Approvals Management Engine (AME) R12

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
2
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.
5
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
FN4
CFO
Approval
# 4 Project Requisition (Non- Cap)
Requestor’s
Approval if
Prepare is
different
AME
Admin Check for
multiple
req types /
FAIL
proj./
tasks
FN7
AG13
Post Approval
AG2
YES
# 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
7
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 <specify a descriptive name>
•Grantee Type = Specific User •Grantee = <The user who desires AME access> •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. 10
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.
17
Update Document Type
Purchasing Super User > Setups > Purchasing > Document Types
Change Approval Transaction Type to ‘PURCHASE_REQ’.
18
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
20
Test Workbench
Test Workbench displays the attribute values for the transaction, approval lists and rules used to generate the approval list.
21
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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