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Approvals Management Engine (AME) R12 Functionality & Case Study Paresh Shah Jay Robinson 24th October 2011 NEOAUG
Company Background Boston ■ New York ■ Atlanta ■ Germany ■ India
• In operation since 2002 with consistent year‐over‐year growth, privately held Inc 500/5000 list of fastest growing U.S. companies • Offices in USA – MA (HQ), New York, Atlanta, Germany and India Over 400 employees with strong local presence • Core Specializations: E‐Business Suite, Business Intelligence / Enterprise Performance Management, Fusion Middleware, Infrastructure Services, Education Services • Founded by former Oracle Consulting Service employees
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Apps Associates LLC
Boston ■ New York ■ Atlanta ■ Germany ■ India
Agenda 1. 2. 3. 4.
What is AME/ What are the various uses of AME New features available in R12 Power of AME: Case Study PO Requisition Approval/ Methodology AME Implementation Steps: Assign Role to Setup User Grant Access to Transaction Type to Setup User Create Attributes Create Conditions Create Approval Groups Create Rules Setup Profile Options Update PO Requisitions Document Type 6. Case Study – Service Contract Approval with Parallel Approval 7. AME Test Workbench 8. References 3
What is AME? 1.
What is AME? Oracle Approvals Management (AME) is a self‐service Web application that enables you to define business rules governing the process for approving transactions in Oracle applications that have integrated AME.
2.
What are the various uses of AME? Approvals – PO Requisition, Expense report, Sales Quote, Item Approval, Service Contract Approval, etc. (supports more than 180 transaction types) E‐Signatures – Various Inventory/ Mfg transactions
4
Release 12 – PO Requisition AME Approval New Features 1. Parallel Approvals: notifications are sent out to multiple people simultaneously to speed up the approval process. 2. Support for Viewers: FYI approval notifications are sent to specific users whose approvals are not required. 3. Position Hierarchy Support: Approval lists built within AME are generated based on the position hierarchy. The Position Hierarchy method in AME has some differences which allows it to model not exactly with PO‐based Approvals 4. Purchase Orders are still NOT integrated with AME. Only Requisitions can use AME for approval routing.
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Power of AME – Solution Design Methodology Purchase Requisition Approval . # 2 General Expense Requisition Requestor’s Finance Approval if Pre-Approval Prepare is (CC Based) different
FN1 AG13
Requestor Limit > PO Req. Amt
AG1
PASS
FN2
FN3
AG1
AG13
Task Manager Approval (If Null – Project Manager)
AG1
AG4
Submit PO Requisition for Approval
FN6
AG13
# 7 Inventory Requisition (Part Based) Requestor’s Approval if Prepare is different
AG13
Approver Limit > PO Req. Amt
NO
Find Task Manager’s Supervisor
Post Approval
AG2
YES
Task Manager Approval (If Null – Project Manager)
AG5 YES Requestor Limit > PO Req. Amt
AG3
AG10
Approver must have authorization to approve CC
Finance Pre-Approval (CC Based)
# 5 Project Requisition (Cap) Requestor’s Approval if Prepare is different
# 3 Cap Expense Requisition Requestor’s Finance Approval if Pre-Approval Prepare is (CC Based) different
Verify Requisition Type
NO
AG9 Approver must have authorization to approve CCN O Cost Center Approver Requestor’s YES Limit > PO Supervisor Req. Amt Approval
NO NO
Supervisor Approval
Finance Pre-Approval (CC Based)
CFO Approval
AG1
AG3 AG11
Approver Limit > PO Req. Amt
YES
Plant Manager Approval
AG7
6
Converting Business Approval Flow to AME Rule IF
THEN Requires Approval from
All Conditions are TRUE AME Admin
FAIL
Check for multiple req types / proj./ tasks
FN7
Check Req. Type Cap. Project
Requestor’s Approval if Prepare is different
Task Manager Approval (If Null – Project Manager)
Finance Pre-Approval (CC Based)
CFO Approval
AG13
AG5
AG1
AG3
FN4
Reject ‐ Send approval to AME Admin if requisition has lines with different types OR multiple projects FN X = Function used in the attribute AG X = Approval Group
If someone else enters requisition on behalf of requestor then requestor should first approve it.
Task Manager on the project should approve requisition. If project is not setup with the Task Manager then approval should go to Project Manager
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AME Implementation Steps 1. 2. 3. 4. 5. 6. 7. 8.
Assign AME Business Analyst Roles Grant Access to Transaction Types Create Attributes Create Conditions TRANSACTION TYPE Create Approval Groups Create Rules RULE(S) Setup Profile Options Update PO Approval Workflow for Document Type ACTION(S) CONDITION(S)
ATTRIBUTE(S)
ACTION TYPE(S)
APPROVAL GROUPS
8
Assign AME Role to Setup User 1. Login as SYSADMIN 2. Navigate to User Management 3. Search User > Update >
9
Grant Access to Transaction Type to Setup User AME restricts access to transaction types using Data Security. Grant users access to the transaction types using the Grants page. Set up user access as follows: a. Navigate to the Personal Home Page. b. Select Functional Administrator Responsibility c. From the Grants page, press on the Create Grant button d. Create a grant with the following information: •Name •Grantee Type = Specific User •Grantee = •Object = AME Transaction Types e. Click Next and select the Object Data Context •Data Context Type = All Rows f. Click Next to define the object parameters and Select Set •Set = AME Calling Applications g. Click Next. Review the changes and then finish the process.
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Approvals Management Business Analyst Select Transaction Type
11
Create Attribute
FN7 – Function Returns
Case Sensitive
‘Y’ or ‘N’
12
Create Conditions
13
Create Approval Groups
14
AME Rule Building Blocks Attributes
Conditions
Approval Groups
15
Create Rules
16
Setup Profile Options Set up profile option for Application = Purchasing and Profile = AME:Installed as follows.
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Update Document Type Purchasing Super User > Setups > Purchasing > Document Types Change Approval Transaction Type to ‘PURCHASE_REQ’.
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Business Case Study – Service Contracts Approval Process with Parallel Approval Overview: In R11i instance profile option ‘OKC: Contract Approver’ is used to define approver. This profile option is setup at the responsibility level. Responsibility used to create a service contract determines who gets to approve that service contract. This profile option was obsoleted in R12i, instead AME module should be used to determine approvers. Key Business Requirements: • •
Non US operating units – OU on contract should determine the approver. There may be more than one approvers for one approving unit. US operating unit – Org for which service contract is created will determine the approver
•
In case of multiple approvers – approval notification should be sent to all approvers in parallel. Service contract should get approved when any one approver approves it.
•
If approver is not setup for any OU/Org then notification should go to default approver.
•
FYI Notification should go to supervisor of person who enters the contract. 19
Service Contract Approval Process Flow
Find out Approvers –Custom Profile “XYZ Service Contract Approver Non US_OU”
Notify Supervisor
Non US Submit Service Contract for Approval
Check Operating Unit US OU
Operating Unit OP1 OP2 OP3 OP4 OP5 OP6 OP7 OP8
Approvers John Smith1 John Smith2 John Smith3&John Smith6 John Smith4 John Smith5 John Smith6 John Smith7&John Smith8 John Smith8
Find out Inventory Org
Inventory Org XYZ LMN OPQ
Send Approval Notifications to All Approvers
First Responde r Approves
Approve Service Contract Approved
End of Approval
Reject
Service Contract Status ‘Inactive’
Find Out Approvers – Custom Profile “XYZ Service Contract Approver US_OU”
Approvers John Smith9 John Smith10 John Smith10 & John Smith 11
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Test Workbench Test Workbench displays the attribute values for the transaction, approval lists and rules used to generate the approval list.
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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]
