Setting Up and Running Exception Notification

To set up and run exception notifications, use the Notification Preference component (KK_NOTIFY_GRP) and the Create Alert Notification component (KK_RUN_NOTIFY_GRP).

To use the exception notification feature, you must first set up security and define notification preferences. You then run the Commitment Control Notify Application Engine process (KK_NTFY_WF) to retrieve budget exceptions and early warnings and notify the appropriate users using worklists and emails. In this section, we discuss the prerequisite security setup, along with how to:

Define notification preferences.
Run the Commitment Control Notify Application Engine process.
Work with worklists and emails.

Pages Used to Set Up and Run Exception Notifications

Page Name	Definition Name	Navigation	Usage
Commitment Control Notification Preference	KK_NOTIFY_PREFS	Commitment Control, Define Budget Security, Notification Preference, Commitment Control Notification Preference	Identify early warnings and exceptions for which you want to be notified.
Create Commitment Control Alert Notification	RUN_KK_NOTIFY	Commitment Control, Define Budget Security, Create Alert Notifications, Create Commitment Control Alert Notifications	Request a run of the Commitment Control Notify Application Engine process (KK_NTFY_WF). The Commitment Control Notify process scans the exception table and early warning and exception preferences and routes the notification to email and worklists of the user.

Page Name

Definition Name

Navigation

Usage

Commitment Control Notification Preference

KK_NOTIFY_PREFS

Commitment Control, Define Budget Security, Notification Preference, Commitment Control Notification Preference

Identify early warnings and exceptions for which you want to be notified.

Create Commitment Control Alert Notification

RUN_KK_NOTIFY

Commitment Control, Define Budget Security, Create Alert Notifications, Create Commitment Control Alert Notifications

Request a run of the Commitment Control Notify Application Engine process (KK_NTFY_WF).

The Commitment Control Notify process scans the exception table and early warning and exception preferences and routes the notification to email and worklists of the user.

Prerequisites

Before users define their notification preferences, system-wide security and Commitment Control security must already be set up. The following procedure description mentions only security setup that is specific to exception notification.

To set up security for exception notification:

Define user profiles using the User Profiles component.

Enter the email address of the user on the User Profiles - General page.
Specify a default business unit for each user on the Overall Preferences page.
Activate the Workflow Notification security event using the Security Events page.

A user who receives notification and handles exceptions may also need access to the Budget Inquire, Budget Entry and Adjustment, and Budget Override security events. If you want to control access to these security events, you must activate them. If you do not do so, every user in the system who has PeopleSoft system security access to the pages on which one performs these security events has access to the events.
Define your security rules (groups of budgets) and apply them to the appropriate security events, using the Rule Definition and Apply Rule pages.

Define your rules such that all users with Workflow Notification access for a group of budgets also have Budget Inquire access, since users must be able to inquire about budgets about which they are notified. Usually a smaller subset of users has Budget Override access. Likewise, a smaller subset of users with Workflow Notification access usually has Budget Entry and Adjustment access to allow them to adjust budgets when transactions fail budget-checking.
Apply the security rules to the appropriate users, using the Associate Rules to User ID page, Assoc Rules to Permission List (associate rules to permission list) page, or Attach Dynamic Rules page.
Run the Commitment Control Security process (KSEC_FLAT) to activate the new security rules.

Commitment Control Notification Preference Page

Use the Commitment Control Notification Preference page (KK_NOTIFY_PREFS) to identify early warnings and exceptions for which you want to be notified.

Navigation

Commitment Control, Define Budget Security, Notification Preference, Commitment Control Notification Preference

Image: Commitment Control Notification Preference page

This example illustrates the fields and controls on the Commitment Control Notification Preference page. You can find definitions for the fields and controls later on this page.

Notification Options

Budget Exceptions

Select this check box; then identify the budgets for which you want to receive exception notifications in the Budget Items group box.

Note: You must select either Budget Execution or Early Warning to receive notification. You can select both.

All Sources Transactions

Select to receive exception notification for all transaction sources—vouchers, purchase orders, and so on. Alternatively, you can specify sources in the Exception Sources group box.

All Budget Exceptions

Select to be notified of all exception types. Alternatively, you can specify exception events in the Exception Events group box.

Reset E-mail Notification

Click this button after making changes to your budgets. This clears out the message log and you receive future notifications. A user is notified once through email per budget or exception combination. For example, if budget A has run out of spending authority, then the system issues one message indicating that fact. This prevents a users email from overflowing with the same message every time a transaction fails against budget A. When additional funds have been put into budget A for example, the user then clicks the Reset E-mail Notification button to clear out the log and enable the user to receive future budget exceptions for budget A.

Early Warnings and Percentage Consumed

Select the check box and enter the percentage of the available budget that must be committed or spent before the system triggers an early warning. Then identify the budgets for which you want to receive early warnings in the Budget Items group box.

Note: An early warning notification is re-sent for a given budget combination if the early warning percentage on the preferences page is changed or if the budget amount has changed since the previous notification was sent and the new percentage or amount is at a level that now triggers a notification.

Budget Items

Use the Budget Items group box to identify the ChartFields and Commitment Control budgets to which these notification preferences apply.

Budget Item Selection, Business Unit, and Ledger Group

Specify the ChartField values for which you want budget exception notification:

Specify Bus Unit/Ledger Group:Select to receive notification for all ChartField combinations for which you have security within a specific business unit and Commitment Control ledger group combination. Enter the Business Unit and Ledger Group.
Specify Business Unit:Select to receive notification for all budgets in all ledger groups for a specific business unit for which you have security. Select a specific business unit in the Business Unit field.
Specify Values:Select to specify ChartField values for a specific business unit and Commitment Control ledger group combination.

You must enter a specific business unit and Commitment Control ledger group. Entry fields for each key ChartField attached to the Commitment Control ledger group appear.

Note: You must have security for the ChartField values you specify.

From/To Budget Period

You can also specify budget periods to further refine your notification preferences.

Exception Events

Exception Event

Select the types of exceptions for which you want notification if you have not selected the All Budget Exceptions check box. You must also select at least one exception source to receive notification.

See Errors and Warnings.

Exception Sources

Exception Source

Select the source transaction types for which you want notification if you have not selected the All Sources Transactions check box. You must also select at least one exception event to receive notification.

Note: When you save your selections, the system validates your choices against the security rules. In addition, the Commitment Control Notify process rechecks security each time it runs.

Create Commitment Control Alert Notifications Page

Use the Create Commitment Control Alert Notification page (RUN_KK_NOTIFY) to request a run of the Commitment Control Notify Application Engine process (KK_NTFY_WF).

The Commitment Control Notify process scans the exception table and early warning and exception preferences and routes the notification to email and worklists of the user.

Navigation

Commitment Control, Define Budget Security, Create Alert Notifications, Create Commitment Control Alert Notifications

Unit

Select the business unit for which you want to create notifications.

Working with Worklists and Emails

Your Worklist page and your email exception notification list all early warnings and exceptions for budgets for which you have authorization and have requested notification. Each exception and early warning is linked to the Budget Details page, where you can view the budget details and follow links to the Budget Exceptions page and the transaction exceptions pages.

See PeopleTools: PeopleSoft Workflow..

See PeopleTools: PeopleSoft Applications User's Guide.