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Approval Management Engine

By:- Nirav Shah

Approval Management Engine


Approval Management Engine(AME) is used for configuring the approvals(approval rules) for various transactions in Oracle applications. Approvals can be configured for any business transaction taking place in Oracle Apps.

AME : Process
This diagram illustrates the process of transactions and approvals in Oracle Apps.

AME : Components
AME is comprised of various components: 1. 2. 3. 4. Attributes : These are similar to variables, that stores data temporarily. Conditions : A check that is performed upon attributes based on their values. Action : What action you want to perform once the condition is met. Actions Types : Groups similar types of actions together. Indicate HOW approvers are generated. 5. Rule : Business rule that helps determine a transactions approval process. Rules are constructed from Conditions(consists of Attributes) and Actions. Example : IF (Condition 1 is true, Condition 2 is true, ) THEN (Action 1, Action 2, )

AME : Rule Structure

AME : Configuration
Click for Setup

Responsibility for configuring AME

AME : Configuration
This window shows all the existing attributes, Seeded as well as Custom. You can either use the existing attributes(if they fulfill your requirement) or create your own attributes.

AME : Attributes
Attributes are variables used to hold business facts of interest for the transaction in progress. Most attributes are dynamic, meaning they will be evaluated at run time, thus, they can change for each transaction. Oracle provides over 50 seeded attributes for which can be used directly or as the basis of creating the users own. Here are a few of them.

AME : Creating Attributes


This form helps you define custom attributes. These attributes can be of different Data Types. These can be either Static or Dynamic.

Value for a static attribute. Indicates that the attribute is Static

AME : Creating Attributes


SQL query for a dynamic attribute. This is how a value will come to the attribute at run time.

AME : Conditions

Now one the required attributes are created/identified. Next we need to make condition Conditions are categorized in to two categories : Regular and List Modifiers

Regular conditions are normal conditions like requisition total<10000 List Modifiers : Conditions upon whose satisfaction, Approval lists are modified.

AME : Conditions

To Create a new Condition

To Update an existing

AME : Creating Condition(Regular)

Regular Conditions can be of two types;

Ordinary : Action takes place when these conditions are satisfied. Exception : Actions takes place when these conditions are not satisfied. E.g. If position is not EX110.Chief Executive Officer then perform action1

AME : Creating Condition(List Modifiers)

Defines the approver order; Any Approver : The target approver could be any approver in the chain of authority. Final Approver : The target approver has to be the final approver in the chain of authority.

Defines the approver Type; FND User : Based on the user name. HR People : Based on Persons Name

AME : Action Types


Action Types provide two important aspects of the generated approval chain.
Action Types, by their nature, indicate HOW approvers are generated, i.e., whether by utilizing an existing hierarchy, or by a user-specified list of persons. The second aspect is regarding the order in which approvers are notified. Prechain Action Types will be triggered before Chain of Authority action types, which are triggered before Post-chain type.

AME : Action Types


To Use other existing Action Types.

List of various Action Types available for use.

For creating a new Action under the selected Action Type.

List of corresponding

AME : Action Types


Decides the precedence of the approval request amongst approver groups. Decides the way in which the approval is passed amongst the approver group members.

Serial : Approval request will pass sequentially. Parallel : Approval request will go to each approver group simultaneously. Serial : All approvers would have to approve the request to send it to next level. Consensus : Request is approved if majority of approvers approve the request. First Responder Wins : Request is either approved/rejected based on the approval/rejection of the first person amongst the approvers who responds to the request.

Decides the way in which the approval request is considered as approved/rejected amongst the members of an approver group.

AME : Action Types


Contains values like; Chain of Authority, List Modification, Pre/Post chain of Authority, etc to search for relevant Action Types.

To create a New Action Type

List of all existing Action Types in the system. These can be either seeded or user defined.
Seeded Action Types cannot be updated while User defined

AME : Creating Action Type

List of Required Attributes for the Action Type

Form for creating new Action Type

AME : Creating Action Type


Sr. No. 1 2 3 Field Name Name Handler Rule Type Significance Name of the Action Type that you would like to keep. Application that will handle this Action Type. Rule type that would be followed for the action type. Pre Chain of Authority, Post Chain of Authority, Chain of Authority, List Modification, etc. Description for the Action Type. Can be combination of HR People, FND User and HR Position. These determine what approver type would be available for this Action Type. Either User Entered or Query Generated, means that it can be either based on the query that user enters or on the query that we enter while creating. Query for the dynamic action, if Query Generated option is selected in

4 5 6

Description Allowed Approver Types Dynamic Action Description Action Desc. Query

AME : Creating Actions

AME : Approver Groups


If Action Types give the HOW to generate a list of approvers, Approval Groups specify the WHO to include. Approval Groups are not needed for Chain of Authority Action Types, since these are implicit as should already be assigned in your database, i.e., if using a supervisor level action, AME assumes that supervisors have been assigned to all employees via normal data processing. Pre- and Post-chain Action Types do require the user to specify a list of persons, since these are normally not reliant on the employee making the transaction. The simplest way to identify the approvers in the group is to just list them by name. A list of HR and Benefit personnel who must approve the transaction is static enough that changes to the Approver Group definition can be made as they occur.

AME : Approver Groups

You can either use Existing Approver Groups or Create a new one to meet your requirem

AME :Creating Approver Group


Static Approver Group

AME :Creating Approver Group


Dynamic Approver Group

User Query

Active For Dynamic Approver Group, you cant add group members, they are populated on run time.

AME : Rules
Rules are created by identifying which Conditions need to be true, and which Actions are desired. A Rule is assigned one of two categories, Approver or For Your Information(FYI). The category designation of Approver indicates that the transaction will be halted until approval is granted or denied. If the category is For Your Information, a notification will be sent to the approvers, but the transaction will continue to flow. There are six different types of Rules; The most commonly used ones would include List-Creation (based on Chains of Authority Actions), Pre-List Approver Group, and Post-List Approver Group. Substitution Rules are used to replace a specific approver, however generated, with another person. A Combination Rule can be used to combine pre-chain, chain, and post-chain actions as

Approvals Management Engine

CASE STUDY

AME : Business Scenario


We would now configure AME for Purchase Requisition. Case : 1 In case Requisition Total greater then 10000 USD.then it must require approval from Swiss Roger. 2 In case Requisition Total less then or equls to10000 USD. then it must require approval from Larsson, Jan.

AME : Update WorkFlow Process

You must change the workflow process name to remove seeded approval group assign The first would be to update main workflow process in purchase document Types.
Click on Update Icon

Select Purchase_req name value for Approval Transaction Type. Then click on apply.

Here we would first go to Approval Mangement Business Analyst Responsibility . Select transaction type name Purchase Requisition Approval. and first we would create attribute in Ame setup.

Click on Create button

Create Attribute

Create Condition
Requisition Amount Greater then 10000

Create Condition
Requisition Amount less or equal to 10000

Create Action Type


There are some seededd action type available. you would also create new action type.

Create Action Type

Approval Group
Here we have requirement to send approval to two different person based on condition. Approval Group would hold person name. We would create two approval group for our requirement. Group Name : 1) XX_GRP1 2) XX_GRP2 Click on Setup -> Approval Group -> Create Button

Approval Group
Create XX_GRP1 Static Approval Group

Approval Group
Add Person Larson,Jan Under Group Members Tab

Approval Group
Create XX_GRP2 Static Approval Group

Approval Group
Add Person Swiss,Roger Under Group Members Tab

Create Rule
Now We have created Attribute ,condition ,Action Type and approval Group. We have created two condition fro our requirement.So we would create two Rules. Let Go To Rule Tab Click on Create Button

Create Rule
Create First rule Requisition Total greater then 10000.Rule name is XX_FIRST_APPROVAL. Then Click on next.

Create Rule
Add Condition for Requisition Total greater then10000.and click on continue

Create Rule
Condition Created. Click on Next Button

Create Rule
In Action Type approval Group Of Authority and select XX_GRP1 then Click next.

Create Rule
Rule Crated and Click on Finish button.

Create Rule
First Rule is created for Requisition total greater the 10000.Now We would create second for requisition total less then or equal to 10000 .Go To Rule Tab, Click on Create Button. Rule name is XX_SECOND_APPROVAL .and then click on next button.

Create Rule
Click on Add Condition. Select condition Requisition total less the or equal to 10000.and then click on continue.

Create Rule
Condition Created and the click on next button.

Create Rule
Rule Crated and Click on Finish button. and both rule are created .Now we would create one requisition for Testing.

Thank you