessica Mullen’s manager). Terminating an Employee as the CEO

90. Sign in as samuel.mabry.

91. In the Navigator menu, select Person Gallery.



Location:Search Person page

92. Enter Michael Shannon in the Keywords field and click Search.


93. Select Michael Shannon in the list.

94. Click Actions and select Personal and Employment>Terminate.

Location:Terminate Work Relationship Michael Shannon page

95. In the Termination Action field, select Resignation.

96. Click Review.

Location: Review Terminate Work Relationship Michael Shannon page

97. Review the Approvers region to verify if the approver is Samuel Mabry (CEO).

At this point, you should have modified the Termination approval rule and verified the approvers for the terminations of Harry Christensen and Michael Shannon.



Instructor Note: Activity 3 - Troubleshooting Tips

The quotes matter, do not use single quotes.

The Reset icon reverts your changes.

Do not leave any field blank.

If you get the History Tree error, it means that the approver list is not getting generated correctly based on the rule configuration. Check to see if you have included the Not condition as indicated in the activity (step 48).

If you are not able to save the newly defined rules, check if you have a blank field or missed a quote somewhere.

If you are not able to view any direct reports in the organization chart, check the Data Roles and make sure that the role enables view hierarchy.



Vacation Rules

You can set a vacation period to remove yourself from automatic task assignment during the dates you specify. Vacation rules are not executed for ToDo tasks. If there are no vacation rules, then administrators can manually reassign the tasks to new approvers.



Activity 4 Introduction: Enabling Vacation Rules and Delegating Approval Responsibilities

Background As a Manager, you can define and delegate vacation rules. Requirements You must have access to Oracle Fusion Application InFusion database or comparable training or test instance at your site, on which to complete this practice. Activity Scope Enable vacation rules.



Activity 4: Enabling Vacation Rules and Delegating Approval Responsibilities

In this activity, you enable vacation rules and delegate approval responsibilites. Start Here: Note: Sign in as mitch.blum. Home work area (default view after sign in)

1. In the My Notifications section, click View> Servers. Location: Servers window.

2. Click Human Capital Management. Location: BPM Worklist page.

3. Click Preferences on top. Location: BPM Worklist, Vacation Period: Mitch Blum page.

4. Select Enable vacation period.

5. Click in the Start Date field. Select the date 8/5/2013.

6. Click in the End Date field. Select the date 8/23/2013.

7. Select the Delegate to radio button.

8. Enter harold.chow in the field next to the Delegate to radio button.

9. Click Save.

At this point, you should have enabled your vacation rules and delegated approval responsibilities.



Lesson Highlights

Workflow concepts.

Predefined approval policies for Oracle Fusion HCM workflow tasks.

Oracle BPM Worklist in approval-policy configurations.



Lesson Highlight Details

Workflow Concepts Workflow is a process in which tasks are routed automatically among users for their consideration or action. The tasks are routed in a defined sequence to achieve a defined result. Predefined Approval Policies for Oracle Fusion HCM Workflow Tasks Approval policies determine workflow events, including when approval of a transaction is required and who approves the transaction. Predefined approval policies exist for many Oracle Fusion HCM tasks. Oracle BPM Worklist You use Oracle BPM Worklist to:

Manage general administration values for all HCM tasks. Define approval conditions and rules for tasks Create and maintain approval groups Enable vacation rules

23 workflow approvals

Technology

Transcript of 23 workflow approvals