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Understanding Hierarchiesand How to Set Them Up
This document explains the differences between the PositionHierarchy structure, and the Employee/Supervisor Hierarchystructure, as well as how to set up each of them.
This document takes you through each of the forms explaining whatneeds to be defined, and where to define it. You will find itparticularly useful to follow along when setting up a hierarchyyourself, or troubleshooting problems when it doesn’t work as youexpect.
Login CreatedEmployee Selected
Sys-Admin: security/user/define
Login CreatedEmployee Selected
Sys-Admin: security/user/define
Employee RecordPosition Assigned
PO: Setup/Personnel/Employee
Employee RecordPosition Assigned
PO: Setup/Personnel/Employee
Approval Assignment Form(Creates the tie betweenApproval Group and Position)PO: Setup/Approvals/Approval Groups
Approval Assignment Form(Creates the tie betweenApproval Group and Position)PO: Setup/Approvals/Approval Groups
Approval GroupDefines Account RangeDocument Totals for which Employee can Approve.PO: Setup/Approval/Approval Group
Approval GroupDefines Account RangeDocument Totals for which Employee can Approve.PO: Setup/Approval/Approval Group
PresidentPresident
Vice PresidentVice President
ClerkClerk
Position Hierarchy(PO: Setup/Personnel/Position Hierarchies)
Position HierarchyStructure
Position HierarchyStructure
If using position hierarchies,The ‘Fill Employee Hierarchy’Request should be run afterEach hierarchy adjustment orChange.
If using position hierarchies,The ‘Fill Employee Hierarchy’Request should be run afterEach hierarchy adjustment orChange.
By Mike
Login CreatedEmployee Selected
Sys-admin: security/user/define
Login CreatedEmployee Selected
Sys-admin: security/user/define
Employee RecordJob Assigned
Supervisor SpecifiedPO: Setup/Personnel/Employee
Employee RecordJob Assigned
Supervisor SpecifiedPO: Setup/Personnel/Employee
Job: PresidentSupervisor: No Supervisor
Name: Jane Dough
Job: PresidentSupervisor: No Supervisor
Name: Jane Dough
Job: Vice PresidentSupervisor: Jane Dough
Name: John Doe
Job: Vice PresidentSupervisor: Jane Dough
Name: John Doe
Job: PO ClerkSupervisor: John DoeName: Terry Green
Job: PO ClerkSupervisor: John DoeName: Terry Green
When Employee/Supervisor Hierarchy is used, there is no need to run the ‘Fill Employee Hierarchy’ reportIn Purchasing as the employee/supervisor relationship builds the tie between each employee.
**Notice the same logic is used when verifying the approval authority, the only difference is the jobIs assigned an approval group, whereas when you use positions, the position is assigned an Approval Group.
When Employee/Supervisor Hierarchy is used, there is no need to run the ‘Fill Employee Hierarchy’ reportIn Purchasing as the employee/supervisor relationship builds the tie between each employee.
**Notice the same logic is used when verifying the approval authority, the only difference is the jobIs assigned an approval group, whereas when you use positions, the position is assigned an Approval Group.
Approval Assignment Form(Creates the tie betweenApproval Group and Position)
Approval Assignment Form(Creates the tie betweenApproval Group and Position)
Approval GroupDefines Account RangeDocument Totals for which Employee can Approve.
Approval GroupDefines Account RangeDocument Totals for which Employee can Approve.
Employee/SupervisorHierarchy
Employee/SupervisorHierarchy
Setup of Approval Hierarchies - PositionUsing Approval Groups (Setup/Organizations/Financial Options: Human Resources Alternative)
This is where the choice is made. If the box is checked, Hierarchies are being used.
Setup/Approvals/Approval Assignments APPROVAL ASSIGNMENTSPosition: Vice PresidentDocument Type: Standard POApproval Group: Executive
APPROVAL ASSIGNMENTSPosition: Vice PresidentDocument Type: Standard POApproval Group: Executive
Setup/Approvals/Approval Groups
APPROVAL GROUPVice President Approval GroupInclude: Accounts 0000.1111.2222.33333Document Total: $2,000
APPROVAL GROUPVice President Approval GroupInclude: Accounts 0000.1111.2222.33333Document Total: $2,000
1. The vice president position creates a Purchase Order for $4,000. 2. When attempting to approve the Purchase Order, the system will look at which Approval Group is assigned to the position. 3. Once the Approval Group is located, the rules will then be considered one at a time, from first to last. 4. If all rules are satisfied, the Purchase Order will move to Approve Status. If a rule cannot be satisfied, the Purchase Order will need to be forwarded to the next position in the Hierarchy. Whoever is assigned to that position will then need to take action on the Purchase Order. 5. Notice in the test case above - The document total is set to $2,000 for the rule in the Approval Group window, this means the Purchase Order Example would need to be forwarded to the President for Approval.
1. The vice president position creates a Purchase Order for $4,000. 2. When attempting to approve the Purchase Order, the system will look at which Approval Group is assigned to the position. 3. Once the Approval Group is located, the rules will then be considered one at a time, from first to last. 4. If all rules are satisfied, the Purchase Order will move to Approve Status. If a rule cannot be satisfied, the Purchase Order will need to be forwarded to the next position in the Hierarchy. Whoever is assigned to that position will then need to take action on the Purchase Order. 5. Notice in the test case above - The document total is set to $2,000 for the rule in the Approval Group window, this means the Purchase Order Example would need to be forwarded to the President for Approval.
Position Hierarchy
DirectorDirector
PresidentPresident
Vice PresidentVice President
1.
ClerkClerk
Setup of Employee/Supervisor Approval ProcessUsing Approval Groups (Setup/Organizations/Financial Options: Human Resources Alternative)
This is where the choice is made. If the box is un-checked, Hierarchies are NOT being used.The Hierarchy is built based on the employee/supervisor relationship.
APPROVAL ASSIGNMENTSJob: Vice PresidentDocument Type: Standard POApproval Group: Executive
APPROVAL ASSIGNMENTSJob: Vice PresidentDocument Type: Standard POApproval Group: Executive
APPROVAL GROUP - ExecutiveVice President Approval GroupInclude: Accounts 0000.1111.2222.33333Document Total: $2,000
APPROVAL GROUP - ExecutiveVice President Approval GroupInclude: Accounts 0000.1111.2222.33333Document Total: $2,000
1. If using Employee/Supervisor - Every Employee should be assigned a Supervisor. Within Human Resources Responsibility - (New Hire: Assignments)2. The job for which the employee is assigned to determines which Approval Group is called.3. In the above scenario, Joe creates a Standard Purchase Order for $4,000. When going to approve the PO, the system will look to what Approval Group has been assigned to the Job which Joe is holding - Vice President in the above example. 4. Once the Approval Group is known, the rules must then be considered. If all rules can be satisfied, the Purchase Order would then move to “Approve” status. In the above example Joe is assigned to the Vice President Job which has a rule of $2,000 dollars as document total limit.5. Because of this rule, the document will need to be forwarded to whoever has been assigned as Joe’s Supervisor. Julie Ross is the supervisor in the test case above and would be next in line for the document.
1. If using Employee/Supervisor - Every Employee should be assigned a Supervisor. Within Human Resources Responsibility - (New Hire: Assignments)2. The job for which the employee is assigned to determines which Approval Group is called.3. In the above scenario, Joe creates a Standard Purchase Order for $4,000. When going to approve the PO, the system will look to what Approval Group has been assigned to the Job which Joe is holding - Vice President in the above example. 4. Once the Approval Group is known, the rules must then be considered. If all rules can be satisfied, the Purchase Order would then move to “Approve” status. In the above example Joe is assigned to the Vice President Job which has a rule of $2,000 dollars as document total limit.5. Because of this rule, the document will need to be forwarded to whoever has been assigned as Joe’s Supervisor. Julie Ross is the supervisor in the test case above and would be next in line for the document.
Job: PresidentEmployee: Julie Ross
Job: PresidentEmployee: Julie Ross
Job: Vice PresidentEmployee:Joe Smith
Supervisor: Julie Ross
Job: Vice PresidentEmployee:Joe Smith
Supervisor: Julie Ross
Setup/Approvals/Approval Assignments Setup/Approvals/Approval Groups
2.
Job: Senior ClerkEmployee: Jane DoughSupervisor: Joe Smith
Job: Senior ClerkEmployee: Jane DoughSupervisor: Joe Smith
Job: ClerkEmployee: Bill Smith
Supervisor: Jane Dough
Job: ClerkEmployee: Bill Smith
Supervisor: Jane Dough
1. Are Approval Hierarchies being used?1. Are Approval Hierarchies being used?
1. If this box is checked, Approval Hierarchies are being used. If it is not checked, Employee Supervisor Relationship is being used.
2. If Employee/Supervisor is being used - what job is the employee assigned to? If using Position Hierarchies, what position is the employee assigned to?2. If Employee/Supervisor is being used - what job is the employee assigned to? If using Position Hierarchies, what position is the employee assigned to?
HR Shared Install - Query up the employee by name, Choose the More Button
Choose Assignment information:Job or Position - whichever applies.Alternative Region - Assignment
PO Super User: Setup/personnel/Employees
3.
From within Oracle Human Resources -Required if HR is fully installed.
HR: People/Enter and MaintainPerform a Find on the person in questionChoose the Assignment Button from thebottom of the form.
Take note of the Position (Approval Hierarchies) or Job (Employee/Supervisor).
4.
3. Now that the position (Approval Hierarchies) or job (employee supervisor) is known, it is necessary to find out what Approval Group is assigned to the document type.3. Now that the position (Approval Hierarchies) or job (employee supervisor) is known, it is necessary to find out what Approval Group is assigned to the document type.
Setup/Personnel/approval Assignments Choose the job or position
1. Notice Jobs is being selected, this immediately is an identifier that employee/supervisor relationships are being used. 2. Upon querying the job, you will see that there are 8 document types which can be assigned approval groups as necessary.3. This means it is possible to assign approval groups for different approval limits for the various document types.4. For this example, I have assigned the Approval Group “Executive” to all document types.
1. Notice Jobs is being selected, this immediately is an identifier that employee/supervisor relationships are being used. 2. Upon querying the job, you will see that there are 8 document types which can be assigned approval groups as necessary.3. This means it is possible to assign approval groups for different approval limits for the various document types.4. For this example, I have assigned the Approval Group “Executive” to all document types.
5.
4. It is now necessary to see the different rules which are assigned to the Approval Groups. 4. It is now necessary to see the different rules which are assigned to the Approval Groups.
1. Executive Approval Group Document Total - Infinite amount limit2. Account Range - Include - all account ranges.3. This means that since this approval group is a. assigned to all document types b. is for infinite amount of money c. covers all account ranges
All Document Types assigned to this approvalgroup will have no control limits.
Because of this, there is limited chance that any document type assigned (Approval Assignments)to this approval group will require forwarding.
1. Executive Approval Group Document Total - Infinite amount limit2. Account Range - Include - all account ranges.3. This means that since this approval group is a. assigned to all document types b. is for infinite amount of money c. covers all account ranges
All Document Types assigned to this approvalgroup will have no control limits.
Because of this, there is limited chance that any document type assigned (Approval Assignments)to this approval group will require forwarding.
6.
* By Default Accounts are excluded.* You have to “include” an account range for the approver. If no account range is specified all accounts will be excluded.
5. Where does the forwarding method fit in? 5. Where does the forwarding method fit in?
1. The forwarding method is set under document types.2. It is set individually for Document Types.3. The Standard Purchase Order is being used for our example.4. Notice Direct is being used.
1. The forwarding method is set under document types.2. It is set individually for Document Types.3. The Standard Purchase Order is being used for our example.4. Notice Direct is being used.
7.
Direct Forwarding Method:
Direct or Hierarchy forwarding method can be used with either Approval Hierarchies or Employee Supervisor. Below example is in regards to employee/supervisor setup.Direct or Hierarchy forwarding method can be used with either Approval Hierarchies or Employee Supervisor. Below example is in regards to employee/supervisor setup.
Job:DirectorEmployee: Jane Dough
Approves: $6,000Supervisor: Joe Smith
Job: PresidentEmployee: Julie RossApproves: 1,000,000
Job: Vice PresidentEmployee:Joe Smith
Approves: $8,000Supervisor: Julie Ross
Job: ClerkEmployee: Sally Smith
Approves: $4,000Supervisor: Jane Dough
Scenario: A Purchase Order is created for $10,000. The approval groups have been assigned to each Job for the values seennext to the word Approve. The Purchase Order was created by Sally Smith. When using the Direct method for forwarding, the Purchase Order, it will be forwarded to the next Supervisor in line who has the Approval Authority - in this case Julie Rosswould be the first person to get the document after Sally Smith submitted for approval. If using Hierarchy method, all will see it.
Hierarchy Forwarding Method:
1. The Purchase Order would be sent immediately up the chain based on the supervisors assigned to each employee.
Future Route
Approved
1. The Purchase Order would be forwarded to the next person based on the supervisor. *Notice the future path once everyone has their hands in the approval process.
**Whether Positions Hierarchies of Employee/Supervisor Relationship is used - the scenario above applies.** If the employee supervisor approval method is being used, the direct forwarding method should not be used.
Current Route
8.
Creating a Position Hierarchy
• Enter Hierarchy Name – Save• Enter the From Date – Save• Click in the POSITION field
and query the position youwould like to be your Topposition.
• After the Position is selectedPress the Down Key
• This position is now your topposition.
• Your cursor will now be in the subordinate region, choose theposition to go under the topposition.
• Again hit the Blue Down ArrowYou will now see the Subordinateposition shift to where the TopPosition was located (next page)
12
3
6
In this example, the top position for this hierarchy is going to be VP310.Vice President. The immediateSubordinate will be 410.Senior Manager. Please see next page as it shows what the outcome is afterPushing the blue down arrow after entering the 410.Senior Manager.
• Notice that the 410.Senior Managerhas shifted upward. Add a newPosition and hit the DOWN bluearrow and you will see the newly created position slide upward to the position section of the form.
• It is possible to branch out positionsby simply assigning two positionsunderneath a single position.
• Then from either position you can choose the Down Arrow, creatinga branch off of that position.
Creating a Position Hierarchy – Cont.Creating a Position Hierarchy – Cont.
In release 11.0, when attempting to Approve a Purchase Order, the system is going to first look to the Default HierarchyIn the Purchasing Options. If the user is part of this hierarchy, the Purchase Order will be forwarded on based on theNext position in the Hierarchy. If for some reason the Approving person is not part of the Approval Hierarchy and doesHave Authority, then the Document will still remain Incomplete. It is not until the user Chooses the ‘Forward To’ on the Approval screen that the document will begin to move forward through the Approval Hierarchy. In 10.7, the user wouldBe warned that they do not have approval authority and would need to forward the document, in release 11.0 with theIntroduction of Workflow, this functionality has been removed.
In release 11.0, when attempting to Approve a Purchase Order, the system is going to first look to the Default HierarchyIn the Purchasing Options. If the user is part of this hierarchy, the Purchase Order will be forwarded on based on theNext position in the Hierarchy. If for some reason the Approving person is not part of the Approval Hierarchy and doesHave Authority, then the Document will still remain Incomplete. It is not until the user Chooses the ‘Forward To’ on the Approval screen that the document will begin to move forward through the Approval Hierarchy. In 10.7, the user wouldBe warned that they do not have approval authority and would need to forward the document, in release 11.0 with theIntroduction of Workflow, this functionality has been removed.
Notifications in Oracle PurchasingNotifications in Oracle Purchasing
The Forward Button is used to move from one users notifications que to another users que. There is no action recorded in thePurchase Order/Requisition History. It is simply moving this notification from one users notification que to another. It shouldAlso be noted that if User 1 forwards the notification to user 2, the approval group rules from user 1 are still in fact used whenThe approval is initiated.
The Forward Button is used to move from one users notifications que to another users que. There is no action recorded in thePurchase Order/Requisition History. It is simply moving this notification from one users notification que to another. It shouldAlso be noted that if User 1 forwards the notification to user 2, the approval group rules from user 1 are still in fact used whenThe approval is initiated.
The Respond button is the button of action. The respond button is what should be used to Approve the document – or forwardThe document if this is the action which the user would like to complete. It is not possible to enter a ‘Forward To’ employeeAnd commit the action without also putting in a ‘User Approve Action’. Just because the user chooses ‘Approve’ as an actionDoes not mean that the document will in fact be approved. If the position/job for which this employee is assigned to has approvalAuthority, then yes, the document will be approved, otherwise it will move up the position hierarchy or to the next supervisorIn line depending on whether or not the system is using position hierarchies.
The Respond button is the button of action. The respond button is what should be used to Approve the document – or forwardThe document if this is the action which the user would like to complete. It is not possible to enter a ‘Forward To’ employeeAnd commit the action without also putting in a ‘User Approve Action’. Just because the user chooses ‘Approve’ as an actionDoes not mean that the document will in fact be approved. If the position/job for which this employee is assigned to has approvalAuthority, then yes, the document will be approved, otherwise it will move up the position hierarchy or to the next supervisorIn line depending on whether or not the system is using position hierarchies.
If a user chooses the ‘Respond’ button and enters a position as a ‘Forward To’ then the notification will not go anywhere andThe document will remain in the initial status upon entering this form. It is necessary to enter an employee name in order forThe functionality of Respond to take place.
If a user chooses the ‘Respond’ button and enters a position as a ‘Forward To’ then the notification will not go anywhere andThe document will remain in the initial status upon entering this form. It is necessary to enter an employee name in order forThe functionality of Respond to take place.
If the user chooses to ‘Open’ the notification then same two options are available – Forward or Respond. In this case, if theUser chooses the Forward button, it will again only forward the notification, no action taken and no update to the PO ActionHistory. Choosing Respond offers ACTION choices and should be used to move the Purchase Order/Requisition throughThe approval process. Finally, the Open Document button which appears within the notification can be used to spawn the Enter Purchase Order/Requisition form – which can then be used to take the appropriate approval actions.
If the user chooses to ‘Open’ the notification then same two options are available – Forward or Respond. In this case, if theUser chooses the Forward button, it will again only forward the notification, no action taken and no update to the PO ActionHistory. Choosing Respond offers ACTION choices and should be used to move the Purchase Order/Requisition throughThe approval process. Finally, the Open Document button which appears within the notification can be used to spawn the Enter Purchase Order/Requisition form – which can then be used to take the appropriate approval actions.
Web NotificationsWeb Notifications
Send Notifications for Purchasing DocumentsSend Notifications for Purchasing Documents
The workflow process, Send Notifications for Purchasing Documents, looks for documents that are incomplete, rejected, or in need of reapproval and sends notifications to the appropriate people of the document's status. You can view and respond to these notifications through the Notifications Summary window. In order for these notifications to be sent, you need to start this concurrent program process, Send Notifications for Purchasing Documents, and choose how frequently you want the process to run. (The workflow definition itself, Send Notifications for Purchasing Documents, which is initiated by this concurrent program process, is viewable through the Oracle Workflow Builder.)
Example – Create a document – Leave it Incomplete – a notification will not be sent to you until this report is run
Follow-up Notifications – There is a timeout feature in workflow that looks at the age of the Notifications in the users que, ifNo action has been taken against these notifications for that specific period, a reminder notification will be sent
Most notifications are sent via the main workflow approval process. This process is for follow up notifications or other Notifications whose creation is not dependent on the main approval process for requisitions or purchase orders.
The workflow process, Send Notifications for Purchasing Documents, looks for documents that are incomplete, rejected, or in need of reapproval and sends notifications to the appropriate people of the document's status. You can view and respond to these notifications through the Notifications Summary window. In order for these notifications to be sent, you need to start this concurrent program process, Send Notifications for Purchasing Documents, and choose how frequently you want the process to run. (The workflow definition itself, Send Notifications for Purchasing Documents, which is initiated by this concurrent program process, is viewable through the Oracle Workflow Builder.)
Example – Create a document – Leave it Incomplete – a notification will not be sent to you until this report is run
Follow-up Notifications – There is a timeout feature in workflow that looks at the age of the Notifications in the users que, ifNo action has been taken against these notifications for that specific period, a reminder notification will be sent
Most notifications are sent via the main workflow approval process. This process is for follow up notifications or other Notifications whose creation is not dependent on the main approval process for requisitions or purchase orders.
