Workflow and Approvals

How do I find out who will review and approve my transactions in PeopleSoft Financials?

As of 07/03/2008 there are two public queries that can be run to find approver information. Existing PRD users can log on to the Reporting instance to run these queries.

• UM_FWF_APPR_BY_DEPTID search by DeptID to see all approvers for that DeptID.
  
  
• UM_FWF_APPR_BY_X500 search by Internet ID (also called X.500 ID) to see all the DeptIDs for which that person is assigned as an approver.

In order to run the queries, access to this navigation path is needed:

Menu > Reporting Tools > Query > Query Viewer

Search by Query Name and "begins with", enter one of the query names highlighted above, and click on the Seach button. When the search has completed, you should see the name of the query and some options like "run to HTML" or "run to Excel", etc.

Select either the HTML or Excel option, enter the requested data, and click the View Results button. When the query has finished it should display some results. If there are no results returned, either the query hasn't finished running (be patient), or there are no results to return.

How many different types of approvers are there?

There is one primary approver and one backup approver per DeptID per module. In addition, there is one Certified Approver and one backup Certified Approver per DeptID.

Are approvals parallel or serial?

Both options are supported by PeopleSoft. Most transactions utilize the parallel routing when possible.

Do transactions requiring central approval route automatically to central?

Central approvals, where needed, are programmed in and route automatically.

How are approvers notified that they have something waiting for approval?

Part of the user profile setup will identify if an approver want notices by e-mail, worklist, or both. It is assumed most people will want both. Some central or cluster staff may choose to deselect the e-mail option, since they will be in their worklist many times a day anyway. One exception is PCard approvals, which does not have e-mail notification or worklists except for on transactions requiring certified approval.

Does the responsibility for switching out primary and alternate approvers reside at the Cluster/RRC level, with the Cluster Director, for example, making this change in the system?

Making changes to primary and alternate approvers involves changing security and user profiles, which is initially going to be performed centrally in OIT. An access request change form will need to be completed.

How has the Certified Approver process changed?

Certified Approvers (CAs) are going to be a separate approver in the system. The process remains similarly to how CAs worked in the legacy system.

Why can't CAs prepare in one module and approve in another—as department approvers can?

CAs can approve and prepare in the same module but not within the same Dept ID. CA s can also be a preparer in one module, and an approver in another module.

Is the single Certified Approver assignment for DeptID level for ALL modules for the DeptID, or at the module level within a DeptID?

Only one Certified Approver can be designated for a DeptID and for ALL modules within that DeptID; the Certified Approver is the same person for all modules within a single DeptID.

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