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PeopleSoft AWE (Approval Workflow Engine) - Part 2

Wednesday, October 31, 2012

Let’s look at one of the AWE Example at higher level and see some of its setups.
Here’s an example of AWE process that comes delivered in the system. When a Time Reporter submits time, the time should be approved by this employee’s Supervisor; The Approval process is setup at Employee TL Workgroup level (not at TRC level).

For the above employee’s workgroup, system will be usin g the Approval Process ID of TLReportedTime (or the Approval Definition ID of TLBySupervisorID).
Also, In the demo system that I will be testing this AWE process, the Email Notification is turned off and only worklist is turned on as shown below :
What this mean is that, only worklists are triggerd when the approval s are routed and the Approver  has to go to the Worklist and pick up the approvals. If the Email Active was also selected, the email notification will also be sent to the Approver.  (there is also one more setup at AWE level for notifications and we assume that the delivered system uses both type of the notifications)
 So Lets Take a look at the Timesheet and submit Time :

If you look at the above screen shot, time is submitted for Friday 05/16 for 8 REG hours. This reported time needs approval;
If you look at the Approval Monitor Link, it looks as shown below :

It shows multiple Approvers. If you look at the Multiple Approvers link, it shows as below:
There are several approvers (17 of them) in the list ,which means that, anyone of the list can be approver and once it is approved, the time can be processed by Time Admin.

Now let’s dig into this AWE Setup and see how it is working and find the Process Flow:
AWE has the What, How, When & Who logic. When the Timesheet is submitted, this is the transaction and this is the “What” part of AWE.  So in AWE, we need to have a Transaction Registry Setup and this identifies how the calling application will interact with AWE;
Now comes the “How” Part which is handled by the Approval Process Definitions: The Approval Process Definition pages allow the functional analyst to define the workflow steps to be executed in order for the transaction to be approved. So with our example, we have KU0016 Employee (Time Reporter) time submission for 05/16 date, and how this should be approved; are there multiple approval levels or just a single level, is there a specific logic involved here? From our example, it is a simple single level approval and there are no multiple levels.
Next is the “When” Part.  There is an Approval Process Configuration page that allows the user to define events that trigger notifications. In our example, the Time Sheet submission should trigger the notification in the form of email or worklist or both.
The last part is the “Who” Part, i.e. who should approve or who would get the notification? This is the User list is which is generated by User Roles, SQL Definitions, PS/Query options and Application Packages. In our Example, we had a PS Query that fetches a list of users who can approve the transaction.
Let’s stop the Part – 2 here and continue with deeper diving in the Part – 3 of AWE. Hope you are following the steps so far. We will take a look at each of the above setups in the next part. See you later.

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