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Finance Workflow Overview

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Oracle/PeopleSoft Implementation MITI Project

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Agenda

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  • Provide Overview of Workflow
  • Review Forms
    • Requisitions
    • Direct Entry POs
    • Direct Entry Vouchers
    • Journal Entries
    • Budget Adjustments

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Agenda

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What is Workflow?

  • Workflow is used to route certain documents for approvals based on characteristics of the document.
  • Workflow is NOT based on the person who entered the document.
    • Different than FIS
  • Workflow is available for the following items in PeopleSoft Financials:
    • Purchase requisitions
    • Direct entry POs
    • Direct entry Vouchers
    • Journal Entries
    • Budget adjustments

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Workflow Basics

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How does workflow work?

  • Workflow is set up based on certain fields of the chartstring (account number), the category code (requisitions only), or dollar amount.
  • The workflow is set up as a set of rules that are applied to the documents as they route through the system.
  • If any rule is met, the document will route to an approver.
  • Rules are applied in order:
    • Site
    • Function
    • Category Code
    • Resource
    • Financial (object, fund, dollars)

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Workflow Steps

  • 1. Site, 2. Function, 3. Category Code, 4. Resource
    • Enter the value and the user ID of the approver
    • Only list each value once
    • Multiple approvers can be listed for a value
  • 5. Financial
    • Objects, Dollars, Funds

STEP 1:

SITE

APPROVAL

STEP 2:

FUNCTION

APPROVAL

STEP 3:

CATEGORY CODE

APPROVAL

STEP 4:

RESOURCE

APPROVAL

STEP 5:

FINANCIAL

APPROVAL

Site

Approver

Function

Approver

Category / Object

Approver

Resource

Approver

Rule

Approver

101, 985

123456

8500

458429

86132201 (conference)

254389

1400, 5025, 5310, 6052, 6105, 9010

857126

Object

6000-6999

478612

300

234567

8100-8400

348759

15100000 (fuels)

458429

6500

234584

Object

5800010

857126

502, 510

456789

 

 

Obj: 4400, 6400, 6500

254967

3000-5999

125348

$$

>$5,000

527465

400-499

652789

 

 

 

 

2430-4203, 5640, 8150

478612

Fund

1300

527465

325

123456

234567

456789

 

 

 

 

 

 

 

 

 

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Workflow Tips

  • Each column is independent of the other columns.
    • Approvals do not flow left to right.
  • Each step must be complete before moving to the next step
    • If multiple approvers can require all or some before moving on
  • Approvers listed at multiple steps only approve once

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STEP 1:

SITE

APPROVAL

STEP 2:

FUNCTION

APPROVAL

STEP 3:

CATEGORY CODE

APPROVAL

STEP 4:

RESOURCE

APPROVAL

STEP 5:

FINANCIAL

APPROVAL

Site

Approver

Function

Approver

Category / Object

Approver

Resource

Approver

Rule

Approver

101, 985

123456

8500

458429

86132201 (conference)

254389

1400, 5025, 5310, 6052, 6105, 9010

857126

Object

6000-6999

478612

300

234567

8100-8400

348759

15100000 (fuels)

458429

6500

234584

Object

5800010

857126

502, 510

456789

 

 

Obj: 4400, 6400, 6500

254967

3000-5999

125348

$$

>$5,000

527465

400-499

652789

 

 

 

 

2430-4203, 5640, 8150

478612

Fund

1300

527465

325

123456

234567

456789

 

 

 

 

 

 

 

 

 

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What Does Workflow Look Like?

Confidential

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What Does Workflow Look Like?

Confidential

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What Does Workflow Look Like?

  • Signed in as Heather Difede

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Confidential

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What Does Workflow Look Like?

Confidential

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What Does Workflow Look Like?

Confidential

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What Does Workflow Look Like?

Confidential

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What Does Workflow Look Like?

Confidential

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What Does Workflow Look Like?

Confidential

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Workflow Tips

  • Do not over workflow. Just because workflow is possible does not mean you should use it.
  • Remember that workflow is based on the characteristics of the document – NOT the person who input the document.
  • Fill in the forms but if you want to add some words below the form that help explain what you want, please do so.
  • If you want to prepare the forms on Excel instead of word, please feel free to do so.
  • If you have 50 sites and you want workflow on 45 of them, include the other 5 sites to be approved by someone. This will make the maintenance of the system much easier. Remember you will be responsible for maintenance in the future.

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Purchase Requisition Workflow

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STEP 1:

SITE

APPROVAL

STEP 2:

FUNCTION

APPROVAL

STEP 3:

CATEGORY CODE

APPROVAL

STEP 4:

RESOURCE

APPROVAL

STEP 5:

FINANCIAL

APPROVAL

Site

Approver

Function

Approver

Category / Object

Approver

Resource

Approver

Rule

Approver

Type

Values

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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Direct Entry PO Workflow

  • Generally a single level approval
    • Buyer creates PO and Purchasing Manager approves PO

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STEP 1:

SITE

APPROVAL

STEP 2:

FUNCTION

APPROVAL

STEP 3:

CATEGORY CODE

APPROVAL

STEP 4:

RESOURCE

APPROVAL

STEP 5:

FINANCIAL

APPROVAL

Site

Approver

Function

Approver

Category / Object

Approver

Resource

Approver

Rule

Approver

Type

Values

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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Direct Entry Voucher Workflow

  • Direct Vouchers: The default is to set up the same workflow as a requisition. Do you want multi-step workflow for direct vouchers?
    • Think about utility bills, etc.
    • Most districts who say yes, end up saying no.

STEP 1:

SITE

APPROVAL

STEP 2:

FUNCTION

APPROVAL

STEP 3:

CATEGORY CODE

APPROVAL

STEP 4:

RESOURCE

APPROVAL

STEP 5:

FINANCIAL

APPROVAL

Site

Approver

Function

Approver

Category / Object

Approver

Resource

Approver

Rule

Approver

Type

Values

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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Budget Revisions

 

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STEP 1:

SITE

APPROVAL

STEP 2:

FUNCTION

APPROVAL

STEP 3:

CATEGORY CODE

APPROVAL

STEP 4:

RESOURCE

APPROVAL

STEP 5:

FINANCIAL

APPROVAL

Site

Approver

Function

Approver

Category / Object

Approver

Resource

Approver

Rule

Approver

Type

Value

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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Journal Entries

STEP 1:

SITE

APPROVAL

STEP 2:

FUNCTION

APPROVAL

STEP 3:

CATEGORY CODE

APPROVAL

STEP 4:

RESOURCE

APPROVAL

STEP 5:

FINANCIAL

APPROVAL

Site

Approver

Function

Approver

Category / Object

Approver

Resource

Approver

Rule

Approver

Type

Value

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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