Approvals Management Engine (AME) R12 Functionality & Case Study

Paresh Shah Jay Robinson

24th October 2011 NEOAUG

CompanyBackground
Boston New York Atlanta Germany India

Inoperationsince2002withconsistent yearoveryeargrowth,privatelyheld Inc500/5000listoffastestgrowingU.S. companies OfficesinUSA MA(HQ),NewYork, Atlanta,GermanyandIndia Over400employeeswithstronglocal presence CoreSpecializations:EBusinessSuite, BusinessIntelligence/Enterprise PerformanceManagement,Fusion Middleware,InfrastructureServices, EducationServices FoundedbyformerOracleConsulting Serviceemployees

Boston New York Atlanta Germany India

AppsAssociatesLLC

Agenda
WhatisAME/WhatarethevarioususesofAME NewfeaturesavailableinR12 PowerofAME:CaseStudyPORequisitionApproval/Methodology AMEImplementationSteps: AssignRoletoSetupUser GrantAccesstoTransactionTypetoSetupUser CreateAttributes CreateConditions CreateApprovalGroups CreateRules SetupProfileOptions UpdatePORequisitionsDocumentType 6.CaseStudy ServiceContractApprovalwithParallelApproval 7.AMETestWorkbench 8.References
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1. 2. 3. 4.

WhatisAME?
1.

WhatisAME? OracleApprovalsManagement(AME)isaselfserviceWebapplicationthatenables youtodefinebusinessrulesgoverningtheprocessforapproving transactionsin OracleapplicationsthathaveintegratedAME.

2.

WhatarethevarioususesofAME? Approvals PORequisition,Expensereport,SalesQuote,ItemApproval,Service ContractApproval,etc.(supportsmorethan180transactiontypes) ESignatures VariousInventory/Mfgtransactions

Release12 PORequisitionAMEApprovalNewFeatures
1. ParallelApprovals:notificationsaresentouttomultiplepeople simultaneouslytospeeduptheapprovalprocess. 2. SupportforViewers:FYIapprovalnotificationsaresenttospecificusers whoseapprovalsarenotrequired. 3. PositionHierarchySupport:ApprovallistsbuiltwithinAMEare generatedbasedonthepositionhierarchy.ThePositionHierarchy methodinAMEhassomedifferenceswhichallowsittomodelnot exactlywithPObasedApprovals 4. PurchaseOrdersarestillNOT integratedwithAME.OnlyRequisitions canuseAMEforapprovalrouting.

PowerofAME SolutionDesignMethodology PurchaseRequisitionApproval.

# 2 General Expense Requisition Requestors Finance Approval if Pre-Approval Prepare is (CC Based) different Requestor Limit > PO Req. Amt NO

AG9 Approver must have authorization to approve CCN O Cost Center Approver Requestors YES Limit > PO Supervisor Req. Amt Approval

Post Approval

FN1 AG13

# 3 Cap Expense Requisition Requestors Finance Approval if Pre-Approval Prepare is (CC Based) different

AG1

YES

AG2

CFO Approval Approver must have authorization to approve CC Approver Limit > PO Req. Amt NO Find Task Managers Supervisor

Verify Requisition Type

FN2

AG13

# 4 Project Requisition (Non- Cap) Finance Pre-Approval (CC Based) Task Manager Approval (If Null Project Manager)

AG1

AG10

AG3

Requestors Approval if Prepare is different

Post Approval

PASS AME Admin Check for multiple req types / FAIL proj./ tasks

FN3

AG13

AG1

AG4

YES

AG2

FN7

# 5 Project Requisition (Cap) Requestors Approval if Prepare is different

Task Manager Approval (If Null Project Manager)

Finance Pre-Approval (CC Based)

CFO Approval

FN4

AG13

AG5
YES Requestor Limit > PO Req. Amt NO Supervisor Approval NO

AG1 AG11
Approver Limit > PO Req. Amt YES

AG3

Submit PO Requisition for Approval

FN6

# 7 Inventory Requisition (Part Based) Requestors Approval if Prepare is different

Plant Manager Approval

AG13

AG7

ConvertingBusinessApprovalFlowtoAMERule
IF
All Conditions are TRUE
AME Admin Check for multiple req types / proj./ tasks Check Req. Type Cap. Project Requestors Approval if Prepare is different

THEN
Requires Approval from
Task Manager Approval (If Null Project Manager) Finance Pre-Approval (CC Based) CFO Approval

FAIL

AG13 FN4

FN7

AG5

AG1

AG3

Reject Send approvaltoAME Admin if requisitionhas lineswithdifferent typesORmultiple projects FNX=Functionusedintheattribute AGX=ApprovalGroup

Ifsomeoneelse entersrequisition onbehalfof requestorthen requestor should firstapproveit.

TaskManageron theprojectshould approve requisition.If projectisnotsetup withtheTask Managerthen approvalshouldgo toProjectManager

AMEImplementationSteps
1. 2. 3. 4. 5. 6. 7. 8. AssignAMEBusinessAnalystRoles GrantAccesstoTransactionTypes CreateAttributes CreateConditions TRANSACTION TYPE CreateApprovalGroups CreateRules RULE(S) SetupProfileOptions UpdatePOApprovalWorkflowforDocument Type ACTION(S) CONDITION(S)

ACTION TYPE(S)

ATTRIBUTE(S)

APPROVAL GROUPS

AssignAMERoletoSetupUser
1. LoginasSYSADMIN 2. NavigatetoUserManagement 3. SearchUser>Update>

GrantAccesstoTransactionTypetoSetupUser
AMErestrictsaccesstotransactiontypesusingDataSecurity. Grantusersaccesstothetransaction types usingtheGrantspage.Setupuseraccessasfollows: a.NavigatetothePersonalHomePage. b.SelectFunctionalAdministratorResponsibility c.FromtheGrantspage,pressontheCreateGrantbutton d.Createagrantwiththefollowinginformation: Name<specifyadescriptivename> GranteeType=SpecificUser Grantee=<TheuserwhodesiresAMEaccess> Object=AMETransactionTypes e.ClickNextandselecttheObjectDataContext DataContextType=AllRows f.ClickNexttodefinetheobjectparametersandSelectSet Set=AMECallingApplications g.ClickNext.Reviewthechangesandthenfinishtheprocess.

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ApprovalsManagementBusinessAnalyst
SelectTransactionType

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CreateAttribute

FN7 Function Returns Y or N

Case Sensitive

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CreateConditions

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CreateApprovalGroups

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AMERuleBuildingBlocks
Attributes Conditions ApprovalGroups

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CreateRules

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SetupProfileOptions
SetupprofileoptionforApplication=PurchasingandProfile= AME:Installedasfollows.

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UpdateDocumentType
PurchasingSuperUser>Setups>Purchasing>DocumentTypes ChangeApprovalTransactionTypetoPURCHASE_REQ.

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BusinessCaseStudy ServiceContracts ApprovalProcesswithParallelApproval

Overview: InR11iinstanceprofileoptionOKC:ContractApprover isusedtodefineapprover.This profileoptionissetupattheresponsibilitylevel.Responsibilityusedtocreateaservice contractdetermineswhogetstoapprovethatservicecontract.Thisprofileoptionwas obsoleted inR12i,insteadAMEmoduleshouldbeusedtodetermineapprovers. KeyBusinessRequirements: NonUSoperatingunits OUoncontractshoulddeterminetheapprover.Theremaybemore thanoneapproversforoneapprovingunit. USoperatingunit Orgforwhichservicecontractiscreatedwilldeterminetheapprover Incaseofmultipleapprovers approvalnotificationshouldbesenttoallapproversin parallel.Servicecontractshouldgetapprovedwhenanyoneapproverapprovesit. IfapproverisnotsetupforanyOU/Orgthennotificationshould gotodefaultapprover. FYINotificationshouldgotosupervisorofpersonwhoentersthecontract.
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ServiceContractApprovalProcessFlow

Notify Supervisor

Find out Approvers Custom Profile XYZ Service Contract Approver Non US_OU

Non US Submit Service Contract for Approval Check Operating Unit US OU

Operating Unit OP1 OP2 OP3 OP4 OP5 OP6 OP7 OP8

Approvers JohnSmith1 JohnSmith2 JohnSmith3&JohnSmith6 JohnSmith4 JohnSmith5 JohnSmith6 JohnSmith7&JohnSmith8 JohnSmith8

Send Approval Notifications to All Approvers

First Responde r Approves Reject

Approve Service Contract Approved End of Approval

Service Contract Status Inactive

Find out Inventory Org

Find Out Approvers Custom Profile XYZ Service Contract Approver US_OU

InventoryOrg XYZ LMN OPQ

Approvers JohnSmith9 JohnSmith10 JohnSmith10&JohnSmith11

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TestWorkbench
TestWorkbench displaystheattributevaluesforthetransaction,approval listsandrulesusedtogeneratetheapprovallist.

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References
1. How To Setup And Use AME For Purchase Requisition Approvals [ID 434143.1] 1. FAQ AME iProcurement In Release 12 [ID 396216.1] 2. 11.5.10 PO: Approval Management Engine - How to Create AME Rules For One Approver [ID 305295.1] 3. Master Reference For AME Based Requisition Approval In R12 [ID 1207863.1] 4. How To Add Viewers (FYI Notification Recipients) In R12 When Using AME [ID 472871.1]

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Questions

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