Workflow PWC

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Workflow PWC

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<p>Integrating your Self Service Application Workflow with Microsoft Exchange and other Fun Stuff you could do to make it cool.Muzaffer Lakdawala</p> <p>MISSION CONTROLLaunching your Success</p> <p>Our AgendaWhat is workflow Why you need to know workflow Workflow building blocks</p> <p> Q&amp;A</p> <p>Components. Features. Capabilities. Business problems. Solutions. Workflow migration.</p> <p>Case study: Using workflow to solve business problems.</p> <p>Lessons learned</p> <p> PwC Consulting</p> <p>2</p> <p>What Is Workflow?Oracle Workflow is a complete workflow management system that supports business process definition and automation. Its technology enables automation and continuous improvement to business processes, routing information of any type according to user-defined business rules.</p> <p>Oracle Workflow is part of the Oracle e-business suite, a set of applications, which is designed to transform your business to an iBusiness.</p> <p> PwC Consulting</p> <p>3</p> <p>What Is Workflow?A framework and toolkit for building your processes:Define process flow logic. Route information. Define &amp; validate business rules.</p> <p>Flexible</p> <p>Custom izable Dynamic</p> <p>Integrated</p> <p>Powerful</p> <p> PwC Consulting</p> <p>4</p> <p>Why You Need to Know Workflow</p> <p>With Oracles E-business suite, Workflow becomes the foundation for most Oracle application processes. The success of future Oracle implementations will depend on thoughtful configuration and creative use of workflow features. To implement business processes in Oracle which meet your requirements and are efficient and maintainable. Workflow is powerful and flexible providing opportunities to build optimal processes. BUT these characteristics also introduce complexity that can work against you if not utilized properly.5</p> <p> PwC Consulting</p> <p>Workflow Building BlocksWorkflow is NOT one distinct application.Delivery of robust workflow solutions requires integrating the features, functionality and capabilities of many individual components.</p> <p>Oracle Workflow Components</p> <p>Oracle Workflow Builder</p> <p>System: Mailer</p> <p>Compatible Applications (ex: Microsoft Exchange)</p> <p>Web Application Directory</p> <p> PwC Consulting</p> <p>6</p> <p>Workflow ComponentsWorkflow Definition Loader Workflow Builder</p> <p>Notifications</p> <p>Lookup Types</p> <p>Workflow Background Engine</p> <p>Functions</p> <p>Process</p> <p>PL/SQL Extendibility</p> <p>Attributes</p> <p>Messages</p> <p>Electronic Notifications</p> <p>Monitoring &amp; Administration</p> <p> PwC Consulting</p> <p>7</p> <p>Workflow ComponentsWorkflow Definition LoaderNotifications Lookup Types</p> <p>Workflow Builder</p> <p>Workflow Background Engine</p> <p>Functions</p> <p>Process</p> <p>PL/SQL Extendibility</p> <p>Attributes</p> <p>Messages</p> <p>Electronic Notifications</p> <p>Monitoring &amp; Administration</p> <p> PwC Consulting</p> <p>8</p> <p>Workflow ComponentsWorkflow Definition Loader</p> <p>Workflow BuilderLookup Types</p> <p>Notifications</p> <p>Workflow Background Engine</p> <p>Functions</p> <p>Process</p> <p>PL/SQL Extendibility</p> <p>Attributes</p> <p>Messages</p> <p>Electronic Notifications</p> <p>Monitoring &amp; Administration</p> <p> PwC Consulting</p> <p>9</p> <p>Workflow ComponentsWorkflow Definition Loader Workflow Builder</p> <p>Notifications</p> <p>Lookup Types</p> <p>Workflow Background Engine</p> <p>Functions</p> <p>Process</p> <p>PL/SQL Extendibility</p> <p>Attributes</p> <p>Messages</p> <p>Electronic Notifications</p> <p>Monitoring &amp; Administration</p> <p> PwC Consulting</p> <p>10</p> <p>Workflow ComponentsWorkflow Definition Loader Workflow Builder</p> <p>Notifications</p> <p>Lookup Types</p> <p>Workflow Background Engine</p> <p>Functions</p> <p>Process</p> <p>PL/SQL Extendibility</p> <p>Attributes</p> <p>Messages</p> <p>Electronic Notifications</p> <p>Monitoring &amp; Administration11</p> <p> PwC Consulting</p> <p>Workflow ComponentsWorkflow Definition Loader Workflow Builder</p> <p>Notifications</p> <p>Lookup Types</p> <p>Workflow Background Engine</p> <p>Functions</p> <p>Process</p> <p>PL/SQL Extendibility</p> <p>Attributes</p> <p>Messages</p> <p>Electronic Notifications PwC Consulting12</p> <p>Monitoring &amp; Administration</p> <p>Workflow ComponentsWorkflow Definition Loader Workflow Builder</p> <p>Notifications</p> <p>Lookup Types</p> <p>Workflow Background Engine</p> <p>Functions</p> <p>Process</p> <p>PL/SQL Extendibility</p> <p>Attributes</p> <p>Messages</p> <p>Electronic Notifications</p> <p>Monitoring &amp; Administration</p> <p> PwC Consulting</p> <p>13</p> <p>Workflow ComponentsWorkflow Definition Loader Workflow Builder</p> <p>Notifications</p> <p>Lookup Types</p> <p>Workflow Background Engine</p> <p>Functions</p> <p>Process</p> <p>PL/SQL Extendibility</p> <p>Attributes</p> <p>Messages</p> <p>Electronic Notifications</p> <p>Monitoring &amp; Administration</p> <p> PwC Consulting</p> <p>14</p> <p>Workflow ComponentsWorkflow Definition Loader Workflow Builder</p> <p>Notifications</p> <p>Lookup Types</p> <p>Workflow Background Engine</p> <p>Functions</p> <p>Process</p> <p>PL/SQL Extendibility</p> <p>Attributes</p> <p>Messages</p> <p>Electronic Notifications</p> <p>Monitoring &amp; Administration</p> <p> PwC Consulting</p> <p>15</p> <p>Workflow ComponentsWorkflow Definition Loader Workflow Builder</p> <p>Notifications</p> <p>Lookup Types</p> <p>Workflow Background Engine</p> <p>Functions</p> <p>Process</p> <p>PL/SQL Extendibility</p> <p>Attributes</p> <p>Messages</p> <p>Electronic Notifications</p> <p>Monitoring &amp; Administration</p> <p> PwC Consulting</p> <p>16</p> <p>Workflow ComponentsWorkflow Definition Loader Workflow Builder</p> <p>Notifications</p> <p>Lookup Types</p> <p>Workflow Background Engine</p> <p>Functions</p> <p>Process</p> <p>PL/SQL Extendibility</p> <p>Attributes</p> <p>Messages</p> <p>Electronic Notifications</p> <p>Monitoring &amp; Administration</p> <p> PwC Consulting</p> <p>17</p> <p>Workflow ComponentsWorkflow Definition Loader Workflow Builder</p> <p>Notifications</p> <p>Lookup Types</p> <p>Workflow Background Engine</p> <p>Functions</p> <p>Process</p> <p>PL/SQL Extendibility</p> <p>Attributes</p> <p>Messages</p> <p>Electronic Notifications</p> <p>Monitoring &amp; Administration</p> <p> PwC Consulting</p> <p>18</p> <p>Workflow ComponentsWorkflow Definition Loader Workflow Builder</p> <p>Notifications</p> <p>Lookup Types</p> <p>Workflow Background Engine</p> <p>Functions</p> <p>Process</p> <p>PL/SQL Extendibility</p> <p>Attributes</p> <p>Messages</p> <p>Electronic Notifications</p> <p>Monitoring &amp; Administration</p> <p> PwC Consulting</p> <p>19</p> <p>Workflow ComponentsWorkflow Definition Loader Workflow Builder</p> <p>Notifications</p> <p>Lookup Types</p> <p>Workflow Background Engine</p> <p>Functions</p> <p>Process</p> <p>PL/SQL Extendibility</p> <p>Attributes</p> <p>Messages</p> <p>Electronic Notifications</p> <p>Monitoring &amp; Administration</p> <p> PwC Consulting</p> <p>20</p> <p>What Is Workflow?</p> <p> PwC Consulting</p> <p>21</p> <p>Additional ComponentsThe hidden power of Oracle Workflow is its flexibility to be integrated with additional components to provide extended functionality.</p> <p>We will talk about three key components that were used in our recent solution.</p> <p>Web Application Dictionary System: Mailer</p> <p>Microsoft Exchange</p> <p> PwC Consulting</p> <p>22</p> <p>Web Application Directory ServicesOracle Workflow offers flexibility in defining workflow users and roles.If you are using the version of Oracle Workflow embedded in Oracle Applications, Oracle Workflow directory service views are automatically based on a unified Oracle Applications environment. The unified environment maps over Oracle Human Resources tables, Oracle Application Object Library tables, various Oracle Applications tables, and the WF_LOCAL tables.</p> <p>Unified EnvironmentAOL</p> <p>HR</p> <p>Customers</p> <p>Web Application Dictionary</p> <p>WF_LOCAL</p> <p>Vendors</p> <p> PwC Consulting</p> <p>23</p> <p>Web Application Directory ServicesThe WF_LOCAL tables/views have three key components: WF_LOCAL_USERYou can use this table to define users which are not included in unified Oracle Application Environment.</p> <p>WF_LOCAL_ROLESYou can use this table to define roles which are not included in unified Oracle Application Environment.</p> <p>WF_LOCAL_USER_ROLESThe Wf_Local_User_Roles table is an intersection of the users and roles.</p> <p>These tables define users and roles that are not defined in unified Oracle Application Environment.</p> <p> PwC Consulting</p> <p>24</p> <p>System: MailerOracle provides e-mail templates within System: Mailer workflow, to customize e-mail verbiage. Determines what emails are sent out and in what format.There are 7 templates that Oracle uses for sending out notifications. Open - When expecting a response.Canceled Mail Closed Mail</p> <p>Open FYI - When no response is expected.Summary - Used when user is expecting summary notification. Cancel - Informs previous notifications are canceled. Invalid - Informs users of invalid response. Closed - Informs users of closed notification.Summary Mail Warning Mail Open FYI Mail Open Mail</p> <p>System Mailer Template</p> <p>Invalid Mail</p> <p> PwC Consulting</p> <p>25</p> <p>Microsoft ExchangeOracle Workflow can be integrated with Microsoft Exchange to expand functionality for your workflow solution.Public FoldersPublic folders allow you to collect organize and share information with others on your team or across your organization. Public folders can be used to store any type of files or Outlook items. Public folders have E-mail addresses used to post messages.</p> <p>Why use Public Folders?Public folders can be used as a distribution list or to define your operations staff groups.Public folders can receive Workflow Notifications. Members in these group can be managed outside Oracle Workflow world.</p> <p>Multiple operational staff can access the same folder and move work to their individual work folders.Provides mechanism to distribute work evenly and efficiently.</p> <p> PwC Consulting</p> <p>26</p> <p>ExampleSuggested Folder Structure</p> <p>iExpense Folders</p> <p>Operations operations@us.pwcglobal.com</p> <p>System Admin sysadmin@us.pwcglobal.com</p> <p>Manager manager@us.pwcglobal.com</p> <p>Help Desk helpdesk@us.pwcglobal.com</p> <p>Staff1 Staff2</p> <p>Closed Items</p> <p> PwC Consulting</p> <p>27</p> <p>Case Study: Oracle WorkflowThe following section illustrates how careful workflow design, thoughtful configuration and the creative use of workflow capabilities can help deliver an efficient, controlled, and low cost business process.</p> <p>*The solutions mentioned were developed as part of a recent implementation of Oracle iExpenses for over 10,000 employees at a Global 200 client.</p> <p> PwC Consulting</p> <p>28</p> <p>Case Study: ProblemsFive specific business problems addressed using Workflow:</p> <p> How can operational staff efficiently monitor andcontrol the automated process?</p> <p> How to maintain dynamic business rules withoutconstantly changing code?</p> <p> How to customize workflow to meet operationalneeds without creating maintenance issues?</p> <p> How to organize work among operational staff, toenable quick response and efficient execution? of workflow?</p> <p> How to reduce potentials for errors during migration</p> <p> PwC Consulting</p> <p>29</p> <p>Operational Support Problem #1Transition from a paper based process to eBusiness solution will introduce a number of access and control issues for support staff.</p> <p> PwC Consulting</p> <p>30</p> <p>Operational Support Problem #1</p> <p>Support staff can lose visibility of events in the electronic processes.</p> <p>Automated work processes are efficient, but can leave support staff feeling out of touch with their operation. Staff not immediately aware when a problem occurs.</p> <p>Monitoring and administration of Oracle Workflow process using delivered functionality is not efficient.</p> <p>Difficult to monitor the overall process Navigation through workflow diagram environment can be intimidating for non-technical support personnel. Tracking transactions through workflow is a one by one proposition requiring entry of the expense report number for each single transaction to view its progress</p> <p>Learning curve for support staff - Oracle environment is not always intuitive.31</p> <p> PwC Consulting</p> <p>Solution: Utilize e-mail capabilitiesFully utilized the e-mail capabilities of workflow to send notification messages.Develop clear concise Notification messages Notification to Operational Role Send notifications to specific operational staff responsible to take action</p> <p>Descriptive Notification</p> <p>Electronic Notification Send immediate notifications when any error condition occurs Staff confident that notifications identify conditions to be managed</p> <p>Error Condition</p> <p>Manage By Exception</p> <p>Functional Staff can monitor system via e-mails PwC Consulting32</p> <p>Operational Support Problem #2How can modifications be made to dynamic business rules without changing and migrating workflow processes and custom code?Workflow allows validation of business rules, but rules can change often.</p> <p>Business rules in workflow validation programs need to be added and modified. Constant change and migration of the workflow file and custom codes would be costly and introduce chance for error.</p> <p> PwC Consulting</p> <p>33</p> <p>Operational Support IssuesExamples of business requirements that call for the ability to change business rules and parameters.</p> <p>Complex per diem rules with varying rates and factors. Some Divisions want to require entry of Project numbers, others dont use projects. IRS rule changes, thresholds, receipts not required for certain expense types (lodging, auto mileage, per diems). Rules that change based on new labor agreements, changes to corporate policy. Business rules that apply only for a particular department (viz.: International division had increased receipt requirements for VAT).</p> <p>Business rules by expense type and $ amount.</p> <p> PwC Consulting</p> <p>34</p> <p>Solution: Table driven Custom Business RulesCreate a custom table to define dynamic business rules. Provide a custom form to allow maintenance of the parameters and attributes of the rules.</p> <p>Most business rule changes can be handled by operations staff adding and changing table values.One custom table is used to hold rules for taxation, required field specification, expense thresholds, per diem values etc. Custom business rule validation programs dont need to change every time a business rule is modified.</p> <p>Add one custom procedure to the workflow to handle all rules, instead of customizing delivered packages. Your workflow process performs validations based on the values defined in the table PwC Consulting35</p> <p>Custom Business RulesThe framework of the workflow validation programs were built flexibly to validate different types of business rules using table driven parameters. Typical fields in the table structure might be:Rule_Name: Justification, Receipts, Per Diem. Rule_For: Expense Types. Cost_Centre: Cost Centre for which rule applies. Yes_No_Null: Rule applies if Amex was used or not used. Effective_Start_Date: Start date for the rule. Effective_End_Date: End date for the rule. Value1: Stores Business agreed numeric value. (Ex:Mileage Rate) Value2: Stores IRS allowed numeric value. (Max Per Diem allowance.) Value3: Stores any other numeric value. Description: Plain English meaning for the rule.</p> <p> PwC Consulting</p> <p>36</p> <p>Developing Custom Business ProcessA structured well designed approach is required to effectively implement custom business rulesEnd Date Business Rules</p> <p>Date parameters provides ability for historical tracking and application of date sensitive rules</p> <p>Maintain values in the table</p> <p>Front End Form Custom Business Process</p> <p>PL/SQL for Business Rules Validation</p> <p>Build logic to apply rule</p> <p>Migration strategy</p> <p>Migrate Rules</p> <p>Define Rules as Functions Introduce Functions in Process</p> <p>Build rule valida...</p>