sct workflow / integration users guide / 4section i - sct banner integration chapter 1 overview ......

SCT Workflow IntegrationUsers Guide

January 2005 Release 4.1

Confidential Business Information

This documentation is proprietary information of SunGard SCT and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of SunGard SCT.

Prepared By: SunGard SCT4 Country View RoadMalvern, Pennsylvania 19355United States of America

© SunGard 1999-2005. All rights reserved. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited.

In preparing and providing this publication, SunGard SCT is not rendering legal, accounting, or other similar professional services. SunGard SCT makes no claims that an institution's use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization's own choosing.

SunGard, the SunGard logo, SCT, the SCT logo, and Banner, Campus Pipeline, Luminis, PowerCAMPUS, SCT Matrix, SCT Plus, SCT OnSite and SCT PocketRecruiter are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. All other trade names are trademarks or registered trademarks of their respective holders.

SCT Workflow

Integration User Guide
Section I - SCT Banner Integration
Chapter 1 Overview

Chapter 2 What Is a Business Event?

How Does a Business Event Start a Workflow? ........................................................... 11

Who Can Set Up Business Events?................................................................................. 12

Setting Up Business Events.............................................................................................. 12

Workflow Parameter Type Translation....................................................... 12Step 1 - Set Up a Business Event in SCT Banner..................................... 13Step 2 - Set Up a Business Event in SCT Workflow................................ 14Step 3 - Associate the Business Event with Related Workflows in

SCT Workflow......................................................................................... 15Step 4 - Associate a Business Event with a Business Process ................ 16

SCT Banner Forms That Support Business Events ..................................................... 17

Target System Code Validation Form (GTVEQTS)................................ 17Event Queue Code Validation Form (GTVEQNM)............................... 18Parameter Code Validation Form (GTVEQPM) ..................................... 19Parameter Group Code Validation Form (GTVEQPG)......................... 20Parameter Group Rule Form (GOREQPG)............................................. 21Event Queue Name Definition Form (GOREQNM) ............................ 23Event Queue Record Maintenance Form (GOAEQRM)....................... 24

Chapter 3 Using Workflow Electronic Documents

Using Workflow Electronic Documents With SCT Workflow................................... 30

Types of Users................................................................................................ 30

Setting Up Workflow Electronic Documents................................................................ 32

Step 1 - Establish a Document Type Code................................................ 32Step 2 - Import SCT Banner Forms........................................................... 33Step 3 - Review and Manipulate Metadata Information.......................... 33Step 4 - Build the Workflow Electronic Document................................. 34Step 5 - Grant Super User Authority.......................................................... 36Step 6 - Test the Workflow Electronic Document................................... 36

4

Processing Workflow Electronic Documents ............................................................... 37

Transaction Status ......................................................................................... 37Transaction Security ...................................................................................... 38Using Workflow Electronic Documents in SCT Banner ........................ 39Using Workflow Electronic Documents in SCT Workflow ................... 42

SCT Banner Forms That Support Workflow Electronic Documents....................... 46

Workflow Electronic Documents Validation Form (GTVWFED)....... 47Workflow Electronic Documents Wizard Form (GOAWFIZ).............. 47Workflow Electronic Documents Dictionary Form (GORWFDD)..... 48Workflow Electronic Documents Builder Form (GORWFDB) ........... 49Workflow Electronic Documents Security Form (GORWFDS)........... 52Workflow Electronic Documents Form (GOAWFED).......................... 53Workflow Electronic Documents Form (GOQWFED) ........................ 56

Chapter 4 Processing SCT Banner with SCT Workflow

Logging on to SCT Workflow.......................................................................................... 57

Processing an Activity in Your worklist That Calls an SCT Banner Form ............... 57

Communication Between SCT Workflow and SCT Banner................... 58Characteristics of a Form Called as a Workflow Activity........................ 59Workflow Toolbar Buttons .......................................................................... 61

Other SCT Workflow Processing Considerations ........................................................ 63

Navigating From a Form Launched as a Workflow Activity.................. 63Performing a Rollback .................................................................................. 63Exiting a Form Launched as a Workflow Activity ................................... 64Exiting or Logging Off SCT Workflow..................................................... 64Exiting an SCT Banner Session That Was Started by Workflow........... 64

Workflow Tasks and Workflow Activities With Respect to SCT Banner ................. 65

Processing a Manual Activity ........................................................................................... 66

Handling SCT Banner Error Messages While Processing a Workflow Activity ...... 67

Adding the Workflow Debug Button to Your Toolbar................................................ 67

Using the Process Submission Control Form (GJAPCTL) With SCT Workflow... 69

Mapping parameters on GJAPCTL............................................................ 69Performing a Workflow Submit Within GJAPCTL................................. 70

Integration Users Guide SCT Workflow 4.1 Confidential

January 2005

5

Chapter 5 Example Workflows

Examples ............................................................................................................................. 71

New Gifts ....................................................................................................... 72Requisition Approvals with E-mail ............................................................. 79Hire a Full Time Faculty Member............................................................... 84Hire a Full Time Staff Member ................................................................... 91Establish Benefits .......................................................................................... 98Load Faculty Information ............................................................................ 104Establish Taxes and Other Deductions...................................................... 107New Employee Security Setup .................................................................... 112Grade Change ................................................................................................ 116Withdraw a Student ....................................................................................... 123Process Withdrawn Student Aid ................................................................. 127Interview Candidate ...................................................................................... 132

Customizing Example Workflows ................................................................................... 135

Section II - Luminis Integration

Chapter 6 SCT Luminis

SCT Workflow Product Tab Access ........................................................... 139SCT Workflow Channels .............................................................................. 140Adding a Workflow Tab ............................................................................... 142

Confidential SCT Workflow 4.1 Integration Users Guide

January 2005

6

• • •


January 2005

Section I

SCT Banner

Integration

8

Int

• • •

egration Users Guide SCT Workflow 4.1 Confidential

January 2005

9

1 Overview

The integration users guide is intended for use by the business analyst. It contains information concerning the use of systems that have been integrated with SCT Workflow such as SCT Banner and SCT Luminis.

The SCT Banner Integration section contains the following chapters:

• Chapter 2 - What Is a Business Event? on page 11

• Chapter 3 - Using Workflow Electronic Documents on page 29

• Chapter 4 - Processing SCT Banner with SCT Workflow on page 57

• Chapter 5 - Example Workflows on page 71

The Luminis Integration section contains the following chapter:

• Chapter 6 - SCT Luminis on page 139


January 2005

10

• • •


January 2005

2 What Is a Business Event? 11

2 What Is a Business Event?

A business event is an external stimuli that changes the database, which in turn inserts a record on the Event Queue table. Adding an email address, changing a grade, hiring an employee, and changing a password are all examples of business events.

SCT Banner uses several methods to capture and insert information about a business event on the Event Queue table:

• Database triggers (the most common method)

• Logic located directly in the SCT Banner application

• Any other valid PL/SQL calling block

Note

For more information on Business Events, please see the Business Events chapter in the Analyst/Administrator Handbook. • • •

How Does a Business Event Start a Workflow?Some business events start a workflow automatically. For example, entering new hire information on the Electronic Personnel Action Form (NOAEPAF), under certain circumstances, can automatically start a workflow that grants security to the user.

Here is how a business event is created and how it starts a workflow:

1 Data in the SCT Banner database is added, changed, or deleted.

2 If the database change is set up in SCT Banner to fire a business event, the event code and its associated parameters are captured and stored in the Event Queue table.

In most cases, a database trigger is used to capture and store this information. Another way is to use logic located directly in the SCT Banner application.

3 The Event Dispatcher polls the Event Queue table regularly. If the target system for the business event is WORKFLOW, the Event Dispatcher converts the Banner event into an External Event and posts it to the Workflow system.

4 SCT Workflow evaluates the External Event and its associated parameters to determine which workflows should be started.

Any number of business events can start the same workflow. Similarly, a single business event can start any number of different workflows.


January 2005

12 2 What Is a Business Event?

Note

For more information on External Events and how SCT Workflow processes them, please see the External Events chapter in the Installation and Administration Guide. • • •

Who Can Set Up Business Events?Only authorized users can set up business events. You should limit these authorized users to system administrators and persons who have complete access to your SCT Banner System and Oracle user maintenance functions. All functionality is delivered with the standard BAN_DEFAULT_M access in the General class security. Review this security setup to ensure that only authorized users have access.

Setting Up Business EventsThe basic steps involved in setting up a business event in SCT Banner and SCT Workflow is as follows:

1 Set up a business event in SCT Banner.

2 Set up a business event in SCT Workflow.

3 Associate the business event with related workflows in SCT Workflow. This includes mapping the business event parameters to the workflow context parameters.

4 Assign business event to a business process in SCT Workflow. This includes creating optional guard conditions (rules) that determine when the business event should start each related workflow.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Workflow Parameter Type Translation

Parameter values, regardless of their Oracle data types, are transferred to the SCT Workflow system as strings. Therefore, care must be taken when transferring values from Oracle to Workflow parameters. Use the following information to determine how to properly construct your SQL select statements.

Type Details

Text Since Oracle data, regardless of its type, is transferred to the Workflow system as a string, any Oracle data type that can be returned by a SQL select statement in SQL Plus, can be mapped to a Workflow parameter of type Text.


January 2005


. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Step 1 - Set Up a Business Event in SCT Banner

If you want a business event to start a workflow, you must first set up the business event in SCT Banner. This setup allows you to capture information in the Event Queue table when the database changes.

Note

SCT Banner is delivered with all the setups that support the business events in the SCT example workflows. This seed data has BASELINE as the user ID. • • •

1 Use the Event Queue Code Validation Form (GTVEQNM) to define the business events that will be captured and sent to SCT Workflow.

2 Use the Parameter Code Validation Form (GTVEQPM) to define the parameters that are associated with business events.

Boolean When workflow tries to cast a string to a Boolean value, the String 'true' is converted to true and all other string values are converted to false.

Because Oracle 8i does not have a Boolean data type, Boolean values are most commonly stored as a VARCHAR2(1) or CHAR(1) with 'Y' denoting true and 'N' denoting false. To convert this data to a string value of 'true' or 'false' use a SQL decode statement.

decode( <column>, 'Y', 'true', 'N', 'false' ) ordeocde( <column>, 'Y', 'true' 'false' );

Numeric Workflow will cast any string representation of a valid number to the Numeric data type. Therefore, when mapping Oracle Number and Long data types to Workflow Numeric parameters, no conversion is required.

Date For workflow to successfully cast a string to a Date parameter, the string must be in the following format:

<DD>-<MMM>-<YYYY> <HH>:<MM>:<SS>

For example:

03-MAR-2003 13:00:00

To convert an Oracle date into a string of this format use the to_char function.

select to_char( <column>, 'DD-MON-YYYY HH:MM:SS' )

Type Details


January 2005


3 Use the Parameter Group Code Validation Form (GTVEQPG) to define the parameter groups that are associated with business events.

4 Use the Parameter Group Rule Form (GOREQPG) to assign defined parameters to groups.

5 Use the Event Queue Name Definition Form (GOREQNM) to define specific business events for SCT Workflow. This definition includes associating a parameter group with each business event.

6 Code and enable database triggers that capture and insert business event information into the Event Queue table.

or

Create logic directly in SCT Banner applications to capture and insert business event information in the Event Queue table.

After business events are set up and SCT Banner starts capturing information on the Event Queue table, the system administrator can use the Event Queue Record Maintenance Form (GOAEQRM) to review event records and change their status.

For more information about the forms used to set up business events, see SCT Banner Forms That Support Business Events on page 17.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Step 2 - Set Up a Business Event in SCT Workflow

After you set up a business event in SCT Banner, you must set up the business event in SCT Workflow.

Note

For specific instructions on using SCT Workflow, refer to the SCT Workflow Analyst/Administrator Handbook • • •

1 Select Business Events from Administration.

2 Click Add Business Events.

3 Enter information for the business event. Follow these guidelines for SCT Banner events:

• The Name identifies the event code of the business event. This must match the default value of the first parameter associated with the business event in SCT Banner. SCT Banner parameters are set up on the Parameter Group Rule Form (GOREQPG).

• The Product Type must match the default value of the second parameter associated with the business event in SCT Banner. SCT Banner parameters are set up on the Parameter Group Rule Form (GOREQPG).


January 2005


4 In the Parameter section of the page, click Add Event Parameter. The Name, Type, and Guaranteed fields are required.

If a special target parameter name is defined for the parameter in SCT Banner on GOREQPG, the parameter Name must match the target parameter name entered on GOREQPG. If the parameter does not have a special target parameter name on GOREQPG, the parameter Name in SCT Workflow must match the parameter code entered on GOREQPG.

The Guaranteed field indicates whether the parameter is guaranteed output from the SCT Banner business event.

Note

You must set up all the SCT Banner parameters (defined on GOREQPG) in SCT Workflow, except the first three parameters. • • •

Step 3 - Associate the Business Event with Related Workflows

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .in SCT Workflow

You must create associations between the business event and all workflows that the business event can start. This association will contain the information needed to map the parameters in the business event to the context parameters in the associated workflows.

The association between a business event and a workflow is created within the business event.

Note

Refer to the SCT Workflow Analyst/Administrator Handbook for specific instructions on using SCT Workflow. • • •

1 Select Business Events from Administration.

2 Select a Business Event.

3 In the Associated Workflows section of the page, click Add Workflow Association.

4 Select the workflow you would like to associate with the event and click Save.

5 In the parameter mapping section of the Workflow Association page, map all event parameters to their equivalent workflow context parameters.


January 2005


. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Step 4 - Associate a Business Event with a Business Process

You must associate a business event with a business process in SCT Workflow.

If the business event should start a workflow only under certain conditions, you must create a guard condition (rule) for the business event. This guard condition is defined at the business process level and determines whether the workflow should start. If the guard condition evaluates to True, the workflow starts. If the guard condition evaluates to False, the workflow does not start.

Note

For specific instructions on using SCT Workflow, refer to the SCT Workflow Analyst/Administrator Handbook, • • •

1 Select Enterprise Management within Administration.

2 Click a Business Process name to assign an event to that business process.

3 In the Associated Events section of the page, click Add Event Association.

4 Select a business event.

5 Click Save Association.

6 (Optional) If the business event should start a workflow only under certain conditions, click the name of the event you just assigned to add a rule-based guard condition.

If a new business process was created for the event assignment, you will need to assign the workflow to be started to the business process.

1 Select Enterprise Management within Administration.

2 Click the Business Process name that you want to assign the workflow to.

3 In the Associated Workflows section of the page, click Add Workflow Association.

4 Select the workflow you want to assign to the business process and specify the effective date range.

5 Click Save Association.


January 2005


SCT Banner Forms That Support Business EventsThe following SCT Banner forms support business events:

• Target System Code Validation Form (GTVEQTS)

• Event Queue Code Validation Form (GTVEQNM)

• Parameter Code Validation Form (GTVEQPM)

• Parameter Group Code Validation Form (GTVEQPG)

• Parameter Group Rule Form (GOREQPG)

• Event Queue Name Definition Form (GOREQNM)

• Event Queue Record Maintenance Form (GOAEQRM)

These forms appear on the Event Queue Maintenance Menu (*GENEQS) under the System Functions/Administration Menu (*GENSYS) in General.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Target System Code Validation Form (GTVEQTS)

Use this form to define the external systems that require notification when a business event occurs. WORKFLOW is one of the target codes delivered with SCT Banner. This code should not be changed or deleted.

When you first access GTVEQTS, the form displays all defined target system codes. You can query any displayed field, including Activity Date.

Fields Descriptions / Buttons

Target Code Code that uniquely identifies an external system that requires notification when a business event occurs. For SCT Workflow, this code is WORKFLOW. Required.

Note

Target codes WORKFLOW and PIPELINE are delivered with the system and should not be changed or deleted. (Changes may impact the processing of business events.) • • •

Description Freeform description of the target system. Maximum length is 30 characters. This field is accessible only if a Target Code is defined for the record. Required.

All user IDs can update this field.


January 2005


. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Event Queue Code Validation Form (GTVEQNM)

Use this form to define the business events that will be captured and sent to SCT Workflow. Adding an email address, changing a grade, hiring an employee, and changing a password are all examples of business events that can be defined on this form.

When you first access GTVEQNM, the form displays all defined event codes. You can query any displayed field, including Activity Date.

User ID Code that indicates who inserted the record:

BASELINE SCT delivered the record as seed data or the client inserted the record while logged into SCT Banner as BASELINE. Only BASELINE users can change or delete the Target Code field.

LOCAL The client inserted the record with a login ID other than BASELINE. Any user ID can change or delete the Target Code field.

Display-only.

Activity Date Date the record was last updated. Display-only.


Event Code Code that uniquely identifies a business event. This code is matched to the event name in SCT Workflow during the communication process. Required.

You can change or delete the Event Code only if both of the following conditions exist:

• The business event was never run. This means the business event was never inserted into the Event Queue table to be selected by the Event Dispatcher.

• The business event is not associated with any target system on the Event Queue Name Definition Form (GOREQNM).

Description Freeform description of the business event. Maximum length is 30 characters. This field is accessible only if an Event Code is defined for the record. Required.




January 2005


. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Parameter Code Validation Form (GTVEQPM)

Use this form to define the parameters that are associated with business events. Employee class, email address, student major, and term code are all examples of parameters than can be defined on this form.

When you first access GTVEQPM, the form displays all defined parameter codes. You can query any displayed field, including Activity Date.


BASELINE SCT delivered the record as seed data or the client inserted the record while logged into SCT Banner as BASELINE. Only BASELINE users can change or delete the Event Code field.

LOCAL The client inserted the record with a login ID other than BASELINE. Any user ID can change or delete the Event Code field.

Display-only.



Parameter Code Code that uniquely identifies a parameter. This code is matched to the context parameters in SCT Workflow during the communication process. Required.

You can change or delete the Parameter Code only if the parameter code is not associated with any parameter group code on the Parameter Group Rule Form (GOREQPG).

Warning

Parameter codes are case-sensitive. They must be defined the same way in SCT Banner and in SCT Workflow. • • •

Description Freeform description of the parameter code. Maximum length is 30 characters. This field is accessible only if a Parameter Code is defined for the record. Required.




January 2005


. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Parameter Group Code Validation Form (GTVEQPG)

Use this form to define the parameter groups associated with business events. For example, a parameter group can be defined for all the parameters passed to SCT Workflow when an employee is hired.

The parameter group code is defined on GTVEQPG. After the code is defined, you can use the Parameter Group Rule Form (GOREQPG) to assign specific parameters to the group.

When you first access GTVEQPG, the form displays all defined group codes. You can query any displayed field, including Activity Date.


BASELINE SCT delivered the record as seed data or the client inserted the record while logged into SCT Banner as BASELINE. Only BASELINE users can change or delete the Parameter Code field.

LOCAL The client inserted the record with a login ID other than BASELINE. Any user ID can change or delete the Parameter Code field.

Display-only.


To display the Activity Date, use the scroll bar at the bottom of the pane that contains the User ID field.


Group Code Code that uniquely defines a parameter group. Required.

You can change or delete the Group Code only if the group code has no detail records on the Parameter Group Rule Form (GOREQPG).

Description Freeform description of the group code. Maximum length is 30 characters. This field is accessible only if a Group Code is defined for the record. Required.




January 2005


. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Parameter Group Rule Form (GOREQPG)

Use this form to assign defined parameters to groups. For example, you can assign the ID, position code, effective date, and employee class parameters to a group.

After parameters are assigned to a parameter group, you can use the Event Queue Name Definition Form (GOREQNM) to assign the parameter group to business events.

You can insert or delete parameters into a parameter group only if the parameter group is not associated with any target systems on the Event Queue Name Definition Form (GOREQNM).

The first three parameters in a parameter group used by a Workflow business event are required and must be in this order:

1 EVENTNAME. The Default Value for the first parameter must be the event code of the business event associated with the parameter group. This name must match the event name used in SCT Workflow.

2 PRODUCTTYPE. The Default Value for the second parameter must match the product type set up for the business event in SCT Workflow. Seed data has SCT Banner as the product type, but it can be changed.

3 WORKFLOWSPECIFICNAME. This name appears in the worklist when the business event starts a workflow. This name can be defined on this form or in the database trigger coded for the business event.

For example, the parameter group used with the Grade Change business event might be defined with the following values for the first three parameters:


BASELINE SCT delivered the record as seed data or the client inserted the record while logged into SCT Banner as BASELINE. Only BASELINE users can change or delete the Group Code field.

LOCAL The client inserted the record with a login ID other than BASELINE. Any user ID can change or delete the Group Code field.

Display-only.




January 2005


Parameter Name Default Value

EVENTNAME GRADECHG

PRODUCTTYPE SCT Banner

WORKFLOWSPECIFICNAME Grade Change


Group Code Code that uniquely defines a parameter group.

(lookup) List Parameter Group Validation List (GTVEQPG)

Seq# Sequence number that defines the order in which the parameter is sent to the target system.

Note

The first three parameters in a parameter group used by a Workflow business event are required and must be in a specific order. • • •

Parameter Code that uniquely identifies a parameter. Required.

The first three parameters in a parameter group used by a Workflow business event must be as follows:

• First parameter — EVENTNAME

• Second parameter — PRODUCTYPE

• Third parameter — WORKFLOWSPECIFICNAME

(lookup) List Parameter Validation List (GTVEQPM)

Warning

Parameter codes are case-sensitive. They must be defined exactly the same in SCT Banner and in SCT Workflow. • • •

Default Value Default value for the parameter. Maximum length is 2000 characters. This default value, if defined, is sent to SCT Workflow. Enter this optional value if the parameter value is the same each time the business event occurs.

For the first parameter (EVENTNAME), the default value must be the event code of the business event associated with the parameter group.

Warning

Default values are case-sensitive. • • •


January 2005


. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Event Queue Name Definition Form (GOREQNM)

Use this form to define specific business events for SCT Workflow. This definition includes associating a parameter group with each business event.

For example, you can use this form to set up a business event for hiring an employee and identify the specific group of parameters associated with that business event.

Target Parameter Name

Name used in SCT Workflow to identify the parameter. This field links the SCT Banner parameter with the associated parameter in SCT Workflow. Maximum length is 100 characters.

This is an optional field. You can leave this field blank if SCT Workflow uses the name that is in the Parameter field. If SCT Workflow uses another parameter name, you must enter that name in this field. By using this field, you can set up a more user friendly name in SCT Workflow.

This field must be blank for the first three parameters.

Warning

Target parameter names are case-sensitive. They must be defined exactly the same in SCT Banner and in SCT Workflow. • • •


Target System Code that uniquely identifies the target system (WORKFLOW).

(lookup) List Target System Validation List (GTVEQTS)

Event Code Code that uniquely identifies a business event. Required.

You can update or delete this code only if the business event was never run. This means the business event was never inserted into the Event Queue table to be selected by the Event Dispatcher.

(lookup) List Event Validation List (GTVEQNM)

Description Description associated with the event code. Display-only.

Group Code Code that uniquely identifies a parameter group. Required.

You can update or delete this code only if the associated business event was never run. This means the business event was never inserted into the Event Queue table to be selected by the Event Dispatcher.

(lookup) List Parameter Group Validation List (GTVEQPG)



January 2005


. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Event Queue Record Maintenance Form (GOAEQRM)

Use this form to review event records created in SCT Banner. You can change the status of event records on this form. This form lists all business events by target system. You can further refine the listing by event code and/or event status.

Note

The Event Dispatcher must be shut down before you can manually update the status of an event record. • • •

Description Description associated with the parameter group. Display-only.

Active Checkbox that determines whether the business event is active or inactive.

checked The business event is active. Records are inserted into the Event Queue table when the business event occurs. The Event Dispatcher sends parameter values to the appropriate target system for processing.

unchecked The business event is inactive. Records are not inserted into the Event Queue table when the business event occurs.

Business events in seed data are delivered as Inactive. You can activate events when setup is complete.

User ID Code that indicates who inserted the record. Display only.

BASELINE SCT delivered the record as seed data or the client inserted the record while logged into SCT Banner as BASELINE. Only BASELINE users can delete these records, change the Event Code field, or change the Group Code field.

LOCAL The client inserted the record with a login ID other than BASELINE. Any user ID can delete these records, change the Event Code field, or change the Group Code field.

To display the User ID, use the scroll bar at the bottom of the pane that contains the Description and Active fields.



January 2005


The form shows the following kinds of information:

• Event Data. Basic information about all business events that match the criteria in the key block.

• Parameter Data. Parameter information for a specific business event selected in the Events Data block.

• Event Errors. All error messages for the target system specified in the key block.

Key Block

Use this block to identify the business events you want to review. You must identify the target system you want to review. Within the selected target system, you can optionally refine the list by event code and/or event status.

Events Data Block

Use this block to review and/or change the status of business events. This block shows basic information about all business events that match the criteria in the key block.


Target System Code that uniquely identifies the target system. Required.

(lookup) List Target System Validation List (GTVEQTS)

Event Code Code that uniquely identifies a business event.

(lookup) List Event Validation List (GTVEQNM)

If you enter a value in this field, only records with that event code are displayed in the Events Data block. If you leave the field blank, all business events for the target system are displayed.

Status Drop-down list that identifies the status of business events. If you select a status, only records with that status are displayed in the Events Data block. If you wish to view all records, select None from the list.


Sequence # Unique one-up number generated by the system to identify a business event. Display-only.

Event Code that uniquely identifies the business event associated with the sequence number. Display-only.


January 2005


Parameter Data Block

Use this block to display parameter information for a specific business event selected in the Events Data block. All fields in this block are display-only.

Status Drop-down list that identifies the current status of the business event. Valid values are as follows:

Ready for ProcessingThis is a new event that the Event Dispatcher has not selected for processing. The system changes this status to Processing when the Event Dispatcher selects the event. You can also change the status of this event.

ProcessingThe Event Dispatcher has selected the event but has not yet completed processing it. You can change the status of this event. The system can also change this status to Processed or Rejected.

ProcessedThe Event Dispatcher has selected the event and has completed processing it. You can change the status of this event. The system does not change this status.

RejectedThe Event Dispatcher has rejected the event and will not process it. You should correct the event or event rules so that the event can be processed. After corrections are made, the system administrator can change the status to the appropriate value. This value is reserved for system use only. The systems administrator cannot set an event to Rejected.

HoldThe event should not be selected by the Event Dispatcher for processing. Only the systems administrator can change this status.

User ID Oracle ID of the person who last updated the record. Display-only.



Sequence # Number that defines the order in which the parameter is sent to the target system.

Parameter Code that uniquely identifies a parameter.

Value Value the system generated for the associated parameter when the business event occurred.



January 2005


Event Errors Window

Use this window to display all error messages for the target system specified in the key block. All fields in this block are display-only.


Event Code Code that uniquely identifies a business event.

Error Seq# Unique one-up number generated by the system to identify the error message.

User Oracle ID of the person who last updated the record that created the error message.

Activity Date Date the record was last updated.

Error Message Oracle error message.

Call Stack Location in the program code where the error occurred.


January 2005


• • •


January 2005

29

3 Using Workflow Electronic Documents

Workflow electronic documents are customized SCT Banner forms designed to replace the paper forms you use today to communicate with different people at your institution. They act like blank forms — you access one, fill in the blanks, then save the data as a transaction. The electronic document remains unchanged, ready to be used by someone else.

Each transaction has a transaction number. The transaction number is a unique incremented number assigned by the system when you enter a new transaction for a document type.

Workflow electronic documents are primarily used to request approvals. You can create a document with a request, route it to a number of people to review and approve, then receive a notification that the request was approved. You can even set up the electronic document to go to different people under different circumstances.

For example, your institution might require an order for supplies that exceeds a certain amount be approved by a supervisor, and an order under that amount be processed directly. After the order has been approved, it is routed to a secretary who places the actual order with the vendor.

The information stored in a transaction is not posted to the SCT Banner database until all approvals are received. This ensures that information is not prematurely included in any reports or totals.

Note

Each institution’s workflow electronic documents reflect the policies of the institution, so the documents are unique. • • •

All workflow electronic documents begin with a document type code, a description, and a transaction number. So, if you were filling out an electronic document to order supplies for John Wang, you might specify:

• Type code “Order Supplies”

• Description “John Wang’s Order”

SCT Banner will assign the transaction number.

The body of a workflow electronic document consists of labeled fields. Fields can be set up to display a list of values (LOV) to help users fill them out correctly, or the fields may have a default value. All fields can be given help text, which appears in the status bar.


January 2005

30

Scenario: Ordering Supplies

Arthur Willowby, a faculty member, places an order for supplies:

• The pens and notebooks must be approved by Matthew Allen.

• Because the white board costs more than $50, it must be approved by Jane Lee.

• The new PC must be approved by Stuart MacDonald.

Arthur fills out the Ordering Supplies electronic document, giving it the description Arthur Willowby’s Order. SCT Banner gives it transaction number 462. Arthur enters all the required fields and saves it, SCT Workflow sends it to Matthew Allen, Jane Lee, and Stuart MacDonald, one at a time. The approvers see the transaction as a work item in their worklists. When each person marks it Approved, the transaction appears as a work item on the worklist of the next person until all have approved it. Then the transaction appears on the worklist of Steven Carter, the department secretary. He enters the order and SCT Workflow changes the transaction status to Applied. SCT Workflow notifies Arthur that his order has been placed via his worklist.

Using Workflow Electronic Documents With SCT WorkflowWorkflow electronic documents work with SCT Workflow. The information you enter in an electronic document is saved with a transaction number. SCT Workflow places a work item with that transaction on the approver’s worklist. The approver can review it and decide to approve it, disapprove it, or return it for correction. If the transaction is returned for correction, SCT Workflow places it back on the originator’s worklist as a work item.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Types of Users

Three types of users are involved with workflow electronic documents:

• Casual users

• Administrative users

• Super users

A user can be a different type of user for different products. For example, a user can be a super user for Finance workflow electronic documents and a casual user for Student electronic documents.


January 2005

31

Casual User

The casual user has little or no experience with SCT Banner. Casual users:

• Initiate requests via workflow electronic documents.

• Review and approve electronic documents that appear as work items on their worklists.

When a casual user enters data into a workflow electronic document, the data is not saved to the “live” SCT Banner database. It is placed into transaction tables until the data is applied.

Casual users can only see an existing transaction if they are the initiator or one of the approvers of the transaction.

Administrative User

An administrative user should be familiar with SCT Banner. The administrative user takes the approved data and enters it into the appropriate SCT Banner forms. It is then saved to the SCT Banner databases and appears in reports and calculations.

When a workflow electronic document is sent to an administrative user, it may contain some or all of the information to be entered in the SCT Banner forms.

Administrative users can only see existing transactions if they applied the data. If they did not touch a transaction, they cannot see it.

Super User

A super user should be very familiar with both SCT Banner and SCT Workflow. A super user watches over the approval process, making sure that it runs smoothly. If a transaction gets “stuck” because, for example, an approver is on vacation, the super user can approve the transaction in the designated approver’s place.

Super users can:

• See all transactions, whether they were involved with them or not.

• Update a transaction that was disapproved and start the approval process again.

• Approve transactions, even if he or she is not one of the specified approvers. Approved transactions move immediately to the administrative user(s) to be applied. No other authorizations are necessary if a super user has approved a transaction.

• Apply data to the SCT Banner database.

Warning

A change made by a super user is permanent. All the ramifications of such a change cannot be changed back by anyone except a super user. • • •


January 2005

32

Setting Up Workflow Electronic DocumentsBusiness analysts create your institution’s workflow electronic documents. Each institution’s policies are different, so workflow electronic documents vary between institutions.

Before creating the document, plan how you want it to look and which SCT Banner fields it should contain. Determine which fields are required, and what, if any, default values you want to use. These properties are assigned on the Workflow Electronic Documents Builder Form (GORWFDB) in step 4 below, but it is best to plan them in advance.

To create a workflow electronic document, you must complete the following steps:

1 Establish a document type code for your electronic document.

2 Import the SCT Banner forms that contain the fields you want to use on the electronic document.

3 Review and manipulate the field data on a metadata level.

4 Build the workflow electronic document and assign properties to all its labels and fields.

5 Grant super user authority to the appropriate users.

6 Test the workflow electronic document.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Step 1 - Establish a Document Type Code

To establish a document type code:

1 Access the Workflow Electronic Documents Validation Form (GTVWFED). For more information about this form, see Workflow Electronic Documents Validation Form (GTVWFED) on page 47.

2 Enter an Electronic Document Type code and Description.

3 Save the record and exit the form.


January 2005

33

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Step 2 - Import SCT Banner Forms

Workflow electronic documents contain fields from SCT Banner forms (in addition to user-defined fields). The forms must be imported before the fields can be used.

1 Access the Workflow Electronic Documents Wizard Form (GOAWFIZ). For more information about this form, see Workflow Electronic Documents Wizard Form (GOAWFIZ) on page 47.

2 Click Next on the splash screen.

3 Click the SCT Banner forms that contain fields you want to include on your document. You can scroll through the form names or use query functionality to search for them. If a form has already been imported, a checkmark appears in the Previously Setup checkbox. If the checkbox is selected, you do not need to import the form again.

4 Click Next. The selected forms are imported.

5 On the last screen of the wizard, click Finish.

Note

You can click Cancel at any time to leave the wizard. • • •

The import process has concluded. You can use any of the fields from any of the imported forms in your electronic documents, or from any forms that were previously imported.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Step 3 - Review and Manipulate Metadata Information

Now you can begin to look at the fields rather than just at the forms. You will need to inspect the metadata information and make any necessary changes.

Note

Metadata is “data about data.” In this step you will review data about fields. For example, you can review the length, value range, and format mask of individual fields on an imported form. • • •

1 Access the Workflow Electronic Documents Dictionary Form (GORWFDD). For more information about this form, see Workflow Electronic Documents Dictionary Form (GORWFDD) on page 48.

2 Enter the Application Name.

3 Perform a Next Block function. Each field from the form is listed on the left, and data about the currently highlighted field is displayed on the right. Scroll through the fields and make any necessary changes, such as altering default values, setting up code/description functionality, or setting up lists of values (LOVs).

4 Save your changes and exit the form.


January 2005

34

Your changes are stored with the field data in the Data Dictionary, and are used whenever the field is used. No changes made here will affect the original SCT Banner tables.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Step 4 - Build the Workflow Electronic Document

Now you can build the workflow electronic document. You can lay out the fields, establish properties for each field, and specify the order in which SCT Banner forms will appear during the apply process.

1 Access the Workflow Electronic Documents Builder Form (GORWFDB). For more information about this form, see Workflow Electronic Documents Builder Form (GORWFDB) on page 49.

2 Enter the Document Code you created on the Workflow Electronic Documents Validation Form (GTVWFED), or double-click the field to see a list of codes and select one.

3 Perform a Next Block function.

4 Enter a label in the grid where you want it to appear on the workflow electronic document.

5 Click Properties to see the Properties window.

6 Verify that the Cell Type is Label and click OK.

7 Put your cursor in the cell next to the label and click Properties.

8 Verify that the identifier for the correct cell (for example, A2) is displayed in the box at the top of the window.

9 Enter the properties for the cell, including length, default value, whether it is validated or calculated, and Help text.

Note

If you enter the Database Target Name, some fields display default values. • • •

10 Click OK.

11 Fill in the rest of the grid with labels and fields, defining properties for them on the Properties window. Your document can have more than one sheet, if necessary. It is recommended that you save your document often.

Note

If a field asks a yes or no question with no direct link to a database, you must include the SCT Banner form on the Application Apply Order window in the proper order. Otherwise, the form will not appear automatically during the apply process. • • •

12 Click Apply Order to access the Application Apply Order window,


January 2005

35

13 Define the order in which the SCT Banner forms will appear when the applier begins updating the databases.

14 Click OK.

15 When your document is complete, save it and exit the form.

This is the longest and most complex part of the process. If you invest time in the planning process, though, it will be easier.

Code/Description Lookup Feature

When you build your workflow electronic document, you can set up some fields to use the code/description lookup feature included in SCT Banner, as described in the SCT Banner General User Guide.

To include this feature in your workflow electronic document, you must set it up on both the Workflow Electronic Documents Dictionary Form (GORWFDD) and on the Workflow Electronic Documents Builder Form (GORWFDB). Both forms must be set up for the code and for the corresponding description.

On the Workflow Electronic Documents Dictionary Form (GORWFDD)

1 Select the Element Name that represents your code.

2 Enter the appropriate information for the List Name, Table Name, Column Code Name, and Column Desc Name fields. Although the wizard automatically populates most of the information on GORWFDD, you may have to enter this information. See Workflow Electronic Documents Dictionary Form (GORWFDD) on page 48.

3 Select the Element Name that represents the description.

4 Enter the appropriate information for the List Name, Table Name, Column Code Name and Column Desc Name fields.

On the Workflow Electronic Documents Builder Form (GORWFDB)

1 Place your cursor in the field for the code.

2 Click Properties.

3 Enter the following in the Properties window:

• Cell Type must be Text.

• Application Name must be the SCT Banner form that holds the code.

• Application Target Name must be the field in the form that holds the code and description.


January 2005

36

The rest of the necessary information is displayed automatically. It is not necessary to add anything in the Event API block.

4 Click OK to leave the Properties window.

5 Place your cursor in the field for the description.

6 Click Properties.

7 Enter the following in the Properties window:

• Cell Type must be Display

8 Click OK to leave the Properties window.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Step 5 - Grant Super User Authority

All users have access to SCT Workflow electronic documents in which they play a part, by initiating the document, approving it, or applying its data to the SCT Banner databases. Any users that need super user access must be set up separately.

1 Access the Workflow Electronic Documents Security Form (GORWFDS). For more information about this form, see Workflow Electronic Documents Security Form (GORWFDS) on page 52.

2 Enter the User ID, or click Search to see a list of valid users and select one.


4 Enter the code for your document in the Document Type field, or double-click the field to see a list of the codes and select one.

5 Select the Update checkbox to give the user update access to the document.


. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Step 6 - Test the Workflow Electronic Document

1 Access the Workflow Electronic Documents Form (GOAWFED) to see your new document. For more information about this form, see “Workflow Electronic Documents Form (GOAWFED) on page 53.

2 Click Create a New Document.

3 Enter your code in the Document Type field, or double-click the field to see a list of the codes and select one.

4 Enter a description in the Transaction Description field.


January 2005

37

5 Perform a Next Block function. Your new document will be displayed.

6 Test the document to ensure all the validations and calculations work correctly.

Processing Workflow Electronic Documents

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Transaction Status

Before using a workflow electronic document, you must understand how a transaction’s status changes during its life cycle.

Valid Statuses

The way SCT Workflow treats a workflow electronic document depends on the document’s status:

Status Description SCT Banner Form/SCT Workflow Behavior

Hold This is the transaction status when it is first saved. The originator can click In Process to put a document into Hold status so the document can be finished later.

The transaction does not appear on anyone’s worklist. It exists only in SCT Banner.

Waiting This is the transaction status if the originator clicks Completed, but some of the required fields are empty.

The transaction may be completed by the originator, or SCT Workflow may direct it to another user who can update the fields.

Pending The originator has entered all the required fields and clicked Completed. The approval process has begun. If the transaction must be approved by more than one person, the status remains Pending until one person returns it for correction, disapproves it, or until all have approved it.

SCT Workflow changes the status to Pending, and performs an insert into the appropriate database. If the business event has been successfully triggered, it will appear on the Event Queue Record Maintenance Form (GOAEQRM). To see it, enter Workflow as the Target System, and the code for the workflow electronic document as the Event Code.

The transaction appears on the approver’s worklist. The approver can approve the document, disapprove it, or return it for correction. The transaction becomes display-only, except for super users.

Returned One of the approvers has sent the transaction back to the originator by clicking Return for Correction. It appears in the originator’s worklist.

The transaction does not appear in any other approver’s worklist, and it is not sent to the applier.


January 2005

38

Checking a Business Event’s Status

You can check a business event’s status using the Event Queue Record Maintenance form (GOAEQRM). The Target System is Workflow. The value for Event Code is the code for that workflow electronic document.

If the business event should have been triggered by the initiation of a transaction but didn’t, an error message will display when the originator leaves the Workflow Electronic Documents Form (GOAWFED).

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Transaction Security

The standard role-level security used throughout SCT Banner is used here as well. Users must be granted update access to the forms and underlying system tables.

When a user initiates a transaction, the user ID is stored with the transaction number. SCT Banner gives users access to transactions they initiated, updated, reviewed, and approved. If users access transactions in response to work items in their worklists, they are granted access to view those transactions in SCT Banner.

Disapproved One of the approvers has disapproved the document by clicking Disapproved.

The workflow ends. Depending on how the workflow was set up, a manual activity may notify the originator that it has ended. The transaction cannot be changed, except by super users. All other users must create a new transaction.

Approved All the approvers clicked Approved. The transaction appears in the applier’s worklist.

Applied All the appliers entered the data into the SCT Banner forms and clicked OK, or an automated activity has electronically updated the SCT Banner tables.

The workflow ends. The transaction is display-only for all users, including super users.

Status Description SCT Banner Form/SCT Workflow Behavior


January 2005

39

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Using Workflow Electronic Documents in SCT Banner

You can use workflow electronic documents in SCT Banner, alone, or with SCT Workflow. The main difference is that you would never click Workflow Submit if you are using workflow electronic documents outside SCT Workflow, you just save the transaction.

Creating a Workflow Electronic Document Transaction

1 Access the Workflow Electronic Documents Form (GOAWFED) in SCT Banner.


3 Enter the Document Type, or double-click the field to see a list of the codes and select one.

4 Enter the Transaction Description. It is helpful if the description is unique for your transaction (for example, John Smith; New Hire).

5 Perform a Next Block function. The Transaction # is generated automatically by the system with the Status of Hold.

6 Fill in all the necessary fields. You can click Search to see valid values, depending on how the fields were set up. Any help text for the fields appears on the status bar. Some fields may be validated; you may receive an error message if you enter an invalid value, depending on how the fields were set up.

7 (Optional) Use the arrow buttons on the navigation bar to see how many sheets the document has. You can move between sheets by clicking the appropriate arrow buttons.

8 (Optional) To add comments, click Comments. Enter your comments in the Current Comments field and click OK. Any comments are stored with the transaction.

9 (Optional) If you are not finished but want to leave the document for a while, save the data. Be sure to note the transaction number — you will need to enter it to open the transaction again. Exit the form.

10 When you are finished, click the Complete button. If you have filled in all the necessary fields, the Status changes from Hold to Pending. Otherwise, the status changes to Waiting.


January 2005

40

Reviewing and Changing an Existing Transaction


2 Click View/Update Existing Document. The form is displayed with the cursor in the Transaction # field.

3 Enter the transaction number or click Search to see a list of transactions and select one. (The only transactions you will be able to see are ones you initiated, updated, approved, or applied, unless you are a super user.)


5 Enter your changes as with a new transaction. Enter comments as necessary.

6 When all the fields have been entered, click Complete. If you have filled in all the necessary fields, the Status changes from Hold to Pending. Otherwise, the status changes to Waiting.

Returning a Transaction for Correction

If you are an approver, you can return a transaction for correction if it is not completed correctly. For example, a transaction may contain incorrect data, even though the originator filled out all the required fields with valid values.

1 Open the transaction on the Workflow Electronic Documents Form (GOAWFED).

2 Click Comment to open the Comments window. Explain why you are returning the transaction in the Current Comments field.

3 Click OK.

4 Click Return for Correction. The transaction status is now Returned.

Approving/Disapproving a Transaction

If your role makes you an approver, you can review a transaction and approve or disapprove it. If you and all the other approvers approve a transaction, its status becomes Approved. If you or one of the other approvers denies the request, its status becomes Disapproved.


2 If you are approving the transaction, click Approved.

or

If you are denying the request, click Disapproved. You may want to add a comment on the Comments window:

• Click Comment to access the Comment window. Explain why you are disapproving the transaction in the Current Comments field.

• Click OK.


January 2005

41

Applying Data to SCT Banner Databases

When a transaction is approved, the data must be applied to the SCT Banner databases. You must copy or enter the appropriate information into the different SCT Banner forms as they appear.

Note

When a workflow electronic document is created, the business analyst specifies which SCT Banner forms will appear during the apply process, and in what order. Some fields in the document may not have been used. You do not need to access the forms that contain those fields. • • •

To Apply Data by Accessing All Forms in Order


2 Click Start Apply Process. The first SCT Banner form will appear.

3 Click Open Electronic Document on the toolbar to display the Workflow Electronic Documents Form (GOQWFED). This form is identical to GOAWFED, which has the same name. You can toggle between the transaction containing the approved data and the form where the data should be entered by choosing them from the Window pull-down menu.

4 Enter the appropriate data from the workflow electronic document, and any additional information that may be needed. You can copy and paste information from the transaction.


6 The next form appears. Enter the data as before, save your changes, and exit the form.

7 Continue until you have entered data into all the forms. After you have viewed all the forms, the Apply Order window appears. Each form listed is checked, even if you did not enter any data on that form.

8 Click OK. The status of the transaction becomes Applied.

To Apply Data by Accessing Selected Forms


2 Click Selected Apply. A window appears with all the SCT Banner forms listed in order. You can choose which forms you want to see, one at a time. You must access the forms in the order listed — if you skip a form you cannot return to it.

3 Find the first form you want to access, and click Select to Apply. If you realize you need to access all of them, click Apply All to access the forms in order. The selected form will appear.


January 2005

42



6 Save your changes and exit the form. The window with SCT Banner forms listed in order reappears. The form you just updated has a checkmark in the Applied column.

7 If necessary, choose another form. Enter the data as before, save your changes, and exit the form.

8 Continue until you have entered all the data.


Once the status of a transaction changes to Applied, the transaction cannot be changed. It can be viewed by the users that created, updated, approved, or applied it, and by super users.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Using Workflow Electronic Documents in SCT Workflow

Workflow electronic documents are designed to be used with SCT Workflow.

Creating a Workflow Electronic Document Transaction

Transactions are usually created automatically, triggered by business events. You can, however, create them manually:



3 Enter the Document Type, or double-click the field to see a list of the codes and select one.

4 Enter the Transaction Description. It is helpful if the description is unique for your transaction (for example, John Smith; New Hire).

5 Perform a Next Block function. The Transaction # is generated automatically by the system, and the Status is Hold.

6 Fill in all the necessary fields. You can click Search to see valid values, depending on how the fields were set up. Any help text for the fields appears on the status bar. Some fields may be validated; you may receive an error message if you enter an invalid value, depending on how the fields were set up.


January 2005

43

7 (Optional) Use the arrow buttons on the navigation bar to see how many sheets the document has. You can move between sheets by clicking the appropriate arrow buttons.

8 (Optional) To add comments, click Comments. Enter your comments in the Current Comments field and click OK. Any comments are stored with the transaction.

9 When you are finished, click Complete. If you have filled in all the necessary fields, the Status changes from Hold to Pending. Otherwise, the status changes to Waiting.

10 Click Workflow Submit on the toolbar to send the transaction to SCT Workflow.

Reviewing and Changing an Existing Transaction

1 Start the work item from your worklist in SCT Workflow. The Workflow Electronic Documents Form (GOAWFED) appears, displaying the transaction.

2 View any comments on the Comments window.

3 Make all the necessary changes.

4 Click Complete when you are finished.


Returning a Transaction for Correction

If you are an approver, you can return a transaction for correction if it is not completed correctly. For example, a transaction may contain incorrect data, even though the originator entered all the required fields with valid values.


2 Add a comment on the Comments window:

• Click Comment to access the Comments window.

• Explain why you are returning the transaction in the Current Comments field.

• Click OK.

3 Click Return for Correction.


The transaction appears as a work item on the originator’s worklist with the message that it was returned for correction.


January 2005

44

Approving/Disapproving a Transaction

If your role makes you an approver, you can review a transaction and approve or disapprove it. If you and all the other approvers approve a transaction, it appears as a work item on the worklist of the applier(s). If you or one of the other approvers denies the request, the workflow ends. The workflow can notify the originator that the transaction was approved or disapproved if set up to do so.


2 Add a comment on the Comments window:

• Click Comment to access the Comments window.

• Explain why you are disapproving the transaction in the Current Comments field.

• Click OK.

3 If you are approving the transaction, click Approved.

or

If you are denying the request, click Disapproved.

Applying Data to SCT Banner Databases

When a transaction is approved, the data must be applied to the SCT Banner databases. You must copy or enter the appropriate information into the different SCT Banner forms as they appear.

Note

When a workflow electronic document is created, the business analyst specifies which SCT Banner forms will appear during the apply process, and in what order. Some fields in the document may not have been used. You do not need to access the forms that contain those fields. • • •


January 2005

45

To Apply Data by Accessing All Forms in Order


2 Click Start Apply Process. The first SCT Banner form appears.




6 The next form appears. Enter the data as before, save your changes, and exit the form.

7 Continue until you have entered data on all the forms. After you have viewed all the forms, the Apply Order window appears. Each form listed is checked, even if you did not enter any data on that form.


To Apply Data by Accessing Selected Forms


2 Click Selected Apply. A window appears with all the SCT Banner forms listed in order. You can choose which forms you want to see, one at a time. You must access the forms in the order listed — if you skip a form you cannot return to it.

3 Find the first form you want to access, and click Select to Apply to the left of it. If you realize you need to access all of them, click Apply All to access the forms in order. The selected form appears.




January 2005

46

6 Save your changes and exit the form. The window with SCT Banner forms listed in order reappears. The form you just updated has a checkmark in the Applied column.

7 Choose another form, if necessary. Enter the data as before, save your changes, and exit the form.

8 Continue until you have entered all the data.

9 When you have updated all the forms you need, click OK. The status of the transaction becomes Applied.

Once the status of a transaction changes to Applied, the transaction cannot be changed. It can be viewed by the users that created, updated, approved, or applied it, and by super users.

SCT Banner Forms That Support Workflow Electronic DocumentsThe following SCT Banner forms support the workflow electronic documents used with SCT Workflow:

• Workflow Electronic Documents Validation Form (GTVWFED)

• Workflow Electronic Documents Wizard Form (GOAWFIZ)

• Workflow Electronic Documents Dictionary Form (GORWFDD)

• Workflow Electronic Documents Builder Form (GORWFDB)

• Workflow Electronic Documents Security Form (GORWFDS)

• Workflow Electronic Documents Form (GOAWFED)

They appear on the Workflow Electronic Documents Menu (*GENWFED) under the System Functions/Administration Menu (*GENSYS) in General.

Note

The Workflow Electronic Documents Form (GOQWFED) also supports SCT Workflow. It is a mirror of GOAWFED. It does not appear on any menus, and cannot be displayed via Direct Access. This form allows the applier to toggle between GOAWFED and the form where the data is being applied, as described earlier in this chapter. • • •

These forms let you import information from SCT Banner forms into the Workflow Electronic Documents Data Dictionary, where you can view and update it. You can build workflow electronic documents with fields from the forms and assign properties to the fields. You can also create super users for specific electronic document types.


January 2005

47

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Workflow Electronic Documents Validation Form (GTVWFED)

Use this form to create and maintain the codes and descriptions of the workflow electronic documents.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Workflow Electronic Documents Wizard Form (GOAWFIZ)

Use this form to import information from SCT Banner forms into the Workflow Electronic Documents Dictionary Form (GORWFDD) so you can review it and update it if necessary. Only fields on forms that are imported can be built into SCT Workflow electronic documents.

When you access the wizard, the first thing you see is the Welcome screen. Click Next to continue.

The Workflow Electronic Documents Metadata Setup window appears.

You can search to find a specific form by using the standard SCT Banner query functionality.

See “Step 2 - Import SCT Banner Forms” earlier in this chapter for instructions on using this form.


Electronic Document Type

Workflow electronic document code. Required.

Description Freeform text describing the code. Required.

Activity Date Date the record was created or was last updated. Display-only.


Form Names List of SCT Banner forms. Display-only.

Description English name of each form. Display-only.

Previously Set Up If the checkbox is selected, the form has already been imported. You do not need to import it again.


January 2005

48

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Workflow Electronic Documents Dictionary Form (GORWFDD)

Use this form to review and manipulate information from the SCT Banner forms that were imported using the Workflow Electronic Documents Wizard Form (GOAWFIZ). GORWFDD shows you information about each field on each form at the metadata level.


Product Type Defaults to Oracle Forms.

Application Name Name of an imported SCT Banner form.

(button) List Application Name Metadata List (list of all the forms that have been imported)

Element Name Fields from the SCT Banner form. Information about the highlighted field appears in the right half of the window. As you scroll down the list of fields on the left, you can see the information change on the right.

Hint Text Help text as it looks on the status bar in SCT Banner.

Type Field type (text, checkbox, or list).

Datatype Type of data (character, number, date, or long data).

Length Maximum field length.

Database Name Target database for the field.

Low Range Minimum value the field can contain.

Required Ind If selected, the field is required by the source table.

High Range Maximum value the field can contain.

Single Ind If selected, the field is a single row item, rather than a multiple row item.

Case Restriction Specifies whether data entered in the field must be uppercase, lowercase, or mixed case.

Format Mask Format for the data (for example, a date might be DD-MON-YYYY).

List Name Name of the source SCT Banner form used for code/description searches.

(lookup) List List of Objects (forms imported using GOAWFIZ)

Table Name Name of the source table used for code/description searches.

Column Code Name

Name of the source code column used for code/description searches.


January 2005

49

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Workflow Electronic Documents Builder Form (GORWFDB)

Use this form to create and modify electronic documents to be used with SCT Workflow.

Note

Before you can create a workflow electronic document, you must create its code on the Workflow Electronic Documents Validation Form (GTVWFED). Also, make sure all the fields that will be built into it are from forms that have been imported via the Workflow Electronic Documents Wizard Form (GOAWFIZ). • • •

The heading section on the form contains the following fields:

The toolbar between the heading section and the body contains the following fields:

Column Desc Name

Name of the source description column used for code/description searches.

Where Clause Where clause statement used for code/description searches.


Document Code Name of the workflow electronic document.

(lookup) List Workflow Electronic Documents Validation Form (GTVWFED)

Description (untitled)

Name of the workflow electronic document. Display-only.


Cursor Location (untitled)

As you move through the spreadsheet, this field changes to indicate the location of your cursor. Display-only.

First Page Click this button to go to the first sheet of the electronic document.

Previous Page Click this button to go to the previous sheet of the electronic document.

Current Page (untitled)

Indicates which sheet you are viewing. Display-only.

Next Page Click this button to go to the next sheet of the electronic document.

Last Page Click this button to go to the last page of the electronic document.

Apply Order Click this button to display the Application Apply Order window so you can specify the order in which the SCT Banner forms will appear to the user applying the data.



January 2005

50

The body of the form is a spreadsheet where you can create fields and assign labels to them. You must enter attributes for each field on the Properties window. Scroll to place the labels and fields where you want them. You can add sheets to your workflow electronic document.

Application Apply Order Window

Use this window to specify the order in which the SCT Banner forms will appear to the user applying data for a workflow electronic document.

Properties Window

Use this window to assign properties to labels and fields. A label has only one property: the Cell Type is Label.

Properties Click this button to display the Properties window so you can specify properties for each cell in the spreadsheet.


Seq # Sequence number that indicates the order in which the form will appear when data is being applied.

Name Name of the SCT Banner form. The form must have been imported using the Workflow Electronic Documents Wizard Form (GOAWFIZ).

(lookup) List Application Name Metadata List

Description Description of the SCT Banner form. Display-only.


Cursor Location (untitled)

Row and column where your cursor is located. Display-only.

Cell Type Cell type:

Label User cannot enter information into the field.

Text User can enter information into the field.

Display Information is displayed but cannot be updated.

Application Name Name of the SCT Banner form where data will be applied after the request is approved. Entering a form here puts it on the Application Apply Order window.

(button) List Application Name Metadata List (list of all the forms that have been imported)



January 2005

51

Application Target Name

Field in the form where the data is entered when it is applied.

(button) List Application Elements Metadata List

Database Target Name

Database field that will hold the data when it is applied. This information is entered automatically when you select the Application Target Name.

Required Indicator

Checkbox that indicates whether an entry is required when someone fills out the workflow electronic document.

Datatype Type of data to be entered in the field.

Length Maximum number of characters that can be entered.

Default Value Default value that is automatically entered when the electronic document is first entered.

Prevent Override Default Values

Checkbox that indicates whether the default value cannot be overridden.

Event Type Type of event:

Validate Validate the entry.

Calculate Calculate a value.

Security Restrict access.

The function that performs this action is described in the Event API block. If you enter a function in the Event API block, but do not specify its type in this field, the function is not performed.

Low Range Smallest valid value a user can enter in the field.

Entry Help Help text users will see when they enter data into the field. This text appears in the status bar when the cursor is in the field.

High Range Largest valid value a user can enter in the field.

Apply Help Help text that users will see when they apply data from the electronic document. This text appears in the status bar when the cursor is in the field.

List SCT Banner validation form containing the valid values for the field.

(lookup) List Application Name Metadata List (list of all the forms that have been imported)



January 2005

52

Event API Block

Use this block to identify functions that perform an event for the field.

Note

If you want to delete information from the Properties window after it has been saved, you must perform a Delete Record function with your cursor in the top portion of the window and another with your cursor in the Event API block. They are separate blocks.• • •

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Workflow Electronic Documents Security Form (GORWFDS)

Use this form to specify super user access to SCT Workflow electronic documents, based on Oracle ID.


Seq. # Sequence in which the functions should be evaluated. If the function passes more than one parameter, the function is listed once for each parameter, and this sequence number is repeated.

Function Name Function used to perform the event specified in the Event Type field in the main block. If you enter a function here, but do not have an Event Type specified in the main block, the function is not performed.

Seq. # Sequence in which the parameters are passed to the function.

X: Column containing the field being passed to the function as a parameter.

Y: Row containing the field being passed to the function as a parameter.

Datatype Datatype of the parameter being passed to the function.


User ID Oracle user ID. Required.

(button) List Oracle Users List Form

Document Type Workflow electronic document to which you are granting access to the super user. Required.

(lookup) List Document Types List Form

Query Checkbox that indicates the super user can query the electronic document. The checkbox is selected automatically. Display-only.

Update Checkbox that indicates the super user can update the electronic document.


January 2005

53

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Workflow Electronic Documents Form (GOAWFED)

Use this form to create a new transaction based on a workflow electronic document, or view an existing transaction.

Main Window

Use this window to create a new transaction or review an existing one:

• To create a new transaction, you must enter the Document Type and Transaction Description.

• To review an existing transaction, you must enter the Transaction Description or Transaction # of the transaction you want to see.

The same three fields are visible no matter which choice you make:

Below these fields is a toolbar with the following buttons:


Document Type Workflow electronic document type code. Required.

(lookup) List Electronic Document Type List (GTVWFED)

Transaction Description

Freeform text describing your transaction. Required.

Transaction # If you are creating a new transaction, this field is display-only. SCT Banner automatically generates this number to identify your transaction. Each transaction number is unique.

If you are reviewing an existing transaction, click the Search button to see all the transactions you have had a part in, by initiating them, approving them, or applying the data. When you select a transaction number, SCT Banner populates the Document Type and Transaction Description fields automatically.

(button) List Transaction History Data List


First Page Click this button to go to the first sheet of the workflow electronic document.

Previous Page Click this button to go to the previous sheet of the workflow electronic document.

Current Page (untitled)

Indicates which sheet you are viewing. Display-only.


January 2005

54

Next Page Click this button to go to the next sheet of the workflow electronic document.

Last Page Click this button to go to the last page of the workflow electronic document.

Comments Displays the Comments window so you can enter a comment. Your comments are stored with the workflow electronic document, and other users can add to and review them throughout the transaction’s life.

Search Place your cursor in a field and click this button to see valid values for the field. The LOV must have been specified on GORWFDB.

In Process Click this button to put a transaction into Hold status. Clicking the Completed button takes the transaction out of Hold status.

Completed Click this button when you are finished entering data in the document. If you have not entered all the necessary fields, the transaction’s status is Waiting; otherwise, its status is Pending.

Approve Click this button to approve a transaction. The status of the transaction becomes Approved. This button is only visible when the form is accessed by an authorized approver or a super user.

Disapprove Click this button to disapprove a transaction. The status of the transaction becomes Disapproved. This button is only visible when the form is accessed by an authorized approver or a super user.

Return for Correction

Click this button to send the transaction back to the originator. The transaction’s status becomes Returned for Correction. This button is only visible when the form is accessed by an authorized approver or a super user.

Selected Apply This button is only visible if you are an applier or a super user. Click it to see a list of all the forms used in the apply process for this document. Choose the first one you want to see, and click the Exit button to return to the list of forms. Choose the next one, skipping over any that don’t pertain to the current document. You must view them in the order in which they are listed, however. If you skip one, you cannot go back to it.

Start Apply Process

This button is only visible if you are an applier or a super user. Click it to see the first of the forms in the apply process. Click the Exit button to move to the next one. You will move through all forms specified for the workflow electronic document in order.

Status Current status of the transaction. For more information, see Valid Statuses on page 37.



January 2005

55

The body of the workflow electronic document has labels and fields as designed by the business analyst.

If fields on an electronic document were set up on the Workflow Electronic Documents Builder Form (GORWFDB) to allow code/description searches, you can use this functionality on those fields. Enter the code for an item, and press the Tab key. A function built into the field returns the description of the code in the next field. For more information about code/description searches, see the SCT Banner General System User Manual.

Comments Window

Use this window to enter comments about the transaction. Click the Comments button on the main window to display the Comments window.

During the life of the transaction, different users can add their comments, which are displayed in the Comments field at the top of the window. You can scroll back to see all the users and their comments, from the newest comments to the oldest.

Selected Apply Window

Use this window to apply data to the SCT Banner databases. When you are ready to apply data, click the Selected Apply button to access this window. It lists all the forms on which data can be applied for this transaction, allowing you to skip any that are not necessary for your particular situation.

You must access the forms in order; if you skip a form, you cannot go back to it.


User Name Last user who entered a comment for this transaction. Display-only.

Activity Date Date the last comment was entered. Display-only.

Comments Last comments entered for this transaction. Display-only.

Current Comments

Enter your comments here, then click OK.


Select to Apply Click this button to access the corresponding form.

Seq # Sequence in which the form is accessed if the user uses the Apply All process.

Application Name SCT Banner form into which data will be entered.

Description Description of the form.

Applied If selected, the form has been accessed and the data has been applied on it.


January 2005

56

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Workflow Electronic Documents Form (GOQWFED)

Use this form to apply data to the SCT Banner databases. This form does not appear on any SCT Banner menus. It is a mirror image of the Workflow Electronic Document Form (GOAWFED), which has the same name.

GOQWFED lets you toggle back and forth between the workflow electronic document containing the data to be applied and the SCT Banner form on which the data should be entered. You can copy and paste the data from one to the other. See “Applying Data to SCT Banner Databases” earlier in this chapter for instructions on using this form.


January 2005

57

4 Processing SCT Banner with SCT Workflow

This chapter:

• Describes how SCT Banner interacts with SCT Workflow when processing an activity that calls an SCT Banner form.

• Explains the characteristics of an SCT Banner form called as a workflow activity.

• Describes the functions of the SCT Workflow toolbar buttons.

• Demonstrates how to process a manual activity.

• Explains how to use the Process Submission Control Form (GJAPCTL) with SCT Workflow.

Logging on to SCT WorkflowTo log on to SCT Workflow:

1 Launch your SCT Workflow supported browser.

2 Enter your SCT Workflow 4.0 URL.

3 Enter your logon ID and password.

4 Click Submit.

Processing an Activity in Your worklist That Calls an SCT Banner Form

1 Click the worklist icon in the navigation pane of the Workspace of SCT Workflow. This opens the worklist.

2 Select an activity, if one exists.

3 Start the activity. You can start any Available or Reserved activity. If the activity is associated with an SCT Banner form, SCT Workflow checks to see whether an active SCT Banner session was already launched through SCT Workflow and is waiting at the menu form GUAGMNU.

4 The user will be prompted to either launch the activity locally or via the Internet.


January 2005

58

If SCT Workflow has already launched an SCT Banner session and no forms are currently open in that session, the workflow activity continues. If you are located on the GUAGMNU form, SCT Banner receives the message to perform the workflow activity, obtains the name of the SCT Banner object associated with the workflow activity, validates that it is a valid SCT Banner object and a supported object type, checks security to ensure that you have access, and opens the form or process that corresponds to the workflow activity.

Note

Currently, forms and processes (objects types FORM and JOBS in the GUBOBJS table) are the SCT Banner object types that can be launched as workflow activities. If a workflow activity tries to launch an SCT Banner object with an invalid name or invalid object type, SCT Banner will display an appropriate error message. • • •

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Communication Between SCT Workflow and SCT Banner

When SCT Workflow opens an SCT Banner session, communication is established between SCT Workflow and SCT Banner. SCT Banner immediately begins to poll for requests to perform SCT Workflow tasks and activities if the appropriate conditions are met.

The following conditions must be met to establish communication between SCT Banner and SCT Workflow:

• Communication between SCT Banner and SCT Workflow must be institutionally enabled (the Workflow Enabled indicator on the Installation Control Form (GUAINST) is checked).

• Communication between SCT Banner and SCT Workflow must be available on the current platform (currently Windows 9x and Windows NT).

• The object that serves as the SCT Banner Adapter to SCT Workflow must be located. See SCT Banner Workflow-Awareness Library (GOQWFLW) in Chapter 2 - SCT Banner Integration of the SCT Workflow Installation and Administration Guide for more details.

If any of the above conditions are not met, an error message explains why communication could not be established.


January 2005

59

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Characteristics of a Form Called as a Workflow Activity

When SCT Banner first opens a form as a workflow activity based on a request from SCT Workflow, the following processing occurs:

• The MDI (Multiple Document Interface) application window that contains the SCT Banner form is brought to the foreground of your desktop.

• The name of the workflow activity associated with the form is attached to the MDI application window title.

The name of the workflow activity appears in brackets after the SCT Banner form title to emphasize that this form is currently part of a workflow activity. In the preceding SCT Banner form example, the <Record and Verify Degrees and Transcript> workflow activity name is the same activity name that you see in your worklist view in SCT Workflow.

• The Workflow Submit and Workflow Release buttons are enabled.

This underscores the fact that the current form is a workflow activity, and enables you to perform the required functions for processing the activity. See Workflow Toolbar Buttons on page 61 for more details.

Note

The Open Electronic Document button is only enabled under certain conditions, and the Workflow Continue button is reserved for future use. • • •


January 2005

60

• Any parameter names and values that are associated with the workflow activity are retrieved from SCT Workflow and validated.

If any of the parameter names do not match the names of valid items on the form in block.item format, or if one or more form items that are parameters for the current workflow activity can never be populated by their associated input parameter values, the appropriate error message appears.

A form item must meet the following SCT Banner conditions if it is ever to be populated with an input parameter value:

• The item must be associated with a canvas.

• The item must exist in the key block of the form.

In other words, it is safe to assume that an item can automatically be populated by SCT Banner because it meets the basic conditions under which you can populate it upon first entering a form.

When you are navigated to the first block (typically the key block) of an SCT Banner form that has been opened as a workflow activity, SCT Banner determines whether there are any key block items on the form that should be populated with the input parameter values retrieved from SCT Workflow. If there are any such key block items, the following processing occurs:

1 SCT Banner checks each item in the key block of the form and, if that item matches a parameter that has an input parameter value, it:

• Validates that the item can indeed be populated with a value given its current properties.

• Reformats the parameter value so it is appropriate for the item.

• Ensures that the input focus is placed in the item.

• Populates the item with the appropriate value.

• Validates the item.

If the navigation to, population of, or validation of any key block item encounters errors, the system will display an appropriate error message.

2 SCT Banner protects from insert or update those key block items that have been populated with input parameter values.

3 SCT Banner highlights key block items that have been populated with input parameter values and protected to distinguish these items from any key block items that have not been populated and protected.


January 2005

61

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Workflow Toolbar Buttons

Open Electronic Document

When a workflow electronic document is presented as a workflow activity and all approvers have approved the document, the data on the document can be applied to the SCT Banner database. At this time, the Open Electronic Document button is enabled; once you go to the first form to which you need to apply data, you can click this button to open a copy of the workflow electronic document. Once the workflow electronic document is open, you can use the Window pull-down menu to toggle between the two open forms to cut and paste information, or just view the approved data, as you complete the SCT Banner forms.

Workflow Submit

When you submit a workflow activity, you declare the work complete and indicate that you want SCT Workflow to advance to the next activity in the workflow. Prior to submitting the workflow activity, the status of the activity remains as Reserved.

When you click Workflow Submit, the following processing occurs:

1 SCT Banner performs a Commit on the form if there are any changes to save and the appropriate conditions are met.

A Commit is performed under the following conditions:

• The form does not follow a naming convention indicating that the form is for inquiry only (that is, the third character of the form name is not C or I, or the first three letters of the form name are not FTV).

• You have not been granted a role (either directly or via a class) for the current form that only allows you to query records (that is, the role associated with your access to the form does not end with _Q).

If an error is encountered in SCT Banner's validation of the form to determine whether there are any changes to save, or in its attempt to perform a Commit of the changes made, the appropriate error message will appear.

2 SCT Banner extracts any and all updated parameter values from the form and returns them to SCT Workflow.

3 SCT Banner declares the workflow activity complete to SCT Workflow.

4 SCT Banner unregisters the form as a workflow activity so that it is no longer treated as such by the application.

5 SCT Banner resets all visual cues on the form that indicated that the form was a workflow activity. For example, the Workflow buttons are disabled and the activity name is removed from the SCT Banner MDI application window title.


January 2005

62

6 SCT Banner attempts to exit the form and, if you successfully return to the General Menu Application Form (GUAGMNU), the SCT Banner MDI application window is minimized so that you can be returned to the worklist.

If the attempt to exit the form fails due to form validation errors, etc., the appropriate error message appears.

Note

A Workflow Submit cannot be performed while a form is in Enter Query mode, as parameter values that have not been validated to exist in the SCT Banner database could erroneously be returned to SCT Workflow. If you click Workflow Submit while in Enter Query mode, you will be presented with an error message directing you to either cancel or execute the current query. • • •

Once you have submitted a workflow activity from within SCT Banner, the Workflow Status view in SCT Workflow indicates that the activity has been completed and the workflow progresses to the next activity in the model.

Workflow Continue

SCT plans to use the Workflow Continue function in a future release for forms that are part of a QuickFlow that has been launched as a workflow activity. Until then, the Workflow Continue button is disabled on all forms under all conditions.

Workflow Release

When you perform a Workflow Release, you are indicating to SCT Banner that you no longer want the current form to be treated as a workflow activity and that you do not want to return the values of any updated parameter values to SCT Workflow at this time so that you can perform other work in SCT Banner.

Specifically, when you click Workflow Release, the following processing occurs:

1 SCT Banner unregisters the form as a workflow activity so that it is no longer treated as such by the application.

2 SCT Banner resets all visual cues on the form that indicated that the form was a workflow activity.

• All Workflow buttons are disabled to prevent the subsequent execution of any Workflow functions.

• The name of the workflow activity is removed from the SCT Banner MDI application window title.

• If any key block items were populated with input parameters, protected from insert or update, and highlighted to distinguish the items from other items, the highlight is removed from the items and the items are unprotected so that you can update them as necessary in a non-Workflow context.


January 2005

63

Once you have released a workflow activity from within SCT Banner, the Workflow Status view in SCT Workflow indicates that the activity is still in progress and the activity remains in your worklist as Reserved.

Other SCT Workflow Processing Considerations

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Navigating From a Form Launched as a Workflow Activity

When you navigate from a form that is an active workflow activity to another form, whether it be through Direct Access, Object Search, the navigation frame, or other methods, the Workflow buttons are disabled on the form to which you navigate, and no key block items are protected or highlighted as input parameters on the form. In other words, the form that you open is not a workflow activity.

At the same time, you will have a visual cue that there is an in-progress workflow activity somewhere within SCT Banner because the name of that activity will be visible in the MDI application window title.

When you return to the form that is the active workflow activity, the appropriate SCT Workflow buttons are again enabled, and the appropriate key block items are highlighted and protected.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Performing a Rollback

When you perform a rollback in a form that is a currently active workflow activity, the following processing occurs:

1 SCT Banner temporarily turns off protection on those key block items that have been populated with input parameter values.

The protection of the items from insert or update needs to be temporarily turned off so that no errors are encountered when SCT Banner attempts to repopulate items that cannot be updated.

2 SCT Banner repopulates the appropriate key block items with their associated input parameter values.

3 SCT Banner reprotects the appropriate key block items from insert or update.


January 2005

64

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Exiting a Form Launched as a Workflow Activity

When you exit a form that has been launched as a workflow activity without performing a Workflow Submit or a Workflow Release, you are performing an “implicit release.” In other words, you are still indicating to SCT Banner that you no longer want the current form to be treated as a workflow activity and that you do not want to return any updated parameter values to SCT Workflow at this time so that you can perform other work in SCT Banner. For this reason, exiting a form without performing a Workflow Release has the same effect as performing a Workflow Release and then exiting.

When the form is exited, regardless of whether you explicitly clicked Workflow Release, the MDI application window of SCT Banner is not minimized. This is intentionally done so that you can perform other work in SCT Banner as you requested without having to open SCT Banner to do the work.

Once you exit a workflow activity from within SCT Banner, the activity remains in your worklist as Reserved.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Exiting or Logging Off SCT Workflow

When you exit or log off SCT Workflow, communication with an associated SCT Banner session is severed. If you are situated on the General Menu Application Form (GUAGMNU) when you exit or log off of SCT Workflow, SCT Banner receives a message from SCT Workflow and severs communication immediately. If you are on another form, you will get the message once you navigate back to GUAGMNU.

If you exit SCT Workflow, communication must be severed because there is no SCT Workflow application with which SCT Banner can communicate.

If you log off SCT Workflow, communication must be severed because there is no guarantee that the next user will log back into SCT Workflow with a logon ID that has permission to start the currently open SCT Banner session using your permissions.

The MDI application window of SCT Banner is restored and brought to the foreground. An alert asks whether you want to exit that SCT Banner session. If you select “Yes”, SCT Banner will close. If you select “No”, SCT Banner will remain open and you will be notified that communication with SCT Workflow is no longer available.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Exiting an SCT Banner Session That Was Started by Workflow

SCT Banner sends a message to SCT Workflow indicating that an active SCT Banner session is no longer available for communication with SCT Workflow. SCT Workflow will display an appropriate alert requesting whether you want to launch a new SCT Banner session if you start another workflow task or activity that involves an SCT Banner form or process.


January 2005

65

Workflow Tasks and Workflow Activities With Respect to SCT Banner

In SCT Workflow, the difference between a workflow task and activity is clear. Tasks on the Tasks list represent types of work you have permission to do (based on your role). Activities on the worklist represent individual items of work you must do (assigned to you or your role).

In SCT Banner, the difference may not be as transparent. Workflow tasks and activities both open an SCT Banner form. Specifically, whether you perform a task or an activity in SCT Workflow, an SCT Banner session:

• Opens (if a session hasn’t already been opened by Workflow).

• Establishes communications with SCT Workflow under the appropriate conditions.

• Launches the SCT Banner object that relates to the requested task or activity.

• Brings to the foreground the MDI application window of SCT Banner so that the task or activity can be performed.

• Minimizes the SCT Banner MDI application window when the task or activity is complete.

The similarity ends there. When a form is launched as a workflow task, it is simply opened so that you can enter the appropriate data and perform the appropriate functions within the form. When you exit that form, SCT Banner assumes that your task is complete and minimizes itself so that you are returned to the Tasks list of SCT Workflow. In this sense, the Tasks list acts as an alternative menu system for launching SCT Banner objects.

When a form is launched as a workflow activity, it is launched as a step in an active instance of a workflow. The behavior of that form must, therefore, be controlled to direct you to work with the data and perform the functions that are specific to that activity. For example, after a form launched as an activity is opened, SCT Banner populates it with any parameter values that have been mapped into the associated activity according to the workflow’s model. SCT Banner then protects those values from update on the form to ensure that the right work is performed. In addition, SCT Banner enables you to perform the necessary functions to communicate the status of that activity to SCT Workflow. The Workflow application can then determine whether the workflow instance of which that activity is a part should proceed.


January 2005

66

Processing a Manual ActivityManual activities notify you about manual work that needs to be performed. Manual work can consist of making a phone call, meeting with a co-worker, contacting a specific person, and so on. When a manual activity is reached in a workflow, appropriate users see a message stating what needs to be done; SCT Workflow does not start any component application. When manual activity is marked as complete, the workflow continues to the next activity.

1 Start the manual activity.

2 Read the instructions in the window that opens.

3 Click the OK button.

4 (Optional) Perform the manual activity.

5 (Optional) In the Activity Indicator window, enter a note for the manual activity.

6 In the Activity Indicator window, click the appropriate option:

• Mark as Complete—Marks the activity as complete. The workflow continues to the next activity. There are no internal checks to verify that the instructions for the manual activity have been completed.

• Release it so someone else can complete it—Returns the activity to the same state as before you started the activity. The activity is not marked as complete. Another person, with similar privileges, can complete the activity.

• Stop this task and stop the workflow—Stops the activity and stops the entire workflow. An individual with the proper role can restart the activity from the Enterprise Management window.

7 The workflow progresses to the next activity.


January 2005

67

Handling SCT Banner Error Messages While Processing a Workflow Activity

If you encounter an error in the processing of an SCT Banner form as a workflow activity, you will receive an error message that indicates:

• the source of the error.

• whether a Workflow Release has automatically been performed as a result of the error.

• Whether there is any corrective action you can immediately take to resolve the error.

If additional details are available to assist you in resolving the error and SCT Banner can identify your TEMP directory, it will spool the additional information to a log file in that TEMP directory. A follow-up message will indicate the exact name and location of the log file. You can either open the log file with a text editor and use its contents to resolve the error, or you can forward the contents to the appropriate workflow and/or system administrator so that the appropriate corrective action can be taken.

Adding the Workflow Debug Button to Your ToolbarYou can capture information about a Workflow-enabled SCT Banner session through the use of a Workflow Debug button on your toolbar. When necessary, you can click the Workflow Debug button to write the current values for all Workflow-related constructs used by SCT Banner to the b2ktrace.log file in your specified temporary directory (for example, the C:\windows\temp\ directory). This log file provides you with a useful trace of workflow information for debugging purposes.

For example, if you are located on the General Menu Application Form (GUAGMNU), the .log indicates whether the system timer that polls for workflow tasks and activities to perform, currently exists. If you are located in a form as a workflow activity that has associated parameters, you are provided with a list of the name, value, and attributes of each parameter.

The following information describes the steps necessary to add the Workflow Debug button to your personal toolbar.

1 Access the General User Preferences Maintenance Form (GUAUPRF).

2 Select Customize Toolbars.

3 Drag and drop the Workflow Debug button from the Custom Buttons area to a toolbar canvas area on the form itself.


January 2005

68

4 Right-click Workflow Debug to define the values for the button.

5 Enter Workflow Debug in the Hint field to identify the purpose of the icon.

6 Leave the wf_debug default value in the Icon Name field.

7 Enter G$_WF_BUTTON_PRESSED_TRG; in the Program field. This is a trigger in the G$_FORM_CLASS of GOQOLIB that should be accessible from any form within SCT Banner.

8 Leave the Parameter field blank.

9 Click Apply.

10 Click OK to proceed.

11 You must exit and log back on to SCT Banner to see the Workflow Debug button on your personal toolbar.


January 2005

69

Using the Process Submission Control Form (GJAPCTL) With SCT Workflow

The Process Submission Control Form (GJAPCTL) can function within the context of SCT Workflow as follows:

• You can use GJAPCTL as a workflow activity within itself, meaning that the workflow definition has an executable ID of GJAPCTL.

• You can also use GJAPCTL as an indirect activity within a workflow definition. This is the case when an SCT Banner process is specified as the executable ID associated with a workflow activity.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Mapping parameters on GJAPCTL

In the case where the workflow activity has an executable ID corresponding to an SCT Banner process, the job name should not be mapped as an input parameter since SCT Banner by default opens GJAPCTL and populates its key block with the name of the job when a job is encountered. However, you can use the job name as an output parameter.

In the case where the workflow activity has an executable ID of GJAPCTL, the job name may be used as an input and output parameter. In both cases the Parameter Set code field may be used as an input and output parameter.

Additional output parameters have been added to the FORM_HEADER block. These items are populated when a job is run.

Job name FORM_HEADER.WF_JOB_NAME,One up number FORM_HEADER.WF_ONE_UP_NO,Log output file name FORM_HEADER.WF_LOG_FILE_NAME,Lis output file name FORM_HEADER.WF_LIS_FILE_NAME,Print code FORM_HEADER.WF_PRNT_CODE, andDisplay/Submit indicator FORM_HEADER.WF_DISPLAY_SUBMIT_IND.

All components corresponding to an SCT Banner job defined within the Business Component Catalog of SCT Workflow contains these additional items as parameters. The component representing GJAPCTL also contains these items as parameters.


January 2005

70

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Performing a Workflow Submit Within GJAPCTL

When GJAPCTL is launched, either directly or indirectly, to perform an activity that you have started from SCT Workflow, you can enter the appropriate job parameters and other information as you typically would before running the job. You can then either select the Workflow Submit or Save function while positioned in the Submission block of the form to submit the workflow activity.

Selecting either Workflow Submit or Save when the cursor is positioned in the Submission block of the form does not merely run the job and return to the form as when the form is not being executed as a workflow activity. Logic has been added such that either selection runs the job, returns to the form, displays a message with details about the submitted job, and finally submits the activity to SCT Workflow, and then exits the form.This logic only occurs when GJAPCTL is used to perform a workflow activity.


January 2005

71

5 Example Workflows

SCT delivers SCT Banner example workflows and the seed data that supports them. The purpose of these examples is to show you how workflows can be built and to provide samples of the functionality you may want to use for your own workflows.

ExamplesThis chapter describes the following example workflows delivered by SCT:

• New Gifts

• Requisition Approval with E-mail Functionality

• Hire a Full Time Faculty Member

• Hire a Full Time Staff Member

• Establish Benefits

• Load Faculty Information

• Establish Taxes and Other Deductions

• New Employee Security Setup

• Grade Change

• Withdraw a Student

• Process Withdrawn Student Aid

• Interview Candidate

Instructions for customizing these examples are provided at the end of this chapter.


January 2005

72

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .New Gifts

This workflow is initiated whenever a gift is entered into SCT Banner that is greater than or equal to $500. An automated activity retrieves and passes gift information to the workflow.

Five parallel activities notify the appropriate Alumni/Development administration personnel that a donor has made a new gift:

• The Annual Giving Director is notified if the gift is part of an annual fund.

• The Director of Development is notified if the gift is greater than or equal to $1000.

• Stewardship is notified if the gift is greater than or equal to $500.

• If the donor has an assigned Development Officer, that person is notified of the gift so contact information can be updated on the Prospect Comment Form (AMACONT).

• If the gift was a planned gift, the Planned Gift Officer is notified so the planned giving information on the Gift Auxiliary Amount Form (AGAGAUX) can be viewed or updated, and associated ID information on the Gift Associated ID Form (AGAGASC) can be viewed or updated.

Roles

Workflow Initiation

The business event NEWGIFT is created from a database trigger on the AGBGIFT table. If a new gift amount is greater than or equal to $500, the business event starts the New Gift workflow. The business event has a guard condition that prevents the workflow from starting if the gift amount is less than $500.

Role User ID

Stewardship adisusr

Director of Development adisusr

Annual Giving Director adisusr

Development Officer adisusr

Planned Gift Officer adisusr


January 2005

73

Workflow Model

The following model illustrates the New Gifts workflow. The circled numbers refer to the processing details that follow.


January 2005

74

Processing Details

GET_GIFT_INFORMATION is an automated activity that retrieves stored gift information (1.0). SCT Workflow notifies five roles, each of which has a distinct path in the workflow.

Annual Giving Director Path

An automated activity, ANNUALFUND_CHECK, determines whether the gift/payment is designated for an annual fund campaign, and whether the amount is greater than zero (2.0).

Note

An annual fund campaign has a campaign type code of AF. • • •

If those two conditions are not met, the path ends, and nothing appears on the Annual Giving Director’s worklist (2.3).

If both conditions are met, SCT Workflow sends an e-mail, NOTIFY_ANNUAL_GIVING_DIR, of the gift/payment and donor to the Annual Giving Director (2.1).The e-mail includes the following information:

• Donor ID

• Donor name

• Whether this is the first gift/payment from this donor

• Primary donor category

• Donor email address

• Gift/payment amount

• Gift number

• Gift date

• Onetime gift/pledge payment indicator

• Pledge balance

• Solicitation type

The Annual Giving Director can start the interactive activity, VIEW_GIVING_HISTORY1, to display the Giving History Summary Form (APAGHIS) (2.2). This activity is optional, however, and the Skip button can be clicked to continue.

Director of Development Path

A decision determines whether the gift/payment amount (AGBGIFT_AMT_TOT) is greater than or equal to $1000 (3.0). If it is less than $1000, the path ends (3.3). If it is greater than or equal to $1000, SCT Workflow sends an e-mail, NOTIFY_DIR_OF_DEVELOPMENT, to the Director of Development (3.1). This notification includes the following information:

• Donor ID

• Donor name



January 2005

75




• Gift number

• Gift date


• Pledge balance


The Director of Development can start the interactive activity, VIEW_GIVING_HISTORY2, to display the Giving History Summary Form (APAGHIS) (3.2). This activity is optional, however, and the Skip button can be clicked to continue.

Stewardship Path

A decision determines whether the gift/payment amount (AGBGIFT_AMT_TOT) is greater than or equal to $500 (4.0). If it is less than $500, the path ends (4.3). If it is greater than or equal to $500, SCT Workflow sends an e-mail, NOTIFY_STEWARDSHIP, to Stewardship (4.1). This notification includes the following information:

• Donor ID

• Donor name





• Gift number

• Gift date


• Pledge balance


Stewardship can start the interactive activity, VIEW_GIVING_HISTORY3, to display the Giving History Summary Form (APAGHIS) (4.2). This activity is optional, however, and the Skip button can be clicked to continue.

Development Officer Path

An automated activity, PROSPECT_CHECK, determines whether the donor is a prospect by checking to see if there is an AMRINFO record for that donor (5.0). If not, the path ends (5.5).

A decision determines whether a Development Officer has been assigned to the donor by checking the primary indicator (AMRSTAF_PRIMARY_IND) in the database (5.1).


January 2005

76

If the primary indicator is not selected, the path ends (5.2).

If a Development Officer is assigned (with a primary indicator) to the donor, SCT Workflow sends an e-mail, NOTIFY_DEVOFFICER, to anyone with the role of Development Officer (5.3).

The notification includes the following information:

• Donor ID

• Donor name





• Gift number

• Gift date


• Pledge balance

An interactive activity, PROSPECT_CONTACT, displays the Prospect Contact Form (AMACONT) (5.4). This activity is optional, however, and the Skip button can be clicked to continue.

Planned Gift Officer Path

An automated activity, PLANNED_CHECK, determines whether the gift/payment is a planned gift by checking the gift type code (AGBGIFT_GIFT_CODE) (6.0). If the gift type is mapped to a VSE type of D, O, R, or T, the gift is a planned gift, and the path continues. Any other gift type causes the path to end (6.3).

If the path continues, an interactive activity, GIFT_AUXILIARY, displays the Gift Auxiliary Amount Form (AGAGAUX) (6.1) and an interactive activity, GIFT_ASSOCIATION, displays the Gift Associated ID Form (AGAGASC) (6.2) for the Planned Gift Officer. The Planned Gift Officer can click the Skip button to continue.


January 2005

77

Database Objects

The New Gifts workflow uses the following database objects:

Triggers

Name Description/Where Used New Creation scriptRelease Delivery Dependencies

A_WFAIR_NEWGIFT_INSERT

Conditionally invokes a procedure to create the event NEWGIFT.

Yes AGTGIFT0.SQL

Alumni 4.2 General 4.1

Procedures


AOKWEVN.P_AGBGIFTNEWGIFT

Creates event NEWGIFT, which conditionally starts the workflow.

Yes AOKWEV1.SQLAOKWEVN.SQL


AOKWEVN.P_GET_GIFT_INFO

Used in an automated activity to return supplemental information about the gift to display in the manual activities of the workflow.



Functions


AOKWEVN.F_GIFTEXISTS

Used in a workflow to verify that the new gift still exists.



AOKWEVN.F_AF_FUND

Used in a workflow to determine whether the gift was for an annual fund campaign.



AOKWEVN.F_PLANNED_GIFT

Used in a workflow to determine whether the gift was a planned gift.



F_PROSPECT_IND A standalone function used in a workflow to determine whether the donor of the gift is a prospect.

No APFPIND.SQL Alumni 2.0.6 General 4.1 and Alumni 2.0.6


January 2005

78

APKDPRI.F_SELECT_DONOR_CATG

Used in procedure P_AGBGIFTNEWGIFT to put the donor’s primary donor category into the event parameter.

No APKDPRI.SQL Alumni 2.1.11 General 4.1andAlumni 2.1.11

Functions



January 2005

79

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Requisition Approvals with E-mail

The Requisition Approvals with E-mail example is assigned to the DOCAPPROVE business event and the Generate & Approve Departmental Requests business process.

This workflow sends a requisition through the steps necessary for approval. The workflow determines who the next approver is, and directs an activity to that person’s worklist. If that person approves the document, the workflow determines who the next approver is, and the cycle continues until all approvers have reviewed and approved the requisition.

If the document is not approved by any one of the approvers, the Requisition Clerk receives an activity to either correct or delete the requisition. In either case, the workflow is considered finished. The corrected document will trigger a new workflow if it is inserted into the FOBAINP table.

When all approvers have approved the requisition, the requestor receives an e-mail indicating that the requisition has received final approval.

Note

This workflow uses the baseline SCT Banner Finance System Approvals module. You must have the appropriate approvals structure in place and fully operational for Requisition Documents. For information on setting up the Approvals module, refer to chapter 3, Processing, in the SCT Banner Finance System User Manual. • • •

Roles

Workflow Initiation

The workflow starts via a business event, DOCAPPROVE, which is triggered when both of the following conditions occur:

• A record is inserted into the FOBAINP table.

• The record has a document number 1 (requisition).

Role User ID

Approver fimsusr

Requisition Clerk fimsusr


January 2005

80

Workflow Model

The following model illustrates the workflow for Requisition Approval with E-mail Functionality. The circled numbers refer to the processing details that follow the model.


January 2005

81

Processing Details

An automated activity, DETERMINE_NEXT_APPROVER, determines the next approver in the queue for a given document (1.0).

A directed activity, APPROVE_A_REQUISITION, is sent to that approver. The approver displays the Document Approval Form (FOAAINP), and approves or disapproves the document, as required (2.0).

If the approver disapproves the document, the Requisition Clerk performs an interactive activity, MODIFY_A_REQUISITION, that displays the Requisition Form (FPAREQN) (3.0). The clerk can correct the requisition or delete it. Either way, the workflow ends. If the clerk corrects the document, a new workflow will be created for the corrected requisition when the record(s) are inserted in the FOBAINP table for the NSF queue and FORAPPL is run.

If the approver approves the document, and there are more approvers for the requisition, the cycle begins again (1.0).

If this is the last approver and the requisition is in an NSF (non-sufficient funds) condition, the workflow ends. A new workflow will be created for the same requisition when record(s) are inserted into the FOBAINP table for the NSF queue and FORAPPL is run.

If this is the last approver and the requisition is not in an NSF condition, an automated activity, GET_REQUESTOR, returns the originator of the requisition (4.0):

• If a requestor cannot be found, the activity returns the value Unknown, and the workflow ends.

• If the requestor is found, an automated activity, GET_REQUISITION_INFORMATION, retrieves requisition information (5.0). Then an e-mail activity, E-MAIL_NOTIFICATION_TO_REQUESTOR, is sent to the requestor saying that the requisition was approved (6.0). The workflow ends.

Note

As delivered, this example uses FIMSUSR as the User ID for the Requestor for the E-Mail Notification. For FIMSUSR to receive an e-mail message, an e-mail address must be associated with the User ID. This association can be created via User Account Management. • • •


January 2005

82

Database Objects

The Requisition Approval with E-mail Functionality workflow uses the following database objects:

Triggers


FT_WFAIR_DOCAPPROVE_INSERT

Fires when a requisition record is inserted into FOBAINP. It is used to fire the business event DOCAPPROVE.

Yes FOTAINP.SQL Finance 4.1

Procedures


DETERMINE_NEXT_APPROVER

Passes document number and document type into the workflow, and retrieves the next approver for the given document. It is used in an automated activity, DETERMINE_NEXT_APPROVER.

Yes FOKWFLW.SQLFOKWFL1.SQL

Finance 4.1

GET_REQUESTOR Passes document number into the workflow and retrieves the requestor for a given requisition. It is used in an automated activity called GET_REQUESTOR.


Finance 4.1

P_GET_REQ_INFORMATION

Passes document number into the workflow and retrieves requisition information. It is used in an automated activity called GET_REQUISITION_

INFORMATION.


Finance 4.1


January 2005

83

Functions


IS_FINAL_APPROVER Passes document number and document type into the workflow. Determines whether the document has any additional approvers that must review it. Used on a transition on an approved requisition.


Finance 4.1

CHECK_REQ_STATUS Passes document number into the workflow. Determines the status of the requisition (Deleted, Complete, or In Process). Used on a transition after the Requisition Clerk has modified/deleted the requisition.


Finance 4.1


January 2005

84

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Hire a Full Time Faculty Member

A member of the Dean’s office can use this workflow to create a faculty appointment. The workflow checks the new hire’s citizenship and visa, allows the Budget Office to verify that there is enough money in the budget to support the position, and waits for the PAF to be approved by all approvers.

When the PAF is approved and the data is applied to the SCT Banner database, the workflow notifies the following roles simultaneously:

• Employment Manager

• Academic Dean (triggers the Load Faculty Information workflow)

• Benefits Administrator (triggers the Establish Benefits workflow)

• Payroll Manager (triggers the Establish Taxes and Other Deductions workflow)

• Orientation Coordinator

• Registrar (allows assignment of the faculty member in the SCT Banner Student System)

The workflow also triggers the New Employee Security Setup, Load Faculty Information, Establish Taxes and Other Deductions, and Establish Benefits workflows.

Roles

Role User ID

Employment Manager hrisusr

Budget Director fimsusr

hrisusr

Academic Dean saisusr

Benefits Administrator hrisusr

Payroll Manager fimsusr

hrisusr

Registrar saisusr

Orientation Coordinator hrisusr

Hire Originator hrisusr


January 2005

85

Workflow Initiation

The Dean’s office creates a faculty appointment by executing the Electronic Personnel Action Form (NOAEPAF). This insert into the NOBTRAN table creates the PAFCHANGE business event. If the status is Pending and the approval category is FFHIRE, the workflow starts.

Note

For this example workflow to operate, NOAEPAF must be configured to create the Employee and Job Assignment records. It must also contain FFHIRE as the approval category code. • • •

Workflow Model

The following model illustrates the Hire a Full Time Faculty Member workflow. The circled numbers refer to the processing details that follow.


January 2005

86


January 2005

87

Processing Details

The automated activity, GET_EMPLOYEE_INFO, retrieves employee information (1.0). The automated activity, GET_PAF_INFO, retrieves PAF information (2.0).

The automated activity, GET_CITIZEN_CODE, retrieves the citizen code (3.0). If there is no citizen code, an interactive activity displays the Identification Form (PPAIDEN) so the Employment Manager can enter the citizenship information (3.1). After the information has been entered and saved, the citizen code is retrieved, and the workflow continues.

If the new hire is not a U.S. citizen (SPBPERS_CITZ_CODE = “N”), an automated activity, GET_VISA_CODE, retrieves the visa code (4.0). A business rule checks to see whether the current visa code is valid for working in the U.S. (SPRINTL_VTYP_CODE_CURRENT = “F1”, B1”, “J1”, “PR”, or “RA”).

• If the value for the visa code is null, an interactive activity, VERIFY_AND_ENTER_CURRENT_VISA, displays the International Information Form (GOAINTL) so the Employment Manager can add it (5.0). Then the workflow retrieves the current visa code (4.0), and the workflow continues.

• If the visa code is invalid, a manual notification, NOTIFY_EMPLOYEE_OF_MISSING_OR_EXPIRED_VISA, tells the Hiring Manager to notify the new hire that he/she cannot work in the U.S. (6.0). A manual activity, NOTIFY_INITIATOR_THAT_EMPLOYEE_DOES_NOT_HAVE_A_VALID_VISA, tells the Hiring Manager that the hiring process is incomplete and the employment PAF must be voided and resubmitted (7.0). The interactive activity, VOID_PAF, displays the Electronic Personnel Action Form (NOAEPAF) so the Hiring Manager can void the PAF (8.0). The workflow ends.

• If the visa code is valid, the workflow continues.

If the new hire is a U.S. citizen (SPBPERS_CITZ_CODE = “Y”), the Budget Director uses the Position Budget Form (NBAPBUD) to verify that there is money in the budget to fund the position (9.0).

An automated activity, GET_NEXT_PAF_APPROVER, looks for an approver (10.0).

• If no approver is found, a manual activity, NOTIFY_INITIATOR_NO_APPROVER_USERID_FOUND, notifies the Hiring Manager that no approver was found and that the new hire needs to be applied manually (11.0). The workflow ends.

• If an approver is found, the interactive activity, APPROVE_FACULTY_PAF, sends the NOAEPAF Form to the designated approver (12.0).


January 2005

88

The designated approver enters information on the NOAEPAF Form. The next activity depends on the resulting status of the NOAEPAF Form:

• If the PAF is pending, an automated activity, GET_NEXT_PAF_APPROVER, looks for the next approver (10.0), and the workflow continues.

• If the PAF is returned for correction, a directed activity, NOTIFY_INITIATOR_THAT_PAF_WAS_RETURNED_FOR_CORRECTION, notifies the Hiring Manager (13.0), and the workflow ends.

• If the PAF is canceled, a directed activity, NOTIFY_INITIATOR_THAT_THE_PAF_HAS_BEEN_CANCELLED, notifies the Hiring Manager (14.0), and the workflow ends.

• If the PAF is disapproved, a directed activity, NOTIFY_INITIATOR_THAT_PAF_WAS_DISAPPROVED, notifies the Hiring Manager (15.0), and the workflow ends.

• If the PAF is voided, a directed activity, NOTIFY_INITIATOR_THAT_PAF_HAS_BEEN_VOIDED, notifies the Hiring Manager (16.0), and the workflow ends.

• If the PAF is approved, partially completed, or completed, the workflow continues.

The e-mail activity, NOTIFY_TO_APPLY_PAF, sends an e-mail to the Hiring Manager that the PAF is ready to be applied (17.0). The Hiring Manger notifies the individual responsible for applying Faculty PAF’s to apply the transaction in the SCT Banner database.

An automated activity, GET_PAF_STATUS, retrieves the PAF status (18.0):

• If the PAF is not complete, the directed activity, NOTIFY_THAT_PAF_HAS_NOT_BEEN_APPLIED_SUCCESSFULLY, sends a manual notification to the Hiring Manager that the PAF has not been applied successfully, and the workflow ends (19.0). The originator must create a new transaction from the beginning.

• If the PAF is complete, the following activities are triggered simultaneously:

• An e-mail activity, NOTIFY_HR_OF_NEW_FACULTY_HIRE, notifies the Employment Manager of the new faculty member (20.0).

• An e-mail activity, NOTIFY_DEANS_OFFICE_OF_SUCCESSFUL_HIRE, notifies the Academic Dean of the new faculty member (21.0).

• An e-mail activity, NOTIFY_BENEFITS_OFFICE_TO_ESTABLISH_ENROLLMENT, notifies the Benefits Administrator of the new faculty member (22.0).

• An e-mail activity, NOTIFY_PAYROLL_OFFICE_FOR_ENROLLMENT_OF_TAXES_AND_DIRECT_DEPOSITS, notifies the Payroll Manager of the new faculty member (23.0).

• An e-mail activity, NOTIFY_ORIENTATION_COORDINATOR_OF_NEW_FACULTY_HIRE, notifies the Orientation Coordinator of the new faculty member (24.0).

• An e-mail activity, NOTIFY_REGISTRARS_OFFICE_OF_NEW_FACULTY_HIRE, notifies the Registrar of the new faculty member (25.0). The Registrar can assign the new hire to the SCT Banner Student System outside the workflow.


January 2005

89

Database Objects

The Hire a Full Time Faculty Member workflow uses the following database objects:

Triggers


NT_WFAUR_PAFCHANGE_UPDATE

Inserts a row into event queue when status on PAF status table NOBTRAN changes to P (pending) or C (completed).

Yes NOTPTRN0.SQL

HR 4.1

NT_WFAIR_PAFCHANGE_INSERT

Inserts a row into event queue when a new row is inserted on PAF status table and its status is P (pending) or C (completed).

Yes NOTPTRN1.SQL

HR 4.1

Functions


F_GET_NOBTRAN_STATUS

Determines the PAF’s status after the notification to apply the PAF. Depending on the PAF’s status, the workflow branches to completion or continues.

Yes NOKMISC.SQL

HR 4.1

Procedures


POKWLIB.P_GET_EMPL_INFO

Gets the person’s name, employee class, and home department.

Yes POKWLIB.SQLPOKWLI1.SQL

HR 4.1 Payroll must be present.

POKWLIB.P_GET_PAF_POSN_INFO

Gets the PAF position description, originator userid, and originator name.



P_NOBTRANPAFCHANGE

Package called by the above trigger to insert the appropriate data into the Event Queue tables.

Yes NOKWEVN.SQLNOKWEV1.SQL

HR 4.1


January 2005

90

P_GET_NEXT_PAF_USERID

Gets the next userid that needs to approve the PAF and information on whether this ID was obtained. Fired by the automated activity if the ID is eligible for hiring.

Yes NOKWLIB.SQLNOKWLI1.SLQ

HR 4.1

P_GET_CITIZEN_CODE

Gets the citizen code. Yes POKWLIB.SQLPOKWLI1.SQL

HR 4.1

P_GET_VISA_CODE Gets the visa code. Yes POKWLIB.SQLPOKWLI1.SQL

HR 4.1

Procedures



January 2005

91

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Hire a Full Time Staff Member

A member of the Hiring office can use this workflow to create a staff appointment. The workflow checks the new hire’s citizenship and visa, allows the Budget Office to verify that there is enough money in the budget to support the position, and waits for the PAF to be approved by all approvers.

When the PAF is approved and the data is applied to the SCT Banner database, the workflow notifies the following roles simultaneously:

• Employment Manager

• Benefits Administrator(triggers the Establish Benefits workflow)

• Payroll Manager (triggers the Establish Taxes and Other Deductions workflow)

• Orientation Coordinator

The workflow also triggers the New Employee Security Setup, Establish Benefits, and Establish Taxes and Other Deductions workflows.

Roles

Workflow Initiation

The Hiring office creates a staff appointment by executing the Electronic Personnel Action Form (NOAEPAF). This insert into the NOBTRAN table creates the PAFCHANGE business event. If the status is Pending and the approval category is FSHIRE, the workflow starts.

Note

For this example workflow to operate, NOAEPAF must be configured to create the Employee and Job Assignment records. It must also contain FSHIRE as the approval category code. • • •

Role User ID


Budget Director fimsusr

hrisusr

Human Resources Director hrisusr


Payroll Manager fimsusr

hrisusr

Orientation Coordinator hrisusr

Hire Originator hrisusr


January 2005

92

Workflow Model

The following model illustrates the Hire a Full Time Staff Member workflow. The circled numbers refer to the processing details that follow.


January 2005

93


January 2005

94

Processing Details

The automated activity, GET_EMPLOYEE_INFO, retrieves employee information (1.0). The automated activity, GET_PAF_INFO, retrieves PAF information (2.0).

The automated activity, GET_CITIZEN_CODE, retrieves the citizen code (3.0). If there is no citizen code, an interactive activity displays the Identification Form (PPAIDEN) so the Employment Manager can enter the citizenship information (3.1). After the information has been entered and saved, the citizen code is retrieved, and the workflow continues.



• If the visa code is invalid, a manual notification, NOTIFY_EMPLOYEE_OF_MISSING_OR_EXPIRED_VISA, tells the Hiring Manager to notify the new hire that he/she cannot work in the U.S. (6.0). A manual activity, NOTIFY_INITIATOR_THAT_EMPLOYEE_DOES_NOT_HAVE_A_VALID_VISA, tells the Hiring Manager that the hiring process is incomplete and the employment PAF must be voided and resubmitted (7.0). The interactive activity, VOID_PAF, displays the Electronic Personnel Action Form (NOAEPAF) so the Hiring Manager can void the PAF (8.0). The workflow ends.


If the new hire is a U.S. citizen (SPBPERS_CITZ_CODE = “Y”), the workflow sends the Budget Director a notification that someone has been hired to fill the position and asks for verification that the position is funded in the budget. The Budget Director uses the Position Budget Form (NBAPBUD) to verify that there is money in the budget to fund the position (9.0).

An automated activity, GET_NEXT_PAF_APPROVER, looks for an approver (10.0).

• If no approver is found, a manual activity, NOTIFY_INITIATOR_NO_APPROVER_USERID_FOUND, notifies the Hiring Manager that no approver was found and that the new hire needs to be applied manually (11.0). The workflow ends.

• If an approver is found, the interactive activity, APPROVE_STAFF_PAF, sends the NOAEPAF Form to the designated approver (12.0).


January 2005

95

The designated approver enters information on the NOAEPAF Form. The next activity depends on the resulting status of the NOAEPAF Form:

• If the PAF is pending, an automated activity, GET_NEXT_PAF_APPROVER, looks for the next approver (10.0), and the workflow continues.

• If the PAF is returned for correction, a directed activity, NOTIFY_INITIATOR_THAT_PAF_WAS_RETURNED_FOR_CORRECTION, notifies the Hiring Manager (13.0), and the workflow ends.

• If the PAF is canceled, a directed activity, NOTIFY_INITIATOR_THAT_THE_PAF_HAS_BEEN_CANCELLED, notifies the Hiring Manager (14.0), and the workflow ends.

• If the PAF is disapproved, a directed activity, NOTIFY_INITIATOR_THAT_PAF_WAS_DISAPPROVED, notifies the Hiring Manager (15.0), and the workflow ends.

• If the PAF is voided, a directed activity, NOTIFY_INITIATOR_THAT_PAF_HAS_BEEN_VOIDED, notifies the Hiring Manager (16.0), and the workflow ends.

• If the PAF is approved, partially completed, or completed, the workflow continues.

The directed activity, NOTIFY_TO_APPLY_PAF, sends an e-mail to the Hire Originator that the PAF is ready to be applied (17.0). The Hiring Manger notifies the individual responsible for applying staff PAF’s to apply the transaction in the SCT Banner database.

An automated activity, GET_PAF_STATUS, retrieves the PAF status (18.0):

• If the PAF is not complete, the directed activity, NOTIFY_THAT_PAF_HAS_NOT_BEEN_APPLIED_SUCCESSFULLY, sends a manual notification to the Hiring Manager that the PAF has not been applied sucessfully, and the workflow ends (19.0). The originator must create a new transaction from the beginning.

• If the PAF is complete, the following activities are triggered simultaneously:

• An e-mail activity, NOTIFY_HR_OF_NEW_STAFF_HIRE, notifies the Employment Manager of the new staff member (20.0).

• An e-mail activity, NOTIFY_BENEFITS_OFFICE_TO_ESTABLISH_ENROLLMENT, notifies the Benefits Aministrator of the new staff member (21.0).

• An e-mail activity, NOTIFY_PAYROLL_OFFICE_FOR_ENROLLMENT_OF_TAXES_ AND_DIRECT_DEPOSITS, notifies the Payroll Manager of the new staff member (22.0).

• An e-mail activity, NOTIFY_ORIENTATION_COORDINATOR_OF_NEW_STAFF_HIRE, notifies the Orientation Coordinator of the new staff member (23.0).


January 2005

96

Database Objects

The Hire a Full Time Staff Member workflow uses the following database objects:

Triggers




Yes NOTPTRN0.SQL

HR 4.1



Yes NOTPTRN1.SQL

HR 4.1

Functions


F_GET_NOBTRAN_STATUS

Determines the PAF’s status after the notification to apply the PAF. Depending on the PAF’s status, the workflow branches to completion or continues.

Yes NOKMISC.SQL

HR 4.1

Procedures










P_NOBTRANPAFCHANGE

Package called by the above trigger to insert the appropriate data into the Event Queue tables.


HR 4.1


January 2005

97

P_GET_NEXT_PAF_USERID

Gets the next userid that needs to approve the PAF and information on whether this ID was obtained. Fired by the automated activity if the ID is eligible for hiring.

Yes NOKWLIB.SQLNOKWLI1.SQL

HR 4.1

P_GET_CITIZEN_CODE


HR 4.1


HR 4.1

Procedures



January 2005

98

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Establish Benefits

This workflow:

• Notifies the Benefits Administrator to send benefits enrollment forms to the new hire.

• Sets up the new hire’s union membership, if necessary.

• Sets up relocation benefits.

• Records beneficiary information and coverages.

• Records benefit elections.

• Instructs the Benefits Administrator to generate a verification of benefits for the new hire.

Roles

Workflow Initiation

This workflow is initiated automatically when the corresponding Hire a Full Time Faculty Member workflow or Hire a Full Time Staff Member workflow finishes. This workflow can run at the same time as the Load Faculty Information workflow and the Establish Taxes and Other Deductions workflow.

Role User ID




January 2005

99

Workflow Model

The following model illustrates the Establish Benefits workflow. The circled numbers refer to the processing details that follow.


January 2005

100


January 2005

101

Processing Details

An automated activity, GET_EMPLOYEE_INFO, queries the biographical record from the Identification Form (PPAIDEN) to determine whether the new hire requires specialized tax records (1.0).

An automated activity, GET_JOB_INFO, retrieves job information (2.0). An automated activity, GET_PAF_INFO, retrieves PAF information (3.0).

The automated activity, GET_CITIZEN_CODE, retrieves the citizen code (4.0). If there is no citizen code, an interactive activity displays the Identification Form (PPAIDEN) so the Employment Manager can enter the citizenship information (4.1). After the information is entered and saved, the citizen code is retrieved, and the workflow continues.

If the new hire is a U.S. citizen (SPBPERS_CITZ_CODE = “Y”), the workflow continues.



• If the visa code is invalid, a manual notification, NOTIFY_EMPLOYEE_OF_MISSING_OR_EXPIRED_VISA, tells the Employment Manager to notify the new hire that he/she cannot work in the U.S. (7.0). A manual activity, NOTIFY_INITIATOR_THAT_EMPLOYEE_DOES_NOT_HAVE_A_VALID_VISA, tells the Hire Originator that the hiring process is incomplete and the employment PAF must be voided and resubmitted (8.0). The PAF is not voided, but the workflow ends.


If the new hire is eligible for union membership, based on the employee class code (PEBEMPL_ECLS_CODE), two activities occur:

• A manual activity, NOTIFY_UNION_OF_NEW_EMLOYEE_HIRE, tells the Employment Manager to notify the bargaining unit or union that the new hire is eligible for union membership (9.0).

• An interactive activity, RECORD_UNION_ELIGIBILITY_MEMBERSHIP, displays the Employee/Job Labor Relations Form (PEABARG) to the Employment Manager so union information can be entered for the new hire (10.0).

An interactive activity, ENTER_RELOCATION_BENEFIT, displays the Employee Jobs Form (NBAJOBS) so the Benefits Administrator can enter relocation benefits (11.0). Relocation benefits can be entered as a lump sum or spread out over time, depending on the tax implications. When NBAJOBS appears, it is prefilled with the ID, position code, and suffix code.


January 2005

102

A manual activity, NOTIFY_BENEFITS_ENROLLMENT_INFORMATION_TO_EMPLOYEE, tells the Benefits Administrator to send benefits enrollment information to the new hire (12.0). This manual activity is completed when the forms are returned.

When the forms are returned, the interactive activity, RECORD_BENEFITS_ELECTIONS, displays the Employee Benefit/Deduction Setup Form (PDABDSU) (13.0). The Benefits Administrator enters the benefit elections.

An interactive activity, RECORD_BENEFICIARIES, displays the Beneficiary Form (PDABENE) so the Benefits Administrator can record beneficiary information for the new hire (14.0).

An interactive activity, RECORD_BENEFICIARY_COVERAGE, displays the Beneficiary Coverage Form (PDABCOV) so the Benefits Administrator can enter coverage information for the beneficiaries of the new hire (15.0).

An interactive activity, VALIDATE_ENTRY_OF_BENEFITS, displays the benefits enrollment options on the Employee Deduction Query Form (PDIDLST). The Benefits Administrator can visually check the information entered onto the new hire’s record (16.0).

A manual activity, NOTIFY_VERIFICATION_OF_BENEFITS_TO_EMPLOYEE, notifies the Benefits Administrator to generate a Verification of Benefits for the new hire (17.0). When the Benefits Administrator acknowledges this activity, the workflow ends.

Database Objects

The Establish Benefits workflow uses the following database objects:

Triggers




Yes NOTPTRN0.SQL

HR 4.1



Yes NOTPTRN1.SQL

HR 4.1


January 2005

103

Procedures










P_NOBTRANPAFCHANGE

Package called by the above triggers to insert the appropriate data into the Event Queue tables.


HR 4.1

POKWLIB.P_GET_JOBS_INFO

Gets the job title, annual salary, and timesheet orgn.



P_GET_CITIZEN_CODE


HR 4.1


HR 4.1


January 2005

104

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Load Faculty Information

The Academic Affairs office must load information about a faculty member into SCT Banner whenever a new faculty member is hired.

Roles

Workflow Initiation

This workflow is initiated automatically when the corresponding Hire a Full Time Faculty Member workflow finishes. It can run at the same time as the Establish Benefits workflow and the Establish Taxes and Other Deductions workflow.

Workflow Model

The following model illustrates the Load Faculty Information workflow. The circled numbers refer to the processing details that follow.

Role User ID

Academic Affairs Administrator genlprd


January 2005

105

Processing Details

An interactive activity, RECORD_AND_VERIFY_DEGREES_AND_TRANSCRIPTS, displays the General Information Form (PPAGENL) for the Academic Affairs Administrator (1.0). The workflow passes the new hire’s ID into the form. The Academic Affairs manager enters the following information:

• Institutions where the new faculty member previously worked

• Degrees the new faculty member earned

• Transcript information for the new faculty member

An interactive activity, RECORD_AND_VERIFY_CERTIFICATIONS, displays the Certification Information Form (PPACERT) for the Academic Affairs Administrator (2.0). The workflow passes the new hire’s ID into the form. The Academic Affairs Administrator enters the following information:

• Certifications the new faculty member earned

• Dates when the certifications expire

• Agencies that endorse the certifications

An interactive activity, CREATE_FACULTY_RECORD, displays the Faculty Action Tracking Form (PEAFACT) for the Academic Affairs Administrator (3.0). The workflow passes the new hire’s ID into the form, and the system checks the faculty indicator on the Installation Rule Form (PTRINST). The form advances to the General Information window. If the query does not retrieve the Begin Date, the workflow automatically enters the Job Effective Date from the new hire’s job record. The Academic Affairs Administrator enters the following information on PEAFACT:

• Faculty appointment information

• Tenure information

• Rank and review data

• Faculty sabbaticals and leaves

An interactive activity, CREATE_FACULTY_INFORMATION, displays the Faculty Information Form (SIAINST) for the Academic Affairs Administrator, who enters faculty information (4.0).

An automated activity, GET_EMPLOYEE_INFO, gets employee information (5.0). An automated activity, GET_JOB_INFO, gets job information (6.0)

A manual activity, CREATE_FACULTY_APPOINTMENT_LETTER, notifies the Academic Affairs Administrator that faculty information is loaded (7.0). A faculty appointment letter should be prepared and sent to the employee for signature.


January 2005

106

Database ObjectsThe Establish Benefits workflow uses the following database objects:

Triggers




Yes NOTPTRN0.SQL

HR 4.1



Yes NOTPTRN1.SQL

HR 4.1

Procedures


P_NOBTRANPAFCHANGE



HR 4.1






January 2005

107

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Establish Taxes and Other Deductions

This workflow helps the Employment Manager and Payroll Clerk set up taxes and deductions for new full-time faculty and staff members in SCT Banner.

Roles

Workflow Initiation

This workflow is initiated automatically when the corresponding Hire a Full Time Faculty Member workflow or the Hire a Full Time Staff Member workflow finishes. It can run at the same time as the Establish Benefits workflow and the Load Faculty Information workflow.

Role User ID

Payroll Clerk hrisusr



January 2005

108

Workflow Model

The following model illustrates the Establish Taxes and Other Deductions workflow. The circled numbers refer to the processing details that follow.


January 2005

109

Processing Details

An automated activity, GET_EMPLOYEE_INFO, queries the biographical record from the Identification Form (PPAIDEN) to determine whether the new hire requires specialized tax records (1.0).

An automated activity, GET_JOB_INFO, retrieves job information (2.0). An automated activity, GET_PAF_INFO, gets PAF information (3.0).

The automated activity, GET_CITIZEN_CODE, retrieves the citizen code (4.0). If there is no citizen code, an interactive activity, ENTER_CITIZEN_CODE, displays the Identification Form (PPAIDEN) so the Employment Manager can enter citizenship information (4.1). After the information is entered and saved, the citizen code is retrieved, and the workflow continues.

If the new hire is a U.S. citizen (SPBPERS_CITZ_CODE = “Y”), the workflow continues.



• If the visa code is invalid, a manual notification, NOTIFY_EMPLOYEE_OF_MISSING_OR_EXPIRED_VISA, tells the Employment Manager to notify the new hire that he/she cannot work in the U.S. (7.0). A manual activity, NOTIFY_INITIATOR_THAT_EMPLOYEE_DOES_NOT_HAVE_A_VALID_VISA, tells the Hire Originator that the hiring process is incomplete and the employment PAF must be voided and resubmitted (8.0). The PAF is not voided, but the workflow ends.


In addition, the following activities are performed for foreign new hires:

• The interactive activity, RECORD_FOREIGN_STATUS, displays the Employee Form (PEAEMPL). The Employment Manager enters the foreign tax status in the Regulatory Information window (9.0).

• The interactive activity, RECORD_SPECIAL_TAXES, displays the Employee Benefit/Deduction Set Up Form (PDABDSU). The Payroll Clerk enters special taxes (10.0).

An interactive activity, RECORD_DIRECT_DEPOSIT, displays the Direct Deposit Recipient Form (GXADIRD). The Payroll Clerk records all the direct deposit information for the new hire, as necessary (11.0).

An interactive activity, RECORD_TAX_INFORMATION_AND_MISSING_DEDUCTIONS, displays the Employee Benefit/Deduction Setup Form (PDABDSU). The Payroll Clerk enters other taxes and any other deductions for the new hire, as necessary (12.0).


January 2005

110

If all the required deductions have been entered, a manual activity, NOTIFY_EMPLOYEE_TAXES_AND_OTHER_DEDUCTIONS_ARE_COMPLETE, notifies the Payroll Clerk that enrollment of all the required payroll taxes and other deductions is complete (13.0). Once the employee is notified that enrollment is complete, the workflow ends.

If all the required deductions have not been entered, a manual activity, NOTIFY_EMPLOYEE_OF_MISSING_FORMS, notifies the Payroll Clerk that some benefits and/or deductions information needed to run Payroll is missing (14.0). The employee must be notified to provide the necessary information. When the information is returned (15.0), the Payroll Clerk acknowledges its receipt within SCT Workflow. The Employee Benefit/Deduction Setup Form (PDABDSU) appears (12.0).

Database Objects

The Establish Taxes and Other Deductions workflow uses the following database objects:

Triggers




Yes NOTPTRN0.SQL

HR 4.1



Yes NOTPTRN1.SQL

HR 4.1

Functions


F_CHECK_REQD_DEDNS

Checks whether all required deductions have been set up. Located in an activity in a workflow that fires after taxes are set up.

Yes POKLIBS.SQLPOKLIB1.SQL


Procedures







January 2005

111





P_NOBTRANPAFCHANGE



HR 4.1





P_GET_CITIZEN_CODE


HR 4.1


HR 4.1

Procedures



January 2005

112

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .New Employee Security Setup

A hiring manager (with the role Hire Originator) can use this workflow to begin the process of requesting that a new employee hire be given security access throughout SCT Banner. This workflow involves creating an Oracle username, associating the username with the new hire's SCT Banner ID, establishing appropriate access to SCT Banner Finance and Human Resources (if necessary) and informing the hiring manager via email when all steps have been completed.

Roles

Workflow Initiation

A new hire in the Human Resources database initiates this workflow if both of the following conditions are met for the PAFCHANGE business event:

• The status of the online PAF is Complete.

• The approval category is FFHIRE (full-time faculty) or FSHIRE (full-time staff).

Workflow Model

The following model illustrates the New Employee Security Access workflow. The circled numbers refer to the processing details that follow.

Role User ID

Hire Originator genlprd

Database Administrator genlprd

Finance Security Administrator fimsusr

Human Resources Security Administrator

hrisusr


January 2005

113


January 2005

114

Processing Details

An automated activity, GET_NEW_HIRE_INFORMATION, retrieves the name and department of the new hire (1.0). Another automated activity, GET_NEW _HIRE_TITLE_INFORMATION, retrieves the title and other relevant information for the new hire (2.0).

The next step in the process is a custom activity, CREATE_ORACLE_ACCOUNT, that sends a notice to the Database Administrator asking that an Oracle Username be created for the new hire (3.0).

An interactive activity, ASSOCIATE_NEW_HIRE_BANNE _ID_WITH_ORACLE_USERNAME, displays the Enterprise Access Control Form (GOAEACC) and allows the Database Administrator to build an association between the newly created Banner ID and Oracle Username (4.0).

A custom activity, DEFINE_GENERAL_SECURITY_ACCESS, is then sent to the Hire Originator and prompts them for the type of access to SCT Banner that the new hire will require. The Hire Originator is then able to specify if the new hire will need a Web PIN, SCT Banner Roles, SCT Banner Security Classes, and Departmental Level Access (Finance and/or Human Resources) (5.0).

A custom activity, CREATE_GENERAL_SECURITY_ACCESS (6.0), is then sent to the Database Administrator to establish the appropriated SCT Banner General privileges.

The next step in the process, CHECK_SCT_BANNER_SECURITY_ACCESS (7.0), verifies that the new hire is a valid user on the Security tables.

Following the verification, the business process evaluates a business rule to determine whether or not the Hire Originator requested SCT Banner Finance access for the new hire. If the new hire requires access to Finance, a custom activity, DEFINE_FINANCE_SECURITY_ACCESS (8.0) is sent to the Hire Originator for further definition. When access requirements have been defined, an interactive activity, CREATE_FINANCE_SECURITY_ACCESS (9.0) is routed to the Finance Security Administrator for establishment and an e-mail notification is sent back to the Hire Originator (10.0) when the setup is complete.

In step (11.0) another business rule is used to ascertain whether or not Human Resources privileges are necessary. If they are not the workflow process ends at step (12.0). If HR is required, a custom activity, DEFINE_HUMAN_RESOURCES_SECURITY_ACCESS (13.0) is sent to the Hire Originator for further definition. When access requirements have been defined, a custom activity, REVIEW_HUMAN_RESOURCES_SECURITY_ACCESS is sent to the HR Security Administrator for approval (14.0).

Following approval of the HR security, a series of automated activities are launched to update the appropriated tables in SCT Banner Human Resources. Automated activities CREATE_USER_CODES (15.0), CREATE_EMPLOYEE_CLASS_ACCESS (16.0), CREATE_EMPLOYER_ACCESS (17.0), and CREATE_ORGANIZATION_ACCESS


January 2005

115

(18.0) update the HR tables.

An e-mail activity, NOTIFY_HIRE_ORIGINATOR (19.0) sends a message back to the Hire Originator to let them know that all the setup has been completed.

Database Objects

The New Employee Security Setup workflow uses the following database objects:

Procedures


POKWLIB.P_GET_PAF_EMPL_INFO

Gets the name of the new hire, Employee Class, Organization, and Department

No POKWLIL.SQL

SCT Banner 4.1


Gets the title of the new hire, and the name and user ID of the Hire Originator

No POKWLIL.SQL

SCT Banner 4.1

P_CHECK_BANNER_SECURITY_ACCESS

Returns True or False, depending on whether the user is a valid user in the Security table.

No

P_CREATE_USER_CODE_RULES

Updates the HR User Tables with Master Employee Class, Employer, Organization, and Max Salary for the new hire.

Yes

P_CREATE_EMPL_CLASS_SECURITY

Defines Employee Class access for the new hire

Yes

P_CREATE_EMPLOYER_SECURITY

Defines Employer Code for the new hire.

Yes

P_CREATE_ORGINIZATION_SECURITY

Defines the Chart of Accounts, Organization High, and Organization Low amounts for the new hire.

Yes


January 2005

116

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Grade Change

A faculty member can use this workflow to request a change to a grade that already exists in the SCT Banner database. If the change is approved, grade information is automatically updated in the appropriate SCT Banner tables.

Roles

Workflow Initiation

A faculty member submits a grade change request on the Grade Change (GRADE_CHANGE) workflow electronic document. This electronic document automatically:

• Places a grade change hold on the student’s record so that a transcript cannot be printed during the grade change process.

• Creates the GRADECHG business event, which initiates the Grade Change workflow.

Role User ID

Faculty Member saisusr

Academic Dean hrisusr

saisusr

Registrar saisusr

Department Chairperson saisusr


January 2005

117

Workflow Model

The following model illustrates the Grade Change workflow. The circled numbers refer to the processing details that follow.


January 2005

118

Processing Details

An automated activity, PGETGRADECHANGEEDATA, retrieves information from the workflow electronic document (1.0). This information includes the course number, term code, student’s PIDM and name, department head’s name, dean’s name, instructor’s name, originator’s name, and new grade.

The electronic document is first directed to the Department Chairperson for action via an interactive activity, ELECDOCDEPTCHAIR (2.0).

If the Department Chairperson disapproves the grade change, the following activities occur and the workflow ends:

• An automated activity, PPROCESSGRADECHANGEHOLD, releases the grade change hold on the student’s record (3.0).

• A manual activity, NOTIFYINSTRUCTOR1, notifies the Faculty Member that the grade change request was denied (3.1).

• If the originator of the grade change request is not the Faculty Member, another manual activity, NOTIFYORIGINATOR, notifies the originator that the grade change request was denied (3.2).

If the Department Chairperson gives pending approval for the grade change (4.0), the following activities occur and the workflow continues:

• If the Academic Dean of the student’s major is different from the Academic Dean of the course, a manual activity, NOTIFYDEANMAJOR, notifies the Academic Dean of the student’s major (4.1) that the grade change was approved. If the deans are the same person, the notification is not sent.

• An interactive activity, ELECDOCDEANCOURSE, displays the electronic document for the Academic Dean of the course (4.2) for approval.

If the Academic Dean of the course disapproves the grade change, the following activities occur and the workflow ends:

• An automated activity, PPROCESSGRADECHANGEHOLD2, releases the grade change hold on the student’s record (4.3).

• A manual activity, NOTIFYDEANCOLLEGE, notifies the Academic Dean of the student’s college that the grade change request was denied (4.4).

• A manual activity, NOTIFYINSTRUCTOR2, notifies the Faculty Member that the grade change request was denied (4.5).

• If the originator of the grade change request is not the Faculty Member, another manual activity, NOTIFYORIGINATOR2, notifies the originator that the grade change request was denied (4.6).

If the Academic Dean of the course approves the grade change, the following processing occurs automatically and the workflow ends:

• An automated activity, PUDATESTUDENTGRADE, inserts a new row in the SHRTGCKG table with the student’s final grade, change of grade reason, and Oracle username of the


January 2005

119

faculty member who submitted the grade. This activity also updates the GPA calculation on the student’s record (5.0).

• If the year of the grade change is different than the current academic year, the Registrar receives a notification via a manual activity, NOTIFYREGISTRAR, to process a transcript (6.0).

• An automated activity, PUPDATETRANSSTATUS, updates the status of the transaction to Approved (7.0).

Sample GRADE_CHANGE Electronic Document


January 2005

120

Database Objects

The Grade Change workflow uses the following database objects:

Electronic Document Functions


GOKEDVD.F_VALIDATEUSER

Validates Oracle username. Yes GOKEDV1.SQLGOKEDVD.SQL

General 4.1

GOKEDVD.F_GETUSERSPRIDENNAME

Returns SPRIDEN name, based on Oracle username.

Yes GOKEDV1.SQLGOKEDVD.SQL

General 4.1

GOKEDVD.F_GETUSERVALIDATETERMCODE

Validates term code. Yes GOKEDV1.SQLGOKEDVD.SQL

General 4.1

GOKEDVD.F_GETTERMDESCRIPTION

Returns term code description. Yes GOKEDV1.SQLGOKEDVD.SQL

General 4.1

SSKWEVN.F_VALIDATECRN

Validates CRN. Yes SSKWEV1.SQLSSKWEVN.SQL

Student 4.2

SSKWEVN.F_GETCRNSUBJECT

Returns course/subject code. Yes SSKWEV1.SQLSSKWEVN.SQL

Student 4.2

SSKWEVN.F_GETCRNCOURSETITLE

Returns course title. Yes SSKWEV1.SQLSSKWEVN.SQL

Student 4.2

SSKWEVN.F_GETCRNCOURSEHOURS

Returns course hours. Yes SSKWEV1.SQLSSKWEVN.SQL

Student 4.2


January 2005

121

SHKWEVN.F_VALIDATESTUDENTCRN

Validates student ID. Yes SHKWEV1.SQLSHKWEVN.SQL

Student 4.2

GOKEDVD.F_GETPERSONNAME

Returns student’s name. Yes GOKEDV1.SQLGOKEDVD.SQL

General 4.1

SGKWEVN.F_GETSTUDENTLEVEL

Returns student’s level. Yes SGKWEV1.SQLSGKWEVN.SQL

Student 4.2

SGKWEVN.F_GETSTUDENTMAJOR

Returns student’s major. Yes SGKWEV1.SQLSGKWEVN.SQL

Student 4.2

SGKWEVN.F_GETSTUDENTCLASS

Returns student’s class. Yes SGKWEV1.SQLSGKWEVN.SQL

Student 4.2

SSKWEVN.F_GETCURRENTGRADE

Returns student’s current grade. Yes SSKWEV1.SQLSSKWEVN.SQL

Student 4.2

SFKWEVN.F_GETGRADEMODEDESC

Returns description of grade mode code.

Yes SFKWEV1.SQLSFKWEVN.SQL

Student 4.2

SHKWEVN.F_VALIDATEGRADE

Validates new grade code. Yes SHKWEV1.SQLSHKWEVN.SQL

Student 4.2

SHKWEVN.F_VALIDATECHANGEREASON

Validates grade change reason code. Yes SHKWEV1.SQLSHKWEVN.SQL

Student 4.2




January 2005

122

GOKEDVD.F_GETDBUSER

Returns name of document originator.

Yes GOKEDV1.SQLGOKEDVD.SQL

General 4.1



Procedures


P_PROCESSGRADECHANGEHOLD

Places a hold on the student’s academic history record at the initiation of the workflow. Removes the hold upon completion of the grade change (or on a disapproval).

Yes SHKWEV1.SQLSHKWEVN.SQL

Student 4.2

P_GETGRADECHANGEEDATA

Retrieves information from the GRADE_CHANGE workflow electronic document.


Student 4.2

P_UPDATESTUDENTGRADE

Updates the student’s academic record with the revised grade.


Student 4.2

P_INSERTSHRGCOL Inserts a record into the collector table for production of a grade mailer for the student.


Student 4.2


January 2005

123

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Withdraw a Student

This workflow lets an institution withdraw a student from course work for a given term or terms, then informs various departments within the institution. Each department performs a separate process. For example, if the student received financial aid, the Process Withdrawn Student Aid workflow is initiated. The informed departments include:

• Housing

• Veteran’s Affairs

• International Affairs

• Bursar’s Office

• Registrar’s Office

Roles

Workflow Initiation

The student initiates the withdrawal by completing and taking a form to the administrative office that processes withdrawals. When the office processes the form, a withdrawal reason is added to the Term Course Maintenance Form (SHAINST). When that record is saved, the WITHDRAWSTUDENT, business event is fired. This business event initiates the workflow.

Role User ID

Registrar saisusr

Veterans Affairs saisusr

International Affairs saisusr

Development Officer adisusr

Student Housing saisusr

Bursar Office Clerk fimsusr


January 2005

124

Workflow Model

The following model illustrates the Withdraw a Student workflow. The circled numbers refer to the processing details that follow.


January 2005

125

Processing Details

An automated activity, GETENROLLEDTERMCOUNT, determines the student’s enrolled term count (1.0).

If the student is registered for courses for the same term as when the withdrawal record was entered, or for any future courses, the interactive activity, DISTRIBUTIONINITIALIZATION, displays the Student Course Registration Form (SFAREGS) for the Registrar (2.0). The Registrar removes the student from all courses and performs the online fee assessment. After the courses are removed, the automated activity, GETENROLLEDTERMCOUNT, checks again to make sure the enrolled term count equals zero.

If the enrolled term count is zero, the automated activity, WITHDRAWSTUDENTINFO, retrieves additional student information and initiates the Process Withdrawn Student Aid workflow (3.0).

The following activities occur simultaneously:

• If the student has a record on the Veteran Information window of the General Student Form (SGASTDN) for the term(s) for which the student is withdrawing, the Veterans Affairs Office receives an e-mail, NOTIFYVETERAN, to review the student’s veteran certification records (4.0).

• If the student has a visa type code that is defined on the Visa Type Code Validation Form (STVVTYP) with the Non Res indicator checked (the student is not a resident of the United States), the International Affairs Office receives an e-mail, NOTIFYINTERNATIONAL, to review the student’s international records (5.0).

• If the student is an alumnus, the Development Office receives an e-mail, NOTIFYALUMNUS, to review the student’s records (6.0).

• If the student has a housing record on the Room Assignment Form (SLARASG) for the term(s) from which the student is withdrawing, the Student Housing Office receives an e-mail, NOTIFYHOUSING, to review the student’s room, meal, and telephone assignments (7.0).

• If the student has an exemption record for the term(s) defined on the Exemption Authorization Form (TSAEXPT), the Bursar Office Clerk receives an e-mail, NOTIFYEXEMPT, to review the student’s exemptions for the term (8.0).

• If the student has a third party contract for the term(s) defined on the Contract Authorization Form (TSACONT), the Bursar Office Clerk receives an e-mail, NOTIFYCONTRACT, to review the student’s contracts for the term (9.0).

• If the student has accounts receivable, the Bursar Office Clerk receives an e-mail, NOTIFYAR, to review the student’s account (10.0).

• If the course registration statuses on the courses withdrawn do not have a final grade, the Registrar receives a manual activity, NOTIFYREGISTRAR, to review the student’s registration records (11.0).


January 2005

126

Database Objects

The Withdraw a Student workflow uses the following database objects:

Triggers


ST_WFAIR_WITHDRAW_STUDENT

Initiates the event on an insert where the Withdraw Reason (SHRTTRM_WRSN_ CODE) is not null.

Yes SHTTRM1.SQL

Student 4.2

ST_WFAUR_WITHDRAW_STUDENT

Initiates the event on an insert where the Withdraw Reason (SHRTTRM_WRSN_ CODE) is not null and has been modified.

Yes SHTTRM2.SQL

Student 4.2

Procedures


SHKWEVN.P_WITHDRAW_STUDENT

Updates row triggers on SHRTTRM.

No SHKWEVN.SQLSHKWEV1.SQL

Student 4.2

SHKWEVN.P_WITHDRAW_STUDENT

Returns data to control subsequent SCT Workflow tasks. Initiates the Process Withdrawn Student Aid workflow.

No SHKWEVN.SQLSHKWEV1.SQL

Student 4.2


January 2005

127

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Process Withdrawn Student Aid

This workflow supports the Withdraw a Student workflow. It is automatically triggered if a withdrawn student receives financial aid for the term(s) or aid year from which the student is withdrawing. The workflow recalculates, adjusts, and cancels awards, Title IV loans, and work study benefits.

This example workflow has some important exceptions:

• This example workflow captures only those students who have aid awarded within the aid year of their withdrawal. This workflow does not capture a student who received a loan in a prior year and has not been awarded any aid in the current year.

• This example workflow does not identify students who received loans that were processed exclusively through the Loan module and were never posted as awards to the Award Form (RPAAWRD).

• The amount paid for a loan is seldom the same as the amount of the offer (Federal Perkins can be the same). A student with loans is flagged as having unprocessed aid and potentially as having outstanding disbursements. Someone must review the loans to determine whether any additional work is required.

Roles

Workflow Initiation

The business event FAWITHDRAW, which is part of the Withdraw a Student workflow, triggers this workflow if the student has financial aid at the institution for the current aid year.

Role User ID

Loan Processor faisusr

Work Study Coordinator faisusr

Withdrawal Coordinator faisusr

Payroll Clerk fimsusr

Bursar Office Clerk fimsusr


January 2005

128

Workflow Model

The following model illustrates the Process Withdrawn Student Aid workflow. The circled numbers refer to the processing details that follow.


January 2005

129

Processing Details

An automated activity, CHECK_FINANCIAL_AID_WITHDRAWAL_CONDITIONS (1.0), determines whether:

• Any unprocessed aid exists for the student in this aid year.

• The student withdrew before the current term was completed.

• Any unpaid awards exists for the student in this aid year.

If unprocessed aid exists, an interactive activity, FINISH_PROCESSING_FINANCIAL_AID, displays the Award Form (RPAAWRD) on the worklist of the Withdrawal Coordinator (1.1). The Withdrawal Coordinator finishes processing and disbursing financial aid as appropriate for the withdrawn student.

If the student withdrew before the current term was completed and unpaid awards exist, an interactive activity, CANCEL_AWARDS, displays the Award Form (RPAAWRD) on the worklist of the Withdrawal Coordinator (2.0). The Withdrawal Coordinator cancels awards that had no activity for the current aid year. Once the awards are canceled, processing continues with the PERFORM_TITLEIV_REFUND_RECALCULATION activity (3.0).

If the student withdrew before the current term was completed and no unpaid awards exist, the following activities occur:

• The Withdrawal Coordinator receives a manual notification, PERFORM_TITLEIV_REFUND_RECALCULATION, to complete Title IV refund/recalculation processing for the specified student and aid year (3.0).

• An interactive activity, ADJUST_AWARDS, displays the Award Form (RPAAWRD) for the Withdrawal Coordinator to adjust records as necessary (4.0).

• An interactive activity, RECOVER_DISBURSED_AID, displays the Applicant Immediate Process Form (ROAIMMP) for the Withdrawal Coordinator to recalculate and recover any aid (5.0).

• The Bursar Office Clerk receives a manual notification, INFORM_ACCOUNT_RECEIVABLE_OFFICE_FOR_REFUND, to query the account for the specified student and process any refund necessary (6.0).

• If the student was enrolled in a work study program, an interactive activity, UPDATE_WORKSTUDY_AUTHORIZATION, displays the Student Employment Authorization Form (RJASEAR) for the Work Study Coordinator to update the work study awards as necessary (7.0). The Payroll Clerk receives a manual notification, SEND_UPDATED_WORK_AUTHORIZATION_TO_HUMAN_RESOURCES, to update the records for the specified student (8.0).


January 2005

130

Next, an automated activity, CHECK_FUTURE_TERM_DISBURSEMENTS, checks to see whether the student has aid for future terms (9.0). If the student withdrew before the end of the aid year and disbursements exist for a future term, an interactive activity, RESOLVE_DISBURSED_AID_ISSUES_AND_ADJUST_AWARDS, displays the Award Form (RPAAWRD) for the Withdrawal Coordinator to resolve any disbursed aid issues and adjust awards (10.0). Once these adjustments are made, processing continues with a check for Title IV loans (11.0).

An automated activity, CHECK_FOR_TITLEIV_LOANS, determines whether any Title IV loans exist for the student (11.0). If the student has no Title IV loans, the workflow ends. If the student has Title IV loans, processing continues with an exit interview (12.0).

The Loan Processor receives a manual notification, PREPARE_EXIT_INTERVIEW_MATERIALS, to prepare the exit interview materials for the student (12.0). Once this activity is completed, an interactive activity, POST_EXIT_INTERVIEW_REQUIREMENT, displays the Applicant Requirements Form (RRAAREQ) for the Loan Processor to review financial aid tracking requirements with emphasis on Title IV loans (13.0).

Finally, an interactive activity, UPDATE_EXIT_INTERVIEW_TRACKING_REQUIREMENT, displays the Applicant Requirements Form (RRAAREQ) for the Loan Processor to update tracking requirements (14.0). Then the workflow ends.

Database Objects

The Process Withdrawn Student Aid workflow uses the following database objects:

Functions


ROKWFLB.F_CHECK_CURRENT_AIDY_AWARD

Returns a value Y or N, indicating whether the student has financial aid for the term code supplied via parameter.

Yes ROKWFLB.SQL

Financial Aid 4.3

ROKWFLB.F_CHECK_ALL_AWARDS

Returns a value Y or N, indicating whether the student has financial aid for the term code supplied via parameter.

Yes ROKWFLB.SQL

Financial Aid 4.3

ROKWFLB.F_CHECK_UNPROCESSED_AID

Returns a value Y or N, indicating whether the student has unprocessed aid for the term code supplied via parameter.

Yes ROKWFLB.SQL

Financial Aid 4.3


January 2005

131

ROKWFLB.F_CHECK_UNPAID_AWARDS

Returns a value Y or N, indicating whether the student has unpaid awards for the term code supplied via parameter.

Yes ROKWFLB.SQL

Financial Aid 4.3

ROKWFLB.F_CHECK_WORKSTUDY

Returns a value Y or N, indicating whether the student has work study aid.

Yes ROKWFLB.SQL

Financial Aid 4.3

ROKWFLB.F_CHECK_FUTURE_TERM_DISBURSED

Returns a value Y or N, indicating whether the student has disbursed aid for terms greater than the term code supplied via parameter.

Yes ROKWFLB.SQL

Financial Aid 4.3

ROKWFLB.F_CHECK_TITLEIV_LOANS

Returns a value Y or N, indicating whether the student has Title IV loans for the term code supplied via parameter.

Yes ROKWFLB.SQL

Financial Aid 4.3

ROKWFLB.F_CHECK_FOR_EXIT_INTERVIEW

Returns a value Y or N, indicating whether the student has satisfied exit interview requirements.

Yes ROKWFLB.SQL

Financial Aid 4.3

ROKWFLB.F_CHECK_ END_OF_AID_YEAR

Returns a value Y or N, indicating whether the student has withdrawn on the end date of the aid year code supplied via parameter.

Yes ROKWFLB.SQL

Financial Aid 4.3

ROKWFLB.F_CHECK_ END_OF_TERM

Returns a value Y or N, indicating whether the student has withdrawn on the end date of the aid year code supplied via parameter.

Yes ROKWFLB.SQL

Financial Aid 4.3

Functions



January 2005

132

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Interview Candidate

A hiring manager can use this workflow to schedule an interview for a prospective candidate. Based on the interview, the supervisor provides an evaluation of the candidate making a recommendation to hire or not to hire. If the recommendation is to hire the candidate, the new person is entered in to the SCT Banner database.

Roles

Workflow Initiation

A hiring manager in Human Resources initiates this workflow by scheduling an interview for a prospective candidate providing details for the candidate, including the interview date, location, position applied and position responsibilities. The hiring manager attaches the candidate's resume for reference.

Role User ID

Hiring Manager hrisusr

Supervisor adisusr

hrisusr

faisusr

fimsusr

saisusr


January 2005

133

Workflow Model

The following model illustrates the Interview Candidate workflow. The circled numbers refer to the processing details that follow.

Processing Details

A custom activity, Interview_Setup, schedules an interview for a prospective candidate providing the candidate id, last name, first name, interview date and location, position applied for and responsibilities as well as the candidate's resume (1.0).

Another custom activity, Interview_Evaluation, sends a notification to the Supervisor with the details of the Upcoming Interview. Once the interview has been completed, the Supervisor evaluates the candidate and makes a recommendation to hire or not to hire based on relevant experience, leadership ability, communication skills and organization skills (2.0).

If the recommendation is not to hire the candidate an email, Notify_Later_Consideration, is sent to the Hiring Manager (3.0) and the workflow ends.


January 2005

134

If the recommendation is to hire the candidate an email, Notify_Recommendation, is sent to the Hiring Manager (4.0). An interactive activity, Register_Candidate_In_Banner, displays the SPAIDEN form allowing the hiring manager to create the new person in the SCT Banner database (5.0).


January 2005

135

Customizing Example WorkflowsYou can customize the example workflows delivered by SCT and move them to your production environment.

To successfully customize the delivered examples, you must initially import the same example workflow seed data into your testing and production environments. If you import different data into the two environments, you may need to make additional changes before you can export from the testing environment and import into the production environment. The import will fail if the production environment does not have all the data needed to support the new version of an example workflow.

Note

See Import Banner Components and Examples in Chapter 2 - SCT Banner Integration of the SCT Workflow Installation and Administration Guide, for a description of seed data and instructions on how to import it. • • •

Use the following steps to customize an example workflow:

1 Access Workflow Modeler in the testing environment.

2 Locate the example workflow you wish to modify.

3 Create a new version of the example workflow. Refer to “How to create a new version of a workflow” in chapter 6 of the SCT Workflow Analyst/Administrator Handbook.

4 Modify the new version of the example workflow as necessary.

Note

It is important that you keep track of all changes and additions (for example, new and changed components and business events) you make in the testing environment. These changes and additions must be duplicated in the production environment.• • •

5 Save, validate, and activate the new version of the example workflow.

6 Run the changed workflow to make sure it works as intended.

7 Selectively export the modified example workflow from the testing environment. Refer to the SCT Workflow Technical Handbook for instructions.

8 Selectively export any new components and business events that were created in the testing environment and are used in the new version of the example workflow.


January 2005

136

9 In the production environment, manually duplicate the changes that were made in the testing environment:

• Access the BCC in the production environment.

• Locate each component and business event that was changed in the testing environment.

• Make the same changes in the production environment.

• Save the changes.

10 In the production environment, import all components and business events that were selectively exported in step 8.

11 In the production environment, import the new version of the example workflow that was selectively exported in step 7.

12 Go to Enterprise Management and detach the old version of the example workflow from the associated business process. Refer to documentation earlier in this chapter for the location of the example workflow.

13 Attach the new version of the example workflow to the associated business process.

14 If a new business event was imported in step 10, attach the business event to the associated business process in Enterprise Management. The business event must be attached so the new version of the example workflow can be triggered when necessary.

15 Save the changes.


January 2005

Section II

Luminis

Integration

138

Int

• • •

egration Users Guide SCT Workflow 4.1 Confidential

January 2005

139

6 SCT Luminis

SCT Workflow 4.1 provides the ability to integrate with SCT Luminis 3.2. This enhancement delivers integration with the SunGard SCT Portal, Collaboration, and Community Solutions to bring people together in a unified digital campus. Institutions can provide simple, personalized, and secure access to information so that administrators, faculty, and staff can perform everyday tasks with ease. This multifaceted enhancement is broken out into several key deliverables:

• SCT Workflow Channels

• SCT Workflow Product Tab Access

• Single Sign On via LDAP Authentication.

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .SCT Workflow Product Tab Access

Through the SCT Workflow Product Tab, SCT Workflow Users are provided with direct access (via the portal) to the comprehensive SCT Workflow product. As a feature of this integration the SCT Workflow product will adopt the SCT Luminis look and feel when accessed through the portal environment. This allows for seamless integration between both products. For example:


January 2005

140

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .SCT Workflow Channels

Part of SCT Luminis Integration includes the delivery of three SCT Workflow channels. The channels provide portal access to key areas of SCT Workflow including:

• Worklist - The Worklist Channel displays as SCT Workflow User's worklist within the portal format. From the channel, workflow users may interact with, launch, and complete work items. Consistent with the traditional worklist access, as items are completed and when new tasks arise, work items are published and removed from the worklist accordingly.

• Shortcuts - The Shortcuts Channel provides SCT Workflow Users with the ability to directly/manually start workflow processes. This is similar to the functionality that is available via Shortcuts within SCT Workflow.

• Workflow Alerts - Geared towards workflow process owners and administrators, the Workflow Alerts Channel provides portal access to manage workflow instances. If a workflow process should encounter an error state, an alerts message is published to the process owners. The alert provides the owner/administrator with the ability to correct/ resolve the process error.


January 2005

141

For example:


January 2005

142

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .Adding a Workflow Tab

SCT Workflow can be embedded into SCT Luminis via a “framed tab”. For example:

To Set up a Workflow Tab:

1 Logon to Luminis.

2 Select Content/Layout.

3 Click Add New Tab.

4 Specify a name for the tab. This value will be the displayed value on the tab. For example:

Workflow

5 Select the Framed tab type and supply the CPIP url. The URL field provides the CPIP URL back to SCT Workflow. For example:

http://luminis.school.edu/cp/ip/login?sys=sctwf&api=workflow

Where luminis.school.edu is the root of your Luminis server.

6 Select the desired position of the tab.

7 Click Submit.


January 2005