improve collaboration with vision approval workflows€¦ · in 4d with vision - win, plan, manage...
TRANSCRIPT
Improve Collaboration
with Vision Approval
Workflows
Dennis McGuire
Custom Solution Developer VI-32
©2016 Deltek, Inc. All Rights Reserved 2
Agenda
Approval Workflows Overview
Planning the Approval Process
Creating Approval Workflows
Enabling the Approval Process
Approving and Tracking Requests
Summary
Approval Workflows Overview
Dennis McGuire
©2016 Deltek, Inc. All Rights Reserved 3
Approval Workflows Overview
Vision Workflow Approvals Provides
1. A mechanism to delegate authority
2. Actions and steps to alert the
assignee and requester
3. Automation of office procedures
These three features of Workflow
Approvals save the company time and
money
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Approval Workflows Overview
Application with workflow approvals
Purchase Requisitions (7.4)
Request for Price Quotes (7.4)
Purchase Orders (7.4)
Inventory Item Request (7.4)
Absence Request (7.5)
AP Invoice Approvals (7.5)
General Ledger Budget (7.5)
Expense Report and Expense Line Approvals
(7.6)
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Planning the Approval Process
Dennis McGuire
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Planning the Approval Process
1. Gather Input from Stakeholders
2. Determine Policies
3. Document and Diagram the Process
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Absent Request Policy Example
– More than 80 hours being
requested must go though HR
directly
– Employees or flex employees
requesting more than 8 hours
requires supervisor’s approval
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Approval Request Process
Creating Approval Workflows
Dennis McGuire
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Approval Configuration General Tab
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Approval Configuration General Tab
Click the New button and select
the application
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Approval Configuration General Tab
The default date the
reminder notification is
sent
Project Routing Basis allows the workflow
to pull assignees from the project level or
the lowest level
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Approval Configuration General Tab
Allow Employees to Reopen Closed
Approval Records
• allows the selected users to reopen and
edit the expense reports after it has
been approved.
Approval Administrator
• views all requests
• edits the workflows
• receives workflow error
messages
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Approval Configuration General Tab
Automatically approves line items
awaiting approval when the expense
report is finally approved.
Allows the employee to
reopen and editing the
expense report. Resets
the approval process.
Allows the expense reports and
expense line to be on different
steps for concurrent processing
of line items and expense
reports.
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Creating Approval Configuration Workflow Tab
Adding steps or
changing the conditions
will reset all the
approvals
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Approval Configuration Workflow Tab
The Action if
Condition Not Met
performs the selected
action if the condition
fails
Approval Steps translates from each step
in the policy
Use the conditions to
delegate or auto approve
requests
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Approval Configuration Workflow Tab
Workflow states
• In Approval
Approver can approve or reject
• In Review
Approver can edit, approve, or
reject. Editing the request forces
the either a restart or approve
based on the configured review
state
• In Progress
Approver can edit, approve or reject
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Approval Configuration Workflow Tab
Number of days
before starting the
past due
notification.
Any means any Assign To or Specific
Employee can approve
ALL means everyone specified must approve
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Approval Configuration Workflow Tab
Reject Action
• Assign to Submitter: Sends the
request back to submitter to be
revised
• None: Forces the approval of the
request
Review Action
• Approve: After edits the request is
approved
• Restart Approval: Send the request
back to step 1 in the approval process
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Approval Configuration Workflow Action
• Actions provide alerts, errors, warnings,
and notifications.
• For example The Validate Error at Start
can be used to enforce simple business
rules before the employee can submit the
expense sheet. The action is only
available in the first step of the process
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Creating Approval Workflows Action
Each step in the approval process
fire the actions describe in the Step
Actions grid.
Step Beginning occurs before the
approver can look at the record. The other
actions occur after the approver select
either approve or reject
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Creating Approval Workflows Action
Actions work in conjunction with
the approval step by alerting
assignees, submitters and
others.
Validate error
prevents the request
from moving to the
next step.
Creating Approval Workflows Actions
Enabling the Approval Process
Dennis McGuire
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Enabling the Approval Process Organizational
Assign specific
employees as
departmental approvers
Enabling the Approval Process Role Security
Approval focus centers
• AP Invoice Approval
• Approval Review
• Absence Requests
Approval Review allows an
employee to use a single dialog to
view all approval requests
Viewing the request for Purchase
Order, Expenses, and General
Ledger Budgets occur from with
their interface
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Enabling the Approval Process Role Security
Approval Workflow Record Access
Assignment Only: Your request and
requests assigned to you
All Records: Everyone’s requests
Applies the employee record level
access.
Approval Process Time Analysis
Vision allows the application of
different approval workflows to
different benefit types.
Enabling the Approval ProcessExpense Approval
Upgrading to 7.6 with Expense Approval on
• Post all expenses prior to the upgrade
What happens if you have unposted expenses?
• Any submitted but unapproved expenses
go back to In Progress
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Enabling the Approval ProcessExpense Approval
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• If Line Item Approval is turned on and only
some of the line items were approved then
all the lines go back to Unapproved and In
Progress
• If both Expense Report and Line Item is on
then if either the entire submitted report or a
line item is not approved then the whole
expense report goes back to In Progress
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Approving and Tracking RequestsExpense Approval
• The Approval options have been
removed from the
Employee\Expense tab and have
been transferred to the workflow.
• System Level employees can edit
in progress and create new
expense reports. Expense reports
in the approval process can be
edited by the approver.
Enabling Expense Approval Company Expense
Company Expense Configuration
• Both Expense Report and Line Item
approvals use single workflow.
• Expense approval is configured by
company.
• Have the workflow setup completed
prior to activating.
Approving and Tracking Requests
Dennis McGuire
©2016 Deltek, Inc. All Rights Reserved 34
Approval Review
The Approval Review
screen can be a one
stop shop for all the
approvals
Making Absence Request from Timesheet
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Making Absence Request from Timesheet
Making Absence Request from Timesheet
Select single or multiple daysShow the days selected and
total hours
Start the approval process by
clicking on the submit button
Making Absence Request from Timesheet
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Making Absence Request from Timesheet
Show or hide pervious requests
View all the current absence
requests
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Approving and Tracking RequestsAbsence Request
Notification can appear
as either an email or a
dashboard alert
Linked records will
disappear as you
click on them
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Approving Absence Request
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Approving Absence Request
Requests pending approval are in
yellow and the one in the current
request is in bold
Approve: Move the request to the next
step or other approver. If there are no
additional steps then final approve.
Reject: Fire the reject actions
Reassign: Allows the approver to hand
off the request to another user.
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Approving Absence Request History
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Approving Absence Request History
• Adding the dates to the comment can help track the date being
approved.
• A custom report could be created showing what employees will be off for
the week.
View All Absence
Request pulls all of the
requests into a calendar
view
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Approval Absence Request Calendar
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Tracking Expense Approval Expense Report
With line item approval
enabled each line has an
approval status. Clicking
on the line will show the
current step in the
approval process.
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Tracking Expense Approval Expense Report
Expense reports now
have a new tab to track
the progress of the
request though the
approval workflow
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Expense Report Approval History
Expense reports now have a
new tab to track the progress
of the request though the
approval workflow
States:
1. Start – Not yet submitted/started
2. In Progress – The record can be edited
and approved or rejected
3. In Approval - The record can be
approved or rejected
4. In Review – The record can be
approved or sent back to step 1 after
editing
5. Completed - Record has been final
approved
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Posting Expense Report Transactions
The approval columns no longer appear in the transaction
expense posting
Group and organization columns were added to the
Transaction Expense Posting
Summary
Dennis McGuire
©2016 Deltek, Inc. All Rights Reserved 51
©2016 Deltek, Inc. All Rights Reserved 52
Summary
Remember to Plan your approval process
Approval workflows provide a flexible tool to control the
approval steps
Leverage the actions for validation and notification
Using the interfaces to track and approve records
Please submit a survey for this session via the
mobile app.
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Check out these Insight Presentations:
– VI-14: Customer Spotlight: Seeing Your Business
in 4D with Vision - Win, Plan, Manage and Profit
– VI-74: Customer Spotlight: Achieving Enhanced
Operational Efficiency and Coordination with
Vision CRM
– VI-47: Streamline Accounts Payable with Vision
– VI-46:Tune Up Your Project Management with
Vision
Questions?
Come visit the SilverEdge booth in the Expo Hall to discuss further!
Dennis McGuire
SilverEdge System Software, Inc.
©2016 Deltek, Inc. All Rights Reserved 55