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Streamline Business Processes with PeopleSoft Online Forms and Workflow

Prepared by:Christopher Maldonado-MartinezBAS Consulting - AssociateGrant Thornton

Session ID#: 107300

@GrantThorntonUS

Introduction and Agenda

• About the presenter• About Grant Thornton• Agenda

About the presenterChristopher Maldonado-MartinezAssociate, Technology Solutions Kansas City, KS

Executive summaryChristopher Maldonado-Martinez is an Oracle ERP consultant in Grant Thornton’s Business Advisory Services practice. Chris has experience (both in consulting and industry) in the manufacturing and healthcare area, and with core PeopleSoft Financial Supply Chain applications (AR, BI, PO, and ePro). His project experience include hospitality management service, banking, and healthcare networks. In his sixteen months of functional ERP implementations, he has demonstrated strong leadership as a module lead for AR/BI and ePro/PO.

Professional qualifications and membershipsSix Sigma – Green BeltQuest International Users Group

EducationBS-Industrial Engineering, Kansas State University

Industries•Industrial Manufacturing

•Food and beverage•Building Products

•Healthcare

•Banking•Distribution•Technology

About Grant Thornton

Grant Thornton International• Revenues of $4.2B• 600 offices worldwide• Nearly 35,000 employees• More than 2,800 partners

V I S I O NTo be the leading audit, tax and advisory firm, serving dynamic organizations in our chosen markets.

Grant Thornton LLP• Revenues of $1.2B • 54 offices nationwide• More than 6,000 employees• More than 500 partners

Specialized Partner of the YearGrant Thornton is the 2014 recipient of the Oracle Excellence Award for Specialized Partner of the Year: EPM – North America

What are the Oracle Excellence Awards?The Oracle Excellence Award program honors a small segment of partners who have excelled at driving business value and innovation with Oracle technology.

How did Grant Thornton excel at delivering value and innovation?Through the successful solution implemented at Ameren – a $7.5B, long-time St. Louis utilities client. The winning solution integrated ERP, Hyperion and BI Applications, leveraging our innovative use of Data Relationship Management as the center point, creating true “Business Harmony” at Ameren.

How were the award nominees evaluated?Grant Thornton’s submission was chosen by a panel that included Oracle Development, Marketing and Sales. Judging criteria included:

• Grant Thornton's role in helping the customer adopt Oracle technology • The solution’s innovative use of Oracle technology• Grant Thornton's expertise in developing and deploying the solution• Customer satisfaction or return on investment

Grant Thornton has demonstrated an outstanding level of innovation in delivering proven, Oracle-based solutions that solve our joint customers’ most critical business challenges,” said Tom LaRocca, senior vice president, North America Sales, Alliances and Channels, Oracle. “We congratulate Grant Thornton in achieving the 2014 Oracle Excellence Award for Specialized Partner of the Year – North America in EPM. This achievement is a testament to their dedication to excellence and to providing customers solutions and services that drive real business value and results.

Tom LaRocca, Oracle; Jeff Henley, Oracle; Ramke Ramakrishnan, Grant Thornton; John Stilwell, Grant Thornton;

Mark Sims, Grant Thornton

Streamline Business Processes using PeopleSoft Online Forms and Workflow■ Agenda■ Identifying the need for forms■ System requirements■ About Forms■ Building Forms

▪ Field types▪ Formatting Forms▪ Limitations and solutions

■ Component Interface mapping■ Approval Framework■ Questions

Identifying the Need for PeopleSoft Online Forms

• Identifying the Need for Forms• System Requirements

Identifying the Need for Forms

■ Current business process require submission of documents to be approved before being loaded into PeopleSoft▪ Long lead time to obtain approval▪ Potential loss of paper in the shuffle▪ Duplicate work required to key the form into PeopleSoft

■ Process requires an auditable trail for approval process■ Complex Workflow required

▪ Multiple Stages – does approval process move to another stage after initial approver

▪ Multiple Paths – does the approver vary based on some of the content on the form

System Requirements

■ PeopleSoft Financial Supply Chain Management ▪ Version 9.2

■ PeopleTools 8.53

About forms – Overview of Design Steps

• About Forms• Setup Steps

About Forms

■ Navigation:▪ Main Menu > Enterprise Components > Forms > Design a form

■ Seven steps to complete the design process (Iterative)■ Form Status

Field Name Value Long Name Short Name

FORM_TYPE_STATUS A Application Designer Form Activated

FORM_TYPE_STATUS D In Design In Design

FORM_TYPE_STATUS I Inactivated Inactive

Step 1: Basic Information

Step 2: Instructions

Step 3: Form Fields

Step 4: Attachment Templates

Step 4: Publish To Menu

Step 6: Approval Process

Step 7: Activate or Review

Step 7: Preview Form

Building Forms –Field Types, Formatting, and Tricks

• Field Types• Formatting Forms• Limitations and Solutions

Field Types

■ Navigation:▪ Main Menu > Enterprise Components > Forms > Design a form

■ Proceed to Step 3■ Select Use Type and Details

Code

Date & Time

Numbers

Use Type Length (s) Uses

NUMBER 15.4 Up to 15 digit positive number with 4 decimal places

NUMBER 7.2 Up to 7 digit positive number with 2 decimal places

NUMBER 9 Up to 9 digit positive integer

SIGNED 15.4 Positive or Negative Numbers

SIGNED 7.2 Positive or Negative Numbers

SIGNED 9 Positive or negative integer

Text Fields

Use Type Length (s) Uses

TEXT 4 | 5 | 10| 20 | 30 | 50 | 254 Free form text fields

Y/N

■ Creates a check box on the form■ Returns character value Y or N

Section

Define Prompt Records

■ Define prompt records to be used in forms▪ Navigation:

— Main Menu > Enterprise Components > Forms > Define Prompt Records

■ Proceed to Step 3 of Form Design▪ Navigation:

— Main Menu > Enterprise Components > Forms > Design a form

■ Select Use Type and Details

Prompts

Use Type Length (s) Uses

PROMPT 4 | 5 | 10| 20 Create drop down prompts for users to select from existing values set in PeopleSoft

Define Prompt Records

■ Define prompt records to be used in forms▪ Navigation:

— Main Menu > Enterprise Components > Forms > Define Prompt Record

Formatting Forms

Formatting Forms

■ Section use types▪ Major divisions in sections

of a form▪ Add instructions on how to

complete a field▪ Blank sections with

returns provide spacing■ Dynamic Prompting

▪ Place control prompt before others

▪ Controls all of the same type of prompts until overwritten

■ Columns▪ Single Column

— consolidates all fields to one central column

▪ Two Columns— Very difficult to get fields to

line up

■ Field Status▪ In Design ▪ Active

Formatted Form

Form Limitations and Solutions

Form Record

■ FORM_SD— Delivered with following naming convention of fields

Field Name Format Max Value of # Field Name Format Max Value of #

SEQ_NBR Num15.0 N/A SD_TEXT20_# Char20 15

SD_RECNAME Char15 N/A SD_TEXT30_# Char30 10

SEQ_NUM Num3.0 N/A SD_TEXT50_# Char50 10

SD_DATE_# Date 8 SD_TEXT254_# Char254 5

SD_TIME_# Time 8 SD_INT_# SNm10.0 10

SD_TEXT4_# Char4 10 SD_NUM9_# SNm9.2 10

SD_TEXT5_# Char5 10 SD_NUM19_# SNm17.4 8

SD_TEXT10_# Char10 15

Form Design – Increase Record

■ Error▪ "The Form Field XXXX Cannot be Mapped to the Storage

Record"■ Cause

▪ Adding to many of a particular Use Type and Length on the form

▪ Use Types "Y/N" and "Code" map to the SD_TEXT4_# fields■ Solution

▪ Customization – Add additional fields to FORM_SD following traditional field naming convention

▪ Oracle document reference: DOC 1526279.1

Form Record – Delete Fields

■ Error▪ Cannot remove active fields from a form

■ Cause▪ Field status changes from In Design to Active▪ Loose the buttons to delete and add a row during form design

■ Solution▪ Customization – to the Application Package PeopleCode

— allows for the delete function once the form has been activated

▪ Oracle document reference: DOC 1455890.1

Mapping the Form to the Component Interface (CI)

• Form to CI Mapping

Form to CI Mappings

■ Navigation:▪ Main Menu > Enterprise Components > Forms > Form to CI

Mapping■ Map fields from form to a CI■ Use existing CI■ Only available for Add (Update to come with future packages)

Form to CI Mappings

Form to CI Mappings

■ Common Error▪ Form field type does not match CI field type

■ Solution▪ Navigate to: Main Menu > Enterprise Components > Forms >

Manage Forms, Inactivate the form▪ Implement the delete field code change▪ Return to form design to delete field and add field with correct

field type

Form to CI Mappings

■ Common Error▪ Form field type does not match CI field type

■ Solution▪ Navigate to: Main Menu > Enterprise Components > Forms >

Manage Forms, Inactivate the form▪ Implement the delete field code change▪ Return to form design to delete field and add field with correct

field type

Form to CI Mappings

■ Common Issue▪ Effective dates will not allow the use of New item in transactions

■ Symptoms▪ Effective Date of records is more recent than the intended

transaction date■ Causes

▪ Incorrect date mapped or used as default in CI Mapping▪ Approval Framework delays input into system

■ Solutions▪ 1) Correct History and update EFFDT online▪ 2) Create new EFFDT row prior to desired transaction date

Approval Framework with Forms

• Approval Framework Setup• Approval Process with Forms

Approval Framework - Setup

■ Route Control Type▪ Main Menu > PeopleTools > Workflow> Routings and Roles >

Route Control Types■ Route Control Profiles

▪ Main Menu > PeopleTools > Workflow> Routings and Roles > Route Control Profiles

■ Approval User List▪ Main Menu > Enterprise Components > Approvals > Approvals >

User List Setup■ Approval Process Setup

▪ Main Menu > Enterprise Components > Approvals > Approvals > Approval Process Setup

Approval Process Setup

Approval Process – Enter New Form

■ Navigate to Menu form label is published■ Select Add a New Value Tab

Approval Process - Submit

■ Complete New Form and Save■ Submit for approval

Approval Process Routing

■ Upon submit user sees the following display■ Full view of approval framework with approvers

Approval Process – Save and Post

■ Final step after approval is Save & Post Form■ Button is at the end of form

Trouble Shooting - Save and Post

■ Common Errors▪ Invalid value – press the prompt button or hyperlink for list of

valid values— The value entered in the field does not match one of the allowable

values

— Error changing value {RECORD.FIELDNAME}

▪ Value must either be Y for Yes or N for No▪ Invalid date

■ Causes▪ Incorrect field types or defaults in CI Mapping

■ Solution▪ Use iterative approach to correct Form to CI Mapping

Successful – Save and Post

■ Message

■ Related Documents

Conclusion

Conclusion

■ Benefit of PeopleSoft Forms▪ Customizable to fit the need of any business process▪ Create auditable trail within PeopleSoft▪ Reduce delays in approval process▪ Use delivered Component Interface▪ Eliminate the need to key in data after approval▪ Minimal need for customizations from developers

■ Benefit of PeopleSoft Approval Framework▪ Allow for multistage and path workflow▪ Enable the ability to escalate▪ Multiple approvers

Look for Grant Thornton at these upcoming events:

■ Apr. 21: Webcast: The Best of Data Governance (offers CPE credit)■ May 12: Philadelphia, PA – Know your lineup: Building a business case for HR analytics■ June 22: Orlando, FL – Healthcare Financial Management Association Annual National Institute■ June 8: Las Vegas, NV – 2015 OHUG Global Conference■ July 21: Rosemont, IL – PeopleSoft RECONNECT■ Aug. 17: Denver, CO – JD Edwards INFOCUS■ Oct. 25: San Francisco, CA – Oracle OpenWorld

grantthornton.com/events

Chris Maldonado-Martinez | BAS Consulting AssociateGrant Thornton LLPE: Chris.Maldonado-Martinez@us.gt.comW: www.grantthornton.com/oracle

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Look for Grant Thornton at these upcoming events:

■ Apr. 21: Webcast: The Best of Data Governance (offers CPE credit)■ May 12: Philadelphia, PA – Know your lineup: Building a business case for HR analytics■ June 22: Orlando, FL – Healthcare Financial Management Association Annual National Institute■ June 8: Las Vegas, NV – 2015 OHUG Global Conference■ July 21: Rosemont, IL – PeopleSoft RECONNECT■ Aug. 17: Denver, CO – JD Edwards INFOCUS■ Oct. 25: San Francisco, CA – Oracle OpenWorld

grantthornton.com/events

Chris Maldonado-Martinez | BAS Consulting AssociateGrant Thornton LLPE: Chris.Maldonado-Martinez@us.gt.comW: www.grantthornton.com/oracle