Understanding Hierarchies

and How to Set Them Up

This document explains the differences between the Position Hierarchy structure, and the Employee/Supervisor Hierarchy structure, as well as how to set up each of them. This document takes you through each of the forms explaining what needs to be defined, and where to define it. You will find it particularly useful to follow along when setting up a hierarchy yourself, or troubleshooting problems when it doesnt work as you expect.

Login Created Login Created Employee Selected Employee Selected Sys-Admin: security/user/define Sys-Admin: security/user/define

Position Hierarchy
(PO: Setup/Personnel/Position Hierarchies)

Position Hierarchy Position Hierarchy Structure Structure

President President
Employee Record Employee Record Position Assigned Position Assigned PO: Setup/Personnel/Employee PO: Setup/Personnel/Employee

Vice President Vice President

Approval Assignment Form Approval Assignment Form (Creates the tie between (Creates the tie between Approval Group and Position) Approval Group and Position) PO: Setup/Approvals/Approval Groups PO: Setup/Approvals/Approval Groups

If using position hierarchies, If using position hierarchies, The Fill Employee Hierarchy The Fill Employee Hierarchy Request should be run after Request should be run after Each hierarchy adjustment or Each hierarchy adjustment or Change. Change.

Clerk Clerk
Approval Group Approval Group Defines Account Range Defines Account Range Document Totals for which Document Totals for which Employee can Approve. Employee can Approve. PO: Setup/Approval/Approval Group PO: Setup/Approval/Approval Group

By Mike

Login Created Login Created Employee Selected Employee Selected Sys-admin: security/user/define Sys-admin: security/user/define

Job: President Job: President Supervisor: No Supervisor Supervisor: No Supervisor Name: Jane Dough Name: Jane Dough

Employee/Supervisor Employee/Supervisor Hierarchy Hierarchy

Employee Record Employee Record Job Assigned Job Assigned Supervisor Specified Supervisor Specified PO: Setup/Personnel/Employee PO: Setup/Personnel/Employee

Job: Vice President Job: Vice President Supervisor: Jane Dough Supervisor: Jane Dough Name: John Doe Name: John Doe

Approval Assignment Form Approval Assignment Form (Creates the tie between (Creates the tie between Approval Group and Position) Approval Group and Position)

Job: PO Clerk Job: PO Clerk Supervisor: John Doe Supervisor: John Doe Name: Terry Green Name: Terry Green

Approval Group Approval Group Defines Account Range Defines Account Range Document Totals for which Document Totals for which Employee can Approve. Employee can Approve.

When Employee/Supervisor Hierarchy is used, there is no need to run the Fill Employee Hierarchy report When Employee/Supervisor Hierarchy is used, there is no need to run the Fill Employee Hierarchy report In Purchasing as the employee/supervisor relationship builds the tie between each employee. In Purchasing as the employee/supervisor relationship builds the tie between each employee. **Notice the same logic is used when verifying the approval authority, the only difference is the job **Notice the same logic is used when verifying the approval authority, the only difference is the job Is assigned an approval group, whereas when you use positions, the position is assigned an Approval Group. Is assigned an approval group, whereas when you use positions, the position is assigned an Approval Group.

1.

Setup of Approval Hierarchies - Position

Using Approval Groups (Setup/Organizations/Financial Options: Human Resources Alternative) This is where the choice is made. If the box is checked, Hierarchies are being used.

President President

Setup/Approvals/Approval Assignments

Vice President Vice President

APPROVAL ASSIGNMENTS APPROVAL ASSIGNMENTS Position: Vice President Position: Vice President Document Type: Standard PO Document Type: Standard PO Approval Group: Executive Approval Group: Executive

Setup/Approvals/Approval Groups

Director Director

APPROVAL GROUP APPROVAL GROUP Vice President Approval Group Vice President Approval Group Include: Accounts 0000.1111.2222.33333 Include: Accounts 0000.1111.2222.33333 Document Total: $2,000 Document Total: $2,000

Clerk Clerk
Position Hierarchy

1. The vice president position creates Purchase Order for $4,000. 1. The vice president position creates a a Purchase Order for $4,000. 2. When attempting to approve the Purchase Order, the system will look at which 2. When attempting to approve the Purchase Order, the system will look at which Approval Group assigned to the position. Approval Group isis assigned to the position. 3. Once the Approval Group located, the rules will then be considered one 3. Once the Approval Group isis located, the rules will then be considered one at time, from first to last. at a a time, from first to last. 4. If all rules are satisfied, the Purchase Order will move to Approve Status. 4. If all rules are satisfied, the Purchase Order will move to Approve Status. IfIf a rule cannot be satisfied, the Purchase Order will need to be forwarded a rule cannot be satisfied, the Purchase Order will need to be forwarded to the next position in the Hierarchy. Whoever is assigned to that position will to the next position in the Hierarchy. Whoever is assigned to that position will then need to take action on the Purchase Order. then need to take action on the Purchase Order. 5. Notice in the test case above The document total is set to $2,000 for the rule 5. Notice in the test case above - - The document total is set to $2,000 for the rule in the Approval Group window, this means the Purchase Order Example would in the Approval Group window, this means the Purchase Order Example would need to be forwarded to the President for Approval. need to be forwarded to the President for Approval.

2.

Setup of Employee/Supervisor Approval Process

Using Approval Groups (Setup/Organizations/Financial Options: Human Resources Alternative) This is where the choice is made. If the box is un-checked, Hierarchies are NOT being used.
The Hierarchy is built based on the employee/supervisor relationship.
Job: President Job: President Employee: Julie Ross Employee: Julie Ross

Setup/Approvals/Approval Assignments Job: Vice President Job: Vice President Employee:Joe Smith Employee:Joe Smith Supervisor: Julie Ross Supervisor: Julie Ross

APPROVAL ASSIGNMENTS APPROVAL ASSIGNMENTS Job: Vice President Job: Vice President Document Type: Standard PO Document Type: Standard PO Approval Group: Executive Approval Group: Executive

Setup/Approvals/Approval Groups

Job: Senior Clerk Job: Senior Clerk Employee: Jane Dough Employee: Jane Dough Supervisor: Joe Smith Supervisor: Joe Smith

APPROVAL GROUP - Executive APPROVAL GROUP - Executive Vice President Approval Group Vice President Approval Group Include: Accounts 0000.1111.2222.33333 Include: Accounts 0000.1111.2222.33333 Document Total: $2,000 Document Total: $2,000

Job: Clerk Job: Clerk Employee: Bill Smith Employee: Bill Smith Supervisor: Jane Dough Supervisor: Jane Dough

1. using Employee/Supervisor - Every Employee should be assigned a Supervisor. 1. IfIf using Employee/Supervisor - Every Employee should be assigned a Supervisor. Within Human Resources Responsibility (New Hire: Assignments) Within Human Resources Responsibility - - (New Hire: Assignments) 2. The job forwhich the employee isis assigned to determines which Approval Group is called. 2. The job for which the employee assigned to determines which Approval Group is called. 3. In the above scenario, Joe creates Standard Purchase Order for $4,000. When going to approve the PO, 3. In the above scenario, Joe creates a a Standard Purchase Order for $4,000. When going to approve the PO, the system will look to what Approval Group has been assigned to the Job which Joe holding - Vice the system will look to what Approval Group has been assigned to the Job which Joe isis holding - Vice President in the above example. President in the above example. 4. Once the Approval Group known, the rules must then be considered. all rules can be satisfied, the 4. Once the Approval Group isis known, the rules must then be considered.IfIf all rules can be satisfied, the Purchase Order would then move to Approve status. In the above example Joe assigned to the Vice Purchase Order would then move to Approve status. In the above example Joe isis assigned to the Vice President Job which has rule of $2,000 dollars as document total limit. President Job which has a a rule of $2,000 dollars as document total limit. 5. Because of this rule, the documentwill need to be forwarded to whoever has been assigned as Joes 5. Because of this rule, the document will need to be forwarded to whoever has been assigned as Joes Supervisor. Julie Ross the supervisor in the test case above and would be next in line for the document. Supervisor. Julie Ross isis the supervisor in the test case above and would be next in line for the document.

3.

1. Are Approval Hierarchies being used? 1. Are Approval Hierarchies being used?

1. If this box is checked, Approval Hierarchies are being used. If it is not checked, Employee Supervisor Relationship is being used.

2. If Employee/Supervisor is being used what job is the employee assigned to? 2. If Employee/Supervisor is being used --what job is the employee assigned to? If using Position Hierarchies, what position is the employee assigned to? If using Position Hierarchies, what position is the employee assigned to?
HR Shared Install Query up the employee by name, Choose the More Button Choose Assignment information: Job or Position - whichever applies. Alternative Region - Assignment

PO Super User: Setup/personnel/Employees

From within Oracle Human Resources Required if HR is fully installed.

4.

HR: People/Enter and Maintain

Perform a Find on the person in question Choose the Assignment Button from the bottom of the form.

Take note of the Position (Approval Hierarchies) or Job (Employee/Supervisor).

5.

3. Now that the position (Approval Hierarchies) or job (employee supervisor) is known, it 3. Now that the position (Approval Hierarchies) or job (employee supervisor) is known, it is necessary to find out what Approval Group is assigned to the document type. is necessary to find out what Approval Group is assigned to the document type.

Setup/Personnel/approval Assignments

Choose the job or position

1. Notice Jobs being selected, this immediately is an identifier 1. Notice Jobs isis being selected, this immediately is an identifier that employee/supervisor relationships are being used. that employee/supervisor relationships are being used. 2. Upon querying the job, you will see that there are 8 document 2. Upon querying the job, you will see that there are 8 document types which can be assigned approval groups as necessary. types which can be assigned approval groups as necessary. 3. This means is possible to assign approval groups for different 3. This means itit is possible to assign approval groups for different approval limits for the various document types. approval limits for the various document types. 4. For this example, have assigned the Approval Group 4. For this example, I I have assigned the Approval Group Executive to all document types. Executive to all document types.

6.

4. It is now necessary to see the different rules which are assigned to the Approval Groups. 4. It is now necessary to see the different rules which are assigned to the Approval Groups.

1. Executive Approval Group 1. Executive Approval Group Document Total Infinite amount limit Document Total - - Infinite amount limit 2. Account Range - Include - all account ranges. 2. Account Range - Include - all account ranges. 3. This means that since this approval group 3. This means that since this approval group isis a. assigned to all document types a. assigned to all document types b. for infinite amount of money b. isis for infinite amount of money c. covers all account ranges c. covers all account ranges All Document Types assigned to this approval All Document Types assigned to this approval group will have no control limits. group will have no control limits. Because of this, there limited chance that any Because of this, there isis limited chance that any document type assigned (Approval Assignments) document type assigned (Approval Assignments) to this approval group will require forwarding. to this approval group will require forwarding.

* By Default Accounts are excluded. * You have to include an account range for the approver. If no account range is specified all accounts will be excluded.

5. Where does the forwarding method fit in? 5. Where does the forwarding method fit in?

7.

1. The forwarding method is set under document types. 1. The forwarding method is set under document types. 2. It is set individually for Document Types. 2. It is set individually for Document Types. 3. The Standard Purchase Order is being used for our example. 3. The Standard Purchase Order is being used for our example. 4. Notice Direct is being used. 4. Notice Direct is being used.

Direct or Hierarchy forwarding method can be used with either Approval Hierarchies or Direct or Hierarchy forwarding method can be used with either Approval Hierarchies or Employee Supervisor. Below example is in regards to employee/supervisor setup. Employee Supervisor. Below example is in regards to employee/supervisor setup.
Scenario: A Purchase Order is created for $10,000. The approval groups have been assigned to each Job for the values seen next to the word Approve. The Purchase Order was created by Sally Smith. When using the Direct method for forwarding, the Purchase Order, it will be forwarded to the next Supervisor in line who has the Approval Authority - in this case Julie Ross would be the first person to get the document after Sally Smith submitted for approval. If using Hierarchy method, all will see it.

8.

Direct Forwarding Method:

Job: President Employee: Julie Ross Approves: 1,000,000

Hierarchy Forwarding Method:

Approved

1. The Purchase Order would be sent immediately up the chain based on the supervisors assigned to each employee.

Job: Vice President Employee:Joe Smith Approves: $8,000 Supervisor: Julie Ross

Future Route

1. The Purchase Order would be forwarded to the next person based on the supervisor. *Notice the future path once everyone has their hands in the approval process.

Job:Director Employee: Jane Dough Approves: $6,000 Supervisor: Joe Smith

Current Route

Job: Clerk Employee: Sally Smith Approves: $4,000 Supervisor: Jane Dough **Whether Positions Hierarchies of Employee/Supervisor Relationship is used - the scenario above applies. ** If the employee supervisor approval method is being used, the direct forwarding method should not be used.

Creating a Position Hierarchy 1 2 3 6

Enter Hierarchy Name Save Enter the From Date Save Click in the POSITION field and query the position you would like to be your Top position. After the Position is selected Press the Down Key This position is now your top position. Your cursor will now be in the subordinate region, choose the position to go under the top position. Again hit the Blue Down Arrow You will now see the Subordinate position shift to where the Top Position was located (next page)

In this example, the top position for this hierarchy is going to be VP310.Vice President. The immediate Subordinate will be 410.Senior Manager. Please see next page as it shows what the outcome is after Pushing the blue down arrow after entering the 410.Senior Manager.

Creating a Position Hierarchy Cont. Creating a Position Hierarchy Cont.

Notice that the 410.Senior Manager has shifted upward. Add a new Position and hit the DOWN blue arrow and you will see the newly created position slide upward to the position section of the form. It is possible to branch out positions by simply assigning two positions underneath a single position. Then from either position you can choose the Down Arrow, creating a branch off of that position.

In release 11.0, when attempting to Approve Purchase Order, the system is going to first look to the Default Hierarchy In release 11.0, when attempting to Approve aa Purchase Order, the system is going to first look to the Default Hierarchy In the Purchasing Options. If the user part of this hierarchy, the Purchase Order will be forwarded on based on the In the Purchasing Options. If the user isis part of this hierarchy, the Purchase Order will be forwarded on based on the Next position in the Hierarchy. If for some reason the Approving person not part of the Approval Hierarchy and does Next position in the Hierarchy. If for some reason the Approving person isis not part of the Approval Hierarchy and does Have Authority, then the Document will still remain Incomplete. It not until the user Chooses the Forward To on the Have Authority, then the Document will still remain Incomplete. It isis not until the user Chooses the Forward To on the Approval screen that the document will begin to move forward through the Approval Hierarchy. In 10.7, the user would Approval screen that the document will begin to move forward through the Approval Hierarchy. In 10.7, the user would Be warned that they do not have approval authority and would need to forward the document, in release 11.0 with the Be warned that they do not have approval authority and would need to forward the document, in release 11.0 with the Introduction of Workflow, this functionality has been removed. Introduction of Workflow, this functionality has been removed.

Notifications in Oracle Purchasing Notifications in Oracle Purchasing

The Forward Button used to move from one users notifications que to another users que. There no action recorded in the The Forward Button isis used to move from one users notifications que to another users que.There isis no action recorded in the Purchase Order/Requisition History. It simply moving this notification from one users notification que to another. It should Purchase Order/Requisition History. It isis simply moving this notification from one users notification que to another.It should Also be noted that User 1 forwards the notification to user 2, the approval group rules from user 1 are still in fact used when Also be noted that ifif User 1 forwards the notification to user 2, the approval group rules from user 1 are still in fact used when The approval initiated. The approval isis initiated.

The Respond button the button of action. The respond button what should be used to Approve the document or forward The Respond button isis the button of action.The respond button isis what should be used to Approve the document or forward The document this is the action which the user would like to complete. It not possible to enter a Forward To employee The document ifif this is the action which the user would like to complete.It isis not possible to enter a Forward To employee And commit the action without also putting in User Approve Action. Just because the user chooses Approve as an action And commit the action without also putting in aa User Approve Action.Just because the user chooses Approve as an action Does not mean that the document will in fact be approved. If the position/job for which this employee assigned to has approval Does not mean that the document will in fact be approved. If the position/job for which this employee isis assigned to has approval Authority, then yes, the document will be approved, otherwise will move up the position hierarchy or to the next supervisor Authority, then yes, the document will be approved, otherwise itit will move up the position hierarchy or to the next supervisor In line depending on whether or not the system using position hierarchies. In line depending on whether or not the system isis using position hierarchies.

If user chooses the Respond button and enters a position as a Forward To then the notification will not go anywhere and If aa user chooses the Respond button and enters a position as a Forward Tothen the notification will not go anywhere and The document will remain in the initial status upon entering this form. It necessary to enter an employee name in order for The document will remain in the initial status upon entering this form. It isis necessary to enter an employee name in order for The functionality of Respond to take place. The functionality of Respond to take place.

If the user chooses to Open the notification then same two options are available Forward or Respond. In this case, the If the user chooses to Open the notification then same two options are available Forward or Respond.In this case, ifif the User chooses the Forward button, will again only forward the notification, no action taken and no update to the PO Action User chooses the Forward button, itit will again only forward the notification, no action taken and no update to the PO Action History. Choosing Respond offers ACTION choices and should be used to move the Purchase Order/Requisition through History. Choosing Respond offers ACTION choices and should be used to move the Purchase Order/Requisition through The approval process. Finally, the Open Document button which appears within the notification can be used to spawn the The approval process. Finally, the Open Document button which appears within the notification can be used to spawn the Enter Purchase Order/Requisition form which can then be used to take the appropriate approval actions. Enter Purchase Order/Requisition form which can then be used to take the appropriate approval actions.

Web Notifications Web Notifications

Send Notifications for Purchasing Documents Send Notifications for Purchasing Documents
The workflow process, Send Notifications for Purchasing Documents, looks for documents that are incomplete, rejected, The workflow process, Send Notifications for Purchasing Documents, looks for documents that are incomplete, rejected, or in need of reapproval and sends notifications to the appropriate people of the document's status. You can view and or in need of reapproval and sends notifications to the appropriate people of the document's status. You can view and respond to these notifications through the Notifications Summary window. In order for these notifications to be sent, respond to these notifications through the Notifications Summary window. In order for these notifications to be sent, you need to start this concurrent program process, Send Notifications for Purchasing Documents, and choose how frequently you need to start this concurrent program process, Send Notifications for Purchasing Documents, and choose how frequently you want the process to run. (The workflow definition itself, Send Notifications for Purchasing Documents, which initiated you want the process to run. (The workflow definition itself, Send Notifications for Purchasing Documents, which isis initiated by this concurrent program process, viewable through the Oracle Workflow Builder.) by this concurrent program process, isis viewable through the Oracle Workflow Builder.) Example Create a document Leave it Incomplete a notification will not be sent to you until this report is run Example Create a document Leave it Incomplete a notification will not be sent to you until this report is run Follow-up Notifications There is a timeout feature in workflow that looks at the age of the Notifications in the users que, if Follow-up Notifications There is a timeout feature in workflow that looks at the age of the Notifications in the users que, if No action has been taken against these notifications for that specific period, reminder notification will be sent No action has been taken against these notifications for that specific period, aa reminder notification will be sent Most notifications are sent via the main workflow approval process. This process for follow up notifications or other Most notifications are sent via the main workflow approval process. This process isis for follow up notifications or other Notifications whose creation not dependent on the main approval process for requisitions or purchase orders. Notifications whose creation isis not dependent on the main approval process for requisitions or purchase orders.