Skip Headers

Oracle U.S. Federal Financials User Guide
Release 12.1
Part Number E13551-04
Go to Table of Contents
Contents
Go to previous page
Previous
Go to next page
Next

Budget Execution Approval Workflow Process

Overview

Oracle U.S. Federal Financials uses Oracle Workflow to maintain the budget execution transaction approval process and route documents to the appropriate approver.

Workflow includes:

Workflow uses the approval controls and hierarchies defined in the Define Budget users window to route documents for approval. You can initiate the budget execution transaction approval process in these windows by selecting Approve:

When you click Approve... to submit a transaction for approval, the Approve Document window appears if workflow is enabled. If Submit for the Approval check box in the Approve Document window is selected and you click OK, the funds checking process is initiated to validate that sufficient funding is available. The transaction cannot be approved if it fails funds checking. All transactions must be approved before they can be transferred to General Ledger.

In the Approve Document window, authorized users can change the approver and forward the document to a different approver. In the Document Routing tab of the Define Budget Users window, you can define users authorized to change an approver.

In their notifications, users can indicate the reason for the approval or rejection. The notifications can be approved either through e-mail or the application.

The Approval and Workflow Setup Matrix diagram shows the approval and workflow setup matrix. The matrix describes the approval process flow based on the workflow setup.

  1. If the Workflow flag is set to No, the Funds Reservation process (concurrent request) is called as a concurrent request and completed.

  2. If the Workflow flag is set to Yes and the Approver is the same as the person indicated in the Forward From field of the Approve window, the Funds Reservation Process is called as a concurrent request and completed.

  3. If the Workflow flag is set to Yes and the Approver is not the same as the person indicated in the Forward From field of the Approve window, the Workflow Approval process is called which in turn calls the Funds Reservation process as a stored procedure, but not as a concurrent request, and completed.

the picture is described in the document text

Prerequisites

Before using the budget execution approval workflow, you must:

Related Topics

Defining Budget Levels Procedure,Oracle U.S. Federal Financials Implementation Guide

Defining Budget Users Procedure,Oracle U.S. Federal Financials Implementation Guide

Create Additional Users,Oracle U.S. Federal Financials Implementation Guide

Budget Execution Approval Item Type

Several Workflow attributes are associated with the Budget Execution Approval item type that reference information in the application tables. The attributes are used and maintained by function activities as well as notification activities throughout the process.

The following table describes the attributes associated with budget execution approval process.

Attributes Associated with the Budget Execution Approval Item Type
Display Name Description Type Length, Lookup Type, or Format
Ledger ID Ledger unique identifier Number  
Document ID Document unique identifier Number  
Submitter ID Submitter unique identifier Number  
Approver ID Approver unique identifier Number  
Send Note Note to the approver Text 200
RPR to Doc ID Reprogramming To document unique identifier Number  
Submitter User Name Submitter’s user name Text 30
Approver User Name Approver’s user name Text 30
Document Number Document number of the document Text 20
Revision Number Document revision number Number  
Treasury Symbol Treasury symbol associated with the fund value recorded on the budget execution transaction Text 35
Fund Value Balancing segment recorded on the budget execution transaction Text 25
Distribution Distribution of the document/transaction Text 2000
Document Status Description Document status description Text 80
Appropriation Form Used to drill down to the Enter Budget Authority window from the notification if the document is an appropriation document Form  
Budget Level Description Budget level description Text 15
Transaction Details Transaction/document details displayed in the notification Document  
Packet ID Packet unique identifier created in the Funds Reservation process Number  
Funds Checking Form Used to drill down to the Funds Check Result window from the Unable to Reserve notification Form  
RPR Transaction Details Reprogramming transaction/document details displayed in the notification Document  
Submitter Display Name Submitter’s name as displayed in the User’s window in System Administration

Note: If the Employee Name field is blank in the User’s window, the display name is taken from the Description field. If the employee name is not blank, then the employee name is used. If both the employee name and the description are blank, the user name is the display name.

Text 80
Approver Display Name Approver’s name as displayed in the Define User’s window

Note: If the Employee Name field is blank in the User’s window, the display name is taken from the Description field. If the employee name is not blank, then the employee name is used. If both the employee name and the description are blank, the user name is the display name.

Text 80
Distribution Form Used to drill down to the Enter Funds Distributions window from the notification if the document is a distribution document Form  
Budget Level Form Name Used in the notification to display the window name based on the budget level identifier Text 20
User Identifier User identifier Number  
Responsibility Identifier Responsibility identifier Number  
Note Response note Text 240
#FROM_ROLE From whom the notification is received, a standard attribute Role  
Revision Total Revision total amount for the document Number  
Revision Total Amount Revision total amount used as header attribute Text 40
Revision Total Display with Currency Revision total display with currency code Text 40

Budget Execution Approval Workflow Diagram

This diagram shows the budget execution approval workflow nodes as described in the accompanying text.

Budget Execution Approval Workflow Diagram

the picture is described in the document text

Budget Execution Approval Workflow Process

This section describes the Budget Execution Approval workflow diagram and processes.

Start (Node 1)

This standard function activity marks the start of the approval process as described in the following table.

Start (Node 1)
Function Result Type Prerequisite Activities
WF_STANDARD.NOOP None None

Verify Document Status (Node 2)

This function activity verifies the document status of the document that is passed to the workflow process as described in the table below and returns a value of Success if the document status is In Process; otherwise, it returns a value of Failure.

Verify Document Status (Node 2)
Function Result Type Prerequisite Activities
FV_WF_BE_APPROVAL.VerifyStatus Success or Failure Start

Document Failed Status Check (Node 3)

This notification is sent to the submitter when the document status is not In Process as described in the following table.

Document Failed Status Check (Node 3)
Message Result Type Prerequisite Activities
Document Status Failed None Verify Document Status

End (Document Invalid Status) (Node 4)

This standard activity marks the end of the verifying document status process as described in the following table.

End (Document Invalid Status) (Node 4)
Function Result Type Prerequisite Activities
WF_STANDARD.NOOP None Document Failed Status Check

Is RPR To Document ID Provided? (Node 5)

This function activity checks to see if the RPR To Document ID is provided to the workflow process. It returns a value of Yes if the RPR To Document ID is passed; otherwise, it returns a value of No as described in the following table.

Is RPR To Document ID Provided? (Node 5)
Function Result Type Prerequisite Activities
FV_WF_BE_APPROVAL.CheckRPRDocID Yes/No Verify Document Status

Get RPR Details (Node 6)

This process builds the RPR Transaction Details Document, getting the To information for the RPR To Document ID as described in the following table.

Get RPR Details (Node 6)
Function Result Type Prerequisite Activities
FV_WF_BE_APPROVAL.GetRPRDetails None RPR to Document ID Provided

Approve Document (Node 7)

This notification is sent to the approver for document approval. This notification includes all the details of the documents that have been sent for approval. If the RPR To Document ID is not provided in Node 5, then this notification will not include the RPR Document Details. If the RPR To Document ID is passed to the process, then this notification will include the RPR Document Details as described in the following table.

Approve Document (Node 7)
Message Result Type Prerequisite Activities
Document Approval Required Approval Get RPR Transaction Details

Document Rejected (Node 8)

This notification is sent to the submitter when the approver rejects the document in response to the original notification or to the first or second reminders as described in the following table.

Document Rejected (Node 8)
Message Result Type Prerequisite Activities
Document Rejected None Approve Document

End (Document Rejected) (Node 9)

This standard activity marks the end of the document rejected process as described in the following table.

End (Document Rejected) (Node 9)
Function Result Type Prerequisite Activities
WF_STANDARD.NOOP None Document Rejected

Approve Document: Reminder 1 (Node 10)

This notification is sent to the approver for document approval as a first reminder when the approver does not respond to the original notification. This notification includes all the details that are provided in the original approval notification as described in the following table.

Approve Document: Reminder 1 (Node 10)
Message Result Type Prerequisite Activities
Document Approval Reminder 1 Approval Approve Document

Reserve and Approve Document (Node 11)

This process reserves and approves the document by initiating the Funds Reservation process. When the approver approves the document, either to the original notification or to the first or second reminder, this function is executed as described in the following table.

Reserve and Approve (Node 11)
Function Result Type Prerequisite Activities
FV_WF_BE_APPROVAL.ApproveDoc Success or Failure Approve Document
or
Approve Document: Reminder 1

Unable to Reserve Document (Node 12)

This notification notifies the submitter that the process was unable to reserve the document as described in the following table.

Unable to Reserve Document (Node 12)
Message Result Type Prerequisite Activities
Unable to Reserve Document None Reserve and Approve Document

End (Document Not Reserved) (Node 13)

This standard activity marks the end of the document not reserved process as described in the following table.

End (Document Not Reserved) (Node 13)
Function Result Type Prerequisite Activities
WF_STANDARD.NOOP None Unable to Reserve Document

Approve Document: Reminder 2 (Node 14)

This notification is sent to the approver for document approval as a second reminder when the approver does not respond to the original notification and the first reminder. This notification includes all the details that are provided in the original approval notification as described in the following table.

Approve Document: Reminder 2 (Node 14)
Message Result Type Prerequisite Activities
Document Approval Reminder 2 Approval Approve Document Reminder: 1

Document Approved and Reserved (Node 15)

This notification is sent to the submitter when the document is approved and reserved as described in the following table.

Document Approved and Reserved (Node 15)
Message Result Type Prerequisite Activities
Document Approved and Reserved None Reserve and Approve Document

End (Node 16)

This standard activity marks the end of the reserve and approve document process as described in the following table.

End (Node 16)
Function Result Type Prerequisite Activities
WF_STANDARD.NOOP None Document Approved and Reserved

Timeout: Document Not Approved (Node 17)

This notification notifies users that the timeout period has ended and that the document is not approved as described in the following table.

Timeout: Document Not Approved (Node 17)
Message Result Type Prerequisite Activities
Document Not Approved None Approve Document: Reminder 2

End (Document Not Approved) (Node 18)

This standard activity marks the end of the document not approved process as described in the following table.

End (Document Not Approved) (Node 18)
Function Result Type Prerequisite Activities
WF_STANDARD.NOOP None Timeout: Document Not Approved

Customizing Budget Execution Approval Workflow

This section describes how the budget execution approval workflow process can be customized.

Required Modifications

No modifications are required to run the budget execution approval workflow process.

Supported and Unsupported Customizations

Organizations should not make these customizations:

Organizations can make modifications to the timeout function activity for the original approval notification and reminders.

Creating a New Custom Process

Organizations should not create their own custom process to replace the budget execution approval workflow process.

Workflow Troubleshooting

If a budget execution transaction is In Process but no notifications appear in the Notifications Summary window, verify that the employee name associated with the user account is not assigned to multiple accounts.

Attachments in Oracle U.S. Federal Financials

To illustrate or clarify application data, nonstructured data, such as images, word processing documents, spreadsheets, or video, can be linked to more structured application data. For example, a word processing document explaining the reason for adjusting funds available to an organization can be attached.

The toolbar Attachment icon indicates whether the Attachments feature is enabled in a window. When the button is grayed out, the Attachment feature is not available. When the Attachment feature is enabled in a window, the icon becomes a solid paper clip. The icon switches to a paper clip holding paper when the Attachment feature is enabled in a window and the current record has at least one attachment. To see the attachment, choose the Attachment icon.

The attachments feature can be used in the header and detail regions of the Enter Budget Authority and Enter Funds Distributions window.

The miscellaneous document category is visible in the Attachments window for these windows:

Related Topics

To Create a Message, Oracle Workflow User Guide

About Attachments, Oracle Applications User Guide