The Spectrum of Workflow

Transcription

1 The Spectrum of Workflow Session ID: Simple or Complex, There's a Case Study for You Prepared by: Paige Jones, Senior Associate, Grant Thornton Presented by: Tyson Moore, Director, Grant

2 Agenda Overview Case Study #1 Case Study #2 Case Study #3 Case Study #4 Lessons Learned 2

3 Your presenter Tyson Moore Director, Grant Thornton Kansas City, MO Executive Summary Tyson Moore is a director with Grant Thornton s Advisory Services practice in Kansas City, specifically aligned with the Enterprise Resource Planning (ERP) Technology Solutions group. Prior to joining Grant Thornton, he was a director with MarketSphere Consulting until its acquisition by Grant Thornton in September Moore has more than 10 years of experience and specializes in providing financial and implementation consulting solutions across a broad range of industries. His product expertise includes PeopleSoft Financials & HCM, Oracle Planning, Hyperion Financial Management, Data Relationship Management, Business Intelligence Applications (OBIA/OBIEE), and Microsoft SharePoint. He brings extensive experience managing multiple solution implementations, ranging from custom development to packaged systems. Moore has led numerous complex multisite implementations and has a proven track record of delivering projects on or ahead of time, and on or below budget. Presentations and Publications KC RUG, User Enablement, 2012 RECONNECT 13, WorkCenters and Dashboards, 2013 Standing Ovation Award Winner COLLABORATE 14, BI in 4 Weeks with Oracle PeopleSoft & DRM and PeopleSoft: An Unlikely Pair, 2014 RECONNECT 15, User Enablement & Drilling URL in PeopleSoft Query, 2015 COLLABORATE 16, The Spectrum of Workflow & Payment Requests,

4 About Grant Thornton One of the world's leading organizations of independent audit, tax and advisory firms Grant Thornton LLP 2 (U.S.) $1.4 billion revenues 6,456 personnel partners 38,000 people in over 100 countries 65% of Forbes Global 100 companies served by Grant Thornton International member firms 57 offices Grant Thornton International Ltd 1 US $4.7 billion revenues 40,197 personnel 3 2,975 partners 6 th largest global accounting and consulting firm 58% of of Fortune Fortune offices 4

5 Grant Thornton: 2015 JD Edwards Partner Excellence Award winner Our work at Renewable Energy Group (REG) was recognized because of its transformational nature and cross-pillar influence. The upgrade project at Renewable Energy Group (REG) was central to our award application. The project consisted of the following initiatives and went live in January 2015: JD Edwards upgrade from 8.12 to 9.1 release all financials, distribution (including OTM for Logistics), manufacturing, and asset management modules Implementation of BI Publisher for all internal and external forms Document Imaging integration with Perceptive Software (Lexmark) Customer Self-Service portal Oracle Transportation Management (OTM) integration Customization obsolescence significant reduction ERP Governance program initiated to instill accountability and ownership through business process owners and an operating group to strategically align the business with IT Centralized Master Data Management protocols implemented Commodity Training Risk Management (CTRM) system integration with JD Edwards order management and contract management Converted old menus and task views to E1 pages for and end-user self-service experience OneView Reporting REG purchased OVR licenses for future adhoc reporting and BI dashboards Lyle Ekdahl, SVP, Product Development, Oracle presents Greg Davis with the award during the JD Edwards Summit Gala 5

6 Grant Thornton: 2015 Oracle Excellence Award winner We are proud to serve Serta Simmons Bedding, LLC, winner of the 2015 Oracle Excellence Award for Fusion Middleware Innovation in the Big Data and Business Analytics category 100% improvement in Analytics due to system stability and enhanced analytics 90% reduction in Time to Produce Standardized Reporting with 9 business days saved per month 275% improvement in Availability Access to the analytic reports by users Left to right: Siddhartha Agarwal, Oracle John Miksich, Grant Thornton Robert Bosley, Serta Simmons Bedding Jeff Silverman, Grant Thornton Carl Yost, Grant Thornton Matthew Bradley, Oracle 6

7 What is Business Harmony? 7

8 Transform Stabilize Improve Grant Thornton: The difference is clear Quick Wins Feed Boutique Firm Foundational Drive Technical depth to drive quick wins and thought leadership to develop a strategic roadmap for transformation Strategic Platform Large SI 8

9 Overview Course Overview & Approval Workflow 9

10 Course Overview In this session, we will discuss a variety of case studies that pertain to the utilization of the Approval Framework (Workflow) functionality in the PeopleSoft Financials & Supply Chain application. We will provide insight in to case studies where Grant Thornton successfully implemented out-of-the-box workflow, those where minor modifications were needed to facilitate the approval process, and also highlycomplex and highly-customized examples. No matter what your business requirements are, there is a workflow solution for you! 10

11 Workflow Approval Framework The PeopleSoft Approval Framework process is a framework that enables users to develop, configure, and use transaction approvals that meet their business requirements Functional users can design and maintain workflow using online PeopleSoft pages The approval flow is determined using the Approval Process Setup, which his made up of: Stages: one piece of the approval process, which can be made up of multiple paths; stages are executed sequentially Paths: a sequence of steps; multiple paths can be executed in parallel Steps: each step represents an approver or reviewer; steps within a path are executed sequentially 11

12 Case Study #1 Utilize Delivered Functionality & Low Competitive Transmission Company focused on Public Power 12

13 Project Overview Implementation of PeopleSoft Financials 9.1 General Ledger Accounts Payable Implementation of / integration with PowerPlan 13

14 Workflow Requirements Approval structure must be properly authorized Approver(s) need ability to insert additional reviewer or approver Post-approval changes require re-approval No customizations 14

15 Workflow Design Approval Framework enabled for Vouchers Workflow triggered by gross amount $ $15,000.00: Manager approval $15, and up: Officer approval Routing based on Supervisor by User ID, beginning with User ID of user who entered voucher Each user's Supervisor would serve as their fiscal approver (supervisor by User ID manually maintained) and Worklist notifications (by user) 15

16 Case Study #2 Minor/Moderate Customization & Investor-Owned Utility Company 16

17 Project Overview "Reinstallation" of PeopleSoft Financials, from 7.5 to 9.1 (later assisted in upgrade to 9.2) General Ledger Accounts Payable Purchasing Accounts Receivable Billing "Reinstallation" of PeopleSoft HCM from 7.5 to 9.1 (later assisted in upgrade to 9.2) Implementation of / integration with PowerPlan Implementation of / integration with Maximo 17

18 Workflow Requirements Approvals must be completed in a single system, regardless of origination Approval structure must be properly authorized Must have ability to route certain vouchers to specific individuals Approver(s) need ability to insert additional reviewer or approver Must have controlled ability to provide for Alternate Approvers Post-approval changes require re-approval 18

19 Workflow Design Approval Framework enabled for non-po vouchers, Purchase Orders and Change Orders Workflow triggered by gross amount $ $10,000.00: Department Manager approval $10, $50,000.00: Department Head approval $50, and up: Officer approval Routing based on Supervisor by User ID, beginning with: Vouchers: User ID of lowest level approver (customization) Requisition-based Purchase Orders / Change Orders: Requester Online Purchase Orders / Change Orders: Buyer 19

20 Workflow Design User-build would stem from PeopleSoft HCM, with nightly sync of Supervisor by User ID Each user's Supervisor would serve as their fiscal approver and Worklist notifications Approvers must take action within 24 hours Ability to insert adhoc approvers or reviewers, but only users having an "approver" security role (customization) 20

21 Customizations Voucher Approver Box Customized field used to drive Workflow AP Clerk manually selects approver s User ID Allows for sensitive vouchers to bypass standard workflow approval path Adhoc Approver / Reviewer User List As delivered, list of users available to insert as adhoc approvers or reviewers includes every user in the system Customization limited list to include only users having a Workflow Approval security role Restricted users from delegating down; prevented downstream Workflow errors 21

22 Case Study #3 Significant Customization & Grocery Wholesaler 22

23 Project Overview Implementation of PeopleSoft Financials 9.1 General Ledger Accounts Payable Purchasing Accounts Receivable Billing Cash Management Migration off of Mainframe system Extensive integration with existing source systems 23

24 Workflow Requirements Approval structure must be properly authorized Must have ability to route vouchers and purchase orders based on line-level values Approver(s) need ability to insert additional reviewer or approver Must have controlled ability to provide for Alternate Approvers Post-approval changes require re-approval 24

25 Workflow Design Approval Framework enabled for non-po vouchers, Purchase Orders and Change Orders Workflow triggered by line-level merchandise amount Level 1 Approval: $ $9, Level 2 Approval: $10, $24, Level 3 Approval: $25, $74, Level 4 Approval: $75, $249, Level 5 Approval: $250, and up 25

26 Workflow Design Routing based on Supervisor by User ID, beginning with: User assigned to Division (operating unit)/account combination, and/or User assigned to Division (operating unit)/department combination Additionally, separate workflow paths included: Fixed Asset approval, based on custom "fixed asset" flag at line level Tax approval, based on specific list of accounts Accounting approval, based on Division (operating unit) Construction in Progress (CIP) approval, based on Project ID 26

27 Customizations To determine initial approval routing, two custom tables had to be built so sit behind the delivered workflow configuration 1. Division (Operating Unit)/Account combinations, with a User assigned to each 2. Division (Operating Unit)/Department combinations, with a user assigned to each Custom User Lists to support each approval path 27

28 Case Study #4 Some Customization & Healthcare Provider 28

29 Project Overview Implementation of PeopleSoft Financials 9.2 General Ledger Accounts Payable eprocurement / Purchasing Billing / Accounts Receivable Inventory Project Costing Asset Management Real Estate Management Cash Management Grants / Customer Contracts Migration off of three different ERP systems Migration from spreadsheet workflow to PSFT 29

30 Workflow Requirements Approval structure must be properly authorized Must have ability to route vouchers and eprocurement requisitions based on GL Unit and Department Approver(s) need ability to insert additional reviewer or approver Focus on getting transaction to the correct person to validate the charge in a timely manner (escalations) 30

31 Workflow Design Approval Framework enabled for non-po vouchers and eprocurement Requisitions Workflow triggered by line-level merchandise amount Level Threshold Level 1 Up to Level 2 Up to 49, Level 3 Up to 99, Level 4 Up to 249, Level 5 Up to 499, Level 6 Up to 749, Level 7 Up to 999, Level 8 Up to 4,999, Level 9 5,000, and above Currently re-evaluating workflow design to reduce number of levels and complexity 31

32 Workflow Design Routing based on GL Unit & Department route control profiles established Assignment of roles / levels & route control profiles is done manually based on business leadership input Desire to eventually sync with some components of HCM Enabled ability to self approve if the submitter is a person with $1k authority Allowed for skipping levels if an approver was not identified Workflow skips to highest level approver for a given transaction does not start from 0 and go up 32

33 Role FSCM Workflow Simple Routing, Some Levels Skip Route Control Level Level 2 49, BU 210, Dept Kristy BU 210, Dept Kristy No approvers were identified for Levels 1 and 2, so the Level 3 approver was effectively filled in for the lower levels Level 3 99, BU 210, Dept Kristy Level 4 249, Level 5 499, BU 210, Dept Brian BU 210, Dept Brian No approver was identified for Level 4, so the Level 5 approver effectively filled in for Level 4 Level 6 749, Level 7 999, Level 8 4,999,999 Level 9 >4,999,999 BU 210, Dept Kelly BU 210, Dept Holly BU 210, Dept Joe BU 210, Dept John Note: Approvals skip to the approver with the highest authority for a transaction. If a transaction is submitted for $75k, workflow will route to the Level 3 approver(s) only Grant Thornton LLP All rights reserved U.S. member firm of Grant Thornton International Ltd 33

34 Role FSCM Workflow Span of Control vs Organizational Alignment Route Control Level BU 210, Dept Kristy BU 210, Dept Kristy Level 2 49, Level 3 99, Level 4 249, Level 5 499, Level 6 749, BU 210, Dept Kristy BU 210, Dept Kristy BU 210, Dept Brian BU 210, Dept Brian BU 210, Dept Kelly BU 210, Dept Kristy BU 210, Dept Kristy BU 210, Dept Brian BU 210, Dept Brian BU 210, Dept Kelly Kristy has authority over multiple departments, thus her span of control extends outside of her home department. Level 7 999, BU 210, Dept Holly BU 210, Dept Holly Level 8 4,999,999 BU 210, Dept Joe BU 210, Dept Joe Level 9 >4,999,999 BU 210, Dept John BU 210, Dept John 2016 Grant Thornton LLP All rights reserved U.S. member firm of Grant Thornton International Ltd 34

35 Role FSCM Workflow Multiple Approvers, No Levels Skipped Route Control Level BU 120, Dept Jane BU 120, Dept Nicole Level 2 49, Level 3 99, Level 4 249, BU 120, Dept Terri BU 120, Dept Thomas BU 120, Dept Amy Two approvers were identified for Level 1, so transactions under $1k will route to both. First approver to take action wins. Level 5 499, BU 120, Dept Pamela Level 6 749, BU 120, Dept Kathleen Level 7 999, BU 120, Dept Jason Level 8 4,999,999 BU 210, Dept Joe Level 9 >4,999,999 BU 210, Dept John 2016 Grant Thornton LLP All rights reserved U.S. member firm of Grant Thornton International Ltd 35

36 Configuration & Customizations Roles are effectively associated to fiscal approval levels (9 roles created) Route control profiles created for each GL Unit / Department combination Custom User Lists to support each approval path (SQL Definition-based) 36

37 Lessons Learned What to look out for when implementing workflow 37

38 Lessons Learned Implementing as-delivered workflow can be successfully accomplished, while still meeting business requirements Minor customizations to the delivered workflow process can allow for substantial flexibility, especially with approval routing Custom workflow solutions, while having the ability to meet vast business requirements, can quickly turn in to a testing and maintenance headache 38

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40 The future of data analytics Nearly 90% of respondents believe their organization will place a greater emphasis on data analytics in the next three to five years. Internal audit professionals must keep pace with new tools and applications Internal audit's role and the composition of its team will change significantly

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