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Workflow Routing

Workflow Routing. Overview. HRMS Workflow Routing. Initiate PTA and Fiscal Approval HRMS Hierarchy Review Approval Final Approval Acknowledgements HRMS Hierarchy Review Acknowledgements Automatic Acknowledgements. HRMS Workflow Routing. Initiate PTA and Fiscal Approval

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Workflow Routing

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  1. Workflow Routing Overview

  2. HRMS Workflow Routing • Initiate • PTA and Fiscal Approval • HRMS Hierarchy Review Approval • Final Approval • Acknowledgements • HRMS Hierarchy Review Acknowledgements • Automatic Acknowledgements

  3. HRMS Workflow Routing • Initiate • PTA and Fiscal Approval • HRMS Hierarchy Review Approval • Final Approval • Acknowledgements • HRMS Hierarchy Review Acknowledgements • Automatic Acknowledgements

  4. PTA and Fiscal Approval • Each department has PTA / Fiscal approvers • Established in FIS • Individuals (login id) • Beware of invalid or obsolete login ids • Workgroups cannot assigned • Mandatory approvals • PTA approval obtained first • Delegation rules allowed

  5. PTA and Fiscal Approval continuedDelegation Rules • Optional • Established by Routing Coordinators and HRMS Functional team • Set up for a department • HRMS uses secondary delegation • Individuals should be assigned • Do not assign the same person as their own delegate

  6. If You ArePTA & Fiscal Approval Delegate • Document in your Action List for PTA approval • Moves to next level after you approve as PTA • Fiscal approval is assumed, since you approve as PTA and are Fiscal delegate • Fiscal approver will not see the item in Action List

  7. If You ArePTA Delegate & Fiscal Approval • Document in your Action List for PTA approval as PTA delegate • Document in PTA’s Action List for PTA approval • If PTA approves: • Document appears in your Action List for Fiscal approval • If you approve as PTA delegate: • Document moves to next level • Will not appear in your Action List for Fiscal approval • Fiscal approval is assumed, since you approved as PTA and are Fiscal approver

  8. PTA = Fiscal Secondary DelegateExample • Appears in Linda’s Action List for PTA approval

  9. PTA = Fiscal Secondary DelegateExample • Appears in Linda’s Action List for PTA approval

  10. PTA = Fiscal Secondary DelegateExample • Appears in Linda’s Action List for PTA approval

  11. PTA = Fiscal Secondary DelegateExample • Appears in Linda’s Action List for PTA approval

  12. PTA = Fiscal Secondary DelegateExample • Moves to next level after you approve as PTA • Fiscal approval assumed, since PTA approved and is delegate • Fiscal approver will not see the item in Action List

  13. PTA = Fiscal Secondary DelegateExample • Moves to next level after you approve as PTA • Fiscal approval assumed, since PTA approved and is delegate • Fiscal approver will not see the item in Action List

  14. PTA = Fiscal Secondary DelegateExample • Moves to next level after you approve as PTA • Fiscal approval assumed, since PTA approved and is delegate • Fiscal approver will not see the item in Action List

  15. HRMS Workflow Routing • Initiate • PTA and Fiscal Approval • HRMS Hierarchy Review Approval • Final Approval • Acknowledgements • HRMS Hierarchy Review Acknowledgements • Automatic Acknowledgements

  16. HRMS Hierarchy Review Approval • Optional • Routing Coordinators and HRMS Functional team establish these at the request of each Department • Does not use delegation • Can assign person or workgroup

  17. HRMS Hierarchy Review ApprovalWorkflow Rules • Based on Salary Plan, Position Type, Document Type, Department • Department = Chart and Organization • Each department in Organizational Hierarchy checked • Organizational Hierarchy defined in FIS

  18. HRMS Hierarchy Review Approval continuedOrganizational Hierarchy Example Sal Plan = SMPos Type = PAEDoc Type = Add’l PayDept = BA-IMAU

  19. HRMS Hierarchy Review Approval continuedOrganizational Hierarchy Example Sal Plan = SMPos Type = PAEDoc Type = Add’l PayDept = BA-IMAU

  20. HRMS Hierarchy Review Approval continuedOrganizational Hierarchy Example Sal Plan = SMPos Type = PAEDoc Type = Add’l PayDept = BA-IMAU

  21. HRMS Hierarchy Review Approval continuedOrganizational Hierarchy Example

  22. HRMS Hierarchy Review Approval continuedOrganizational Hierarchy Example Sal Plan = SMPos Type = PAEDoc Type = Add’l PayDept = BA-IMAU

  23. HRMS Hierarchy Review Approval continuedOrganizational Hierarchy Example Sal Plan = SMPos Type = PAEDoc Type = Add’l PayDept = BA-IMAU

  24. HRMS Hierarchy Review Approval continuedOrganizational Hierarchy Example Sal Plan = SMPos Type = PAEDoc Type = Add’l PayDept = BA-IMAU

  25. HRMS Workflow Routing • Initiate • PTA and Fiscal Approval • HRMS Hierarchy Review Approval • Final Approval • Acknowledgements • HRMS Hierarchy Review Acknowledgements • Automatic Acknowledgements

  26. Final Approval • Mandatory approvals • Only workgroups are assigned as Final Approvers • Does not use delegation • Routed based on • Location of the position • Position Type • Document Type • Salary Plan

  27. HRMS Workflow Routing • Initiate • PTA and Fiscal Approval • HRMS Hierarchy Review Approval • Final Approval • Acknowledgements • HRMS Hierarchy Review Acknowledgements • Automatic Acknowledgements

  28. HRMS Hierarchy Acknowledgements • Optional • Routing Coordinators and HRMS Functional team establishes these at the request of each Department • Does not use delegation • Can assign person or workgroup

  29. Automatic Acknowledgements • Mandatory • Defined in Workflow application • Is not rule driven • Does not use delegation • Cannot ‘assign’ persons or workgroups • Generated for: • Disapproval • Specific cases

  30. Automatic AcknowledgementsDisapprovals • Initiator • Any person who actually approved the document up to the point of disapproval • PTA or PTA delegate • Fiscal Approver or FA delegate • Anyone who approved as part of HRMS Hierarchy Review

  31. Automatic AcknowledgementsSpecific Cases • Additional Pay documents • PTA & delegate for employee’s department • Admin Post documents • PTA & delegate for all depts associated with employee’s admin posts • If no PTA for a given dept, org hierarchy is traversed for the first department that has one • Add New Person documents • Initiator (employee ID assigned to new person) • Transfer documents • PTA & delegate for dept where an employee is transferring from • Departmental Changes • PTA & delegate for previous dept • Differing Departments for Job Funding • Fiscal approver & delegate for funding dept, when the account for job funding is different from the dept for the job/position • If no fiscal approver for funding dept, the org hierarchy is traversed for the first dept that has one

  32. Routing Example Change POSITION from BL-CEUS to BL-LCAR Document Type: Maintain Position, Position Type: Academic; Sal Plan: AC1 • BL-LCAR First Node approvers • BL-LCAR PTA and PTA delegate • BL-LCAR Fiscal Approver and PTA delegate • HRMS Hierarchy Review Approvers • None: BL-LCAR (CTR FOR LANG CENTRL ASIAN REG) • None: BL-ARSD (ARTS & SCIENCES; DEAN) • BL.ARSC.arsc academics: BL-ARSC (ARTS&SCIENCES) • gerstma: BL-BL (BLOOMINGTON CAMPUS) • None: IU-UNIV (UNIVERSITY LEVEL) • Final Approvers • BL.DFAC.BLACADFINAL1 • HRMS Hierarchy Acknowledgements • None established by BL-LCAR for this situation • Automatic Acknowledgements • BL-CEUS PTA Approver and PTA delegate

  33. Workflow Routing Q & A

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