DEFINE APPROVAL PROCESSES#

Approval Processes are used to ensure that approval is obtained for certain actions within the system. The Define Approval Processes (IDAP) form allows you to set up approval requirements for different processes within Personality.

The definition data for the Define Approval Processes screen is stored in the P2K_CM_APPROVAL_PROCESSES, P2K_CM_APPROVAL_STEPS, P2K_CM_APPROVAL_RECORDS and P2K_CM_APPROVERS tables.

Approval Process

This field holds the unique user-defined name of the process.

Type

This field identifies classifies the approval process to a specific type.

Description

This field allows you to enter a brief description about the process.

Maintain Approval Records

This button allows the user to update any outstanding approval records with changes that have been made to the approval process. If changes are made, this button must be pressed or the function UDAP must be run otherwise the changes will not be picked up and processed.

Priority

Each Approval Process is assigned a Priority. The Priority of an approval process indicates the order that the approval processes are checked. The highest is checked first. If multiple Approval Processes exist of the same type and if multiple qualify for a given transaction, the process with the highest Priority will be used.

Where Clause

The field allows you to select a `Where Clause' which may be used to specify conditions for selecting approval process. i.e. The `Where Clause' may restrict this process to employee time sheets where the employee is in a specific Unit or Department. By pressing the F9 key while focusing in this field, the user may create a new where clause specifically for this approval process using the 'Where Clause Creater dialog' that pops up.

Start Date / End Date

Approval Processes can also be defined using a start date and/or an end date where the rules are considered to be “effective”. If the current processing as of date falls within the time frame specified the approval is considered effective.

Approval Steps#

Certain transactions may require more than one level of approval before being accepted. Hence, approval processes may have one or more steps. Each step in a multi-level approval process is given a sequence number and a description. This area allows you to define the individual steps within the process and the order in which they are to take place.

Seq #

The sequence number indicates the order the steps within the process will be executed.

Description

This field allows you to enter a brief description about the step.

Function Name

This field allows you to enter an embedded function name that can be used in self service when using the "Outstanding Approvals I need to Make" splash function. The default values that have been provided are EPTS (Time Sheets),EALR (Leave Lines), ESPA (Personnel Actions),ESRV (Performance Reviews) and EBOEEE (Open Enrollments). If no function is specified, the IDVAR should not be used as there will be no data to review. Standard screens should not be used in this field (ie, WEPTS, WMALP, WVDALR, etc.).

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Approver tab#

Approvers are categorized by type as follows: Department Manager, Position Manager, Assignment Manager, Any Manager, Specified Person, etc. This tab identifies the individual who is allowed to approve the current step in the process and what approval rights they have.

Type

This is a supplied predefined lexicon. APPROVER_TYPE is a mandatory field which you must fill from the user-defined lexicon X_APPROVER_TYPE.

Person

If the type of approver is listed as `Specified Person or User with Match', the user may select the specific person in this field using the drop down LOV.

Or People List

If the type of approver is listed as `Spec List of People', you may select the appropriate people list code in this field using the LOV provided.

Where Clause

The field allows you to select a `Where Clause' which may be used to specify conditions for selecting approvers. i.e. The `Where Clause' may restrict this process to approvers in a specific unit or department.

From Date / To Date

If there is a specific start or end to this approver's rights then these fields can control the time frame that they are active. If the approval rights for the individual are for a set time frame only, a Start and End Date may be defined.

Up to Approval

If the individual is part of a sequence of approvers, but has this toggle checked, they can by pass the other approvers and authorize the process directly. e.g. the approval process goes through the department manager, the assignment manager and the position manager. The position manager has `Up to Approval' checked. In this case, the position manager can approve the process without having to wait for the department or assignment manager's approval.

Allow Send Back

The Allow Send Back option gives the approver the ability to send the approval process back to the first approval step. This feature is only available to approvers on a step higher than the first step. If an approver in a multi step process is defined with Up To Approval rights, they cannot send back the approval until the previous step has been approved

Allow Decline

This setting allows the approver to decline the approval entity. The option is applicable to all steps the approver is responsible for. If a decline is made the approval process is complete, no further approval notification is necessary. This option is available in the right mouse click menu . Comments as to why the decline was made may be entered if necessary.

Allow Change

This setting will cause the approval entity to be editable or not during the approval. Change is allowed when the toggle is checked. Change is NOT allowed when the toggle is unchecked.

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Approval Record tab#

Approval actions are recorded as they are performed - approved, not approved, cancelled etc. The date/time, approver and approval action of all approvals are tracked. Employees are able to check the approval status of their transactions at any time. Administrators can see the detailed Approval Records on IDAP. This area provides information on the approvals which have been created. This tab is View Only

Date/Time

This field identifies when the approval was created.

Status

This field shows where the approval is in the process. e.g. Approved, Ready To Be Approved. This field is tied to the lexicon X_APPROVAL_STATUS.

Approval Record For

The individual who granted the approval will be identified in this field.

Approval Entity Id

This field uniquely identifies the approval within the system.

Reference Info

This field is system populated with a system message which displays information pertaining to the record being approved.

Approver Type

The type of approver associated with the approval will be identified here.

From Date / To Date

If there is a specific start or end to this approver's rights then these fields can control the time frame that they are active. If the approval rights for the individual are for a set time frame only, a Start and End Date may be defined.

Specified Person

If the type of approver is listed as `Specified Person or User with Match', this field will identify that person.

Or People List

If the type of approver is listed as `Spec List of People' this field will identify that list of people.

Comments

Further information or notes on the approval is provided in this field.

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Notes #