Hatfield's and McCoy’s? No, Projects and...

Hillsborough County Aviation Authority

Hatfields & McCoys? No, Projects and Workflow / February 10, 2017

Hatfields and McCoys? No, Projects and Workflow

Prepared by:Kathryn Taube -Project and Grants Finance ManagerTampa International Airport

Terri Peach -Financial Applications AnalystTampa International Airport



TPA Airport Overview

• Approx 18M annual passengers

• Four Airsides

• 59 Gates

• 4 miles of baggage conveyor systems

• Three GA airports

• Gateway Projects, Budget $971,860,000



https://youtu.be/nTylqcX5sPU

https://youtu.be/nTylqcX5sPU



Projects vs Workflow…..BANG! BANG!



Challenges• Paperless Environment

• Identify current approver

• Request for information

• Reduce custom approval rules

• Standardize approval limits

• Adoption of Purchase Requisitions



Requisition Workflow-Prior State

• Requisition Requestor:

– Project Number

– Task 99

– Forwards to “Project Controller”

• Project Controller:

– Sets up task and vendor in project

– Forwards to “Project Director”

• Project Director:

– Approves

**Approval Limit is determined by approval group



Project Setup –Top Level Task Breakdown



Project Setup – SubTask Breakdown



Project Setup –Key Members

• Project Director-Approves

– Tasks 01(Design),04(Inspection),05(Other)

• Project Manager-Approves

– Task 03(Construction)



Requisition and Invoice Approval GroupsCost Center



Project Service Type – Invoice Approval - Prior State

• Setup Service Type

– N: Project Billing Super User

– Setup/Projects/Service Types



Project Service Type – Invoice Approval - Prior State

• Setup Service Type

– N: Project Billing Super User

– Setup/AutoAccounting/Lookup Sets



Project Task Details-Service Type



Project Invoice Approval Workflow –Prior State

– Task 01 Design




– Task 03 Construction




– Task 05 Other costs



What are AME rules?

Oracle® Approvals Management is a highly extensible approvals rule engine which allows organizations to simply and effectively define business rules that determine who must approve a transaction originating within an Oracle Application. *

AME is a part of the E-Business suite. Uses include:

– Requisitions

– Invoices

– Expense Reports



Six Components of AME

•Transaction Type

•Attributions

•Conditions

•Action Types

•Approver Group

•Rules



AME Transaction Type (Prior State)

• Transaction Type

– Defines the type of transaction for which the business rules and approval routes will be based.

• Ex – Payables or Requisition approvals



AME-Attributes (Prior State)

• Attributes

– Business variables which represent the value of an element in a transaction. AME is seeded with attributes for given transaction types.

• Ex – Transaction Total, Supplier ID, Item Category



AME-Conditions-Cost Center (Prior State)• Conditions

Used to evaluate the value of an Attribute(s) for a particular transaction – The “IF” part of each business rule.Help identify values and ranges for some of the available attributes



AME-Conditions-Amount (Prior State)



AME-Project Action Types (Prior State)

• Actions determine which approvers are included in or excluded from the list being generated.



AME-Project Approval Groups (Prior State)

• Example of Project Approval groups



AME-Project Approval Group (Prior State)• Prior State-static, the names of specific individuals responsible for the

transactions are included when the group is defined



AME-Project Approver Groups (Prior State)



Rules

• A Rule (also called as “Approval Rule”) in AME is used to transform the business rules into approval rules to specify approvers in the transaction’s approval list. The rule is the last component step in AME configuration process.

A rule is constructed using the following components:– 1. Rule Type– 2. Item Class– 3. Category– 4. Conditions– 5. Actions



Rules

• Example of a Project Rule using multiple conditions with assigned approval group



So, you had how many AME rules?

• Started the project with 432….



Projects Streamlined

• We were in a unique position (Implemented Oracle Human Resources) to optimize Oracle’s out of the box functionality to align with industries best practices and modernize the approval workflows.

• Benefits:

– Forced the creation of requisitions to start the Procurement Cycle and go through the project hierarchy.

– Project Roles (Project Director, Project Manager) determine the approval chain.

– Reduced ITS administration of the approval rules.



Requisition / Invoice Approval Limits



Project Requisition Workflow-Current State

• Requisition Requestor:

– Project Number

– Task 99

– Automatically forwards to “Project Controller”

• Project Controller:

– Sets up task and vendor in project

– Automatically forwards to the “Project Director” or “Project Manger”

• Project Director or Project Manager:

– Approves

**Approval Limit is determined by approval group



Project Invoice Workflow-Current State

• Eliminated Project Service Types

• Invoice approval will follow the same workflow as prior state.

• Invoices must receive two approvals, regardless of approval authority per organizational policies and procedures.




– Task 01 Design




– Task 03 Construction




– Task 05 Other Costs



AME Rewrite



• Transaction Type– Defines the type of transaction for which the business rules and approval routes will be based.

• Ex – Payables or Requisition approvals

• Attributes– Business variables which represent the value of an element in a transaction. AME is seeded

with attributes for given transaction types.• Ex – Transaction Total, Supplier ID, Item Category

• Conditions– Used to evaluate the value of an Attribute(s) for a particular transaction – The “IF” part of each

business rule.– Help identify values and ranges for some of the available attributes

• Actions– The “THEN” part of the Approval rule– Define what the Engine should execute when a transaction satisfies particular Condition(s). – Actions determine which approvers are included in or excluded from the list being generated.

AME Structure – Current State

38



• Approver Groups

– Allow either a static or dynamic approver list to be generated.

– If static, then the names of specific individuals responsible for the transactions are included when the group is defined (prior structure at HCAA).

– If dynamic, then the name(s) included in the list are returned by a SQL statement.

• Rules

– A business rule that determines a transaction's approval process path. You construct rules using conditions and actions.

AME Structure – Current State

39



Attributes• Approvals Management Business Analyst Business Analyst Dashboard

• The following is an example of attributes for Project Requsitions & Invoices:



Conditions

• Approvals Management Business Analyst Business Analyst Dashboard

• The following is an example of the conditions for Project Requsitions & Invoices:



Action Types

• The following is an example of the Action Types for Project Requisitions:



Action Types

• The following is a sample screen shot of the Action Types for Project Invoices:



Approval Groups

• Approvals Management Business Analyst Business Analyst Dashboard

• The following is an example of Approval Groups for requisitions:



Approval Groups• Approvals Management Business Analyst Business Analyst Dashboard

• The following is an example of an Approval Group setup for Project Invoices:



Approval GroupsExample of Approver Group Setups for Project Requisition’s and Invoices



Requisition Rules



RulesThe following is a sample screen shot of the Rules for Project Requisitions:



Invoice Rules



Rules• The following is a sample screen shot of the Rules for Project Invoices:



Summary

• Core HR Work Structures

–Aligned supervisor hierarchy to match organization chart

• AME Rules

–Leverage standardized job titles for approval authority limits

–Aligned requisition and invoice approval rules to be consistent (same routing and hierarchy)

–Streamlined project invoices to leverage director and manager for approval

……Ended the project with 27 AME Rules!



Questions???

Hatfield's and McCoy’s? No, Projects and...

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