vi-12: getting started with vision approval engine · what is the approval engine 2. benefits 3....
TRANSCRIPT
VI-12: Getting Started with Vision Approval Engine
Presenter: Full Sail Partners
Kelly Duquette – Principal Solutions Consultant
©2016 Deltek, Inc. All Rights Reserved 2
Agenda
1. What is the approval engine
2. Benefits
3. When was it introduced
4. Plan out your workflow
5. Plan out your alerts
6. Getting Started
– Creating a role on Organizations to use
– Set up approval configuration, workflows & alerts
7. Security
8. Challenges
9. Updates
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What is the Approval Engine?
Introduced in version 7.4
Part of Core
Allows for multilevel approvals and tracking
Allows for dashboard alerts and/or emails per actions
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Benefits:
Replaced manual approvals
Progress is electronically tracked
– auditors happy
Addition of file stream allows for easy document support
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Purchasing available in 7.4:
Item Requests
Purchase Orders **
Purchase Requisitions
Request for Price quote
Purchase Order Change Orders **
Purchase Order Releases (have to add- but do not have to use)
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AP Invoice Approvals – Available 7.5
***File stream must be turned on
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Using Hierarchy
If your company wants AP to route to a specific employee, use the
Hierarchy feature
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Absence Requests – Available in 7.5
Easy to use - Easy to set up
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Company Calendar – if view all access(default is assignment only)
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General Ledger Budget Approvals: in 7.5
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Expense Reports – 7.6
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Plan your workflows
Decide which applications need approvals set up
Decide - if billable, OH and Regular projects will follow different workflow options
Map out your workflow first
Based on the size of your organization
– Is one person approving all items
– Who is the next approver
– Can you use the Project fields to run the approvals?
Example: Billable projects > 10k go to PM on project then the Principal
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Who can you send the alert to?
Assigned to Field for the workflow can use any of these options:
Fields on General Tab
Project Fields- includes user defined
Roles on Organization
– Decide – What roles you want to set up on the ORGs
– Decide – Who approves in each role on the ORGs
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Decide what your alerts will say
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Tips:
1. You have one workflow per company per application
2. Check your approval fields
– are they populated?
if not,
– results in a workflow error
3. Try routing based on:
– Type of project
– Value of transaction
– General tab field, Organization or Role
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Getting Started
1. Set up your Organizations (optional)
2. Set up your approval Configuration
– General tab
– Workflow tab
• Actions
– Alerts (emails and/or dashboard)
– Reminders
3. Don’t Forget
– Turn on security
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How to Set Up Roles on Organization
Configuration/Organization/General
Insert – to create a new role
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Assign Roles on Organization
To set up assignments on a Role –
Configuration/ Organization click on the role that you want to assign a user to and
– click assign
Use General option instead of individual option to assign users to multiple orgs
(you can use the search feature to multi-select more than one ORG - based on a criteria or open the individual org and assign)
Challenge: lack of report to confirm set up
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Set up Approval Configuration
Choose your application:
Name your approval type
Set a default due date
Select your routing method- if your OHGENL project has Phases you will
need to say chargeable level
Name an approval administrator - the person assigned in the system who
can adjust the workflows and who gets notifications if the workflow fails
Decide if you want approvers to be able to re-assign
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Workflow tab
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Workflow tab
Example:
Absence Requests go to their Supervisor and then the Ops Director if more than
16 hours are requested.
If rejected at any step, it goes back to the submitted by to correct and resubmit
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Set your Actions
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Alerts can be dashboard and/or emails:Use the insert field feature to modify
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Update Security
Assignments only is the default
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Workflow Challenges
External applications that start process in another system and need a way to have a different
workflow option
Can only add a Project item to use in the workflow and update projects
Had set first level to OH POs > $1,000 to accounting to review for assets, Bottleneck was
created and decided wanted to change the workflow to just be an email alert.
Gaps in values <1000 and next condition was > 1000
Reminder alerts had not been turned on
Operations not happy all records set back to
submitted that were in process of being approved
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Editing the workflow when in use:
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Changing assignments:
Go forward Basis
Can assign by ORG or Employee
Records in process can only be changed in the tables:
* Employees term
* Employees are promoted
Please submit a survey for this session via the
mobile app.
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Learn More
Get plugged in
• Join a user group (regional, virtual)
• Interact in Kona – Client Advisory Council
(CAC) and more! ([email protected])
• Join the MVP program
Visit the Vision kiosks in the Expo Hall
Follow the Vision Blog @ http://bit.ly/Vision_Blog
Attend a live VPM, CRM, Resource Planning,
demo or sign up for an upcoming webinar at
Deltek.com
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Contact Information
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11/2/2016