Approvals Management Engine (AME) R12 Functionality & …

1 Approvals Management Engine (AME) R12 Functionality & Case Study24th October 2011 NEOAUGP aresh ShahJay Robinson Company Background In operation since 2002 with consistent year over year growth, privately held Inc 500/5000 list of fastest growing 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 employeesBoston New York Atlanta Germany India21. What is AME/ What are the various uses of AME 2. New features available in R12 3.

2 Power of AME: Case Study PO Requisition Approval/ Methodology4. 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 Type6. Case Study Service Contract Approval with Parallel Approval7. AME Test Workbench8. ReferencesBoston New York Atlanta Germany IndiaApps Associates 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 are the various uses of AME? Approvals PO Requisition, Expense report, Sales Quote, Item Approval, Service Contract Approval, etc.

3 (supports more than 180 transaction types)E Signatures Various Inventory/ Mfg transactionsWhat is AME?41. 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 Approvals4. Purchase Orders are still NOTintegrated with AME. Only Requisitions can use AME for approval 12 PO Requisition AME Approval New Features5 Requestor Limit > PO Req. Amt Submit PO Requisition for Approval# 2 General Expense RequisitionCost Center Requestor s Supervisor ApprovalFinance Pre-Approval (CC Based)Verify Requisition TypeApprover Limit > PO Req.

4 AmtPost ApprovalYESNOYES# 3 Cap Expense RequisitionCFO ApprovalFinance Pre-Approval (CC Based) Task Manager Approval (If Null Project Manager)Finance Pre-Approval(CC Based) Approver Limit > PO Req. AmtPost ApprovalNOFind Task Manager s SupervisorYES# 4 Project Requisition (Non- Cap)# 5 Project Requisition (Cap)CFO ApprovalFinance Pre-Approval (CC Based) YESR equestor Limit > PO Req. Amt Supervisor ApprovalNOApprover Limit > PO Req. AmtPlant Manager ApprovalYESNO# 7 Inventory Requisition (Part Based)NOCheck for multiple req types tasksPASSAME Admin Approver must have authorization to approve CCApprover must have authorization to approve CCFAILTask Manager Approval (If Null Project Manager)Requestor s Approval if Prepare is differentRequestor s Approval if Prepare is differentRequestor s Approval if Prepare is differentRequestor s Approval if Prepare is differentRequestor s Approval if Prepare is differentFN7FN1FN2FN3FN4FN6AG1AG1AG1AG1A G13AG13AG13AG13AG13AG4AG5AG3AG9AG2AG2AG3 AG10AG11AG7 Power of AME Solution Design Methodology Purchase Requisition Approval.

5 6 CFO ApprovalFinance Pre-Approval (CC Based) Check for multiple req types tasksAME Admin FAILTask Manager Approval (If Null Project Manager)Requestor s Approval if Prepare is differentFN7FN4AG1AG13AG5AG3If someone else enters requisition on behalf of requestor then requestorshould first approve Manager on the project should approve requisition. If project is not setup with the Task Manager then approval should go to Project ManagerReject Send approval to AME Adminif requisition has lines with different types OR multiple projectsCheck Req. Type Cap. Project FN X = Function used in the attributeAG X = Approval GroupAll Conditions are TRUER equires Approval fromIFTHENC onverting Business Approval Flow to AME Rule71. Assign AME Business Analyst Roles2. Grant Access to Transaction Types3.

6 Create Attributes4. Create Conditions5. Create Approval Groups6. Create Rules7. Setup Profile Options8. Update PO Approval Workflow for Document Type TRANSACTION TYPERULE(S)ACTION(S)ACTIONTYPE(S)CONDITI ON(S)ATTRIBUTE(S)APPROVAL GROUPSAME Implementation Steps81. Login as SYSADMIN2. Navigate to user Management3. Search user > Update > Assign AME Role to Setup User9 AME restricts access to transaction types using Data users access to the transaction typesusing the Grants page. Set up user access as follows: a. Navigate to the Personal Home Select Functional Administrator Responsibilityc. From the Grants page, press on the Create Grant buttond. 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.

7 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 Applicationsg. Click Next. Review the changes and then finish the process. Grant Access to Transaction Type to Setup User10 Approvals Management Business AnalystSelect Transaction Type11 Create AttributeFN7 Function Returns Y or N Case Sensitive12 Create Conditions13 Create Approval Groups14 AME Rule Building BlocksAttributesConditionsApproval Groups15 Create Rules16 Set up profile option for Application = Purchasing and Profile = AME:Installed as Profile Options17 Purchasing Super user > Setups > Purchasing > Document TypesChange Approval Transaction Type to PURCHASE_REQ .Update Document Type18 Overview:In R11i instance profile option OKC: Contract Approver is used to define approver.

8 Thisprofile option is setup at the responsibility level. Responsibility used to create a servicecontract determines who gets to approve that service contract. This profile option was obsoleted in R12i, instead AME module should be used to determine Business Requirements: Non US operating units OU on contract should determine the approver. There may be morethan 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 Case Study Service Contracts Approval Process with Parallel Approval19 Submit Service Contract for ApprovalSend Approval Notifications to All ApproversCheck Operating UnitNon USEnd of ApprovalUS OUFirst Responder ApprovesApproveService Contract Status Inactive Notify SupervisorRejectFind out Inventory OrgInventory OrgApproversXYZJohn Smith9 LMNJohn Smith10 OPQJohn Smith10 & John Smith 11 Operating UnitApproversOP1 John Smith1OP2 John Smith2OP3 John Smith3&John Smith6OP4 John Smith4OP5 John Smith5OP6 John Smith6OP7 John Smith7&John Smith8OP8 John Smith8 Find Out Approvers Custom Profile XYZ Service Contract Approver US_OU Find out Approvers Custom

9 Profile XYZ Service Contract Approver Non US_OU Service Contract Approved Service Contract Approval Process Flow20 Test Workbenchdisplays the attribute values for the transaction, approval lists and rules used to generate the approval Workbench211. How To Setup And Use AME For Purchase Requisition Approvals [ID ]1. FAQ AME iProcurement In Release 12 [ID ]2. PO: Approval Management Engine - How to Create AME Rules For One Approver [ID ]3. Master Reference For AME Based Requisition Approval In R12 [ID ]4. How To Add Viewers (FYI Notification Recipients) In R12 When Using AME [ID ]References22 Questions2324