Transcript Slide 1
Best-in-Class Approval Rules 10s2 Configurable Approval Rules and Conversion Program
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Leslie Martensen, Sr. Solutions Manager, Ariba Dan Gercak, Sr. Manager, On-Demand Downstream Deployment, Ariba
UC
© 2011 Ariba, Inc. All rights reserved.
Agenda
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Configurable Approval Rules
Overview Concepts Approval Process Other Rules Managing Approval Rules •
Approval Rule Conversion Process
Introductions Roles and Responsibilities Conversion Process Assumptions Timeline Next Steps
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© 2011 Ariba, Inc. All rights reserved.
Configurable Approval Rules
Description
Ability for customer administrators to configure approval rules in On Demand
Features
Browser-based configuration of approval rules Robust management of approval processes Support for simple and complex rules Ability for customers to migrate to new rules on their own schedule
Benefits
Additional self-service configuration capabilities for customers Ability to change processes as organizations and policies evolve
Examples
Commodity-based requisition rules for P2P and P2O Serial and parallel approvals in Contract Management
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© 2011 Ariba, Inc. All rights reserved.
Configurable Approval Rules
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Browser-based configuration of approval rules
Customer and functional administrators can configure rules from the Manage drop-down menu WYSIWYG graphical building of flows and rules No coding required
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Configurable Approval Rules
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Robust management of approval processes
Centralized management of all approval processes Create, edit, copy, activate and delete approval processes Version control Check-in/Check-out capabilities
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© 2011 Ariba, Inc. All rights reserved.
Configurable Approval Rules
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Support for simple and complex rules
Serial and parallel flows Robust set of fields available for rules Out-of-the-box “system-defined” conditions for faster rule building Look up approvers or groups based on the state of multiple fields (Approval Lookup Table Rules) Ability to remove duplicate approvers or the requester based on conditions (Filter Rules) Add management hierarchy as needed (Chain Rules) Rules that dictate the ability or action based on the editing of an approvable (Edit Rules) Support for collaborative requisition approval for P2P, P2O and Services Procurement Support for adding groups, individual users or lists
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Configurable Approval Rules
Technical - Agenda
• • • •
Concepts Approval Process Other Rules Managing Approval Rules 7
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• • •
Configurable Approval Rules Concepts
Approvable
An object or document that can be approved Examples: Requisitions, eForms, Invoice Exceptions
Approver
The user that is given the right to approve or deny an approvable Example: An executive is required to approve all requisitions that are over $5,000.
Watcher
A user that is given visibility to the approvable during the approval process (“as an FYI”) This user cannot approve or deny Example: IT has requisitioned a new laptop for Sarah, who is watching the progress of approvals.
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Configurable Approval Rules
Technical - Agenda
• • • •
Concepts Approval Process
Concepts Conditions Actions Lookup Table Rules
Other Rules Managing Approval Rules 9
© 2011 Ariba, Inc. All rights reserved.
Configurable Approval Rules
Approval Process
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What is an Approval Process?
The set of rules that govern the approval flow for each approvable Each approvable can only have one active Approval Process
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Configurable Approval Rules
Approval Process – Process Diagram
An Approval Process is set of one or more interconnected “nodes” Supports both serial and parallel nodes The approval rule(s) for each node are edited here…
© 2011 Ariba, Inc. All rights reserved.
Configurable Approval Rules
Approval Process – Rule Editor
Conditions determine if a rule for a node is active or “fired” If the conditions are met, these are the available Actions: Add Approvers, Groups or a Lookup Table
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Think of it as an IF-THEN statement: IF
Condition
, THEN
Action © 2011 Ariba, Inc. All rights reserved.
Configurable Approval Rules
Approval Process – Conditions
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What is a condition?
A condition is an evaluation that determines if an Action needs to be taken for a node Conditions can reference fields in the approvable or other system-defined conditions (see below) Each evaluation/condition results in either True or False Complex combination of conditions can be created
Concepts
System-Defined Condition – out-of-the-box conditions that facilitate building rules (i.e. Requester Has a Manager, Any Line Item With Commodity Code) Compound Condition – Modifies the condition(s) behind it – – – All of the following must be true (AND) None of the following is true (NAND) Any of the following are true (OR)
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Configurable Approval Rules
Approval Process – Condition Example
Compound Condition – All of the following conditions must be true to be true overall System-Defined Condition Compound Condition – None of these two child conditions can be true for this compound condition to evaluate as true Conditions can compare fields with values Conditions can compare fields
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Configurable Approval Rules
Approval Process – Additional Notes on Conditions
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Conceptually, conditions are evaluated from right-to-left
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The compound condition “All Are True” with no child conditions evaluates as True Fields available for conditions are limited to the header level. For more complex requirements (e.g., rules on requisition line level), we suggest using Approval Lookup Table Rules 15
© 2011 Ariba, Inc. All rights reserved.
Configurable Approval Rules
Approval Process – Actions
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What are Actions?
Actions add Approvers and Watchers to the Approval Process flow
What Actions are available?
Adding individual approvers/watchers Adding groups Adding approvers and groups through the use of a lookup table
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Configurable Approval Rules
Approval Process – Actions (Approvers and Groups)
Select what type of Approver or Group. These are system-defined.
Selecting Add Group….
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Configurable Approval Rules
Approval Process – Actions (Approvers and Groups) 18
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Select which group to add to the Approval Process
Configurable Approval Rules
Approval Process – Conditions and Actions
Demonstration
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Configurable Approval Rules
Approval Process – Lookup Table Rules
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What are Lookup Table Rules?
Lookup Table rules provide a powerful approach to determine approvers based on a complex set of conditions
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Configurable Approval Rules
Approval Process – Lookup Table Rules
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First determine which fields to evaluate
Multiple operation options available for each field Select which fields to evaluate (can include line level fields)
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Configurable Approval Rules
Approval Process – Lookup Table Rules Then determine what action(s) to take
Determine what approvers and/or groups to add Automatically creates table headers
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Export the column headers, fill out the values and then upload
Configurable Approval Rules
Approval Process – Lookup Table Rules
CSV File Format
CommodityCode
30
Amount
10000
IsNotCatalog
TRUE
Group
IT Manager
Tooltip
30 31 31 20000 5000 15000 TRUE FALSE FALSE IT Manager Purchasing Manager Purchasing Manager
Required
TRUE TRUE TRUE TRUE
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Configurable Approval Rules
Approval Process - Actions
Demonstration
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© 2011 Ariba, Inc. All rights reserved.
Configurable Approval Rules
Approval Process – Lookup Table Rules
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Line item amounts are aggregated for Lookup Table Rules (different from previous behavior)
Example – – – – Approval rules state that office supplies > $50 requires approval by Purchasing Manager Requisition with five lines of ink cartridges (different colors), each $29.99.
Old way: no lines are > $50, so the rule doesn’t trigger New way: total for ink is $149.95, so Purchasing Manager must approve
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Configurable Approval Rules
Technical - Agenda
• • • •
Concepts Approval Process Other Rules
Filter Rules Edit Rules Chain Rules
Manage Approval Rules 26
© 2011 Ariba, Inc. All rights reserved.
Configurable Approval Rules
Filter Rules
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What are Filter Rules?
Remove approvers/watchers from the Approval Process Facilitate auto-approvals System-defined actions
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Configurable Approval Rules
Edit Rules What are Edit Rules?
Make the approval editable based on specified conditions Condition Builder System-defined actions
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Configurable Approval Rules
Approval Process – Chain Rules What are Chain Rules?
Chain rules are secondary rules used to help generate additional approvers for each node Used to add approvers up a management hierarchy
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Configurable Approval Rules
Approval Process – Chain Rules
When chaining a rule, a secondary tab for a Chain Rule appears Like the Base Rule, you can use the Condition Builder Note that you can only add Approvers and Groups. No Table Rules for Chain Rules
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Configurable Approval Rules
Approval Process – Other Rules
Demonstration
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© 2011 Ariba, Inc. All rights reserved.
Configurable Approval Rules
How do all these rules work together?
Step 1: For each node in the graph:
Condition True?
Yes Add Approvers/ Groups Is there a Chain Rule?
No Node Finished Add Additional Approvers/Groups Yes Yes Chain Condition True?
No
Step 2: Evaluate Filter Rules Edit Rules stand alone, as they determine the ability to edit post-submission (and the result of editing the approvable) rather than determining who can approve/watch
No
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© 2011 Ariba, Inc. All rights reserved.
Configurable Approval Rules
Technical - Agenda
• • • •
Concepts Approval Process Other Rules Manage Approval Rules
Version Control Testing Administrators
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© 2011 Ariba, Inc. All rights reserved.
Configurable Approval Rules
Managing Approval Rules (Version Control)
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Approval processes can be in one of three states:
Active – In use Checked In – Latest version of the approval rule, but not being used Draft – Either being created or edited
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© 2011 Ariba, Inc. All rights reserved.
Configurable Approval Rules
Managing Approval Rules (Version Control)
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Editing an Active or Checked-in Approval Process will create a new Draft
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Checking in a Draft will replace the previous version
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Note that any time you “edit,” you are creating a draft of the next version 36
© 2011 Ariba, Inc. All rights reserved.
Configurable Approval Rules
Managing Approval Rules (Version Control)
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History Tab will give a full list of all rule changes History tab will allow you to revert to an old approval process 37
© 2011 Ariba, Inc. All rights reserved.
Configurable Approval Rules
Impact on Customers
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Live customers will continue to use their current rules built by Ariba GSO
Customers can call GSO for help Customers can migrate on their own
Legacy Rules will be End of Life 18 months after 10s2 GA
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New customers will only be able to use the new Configurable Approval Rules feature
The legacy best-practices Javascript-based rules will no longer be supported
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Approval Rule Conversion Process UC
© 2011 Ariba, Inc. All rights reserved.
Agenda
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Introductions Roles and Responsibilities Conversion Process Assumptions Timeline Next Steps 40
© 2011 Ariba, Inc. All rights reserved.
• • • •
Introduction
A new Approval Rule Engine was introduced in 10s2, and all rules need to be converted to this new format. This includes Out of the Box rules and custom rules. The document is a tool to help manage expectations, clarify responsibilities and provide an objective basis for assessing conversion service effectiveness. A Kick Off document has been created to support Ariba’s offering to manage and convert customers’ current production Approval Rules to the new configurable Approval Rule Engine. The intended audience for this service is customers who have deployed Ariba On-Demand P2P (single instance or FPC), Invoice Pro, Services Procurement, and/or Procurement Content. This offering is at no cost to the customer. The only anticipated costs during this effort is if the customer requests on-site support – in these situations, the customer will be required to pay for travel expenses.
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© 2011 Ariba, Inc. All rights reserved.
Ariba Roles and Responsibilities
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Role
Conversion Lead Conversion Analyst Point of Contact Functional / Technical Participation
Responsibilities Point of contact for conversion initiative Provides recommendation to customer for conversion plan Responsible for internal Ariba project tasks Participates in the development of the Approval Rule Inventory Facilitates testing sessions and verification sessions in Test and Production Coordinates the wrap-up tasks Provides periodic status updates to customer's leadership Escalates issues to Customer and within Ariba Participates in the development of the Approval Rule Inventory Determines the compatibility of the Test environment Assists in the synching of the Test environment to match Production Converts the Approval Rules in the Test environment Participates in the review and verification of the Test environment Converts the Approval Rules in the Production environment Participates in the review and verification of the Production environment Assists in the wrap-up tasks Manages conversion (issue tracking, status updates, project plan, etc.) Manages Customer communication Coordinates activities of Customer resources Ensures participation of all required Customer resources Provides timely resolution of any escalated issues Reviews and verifies the conversion process stages Participates in assessment of the current Approval Rules Tests and verifies the revised new Approval Rules in the Test and the Production environments Participate in issue resolution as required.
© 2011 Ariba, Inc. All rights reserved.
As required, the Ariba team will engage with/request for additional Ariba resources as required during the project. This may include specific subject matter experts and technical support. Ariba estimates approximately eight hours per week of customer participation for the duration of the project. This will fluctuate between several personnel participation to part-time activity.
Conversion Project Phases and Tasks
Agreement on the Conversion Process
Agreement on the Conversion Process Review of Production Approval Rules Conversion/Verification Activities in Test Conversion/Verification Activities in Prod Project Management
Review of Production Approval Rules Conversion / Verification Activities in Test Conversion / Verification Activities in Prod Project Management
Obtain Agreement to start this project. Review and establish Project Plan and assign resources from Ariba and customer Review the current Approval Rules in Production and develop an Inventory of these rules. Based on this review, adjust the Project Plan.
Assess the Test environment and perform tasks to synch this environment with Production. Convert the current Approval Rules to the new structure. Customer verifies behavior and approves move to Production. Manage and resolve issues as they arise.
Convert the current Approval Rules to the new structure. Customer verifies behavior and approves. Conduct Wrap-Up activities. Project plan guiding Ariba and customer from beginning to end. Issue Resolution process defined and managed.
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© 2011 Ariba, Inc. All rights reserved.
Assumptions
• This process will not start until Ariba obtains agreement from the Customer on the project. At that point, an Ariba Conversion Lead and Conversion Analyst will be assigned.
• There will be several key drivers in this project # of approval rules in place in Production. Since this is a conversion effort of rules, the number will drive effort.
Current status of the Customer Test environment. Unless there is a compelling reason, the Customer’s test environment will be utilized to convert the approval rules prior to Production. There will be an effort to synchronize this with Production. This does not mean all Production data needs to be ported to Test, but the data and structures used in the approval rules needs to be in place.
Customer understanding of the current approval rules. A solid understanding of the current rules will be attained during the Review of Production Approval Rules phase, but Customer knowledge of “end result” and any specific scenarios would be beneficial.
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© 2011 Ariba, Inc. All rights reserved.
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Assumptions
A review of the Test environment will occur before the sync process in the Conversion/Verification Activities in Test phase Ariba will work with the customer to determine if there are any components (master data, approval rules, other configuration) in Test that are more up to date than in Production. This could be based on efforts to test new items before moving to Production. In these cases, Ariba and the customer will agree to what gets moved from Production to Test, as well as what will need to be moved to Production after this phase is completed. • • Proposed timeline for this effort is four to six weeks.
Ariba has in place a focused team to support this initiative.
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© 2011 Ariba, Inc. All rights reserved.
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Documentation and Training
Documentation
Ariba Contract Management Release Guide Ariba Procurement Release Guide Ariba Invoice Release Guide
Training Configurable Approval Rules Pre-record
Configurable Approval Rules https://knowledge.ariba.com/AC_web_page/1,5180,110809,00.html
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© 2011 Ariba, Inc. All rights reserved.
Questions
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“Safe Harbor” and Confidential Information Statement
This information reflects the status of Ariba solution planning as of January 2011. All such information is the Confidential Information of Ariba (per the contract between our companies), and must not be further disclosed, as stated in the confidentiality clause of that contract. This presentation contains only intended guidance and is not binding upon Ariba to any particular course of business, product strategy, and/or development. Its content is subject to change without notice. Ariba assumes no responsibility for errors or omissions in this document. Ariba shall have no liability for damages of any kind including without limitation direct, special, indirect, or consequential damages that may result from the use of these materials.
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© 2011 Ariba, Inc. All rights reserved.
Best-in-Class Approval Rules 10s2 Configurable Approval Rules and Conversion Program
• •
Leslie Martensen, Sr. Solutions Manager, Ariba Dan Gercak, Sr. Manager, On-Demand Downstream Deployment, Ariba
UC
© 2011 Ariba, Inc. All rights reserved.