Custom PO Change Order Workflow

Custom PO Change Order Workflow

2

Presenters

Mike Simonson – Director Enterprise Systems (VESNA)

Laurie Hertz – P2P Support Lead (VESNA)

Brian Morrison – PeopleSoft Practice Director (NRC)

Todd Clausen – Technical Guru (NRC)

3

Veolia Environmental Services

Veolia Environmental Services North America (VESNA)

French Owned – Veolia Environnment (VE)

2007 Revenues - $2.2B (VESNA)

11,000+ Employees

338 Locations – USA, Canada, Puerto Rico

Sister companies

Veolia Water

Veolia Energy

Veolia Transportation

4

Project Deployment

PeopleSoft Modules included

• eProcurement

• Purchasing

• Accounts Payable

• Asset Management

• Project Costing (Capital Projects)

• General Ledger

Integration with Scanning Solution

Significant Business change from Decentralized to Centralized

• Shared Service Center

– Vendor Maintenance, AP, AM

• Purchasing Organization

– Contract negotiations, Purchasing compliance.

5

Project Deployment

•February 4th 2008 – VESNA and Solid Waste

• Largest Division

• 750 users

•August 4th 2008 – Waste To Energy

• Smallest Division

• 75 Users

•November 3rd 2008 – Technical Solutions

• 400 Users

•April 27th 2009 – Industrial Services

• 300 Users

6

Key Stats

•Invoices Processed

• Initiated (Scanned) 265,000 (expect 500K annually)

• Completed – 255,000

• Waiting for Approval – 5,000

• Researching – 1500

• In Queue to Voucher – 3500

• Item Catalog

• 650 Categories

• 66,000 items

• 4 Direct Connects (Working on 3 more currently)

•Requisitioners – 1200

•Approximately 15,000 – 18,000 PO’s per month

7

Agenda

Project Background

Requisition Change Request Process


Sample PO Change Order and Approval

8

Project Background

The custom PO Change Order Workflow was developed in direct response to the issues encountered with the existing Requisition Change Request process.

The Requisition Change Request process was time consuming and cumbersome. Several Change Requests were stuck in “Workflow Limbo”.

The Requester could NOT add additional lines to the Purchase Order.

A secondary Buyer approval was required for each Change Request.

The Change Purchase Order (PO_POCHNG) process was failing on a weekly basis.

The Purchasing Staff had to update the Purchase Order directly for Amount Only PO’s. No systematic audit trail was in place to track the PO changes made by Purchasing personnel.

In the future, if Veolia choose to consolidate Requisition Lines onto a single Purchase Order, the Requisition Change Request could not be utilized.

9

Requisition Change Request Process Flow – Current State

9

10

Agenda

Project Background




11


The first step in the Requisition Change process is to select the Change Request dropdown option from the Manage Requisitions page, for Requisitions that have a status equal to “PO(s) Dispatched”.

12


The second step in the Requisition Change process is to select the checkbox next to each requisition line that you wish to change.

13


The third step in the Requisition Change process is to select the Details icon to the right of each PO line. You also have the Option to Cancel the PO Line from this page.

14


The fourth step in the Requisition Change process is to select the Schedule Details icon to the right of each PO line. The description for the PO line could also be updated at this point.

15


The fifth step in the Requisition Change process is to enter a New Due Date, New Ship To, New Quantity or New Price for each PO Line. After the new values have been entered the user is required to click the “Save” button.

16


After click the Save button the following message will appear informing the user that the increase in quantity and/or price will trigger workflow approval. After clicking the “Save” button, the Requester is required to also click the “Continue” button.

17


After click the Continue button the user will be transferred back to the original Change Request screen. The user is then required to click the Submit for Change Appr button prior to leaving the page. If the Submit button is not selected before leaving the page, the Requisition Change Request goes into “Workflow Limbo”.

18


The Change Request will only be routed through the Supervisor Chain workflow chain based on the new total amount of the Requisition.

19


Once the Change Request has been fully approved via Workflow, a secondary Buyer approval is required before the Change Request can be processed. The Purchasing Buyers must first click on the checkbox for every Purchase Order that is to be modified.

20


By clicking on the dropdown field for each PO Line, the Purchasing Buyer will need to Approve or Deny each pending Change Request and click the Save button.

21


The final step is to run the Purchase Order Change (PO_POCHNG) process to effectively update the appropriate Purchase Orders.

22

Agenda

Project Background




23

Current Issues, Frequency and Resolution

23

Current Issue Frequency Current ResolutionThe user cannot add additional PO lines or adjust the total for an “Amount Only” PO from the Requisition Change Request page.

Daily The Purchasing Department directly updates the Purchase Order to add the appropriate number of PO lines or update the total for an “Amount Only” Purchase Order.

Change Request goes into “Workflow Limbo”.

Weekly A SQL script is developed, approved and executed to set the Change Request status to “Error”.

The Change Request process follows the identical process as the original Requisition approval process. A Change Request for 9 Billion dollars was created and approved.

Daily None

The Requisition Change Request requires a secondary approval by a Purchasing Buyer.

Daily Purchasing personnel approve the pending Change Requests via the Approve Change Requests page.

The Change Order process consistently fails. Pending Change Requests and associated PO’s are stuck “In Process”.

Weekly A SQL script is developed, approved and executed to set the offending Change Request status to “Error” and release the associated PO’s.

24

Benefits of PO Change Workflow Process

24

Stand Alone Custom Code The modification will be a “bolt on” to the existing application, which will utilize the delivered

Requisition Change Request approval framework.

This approach has been advocated by PeopleSoft. Other clients have leveraged the delivered approval framework for different transaction types. PeopleSoft 9.1, to be released in 12-15 months may incorporate the delivered approval framework for PO Change Orders.

Cost/Benefit Analysis The cost of implementing PO Change Workflow vs. the cost of addressing current issues with the

Requisition Change Request process.

With the addition of new purchasing users from WTE, TS and IS, the number of Requisition Change Request issues will likely increase.

Veolia Purchasing staff members are currently spending up to 2-3 hours per day making changes to directly to Purchase Orders. The implementation of Purchase Order Change Workflow would allow field personnel to make changes, directly to the PO, and have them routed for approval.

Compliance With the current process there is no audit trail or approval required for changes made directly to

Purchase Orders.

Purchase Order Change Workflow will create an audit trail, tracking and requiring approval for all pertinent PO modifications.

25

Current eProcurement Requisition Approval Process

In today’s environment, once a requisition is submitted, Requisition Approval Workflow routes the requisition through the appropriate stages. Veolia’s approval stages for Requisition Approval are configured as follows:

Stage 1 Category Approval: Veolia will require Buyer approval for specific purchasing categories above $25,000. When category approval is required, this stage within the workflow process will automatically insert the appropriate Buyer into the approval hierarchy. PeopleSoft will identify the Buyer based on the purchasing category definition and route the requisition line to the appropriate Approver using SQL.

Stage 2 Fiscal Approver: All requisitions will pass through the Fiscal Approval Stage. A standardized ladder of approval points will be used to build the Fiscal Approval ladder. During this stage, PeopleSoft identifies the next Approver by referring to the supervisor assigned to each user’s profile. Each site will have the flexibility to ‘activate’ approval levels by assigning the associate roles to each user.

Although the original requisition workflow process uses two approval stages, the Purchase Order Change Workflow will mirror the current Requisition Change Request workflow process, which uses only the Fiscal Approver stage. Requisition Approvers receive an email notification when a requisition is routed to them.

26

Current eProcurement Requisition Approval Process

The Veolia approval levels for Fiscal Approvals are as follows:

27

Custom PO Change Order Workflow - Assumptions

Assumptions related to overall General Design PO Change Order Workflow will mirror the existing workflow for ePro Requisitions. PO Change Orders will be routed for approval based on the total PO Amount. Veolia will implement a one-stage process flow for PO Change Order Workflow.

Stage 1: Fiscal approval based on normalized requisition dollar thresholds. The default fiscal approval hierarchy will be based on a string of Supervisors.

Purchase Order line level approval will NOT be configured. Requisition lines sourced to PO’s (via Auto Source or Expedite Requisitions) will be created as “Approved” PO lines and will not routed for workflow approval unless subsequent online PO Changes have been made which require approval (ie. quantity and/or price changes). Any additional changes made to the PO while the PO Change Order is being approved will re-initialize the PO Change Order Workflow process. Self-Approval for PO Change Orders will NOT be implemented. Pending approvals must be satisfied before a PO Change Order is routed to the next level/stage. Where possible the delivered email notifications will be utilized for PO Change Orders.

28

PO Change Steps

On-line Configuration

Register TransactionConfigure TransactionsProcess DefinitionE-mail NotificationsApproval Authorization

PeopleSoft Code Customizations

New Approval PageCustom Records to store Approval information related to

the purchase orderPeopleCode to trigger new approval WorkflowNew Application Package containing new Workflow

Transaction

29

Custom PO Change Order Workflow - Configuration

Maintain Workflow

Workflow configurations can be managed and accessed through the Maintain Workflow screen. Navigation: eProcurement>Administer Procurement> Maintain Workflow.

30


The registry for PO Change Order workflow is not delivered with 9.0. A new Process ID was created for PO Change Orders as well as the Form Generator Package Root, Form Generator and Class Path.

Each of the bolded sections will need to be developed or configured for the PO Change Order transactions.

31


Configure Transactions

Similar to the ePro Change Req Amt Appr transaction depicted below, the PO Change Order transactions have been configured. The configuration of the PO Change Order transactions mirrors the Req Change Request in that no additional approvers or reviewers will be allowed.

32


Set Up Process Definition

The approval criteria has been defined in Process Definition. Navigation: eProcurement > Procurement Application Administration > Maintain Workflow > Approval Process Definition > Approval Process ID = Requisition.

33


Approval Authorization

This page is used to specify the approval dollar criteria for each role. Since Veolia uses the Dynamic Source (to be defined in the Process Definition) the Approval Authorization for PO Change Orders will use the same Approval Authorization Roles used for eProcurement Requisition Workflow.

34


Set Up Process Definition – Email Notification Templates

The Email Notification templates for PO Change Approval and Denial. Navigation: eProcurement > Procurement Application Administration > Maintain Workflow > Email Notifications Templates.

35

Application Package

import PTAF_CORE:*;

import PTAF_CORE:ENGINE:*;

class POChangeOrder extends PTAF_CORE:ApprovalEventHandler

method POChangeOrder();

method OnHeaderDeny(&userinst As PTAF_CORE:ENGINE:UserStepInst);

method OnHeaderApprove(&appinst As PTAF_CORE:ENGINE:AppInst);

method OnLineDeny(&userstep As PTAF_CORE:ENGINE:UserStepInst);

method OnLineApprove(&appinst As PTAF_CORE:ENGINE:AppInst, &thread As PTAF_CORE:ENGINE:Thread);

method OnAllLinesProcessed(&appinst As PTAF_CORE:ENGINE:AppInst, &approved As array of PTAF_CORE:ENGINE:Thread, &denied As array of PTAF_CORE:ENGINE:Thread);

method SetAlert(&aryAlerts As array of string, &HTML As string out);

method SetNoAlert(&HTML As string out);

method SetRequestor(&RequestorID As string, &Manager As PTAF_CORE:LaunchManager);

private

method getLastApprover(&appinst As PTAF_CORE:ENGINE:AppInst, &bu As string, &reqID As string) Returns string;

end-class;

36

PeopleCode to Kick-off PeopleSoft Workflow

import PTAF_CORE:*;

import PTAF_CORE:ENGINE:*;

Component PTAF_CORE:LaunchManager &lm;

If (None(&lm)) Then

Local Record &tmprec;

Local string &theRequester = "";

Local string &sql = FetchSQL(SQL.VZ_PV_PO_REQUESTOR);

&tmprec = CreateRecord(Record.VZ_POHDR_AW_VW);

&tmprec.BUSINESS_UNIT.Value = PO_HDR.BUSINESS_UNIT.Value;

&tmprec.PO_ID.Value = PO_HDR.PO_ID.Value;

SQLExec(&sql, PO_HDR.BUSINESS_UNIT, PO_HDR.PO_ID, &theRequester);

&lm = create PTAF_CORE:LaunchManager("POChangeOrder", &tmprec, &theRequester);

End-If;

If (&lm.submitEnabled) Then

&lm.DoSubmit();

Else

If (&lm.resubmitEnabled) Then

&lm.DoResubmit();

Else

If (&lm.restartEnabled) Then

&lm.DoRestart();

End-If;

End-If;

End-If;

37

Agenda

Project Background




38

Custom PO Change Order Workflow– Sample PO Change Order

Sample PO Change Order

A sample purchase order with a status of “Dispatched” was selected.

39



The quantity for line was changed form 48 to 250 and the price was changed from 226.16 per load to $230.00 / per load. An additional line was added for $1000.00. Once save the status of the PO was changed to Pend Appr (Pending Approval).

40



An email is sent to the Supervisor ID of the original Requester. In addition, an item is added to the approvers worklist as depicted below.

41


Sample PO Change Order Approval Page

The PO Change Approval page only shows those lines which have been changed. It also displays the original Requester as well as the Last User to Modify the Purchase Order.

Comments are required if the PO Change is Denied. Once the PO is Approved, the Dispatch Process is executed in Batch and will update the PO_STATUS accordingly.

42

Custom PO Change Order Workflow– PO Change Order Template

PO Change Order Template (PO_HDR)

The PO Change Order Workflow utilizes the PO Change Order Template and allows the flexibility to add or remove criteria required for workflow approval.

43

Custom PO Change Order Workflow– PO Change Order Template

PO Change Order Template (PO_LINE_SHIP)

The PO Change Order Workflow utilizes the PO Change Order Template and allows the flexibility to add or remove criteria required for workflow approval.

44


QUESTIONS???

Documents

Custom PO Change Order Workflow