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Functional Design Printed: 12/16/15

Grants Workflow

F UNCTIONAL D ESIGN DOCUMENT

Release: 8.9

Product: PeopleSoft Grants

Document Information

Document Participants

Author: Yan Wu

Contributors: Barry Hickson, Elise Koo

Reviewers: Barry Hickson, Julie Gustason, Elise Koo, !ei "in, John !itasi##ons, Ashra $orcos

A%%rovers: Barry Hickson, Julie Gustason, Ashra $orcos

Revision History

Version Date Change Summary

&'(Jan(&))' *nitial Creation o !++

-(!EB(&))' *ncor%orate Barry Hickson.s co##ent

/(!EB(&))' *ncor%orate Barry Hickson.s co##ent

&0(!EB(&))' *ncor%orate Barry Hickson.s co##ent

&-(!EB(&))' *ncor%orate co##ents ro# review section

)0($AR(&))' *ncor%orate co##ents ro# Ashra $orcos1 Chan2es in section 10, &11&, &1&1&1

/($AR(&))' A33 sa#%le 3ata

)4(AR5(&))' *ncor%orate co##ents ro# 6++ review section

&4(Jun(&))' *ncor%orate new re7uire#ents8Chan2es ro# 9ales Creatin2 a coni2urable8le;ible worklowrules or Grants Co#%onent a%%roval %rocess1

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Table of Contents

1. FEATURE OVERVIEW.........................................................................................................................................................4

1 5R<B"E$8=EE+ 96A6E$E=611111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111'

1& H*GH "E>E" !EA6?RE +E9CR*56*<=11111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111'

1@ A99?$56*<=91111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111'1.3.1 Applications Installed..........................................................................................................................................4

1.3.2 Design Assumptions..............................................................................................................................................4

1' !EA6?RE +E5E=+E=C*E9111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111110

10 9C<5E111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111110 Features in scope..................................................................................................................................................................5

Features out of scope............................................................................................................................................................5

1 !EA6?RE9 !<R !?6?RE R E"EA9E9111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111110

1- +E9*G= >A"*+A6*<= A55R<ACH11111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111014 R E"A6E+ +<C?$E=691111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111110

e!uirement "ource..............................................................................................................................................................5

#t$er Documents..................................................................................................................................................................%

1/ G"<99ARY1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111

2. FEATURE DETAIL................................................................................................................................................................7

&1 C?RRE=6 !?=C6*<=A"*6Y11111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111-

&1& 5R<5<9E+ =EW !?=C6*<=A"*6Y1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111-2.2.1 &ommon Workflow appro'al(notification setup component........................................................................................)

&1&11 A%%roval8=otiication 5rocess 3einition8 Routin2 Roles11111111111111111111111111111111111111111111111111111111111111111111111111111111-&1&11& A%%roval Rules8+etail1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111)

&1&11@ A%%roval Criteria111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111

2.2.2 *ilestone due +otification.........................................................................................................................................14

&1&1&1 $ilestone =otiication 3etail %rocesses11111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111110

2.2.3 ,roposal "tatus +otification...............................................................................................................................1-&1&1@1 5ro%osal 9tatus =otiication 3etail %rocesses111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111114

2.2.4 ,roposal &omponent/ appro'al process............................................................................................................1-

&1&1'1 5ro%osal Co#%onent A%%roval +etail 5rocesses11111111111111111111111111111111111111111111111111111111111111111111111111111111111111111114&1@ R <"E9, ?9E CA9E9 A=+ 6A9K A =A"Y9*911111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&

&1' W<RK!"<W11111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&-

&10 R E5<R6*=G1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&-&1 A =A"Y6*C91111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&-&1- BA6CH 5R<CE99*=G11111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&-

&14 G"<BA"8R EG?"A6<RY1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&-

&1/ $?"6*=A6*<=A"8* =+E5E=+E=6 B?9*=E99 ? =*6111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&-

&1) * =+?96RY1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&-

3. ADDITIONAL SECIFICATIONS.....................................................................................................................................27

@1 5E<5"E9<!6 5R<+?C69 *$5AC6E+ A=+ * =6EGRA6*<=9 R ED?*RE+111111111111111111111111111111111111111111111111111111111111111111111111111111111&-@1& 6H*R+ 5AR6Y * =6EGRA6*<=1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&-

@1@ 5ER!<R$A=CE1111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&-

#nline performance............................................................................................................................................................2)

#nline usa0ilit metrics......................................................................................................................................................2)

atc$ performance..............................................................................................................................................................2-@1' 9EC?R*6Y 95EC*!*CA6*<=9111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&4

@10 <6HER 95EC*!*CA6*<=911111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&4

4. OT!ER CONSIDERATIONS.............................................................................................................................................2"

'1 9Y96E$ 6E96 C<=9*+ERA6*<=91111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&4

'1& 9Y96E$ +A6A C<=9*+ERA6*<=9111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&4'1@ 9A$5"E +A6A C<=9*+ERA6*<=9111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111&/

'1' 9A"E9 +E$< C<=9*+ERA6*<=911111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111@)

'10 * =!<R$A6*<= +E>E"<5$E=6 C<=9*+ERA6*<=911111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111@)'1 ?5GRA+E8C<=>ER9*<= C<=9*+ERA6*<=9111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111@)

'1- * =96A"" C<=9*+ERA6*<=91111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111@)

#. $ISCELLANEOUS..............................................................................................................................................................3%





01 GA59 *= 5E<5"E6<<"9 !?=C6*<=A"*6Y111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111@)01& <6HER =<6E911111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111111@)

&. OEN ISSUES.......................................................................................................................................................................3%

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1. Feature Overview

1.1 Problem/Need Statement

6here is a nee3 to %rovi3e a worklow solution that can su%%ort the business %rocess o sub#ittin2, reviewin2 an3

a%%rovin2 5ro%osal co#%onents with Grants1 6his worklow solution is inten3e3 to hel% in #ana2in2 the Grants

5ro%osal a%%roval %rocess throu2h its lie cycle1 *n a33ition, we are lookin2 to %rovi3e users the ability to3eter#ine #ore eiciently when #ilestones are 3ue an3 to sen3 out notiication to the a%%ro%riate %ersons as

nee3e31

1.2 High Level Feature DescritionGrants Worklow !eature will co#%rise o the ollowin2:

*1 5rovi3e eicient co##unications between the 3ierent %roect roles 5*, 95<, a3#inistrator,

stakehol3er, etc1 throu2h all as%ects o the %ro%osal.s lie cycle1 6his is achieve3 via the creation o a

worklow %rocess usin2 worklists an3 e#ail notiications1**1 5rovi3e the ability to select 7uery #ilestones, which will be 3ue in the near uture an3 to sen3 out an

e#ail notiication as nee3e31 ?sers can also set u% a %rocess sche3uler to run this %rocess %erio3ically1

***1 Custo#er coni2uration o%tions which allow the# to control %ro%erties8routin2 o the %ro%osal a%%roval

%rocess

*>1 Co##on A%%roval coni2uration setu% within a Grants A%%lication

1.! "ssumtions

1.3.1 Applications Installed

• 6his !++ assu#es that a custo#er has %urchase3 an3 installe3 the 5eo%le9ot Grants a%%lication1

1.3.2 Design Assumptions

• ?sin2 5eo%letool 3elivere3 stan3ar3 worklow solutions1

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1.# Feature Deendencies

1'1 Construction o Grants 5ro%osal

Enhance#ents to Grants A%%lication in or3er to su%%ort83evelo%8i#%le#ent Grants worklow

Ability to establish Grants %ro%osal level co#%onents #ust be i#%le#ente3 in or3er

to 3evelo%8i#%le#ent Grants worklow1

Ability to associate an *nstitution, $aor 9ub3ivision, 95< oice, +e%art#ent A3#in,

+e%art#ent Chair#an, +e%art#ent Re%resent to a 3e%art#ent an3 auto#atically

%o%ulate this inor#ation 3urin2 5ro%osal Creation %rocess1

Ability to i3entiy a %ersonal Worklow Eli2ibility

Ability to calculate an3 3is%lay total a#ount or each 5ro%osal an3 5roect in $aintain

5ro%osal co#%onent1 Ability to associate 3eault stakehol3ers to each co#%onent user also will be able to

in%ut #ulti%le stakehol3ers or each co#%onent1

1'1& 5ro%osal 9tatus

Current 5ro%osal 9tatus nee3s to work in tan3e# with the new worklow %rocess1 *n or3er to

i#%le#ent worklow, a clearly 3eine3 %ro%osal cycle8status is nee3e31

1.$ Scoe

Features in scope

PT-100 Milestone Email Notification

PT-00 Milestone Email Notification Process Sc!eduler

PT-"00 Proposal Status updates Email notifications

PT-#00 Proposal $%omponent& 'ppro(al Process

PT-)00 'ppro(al Process at Proposal*Primar+ Pro,ect%omponents and Pro,ect %omponents

PT-00 le/ale*%ommon or2flo3 Rules setup at 45 le(el

Features out of scope

PT-600 No e/ternal notification

1.% Features &or Future 'eleases

1.( Design )alidation "roach6he 3esi2n will be vali3ate3 by internal reviews with E9A 9trate2ists, 5ro3uct +evelo%#ent $ana2ers, 5ro3uct

Architects, an3 +evelo%ers1 6he intent is to have E9A 9ales 9u%%ort review the 3esi2n as well1 +esi2n %rototy%es

will be built an3 reviewe3 by the ?sability 2rou%1

1.* 'elated Documents

Requirement Source

Lo'at(on Do')*ent ID +RD , Des'-(t(on O/ne-





Other Documents

Lo'at(on Do')*ent ID Des'-(t(on

1.+ ,lossar-

Te-* Def(n(t(on

(





2. Feature Detail

2.1 urrent Functionalit-Worklow is not %resent within e;istin2 Grants releases1

2.2 Proosed New Functionalit-6he 5ro%ose3 new unctionality will establish an a%%roval8notiication structure, which allows the custo#er to #ana2e

their a%%roval %rocess #ore eiciently1 6he 3etail o this 3esi2n 3ocu#ent will su%%ort the ca%abilities outline3 below:

F)n't(ons0-o'esses Wo-flo/ Des'-(t(on

Co##on co#%onent to set u%Worklow

A%%roval8=otiication 5rocess

or all Grants Worklow

solutions

+eine a co##on worklow setu% co#%onent which %rovi3es asin2le user interace or coni2urin2 8 structurin2 all Grant.s

worklow %rocesses an3 Rules1

$ilestone 3ue =otiication E#ail

=otiication

<nly

9en3in2 re#in3er e#ail notiications to 2rou% o roles %eo%le

%rior to #ilestone 3ue 3ate

5ro%osal status =otiication E#ail =otiication<nly

9en3in2 inor#ational e#ail notiication to 2rou% o roles%eo%le when 5ro%osal status is chan2e31

5ro%osal Co#%onent

a%%roval %rocess

Worklist8E#ail

=otiication

Generates worklist8notiication re7uestin2 or a%%roval8review

o a %ro%osal8%roect1

2.2.1 Common or!flo" appro#al$notification setup component

Grants will be %rovi3in2 0 worklow solutions in the 41/ release1 A co##on worklow a%%roval8=otiication

setu% co#%onent will %rovi3e with a sin2le user interace or coni2urin28structurin2 all Grants worklowsolutions1 ?sers will 3eine their A%%roval8=otiication 5rocesses at the Business unit level1 6his setu%

co#%onent contains ollowin2 sections:

• A%%roval8=otiication 5rocess 3einition

• Routin2 Roles

• A%%roval Rules8+etail

• A%%roval Criteria

2.2.1.1 Appro#al$%otification &rocess definition$ Routing Roles





• Business ?nit F Contact 8Awar3 Business unit

• 6ransaction 6y%e F Grants %rovi3es 0 worklow solutions1 We 3eine a transaction ty%e or each

worklow solution1o 5ro%osal Co#%onent A%%roval

o $ilestone =otiication

o 5ro%osal =otiication

o 5rotocol A%%roval 5rocess 9ee 3etail in !++ or 5rotocol $ana2e#ent

o 5rotocol Co##ittees #eetin2 =otiication 9ee 3etail in !++ or 5rotocol $ana2e#ent

• Worklow 6y%e F 6y%e o worklow unction %rovi3e by the worklow transaction

o 5ro%osal Co#%onent A%%roval F Worklist8E#ail notiication

o $ilestone =otiication F E#ail =otiications only

o 5ro%osal =otiication F E#ail =otiication only

• Ele#ents F *n3icate what is the key ele#ent or the worklow1

o 5ro%osal Co#%onent A%%roval F Co#%onent

o

$ilestone =otiication F $ilestoneo 5ro%osal =otiication F 5ro%osal 9tatus

• +etail F A secon3ary %a2e where user 3eines the 3etail inor#ation relate3 to the current ele#ent

see 3etail in later section

• Criteria F A secon3ary %a2e where user 3eines the Criteria or the a%%roval %rocess1 *n this

secon3ary %a2e users s%eciy the con3itions or re7uirin2 current ele#ent as %art o a%%roval %rocess1

9ee 3etail in later section

• Routin2 Rules F *n3icatin2 who will be involve3 an3 what kin3 o action they can %eror#1

o Role F list o available roles1 6hese are user(3eine3 roles1 Re7uires one or #ore roles1 "ist

o roles involve in each 6ransaction ty%e #aybe little 3ierent1 !ollowin2 are list o roles

involve in 5ro%osal Co#%onent a%%roval an3 5ro%osal 9tatus =otiication1





Roles involvin2 $ilestone notiications are Awar3 5* an3 $ilestone Contacts

o Re7uire3 F ?ser will be re7uire3 to %eror# actions on the task an3 ee3back ro# the#will aect the a%%roval status1 * a role is set as re7uire3, worklist #ust be 2enerate3 or this

role1 Re7uire3 at least one Re7uire3 a%%roval role1 6his iel3 is a%%lie3 to worklow ty%e

Worklist8E#ail only1

o 5eror# Action F 6y%e o action that will be %eror#e3 by the role o user1 6his iel3 is

a%%lie3 to worklow ty%e Worklist8E#ail only1

• A%%rove

• Review

o Worklow Action F 6y%e o worklow that will be 2enerate386y%e o worklow user will be

receivin21 6his iel3 a%%lies to worklow ty%e Worklist8E#ail only1

• Worklist8E#ail

• Worklist only

•

E#ail =otiication <nlyo 9e7uence F <r3er receivin2 the worklow1 *t can be setu% where all roles will receive the

worklow si#ultaneously or se7uentially or a co#bination o both1 6his iel3 a%%lies to

worklow ty%e Worklist8E#ail only1 !or e;a#%le:





*n this case, Role A3#inistrator an3 Co(5* will receive the worklow si#ultaneously1+e%art#ent hea3 will receive the worklow ater A3#inistrator a%%roves the workite#,

which is se7uentially1 6his iel3 a%%lies to worklow ty%e Worklist8E#ail only1

o 5ool "ist F * this o%tion is set then only one %erson ro# this role nee3s to %eror# an

action an3 the workite# will be 3ro%%e3 ro# others1 6his iel3 a%%lies to worklow ty%e

Worklist8E#ail only1 E;a#%le: i @ %eo%le are assi2ne3 as Co(5*, @ workite# will be

2enerate3 an3 inserte3 to their worklist1 As lon2 as one Co(5* a%%roves the co#%onent, the

workite# will be 3ro%%e3 ro# the other.s worklist1o Reassi2n F check i workite# can be reassi2ne31 6his iel3 is a%%lie3 to worklow ty%e

Worklist8E#ail only

2.2.1.2 Appro#al Rules$Detail

!or each worklow solution, we will %rovi3e a 3etail section, which only inclu3es the inor#ation that

s%eciic to its worklow %rocess1 ?ser co#es to this 3etail %a2e by clickin2 on the +etail hy%erlink1

F)n't(ons0-o'esses Wo-flo/ A-oal R)les0Deta(l

$ilestone 3ue

=otiication

E#ail

=otiication

<nly

o +ays 5rior to +ue +ate F =u#ber o 3ays that user will nee3 to

be notiie3 %rior to #ilestone 3ue 3ay1o =otiication 6e;t F Co##ents that user woul3 like to see on the

e#ail notiication1

5ro%osal status =otiication

E#ail =otiication

<nly

o =otiication 6e;t F Co##ents that user woul3 like to see on the

e#ail notiication1

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5ro%osal

Co#%onent

a%%roval %rocess

Worklist8E#ail

=otiication

1o Re7uire3 A%%roval 5rocess F Check this o%tion i this co#%onent

is re7uire3 or all %ro%osals within current B?1

o =otiy When 9tatus Chan2e3 F Check this o%tions i user wants

to receive an e#ail notiication when co#%onent status ischan2e31

o 9el A%%roval F i this o%tion is checke3 then workite# will

consi3er as a%%rove3 i##e3iately i workite# 2enerator an3receiver is the sa#e %erson1

o A%%roval *nitiator Role F Grou% o %eo%le that #ana2e8#onitor

the a%%roval %rocess1 6his 2rou% o %eo%le will be res%onsible or

resub#ittin2 the co#%onent in case o sen3 backco#%onentsent back or #o3iication by a%%rover1 =ote: *t is very

i#%ortant to i3entiy this role they are the %eo%le who can e3it

%roect8bu32et in case o 9en3 Back1 5roect8Bu32et will be

3is%laye3 only or others 3urin2 the a%%roval %rocess1o E;ce%tion A%%rover *+ F He8she acts as e;ce%tion A%%rover in

case we coul3 not in3 the a%%rover1

2.2.1.3 Appro#al Criteria

6his section only a%%lies to 5ro%osal Co#%onent a%%roval worklow %rocess1 ?ser 3eines the criteria that

are re7uire3 or re7uirin2 a co#%onent a%%roval1 Co#%onent will be inserte3 into the %ro%osal auto#atically i all

criteria are satisie31





Con3ition *+ F 6his is a syste#(2enerate3 value1 ?ser can set u% one or #ore con3itions or each

criterion1

o A criterion is consi3ere3 as true i any con3ition is #et1 Current co#%onent will be inserte3 to

the 5ro%osal an3 be %art o re7uire3 a%%roval %ath1

o Co#%onent will be re#ove3 ro# %ro%osal i user u%3ates the %ro%osal an3 Con3ition is no

lon2er #et1

o All values within a con3ition #ust be satisie3 in or3er to consi3er the con3ition #et1

Co#%onent =a#e F Criteria e3itin2 %rocess will be tri22ere3 in @ %eo%letool co#%onents:

G$I5R<5<9A", G$IB?+IHEA+ER an3 G$IB?+I"*=EI9?$1

$onetary Criteria F ?ser can select an a#ount iel3 an3 i3entiy the a#ount li#it in a s%eciiccurrency co3e an3 e;chan2e rate as %art o the con3ition1

o A#ount Recor3 F +e%en3in2 on the %eo%letool co#%onent, user will %ro#%t8select a recor3

that is available within the current %eo%letool co#%onent1 We 3eliver this inor#ation as

syste# 3ata1





=ote1 5lease ?se ollowin2 instruction to 3eine syste# 3ata1 9et ?% !inancials89u%%ly Chain

5ro3uct Relate3 Grants Worklow Co#%onent

Co#%onent na#e G$I5R<5<9A", G$IB?+IHEA+ER an3 G$IB?+I"*=E9I9?$

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o A#ount !iel3 F 9elect a iel3 that is in nu#ber8A#ount or#at within the a#ount recor3

o Currency !iel3 F A iel3 that contains the currency co3e1 !or e;a#%le

G$I5R<5<9A"1C?RRE=CYIC+

o Criteria <%eration ((o A#ount: (( *3entiy the a#ount li#it

o Currency Co3e F 6he currency co3e or A#ount1 E;a#%le: ?9+

o E;chan2e Rate ty%e F Currency conversion will be %eror#e3 i a#ount ile3 is in 3ierent

Currency Co3e1

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<ther Criteria F ?ser can also 3eine other non(a#ount criteria1

o Recor3 =a#e F *3entiy the recor3 na#e

o !iel3 =a#e F *3entiy the ile3 na#e

o <%erator F

o >alue F >alue o the ile3

2.2.2 'ilestone due %otification

9u##ary o 41/ $ilestone notiications !unctionality:1 ?sers will be able to use run control searchin2 o the #ilestones %erio3ically to 3eter#ine those that

satisy the search con3itions1 6he result will be a list o awar3 #ilestones bein2 returne31 ?sers willthen be able to tri22er e#ail notiications ro# the list1 E#ail notiication can be sent out or all or

only select awar3 #ilestones1

&1 ?sers also can set u% a %rocess sche3uler to search #ilestones that are 3ue on the current 3ate an3

sen3 out e#ail notiications auto#atically

6he e;istin2 awar3 #ilestone %a2e will be #o3iie3 to incor%orate this new unctionality1 We will

kee% track o the entire notiication history1 ?sers will be able to in3 all history ro# the Grants

Awar3 (( %a2e $ilestone1





2.2.2.1 'ilestone %otification detail processes

A new #ilestone run control %a2e will be create31 ?sers can use this run control %a2e to in3 out

a s%eciic #ilestones that satisies certain con3itions an3 3eci3e i they woul3 like to sen3 out

an e#ail notiication to the a%%ro%riate %ersons1

6hey can also use this %a2e to view co#%lete3 #ilestones but no action will be %eror#e3 or

these co#%lete3 #ilestones1 =otiy check bo; will be 3is%laye3 only or co#%lete3 #ilestones

1 Run control %ara#eters

Business ?nit $ilestone ty%e

$ilestone Co3e

5riority =ew iel3 a33e3 to 5ro%osal $ilestone recor3

$ilestone +ue +ate !ro#

$ilestone +ue +ate 6o

=otiication +ue in 3ays F $ilestone notiication that is 3ue within s%eciic

3ays1 =otiication +ue +ate $ilestone 3ue 3ate F +ays %rior to 3ue 3ate

"ast =otiication +ate !ro#

"ast =otiication +ate to

$ilestone Co#%lete3 !ro#

$ilestone Co#%lete3 6o

&1 Return a list Gri3 o #ilestones that satisies the search %ara#eter1 6he list inclu3es

the ollowin2 iel3s =otiy F Check bo;

Awar3 *+ (( hy%erlink

$ilestone ty%e (( +is%lay only

$ilestone Co3e F +is%lay only

5riority F +is%lay only

$ilestone +ue 3ate F +is%lay only

"ast =otiication +ate F +is%lay only

Co##ents F "on2 te;t 5o%ulate3 with 3eault value in iel3 Co##ent ro#

$ilestone setu% %a2e

=ote: ?sers can select to sen3 an in3ivi3ual #ilestone notiication or can select=otiy all unco#%lete3 $ilestones to sen3 out #ulti%le #ilestone

notiications

@1 $ilestone Run Control 5a2e





+ew *ilestone un &ontrol page





'1 $ilestone =otiication Activity F A business event will be tri22er sen3in2 out the e#ail

notiication to %eo%le who are liste3 as receiver in the B? worklow set or $ilestone+ue notiication1

01 $ilestone =otiication $essa2e

9ubect F $ilestone value is 3ue on +ue 3ate

=ote te;t (( $ilestone value is 3ue on +ue 3ate1 5lease take a%%ro%riate

actions to co#%lete this task1 Click on the ollowin2 "ink or +etail

inor#ation ?R" "ink

1 Runnin2 #ilestone notiication ro# 5rocess sche3uler

?sers can set u% a %rocess sche3uler an3 run #ilestone notiications auto#atically1 A %ro2ra# is run searchin2 or the #ilestones that are 3ue on the current 3ate an3 sen3s

out e#ail notiication auto#atically1 6he %ara#eters or runnin2 this %ro2ra# co#es

ro# the $illstone setu% %a2e:

Business ?nit

$ilestone 6y%e

-1 $ilestone =otiication history

$aintains $ilestone =otiication History F ?sers will be able to access thisinor#ation in the Awar3 $ilestone %a2e, which inclu3es the ollowin2 inor#ation:

=otiy <n

!ro#

6o

Co##ent





*ilestone +otification istor page

*odified Award *ilestone ,age





2.2.3 &roposal Status %otification

9u##ary o 5ro%osal 9tatus =otiication !unctionalities:

5rovi3e a le;ible e#ail notiication syste# that will be tri22ere3 when the %ro%osal status is chan2e31

2.2.3.1 &roposal Status %otification detail processes

* the %ro%osal status is chan2e3 an3 status is liste3 in the co##on worklow setu% %a2e, then an e#ailnotiication will be 2enerate3 to the roles8%ersons liste3 in the worklow setu% %a2e1

o 5ro%osal 9tatus =otiication Activity F A business event will be tri22er sen3in2 out the e#ail

notiication to %eo%le who are liste3 as receiver in the Co##on worklow set or 5ro%osal9tatus notiication1

o =otiication $essa2e

9ubect F 5ro%osal value 9tatus is ?%3ate3 ro# value to value

=ote te;t (( 5ro%osal value 9tatus is u%3ate3 ro# value to value1 Click on the

ollowin2 "ink or +etail inor#ation ?R" "inko =otiication History

=o History will be #aintaine3 or this transaction

2.2.( &roposal )Component* appro#al process

9u##ary o 5ro%osal Co#%onent A%%roval !unctionalities:

5rovi3e an eicient worklow solution that su%%orts the business %rocess o sub#ittin2, reviewin2 an3

a%%rovin2 Grants 5ro%osal at the %ro%osal85ri#ary 5roect co#%onent or %roect co#%onent level #utuallye;clusive1 We will achieve this unctionality by creatin2 workite#s an3 E#ail notiications1

2.2.(.1 &roposal )Component* Appro#al Detail &rocesses

1 A33in2 new %a2e i3entiy 9etu% "evel to e;istin2 Grants Contract B? setu% Co#%onent1

?ser will use the setu% %a2e to i3entiy the a%%roval level1 5ro%osal Co#%onent a%%roval can

be set at: 5ro%osal85ri#ary 5roect "evel F <nly worklow the co#%onents that are liste3 in

5ri#ary 5roect 5roect "evel

* user selects 5ri#ary 5roect, then only worklow the co#%onents that are liste3 in the

%ri#ary %roect, otherwise worklow all co#%onents that liste3 in all %roects1 6his o%tion

can be overwritten in Grants 5ro%osal1* user selects 5ri#ary 5roect but still enters co#%onents in non(%ri#ary %roect, user will

receive a warnin2 #essa2e, which clearly e;%lains that the co#%onent in the non(%ri#ary

%roect will not be %art o the worklow a%%roval %rocess1 * they want to have ana%%roval %rocess or non(%ri#ary %roect co#%onent, they nee3 to chan2e the %ro%osal

co#%onent level o%tion in current %ro%osal1

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+ew page to identif "etup e'el

&1 Active8inactive 5ro%osal Co#%onent worklow %rocess at B? level1

?ser can active8inactive 5ro%osal co#%onent a%%roval %rocess by enter or 3elete the value iniel3 5ro%osal status in the Grant.s Awar3 setu% +einition %a2e1 When the %ro%osal.s status

chan2es to the status that is liste3 in Grant.s Awar3 setu% +einition %a2e, an a%%roval %rocess

will be tri22ere3, sen3in2 workite#8e#ail notiication or #ulti(layers a%%roval1





@1 5ro%osal Co#%onent can be a33e3 to 5ro%osal %ra2#atically or #anually 5ro%osal Co#%onent will be a33e383elete3 to each 5roect %ro2ra##atically

3e%en3in2 on the criterion that was set u% in the Co##on Worklow

a%%roval8notiication 9etu% section1 Co#%onent will be a33e3 to the5ro%osal85roect i the criteria is true or 3elete3 i %ro%osal8%roect8bu32et is u%3ate3

an3 criteria is no lon2er true1

?ser can not 3elete any 5ro%osal co#%onent that is a33e3 %ro2ra##atically Can not 3elete any =one( +rat 5ro%osal Co#%onent

?ser can also a33 5ro%osal Co#%onents #anually i they wish to have a33itional

a%%roval %rocess1 6his 5ro%osal Co#%onents can be 3elete3 as lon2 as it is in

+rat status1





5ro%osal 9tatus (( +is%lay only i 5ro%osal Co#%onent

a%%roval %rocess is active 5ro%osal 9tatus +ate (( +is%lay only iel3

Re7uire3 !la2 F 5ro%osal will consi3er A%%rove3 i all

Re7uire3 Co#%onents are A%%rove31 6his is a 3is%lay only

iel3 an3 value co#e ro# Co#%onent setu%1

9takehol3ers F ?ser can enter #ulti%le stakehol3ers or each

5ro%osal Co#%onent

A%%roval Hierarchy (( ?ser can view all the roles that involve in

a%%roval %rocess by clickin2 on this hy%erlink1 All inor#ation inthis %a2e is 3is%lay only cannot be #o3iie31 *nor#ation

shown in this %a2e is viewe3 ro# Co##on Worklow

a%%roval8notiication 9etu% 5a2e1

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A%%roval History F ?ser can view the current a%%roval %rocess an3 its

history by clickin2 on this hy%erlink1

9ub#it8Resub#it F 6his button will be active when:

1 Co#%onent 9tatus 9en3 back an3 the current user has role o

A%%rover *nitiator1&1 Cco#%onents that is a33e3 ater the a%%roval worklow starte31

'1 Associate A%%roval Routin2 Roles with A%%rover8Reviewer ?ser will 3eine the Routin2 Roles or 5ro%osal Co#%onent A%%roval %rocess

routin2 roles in the B? level an3 can be viewe3 the in the

5ro%osal8Co#%onent8A%%roval Hierarchy %a2e1 ?ser will associate A%%roval Roles to a in3ivi3ual e#%li3 in 5ro%osal85roect

Resource %a2e:

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• An e#%li3 #ust be worklow eli2ible to receive a workite#1 * you

3o not wish to be %art o a%%roval %rocess, user can uncheck

Worklow Eli2ible1 6his o%tion can be set at 5roessional +ata

%a2e an3 3eaults to the 5ro%osal85roect 5roessional Gri31

• ?ser can %re(3eine contacts or each 3e%art#ent in +e%art#ent

9et u% %a2e an3 will be brou2ht into 5ro%osal 5roect 5roessional

2ri3 auto#atically1 ?ser will also be able to associate +e%art#ent

with $aor 9ub3ivision, *nstitution, 95< oice an3 "ocation in

+e%art#ent setu% %a2e01 A%%roval Rules85rocesses:

5ro%osal Co#%onent A%%roval %rocess will be tri22ere3 when the %ro%osal.s status

chan2es to a status that is liste3 in Grant.s Awar3 setu% +einition %a2e1 All %eo%leinvolve3 in the a%%roval %rocess will receive workite#, e#ail notiication or both

3e%en3in2 on the setu% o%tions see 3etail in section: Co##on Worklow

a%%roval8notiication setu% co#%onent1 =ote: !ollowin2 5eo%letool Co#%onent8%a2es

will be un(e3itable 3urin2 a%%roval %rocess: $aintain 5ro%osal, <verall Bu32et an3Bu32et +etail1

A%%roval %rocess can be si#ultaneous or se7uential 3e%en3in2 on setu%1 * a%%roval

%rocess is set to se7uential, workite# will be 2enerate3 or ne;t layer o a%%rover ater

receivin2 a%%roval ro# all Re7uire3 a%%rovers8Reviews1 !ee3back ro# non(

re7uire3 a%%rovers will not aect the a%%roval %rocess8status1 E121: * all re7uire3

a%%rovers a%%rove3 the co#%onent but not the non(re7uire3 a%%rover, Co#%onent statuswill still be u%3ate3 to A%%rove3 or workite# will be 2enerate3 or ne;t layer o

a%%rover1

All Re7uire3 A%%roval Roles #ust be 3eine3 in the 5ro%osal85roect85roessional

resource 2ri3 an3 set to worklow eli2ible1 ?ser can in3 our which role is re7uire3 byclickin2 on the hy%erlink A%%roval Hierarchy in Co#%onent %a2e1

<nly the Worklow Eli2ible e#%li3 will receive a workite#1

A%%rover8Reviewer will receive Workite#, e#ail notiication or both 3urin2 a%%roval

%rocess1 Here is the list o action can be taken 3e%en3in2 on the worklow setu%1o A%%rove

o 9en3 Back

o Review

o Reassi2n new a%%rover8reviewer will have sa#e authorities as ori2inal

a%%rover8reviewer Co#%onent 9tatus:

o +rat





o *n 5ro2ress

o A%%rove38Reviewe3

o 9en3 Back

Co#%onent 9tatus will u%3ate to *n 5ro2ress when Workite# is sent out to the a%%rover

an3 waitin2 or action to be taken by the a%%rover1 Co#%onent 9tatus will be A%%rove3 i all re7uire3 a%%rovers8reviewers

a%%rove8review the co#%onent

Co#%onent 9tatus will be 9en3 Back i any o re7uire3 a%%rover 9en3 Back the

Co#%onent or #o3iication an3 workite# will be 2enerate3 or A%%rover *nitiator1

o 5roect8Bu32et will be e3itable by a%%rover initiator only when Co#%onent

status 9en3 Back

o * Co#%onent A%%roval level is set at 5roect then only the 5roect that is

associate with the 9en3 back co#%onent can be e3itable1

o * co#%onent A%%roval level is set at 5ro%osal then all 5roects are e3itable by

the a%%rover initiator1

o 5ro%osal Re#ains un(e3itable 3urin2 a%%roval cycle1

o +urin2 the %rocess o #o3iication By A%%rover *nitiator, =ew 5ro%osal

Co#%onent can be a33e38+elete3 in the 5roect i #eet so#e criteria or i the

criteria no lon2er #et

5ro%osal can be Cancele3 3urin2 the a%%roval %rocess1 All workite# will be re#ove3

ro# a%%rover worklist1

5ro%osal is A%%rove3 i all Co#%onents are a%%rove31

A%%rove38Cancele3 5ro%osals are not e3itable1 *t is the en3 o 5ro%osal %rocess1

Worklow 5rocess !low:

5ro%osal Co#%onent A%%roval Activities:

1 Workite# will be 2enerate3 or A%%rover8Review when 5ro%osal Co#%onent issub#itte3 or A%%roval1

&1 Workite# will be 2enerate3 or A%%rover *nitiator when 5ro%osal Co#%onent is sent

back by A%%rover

@1 Workite# will be 2enerate3 or new A%%rover8Reviewer when 5ro%osal Co#%onent isreassi2ne3 by A%%rover8Reviewer

'1 E#ail notiication to all %eo%le who are involve3 with a%%roval %rocess when 5ro%osal

Co#%onent status is chan2e3

5ro%osal Co#%onent A%%roval8Review89ub#it 5a2e:

Clickin2 on the Workite# ro# the worklist will brin2 user to an

a%%roval8Review89ub#it %a2e1 *n the a%%roval %a2e, user can a%%rove all the

co#%onents that are currently assi2ne3 to hi#8her within a 5ro%osal8>ersion1 ?sercan also co#e to this %a2e thou2h the let navi2ation 5ro%osal 5ro%osal Co#%onent

A%%roval





=ote: +e%en3in2 on user.s authority8role, 3ierent check bo;s will be e3itable in this

%a2e1 E121: * the user is assi2ne3 to %eror# A%%rove action, he8she will seeA%%rove89en3 Back check bo; active1 All others will be 3is%lay only1 ?ser can also use

this %a2e to resub#it co#%onent or a%%roval in case o 9en3 Back

5ro%osal Co#%onent =otiication $essa2e:

An e#ail notiication will be 2enerate3 an3 sent to everyone that is involve3 in the

a%%roval8review %rocess see 3etail in section Co##on Worklow

a%%roval8notiication setu% co#%onent1

• 9ubect F 5ro%osal Co#%onent value is rea3y or A%%roval

• =ote te;t F 5ro%osal l Co#%onent >alue is rea3y or a%%roval by

9takehol3er value1 Click on the ollowin2 "ink or +etail inor#ation?R" "ink

• Grants 5ro%osal 9tatuses F When worklow is enable3, the %ro%osal statuses will

have to ollow the 3e%licte3 low1 9ee 3ia2ra# below1

!ro# +rat, user will #anually chan2e to 5en3in2 A%%roval which will then tri22er the

worklow %rocess1 +enie3 by *nstitution can be chan2e3 by the user, however,*nstitution A%%rove3 #ust be chan2e3 by syste# in the worklow a%%roval %rocess1

<nce a%%rove3, user can chan2e the status to 9ub#itte31 <nly 9ub#itte3 %ro%osals

will be allowe3 to be 2enerate3, at which ti#e the syste# will chan2e the status toAwar3e31All other statuses can be selecte3 %rior to sub#ission1 * worklow is 3isable3, status

unctionality is unchan2e3 ro# 4141 ?ser can select any8all statuses at any ti#e %rior to

sub#ission1

6he su%eruser has authoriLation to chan2e a 9ub#itte3 but un2enerate3 %ro%osal back to =ot 9ub#itte31 * worklow was enable3, the %ro%osal status will 2o back to

*nstitution A%%rove31 * worklow was 3isable3, the %ro%osal status will 2o back to

+rat, as is current unctionality in 4141





2.! 'oles 0se ases and as "nal-sis6he ollowin2 is a listin2 o Roles that will interact with Grants Worklow to so#e ca%acity1

5ro%osal 5* F Creates, #aintains an3 a%%rove Grants 5ro%osal

95< Contact (( 95< oice Contact

$ilestone Contact $ilestone Contact %ersonnel

9takehol3er

Res%onsible or A%%rovin28+enyin2 a 5ro%osal85roect co#%onent

6ask Analysis:

6he ollowin2 section will e;%an3 the ?se Cases that were intro3uce3 in the Business Re7uire#ents 3ocu#ent GrantsWorklow F 3ocu#ent *+ XXXXX into Msyste# s%eciic. 3etails base3 on the 3esi2n 3escribe3 in 9ection &1&1@

1 ?%3ate 5ro%osal 9tatus no corres%on3in2 BR+ ?se CaseA'to-s 5ro%osal 5*

S)**a- A user wants to know when %ro%osal status is u%3ate3

at 1 An authoriLe3 user navi2ates to Grants $aintain 5ro%osal,

&1 9elect a s%eciic %a2e1

@1 ?ser u%3ates so#e inor#ation in the %ro%osal an3 u%3ates the status

Sste* R)les 1 5ro%osal 5* woul3 like to know when the %ro%osal they #aintain is chan2e3 toensure 5ro%osal is setu% the way they envision

1 When a 5ro%osal status is chan2e3, 5eo%le who are involve3 in this %ro%osal will

receive an e#ail notiication so they have a chance to 2o into the syste# an3 review

the recent chan2es

&1 Co#%onent A%%roval 5rocess BR+ ?se Cases , &, N @

A'to-s 5ro%osal 5*, 5ro%osal 9%onsor an3 9takehol3er

S)**a- A 5ro%osal is rea3y or a%%roval by co#%onent 9takehol3er

at 1 ?ser navi2ates Grants $aintain 5ro%osal 9earch

&1 5* u%3ates the %ro%osal status ro# +rat to 5en3in2 A%%roval

@1 Worklow %rocess kicks o when 5* saves the 5ro%osal

'1 Co#%onent 9takehol3ers receive Workite#8E#ail notiication re7uest or a%%roval01 All Co#%onentss are a%%rove3 by stakehol3ers1

Sste* R)les 1 All co#%onents #ust be a%%rove3 in or3er to u%3ate the %ro%osal to A%%rove31

&1 <nce a co#%onent is a%%rove3, it re#ains a%%rove3 3urin2 the whole 5ro%osalcycle1

@1 A 9en3 back co#%onent can be sub#itte3 a2ain or a%%roval

2.# 3or&low9ee 3etail in this !++ 3ocu#ents1

2.$ 'eorting =o re7uire#ents i3entiie3 at this ti#e1

2.% "nal-tics =o re7uire#ents i3entiie3 at this ti#e1





2.( 4atch Processing =o re7uire#ents i3entiie3 at this ti#e1

2.* ,lobal/'egulator- =o re7uire#ents i3entiie3 at this ti#e1

2.+ 5ultinational/6ndeendent 4usiness 0nit

=o re7uire#ents i3entiie3 at this ti#e1

2.17 6ndustr- =o re7uire#ents i3entiie3 at this ti#e1

!. "dditional Seci&ications

!.1 PeoleSo&t Products 6macted and 6ntegrations 'e8uired =o re7uire#ents i3entiie3 at this ti#e1

!.2 hird Part- 6ntegration =o re7uire#ents i3entiie3 at this ti#e

!.! Per&ormance

Online performance

$eet 5eo%lesot %eror#ance stan3ar3

Online usa+ilit, metrics

=o re7uire#ents i3entiie3 at this ti#e1

-atch performance =o re7uire#ents i3entiie3 at this ti#e1

!.# Securit- Seci&ications =o security or Worklow

5eo%lesot stan3ar3 %a2e security

Grants 9ecurity

!.$ Other Seci&ications =o re7uire#ents i3entiie3 at this ti#e1

#. Other onsiderations

#.1 S-stem est onsiderations6his section hi2hli2hts so#e areas that shoul3 be ocuse3 on or Grants Worklow1Feature est 9mhasis.1.1. Milestone Notification Grants 7 nteracti(e Report 7 Milestone Notification 7 Run %ontrol

• ill update run control parameters 4usiness unit Milestone T+pe Milestone %ode ;a+s

Prior to ;ue date

• %lic2 on <Searc!= utton

• ' list of milestones 3ill e returned in t!e >rid





Feature est 9mhasis• %lic2 <Notif+ 'll=

• Put some comments to t!e comment o/

• %lic2 <Sa(e=

• Send email notification to a3ard P sponsor and milestone contact

..1. Proposal or2flo3 Grants Maintain Proposal 7 Select an e/istin> Proposal

• 5pdate t!e Proposal Status from <;raft= to <Pendin> 'ppro(al=

•

%lic2 <Sa(e=• Notif+ Proposal P Sponsor t!at proposal status is updated $email notification&

• %omponent Sta2e!older recei(es or2item*email notification re?uestin> for appro(al

• Sta2e!older accesses t!e appro(al pa>e from !is*!er 3or2list

• Sta2e!older appro(es t!e component

• 'll components are appro(ed

• Proposal status updated to <'ppro(ed=

•

#.2 S-stem Data onsiderations =o s%ecial re7uire#ents at this ti#e1

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#.! Samle Data onsiderations9ee above sections or #ore 3etails1

$ilestone 5riority

Co#%onent A%%roval Roles

5*, A3#in, 95<, stakehol3er, AuthoriLe3, C<($entor, C<(

5*, +e%t1Hea3, Key 5ersonal, $entor, <ther

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#.# Sales Demo onsiderations Create at least two 5ro%osals with at least two co#%onents1 Create at least two #ilestones that are 3ue in

the near uture

9cenario:

o ?%3ate 5ro%osal status to tri22er e#ail notiication an3 workite#

o Run #ilestone re%ort, sen3 #ilestone e#ail notiication

#.$ 6n&ormation Develoment onsiderationsClearly 3eine3 5ro%osal 9tatus an3 rules on who can u%3ate status1

#.% 0grade/onversion onsiderations =o s%ecial re7uire#ents at this ti#e1

#.( 6nstall onsiderations =o s%ecial re7uire#ents at this ti#e1

$. 5iscellaneous

$.1 ,as in Peoleools Functionalit-

$.2 Other Notes

%. Oen 6ssues