Implementing AME - DOAG

DOAG 2013 Applications, Berlin, 10.10.2013

Implementing AMEBest Practices and Case Study

Jeppesen AME Implementation Experience

Lucia Ugalde Otero, Jeppesen GmbH

DOAG 2018 Applications, Nuremberg, 21.11.2018

Copyright © 2018 Jeppesen

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Agenda

1. Our company: Jeppesen

2. What is AME?

3. Why use AME? Features available in R12

4. AME implementation process

5. Case Study: Purchase requisition approval

6. Using analyzers for better support


Jeppesen

For 81 years, we have been

helping aviation professionals

worldwide reach their

destinations safely and

efficiently by providing the

most comprehensive,

accurate, and timely

navigational information

available for their air

transportation needs.

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Jeppesen

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Headquartered in Englewood,

Colorado, we have offices at

nearly 50 locations around

the world.

We're backed by the

expertise and resources of

our parent, the Boeing

Company.

Jeppesen aviation solutions:

General Aviation, Business

Aviation, Commercial

Aviation, Military Aviation and

Airport Authority & ANSP.


What is AME?

A highly extensible approvals rules engine.

– Enables to configure business rules that determine who must

approve a transaction originating within an application.

– Evaluates approvals at run time for transactions.

– Provides administrator dashboard for maintenance of these

rules and tracks approval history.

No additional licenses.

Provides framework to business process for various types of

transactions.

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Why use AME? (Features available in R12)

1. Approval rules can be developed by business users with

minimal development assistance.

2. Oracle E-Business Suite Integration.

3. Approver lists leverage off existing Oracle hierarchies (e.g.

HR position).

4. Flexible framework allowing for the handling of custom

hierarchies or approver determination.

5. Test Workbench helping to ensure validity of approval

policies.

6. Audit Trail

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AME Implementation Process

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Install AME

Step 1

Basic Installation

Set up AME

security

Set up user

profile

Plan Approval

Process (AP)

Step 3Step 2

Step 4

Identify

Business

Cases (BC)

Identify

componentsof AP

Plan Test

Case (TC) for

each BC

Step 4.1 Step 4.2 Step 4.3

Set up the Approval Process

Implement

Transaction

Type (TT)

Step 5

Configure

TT

Create Item-

Class usages

Create

Attributes

Create

Conditions

Create

Approval

Groups

Step 5.1 Step 5.2 Step 5.3 Step 5.4 Step 5.5

Identify Action

Types

Step 5.6

Define

Approval

Rules

Test Approval

Rules

Step 5.7 Step 5.8


Basic Installation (Step 1-3)

1. Install AME

Installation and administration are typically jobs for a technical

specialist.

2. Set up AME security

AME uses the Role Based Access Model (RBAC) to provide

users access to AME functions.

AME responsibilities in 11i.AME.A are assigned directly to the

users. However, In R12 or 11i.AME.B and higher, AME

responsibilities are assigned indirectly to users through roles.

The roles are assigned to the users by the SYSADMIN user

using the User Management responsibility.

Reference <<Note 413300.1>> Oracle Approvals Management

Not Enabled?

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Basic Installation (Step 1-3)

3. Set up user profile

AME restricts access to transaction types using Data

Security. Grant users access to the transaction types using

the Grants page (Functional Administrator Responsibility)

Reference <<Note 434143.1>> How to Setup and Use

Approval Management Engine AME

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How to plan your approval process (Step 4)

1. Identify Business Cases

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Approval Cases

Repeated-Approvers

Case

Special Forwarding

Cases

Parallelization Cases

Transactions having similarly

structured approval processes.

Transactions whose default

approver lists include repeated

approvers.

Transactions whose approver's

forward approval requests in

unusual ways..

Transactions whose approval

processes should have similar

parallelization.



2. Identify Components

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Transaction Types

Item Usages

Attributes &

Conditions

Action and Action Types

Rules



3. Plan Test Cases

A test case should represent a business case.

It should specify a value for each of the transaction type's

active attributes.

A test case should also specify the approver list that AME

should generate in response to the test case's attribute

values.

AME should produce the correct approval process for all of a

transaction type's test cases in a test environment, before the

transaction type goes into production.

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How to set up your approval process (Step 5)

1. Implement Transaction Type

The following list shows a partial list for reference:

– AP invoice

– AP expense report (iExpense only)

– GL journals

– Receivable credit memo

– Purchase Requisition Approval

– Purchase Order Approval

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2. Configure Transaction Types

You can also create new transaction types that use AME

for approvals, but these are considered as customizations.

(https://docs.oracle.com/cd/E18727_01/doc.121/e13516/T405

156T405167.htm#I_pretty)

3. Create Item- Class usages

They identify a set attribute of a transaction (e.g. header,

line item, cost center and project code).

They can then be used in a rule to drive your business

process for approvals using transaction values.

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https://docs.oracle.com/cd/E18727_01/doc.121/e13516/T405156T405167.htm#I_pretty


4. Create Attributes

Attributes are variables in a transaction with a single value

(e.g. total amount, item’s category, or an employee’s salary).

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Attributes

Purchase Order

Purchase Order Lines

Purchase No. 12

Supplier Supplier A

Total Amount 40

Line Object CC Amount

1 Chair A 100

2 Mouse B 20

Header Item Class

Attributes and Values

Line Item Class

Attributes and Values



5. Create Conditions

The IF part of an approval rule consists of zero or more

conditions.

Is a statement that is either true or false, for a given

transaction. For the rule to apply to a transaction, all of its

conditions must be TRUE for the transaction.

6. Create Approval Groups

If a business case requires approvers from a group of

approvers that does not exist as a chain of authority in an

approver hierarchy supported by AME, then you must define an

approver group containing the approvers.

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7. Identify Action Types

Action: is an instruction to AME to modify a transaction's

approval process in the manner you specify.

Action type: is a collection of actions having similar functionality.

Action types are already enabled for each transaction type

(For example: Purchase Requisition Approval):

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In AME select any or all of the following action types for:

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Job Based

• Absolute job level

• Final approver only

• Manager then final approver

• Relative job level

• Supervisory level

Approval Group Based

• Post-chain-of-authority approvals

• Pre-chain-of-authority approvals

• Approval-group chain of authority

Position Based

• HR position

• HR position level



8. Define Approval Rules

Example: Expense Approval

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An Approval Rule

IF

Transaction total cost is less than 5.000 €

& more than 1.000 €

AND

Expense Type is equal to “Travel”

THEN,

Supervisory Level – Require approvals up to the

first 2 superiors

Conditions

Rule

Attributes

Action Type Action



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Approval Decision Tree

Expense

Category

Travel

Business Credit Card

0$ to 1000$

0$ to 100$

1001$ to 5000$

101$ to 500$

Approver A

Approver A

Approver A and B

Approver A and B

Jeppesen Proprietary

Case Study: Purchase Requisition Approval

Transaction Type: PR Approval

We defined that all business cases are approval cases,

meaning that all transactions will have similarly structured

approval processes.

Business Cases:

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No. ORG Total Amount Require approvals from Other Approver Comments

1 Less than 10.000 $ Approver with Job Level 1

2 More than 10.000 $ and less than 25.000 $ Approver with Job Level 1 and 2

3 More than 25.000 $ and less than 250.000 $ Approver with Job Level 1, 2 and 3

4 More than 250.000 $ and less than 500.000 $ Approver with Job Level 1, 2, 3 and 4

5 More than 500.000 $ and less than 999.999 $ Approver with Job Level 1, 2, 3, 4 and 5

6 More than 999.999 $ and less than 999.999.999 $ Approver with Job Level 1, 2, 3, 4, 5 and 6

7 More than 999.999.999 $ Approver with Job Level 1, 2, 3, 4, 5, 6 and 7

DE, UK, PL,

SE, NL, IE

Financial Analyst

as Final Approver

Financial

Approver should

have the same

ORG ID as the

Requester



Attributes

According to our Business Cases, we have created following

Attributes:

- Requisition Total: This attribute exists in AME.

- Transaction Org ID: org ID in which transaction occurred.

Already exists in AME.

- XX Transaction Org ID: This is a custom attribute:

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Conditions

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Requisition Total is

is greater than 10000,USD






Transaction ORG ID is

is equal 104 (UK)

is equal 631 (DE)

is equal 1424 (PL)

is equal 1426 (SE)

is equal 2075 (NL)

is equal 2076 (IE)

XX_TRANSACTION_ORG in (104, 1424, 1426, 2075,

2076, 2077, 631)



Approver Groups

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Approver Group Name Approver

DE Financial Approver Hans or Jennifer

UK Financial Approver Kate or Paul

PL Financial Approver John

SE Financial Approver Donna or Philip

NL Financial Approver Joseph

IE Financial Approver Kevin

*Approver Type: HR People



Approver Groups

Voting Method: First Responder Wins

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Action Types

Added our approver groups (actions) to following action types:

1. Pre-chain-of-authority approvals

2. Approval-group chain of authority

3. Post-chain-of-authority approvals

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Action Types

We used absolute job level action type for job based approvals:

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Set up Approval Authority

Navigate to HR responsibility -> Work Structures -> Job ->

Description - to assign a Level (Approval Authority) to a Job.

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Approval Rules

1. Create approval rules for approval authority level 1 for EACH

Org. (DE, UK, NL, IE, PL and SE)

2. Attribute and condition should be:

TRANSACTION_ORG_ID is equal to XXXX (Org_ID)

3. Action type: Absolute job level

4. Action: Require approvals up to at least level 1

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Approval Rules

1. Create approval rules for approval authority level 2/3/4/5/6/7 for

ALL Orgs.

2. Attributes and conditions should be:

XX_TRANSACTION_ORG in 104,1424,1426, 2075, 2076, 631)

REQUISITION_TOTAL is greater than XXXX USD (depending on

level)

3. Action type: Absolute job level

4. Action: Require approvals up to at least level X ((depending on

level)

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Approval Rules

Example of approval rule for level 2 for ALL Orgs:

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Approval Rules

1. Create approval rules for post-chain-of-authority approver groups

(financial approvers) for EACH org.

2. Attributes and conditions should be:

TRANSACTION_ORG_ID is equal to XXXX (Org_ID)

3. Action type: post-chain-of-authority approvals

4. Action: Require post-approval from XXX (ORG) Financial

Controller

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Approval Rules

Example of approval rule for post-chain-of-authority financial

approvers for EACH org:

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Test approval rules

Go to Test Workbench > Run Real Transaction Test

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Test Approval Rules

Go to Test Workbench > Run Real Transaction Test

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Add Transaction ID (Requisition_Header_ID) and Run Test Case


Test approval rules

You will be able to see all applicable rules for the PR:

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Using analyzers for better support

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Example: PR

Run Procurement Approval Analyzer for single transaction:


Using analyzers for better support

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See output:


References

Oracle® Approvals Management Implementation Guide

(Release 12.1 - Part No. E13516-13)

https://docs.oracle.com/cd/E18727_01/doc.121/e13516.pdf

How To Setup And Use Approval Management Engine AME For

Purchasing and iProcurement Documents (Doc ID 434143.1)

Oracle Approvals Management Not Enabled? (Doc ID 413300)

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https://docs.oracle.com/cd/E18727_01/doc.121/e13516.pdf

QUESTIONS & ANSWERS

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Contact address:

Lucia Ugalde Otero

Jeppesen GmbH

Frankfurter Str. 233

D-63263, Neu-Isenburg

Phone: +49(0)6102-508717

Email [email protected]

Internet: www.jeppesen.com

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