Requisition Approval using AME

An Oracle White Paper March 2008

Requisition Approval using AME

Introduction ....................................................................................................... 4 Requisition Approval Process in AME.......................................................... 5 Approval Routing Chooser in Requisition Approval Workflow: ..... 6 AME Approval List Routing: ................................................................. 6 What AME Does and Does not do? .............................................................. 8 What AME Does?......................................................................................... 8 What AME Does Not Do? ......................................................................... 8 Setup in Core Purchasing:................................................................................ 9 AME-A Concepts............................................................................................ 10 AME- B Concepts........................................................................................... 10 OAF Approach: .......................................................................................... 10 Administrator Dashboard: .................................................................... 10 Business Analyst Dashboard: ............................................................... 11 Functional Components:................................................................................ 12 Transaction Type: ....................................................................................... 13 Attributes: .................................................................................................... 14 Conditions:................................................................................................... 15 Actions:......................................................................................................... 16 Pre-defined Action Types ..................................................................... 16 Approver Group: ........................................................................................ 17 Approver Lists:............................................................................................ 17 Rules: ............................................................................................................ 19 Item Class:.................................................................................................... 22 Configuration Variables: ............................................................................ 23 General Configuration Variables: ............................................................. 23 Parallelization Concepts: ................................................................................ 24 Voting Methods/Regimes: ........................................................................ 24 Serial ......................................................................................................... 24 Consensus................................................................................................ 24 First Responder Wins ............................................................................ 24 Order-Number ....................................................................................... 25 Diagnostics: ...................................................................................................... 25 AME in R12: .................................................................................................... 25 References : ...................................................................................................... 26 Test Case Scenario (Demo in Viewlets):...................................................... 26 Employee : ................................................................................................... 26 Attribute : ..................................................................................................... 26

Requisition Approval using AME

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............................................................................................................ 27 Acknowledgement.............................................................................. 27 Rule: ......Condition : ....................................................................................................... 28 Requisition Approval using AME Page 3 ......

5. However in R12 Position Hierarchy is supported. Oracle Approvals Management (AME) is available for Purchasing and iProcurement from Family Pack 'J' (11.INTRODUCTION AME provides a central business rules repository and a common execution engine. to manage approvals for the business processes delivered within the Oracle eBusiness Suite.2 is. improves audit and accountability • • • • Requisition Approval using AME Page 4 .10) onwards.10. integrated with Oracle Workflow. Current limitation in 11. AME is integrated only with Purchasing Requisitions when using Employee/Supervisor relationships. FEATURES • • Provide accountability and integrity .5.for key business transactions Enable a consistent method of approval policy definition across the whole of the eBusiness suite Allow customer to define comprehensive approval policies without resorting to code Rules engine able to handle organizational structure changes as they occur in the approval flow Approval rules can be dated and prioritized to reflect changes in organizational requirements Centralize storage of approval policies. AME does not support Position Hierarchies nor Purchase Order Approvals workflow at this time.

Reject or Return. Requisition gets Approved). AME engine will evaluate the applicable rules and generates an approver list. If AME is used for approval. Approvers can Approve. REQAPPRV workflow checks whether AME is used for Approval or normal approval process is used. A notification now goes to the next approver. It also returns the next approver. a call is made from the workflow to AME Engine.e.REQUISITION APPROVAL PROCESS IN AME Requestor creats a Requisition and submits it for Approval. Requisition Approval using AME Page 5 . REQAPPRV workflow repeats this process until no more approvers are found (i.

There are two routes AME Approval list route or normal Approval list route. AME Approval List Routing: Requisition Approval using AME Page 6 .Approval Routing Chooser in Requisition Approval Workflow: This process in Requisition Approval Workflow is used to choose the route it has to follow to get the approvers.

GET_NEXT_APPROVER This function generates the list of approvers and from that it gets the next approver to whom Notification is to be sent.pls Package PO_APPROVALLIST_S1 in file: POXAPL1B. The function called here is “Get Next Approver Using AME”.pkb) Package AME_ENGINE in file: ameeengi. Function: POR_AME_APPROVAL_LIST_WF1S. Package POR_AME_APPROVAL_LIST_WF1S in file: POXAME1B. the PL/SQL calls again go to AME API's to update the approver list and return the next approver. The calling application notifies next approver.pls Package REQAPPROVAL_INIT1 in file: POXWPA1B. Reject or Return and sends response to AME. Most of the processing between iProcurement and AME is done in PL/SQL package POR_AME_APPROVAL_LIST_WF1S (file: POXAME1B.pls). It then returns the next approver.The calling application (Requisition Approval) calls AME from Workflow to get next approver. To retrieve the next approver.x) Package AME_API in file: ameeapin.The calling application repeats these steps until no more approvers are found. after validation and initial processing. The calling application deals with approver’s response Approve.pkb (and later ameeapi2.pkb Workflow REQAPPRV in file: poxwfrqa. The results (or 'No Approver Found' warning) are returned. AME evaluates applicable rules and generates an approver list.pls Package POR_AME_APPROVAL_LIST in file: POXAPL2B. When workflow responses are processed. for onward processing. and placed into the workflow attributes.wft Requisition Approval using AME Page 7 . Firstly the Requisition Approval workflow (REQAPPRV) validates the setup for this document type / sub-type (AME_TRANSACTION_TYPE from table PO_DOCUMENT_TYPES) and sets the workflow attribute (IS_AME_APPROVAL) accordingly. the workflow makes a call to procurement PL/SQL procedure.pls (Release 12. which in turn makes a call to AME (using API getNextApprover) to find the right values.pls Package PO_AME_SETUP_PVT in file: POXAMESB.

FYI Notifications) What AME Does Not Do? • Decide what AME functionality products choose to implement (eg Parallel Approvals.WHAT AME DOES AND DOES NOT DO? What AME Does? • • • • • Provides API’s for products to interface with Accepts a Transaction ID and Transaction Type Generates a List of Approvers based on the defined Rules and Setup Returns the WF Role and reference for the next approver Provides various functionality which products can choose to implement (eg Parallel Approvals. FYI Notifications) Sending and receiving of notifications • Requisition Approval using AME Page 8 .

the value is “PURCHASE_REQ” For Internal Requisition. AME will not be used for approvals. the value is “INTERNAL_REQ” These are seeded values defined in the table “ame_calling_apps”. Requisition Approval using AME Page 9 . For Purchase Requisition. then Requisition will use AME for approvals.SETUP IN CORE PURCHASING: If Approval transaction type is given a value. If Approval transaction type is Blank.

Transaction types are defined within this screen and represent whole business flows to which approval rules can be attached. AME-A provides a single web page for administration and setup. These flows may represent an overall process such as iExpenses or can be more granular where it defines sub flows within an overall process.AME-A CONCEPTS AME-A is the first version on AME. Conditions. AME. Administrator Dashboard: This is for Administrator. that require integration to AME. For this release the admin dashboard more or less mimics the features of the Admin Tab in the old UI but with the addition of the AME Setup Diagnostic report. Rules. Typically the Oracle application teams. • • Administrator Dashboard. This dashboard allows the administrator to modify the runtime characteristics of AME as well as review error logs and define new transaction types. Groups. One for Business Analyst and another for Administrator. define the transaction type and not the customer. There are seven tabs in the Approvals Management page. So. Users have to select the transaction type and proceed with either setup or testing or administration. Previously the user required apps account privileges to obtain this report. Test and Admin. Business Analyst Dashboard.These will be covered later on in the whitepaper document. Actions. Requisition Approval using AME Page 10 . both the AME Business Analyst and Administrator will have the rights to use the same responsibility. These are role based. They are Attributes.B CONCEPTS OAF Approach: There are two entry points to AME.

the person typically tasked with interpreting an organization approval policy and entering and maintaining them within AME. A content container is provided container detailing these main grouping as well as providing launch points to the various AME objects they interact with. Recently touched transaction types to which the user has access to are displayed within the dashboard as well as rules that have been modified. are due to come into effect or expire. Requisition Approval using AME Page 11 . Rules and Test.Business Analyst Dashboard: This is for Business Analyst. Setup. This dashboard is aimed toward the business analyst. The process steps are split into three main groupings.

FUNCTIONAL COMPONENTS: • • • • • • Transaction Type Attributes Condition Action Approver Group Rules Requisition Approval using AME Page 12 . would define the objects that are required before approval rules can be created.Within setup the user / Oracle Dev teams.

For example. SSHR flow like changing a Manager of an Employee. Creation or Updating of an Vacancy. Transaction Types are seed by the individual Product Teams.Transaction Type: Transaction Type is the root entity under which all the approval policies and related setup for a particular transaction flow are grouped together. Requisition Approval using AME Page 13 . Internal Requisition Approval. • • • • Purchase Requisition Approval.

Attributes are of 5 data types – Number. Required and Others. Item UOM. Currency. • • Requisition Total. Date and Boolean. String.Attributes can be based on a value set.Attributes: An attribute in AME is an object which holds a business fact. For example. Attributes belong to a certain item class. Requisition Approval using AME Page 14 . Attributes are categorized in one of the following category – Mandatory.Attributes can be linked to an Approver.Attributes can be Static or Dynamic.

For example. YEC1} All Conditiions defined are based on Attributes.000 COST_CENTER in {YAX1.Conditions: Conditions in AME are statements against which the business facts are evaluated against for a transaction. • • TOTAL_REQ_AMOUNT > 5. List Modifiers are like ‘If any approver is’. Requisition Approval using AME Page 15 . List Modifiers are not transaction type specific. List Modification (List Modifiers). ‘If final approver is’ and are used for List Modification Actions.Conditions are of 3 types – Ordinary & Exception (Regular).

Actions: An Action in AME is an instruction to AME to do something when all the conditions are evaluated as true for a transaction. Action Types can be ordered within a transaction type. wherever Tim exists as an approver. They can have one of the three voting Regime (serial. Action Types have sublist mode. consensus. 1) Get Approval from 2 superiors 2) Get Approval from FINANCE group 3) Substitute John as approver. first-responder-wins) Pre-defined Action Types Chain of Authority (List Creation/Exception) Supervisory/Job Level based • • • • • • • Absolute Job Level Relative Job Level Manager then Final Final Approver Only Supervisory Level Dual Chain of Authority Line-Item Job-Level (deprecated) Position Based • • HR Position Level HR Position Group Based • Approval Group Chain of Authority You can create your own Action Types. Anyhow. however you will need to write your own PL/SQL handlers to tell AME how to handle this Action Type. All the actions under a particular Action Type generate the same type of Approver. For example. AME Development has seeded an extensive list of Action Types to Requisition Approval using AME Page 16 . This is not an easy task. Actions are grouped into Action Type.

Usually contains those approvers who do not fall under a certain hierarchy. For example.An approver list can be divided into 3 sub parts (or sub-lists) – they are ‘pre’. If there were a Business Case for a new Action Type. But there exists no relationship between preparer and R&D Manager. The initial approver list may not be same as the final approver list when the approval process completes. Approver Lists: A complete list of approvers generated by AME for a transaction is called as its approver list. ‘chain-of-authority’ and ‘post’ A chain-of-authority (COA) is the sub list. so there should no need to do this. for certain chemical items procurement. ‘Pre’ and ‘Post’ sub lists are usually approvers generated by a group. it would be best to contact the AME Development team. For certain in a company. Step 1: Create New Approver Group: Requisition Approval using AME Page 17 . which is generated using one of the chain of authority/list creation based action type (like supervisory action type).be used. This relationship can be defined using Approver group. Approver Group: An Approver Group is a ordered set of one or more approver. R&D department manager needs to approve the Requisition.

• • Static Dynamic. Usage type is of two types. Nested Group.5. Note: Upto 11. Approvers are manually added which can be seen in the next picture. a query needs to be specified in Query field that will be executed to generate approvers. HR People.This is the first page for Approver Group creation. Voting method & Usage Type. Voting method should be Serial for Requisition Transaction types. An unique name for the Approver Group is specified here along with Description Order Number in which this Approver Group needs to be given preference. If Usage Type is given as dynamic. Approver Type can be FND Users.2. Requisition should be sent first. Order Number decides to which approver. HR Positions & Position Control Roles. Requisition Approval using AME Page 18 . If Usage type is Static.10.

This is called as Rule Usage Rules can be defined for future (future dated) Multiple conditions have a logical AND between them when associated to a rule • • Step 1: (Enter Rule Details) Requisition Approval using AME Page 19 .Rules: Approval Policies translates into a Rule in AME and are made up of the following components • • Rules belong to a certain item class Rules can be dated (can specify the life span of it).

An unique name for the rule is specified here along with Rule type Item Class & Effective dates. Requisition Approval using AME Page 20 .This is the first page for rule creation. Step 2: (Add Conditions) Conditions defined for the transaction type is linked to the rule here. the following page is displayed. On clicking “Add Condition”.

The required condition is selected here . Action type is selected from the combo and appropriate Action is also selected. Step 3: (Add Actions) Actions defined are linked to the Rule in this page. Requisition Approval using AME Page 21 .

Or An item class aggregates a certain type of items/information that a transaction can have. Item Class: A grouping of certain info about a transaction constitutes to a class. For example.Step 4: (Review) This is the Review page that shows that the Conditions and Action Type linked to the Rule. On clicking Finish. Line Items of a transaction can be categorized into an item class called as ‘line-item’ Cost Center can be another categorization of an item class • • Header (default – always exists) Line Requisition Approval using AME Page 22 . the Rule will be created for the corresponding transaction type specified.

adminApprover – The user to who should be notified in the event of an error. They are delivered at the following levels: 4) Global (default) 5) Transaction Type General Configuration Variables: • • • • • • adminApprover allowAllApproverTypes allowAllItemClassRules allowFyiNotifications productionFunctionality repeatedApprovers Requisition Approval using AME Page 23 . allowFyiNotification – whether to allow generating of approvers with FYI category. They work similar to FND Profiles in Applications (in the fact that they override each other at different levels).Configuration Variables: A configuration variable is a parameter that controls a certain behaviour within AME. For example.

Only 1 approver needs to respond. Voting Methods/Regimes: Voting method in AME determines in what order the notifications are to be sent to approvers and how the approver responses should be tackled. we can assume the parallelization can be done at the following levels – Item Class. However. Requisition Approval using AME Page 24 .10. AME provides the voting methods for action-types and approver groups. The following 4 voting methods • • • • Serial Serial Consensus First Responder Wins Order-number Sent out 1 at a time.• • • • • forwardingBehaviour rulePriorityModes purgeFrequency currencyConversionWindow distributedEnvironment PARALLELIZATION CONCEPTS: Parallelization is the process of sending notifications and getting approval response from more than one approver at a time. from R12. Note: Requisition Approval does not support Parallelization upto 11.5. All approvers must respond. Action Type and Group/Chain.The parallelization is maintained internally in AME via an approval tree and parallelization can be done at 6 levels in this tree. parallelization is supported. First Responder Wins Sent to all approvers at once. Sub-list. All approvers must Respond Consensus Sent to all approvers at once. For all practical purposes.2.

. Support for FYI Notifications .Prior to R12. C2.Order-Number You can manually set the Order in which approvers receive their notifications. following are the main features implemented in Requisition Approval.1 . only employee . D3. In R12.1 .. customers can configure position hierarchy approver group for Requsition Approvals." • • AME IN R12: In R12. E3 The order would be as follows 1st: 2nd: 3rd: A and B C D and E All approvers must Respond Note: Requisition Approval supports only Serial Method.Oracle Purchasing Approval Data Collection Test Note 224583. DIAGNOSTICS: • • Note 361880. Customers who use position hierarchy for their regular approval process are greatly benefitted by this. Position hierarchy support .iProcurement Requisition Approval Workflow Status Activity Test Note 287255.1 .AME can now send FYI Notifications to required persons.Error "Oracle Approvals Management has found parallelization configuration. For example: A1.1 .supervisor hierarchy was used in AME. Requisition Approval using AME Page 25 .Approvals Management Reporting Utility Support Tool Note 338508. B1. This means send parallel notifications (notify all members of the group at the same time). Parallel approval support -Requisition approvals with AME integration supports parallel approvals.

• • • EMPLOYEE BYR EMPLOYEE APR EMPLOYEE MGR EMPLOYEE BYR reports to EMPLOYEE APR. Demo_Requisition_total.REFERENCES : • • http://hcmwiki. Attribute : Created one attribute.oracle. This will accommodate the Requisition’s total value.php/Main_Page Note.428552.uk.1 How To Diagnose Issues With Approvals Management Engine (AME) In Procurement TEST CASE SCENARIO (DEMO IN VIEWLETS): Employee : Created three employees. EMPLOYEE APR reports to EMPLOYEE MGR.com/ame/index. Name Item Class Description Data Type Approver Type Usage Type Value Set Category Action Types Value Others None The following query is used : DEMO_REQUISITION_TOTAL Header RequisitionTotal Currency None Dynamic Requisition Approval using AME Page 26 .

'FIXED PRICE'.USD Action Type Action type will be changed for each scenario Following action types are covered in the Viewlets: Requisition Approval using AME Page 27 . 'N') = 'N' Condition : Created one condition. po_ame_setup_pvt. Condition Type Item Class Attribute Name Data Type Ordinary Header DEMO_REQUISITION_TOTAL Currency Condition DEMO_REQUISITION_TOTAL is greater than 10000 and less than or equal to 50000. 0). 'RATE'. po_ame_setup_pvt.USD All the rules will be tested based on the above attribute and condition. amount.get_function_currency(max(requisition_header_id)). 'N') ='N' and nvl(modified_by_agent_flag. quantity * unit_price)).get_rate_type(max(requisition_header_id)) from po_requisition_lines_all where requisition_header_id = po_ame_setup_pvt.SELECT nvl(SUM(decode(order_type_lookup_code.get_new_req_header_id(:transactionId) and nvl(cancel_flag. Rule: Name Rule Type Item Class Start Date End Date Priority Demo Rule List Creation Header 18-Oct-2007 31-Dec-4712 1 Condition DEMO_REQUISITION_TOTAL is greater than 10000 and less than or equal to 50000. amount.

Employee Apr. Action Type: Approvers: Approval group . ACKNOWLEDGEMENT I wish to record my sincere appreciation towards: Clarina Allen and Varkey Joseph from Procurement Support team for reviewing this whitepaper and for making it complete with their feedback. The final approver must at least have job level 2. Thanks to Varkey Joseph for providing guidance at various situations. Action Type: Action: Manager then final approver. Employee Mgr. Action Type: Action: Supervisory Level Require approvals upto the first three superiors.Action Type: Action : Supervisory Level Require approvals upto the first superior. The final approver must at most have job level 2. Action Type: Action: Final approver only. Action Type: Action: Manager then final approver. Action Type: Approvers: Approval group . The final approver must at least have job level 1. Requisition Approval using AME Page 28 . Employee Mgr. I am grateful to my manager Chandu Tadanki for his constant encouragement and support.Chain of authority Employee Byr .Chain of authority Employee Byr .

nor subject to any other warranties or conditions.Requisition Approval using AME May 2008 Author: Selvan Jayakumar Oracle Corporation World Headquarters 500 Oracle Parkway Redwood Shores. We specifically disclaim any liability with respect to this document and no contractual obligations are formed either directly or indirectly by this document.650. CA 94065 U.S. All rights reserved. whether expressed orally or implied in law. .7200 oracle. This document is provided for information purposes only and the contents hereof are subject to change without notice.506.7000 Fax: +1. Worldwide Inquiries: Phone: +1.A. Oracle. Oracle is a registered trademark of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners.506. without our prior written permission.650. This document may not be reproduced or transmitted in any form or by any means. including implied warranties and conditions of merchantability or fitness for a particular purpose. This document is not warranted to be error-free. for any purpose. electronic or mechanical.com Copyright © 2007.

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