approvals management engine (ame) r12 functionality & …€¦ · • founded by former oracle...

Approvals Management Engine (AME) R12 Functionality & Case Study

24th October 2011 NEOAUG

Paresh ShahJay Robinson

Company Background

• In operation since 2002 with consistent year‐over‐year growth, privately held Inc 500/5000 list of fastest growing U.S.

companies• Offices in USA – MA (HQ), New York,

Atlanta, Germany and India Over 400 employees with strong local

presence• Core Specializations: E‐Business Suite,

Business Intelligence / Enterprise Performance Management, Fusion Middleware, Infrastructure Services, Education Services

• Founded by former Oracle Consulting Service employees

Boston ■ New York ■ Atlanta ■ Germany ■ India

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1. What is AME/ What are the various uses of AME 2. New features available in R12 3. Power of AME: Case Study PO Requisition Approval/ Methodology4. AME Implementation Steps:

Assign Role to Setup User Grant Access to Transaction Type to Setup User Create Attributes Create Conditions Create Approval Groups Create Rules Setup Profile Options Update PO Requisitions Document Type

6. Case Study – Service Contract Approval with Parallel Approval7. AME Test Workbench8. References

Boston ■ New York ■ Atlanta ■ Germany ■ IndiaApps Associates LLC

Agenda

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1. What is AME?

Oracle Approvals Management (AME) is a self‐service Web application that enables you to define business rules governing the process for approving transactions in Oracle applications that have integrated AME.

2. What are the various uses of AME?

Approvals – PO Requisition, Expense report, Sales Quote, Item Approval, Service Contract Approval, etc. (supports more than 180 transaction types)

E‐Signatures – Various Inventory/ Mfg transactions

What is AME?

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1. Parallel Approvals: notifications are sent out to multiple people simultaneously to speed up the approval process.

2. Support for Viewers: FYI approval notifications are sent to specific users whose approvals are not required.

3. Position Hierarchy Support: Approval lists built within AME are generated based on the position hierarchy. The Position Hierarchy method in AME has some differences which allows it to model not exactly with PO‐based Approvals

4. Purchase Orders are still NOT integrated with AME. Only Requisitions can use AME for approval routing.

Release 12 – PO Requisition AME Approval New Features

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Requestor Limit > PO Req. Amt

Submit PO Requisition for Approval

# 2 General Expense Requisition

Cost Center Requestor’s Supervisor Approval

Finance Pre-Approval (CC Based)

Verify Requisition

Type

Approver Limit > PO Req. Amt

Post ApprovalYESNO

YES# 3 Cap Expense

Requisition

CFO Approval


Task Manager Approval (If Null

– Project Manager)

Finance Pre-Approval(CC Based)


Post ApprovalNOFind Task Manager’s Supervisor

YES

# 4 Project Requisition (Non- Cap)

# 5 Project Requisition (Cap)

CFO Approval


YES

Requestor Limit > PO Req. Amt

Supervisor Approval

NO


Plant Manager Approval

YESNO

# 7 Inventory Requisition (Part Based)

NO

Check for multiple

req types /proj./ tasks

PASS

AME Admin

Approver must have authorization to approve CC

Approver must have authorization to approve CC

FAILTask Manager

Approval (If Null – Project Manager)

Requestor’s Approval if Prepare is different





FN7

FN1

FN2

FN3

FN4

FN6

AG1

AG1

AG1

AG1

AG13

AG13

AG13

AG13

AG13

AG4

AG5

AG3

AG9

AG2

AG2

AG3

AG10

AG11

AG7

Power of AME – Solution Design Methodology Purchase Requisition Approval .

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CFO Approval


Check for multiple

req types /proj./ tasks

AME Admin

FAIL

Task Manager Approval (If Null

– Project Manager)


FN7 FN4AG1AG13 AG5 AG3

If someone else enters requisition on behalf of requestor then requestor should first approve it.

Task Manager on the project should approve requisition. If project is not setup with the Task Manager then approval should go to Project Manager

Reject ‐ Send approval to AME Admin if requisition has lines with different types OR multiple projects

Check Req. Type Cap.

Project

FN X = Function used in the attributeAG X = Approval Group

All Conditions are TRUE Requires Approval from

IF THEN

Converting Business Approval Flow to AME Rule

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1. Assign AME Business Analyst Roles2. Grant Access to Transaction Types3. Create Attributes4. Create Conditions5. Create Approval Groups6. Create Rules7. Setup Profile Options8. Update PO Approval Workflow for Document

Type

TRANSACTION TYPE

RULE(S)

ACTION(S) ACTIONTYPE(S)

CONDITION(S)

ATTRIBUTE(S) APPROVAL GROUPS

AME Implementation Steps

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1. Login as SYSADMIN2. Navigate to User Management3. Search User > Update >

Assign AME Role to Setup User

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AME restricts access to transaction types using Data Security. Grant users access to the transaction types using the Grants page. Set up user access as follows:

a. Navigate to the Personal Home Page.b. Select Functional Administrator Responsibilityc. From the Grants page, press on the Create Grant buttond. Create a grant with the following information:

•Name <specify a descriptive name>•Grantee Type = Specific User •Grantee = <The user who desires AME access> •Object = AME Transaction Types

e. Click Next and select the Object Data Context•Data Context Type = All Rows

f. Click Next to define the object parameters and Select Set •Set = AME Calling Applications

g. Click Next. Review the changes and then finish the process.

Grant Access to Transaction Type to Setup User

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Approvals Management Business Analyst

Select Transaction Type

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Create Attribute

FN7 – Function Returns

‘Y’ or ‘N’

Case Sensitive

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Create Conditions

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Create Approval Groups

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AME Rule Building Blocks

Attributes Conditions Approval Groups

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Create Rules

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Set up profile option for Application = Purchasing and Profile = AME:Installed as follows.

Setup Profile Options

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Purchasing Super User > Setups > Purchasing > Document Types

Change Approval Transaction Type to ‘PURCHASE_REQ’.

Update Document Type

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Overview:In R11i instance profile option ‘OKC: Contract Approver’ is used to define approver. Thisprofile option is setup at the responsibility level. Responsibility used to create a servicecontract determines who gets to approve that service contract. This profile option was obsoleted in R12i, instead AME module should be used to determine approvers.

Key Business Requirements:

• Non US operating units – OU on contract should determine the approver. There may be morethan one approvers for one approving unit.

• US operating unit – Org for which service contract is created will determine the approver

• In case of multiple approvers – approval notification should be sent to all approvers in parallel. Service contract should get approved when any one approver approves it.

• If approver is not setup for any OU/Org then notification should go to default approver.

• FYI Notification should go to supervisor of person who enters the contract.

Business Case Study – Service Contracts Approval Process with Parallel Approval

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Submit Service Contract

for Approval

Send Approval Notifications to All Approvers

Check Operating

Unit

Non US

End of Approval

US OU

First Responde

r Approves

Approve

Service Contract Status ‘Inactive’

Notify Supervisor

Reject

Find out Inventory Org

Inventory Org ApproversXYZ John Smith9LMN John Smith10OPQ John Smith10 & John Smith 11

Operating Unit ApproversOP1 John Smith1OP2 John Smith2OP3 John Smith3&John Smith6OP4 John Smith4OP5 John Smith5OP6 John Smith6OP7 John Smith7&John Smith8OP8 John Smith8

Find Out Approvers – Custom Profile “XYZ Service Contract

Approver US_OU”

Find out Approvers –Custom Profile “XYZ Service Contract

Approver Non US_OU”

Service Contract Approved

Service Contract Approval Process Flow

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Test Workbench displays the attribute values for the transaction, approval

lists and rules used to generate the approval list.

Test Workbench

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1. How To Setup And Use AME For Purchase Requisition Approvals [ID 434143.1]

1. FAQ AME iProcurement In Release 12 [ID 396216.1]

2. 11.5.10 PO: Approval Management Engine - How to Create AME Rules For One Approver [ID 305295.1]

3. Master Reference For AME Based Requisition Approval In R12 [ID 1207863.1]

4. How To Add Viewers (FYI Notification Recipients) In R12 When Using AME [ID 472871.1]

References

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Questions

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