AWE Overview

HCM 9.1


Paul Gryfakis
Principal Consultant / HCM Practice

MARCH 2011

Agenda & Objectives
Provide an overview of the PeopleSoft Approval Workflow Engine (AWE)
‡ ‡

» Introduction » What is the Approval Workflow Engine (AWE)? » Review AWE Components

Provide a technical overview of an AWE implementation Allow time for a Q&A Session

» Describe the AWE Support Objects » Registering & Configuring AWE Transactions
» Demonstrate Custom AWE Approval Process » Review Custom AWE Components » Questions and Answers




© 2011 Optimum Solutions Group, LLC

What is AWE?



© 2011 Optimum Solutions Group, LLC

LLC . running. and managing approval processes. Delivered with Peopletools ‡ ‡ 4 >> © 2011 Optimum Solutions Group. Uses a series of database objects combined with application component configuration settings to determine how to process approvals using workflow. Originally introduced in an 8.What is the Approval Workflow Engine (AWE)? ‡ ‡ Provides the framework and capabilities for creating.x release of PeopleSoft¶s Supply Chain Management (SCM) application.

LLC .Challenges With Traditional Workflow ‡ Traditional Workflow consisted of: ‡ Business Processes ‡ Activities ‡ Events ‡ ‡ Requires development in Application Designer Not configurable online 5 >> © 2011 Optimum Solutions Group.

What is AWE? ‡ ‡ The AWE framework is made up of 20 workflow events that can be configured. Sample Common Events Event On Process Launch Route for Approval On Final Approval On Final Denial Triggered when the AWE transaction is initiated Triggered each time an approval is routed Triggered when all approval steps have been approved Triggered when an approver denies the approval request. LLC . 6 >> © 2011 Optimum Solutions Group.

LLC .What is AWE? ± Visual Workflow Example ‡ ‡ On Process Launch Example ± Originator View Route for Approval Example ± 1ST Approver View ‡ ‡ Example after 1st step approver Route for Approval Example ± 2nd Approver View 7 >> © 2011 Optimum Solutions Group.

What is AWE? ± Visual Workflow Example ‡ On Header Approve Example ‡ On Header Deny Example 8 >> © 2011 Optimum Solutions Group. LLC .

What is AWE? ± Visual Workflow Example ‡ On Header Approve Example ‡ On Header Deny Example 9 >> © 2011 Optimum Solutions Group. LLC .

AWE Support Objects 10 >> © 2011 Optimum Solutions Group. LLC .

AWE Support Objects ‡ The building blocks of objects and definitions that will be used within the framework for the AWE process: » Record Objects ‡ Header Record ‡ Cross Reference Record » Processing Logic ‡ Event Handler ‡ Ad Hoc Access Class (optional) ‡ Thread Class (optional) » Notifications ‡ Email Template ‡ Email Template SQL Object ‡ User List Definitions .

Record Objects ± Header Record ‡ Highest-level transaction record having a 1-to-1 relationship with the transaction (same key structure) ‡ Each transaction that is submitted should have only one row in the Header Record ‡ Can be a staging table. or the transaction table .

. ‡ The cross-reference record is simply a record containing the delivered EOAW_XREF_SBR as well as all the key fields from the applications header record MARKED AS NON-KEY fields.Record Objects ± Cross Reference Record ‡ The AWE uses this record as its only link between itself and the transaction (Header Record). ‡ Your application does not need to retrieve any information off this record and should never update this record.

The event handler class is where the logic resides on what processing should take place for each event.Processing Logic ± Event Handler Class ‡ ‡ ‡ The AWE is designed around a series of specific. pre-defined events. . This allows the adopting application to assign specific pieces of PeopleCode to be fired during these events.

. you can control when a user is allowed to modify the approval path and participants. By creating an Adhoc access class.Processing Logic ± Ad Hoc Access Class ‡ ‡ Allows each application to extend the core AWE logic.

Processing Logic ± Ad Hoc Access Class cont¶d Ad Hoc Logic Code Example: Method allowInsert If IsUserInRole(³ExpensesAdministrator´) then Return True Else Return False End-if. . End-method.

The threadDescr class allows you to override this default and display something more meaningful to the user.Processing Logic ± Thread Class ‡ ‡ The Thread Class relates to what is displayed on the Status Monitor. .

it will construct the email based on the assigned template.Notifications ± Email Template ‡ Anytime the AWE triggers an email notification based on the rules that are set in the Configure Transactions component. Navigation: Set Up HRMS > Common Definitions > Approvals > Generic Templates ‡ .

Notifications ± Email Template cont¶d ‡ ‡ ‡ Each Generic Template has a section to define what parameters will be passed to the template The 1st parameter is reserved for a URL generated to link to the transaction After the 1st parameter. all other parameters are populated via a SQL definition defined on the transaction configuration .

Notifications ± Email Template SQL Object ‡ You must create SQL Object(s) if you wish to use bind values in your email notifications to display data. .

Userlists are used primarily to define who the system needs to route a transaction to at the Step level of an Approval Process Definition. return a list of PeopleSoft operator IDs.Notifications ± User List Definitions ‡ ‡ ‡ User List object definitions are pieces of logic that. A set of pre-defined user lists based on typical HCM direct reports hierarchies are delivered . when instantiated at runtime.

3. The SQL Object must select OPRID in its select statement. then requester¶s OPRID or the previous approver¶s OPRID will be used to resolve the bind variable for SQL Object and Query. 2. Application Class ± You need to provide Application Package Name and Application Class name. the Query must select OPRID in its select statement. 4. The application class must Extend the PTAF_CORE:Defn:UserListBase Class. As with the SQL Definition. the transaction data record passed into the AWE will be used to resolve the bind variable for SQL Object and Query. Query ± You need to enter Query Name they have created through Application Designer. 1.Notifications ± User List Definitions cont¶d There are four types of User Lists you can define to help the system resolve who the next approver is for a given transaction. SQL Definition ± You need to enter SQL Object name they have created through Application Designer. Include User as Input ± If this checkbox is turned on. . Transaction Keys as Input ± If this checkbox is turned on. Role ± The system will return all the users in the specified role to the engine at runtime.

LLC .Registering and Configuring AWE Transactions 23 >> © 2011 Optimum Solutions Group.

Approval Transaction Registry ± Where you register your transaction in AWE 2. Approval Process Definition . 4.where you define your approval processes and criteria.where you define among other things the notifications behavior for each transaction. Configure Transactions .Where you link the self service transaction name to the process ID used in AWE 3.Registering Transactions in AWE The recommended steps for setting up your transactions to use AWE are as follows: 1. if any . Workflow Transactions .

Navigation: Set Up HRMS > Common Definitions > Approvals > Transaction Registry ‡ . Using the Register Transactions page.Register the AWE Transaction ‡ ‡ Used to register a PeopleSoft Enterprise application's transaction with the Approval Framework. developers define how the system interacts with portions of the application that have been defined for approvals.

Register the AWE Transaction cont¶d ‡ Register the AWE Transaction » Assign the Cross Reference table .

Ad Hoc.Register the AWE Transaction cont¶d ‡ ‡ Assign the Event Handler Class. and Thread Classes Assign a header record .

Workflow Transactions ‡ ‡ Register self-service transactions that use the Approval and Delegation framework Navigation: Set Up HRMS > Common Definitions > Approvals > Workflow Transactions .

Transaction Configuration ‡ Use the Transaction Configuration page to define how to handle the various events of the approval process (e. Approval Launch. Denial) » Configure Approval Menu/Component/Page » Configure SQL object for workflow » Configure Notifications .g. Final Approval.

or step to use at run time. Define criteria (if any) that the AWE will use to determine which process definition. path. and steps required for each process definition. ‡ ‡ . paths.Approval Process Setup ‡ Define one or more process definitions for each of your transactions. Define the number of stages.

Security ± Permission Lists and Roles ‡ The HCM Shared Components team delivered three new permission lists and one new role to support AWE. .

.Implementing the Status Monitor ‡ ‡ Used to display a graphical representation of the approval process status for a particular transaction To implement the Status Monitor in your transaction. perform the following steps » 1) Add the sub-page HCSC_MON_SBP wherever you would like the display the status monitor.

Implementing the Status Monitor cont¶d 2) In an appropriate PeopleCode event. instantiate the status monitor interface class. For example: .

the situation could arise where the AWE is now tracking a transaction that does not exist.Application PeopleCode to Instantiate AWE ‡ ‡ Calls to the AWE are best located in SavePostChange PeopleCode events. . If a transaction is submitted to the AWE before the transaction is saved and then an error occurs after the call to the API.

Custom AWE Demonstration 35 >> © 2011 Optimum Solutions Group. LLC .

LLC .Technical Review of Custom Example 36 >> © 2011 Optimum Solutions Group.

LLC .Questions & Answers 37 >> © 2011 Optimum Solutions Group.

3890 38 >> © 2011 Optimum Solutions Group.Contact Information Paul Gryfakis Principal Consultant 847. LLC .274.

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