PeopleSoft Workflow Implementation Using AWE for Coppin State University

1. Activate Approval Framework

The first step in configuring the Requisition Approval Workflow is to disable Virtual Approval.

Activate Purchasing requisition workflow approval framework as below:

• Open the Purchasing Definition and go to “Req Change Options” tab
• Select the “Workflow Approval Required” Checkbox which will prompt you with a message to continue with disabling virtual approval, click “Yes”

2.Configure Transaction Registry

Review and update the Transaction Registry setup as shows in the snapshots below:

Navigate: Main Menu Enterprise Components Approvals Approvals Transaction Registry

Review and update the Transaction Registry setup as shown below (continued):

3. Transaction Configuration Setup

The Transaction Configuration setup is done manually. Below are the snapshots to review the setup after successful migration.

Navigate: Main Menu > Enterprise Components > Approvals > Approvals > Transaction Configuration

One of the Events is changed to add an Email ID once the Requisition is finally approved. This has been added as a User List (CSU_WF_Procurement) which uses a SQL Object defined in the Application Designer Project.

4. Approval Process Setup

The Approval Process Setup screenshots on how the setup should look like after completing the configuration.

Step 1:

Step 2:

Step 3:

4. Configure URL Definition

To generate a URL in the email notifications to take approvers directly to the Requisition Approval/Denial page, URL definition is modified as shown below.

Please note that this definition changes based on environments. For example, the URL shown below is for TST environment and will be different for UAT or Production environments.

5. Integration Broker Setup

Please review the Integration Broker Setup as shown below:

NODES

Navigate: Main Menu PeopleTools Integration Broker Integration Setup Nodes

1. Open Node “PSFT_EMC_GETMAIL” and Make sure the Node is Active

Under Connectors tab, make sure the highlighted properties are updated

Under Node Definitions tab, the properties should have the Property – EMC_REPOSITORY_EMAILADDRESS updated to “ps_email@customer.edu”

QUEUES

Navigate: Main Menu PeopleTools Integration Broker Integration Setup Queues

1. Open Queue “EOAW_APPROVALS”

2. Change the “Queue Status” from Pause to Run

3. Click on Save

Click on the EOAW_APPROVALS Service Operation

Under General Tab, make sure the Service Operation is “Active”

Under the Handlers tab, make sure the Handler is “Active”

6. Setup User Lists

Following User Lists were created to fetch the appropriate approval routings and Email notification routing. All the User lists use SQL Definitions which will be migrated through the Application Designer Project.

1. CU_WF_Procurement –Created for routing final requisition approval email notification to the Procurement Department Distribution List
2. CU_WF_LEVEL1 – This user lists identifies the appropriate candidates for Level 1 of Approval Cycle: Department and Project Admins
3. CU_WF_LEVEL2 – This user lists identifies the appropriate candidates for Level 2 of Approval Cycle: OIT Managers
4. CU_WF_LEVEL3 – This user lists identifies the appropriate candidates for Level 3 of Approval Cycle: Title 3 Managers

7. Setup security:

Permission List

The Permission List CUPO1040 was edited and two more Menus were added for Requisition Approvers.

1. EOAW_APPROVAL_WORKFLOW

PV_MAIN_MENU

Two components were enabled under this menu – PV_APPR_MAN_CMP and PV_REQ_APPROVAL

These pages are required for the approvers to be able to approve requisitions.

A new custom role has been created for Workflow Admin and has been assigned to the “wrkflw_admin” user id as well. Role Name – CU_WF_ADMIN