EMC Documentum xcelerated Composition Platform

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1 EMC Documentum xcelerated Composition Platform Version 6.5 SP2 Grants Management Sample Application Technical Reference Guide P/N A01 EMC Corporation Corporate Headquarters: Hopkinton, MA

2 Copyright 2009 EMC Corporation. All rights reserved. Published September 2009 EMC believes the information in this publication is accurate as of its publication date. The information is subject to change without notice. THE INFORMATION IN THIS PUBLICATION IS PROVIDED AS IS. EMC CORPORATION MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND WITH RESPECT TO THE INFORMATION IN THIS PUBLICATION, AND SPECIFICALLY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Use, copying, and distribution of any EMC software described in this publication requires an applicable software license. For the most up-to-date listing of EMC product names, see EMC Corporation Trademarks on EMC.com. All other trademarks used herein are the property of their respective owners.

3 Table of Contents Preface Chapter 1 Installing the Sample Application Preparing for deployment Required products and versions Grant extended user privileges Apply the required hotfixes Deploy the DAR files Set the BAM server port and host Deploy the grants.war file Restart the system Configuring the Grants Management sample application Create inboxes Change listener poller frequency Create base folder Configuring process parameters Modifying HTTP Outbound activity URLs Using Corticon with the xcp Grants Management sample application (optional) Configuring the Invoke Corticon Rules activity Starting the Grants Management sample application Users and roles Chapter 2 Understanding the Grants Management Sample Application Grants Management sample application overview Grants Management sample application scenario Grants Management feature highlights Grant Application Portal web application Applicant Status Check High-fidelity grant application form Case folder Interfacing with Corticon business rules management system Ad hoc tasks available to Grants Managers Process Grant Request manual activity TaskSpace configurable actions Reviews and discussions collaboration with applicants Grant request dashboards and reports Performance dashboard Trends dashboard Funding dashboard Operational dashboard EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 3

4 Table of Contents Chapter 3 Grants Management Sample Application Roles and Functions Grant Applicant Status check Grants Manager Grants Reviewer Grants Administrator Chapter 4 Implementing the Business Logic Viewing activities in sub-process groups Create Grant Request Receive Application sub-process Receive Application via FTP Receive Application via Receive Application via HTTP Join Receive Web Service Application sub-process Receive Application via WebService Write Grant Application SDT To Package Create and Process Grant Request sub-process Generate Unique ID Create Grant Request Add Grant Application Make Grant Application non-editable Map application data Start Grant Status Monitoring Process Call Validation and Classification Process Validate and Classify Grant Request Set Process Variable with Date Request Received Is Corticon Server Available Invoke Corticon Rules Configuring the activity Rules enforced by Corticon Is Applicant Data Valid Set Grant Status to Rejected Send Rejected Message Validate the Grant Request Classify the Request Rule Rule Rule Set Status to Pending Info Create Discussion on Request Folder Send Notification to Applicant On Successful Submission Set Status to Rejected Set Status to Not Eligible Send Notification to Applicant On Rejection Move to specified folder Manage Grants Request Retrieve New Grant Request Set Process Variables for Grants Manager Task List Process Grant Request Set the status to Approved Signal Grants Monitoring Process on Approval sub-process Set the status to Denied Signal Grant Request Status Monitoring Process On Denial sub-process EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

5 Table of Contents Map Grants Manager Remarks Send Notification to Applicant Archive the Case Send Notification Send To Applicant Finalize Send Advanced Notification Send Notification Send Status Message to Applicant sub-process Set Received Grant Request Send Rejected for More Info Message Send Request Denied Message Send Not Eligible Message Send Request Approved Message Finalize Request Documents Correspondence with Applicant sub-process Send Request for Additional Documents Archive request from Manager Create folder to store correspondence Store Manager request details Set Request Id Wait for Additional Documents Supporting Documents Received? Attach Supporting Documents to Correspondence Join Start Review Process Initialize Process Variables Signal Grant Status Monitoring Process InReview Is Group Expand Group Copy User Invoke Vote on Grant Request More Reviewers More Total Reviewers Finalize Vote on Grant Request Create Reviewer Entry Map Request Attribute to Process Variable for TaskList Reviewer Votes Vote Yes/Vote No Finalize Check Grant Request Status Initialize Process Variable with Request ID activity Find Grant Request Status activity Respond with Grant Request Status Grant Request Status Monitoring Process Submitted Pending Info In Review Approved/Denied Archived Chapter 5 Implementing the Presentation Layer Users, Roles, and Permissions Users and roles EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 5

6 Table of Contents Role permissions Permissions Delivered Folder Structure Grant Application Portal Delivered Forms Builder form templates Grant Application Request Form Submit buttons Modifying the Grant Application Request form Grant Request Folder Form Grants Root Folder Contents Grant Submitted Application Folder Content Grant Review History Folder Content Grant Correspondence Folder Content Form Grant Manager Task List Grant Manager Task Form Grant Reviewer Task List Form Grant Reviewer Task Form Grant Initiate Vote on Grant Request Process Form Grant Initiate Correspondence Process Form Grant Initiate Request Supporting Documents Process Form Grant Request Search Form Grant WQ Task List Delivered TaskSpace components Main configuration Components node Dashboards node Processes Tabs Configurable actions Menus Roles grants_manager grants_reviewer grants_administrator Types Chapter 6 Monitoring the System Grants In Progress dashboard and reports Open Grants report Average Grant Duration (Hours) report Grant Duration (Hours) report Process Diagram Grants Trends dashboard and reports New Grant Applications Received report New Grant Applications by State report New Grant Applications by City report Average Grant Review report Approved Funding Total Last Month ($) report Grant Applications by Purpose report Worker Performance dashboard and reports Grants Manager Workload report Grant Applications by Purpose report Grants Reviewer Workload report Average Grant Management Duration report Average Review Duration report Funding dashboard and reports EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

7 Table of Contents Overall Funding Amount Average Average Funding Amount per Manager report EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 7

8 Table of Contents List of Figures Figure 1. Grants Management sample application flowchart Figure 2. Grant Application Portal Figure 3. Grant Application Request high-fidelity form (partial) Figure 4. Submit the form button Figure 5. Enter Grant ID dialog box Figure 6. Grants Manager task list Figure 7. Grant Request Information page Figure 8. Contents of message folder within the Correspondence folder Figure 9. Contents of Review History folder Figure 10. Grants Reviewer Inbox Figure 11. Grant Request Information page Grants Reviewer view Figure 12. Grants Administrator task list Figure 13. Grants Administrator Open Items tab Figure 14. Grants Administrator Work Queue Monitor Figure 15. Unassign, Reassign, or Suspend grant request Figure 16. Grant Application Portal Figure 17. High-fidelity Grant Application form in Forms Builder Figure 18. High-fidelity form in the Grant Application Portal Figure 19. Grant Request Folder Form in Forms Builder Figure 20. Grant Request Folder Form in TaskSpace Figure 21. Grants Root Folder Content in Forms Builder Figure 22. Grants Root Folder Content in TaskSpace Figure 23. Grant Submitted Application Folder Content in Forms Builder Figure 24. Grant Submitted Application Folder Content in TaskSpace Figure 25. Grant Review History Folder Content Form in Forms Builder Figure 26. Grant Review History Folder Content Form in TaskSpace Figure 27. Contents of Correspondence root folder Figure 28. Contents of the message folder Figure 29. Grant Manager Task List in Forms Builder Figure 30. Grant Manager Task List in TaskSpace Figure 31. Grant Manager Task Form in Forms Builder Figure 32. Grant Manager Task Form in TaskSpace Figure 33. Grant Reviewer Task List Form in Forms Builder Figure 34. Grant Reviewer Task List Form in TaskSpace Figure 35. Grant Reviewer Task Form in Forms Builder Figure 36. Grant Reviewer Task Form in TaskSpace Figure 37. Grant Initiate Vote on Grant Request Process Form in Forms Builder EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

9 Table of Contents Figure 38. Grant Initiate Vote on Grant Request Process Form in TaskSpace Figure 39. Grant Initiate Correspondence Process Form in Forms Builder Figure 40. Grant Initiate Correspondence Process Form in TaskSpace Figure 41. Grant Initiate Request Supporting Documents Process Form in Forms Builder Figure 42. Grant Initiate Request Supporting Documents Process Form in TaskSpace Figure 43. Grant Request Search Form in Forms Builder Figure 44. Grant Request Search Form in TaskSpace Figure 45. Grant WQ Task List in Forms Builder Figure 46. Grant WQ Task List in TaskSpace Figure 47. Configured options for the Grants_Administrator_Task_List tab Figure 48. Configured actions for the Grants_Administratorr_Task_List tab Figure 49. Grants In Progress Dashboard in TaskSpace Figure 50. Open Grants Report in PRS Figure 51. Grants Trends Dashboard in TaskSpace Figure 52. New Grant Applications by State report in PRS Figure 53. Worker Performance Dashboard in TaskSpace Figure 54. Average Review Duration report in PRS Figure 55. Funding Dashboard in TaskSpace Figure 56. Overall Funding Amount Average report in PRS EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 9

10 Table of Contents List of Tables Table 1. Change from localhost to host name of server Table 2. Changes to Validate and Classify Grant Request process template Table 3. Changes to Manage Grants Requests process template Table 4. Changes to Send Notification process template Table 5. Changes to Send Advanced Notification process template Table 6. Changes to Request Documents process template Table 7. Manage Grants Request process template Table 8. Start Review Process process template Table 9. Web Service configuration fields Table 10. Roles Table 11. Case folder relationships Table 12. Configurable actions Table 13. Process Data Table 14. Process Data Table 15. Web Service configuration fields Table 16. Input Message Mappings Table 17. Output Message Mappings Table 18. Rules Table 19. Form Adaptors used in Manage Grants Request Table 20. Process Data Table 21. Activities that generate reporting data Table 22. Process Data Table 23. Process Data Table 24. Process Data Table 25. Process Data Table 26. Process Data Table 27. Activities that generate reporting data Table 28. Process Data Table 29. Activities that generate reporting data Table 30. Process Data Table 31. Roles Table 32. Role permissions Table 33. Delivered ACLs Table 34. Delivered folders Table 35. Buttons and related components Table 36. Grants Managements sample application delivered components Table 37. Grants Managements delivered dashboards EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

11 Table of Contents Table 38. Grants Management sample application delivered tabs Table 39. Grants Management sample application configurable actions Table 40. Grants Management sample application delivered types Table 41. Open Grants report configuration Table 42. Average Grant Duration (Hours) report configuration Table 43. Grant Duration report configuration Table 44. New Grant Applications Received report configuration Table 45. New Grant Applications by State report configuration Table 46. New Grant Applications by City report configuration Table 47. Average Grant Review (Days) report configuration Table 48. Approved Funding Total Last Month ($) report configuration Table 49. Grant Applications by Purpose report configuration Table 50. Grants Manager Workload report configuration Table 51. Grant Applications by Purpose report configuration Table 52. Grants Reviewer Workload report configuration Table 53. Average Grant Management Duration report configuration Table 54. Average Review Duration report configuration Table 55. Overall Funding Amount Average report configuration Table 56. Average Funding Amount per Manager report configuration EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 11

12 Table of Contents 12 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

13 Preface The Grants Management Sample Application Guide is provided to illustrate the use of the xcelerated Composition Platform (xcp) to configure a case management application. Intended Audience This guide is intended to help EMC partners and customers use the EMC Documentum xcelerated Composition Platform and EMC products to build repeatable business solutions. People who want to evaluate the xcelerated Composition Platform and designers who want to modify it can use this guide to acquaint themselves with the platform and the Grants Management sample application. Note: The Grants Management sample application is provided to illustrate the use of the xcelerated Composition Platform to configure a case management application. However, the Grants Management sample application is not supported by EMC Technical Support, nor is it intended to be deployed as a production application. Related Documentation Additional information can be found in the following sources: EMC Documentum Administrator User Guide This manual provides the system administrator with information to install and use Documentum Administrator. EMC Documentum Business Activity Monitor Implementation Guide This guide provides business users insight into processes executing in the Documentum Process Engine. It provides the ability to generate alerts in real time and creates a dashboard view that shows process status and performance statistics. EMC Documentum Composer User Guide This guide describes how to use Documentum Composer to develop enterprise applications and deploy these applications on Documentum Content Server. EMC Documentum Content Server Administration Guide This guide contains information, instructions, and procedures for the normal system administration tasks of a Documentum installation. EMC Documentum Document Image Services Development Guide EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 13

14 Preface This guide provides information on the Image Viewer Framework provided in the Document Image Services product. EMC Documentum Forms Builder Development Guide This guide explains how to create and deploy custom adaptors in forms. EMC Documentum Process Builder User Guide This guide explains how to create business process templates and workflows. EMC Documentum TaskSpace Configuration Guide This guide explains how to configure the TaskSpace product and its components, including Forms Builder templates. Revision History The following changes have been made to this document. Revision Date September 2009 Description Initial publication 14 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

15 Installing the Sample Application Chapter 1 To install all of the products that comprise the xcelerated Composition Platform and the Grants Management sample application on a single Windows machine, see the EMC xcelerated Composition Platform Developer Edition Installation Guide. This chapter describes how to deploy and configure the Grants Management Sample Application on an existing Documentum system. It consists of these major sections: Preparing for deployment Deploying the GrantsManagement.dar Configuring the Grants Management sample application Starting the Grants Management sample application Preparing for deployment The GrantsManagement.dar file can be deployed on any supported configuration of the xcelerated Composition Platform. See the related Documentum 6.5 SP2 release notes for each product for supported hardware and software configurations. Required products and versions The Grants Management sample application requires that the following products be installed and configured on your system: Process Engine 6.5 SP2, which consists of the system components involved in running automated business processes and provides inbound capabilities Process Builder 6.5 SP2, which is a graphical design tool for formalizing and automating business processes Forms Builder 6.5 SP2, which is an interactive tool for creating and modifying forms and TaskSpace layouts Process Integrator 6.5 SP2, which provides inbound messaging capabilities enabling Documentum applications to exchange documents and information with people outside the organization EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 15

16 Installing the Sample Application TaskSpace 6.5 SP2, which provides a configurable user interface for task processing and document retrieval Business Activity Monitoring (BAM) 6.5 SP2, which provides the ability to show business process status and generate performance statistic Documentum Composer 6.5 SP2, which enables you to install the DAR (Documentum archive) files to your system. Grant extended user privileges Processes must be enabled for monitoring in Process Builder, which publishes reporting data to the BAM database by using the audit trail. The process designer enables monitoring in the Process Template Properties dialog box. To enable audit trail settings in Process Builder, the process designer must have CONFIG_AUDIT privileges. CONFIG_AUDIT is an extended user privilege and must be granted by another repository owner or superuser using Documentum TaskSpace. The Documentum TaskSpace Configuration Guide provide more details on extending user privileges. To extend the user s privileges: 1. Create an additional superuser in Documentum TaskSpace. 2. Select the Administration tab, and use the tree to navigate to User Management > Users. 3. In the User Name, field type the name of the user to which you are assigning the Config Audit privilege and click Search. 4. Select the user and select Properties. The User Properties dialog box appears. 5. In the Extended Privileges list box select Config, View and Purge Audit. 6. Click OK. Apply the required hotfixes Before installing the Grants Management sample application, you must install the latest hotfixes for the products that comprise xcp. To download the required hotfixes: 1. To download the hotfix Grants_Management_65_SP2_Hotfixes.zip file, go to: 2. Enter the text Grants Management (with quotation marks) to navigate to the product listing for EMC Documentum xcelerated Composition Platform Grants Management Sample Application. 3. Navigate to and download the Grants_Management_65_SP2_Hotfixes.zip. 16 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

17 Installing the Sample Application 4. Open the Grants_Management_65_SP2_Hotfixes.zip and extract the files. 5. Stop the BAM Server, if it is running. 6. Stop PRS, if it is running. 7. Update the SDT Filters using the following procedure: a. Extract UpdateSDTFilters.zip to the temporary directory. b. Edit the dfc.properties to specify the repository details. c. Edit UpdateSDTFilters.bat to provide repository details. For example: set docbase = <Type the repository name> set user = <Type the login name for the repository> set pass = <Type the password for the repository> d. Run UpdateSDTFilters.bat. 8. Replace the following JAR files in <bam-server.war>\web-inf\lib or <bam-server.ear>\app- INF\lib for WebLogic 9.2: bam-engine.jar common.jar daos-dfc.jar reports.jar server-services.jar 9. Deploy the GrantsManagement.dar file. The section Deploy the DAR files, page 17 provides more information on this topic. 10. Install the Grants Management sample application. The section Deploy the grants.war file, page 19 provides more information on this topic. 11. Start the application server that hosts the BAM application. Deploy the DAR files The GrantsManagement.dar installs and configures most of the components of the Grants Management sample application. Along with the GrantsManagement.dar, you must download the TCMReferenceProject.dar and place it in the same directory as the GrantsManagement.dar. If your system does not already have Documentum Collaboration Suite installed, you must download and install the Collaboration Services.dar. To install the DAR files: 1. Download the Grants_Management.zip file from Subscribenet by going to: 2. Enter the text Grants Management (with quotation marks) to navigate to the product listing for EMC Documentum xcelerated Composition Platform Grants Management Sample Application. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 17

18 Installing the Sample Application 3. Download the Grants_Management.zip file. You will find the GrantsManagement.dar, TCMReferenceProject.dar, and the grants.war file inside of the zip file. 4. Open the zip file and extract the GrantsManagement.dar and the TCMReferenceProject.dar files into a local directory. The TCMReferenceProject.dar is referenced by the GrantsManagement.dar during the deployment and will be accessed by the darinstaller.exe automatically. Note: You will deploy the grants.war file in a later installation procedure. 5. Run darinstaller.exe, which is located in the Composer root directory, to start the DAR Installer Plugin. 6. In the DAR Details section, browse to and select the GrantsManagement.dar file. 7. In the Connection Broker Details section, specify values for Connection Broker Host and Connection Broker Port and click Connect. 8. In the Repository Details section, specify the details for your repository. 9. Click Install to install the DAR file to the repository. 10. If you do not have Documentum Collaboration Suite already installed, download the Documentum 6.5 SP2 CollaborationServices.dar file from Subscribenet. a. Go to and enter Collaborative Services (with quotation marks). b. Follow steps 4 through 9 to install the Collaboration Services.dar. c. Enable collaboration in Documentum Administrator. The Documentum Collaborative Services 6.5 Deployment Guide provides details on enabling collaboration. d. Enable collaboration in TaskSpace by editing the following file: <location where taskspace war is deployed>\taskspace\app.xml <! Enable / Disable (true false), the Collaboration & Rooms functionality. > <collaboration-support> <enabled>true</enabled> </collaboration-support> You can view the log for the DAR installation by selecting the log file from the Log File drop down menu and clicking Open. Set the BAM server port and host After deploying the.dar file, set the BAM server port and host. To set the server port and host: 1. Navigate to: 2. Log in as the repository administrator and navigate to the Administration tab. 3. Select the Administration tab, and use the tree to navigate to Server Management > Business Activity Monitor > Data Transfer Settings. 18 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

19 Installing the Sample Application 4. In the Connection page, change the BAM host and port from the default values to the location where the BAM server is hosted. Deploy the grants.war file The grants.war file installs the Grant Application Portal, which is a lightweight web application that enables users to access the Grant Application form, complete the form, submit it online, and check the status of their grant request. To deploy the grants.war file: 1. Locate the grants.war file that you extracted from the Grants_Management.zip file. You should have extracted the grants.war file when you expanded the Grants_Management.zip file in the preceding procedure Deploy the DAR files, page Unpack the grants.war file. 3. Open the listener.properties file found in WEB-INF\classes\com\emc\documentum\tcm. 4. Specify the value of the property bps.listener.absolute.path to point to the absolute URL of the BPS Inbound HTTP listener. For example: bps.listener.absolute.path= port>/bps/http 5. Save the listener.properties file, and rename the folder grants.war. 6. Deploy the WAR file to an application server that can be used by the Grant Applicants. Restart the system After the preceding steps, you must restart the Documentum repository, the Java Method Server, and the BAM server. Configuring the Grants Management sample application The following sections describe additional configuration that must be performed before using the Grants Management sample application. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 19

20 Installing the Sample Application Create inboxes Configure the inboxes in your server for the following users: newapps, which receives the incoming applications updateapp, which receives the required documents from the applicant grantnotification, which sends automatic notification messages to the applicant gmapplicant, which can be used as the Applicant s contact address to demonstrate how the applicant receives notifications and other messages from the system and the from Grants Manager. For all accounts, create the passwords to be identical to the user inbox name. For example, the username and password combination for the incoming applications must be newapps/newapps and for the incoming required documents it must be updateapp/updateapp. The Process Builder process templates are pre-configured to use the localhost for these addresses. If you are not using a local server, you must change the host name of the server in all activity templates. If your host is not located on a machine where the Documentum Content Server is running, you must change the Host Name in the following activities from localhost to the host name of the server. Table 1. Change from localhost to host name of server Process template Activity Tab Create Grant Request Receive Application via Inbound Request Documents Wait for Additional Documents Inbound Request Documents Send Request For Additional Documents SMTP Activity Send Notification Send To Applicant SMTP Activity Send Advanced Notification Send Received Grant Request SMTP Activity Send Advanced Notification Send Rejected for more Info Message SMTP Activity Send Advanced Notification Send Request Denied Message SMTP Activity Send Advanced Notification Send Request Approved Message SMTP Activity Send Advanced Notification Send Not Eligible Message SMTP Activity Validate and Classify Grant Request Send Rejected Message (if Corticon is enabled) SMTP Activity Change listener poller frequency The listener poller frequency in the Receive Application via activity is set to 10,000 seconds by default. Edit the polling interval to a lower value, for example, 300 seconds. 20 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

21 Installing the Sample Application To edit the listener poller frequency: 1. Open Documentum Process Builder. 2. Select File > Open > Grants Management > Processes. 3. Navigate to and open the Create Grant Request process template. 4. Uninstall the process. 5. Open the Receive Application via activity and select the Inbound tab. 6. Change the value in the Listener Poller Frequency (in secs) to a lower value such as Save the activity. 8. Save, validate, and install the process template. Create base folder To use FTP to submit the grant request application, you must create the base FTP folder on the inbound application server machine. (This is the machine that runs Process Integrator.) This folder should be C:/applicantfolder/application This location is already configured in the Receive Application via FTP activity template in the Create Grant Request process template. If you need to change it to another path, you must also update the path in the Receive Application via FTP activity template. Configuring process parameters The process parameters can be edited using the Data tab of the Process Properties dialog box of Process Builder. Configure the Status Check URL The process templates Send Advanced Notification, Validate and Classify Grant Request, and Send Notification include a process parameter that must be configured to the location on your system where the grants.war file has been deployed. This process parameter creates the URL that the Grant Applicant uses to check the status of their grant request. Configuring the system addresses The Manage Grants Request and Validate and Classify Grant Request process templates include a process parameter that points to the sending address for automatic notifications. You must go into Process Builder, uninstall each process, and change the default address for the process parameter System Address. In addition, the Request Documents process uses a process parameter to set the address to which the applicant sends the required documents. To edit process parameters in TaskSpace: 1. Log on to TaskSpace and select the Administration tab. 2. Select Process Management > Process Templates. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 21

22 Installing the Sample Application The Process Templates page appears. 3. Select the name of the process template you must edit and click Manage Process Parameters. The Process Parameters page appears. 4. Edit the Value for the process parameter and click OK. The system displays the original value and the modified value in a confirmation page. 5. Click OK. Table 2. Changes to Validate and Classify Grant Request process template Process parameter name Pre-configured value Required change System Address Change to the address that you set up for grantnotification. CheckStatusURL grants This should point to host and port where the grants.war is deployed: For example, if you installed xcelerated Composition Platform on Myhost, this address would be GrantsProcessACL Grants Process ACL No change is required to continue using the configured ACL. false If the Corticon server has been configured, change this value to true. Table 3. Changes to Manage Grants Requests process template Process parameter name Pre-configured value Required change System Address IsCorticonServerAvailable Change to the address that you set up for grantnotification. Table 4. Changes to Send Notification process template Process parameter name Pre-configured value Required change GrantStatusCheckURL grants This should point to host and port where the grants.war is deployed: 22 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

23 Installing the Sample Application Process parameter name Pre-configured value Required change For example, if you installed xcelerated Composition Platform on Myhost, this address would be Table 5. Changes to Send Advanced Notification process template Process parameter name Pre-configured value Required change GrantStatusCheckURL grants This should point to host and port where the grants.war is deployed: For example, if you installed xcelerated Composition Platform on Myhost, this address would be Table 6. Changes to Request Documents process template Process parameter name Pre-configured value Required change Reply-To Replace localhost with the name of the server where the updateapp address has been configured. This is where additional supporting documents are mailed by the applicants. Modifying HTTP Outbound activity URLs If you have BPS Inbound (bps.war) installed on a separate application server, the following URLs must be modified from the default of localhost:9080. The value should be modified to point to <bps_host>:<port> where bps.war is deployed. Note: When you open the HTTP Outbound activities in the Manage Grants Request process, the HTTP tab is not visible. Expand the sub-processes that contain the HTTP Outbound activities and then save and close the Manage Grants Request process. When you re-open the process and then open the HTTP Outbound activities, the HTTP tab is visible. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 23

24 Installing the Sample Application Table 7. Manage Grants Request process template Activity Signal Grant Request Status Monitoring Process - Pending Info Signal Grant Request Status Monitoring Process - In Review Signal Grant Request Status Monitoring Process - Approved Signal Grant Request Status Monitoring Process - Pending Info 2 Signal Grant Request Status Monitoring Process - In Review 2 Signal Grant Request Status Monitoring Process - Denied URL to be changed Table 8. Start Review Process process template Activity Signal Grant Status Monitoring Process - InReview URL to be changed Using Corticon with the xcp Grants Management sample application (optional) EMC has added the capability of using Corticon Business Rules with the xcp Grants Management sample application. Corticon Business Rules is an optional third-party product, and support for it is provided by Corticon ( The installation must be done from the Corticon site, and instructions for downloading, installing, and using Corticon Business Rules can be found at ftp://la.corticon.com. The user name to access the FTP site is Cspublic and the password is cspublic93. Configuring the Invoke Corticon Rules activity The Grants Management sample application uses rules to assign priority and risk in the Validate and Classify Grant Request process. The Invoke Corticon Rules activity template must be configured to interact with the Corticon Rules server in order to have Corticon assign priority and risk. To invoke the Corticon web service: 1. In the Activity Inspector, click the Web Service Configuration tab. 24 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

25 Installing the Sample Application 2. In the URL Path to the WSDL File box, type the fully qualified URL to the WSDL file that contains the operation you want to run. The Corticon WSDL, Corticon_rules_for_EMC_Grant_Mgmt.wsdl, invokes the Corticon Decision Service and can be found on the Corticon ftp site. 3. Click Read WSDL File. Process Builder reads the specified WSDL file and populates the remaining fields on the screen. Table 9. Web Service configuration fields Field Name Value Port Type Corticon_rules_for_EMC_Grant_MgmtSoap Operation processrequest Input message CorticonRequestIn Output message CorticonResponseOut The Port Type list box is empty until you click Read WSDL File. 4. Click OK or Apply to save the configuration settings. Starting the Grants Management sample application After configuring the Grants Management sample application, you can use the following URLs to launch both the Grant Application Portal and the Grants Management sample application. To launch the Grant Application Portal and complete and send an application, enter this URL in a supported browser: To launch the Grants Management sample application, enter this URL in a supported browser: where taskspace.war is deployed>:<port>/taskspace/?appname=grantsmanagement Users and roles The following are pre-configured roles, usernames, and passwords that must be used in the Grants Management sample application: Table 10. Roles Role Grants Administrator Username/Password admin1 / admin1 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 25

26 Installing the Sample Application Role Grants Manager Username/Password mgr1 / mgr1 mgr2 / mgr2 Grants Reviewer mgr3 / mgr3 reviewer1 / reviewer1 reviewer2 / reviewer2 reviewer3 / reviewer3 reviewer4 / reviewer4 reviewer5 / reviewer5 26 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

27 Chapter 2 Understanding the Grants Management Sample Application This section discusses: Grants Management sample application overview Grants Management sample application scenario Grants Management feature highlights Grants Management sample application overview Case Management is a pattern of work that requires a group of people to systematically collaborate on information consisting of both content and data in a semi-structured way to make decisions that are in compliance with regulations and can be audited. Case Management occurs in many contexts: government, law, healthcare, insurance, and other domains as well. The case is a set of related documents, tasks, and discussions that is accessed and managed by a set of business processes. In the course of these processes, caseworkers update documents, add documents, and enter structured data. The people involved in the case use the information contained in the case to make decisions about its disposition. A case maintains its identity even after the transaction has run its course. This ensures that the case can always be audited and that future cases can be linked to prior cases. The Grants Management sample application illustrates the use of the xcelerated Composition Platform to process monetary grant requests. It focuses on the overall internal review and approval process, with emphasis on tracking and reporting case status. The Grants Management sample application is governed by a single business process that describes the case review and approval workflow and also controls the case status and case milestones. The main process interacts with auxiliary business processes that manage inbound and outbound communications, implement and assess case rules, manipulate case data and structure, and manage ad hoc collaborations and tasks. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 27

28 Understanding the Grants Management Sample Application Grants Management sample application scenario The Grants Management sample application is designed to process grant requests, as shown in the following flowchart. Figure 1. Grants Management sample application flowchart The following is a high-level scenario for the Grants Management sample application: 1. A Grant Applicant fills out the Grant Application Request form and submits it online or through Grants Management application system receives the submission and does the following: Assigns the grant request a unique identification number. Sends an to the Grant Applicant advising that the Grant Application Request form was received. After the Grant Applicant receives an notifying the applicant that the Grant Application Request form was received, the applicant can check its status using the link in the message. Calculates a due date for the request to be approved or denied. Adds the Grant Application Request to the queue of grant requests waiting to be processed. Performs automated request validation and classification based on preconfigured rules that exist within the process or originate in a business rules management product. 28 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

29 Understanding the Grants Management Sample Application This includes automatic rejection of the request if it does not meet certain criteria and automatic classification of low, medium, or high priority in the system. 3. A Grants Manager can do the following: View and work on assigned Grant Application Requests. Pull and acquire the next highest priority Grant Application Request from the queue of grant requests waiting to be processed. Start a discussion for the case to be shared among all reviewers. Assign and send Grant Application Requests to Grants Reviewers to obtain their expert feedback and reviews. Verify that all the necessary information is collected from the Grant Applicant. If information is missing, request more information from the Grants Applicant using . Collect all of the comments and votes from the Grants Reviewers and formally decide to approve or deny the grant request. Monitor active requests using the Grants In Progress dashboard. 4. A Grants Reviewer is an expert in a specific area or field and can do the following: Review grant requests as assigned by the Grants Managers. Participate in discussions with other Grants Reviewers and the Grants Manager. Provide comments and feedback to the Grants Managers regarding the grant request. Vote to approve or deny the grant request. 5. When a Grants Manager approves or denies the grant request, the Grant Management sample application system does the following: Sends an notification to the Grant Applicant to advise of the approval or denial. Archives the grant request. 6. A Grants Administrator can do the following: View all grant requests that are rejected, pending, in review, approved, and denied. Assign or reassign grant requests to Grants Managers. View the Worker Performance, Funding, and Grant Trends dashboards. Grants Management feature highlights The Grants Management Sample Application is a model to build and deploy new case-centered business applications quickly by using virtually no custom code. Most of the components and functionality used to create the application are standard within the xcelerated Composition Platform and can be configured easily and quickly to create case management applications. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 29

30 Understanding the Grants Management Sample Application Grant Application Portal web application The Grant Application Portal is a simple web application that enables the applicant to submit the application and retrieve its status as it progresses through the approval process. It demonstrates the ability of the application to consume HTTP/SOAP service requests from any external website or application. The Grant Application Portal, page 85 provides more information on this topic. Applicant Status Check After the applicant submits the grant application, the system sends a confirmation with the new grant ID. The applicant uses this ID to track the progress of the application. The section Status check, page 37, provides more information on how the applicant can retrieve the status of the request. High-fidelity grant application form The grant application is a high-fidelity form template that incorporates functionality from OpenOffice.org. The Grants Applicant uses this form to submit the application online or offline. The grant request application is where much of the process data originates. The section Grant Application Request Form, page 86 provides more information on the high-fidelity application form. Case folder The case folder is based on the custom folder type grant_request that is defined in TaskSpace. The grant_request folder contains a list of attributes that are based on the fields associated with the grant application and these attributes are used throughout the lifecycle of the grant request. Within the Grant Request parent folder reside the following custom sub-folders: grant_submitted_app_folder, which contains the original grant application grant_review_history_folder, which contains information that pertains to the review process grant_correspondence_folder, which contains correspondence between the Grants Manager and the Grant Applicant In TaskSpace, the components Grants Root Folder Contents, Grants Review History Folder Contents, Grant Correspondence Folder, and Grant Submitted Application Folder are based on the folder types. For each folder type, there is a Forms Builder form that displays the contents of each folder. 30 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

31 Understanding the Grants Management Sample Application Table 11. Case folder relationships Type TaskSpace Component Form grant_request Grants Root Folder Grants Root Folder Contents, page 90 grant_review_history_ folder Grants Review History Folder Grant Review History Folder Content, page 94 grant_submitted_app_ folder grant_correspondence_ folder Grants Submitted Application Folder Grant Correspondence Folder Grant Submitted Application Folder Content, page 92 Grant Correspondence Folder Content Form, page 96 Interfacing with Corticon business rules management system The Validate and Classify Grant Request process uses rules to assign priority and risk to grants applications. Priority and risk are determined in the transition condition of the activities or they can be assigned using a business rules management system such as the Corticon Business Rules Server. When you configure and use the Corticon Server, the Validate and Classify Grant Request process uses the Invoke Corticon Rules activity to issue a web service call to the Corticon rules engine. The web service returns the resulting values and maps them to process variables. Invoke Corticon Rules, page 57 provides more details on using the Corticon Rules Server in the sample application. Note: The Corticon Business Rules software is not included in the xcp Grants Management Sample Application. Using Corticon with the xcp Grants Management sample application (optional), page 24 provides information on contacting Corticon for a trial version of the Corticon software. Ad hoc tasks available to Grants Managers Most of the tasks that the Grants Manager performs rely on their ability to gather, organize, and analyze information from various sources. The application has collected these tasks into TaskSpace task form where the manager can perform many of these activities by clicking a button. Process Grant Request manual activity The Process Grant Request, page 65 manual activity is the central to all of the duties of the Grants Manager. All actions that the manager takes to process the request are initiated through the Grant Manager Task Form, page 99 that is associated with this activity. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 31

32 Understanding the Grants Management Sample Application TaskSpace configurable actions TaskSpace allows application designers to create actions tailored for a specific application (configurable actions). A configurable action can be assigned as an action button to a specific tab (search, task list, folder, or open items folder), as a button on a form template, or as an item in a context menu which is displayed for a specific object type. Most of the buttons located on the Grants Manager s task form are linked to a configurable action. The section Configurable actions, page 117 provides more information on the delivered actions available in the application. Table 12. Configurable actions Name TaskSpace action label Form grant_discussion Show discussion The Show Discussion button appears on the Grant Request Folder Form. grant_send_ notification_ initiate_process grant_send_ request_for_ additional_ documents_ initiate_process grant_start_ reviewer_process Send correspondence Request documents Start reviewer process The Notify Applicant button appears on the Grant Manager Task Form The Request Documents button appears on the Grant Manager Task Form The Send To Reviewers button appears on the Grant Manager Task Form Target object Button enables user to view or add comments to the grant request. The discussion thread is viewable to the Grants Manager, Grants Reviewers, and Grants Administrator. Selected object is sent as an attachment. This action starts the Send Notification process. Selected object is sent as an attachment. This action starts the Request Documents process. Selected object is sent as an attachment. This action starts the Start Review Process process. Reviews and discussions Ad hoc reviews are initiated by the Grant Manager. The manager selects individual reviewers or groups of reviewers from a list, enters instructions, and sends the grant request out for review. The Grants Manager and the Grants Reviewers can collaborate on the review process by creating discussion topics that facilitate the collaboration between the reviewers and the Grants Manager. 32 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

33 Understanding the Grants Management Sample Application The section Grants Reviewer, page 41 provides more information on the grant review process and the different tasks of the reviewers. collaboration with applicants The Grants Management Sample Application uses ad hoc and automatic messages to enable communication between the Grants Manager and Grants Applicant. collaboration includes: Automatic notifications informing the applicant that the grant request application has been received, including a link that they can use to check the status of the grant request. The template uses placeholder values in the subject and the body of the that are replaced at runtime with values that are specific to the individual request, such as the grant ID number and the link to check the status of the request. Automatic notifications to the applicant based on the status of the grant request. The system notifies the applicant that the application has been received, when the application is rejected, and when the application is approved or denied. Ad hoc messages that can be used by Grants Managers to communicate with the applicant on any subject. This templates uses placeholder values in the subject and the body of the that is replaced at runtime with values that are specific to the individual request, such as the grant ID number. Ad hoc messages that request more supporting documentation from the applicant. The system waits for an response and notifies the Grants Manager if a response is not received in 24 hours. When the requested documents are received, the system places them in the grant request folder. All outgoing messages initiated using the Request Documents button are contained in the Correspondence folder along with responses and attachments received from the applicant. Grant request dashboards and reports Process Reporting Services is a tool that enables the design and configuration of reports and dashboards. This tool is a core component of the xcelerated Composition Platform. The Documentum Business Activity Monitor Implementation Guide provides instructions on creating and editing BAM reports and dashboards. Performance dashboard The Grants Administrator uses the Worker Performance dashboard and reports, page 144 to view reports that calculate the number of grants being reviewed and managed by Grants Reviewers and Grants Managers. The report also calculates the average time it takes for reviewers and managers to complete their work. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 33

34 Understanding the Grants Management Sample Application Trends dashboard The Grants Administrator uses the Grants Trends dashboard and reports, page 132 to view reports that illustrate general trends as they relate to the number of applications received, total funding approved, and purposes of grant requests. Funding dashboard The Funding dashboard and reports, page 154 provide Grants Administrators a gauge report that shows the average overall funding amount and another report that shows the average funding amount approved per manager. Operational dashboard The Grants In Progress dashboard and reports, page 125 provide detailed information about individual grants, including a list of grant applications that are currently being processed and dial gauge reports that calculate the time to process grants. Grants Managers can see only grants they are managing. 34 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

35 Grants Management Sample Application Roles and Functions Chapter 3 There are four user types for the Grants Management sample application: Grant Applicant Grants Manager Grants Reviewer Grants Administrator The Grants Management sample application is pre-configured with roles for three of the user types. The Grant Applicant, usually a person who does not belong to the organization, is the only user type that is not configured as a role in the sample application. Grant Applicant The Grant Applicant accesses the Grant Application Portal, a lightweight web application, to access the Grant Application Request form, complete the form, and submit it online. Grant Applicants can also use the Grant Application Portal to check the status of their grant request. This portal is installed automatically as part of the xcelerated Composition Platform or it can be deployed separately using the grants.war file that is available on Subscribenet. Figure 2. Grant Application Portal EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 35

36 Grants Management Sample Application Roles and Functions The Grant Applicant uses the Grant Application Request form to request grant funding. The Grant Application Request form is an example of the xcelerated Composition Platform s high-fidelity form technology. Figure 3. Grant Application Request high-fidelity form (partial) The Grant Application Request form is a high-fidelity form that comes with the sample application. Required fields are red in color. Note: The Funding Amount field restricts applicants to entering values less than $2,147,483,647. The system replaces dollar values that exceed that limit with the number Individual applicants may only apply for grants of $500,000 or less. If the individual applies for more than the limit, the applicant receives an notification stating that the application is ineligible due to the excessive funding request. Organizations, however, are able to request up to the $2 billion limit. The Grant Applicant can submit the form online or through . After preparing the Grant Application Request form, the Grant Applicant clicks the Submit the form button above the Grant Application Request form to submit the form online using HTTP. The system sends the form to a URL that has been configured and is monitored by Process Integrator, the message integration component of xcelerated Composition Platform. Figure 4. Submit the form button Alternatively, the Grant Applicant can save the Grant Application Request form to a local machine to fill it out and submit it later using or HTTP. The Grant Applicant must have OpenOffice.org Writer, the word processor component of the OpenOffice.org software package, installed locally to open the form, fill it out, or modify it. When the Grant Applicant completes the form, the applicant 36 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

37 Grants Management Sample Application Roles and Functions clicks one of the embedded buttons on the offline form to submit the Grant Application Request using or HTTP: Submit by This opens a new dialog (depending on the client configured on the user s system) with the completed form inserted as an attachment. Before sending the , the Grant Applicant must change the To address to where _server_hostname is the same address as the one configured in the Receive Application Via activity in the Create Grant Request process. Submit Online: This submits the form using HTTP. Before submitting the form online, the Grants Applicant must change the HTTP submission URL to where host is the hostname where Process Integrator is installed and port is where the application server is listening. Note: These buttons use custom macros. You may need to adjust your macro security settings in OpenOffice.org before you can use the Submit by and Submit Online buttons. Status check The Grant Applicant can also check the processing status of the grant. After submitting the application, the applicant receives an indicating the Grant ID. The Grant Application Portal uses this ID to check the status of the grant request. To check the status, the applicant clicks the Check Status button and enters the grant ID in the Enter Grant ID dialog box. The system returns the grant ID along with the date of the grant s submission and the current status of the request. Figure 5. Enter Grant ID dialog box EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 37

38 Grants Management Sample Application Roles and Functions Grants Manager The Grants Manager has the main role in the Grants Management sample application. The information and functions available to the Grants Manager depends on the application configuration for that specific role. Every role in the application accesses different information and functions that are configured for that role. When the Grants Manager logs into the Grants Management sample application, which is a Documentum TaskSpace application, the Grants Managers sees the following tabs: My Grants: Provides access to a task list of grant requests to work. My Folder: Provides access to working documents. Grants In Progress: Provides detailed information about individual grant applications that have been submitted. Open Items: Provides access to the Grants Manager s working area. On the My Grants tab, the Grants Manager can work on the grant requests that are in the task list and click the Get Next Task to obtain the next request with the highest priority from the queue of grant requests waiting to be processed. Figure 6. Grants Manager task list The Grants Manager right-clicks the Grant ID and selects View to open the grant request in the Open Items tab. The Grant Request Information page enables the Grants Manager to perform all the functions involved in managing the grant request. The Grant Request Information page displays data from the grant application in three tabs: Request Information, Applicant Information, and Assessments. This page also displays the Submitted 38 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

39 Grants Management Sample Application Roles and Functions Application folder, Review History folder, and the Correspondence folder. The grant request can be closed on the Open Items tab and reopened at any time from the My Grants task list. Figure 7. Grant Request Information page The following options are available when the Grants Manager opens a grant request: Review the grant request and verify that all the necessary information is collected from the Grant Applicant. If information or documents are missing, the Grants Manager can click Request Documents to send an to the Grant Applicant to request the information or documents. These messages and any related attachments are contained in the Correspondence folder. Note: When the Grants Manager requests additional information, the Grant Applicant must submit the information as an attachment. The information cannot be embedded in the body of the . EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 39

40 Grants Management Sample Application Roles and Functions Figure 8. Contents of message folder within the Correspondence folder Select an Applicant Rating and a Risk factor on the Assessments tab, and then enter information about the risk details. The initial risk rating is assigned automatically by the system during the grant request creation process. When done, click Save. Click Show Discussion to view or add comments about the grant request. The discussion thread is viewable to the Grants Manager, Grants Reviewers, and Grants Administrator. Click Send to Reviewers to select Grants Reviewers, create review instructions, and send the grant request out for review. Collect all the comments and votes from the Grants Reviewers and formally decide to approve or deny the grant request. Note: The Approve button is disabled until the required documents are received and the following checkboxes are selected: Application Form Identification Documents Liability Checklist 40 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

41 Grants Management Sample Application Roles and Functions Double-click the Review History folder to view the status of the reviews along with comments and recommendations from the reviewers. Figure 9. Contents of Review History folder Add information in the Grant Request Remarks box. The remarks go with the grant request when it is archived. The remarks also appear in the final sent to the Grant Applicant when the grant request is approved or denied. The Grants Manager also has access to the Grants In Progress dashboard, which provides detailed information about individual grant applications that have been submitted. Grants Managers are not able to see grants that they are not managing. Grants In Progress dashboard and reports, page 125 provides detailed information about the Grants In Progress dashboard and the set of reports that provide detailed information about individual grants. Grants Reviewer A Grants Reviewer is an expert in a specific area or field. A Grants Reviewer can see the following tabs after logging into the Grants Management sample application: My Grants: Provides access to a task list of grants requests assigned to them by Grants Managers. My Folder: Provides access to working documents. Open Items: Provides access to the reviewer s working area. From their task list, the Grants Reviewers select grant requests assigned to them by Grants Managers. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 41

42 Grants Management Sample Application Roles and Functions Figure 10. Grants Reviewer Inbox When a Grants Reviewer selects a grant request to review, the system displays information about the grant request, including the following: Instructions from the Grants Manager. Assessments made by the Grants Manager. Discussions, if any, from the Grants Managers, other Grants Reviewers, and the Grants Administrator. The Grants Reviewer cannot change any information about the grant request. Grants Reviewers can perform the following functions: Provide comments and feedback to the Grants Managers regarding the grant request by selecting a Remarks Type and then entering comments. The Reviewer Remarks will be archived with the grant request, but they will not be seen by the Grant Applicant. Remarks are required from the Grants Reviewer. Click Show Discussion to view or add comments about the grant request. Grants Managers, Grants Reviewers, and Grants Administrators can all view the discussion threads. View threads with their attachments that are contained in the Correspondence folder. The Grants Reviewer can also participate in discussions on items in the Correspondence folder, if discussions are enabled. Vote to approve or deny the grant request. View other Grants Reviewer votes and remarks. 42 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

43 Grants Management Sample Application Roles and Functions Figure 11. Grant Request Information page Grants Reviewer view Grants Administrator The Grants Administrator manages the grant request queue and balances the workload by assigning and reassigning tasks to Grants Managers. The Grants Administrator can search for and look at all grant requests in the Grants Management sample application, including grant requests that are rejected, pending information, in review, approved, and denied. The following tabs are available when the Grants Administrator logs into the Grants Management sample application: Search: A list of grant requests that displays information about the request, including its status Tasks: The Grants Administrator s default inbox. Queue Management: A work queue monitor that enables the Grants Administrator to manage and monitor the open and active grant requests in the queue. Administration: Includes the following administrative tools for the Grants Administrator to manage the Grants Management sample application: EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 43

44 Grants Management Sample Application Roles and Functions Work Queue Management Workflow Calendars Server Management Process Management Worker Performance: A dashboard that analyzes the workload of Grants Reviewers and Grants Managers. Grants Trends: A dashboard with reports that illustrate general trends. Funding: A dashboard with reports that track funding average funding requests and funding levels for each Grants Manager. Open Items: The working area for the Grants Administrator. On the Search tab, the Grants Administrator can search for and retrieve a list of grant requests from within the system. The Grants Administrator can view a list of grant requests that displays information about the request, including its status. They can also view or add comments about the grant request by clicking the icon in the Discussions column. Figure 12. Grants Administrator task list The Grants Administrator right-clicks the grant ID and selects Open to open a grant request on the Open Items tab. 44 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

45 Grants Management Sample Application Roles and Functions Figure 13. Grants Administrator Open Items tab The Grants Administrator can perform the following functions after opening a grant request: Review the grant request. Select an Applicant Rating and Risk factor on the Assessments tab, and then enter information about the risk details. When done, click Save. Click Show Discussion to view or add comments about the grant request. The discussion thread is viewable to the Grants Manager, Grants Reviewers, and Grants Administrator. Review the history of the grant request by double-clicking the Review History folder. From the Queue Management tab, Grants Administrators can manage the grant request queue (grants_wq in our Grants Management sample application) and balance the workload by assigning or reassigning grant review tasks to Grants Managers. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 45

46 Grants Management Sample Application Roles and Functions Figure 14. Grants Administrator Work Queue Monitor The Grants Administrator can click My Categories to configure which categories appear in the drop-down box of the monitor screen. Only categories managed by the Grants Administrator are available for selection. The Grants Administrator can click View Members to view the members assigned to a queue and click View Workload to unassign, reassign, or suspend grant requests. Figure 15. Unassign, Reassign, or Suspend grant request The Grants Administrator also has access to several dashboards: Grants Trends, Worker Performance, and Funding dashboards. The Grants Trends dashboard and reports, page 132 contain reports that illustrate general trends about grant requests. The Worker Performance dashboard and reports, page 144 show information on the performance and productivity of Grants Reviewers and Grants 46 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

47 Grants Management Sample Application Roles and Functions Managers. The Funding dashboard and reports, page 154 show information on general funding requests and the funding amounts approved by each Grants Manager. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 47

48 Grants Management Sample Application Roles and Functions 48 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

49 Implementing the Business Logic Chapter 4 Process templates define the business processes executed by the Process Engine component of the xcelerated Composition Platform. To view and modify process templates, log in to Process Builder with your username and password. The Documentum Process Builder User Guide provides details on how to create and modify process templates. Viewing activities in sub-process groups To simplify the layout of the process, the related activities have been grouped into a sub-process that collectively represents a step in the process or share the same process data. In Process Builder, sub-processes can be expanded to view the individual activities or collapsed to create a more simplified overview of a process. To expand the sub-process and view the activities contained within it, click the plus sign. To collapse the sub-process, click the minus sign. Activity templates contained in the sub-process can publish reporting data when they have been selected for reporting. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 49

50 Implementing the Business Logic Create Grant Request The Create Grant Request process template enables the Grants Management sample application to receive the high-fidelity Grants Application Request form through FTP, HTTP, SMTP, or a web service. It then creates the folder structure for the new grant request, assigns it a unique grant ID, extracts data from the form, and associates it to the grant request. Finally, the process calls the Validate and Classify Grant Request process. Table 13. Process Data Type Name Purpose Package GrantsApplication- Package This package contains the data from the high-fidelity form that is submitted using the web service. The application is submitted using XML rather than ODT as with the other applications submittals. This package is of type XML Instance and is based on the Grants Application Request Form. The Documentum Process Builder User Guide provides instructions on how to create an SDT from an XML schema. 50 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

51 Implementing the Business Logic Type Name Purpose Package GrantRequestPackage This package is based on the type grant_request. This is the package that carries the grant request application data throughout the lifecycle of the grant request. Process variable generateduniqueid This is the number the system generates and uses to identify the grant request. Process variable (SDT) GrantsApplication The system uses this SDT to hold the form data from the submitted grant application. Target Namespace URI When an inbound web service activity is included in the process, you must enter the target namespace URI for the WSDL location on the Advanced tab of the Process Properties page. The value for the Target Namespace URI is Receive Application sub-process This group of activities receives the applications that are submitted using FTP, , or HTTP protocols. Receive Application via FTP This FTP Inbound Initiate activity receives the.odt file that contains the application from the local file system and finds it in C:\applicantfolder\application, which is the base FTP folder on the inbound application server machine. (This is the machine that is running Process Integrator.) The Receive Application via FTP activity takes the application data from the GrantsApplicationForm and maps it to the GrantsApplicationPackage enabling it to persist throughout the lifecycle of the grant request. Receive Application via This Inbound Initiate activity retrieves the grant application from the Inbox and maps the data from the attachment to the GrantsApplicationPackage enabling the data to persist throughout the lifecycle of the grant request. Receive Application via HTTP This HTTP Inbound Initiate activity retrieves the application as an attachment. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 51

52 Implementing the Business Logic The Receive Application via HTTP activity maps the data from the form data from the attachment to the GrantsApplicationPackage enabling the data to persist throughout the lifecycle of the grant request. The mapping for content type is set to.odt since this activity only receives that content format. Join This Join activity is triggered whenever one of the three of the activities that receive an.odt version of the grant application is received. Receive Web Service Application sub-process This group of activities receive applications that have been submitted using a web service and map the process data to the GrantsApplicationPackage package. Receive Application via WebService This Web Service Inbound activity receives the XML version of the grant request through a web service. This activity uses the Process First option, where you define the port and operation and the system creates a WSDL from the process definition. The system creates one WSDL for a process, with a section for each Web Service Inbound activity contained within it. The system gets the port type and operation name from the WSDL. Note: Before adding a Web Service Inbound activity to a process, configure the target namespace URI on the Advanced tab of the Process Properties dialog box. The system cannot validate or save the process without the target namespace. Write Grant Application SDT To Package This Process Data Mapping activity maps the application data from the GrantsApplication SDT to the GrantsApplicationForm, which is part of the GrantsApplicationPackage package. The GrantsApplicationPackage is the package that is used by the system throughout the rest of the grant request lifecycle. Create and Process Grant Request sub-process This group of activities creates a unique ID for the grant request, creates the folder structure, stores the application in the correct folder, applies an ACL, maps application data, and enables the system to start reporting before calling the next process. 52 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

53 Implementing the Business Logic Generate Unique ID The Generate Unique ID activity template is a BOF activity template that creates a unique ID for each request that is submitted through the Create Grant Request process template. The activity is triggered whenever one of the two flows receives a grant application. It executes the CreateUniqueId method from the BOF module, which generates the grant ID based on the current time in milliseconds. The grant ID is used throughout the lifecycle of the grant request. You can configure the BOF activity template to invoke any custom module that generates a unique ID for the grant request or employ a web service to generate the number. This can be done using the Dynamic Web Services activity template. When using either activity template to create the ID, ensure that the generated identifier is mapped to the process variable generateduniqueid in the data mapper. The Documentum Process Builder User Guide provides more details on using the BOF Module activity template. Note: Due to a size limitation in the grant_request_id field, the generated ID should not exceed 16 characters or the process will fail. Implementation source of the BOF module package com.documentum.bps.outbound.bof.bofmodule; /* ** Confidential Property of Documentum, Inc. ** (c) Copyright Documentum, Inc ** All Rights reserved. ** May not be used without prior written agreement ** signed by a Documentum corporate officer. */ import com.documentum.fc.client.idfmodule; public class UniqueIDGenerator implemements UniqueIDGeneratorI, IDfModule public String createuniqueid() { long time = System.currentTimeMillis(); String uniqueid = Long.toString(time); return uniqueid; } } Interface package com.documentum.bps.outbound.bof.bofmodule; /* ** Confidential Property of Documentum, Inc. ** (c) Copyright Documentum, Inc ** All Rights reserved. ** May not be used without prior written agreement ** signed by a Documentum corporate officer. public interface UniqueIDGeneratorI { public String createuniqueid(); } EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 53

54 Implementing the Business Logic Create Grant Request The New Case from Template activity creates a folder structure for the new grant request based upon the template found in the specified location: /Grants Management/Config/Grant Request Template. It also propagates the ACL assigned to the folder to all child objects. In the Create Grant Request activity, the unique ID generated in the Generate Unique ID activity template is mapped from the generateduniqueid variable to the grant_request_id and the object_name attributes of the Grant Request Template. Additionally, the data from the application is mapped to the /Grant Requests/New folder in the repository and the Grants Request ACL is assigned to the folder structure and propagated to all the child objects contained in the grant request. Then, all data is mapped to the GrantRequestPackage where it can be used throughout the lifecycle of the grant request. Add Grant Application This Link to Folder activity executes the BPM Link To Folder method and moves the GrantsApplicationPackage to the Submitted Application folder that is located based on the folder path: GrantRequestPackage.r_folder_path[FIRST]. Make Grant Application non-editable This Process Data Mapping activity applies the Grants ReadOnly ACL to the GrantsApplicationPackage. The Grants ReadOnly ACL ensures that the grant application is read-only to the Grants Managers and the Grants Reviewers. Only Grants Administrators have permission to edit the application and then save the edited version. Note: Changes made to the application after it has been submitted will not be reflected in the process data. Any editing of the application by the Grants Administrator will cause the process data and the grant application to become out of sync. Map application data This Process Data Mapping activity maps the r_creation_date from the GrantsApplicationPackage package to the grant_received_date of the GrantRequestPackage. It also maps all data from the GrantsApplicationForm that is contained within the GrantsApplicationPackage and maps it to the attributes of the GrantRequestPackage package. Start Grant Status Monitoring Process This Invoke Process activity starts the Grant Request Status Monitoring Process. It also maps the object ID of GrantsRequestPackage package to the object ID of the GrantsRequest package and the 54 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

55 Implementing the Business Logic grant_request_id to the GrantRequestNumber process variable. This maps the data from the parent process to the child process. The workflow ID of the process also is added to the gt_monitoring_instance_id of the GrantRequestPackage package. Call Validation and Classification Process This Invoke Process activity starts the Validate and Classify Grant Request process. Validate and Classify Grant Request The Validate and Classify Grant Request process template begins by setting the date that the grant request is received. The next activity is a transition that takes one path if the Corticon Business Rules server is configured for handling decision logic, and another path that implements rudimentary rule logic contained in process activities. In both paths, the system checks that the required fields have meaningful data and rejects requests that are invalid or ineligible. For valid requests, the process then classifies the status of the request. If the Corticon business rules server is configured, the process receives values for the grant s priority, rating, and risk assessments based on the Corticon business rules. Otherwise, the system performs a simple assessment based solely on the funding amount. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 55

56 Implementing the Business Logic The process also enables discussions on the request folder, sends a notification to the applicant informing them that the grant request was received, and moves the request to the In Review folder. Table 14. Process Data Type Name Purpose Package Process variable GrantRequestPackage FolderToMoveThe- Case This package is based on the type grant_request. This is the package that carries the grant request application data throughout the lifecycle of the grant request. This variable represents the path to the folder for the grant request. Process variable DateReceived A string value that holds the date the application is received by the system. Process variable CorticonRemarks A string value that holds remarks received from the Corticon server. Process parameter System Address The value is the address that you set up for grantnotification. Process parameter CheckStatusURL This should point to host and port where the grants.war is deployed: Process parameter GrantsProcessACL This ACL is not used in this process at this time. Process parameter IsCorticonServerAvailable This Boolean value indicates the existence of a Corticon business rules server. Configuring process parameters, page 21 provides more information on changing the value of this process parameter from the TaskSpace Administration tab. Set Process Variable with Date Request Received This Process Data Mapping activity maps the start_date attribute from the workflow to the DateReceived process variable. Is Corticon Server Available This Decision Split activity contains a transition that evaluates the Boolean process parameter IsCorticonServerAvailable. If the condition is true, the system selects the Invoke Corticon Rules activity and takes that path through the process. If the condition is false and there is no Corticon server configured, then the system selects the Validate the Grant Request activity and progresses through that path. 56 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

57 Implementing the Business Logic Invoke Corticon Rules This Dynamic Web Service activity uses a web service operation that calls pre-configured Corticon rules. It extracts application information from the GrantRequestPackage and sends it Corticon_rules_for_EMC_Grant_Mgmt service. The Corticon Decision Service returns a status of Rejected for missing EIN/SSN information or when the funding amount is zero or a negative number. When an application is received from an individual rather than an organization and the amount is greater than $500,000, the system sets the status to Not Eligible. The Corticon Rule server bases its decisions on the following attributes: EIN/SSN: Required for all valid applications State: Certain states are favored for certain types of grants Funding Amount: Higher dollar amounts mean higher risk Applicant Type: Funding amount is restricted to $500,000 for individuals Funding Purpose: Agriculture and Science and Technology are favored purposes in the rules It returns values for the following attributes: Eligibility Priority Risk level Applicant Rating Risk Details These values are mapped to process data and appear on the Assessments tab of Grant Request Information page. Configuring the activity The Invoke Corticon Rules activity template must be configured to interact with the Corticon Rules server. To invoke the Corticon web service: 1. In the Activity Inspector, click the Web Service Configuration tab. 2. In the URL Path to the WSDL File box, type the fully qualified URL to the WSDL file that contains the operation you want to run. The Corticon WSDL, Corticon_rules_for_EMC_Grant_Mgmt.wsdl, invokes the Corticon Decision Service and can be found on the Corticon ftp site. 3. Click Read WSDL File. Process Builder reads the specified WSDL file and populates the remaining fields on the screen. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 57

58 Implementing the Business Logic Table 15. Web Service configuration fields Field Name Port Type Operation Input message Output message Value Corticon_rules_for_EMC_Grant_MgmtSoap processrequest CorticonRequestIn CorticonResponseOut The Port Type list box is empty until you click Read WSDL File. 4. Click Next to view the Input Message Mappings in the data mapper. Table 16. Input Message Mappings Source Attribute Function Destination Attribute Packages/GrantRequest- Package/applicant_ein_ssn Packages/GrantRequest- Package/applicant_state Packages/GrantRequest- Package/applicant_type Packages/GrantRequest- Package/funding_amount Packages/GrantRequest- Package/funding_purpose Corticon_rules_for_EMC_ Grant_Mgmt Copy Copy Copy Copy Copy Copy CorticonRequest/WorkDocuments/ GrantApplication/ein CorticonRequest/WorkDocuments/ GrantApplication/state CorticonRequest/WorkDocuments/ GrantApplication/applicantType CorticonRequest/WorkDocuments/ GrantApplication/amount CorticonRequest/WorkDocuments/ GrantApplication/purpose 5. Click Next to view the Output Message Mappings in the data mapper. Table 17. Output Message Mappings Source Attribute Function Destination Attribute CorticonResponse/ WorkDocuments/ GrantApplication/ priority CorticonResponse/ WorkDocuments/ GrantApplication/risk CorticonResponse/ WorkDocuments/ GrantApplication/ rating Copy Copy Copy Packages/GrantRequestPackage/grant_priority Packages/GrantRequestPackage/grant_risk Packages/GrantRequestPackage/applicant_rating 58 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

59 Implementing the Business Logic Source Attribute Function Destination Attribute CorticonResponse/ WorkDocuments/ GrantApplication/ status CorticonResponse/ Messages/Message[0]/ text Copy Copy 6. Click OK or Apply to save the configuration settings. Packages/GrantRequestPackage/grant_status Packages/GrantRequestPackage/risk_details Rules enforced by Corticon The Corticon rule set uses data that characterizes grant applications (amount, purpose, applicant type, state, and EIN/Taxpayer ID) in evaluating the status, priority, rating, and risk of the applicant and application. The set of rules includes general rules that apply to the application based on criteria such as amount or applicant type. For example, Rule 5 states that applications for amounts less than $50,000 are considered low priority with a basic rating, and medium risk. There are also exception rules that override the general rules. For example, Rule 3 overrides Rule 5 for individuals applying for Science and Technology grants in states that are considered to be leaders in the high-tech industry. These applications receive enhanced overall grant application status with medium priority, a gold rating, and low risk. Table 18. Rules Rule Amount Applicant Type Other Criteria Decision Result 1 Less than $1 Any N/A Rejected 2 Greater than $500,000 Individual N/A Not Eligible 3 $1 to $50,000 Individual Purpose = Science and Technology 4 $50,001 to $250,000 Individual State = CA, MA, TX, NY or NC Purpose = Science and Technology State = CA, MA, TX, NY or NC Priority = Medium Rating = Gold Risk = Low Priority = High Rating = Gold Risk = Medium 5 $1 to $50,000 Any N/A Priority = Low Rating = Basic Risk = Medium EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 59

60 Implementing the Business Logic Rule Amount Applicant Type Other Criteria Decision Result 6 $50,001 to $250,000 Individual N/A Priority = Medium Rating = Basic 7 $250,001 to $500,000 8 $50,001 to $250,000 9 $50,001 to $250, Greater than $250,000 Risk = High Individual N/A Priority = High Organization Purpose = Agriculture State = CA, NE, AR, OK, or KS Rating = Gold Risk = High Priority = High Rating = Platinum Risk = Low Organization N/A Priority = Medium Rating = Basic Risk = Medium Organization N/A Priority = High Rating = Basic Risk = High 11 Greater than $250,000 Organization Purpose = Science and Technology State = CA, MA, TX, NY, or NC Priority = Medium Rating = Gold Risk = High Note: Rule 3 overrides Rule 5; Rule 4 overrides Rule 6; Rule 8 overrides Rule 9; and Rule 11 overrides Rule 10. Is Applicant Data Valid This Decision Split activity includes a transition that routes Rejected grant requests to the Set Grant Status To Rejected activity. All other grant request applications move forward to the Set Status to Pending Info activity. Set Grant Status to Rejected This Process Data Mapping activity sets the status of the grant application to rejected and sets the FolderToMoveTheCase variable to the path /Grant Requests/Rejected. 60 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

61 Implementing the Business Logic Send Rejected Message This SMTP Activity sends an automatic notification to the Grant Applicant specifying the reason that the grant application was rejected. Validate the Grant Request This Decision Split activity contains a transition condition that evaluates the information in the GrantRequestPackage for the following conditions: If the application is missing information in the EIN/SSN field, the system selects Set Status to Rejected as the next activity. If the application is from an individual applicant and the amount is over $500,000, the system selects Set Status To Not Eligible as the next activity. All other grant requests move forward to the Classify the Request activity. Classify the Request This Decision Split activity includes a transition that routes the grant request based on the specified funding amount. If the request is less than $50,000 it moves forward to the Rule1 activity. If the amount is greater than or equal to $50,000 and less than $250,000, then it moves forward to the Rule2 activity. If the request is greater than $250,000, then it moves forward to the Rule3 activity. Rule1 This Process Data Mapping activity uses a copy function to add the value Low to the grant_priority and the grant_risk attributes. Rule2 This Process Data Mapping activity uses a copy function to add the value Medium to the grant_priority and the grant_risk attributes. Rule3 This Process Data Mapping activity uses a copy function to add the value High to the grant_priority and the grant_risk attributes. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 61

62 Implementing the Business Logic Set Status to Pending Info This Process Data Mapping activity sets the grant_status attribute of the GrantRequestPackage package to Submitted and the FolderToMoveTheCase process variable to the following path /Grant Requests/In Review. Create Discussion on Request Folder This Add Discussion to Package activity is a Documentum Collaborative Suite activity that creates a discussion for the GrantRequestPackage, and adds a title and comment for the discussion. It executes the BPMCreateCSCollaborationDiscussionTopic method. Note: If your system does not already have Documentum Collaboration Suite installed, you must download and install the Collaboration Services.dar and enable Collaboration. Send Notification to Applicant On Successful Submission This Invoke Process activity starts the Send Advanced Notification process, which notifies the applicant that the request was submitted successfully. It maps the object ID from the GrantRequestPackage package to the object ID of the GrantRequest. It also uses the value that you entered in the System Address process parameter and uses it to populate the Sender Address process variable. Set Status to Rejected When the application is missing information in the EIN/SSN field, the system sends the application to the Set Status to Rejected activity. This Process Data Mapping activity sets the grant_status attribute of the GrantRequestPackage package to Rejected and the FolderToMoveTheCase process variable to the following path: /Grant Requests/Rejected. Set Status to Not Eligible When the application is from an individual applicant and the amount is over $500,000, the system sends the application to the Set Status To Not Eligible activity. This Process Data Mapping activity sets the grant_status attribute of the GrantRequestPackage to Ineligible and the FolderToMoveTheCase process variable to the following path: /Grant Requests/Rejected. 62 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

63 Implementing the Business Logic Send Notification to Applicant On Rejection This Invoke Process activity starts the Send Advanced Notification process, which notifies the applicant that the request was rejected. It maps the object ID from the GrantRequestPackage package to the object ID of the GrantRequest. It also uses the value that you entered in the System Address process parameter and uses it to populate the Sender Address process variable. Move to specified folder This Link To Folder activity moves the GrantRequestPackage package to the folder path specified by the variable <dmp:param>foldertomovethecase</dmp:param>. The activity uses the FolderToMoveTheCase attribute set in the Set Status to Pending Info and the Set Status to Rejected activities to define a destination folder. Applications that have been submitted successfully and those that are rejected are processed by this activity and are sent to the corresponding folder based on their status. Manage Grants Request The Manage Grants Request process template retrieves the new grant request and maps request package data to process variables to display the process data in the Grant Manager Task List. This process enables the Grants Manager to perform the duties involved in managing the grant requests. The following forms open and use adaptors to invoke a new process when the Grants Manager clicks a button from the grant request: EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 63

64 Implementing the Business Logic Table 19. Form Adaptors used in Manage Grants Request Button Form Opened Invoked Process Send to Reviewer Notify Applicant Request Documents Grant Initiate Vote on Grant Request Process Form (UserGroupInCaseReviewerSelector adaptor) Grant Initiate Correspondence Process (FormSendNotificationDataSourceAdaptor adaptor) Grant Initiate Request Supporting Documents Process Form (FormSendNotificationDataSourceAdaptor adaptor) Start Review Process Send Notification Request Documents When the Grants Manager approves or denies the request, it sets the appropriate status, notifies the applicant of the decision, and archives the request. Table 20. Process Data Type Name Purpose Package GrantRequest This package is based on the type grant_request. This is the package that carries the grant request application data throughout the lifecycle of the grant request. Process variable (SDT) Process variable (SDT) MgrReviewList GrantRequestForTasklist This structured data type holds the attributes for checklist the Grants Manager must complete. These attributes include true/false values for tax statement, identification document, liability, and string value for comments. Holds the grant request attributes that appear in the TaskList. These include the attributes for grant ID, applicant name, funding purpose, funding amount, received date, due date, priority, and status. Process parameter System Address The value is the address that you set up for grantnotification. Table 21. Activities that generate reporting data Activity Name Report Name Standard Data Monitored Process Grant Request Average Grant Management Duration Duration (hours) Performer Name Business Data Monitored 64 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

65 Implementing the Business Logic Activity Name Report Name Standard Data Monitored Process Grant Request Send Notification to Applicant Grant Manager Workload Activity Instance ID Performer Name Business Data Monitored Grants Applications by Purpose Activity Instance ID grant request: funding_ purpose The applicant receives the Grants Manager s formal remarks in the body of the notification. Retrieve New Grant Request This DQL Inbound activity retrieves the submitted grant request and gives it the status of Pending Info. Set Process Variables for Grants Manager Task List This Process Data Mapping activity maps the data from the incoming GrantRequest package to the attributes of the GrantRequestForTaskList structured data type. These attributes appear in the grant request tasklist for the Grants Manager. Since data from packages does not appear in the TaskList, the package data must be mapped to a process variable. Process Grant Request This manual activity is the central to all of the duties of the Grants Manager. All functions that a Grants Manager performs are initiated through the Grant Manager Task Form, page 99 that is associated with this activity. The performer of this activity is the work queue: grants_wq. This work queue receives all of the incoming grant requests. The Grants Manager role belongs to this work queue, enabling managers to pull tasks (grant requests) from the queue and begin processing them. There is a timer that expires after 240 hours from the creation of the work item and sends a notification to the supervisor of the work queue. The Process Grant Request activity has performer-based transition, which means the Grants Manager decides to approve or deny the application which determines the route the process flow takes. If the application is approved, the system sets the grant request status to approved and signals the monitoring process. If the application is denied, it takes a reject flow, the system sets grant request status to denied, and signals the monitoring process. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 65

66 Implementing the Business Logic Set the status to Approved This Process Data Mapping activity sets the grant_status attribute to Approved. Signal Grants Monitoring Process on Approval sub-process This group of activities is comprised of three HTTP Outbound activities that send status information to the Grant Request Status Monitoring process. The HTTP Outbound activity template sends an HTTP request to a specified URL and can receive a response back from the server. The Grant Request Status Monitoring process is invoked by the Create Grant Request process and is used to monitor the progression of the request. As different processes in the Grants Management sample application work on the request, they notify this process of the most current state of the request. The system displays this information in the Grants In Progress dashboard for the Grants Manager. The process tracks the following statuses: pending info, in review, approved, and denied. Signal Grant Request Status Monitoring Process - Pending Info Signal Grant Request Status Monitoring Process - In Review Signal Grant Request Status Monitoring Process - Approved Set the status to Denied This Process Data Mapping activity sets the grant_status attribute to Denied. Signal Grant Request Status Monitoring Process On Denial sub-process This group of HTTP Outbound activities perform the same general function as those in the Signal Grants Monitoring Process on Approval group. The Grants Request Status Monitoring process expects to receive information from the denied flow in the same order that it receives status monitoring information for the approved flow. If the Grants Manager denies the application without sending it for review, the system forces the status of the request through the states pending and in review until the final status of denied. Signal Grant Request Status Monitoring Process - Pending Info2 Signal Grant Request Status Monitoring Process - In Review2 Signal Grant Request Status Monitoring Process - Denied 66 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

67 Implementing the Business Logic Map Grants Manager Remarks This Process Data Mapping activity maps the comments the Grants Manager makes in the TaskList (which are captured in the MgrReviewList SDT) and maps the information to the formal_remarks attribute of the package. This ensures that the comments are saved to the repository, are available to send back to the applicant with the final disposition of the grant application. This activity has a trigger associated with it and executes automatically when either the reject flow or the forward flow reaches it. Send Notification to Applicant This Invoke Process activity calls the Send Advanced Notification process to send a notification of the grant approval or denial to the applicant. It also maps the object ID of the GrantRequest package to the object ID of the GrantRequest SDT and maps the System Address process parameter to the Sender Address process variable. Archive the Case This Link to Folder activity moves the grant application to another folder. It executes the BPM Link To Folder method and moves the GrantRequest package to the Grant Requests/Archived folder. Send Notification The Send Notification process template enables the Grants Manager to send ad hoc messages to the Grant Applicant. This process is invoked by other processes as a utility. Table 22. Process Data Type Name Purpose Package GrantRequest This package is based on the type grant_request. This is the package that carries the grant request application data throughout the lifecycle of the grant request. Process variable Sender Address The address of the initiator of the message. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 67

68 Implementing the Business Logic Type Name Purpose Process variable Receipient Address The address of the intended recipient of the message. Process variable Subject The subject of the . The adaptor associated with the form populates this field with the grant ID. Process variable Body The text of the message. Process parameter GrantStatusCheckURL The value is the host and port where the grants.war file is deployed. Send To Applicant This SMTP activity is used by Grants Managers to an ad hoc to the applicant. This activity uses placeholder values in the subject and the body of the that is replaced at runtime with values that are specific to the individual request, such as the grant ID number. These values come from the GrantRequest package data. Finalize This is an automatic activity that uses the dm_noop_auto_method_java method. It is the final activity of the process and joins the flows together. 68 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

69 Implementing the Business Logic Send Advanced Notification The Send Advanced Notification process sends automatic notifications to the applicant based on the grant request. This process notifies the applicant that the application has been received, when the application is rejected, and when the application is approved or denied. Table 23. Process Data Type Name Purpose Package GrantRequest This package is based on the type grant_request. This is the package that carries the grant request application data throughout the lifecycle of the grant request. Process variable Sender Address The address of the initiator of the message. Process parameter GrantStatusCheck- URL The value is the host and port where the grants.war file is deployed. Send Notification This Split activity routes the workitem to different activities based on the grant request status. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 69

70 Implementing the Business Logic Send Status Message to Applicant sub-process The activities in this group send an message to the applicant based on the current state of the application. Set Received Grant Request This SMTP activity generates an to inform the applicant that the application has been received and includes a link that the applicant can use to check the status of the grant request. This activity uses placeholder values in the subject and the body of the that is replaced at runtime with values that are specific to the individual request, such as the grant ID and the link to check the status of the request. These values come from the GrantRequest package data. Send Rejected for More Info Message This SMTP activity generates an to inform the applicant that the application has been rejected because of incomplete information. This activity uses placeholder values in the subject and the body of the that is replaced at runtime with values that are specific to the individual request, such as the grant ID and the applicant name. These values come from the GrantRequest package data. Send Request Denied Message This SMTP activity generates an to inform the applicant that the application has been denied. This activity uses placeholder values in the subject and the body of the that is replaced at runtime with values that are specific to the individual request, such as the grant ID and the applicant name. It also includes placeholder values for the remarks that are gathered during the review process. These values come from the GrantRequest package data. Send Not Eligible Message This SMTP activity generates an to inform the applicant that the funding amount exceeds the funding limit of $500,000 for an individual applicant. Individual applicants who request more than $500,000 are not eligible for funding. Send Request Approved Message This SMTP activity generates an to inform the applicant that the application has been approved. This activity uses placeholder values in the subject and the body of the that is replaced at runtime with values that are specific to the individual request, such as the grant ID number and the 70 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

71 Implementing the Business Logic applicant name. It also includes placeholder values for the remarks that are gathered during the review process. These values come from the GrantRequest package data. Finalize This is an automatic activity that uses the dm_noop_auto_method_java method. It is the final activity of the process and joins the flows together. Request Documents The Grants Manager uses the Request Documents process template to send an to the applicant requesting more documents. The process waits for an response, and notifies the Grants Manager if a response is not received in 24 hours. When the requested documents are received, they are placed in the grant request folder. Table 24. Process Data Type Name Purpose Package GrantRequest This package is based on the type grant_request. This is the package that carries the grant request application data throughout the lifecycle of the grant request. Process variable Process variable (SDT) GrantRequestCorrelation ReceiveData This is the attribute that enables the server to match the message to the grant request. This SDT holds the attributes for to and from address, the body, the subject, grant ID, and whether or not a response was received. Process parameter Reply-To The value is the reply to address for notifications that the grants manager sends to the applicant. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 71

72 Implementing the Business Logic Correspondence with Applicant sub-process This group of activities manages the correspondence between the Grants Manager and the applicant. Send Request for Additional Documents This SMTP activity maps process data to the message. It also maps the message identifier to the GrantRequestCorrelation process variable. This mapping is used to achieve correlation in the Wait for Additional Documents activity. Archive request from Manager This Process Data Mapping activity maps the body of the grant_ _request process variable to the content of the attachment, the subject to the subject of the attachment, and the creation date of the request to the object_name. Create folder to store correspondence This New Case from Template activity is based on the Correspondence template. It maps the date that the correspondence was sent or received to the folder name and the grant ID to the path to the Correspondence folder. Store Manager request details This Link to Folder activity executes the BPM Link To Folder method and moves the correspondence to folder that is located based on the folder path: /Grant Requests/In Review/<dmp:param>ReceiveData.GrantRequestId</dmp:param>/Correspondence] Set Request Id This Process Data Mapping activity maps the incoming grant_request_id from the package to the GrantRequestId of the ReceiveData SDT. It also sets the ReceivedResponse to true. Wait for Additional Documents This activity polls the server for an message corresponding to the current workflow instance. The system matches the value of the references header with the value of the GrantRequestCorrelation process variable. 72 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

73 Implementing the Business Logic This activity has a timer that waits 24 hours for the corresponding (matching) message to arrive. If the matching message is not received within the time frame the system sends a notification to the Grants Manager and completes the task. If the message is received, it maps the attachments to the process data attachments. Supporting Documents Received? This is a Split activity that routes to the next activity is the supporting documents have been received. Attach Supporting Documents to Correspondence This Link to Folder activity places the supporting documents into the Correspondence folder for the specific grant request and creates subfolders with the workflow.start_date as the folder name. Join This is an automatic activity that uses the dm_noop_auto_method_java method. It is the final activity of the process and joins the flows together. Start Review Process When the Grants Manager clicks the Send for Review button, the Start Review Process template initializes the process variables and retrieves the list of reviewers for the grant request using the UserGroupInCaseReviewerSelector adaptor from the form. The system expands the list of reviewers into individual users and invokes the Grant Initiate Vote on Request process for each user. The system checks the list of reviewers and determines if the reviewer is a group or an individual user. If the reviewer is actually a group, the system expands the group into a list of individual users and starts the Vote On Grant Request process for each user. If the reviewer is not a group, the system starts the Vote on Grant Request process for that single user. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 73

74 Implementing the Business Logic Algorithm illustrating the Start Review Process logic totalcount = count(reviewers) //Reviewers may include both user names and group names. //totalcount represents count of all such names. countindex = 0 do { isgroup = is Reviewers[countIndex] a group? (DQL Query) if (isgroup) //if the name at Reviewers[countIndex] is a group { expand group for reveiwer Reviewers[countIndex] into multiple users and assign them to AllReviewers at the beginning of the list TotalExpandedCount = count (AllReviewers) ExpandedCountIndex = 0 } else //if the name at Reviewers[countIndex] is an individual user { AllReviewers[0] = Reviewers[countIndex] TotalExpandedCount = 1 ExpandedCountIndex = 0 } do { Invoke "Vote On Grant Request" process for AllReviewers[ExpandedCountIndex] ExpandedCountIndex = ExpandedCountIndex + 1 } while (ExpandedCountIndex < TotalExpandedCount) countindex = countindex + 1 } while (countindex < totalcount) Table 25. Process Data Type Name Purpose Package GrantRequest This package is based on the type grant_request. This is the package that carries the grant request application data throughout the lifecycle of the grant request. Process variable Total Count Holds the number of users and groups that the Grants Manager selects for the review. Process variable CountIndex Tracks the number of individuals reviewers and groups selected by the Grants Manager. Process variable ReviewFolder Holds complete path to the Review History folder. Process variable (SDT) Process variable (SDT) Reviewers All Reviewers Holds the name attribute of the grant reviewer. Holds the attributes for all of the reviewers including information about if the reviewer belongs to a group, what the total count of the group is, the index of that group, and the review instructions from the grants manager. 74 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

75 Implementing the Business Logic Type Name Purpose Process variable IsGroup Holds the number of reviewers in a group. Process variable TotalExpandedCount Holds the total number of reviewers in a particular group. Process variable ExpandedCountIndex Used to track the number of names in the group that has been expanded into a list of individual users. Process variable ReviewInstructions Holds the review instructions from the grants manager. Note: The system uses TotalCount and CountIndex when it loops through the list of users and groups that the Grants Manager selects are reviewers. It uses TotalExpandedCount and ExpandedCountIndex when it loops through the expanded list of user from a group. Initialize Process Variables This Process Data Mapping activity maps the grant request information from the GrantRequest package to the Review History folder and counts the number of reviewers that the Grants Manager has selected. Signal Grant Status Monitoring Process InReview This HTTP Outbound activity notifies the system that the status of the grant application is In Review. Is Group This activity runs a DQL query to evaluate if the selected reviewer is a group or an individual user and stores that information in the process variable IsGroup. Expand Group If the reviewer is a group, this DQL Read activity gets the individual usernames from the group and adds those names to the list of grant reviewer names. Copy User This Process Data Mapping activity finds individual user names (that are not part of a group) adds this username to the list of reviewers. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 75

76 Implementing the Business Logic Invoke Vote on Grant Request This Invoke Process activity starts the Vote on Grant Request process. More Reviewers This Process Data Mapping activity checks for more users in the list of reviewers that is comprised of a single user name or the expanded list of user names from a group. More Total Reviewers This activity refers back to the original list of reviewers that was selected by the Grants Manager and checks to see if there are more individual users or groups. Finalize This is an automatic activity that uses the dm_noop_auto_method_java method. It is the final activity of the process and joins the flows together. Vote on Grant Request The Vote on Grant Request process template creates the review data object and links it to the Review History folder after the Grants Reviewer votes. It then maps the request package data to process variables to display in Task List. After the reviewer votes, the remarks are captured and added to the Review History folder. The Grants SDT ACL enables the reviewers to have write permission on the SDT GrantReviewDetails.. After the reviewer votes, the remarks are captured and added to the Review History folder. 76 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

77 Implementing the Business Logic Table 26. Process Data Type Name Purpose Package GrantRequest This package is based on the type grant_request. This is the package that carries the grant request application data throughout the lifecycle of the grant request. Process variable Performer The name of the reviewer. Process variable Review Folder The name of the review folder. Process variable Review EntryId This is the object ID of the review object. Process variable (SDT) Process variable (SDT) GrantRequestForTaskList GrantReviewDetails Holds the grant request attributes that appear in the TaskList. These include the attributes for grant ID, applicant name, funding purpose, funding amount, received date, due date, priority, and status. Holds the attributes that are used during the review process. These include attributes for: grant ID, grant owner, reviewer name, remarks, and reviewer decision. Table 27. Activities that generate reporting data Activity Name Report Name Standard Data Monitored Reviewer Votes Reviewer Votes Average Review Durations Grants Reviewer Workload Duration (hours) Performer Name Activity Performer Name Business Data Monitored N/A N/A Create Reviewer Entry This DQL Write activity creates a row in the grant_review_entry signifying that the grant request has been sent for review. Map Request Attribute to Process Variable for TaskList This Process Data Mapping activity maps the attributes from the GrantRequest package to the GrantRequestForTaskList SDT. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 77

78 Implementing the Business Logic Reviewer Votes This is a manual activity that uses the Grant Reviewer Task Form to capture reviewer comments. The performer of the task is based on process data. When creating the activity, the performer of the review is selected based on the value of the Performer process variable. Vote Yes/Vote No This DQL Write activity updates the ReviewEntryID process variable and the SDT attributes, remarks_category and reviewer_category with the reviewer s decision. Finalize This is an automatic activity that uses the dm_noop_auto_method_java method. It is the final activity of the process and joins the flows together. Check Grant Request Status When the Grant Applicant uses the Grant Application Portal to check the status of the request, the Check Grant Request Status process template retrieves the grant status. It then takes the grant ID from the incoming request, finds the current status, and sends a response back to the Grant Applicant. Table 28. Process Data Type Name Purpose Process variable RequestId Used for the correlation set Grant Status Correlation (RequestId) Process variable GrantStatus Used to hold the status of the grant request. Process variable GrantCreationDate Used to hold the date the grant request was created. Process variable IsValid Currently unused. 78 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

79 Implementing the Business Logic Initialize Process Variable with Request ID activity This is an HTTP Inbound Initiate activity that maps the requestid from the incoming message s URL Parameter to the RequestId process variable. The system also sets the CorrelationID in the response to the correlation identifier from the work item. Find Grant Request Status activity This is a DQL Read activity that finds the grant request based on the RequestID, retrieves the status, and creation date and maps them to the process variables GrantStatus and GrantCreationDate. Respond with Grant Request Status This is an HTTP Inbound Step activity that maps the GrantStatus and GrantCreationDate variables to the response header. The system uses the CorrelationID value set in the first activity of this process as the Correlation Property in the response to ensure message matching. Note: The Correlation Set mapping in this activity is not required nor is it used in this activity. Grant Request Status Monitoring Process The Grant Request Status Monitoring process template is invoked by the Create Grant Request process and is used to monitor the progression of the request. As different processes in the Grants Management sample application work on the request, they notify this process of the most current state of the request. This process enables the reports to show the progress of each open grant application. Since there are many individual processes that contain only partial information about the progress of the application, it was necessary to create on process that reported on the entire lifecycle of the grant request. Table 29. Activities that generate reporting data Activity Name Approved Report Name Standard Data Monitored Business Data Monitored Approved Funding Total Last Month grant_request: funding_amount EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 79

80 Implementing the Business Logic Activity Name Report Name Standard Data Monitored Business Data Monitored Average Grant Review (Days) Duration Process Grant Applications by Purpose Number of Grants grant_request: formal_remarks funding_purpose Submitted New Grant Applications By State grant_request: Activity Instance ID applicant_state New Applications Received Count of Started Instances Start Date and Time Submitted New Grant Applications By City grant_request: Activity Instance ID applicant_city Average Grant Duration (Hours) Duration (hours) Process Grant Duration (Hours) Duration (hours) Open Grants Duration (hh:mm:ss) grant_request: Process.PE Process Instance ID Start Date and Time Applicant Amount Requested Description Funding Purpose Grant ID The system displays this information in the Grants In Progress dashboard for the Grants Manager. The process tracks the following statuses: pending info, in review, approved, and denied. Table 30. Process Data Type Name Purpose Package GrantRequest This package is based on the type grant_request. This is the package that carries the grant request application data throughout the lifecycle of the grant request. Process variable GrantRequestNumber Holds the grant ID for the grant. 80 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

81 Implementing the Business Logic Submitted Submitted a start activity that is triggered by an invoke process activity belonging to the Create Grant Request process. This is an automatic activity that uses the dm_noop_auto_method_java method. Pending Info This is an HTTP Inbound activity that maps the RequestId from the incoming request to the GrantRequestNumber process variable to achieve message correlation. In Review This is an HTTP Inbound activity that maps the RequestId from the incoming request to the GrantRequestNumber process variable to achieve message correlation. Approved/Denied This is an HTTP Inbound activity that maps the RequestId from the incoming request to the GrantRequestNumber process variable to achieve message correlation. Archived This is an HTTP Inbound activity that maps the RequestId from the incoming request to the GrantRequestNumber process variable to achieve message correlation. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 81

82 Implementing the Business Logic 82 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

83 Chapter 5 Implementing the Presentation Layer This section lists the components that control the user interface for the Grants Management sample application. These components are pre-configured and installed on your system when you install the xcelerated Composition Platform or when you deploy the GrantsManagement.dar and the grants.war files. Users, Roles, and Permissions Strong security is a key element of the xcelerated Composition Platform, which leverages the rich security mechanisms of Documentum Content Server. The Grants Management sample application is delivered with pre-configured users and roles for all necessary functions in the application. The Documentum Content Server Fundamentals Guide provides more information on users, roles, client capability, privileges, and ACL/permission sets. Users and roles The following are pre-configured roles, usernames, and passwords that must be used in the Grants Management sample application: Table 31. Roles Role Membership Username/Password grants_administrator form_user queue_manager admin1/admin1 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 83

84 Implementing the Presentation Layer Role Membership Username/Password grants_manager form_user mgr1/mgr1 queue_processor mgr2/mgr2 mgr3/mgr3 grants_reviewer form_user reviewer1/reviewer1 reviewer2/reviewer2 reviewer3/reviewer3 reviewer4/reviewer4 reviewer5/reviewer5 Role permissions The following user role permissions are pre-configured and installed with the Grants Management sample application: Table 32. Role permissions Role Client Capability Privileges Extended Privileges grants_administrator Contributor none none grants_manager Contributor none none grants_reviewer Contributor none none Permissions The following Access Control Lists (ACLs) are pre-configured and installed with the Grants Management sample application. These ACLs are used in all of the processes, forms, folders, and data within the Grants Management sample application. Table 33. Delivered ACLs Component ACL Permissions Form templates Forms User Default ACL Administrator Write Manager Write Reviewer Relate 84 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

85 Implementing the Presentation Layer Component ACL Permissions Process template Grants Process Template ACL Administrator Write Manager Write Process variables (including SDTs) Grants SDT ACL Reviewer Relate Administrator Write Manager Write Reviewer Write Folders (grant_request) Grants Request ACL Administrator Delete Manager Write Grant Application (high fidelity form) Grants ReadOnly ACL Reviewer Write Administrator Delete Manager Version Reviewer Version Delivered Folder Structure The Grants Management sample application is installed with the following folder structure for the Grants Management sample application: Table 34. Delivered folders Folder Grants Root Folder Grants Submitted Application Folder Grants Review History Folder Purpose The main folder for the grant request. It contains all of the required supporting documentation along with the Grants Review History Folder and the Grants Submitted Application folder. A sub-folder that contains an instance of the submitted high-fidelity Grant Application form. A sub-folder that displays the status of the reviews along with comments and recommendations from the reviewers. Grant Application Portal The Grant Application Portal is a lightweight web application that enables users to access the Grant Application form, complete the form, and submit it online. The Grant Applicant can also use this application to check the status of their request. This portal is installed automatically along with the EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 85

86 Implementing the Presentation Layer Grants Management sample application as part of the xcelerated Composition Platform or can be deployed separately by using the grants.war file that is available on Subscribenet. Figure 16. Grant Application Portal Delivered Forms Builder form templates Documentum Forms Builder is the tool used to configure form templates. The Forms Builder forms render the configured components that are displayed in the TaskSpace applications. These components are pre-configured and installed on your system when you install the xcelerated Composition Platform or when you deploy the GrantsManagement.dar and the grants.war files. The Documentum Forms Builder User Guide provides more information on editing and creating Forms Builder forms. Grant Application Request Form This is the high-fidelity form that the Grant Applicant completes and submits to begin the grant application request process. This form can be submitted either online or as an attachment. The data from this form is the complete grant request metadata and appears in the Grant Request Folder Form. An instance of this form is also saved to the Submitted Application Folder that is available to the Grants Manager and Grants Reviewer task list forms. All of the fields are standard fields and tab order can be configured as with any standard form. Note: The Funding Amount field restricts applicants to entering values less than $2 billion. The system replaces dollar values that exceed that limit. Individual applicants are restricted to applying for $500,000 or less, and receive an notification stating that their application is ineligible due to the excessive funding request. Organizations are able to request up to the $2 billion limit. The Documentum Forms Builder User Guide provides more information on this topic in the section entitled Creating a high fidelity form template. 86 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

87 Implementing the Presentation Layer Figure 17. High-fidelity Grant Application form in Forms Builder Figure 18. High-fidelity form in the Grant Application Portal EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 87

88 Implementing the Presentation Layer Submit buttons To use the button that is embedded in the high-fidelity form, the Grant Applicant must have OpenOffice.org Writer installed on their local machine. When the Grant Applicant is done, they click submit button on the offline form to submit the Grant Application Request using or HTTP. Since the Grant Applicant can also submit the application online, the form was designed to include another button to submit the application online using HTTP. The Applicant clicks the Submit the form button above the Grant Application Request form to submit the form online using HTTP. The system sends the form to a URL that has been configured and is monitored by Process Integrator, the message integration component of the xcelerated Composition Platform. Modifying the Grant Application Request form You can add, modify, or pre-populate the fields of the Grant Application Request form and use the customized form instead of the application form that is delivered with the application. Editing the fields of the ODT form To add or remove fields from the high fidelity form, use Documentum Forms Builder. Open the Grant Application Request form in Forms Builder, modify the form, and save, validate, and install the new form in the repository. After the form is installed, copy it to the path specified in the following procedure to add a modified form. The Documentum Forms Builder User Guide provides more information on editing high fidelity forms in the section entitled Editing high fidelity form templates. Note: Use care when editing fields. Deleting fields that are used in the processes can break existing functionality in the application. Similarly, when adding a new field you must modify the process data, forms, and processes to make use of the newly added field. Pre-populating the values in the ODT form To populate values in the fields of the application form, use either Documentum Forms Builder or the OpenOffice.org client and type in the values you want to pre-populate. To add a modified form: 1. Stop the Java Method Server. 2. Locate the delivered ODT file and copy it to a temporary folder. The Grant application request form is located in the following path: %DOCUMENTUM%\jboss4.2.0\server\DctmServer_MethodServer\deploy\grants. war\resources\odt\grantapplicationrequestform.odt 3. Open the form in the OpenOffice.org client or Documentum Forms Builder and modify the form. Note: You must use Documentum Forms Builder to edit the fields of the form. You may use either the OpenOffice.org client or Documentum Forms Builder to pre-populate fields. 4. Save your changes and ensure that the filename remains GrantApplicationRequestForm.odt. 5. Copy the GrantApplicationRequestForm.odt file back to %DOCUMENTUM%\jboss4.2.0\server\DctmServer_MethodServer\deploy\grants. war\resources\odt\grantapplicationrequestform.odt 6. Restart the Java Method Server. 88 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

89 Implementing the Presentation Layer 7. Ensure that the system is using the modified form by accessing the Grant Application Portal at and viewing the application form. Grant Request Folder Form This folder information form appears as part of the Grant Manager Task form and the Grant Reviewer Task form. The system retrieves the process data from the high fidelity form, which has been mapped to the various process data attributes. The folder form then displays the data to the Grants Manager. The form displays three tabs: Request Information, Applicant Information, and Assessments. The Request Information and Applicant Information tabs display information from the grant application. This process data is derived from the grant_request and Applicant. The Assessments tab displays an applicant rating and a risk factor, which is automatically assigned by the system during the grant request creation process. This assessment originates in the process activities or optionally, can be received from a business rules software program such as Corticon. The Grants Manager and Grants Administrators can change the applicant rating and risk factor and they can add risk details. This is a role-based privilege and is assigned in the form. The folderview control enables inline folder view and shows breadcrumbs to allow TaskSpace users to navigate to any of the ancestor or root folders along the path. The height of the folder view is configured in TaskSpace. Individual users can override this configuration in their personal Preferences. Show Discussion is an Invoke Button and launches the grant_discussion action that is configured in TaskSpace. The discussion is configured to appear in a pop-up window. Figure 19. Grant Request Folder Form in Forms Builder EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 89

90 Implementing the Presentation Layer Figure 20. Grant Request Folder Form in TaskSpace Grants Root Folder Contents This folder establishes the root folder path for the Submitted Application folder, Review History folder, and Correspondence folder. The document search is designed to show only the object name, with the content type and object type included as hidden fields. Note: The drop-down filter does not appear on the TaskSpace page, but acts as a default for the display of the folder contents in the form. During folder navigation, if a user navigates to a subfolder, selects the option to view documents only, and then navigates back up to folder that only contains folders, nothing appears to the user. The filter ensures that the form adheres to the filter settings when it loads and when the user navigates through the folder hierarchy. 90 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

91 Implementing the Presentation Layer Figure 21. Grants Root Folder Content in Forms Builder EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 91

92 Implementing the Presentation Layer Figure 22. Grants Root Folder Content in TaskSpace Grant Submitted Application Folder Content This folder establishes the folder path where the submitted applications are placed within the Grants Root Folder. The document list is designed to show only the object name and modify date, with the content type, object type, and object ID included as hidden fields. 92 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

93 Implementing the Presentation Layer Figure 23. Grant Submitted Application Folder Content in Forms Builder EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 93

94 Implementing the Presentation Layer Figure 24. Grant Submitted Application Folder Content in TaskSpace Grant Review History Folder Content The folder content form is associated with the Review History folder and displays the status of the reviews along with comments and recommendations from the reviewers. The document list is designed to show the modify date along with the reviewer name, action, category, and remarks. 94 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

95 Implementing the Presentation Layer Figure 25. Grant Review History Folder Content Form in Forms Builder EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 95

96 Implementing the Presentation Layer Figure 26. Grant Review History Folder Content Form in TaskSpace Grant Correspondence Folder Content Form The folder content form is associated with the Correspondence folder and contains incoming and outgoing correspondence with attachments. When the Grants Manager initiates correspondence by selecting the Request Documents button, the system creates a folder that contains the outgoing message and any response messages including their attachments. The folder name uses the date and time at which the Request Documents process began. Reviewers have read-only access to items in the Correspondence folder and cannot participate in discussions related to items in the Correspondence folder. Administrators have read-only access to the items in the Correspondence folder but are able to participate in discussions related to items in the folder. 96 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

97 Implementing the Presentation Layer Figure 27. Contents of Correspondence root folder Figure 28. Contents of the message folder Grant Manager Task List The task list form enables an individual Grants Manager to search for the grant requests that have been assigned to the task list based on process metadata. The returned list of grant requests enable the manager to drill down to the individual grant request in the Open Items tab. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 97

98 Implementing the Presentation Layer The search criteria on the form include the grant ID, the name of the applicant, the requested grant amount, date ranges for both received data and due date, and priority. When creating a task list page, ensure that you have a finalized design before laying out the page. Any changes to fields will rearrange the page and override custom labels and custom layout. Figure 29. Grant Manager Task List in Forms Builder 98 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

99 Implementing the Presentation Layer Figure 30. Grant Manager Task List in TaskSpace Grant Manager Task Form This is the task form for the manager review in TaskSpace. This form enables the Grants Manager to perform all of the functions involved in managing the grant request. The form includes the Grant Request folder information form that displays data from the grant application. The task form also contains the Submitted Application, Review History, and Correspondence folders. Buttons on the form enable the manager to send the grant to a list of reviewers, notify the applicant with ad hoc comments, request the required documents, and approve or deny the request. The Approve button is only enabled when the checkboxes for the required documents are all selected. The rule that defines this behavior is defined in the button s properties. The field that identifies the Owner of the grant request is populated with the ProcessName field. Adaptors used in the Grant Manager Task Form There are two custom adaptors used in the Grant Manager Task Form. The system uses the FormSendNotificationDataSourceAdaptor to populate some of the fields in the correspondence between the Grants Manager and the applicant. The adaptor retrieves the address and name of the applicant from the grant_request package. It also supplies the grant request number for the subject of the notifications and queries for the Grant Manger s address and populates the sender information. The CopyDataToObjectAttribute adaptor initializes when the form opens. The adaptor serves two purposes. It displays the performer name as the owner of the grant request and it makes this information available to BAM for inclusion in many of the dashboard reports. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 99

100 Implementing the Presentation Layer Table 35. Buttons and related components Button Button Type Action Name Send to Reviewer Notify Applicant Request Documents Invoke Invoke Invoke grant_start_ reviewer_ process grant_send_ notification_ initiate_ process grant_send_ request_ for_additional_documentation_initiate_process Approve Forward Forwards the task through the process Deny Reject Rejects the task Form Opened Grant Initiate Vote on Grant Request Process Form (User- GroupInCaseReviewerSelector adaptor) Grant Initiate Correspondence Process (FormSendNotificationDataSourceAdaptor adaptor) Grant Initiate Request Supporting Documents Process Form (FormSendNotification- DataSourceAdaptor adaptor) N/A N/A Invoked Process Start Review Process Send Notification Request Documents N/A N/A Required Documents Received group box All three of the required documents must be selected to enable the Approve button. The data binding is defined in the properties of each field. Grant Request Folder View The folder view control adds a box inside the task template at runtime that displays the Grant Request Folder information. The folder view is bound to the DocumentId of the GrantRequest package. 100 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

101 Implementing the Presentation Layer Figure 31. Grant Manager Task Form in Forms Builder EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 101

102 Implementing the Presentation Layer Figure 32. Grant Manager Task Form in TaskSpace Grant Reviewer Task List Form The task list form enables an individual Grants Reviewer to search for the grant requests that have been assigned to them based on process metadata. The returned list of grant requests enable the reviewer to drill down to the individual grant request in the Open Items tab. The search criteria on the form include the grant ID, the name of the applicant, the requested grant amount, date ranges for received data, and priority. 102 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

103 Implementing the Presentation Layer When creating a task list page, ensure that you have a finalized design before laying out the page. Any changes to fields will rearrange the page and override custom labels and custom layout. Figure 33. Grant Reviewer Task List Form in Forms Builder Figure 34. Grant Reviewer Task List Form in TaskSpace Grant Reviewer Task Form This is the form that the reviewer uses to select a remark type, enter review remarks, and vote to deny or approve the request. The Grant Manger s name is derived from the grant_owner attributes of the GrantReviewDetails structured data type. The Instructions text box is populated with information that is contained in the ReviewInstruction process variable. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 103

104 Implementing the Presentation Layer The reviewer is required to select a remark type and enter remarks regarding their review. This information is mapped to the remarks_category and the reviewer_remarks attributes of the GrantReviewDetails structured data type. The Vote to Approve button is a forward button that sends the task forward through the process. The Vote to Deny button sends the task to a reject flow. Figure 35. Grant Reviewer Task Form in Forms Builder 104 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

105 Implementing the Presentation Layer Figure 36. Grant Reviewer Task Form in TaskSpace Grant Initiate Vote on Grant Request Process Form This initiate process form enables the manager to select reviewers from a list, provide instructions, and send the grant request to the reviewer s inbox. This form invokes the Start Review Process when the manager clicks Send. This form uses the Data Source adaptor UserGroupInCaseReviewerSelector to populate the list of reviewer names from the name attribute of the Reviewers structured data type. If the reviewer is a group, it expands the group into multiple users and assigns them to AllReviewers at the beginning of the list. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 105

106 Implementing the Presentation Layer Figure 37. Grant Initiate Vote on Grant Request Process Form in Forms Builder Figure 38. Grant Initiate Vote on Grant Request Process Form in TaskSpace Grant Initiate Correspondence Process Form The initiate process form enables the manager to send an to the applicant. When the manager submits the , the form invokes the Send Notification process. 106 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

107 Implementing the Presentation Layer This form uses the SendNotificationDataSourceAdaptor to populate the To: field with the grant applicant s address, the Subject with the title of the funding project, and From field with the sender address when the form initializes. The information for these fields is retrieved from the process variables Recipient Address, Subject, and Sender Address. Note: The From field is hidden in TaskSpace. Figure 39. Grant Initiate Correspondence Process Form in Forms Builder Figure 40. Grant Initiate Correspondence Process Form in TaskSpace EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 107

108 Implementing the Presentation Layer Grant Initiate Request Supporting Documents Process Form The initiate process form sends an request to the applicant asking them to send the required supporting documentation. When the manager submits the request, the form invokes the Request Documents process. This form uses the SendNotificationDataSourceAdaptor to populate the To, Subject, From, and Grant ID fields with process data when the form initializes. Note: The From and Grant ID fields are hidden in TaskSpace. Figure 41. Grant Initiate Request Supporting Documents Process Form in Forms Builder 108 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

109 Implementing the Presentation Layer Figure 42. Grant Initiate Request Supporting Documents Process Form in TaskSpace Grant Request Search Form This search form enables the Grants Administrator to search for and retrieve a list of grant requests from within the system. The returned list of grant requests enable the administrator to drill down to the individual grant request in the Open Items tab. The system returns results containing any of the search criteria entered in the fields on the page. All fields on the search form support the contains clause. So, if the Grants Administrator enters smith, the system returns any records that contain the string smith including records like John Smith and Jane Nesmith. When creating a search page, ensure that you have a finalized design before laying out the page. Any changes to fields will rearrange the page and override custom labels and custom layout. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 109

110 Implementing the Presentation Layer Figure 43. Grant Request Search Form in Forms Builder Figure 44. Grant Request Search Form in TaskSpace Grant WQ Task List Displays the work queue that the Grants Administrator uses to manage the workload of the Grants Managers. 110 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

111 Implementing the Presentation Layer The work queue task list form enables the administrator to search for the grant requests that have been assigned to the work queue based on process metadata. The returned list of grant requests enable the administrator to perform actions such as unassign, reassign, or suspend the tasks. When creating a search page, ensure that you have a finalized design before laying out the page. Any changes to fields will rearrange the page and override custom labels and custom layout. Figure 45. Grant WQ Task List in Forms Builder Figure 46. Grant WQ Task List in TaskSpace EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 111

112 Implementing the Presentation Layer Delivered TaskSpace components The following section describes the TaskSpace components that were created specifically for the Grants Management sample application in addition to the inherited TaskSpace components. These components are pre-configured and installed on your system when you install the xcelerated Composition Platform or when you deploy the GrantsManagement.dar and the grants.war files. The Documentum TaskSpace Configuration Guide describes how to edit and create TaskSpace applications and components. Main configuration The title, top bar, and login logo for the Grants Management sample application are pre-configured and delivered with the application. Different formats are also set to specific viewers in the configuration page. Components node In the TaskSpace Configuration tab, the Components node displays a list of the current components for the application. 112 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

113 Implementing the Presentation Layer Table 36. Grants Managements sample application delivered components Name Type Description Grant Correspondence Folder Content Form Folder Contents This folder establishes the folder path for the Correspondence folder. Grant Manager Task Form Task This is the task form for the manager review. Grant Manager Task List Form Task List This is the My Grants tab and displays the Grant Manager task list. Grant Request Folder Form Folder Information This folder information form displays three tabs: Request Information, Applicant Information, and Assessments. The Request Information and Applicant Information tabs display information from the grant application. The Assessments tab displays an applicant rating and a risk factor that is initially assigned by the system during the grant request creation process. Grant Request Search Form Search This search form enables the Grants Administrator to search for and retrieve a list of grants from within the system that contains the specified search criteria. Grant Reviewer Task Form Task This is the form that the reviewer uses to select and type review remarks and to vote to deny or approve the request. Grant Reviewer Task List Form Task List This is the My Tasks tab and displays the new tasks that the reviewer has. Grant Review History Folder Content Folder Contents This folder establishes the folder path for the Review History folder. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 113

114 Implementing the Presentation Layer Name Type Description Grants Root Folder Content Grant Submitted Application Folder Content Folder Contents Folder Contents This folder establishes the root folder path for the Submitted Application folder, Review History folder, and required supporting documents. This folder establishes the folder path where the submitted applications are placed within the Grants Root Folder. Grant WQ Task List Task List Displays the work queue that the Grants Administrator uses to manage the workload of the Grants Managers. Dashboards node In the TaskSpace Configuration tab, the Dashboards node displays a list of the current dashboards for the application. Table 37. Grants Managements delivered dashboards Name Type Description GrantsFunding Dashboard This is the Funding tab that provide Grants Administrators a gauge report that shows the average overall funding amount and another report that shows the average funding amount approved per manager. GrantsInProgress_Dashboard Dashboard This is the Grants In Progress tab that displays the GrantsInProgress_Dashboard dashboard and is available only for the Grants Manager. Grants Managers can only see grants that they are managing. 114 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

115 Implementing the Presentation Layer Name Type Description GrantsTrends_Dashboard Dashboard This is the Grants Trends tab that displays the GrantsTrends_Dashboard dashboard and is available only for the Grants Administrator. GrantsWorkerPerformance_ Dashboard Dashboard This is the Worker Performance tab that displays the GrantsWorkerPerformance_Dashboard dashboard and is available only for the Grants Administrator. Processes The Process Management node enables you to search for and then administer process templates and the associated process instances. See Chapter 4, Implementing the Business Logic for a list of delivered process templates and their function within the Grants Management sample application. Tabs In the TaskSpace Configuration tab, the Tabs node displays a list of the delivered tabs for the Grants Management sample application. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 115

116 Implementing the Presentation Layer Table 38. Grants Management sample application delivered tabs Name Type Description Grants_Administrator_ Task_List Task List The Tasks tab that displays the Grants Administrator s task list. Grants_Folder Folder The Grants folder that uses the Grants Root Folder content template. This folder contains the Review History Folder, the Submitted Application Folder, and the required documentation. Grants_Funding The Funding tab that displays reports to the Grants Administrator that show overall funding and funding approved per manager. Grants_Manager_Task_List Task List The My Grants tab that displays the task list form for the Grants Manager. Grants_Reviewer_Task_List Task List The My Grants tab that displays the for the task list form used by the Grants Reviewer. Grants_Search Search The Search tab that displays the Grant Request search form that enables the Grants Administrator to search for and retrieve a list of grants from within the system. GrantsInProgress GrantsTrends_Tab GrantsWorkerPerformance Dashboard Dashboard Dashboard Dashboard The Grants In Progress tab that displays the GrantsInProgress_Dashboard to the Grants Manager. The Grants Trends tab that displays the GrantsTrends_Dashboard to the Grants Administrator. The Worker Performance tab that displays the GrantsWorkerPerformance_Dashboard to the Grants Administrator. 116 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

117 Implementing the Presentation Layer Figure 47. Configured options for the Grants_Administrator_Task_List tab Figure 48. Configured actions for the Grants_Administratorr_Task_List tab Configurable actions In the TaskSpace Configuration tab, the Actions node displays the list of the delivered actions for the Grants Management sample application. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 117

118 Implementing the Presentation Layer Table 39. Grants Management sample application configurable actions Name Label Description grant_discussion Show Discussion Enables discussions on the current folder. grant_send_notification_initiate_ process grant_send_request_for_additional_ documents_initiate_process Send Correspondence Request Documents Starts the Send Notification process. Starts the Request Documents process. grant_start_reviewer_process Start Reviewer Process Starts the Start Review process. Menus There are no custom menus delivered with the Grants Management sample application. Roles In the TaskSpace Configuration tab, the Roles node displays the list of the delivered roles for the Grants Management sample application. 118 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

119 Implementing the Presentation Layer grants_manager Tabs The Grants Manager has access to the following delivered tabs: Grants_Manager_Task_List GrantsInProgress Global Search The Grants Manager does not have global search capability. Workflow The Grants Manager has access to the grants_wq queue. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 119

120 Implementing the Presentation Layer Folder View The Grants Manager has access to the following folders in the Grants root folder: grant_correspondence_folder grant_request grant_review_history_folder grant_submitted_app_folder dm_folder 120 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

121 Implementing the Presentation Layer Document View The Grants Manager has access dm_document and it is mapped to the DefaultDocView. Menus The Grants Manager has access to dm_folder object types. grants_reviewer Tabs The Grants Reviewer has access to the following delivered tab: Grants_Reviewer_Task_List EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 121

122 Implementing the Presentation Layer Global Search The Grants Reviewer does not have global search capability. Workflow The Grants Reviewer is not assigned to a work queue. Folder View The Grants Reviewer has access to the following folders in the Grants root folder: grant_correspondence_folder grant_request grant_review_history_folder grant_submitted_app_folder dm_folder Document View The Grants Reviewer has access to dm_document. Menus The Grants Reviewer has access to dm_folder object types. grants_administrator Tabs The Grants Administrator has access to the following tabs: Grants_Search Grants_Administrator_Task_List GrantsWorkerPerformance GrantsTrends_Tab Grants_Funding Global Search The Grants Administrator can search the following: Grants_Search Grant Request Search Form Note: See the Search Term text box on the Global Search tab to view the select statement that defines the search. Workflow The Grants Administrator has access to the grants_wq queue and the Grant WQ Task List. Folder View The Grants Administrator has access to the following folders in the Grants root folder: grant_correspondence_folder grant_request grant_review_history_folder grant_submitted_app_folder Document View The Grants Administrator has access dm_document. Menus The Grants Administrator has access to dm_folder object types. 122 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

123 Implementing the Presentation Layer Types In the TaskSpace Configuration tab, the Types node displays the list of the delivered types for the Grants Management sample application. Table 40. Grants Management sample application delivered types Name Type Super Type grant_correspondence_folder standard dm_folder grant_request standard dm_folder grant_review_entry standard dm_sysobject grant_review_history_folder standard dm_folder grant_submitted_app_folder standard dm_folder EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 123

124 Implementing the Presentation Layer 124 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

125 Chapter 6 Monitoring the System The Grants Management sample application ships with four dashboards that analyze business trends, performance and progress of submitted grant applications. Only Grants Administrators and Grants Managers have dashboards assigned to their roles. Each dashboard consists of reports that follow a theme: The Grants In Progress dashboard provides detailed information about submitted grant applications. Grants In Progress dashboard and reports, page 125 provides more information. The Grants Trends dashboard contains reports that illustrate general trends about grant requests. Grants Trends dashboard and reports, page 132 provides more information. The Worker Performer dashboard reports on the performance and productivity of Grants Reviewers and Grants Managers. Worker Performance dashboard and reports, page 144 provides more information. The Funding dashboard contains two reports that calculate the average amount of grant money being managed by Grant Managers. Funding dashboard and reports, page 154 provides more information. Process Reporting Services (PRS) is a report design tool. This tool is a core component of the xcelerated Composition Platform (xcp). The Documentum Business Activity Monitor Implementation Guide provides instructions on how to create and edit BAM reports that are displayed in dashboards. Grants In Progress dashboard and reports The Grants Manager uses the Grants In Progress dashboard to view reports that provide information about individual grant requests. This information includes a list of grant applications currently being processed. The dashboard also includes dial gauge reports that calculate the time it takes to process grant applications. Grants Managers can see only the grant applications that they are managing. The Grants In Progress dashboard contains the following reports: Open Grants Grant Duration (Hours) Process Diagram EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 125

126 Monitoring the System Figure 49. Grants In Progress Dashboard in TaskSpace Figure 50. Open Grants Report in PRS 126 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

127 Monitoring the System Open Grants report The Open Grants report lists all open cases in which a Grants Manager participates. The Grant ID column is configured as a multi-drill-down. When a Grants Manager selects a grant ID, the following occurs: The Average Grant Duration (Hours) gauge changes to the Grant Duration (Hours) gauge. The Grant Duration (Hours) gauge displays the time (in hours) that a grant application has been in progress. The system populates the Process Diagram dashlet with a diagram to indicate the progress of the grant application as it travels through the Grant Request Status Monitoring process. The Open Grants report consists of the following features: Table 41. Open Grants report configuration Report Element Value(s) Description Report entities Process Execution, Activity Execution, and grant_request This report is formatted as a table that displays information about specific process instances (provided by the Process Execution entity). Within each process instance, the report displays information about each grant application (provided by the grant_request entity). Fields selected Process Execution: Duration (hh:mm:ss), Process Instance ID, Start Date and Time Activity Execution: None grant_request: Applicant, Amount Requested, Description, Funding Purpose, Grant ID The Activity Execution report entity is included for filtering. The Submitted activity within the Grant Request Status Monitoring process contains all business data captured on the grant application submitted by a requestor. The Activity Execution entity is included so that a filter can be defined to display this data. Multiple fields can be selected for this report. The report designer must choose the fields that are relevant for the report. This report displays basic information for each grant: the applicant name, the amount requested, the purpose of the grant, and so forth. In this report, the field captions have been modified as follows: Applicant was originally applicant_legal_name EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 127

128 Monitoring the System Report Element Value(s) Description Amount Requested was originally funding_amount Description was originally funding_description Funding Purpose was originally funding_purpose Grant ID was originally grant_request_id Data source filtering Chart type Process Execution: PRO.Process-Name = 'Grant Request Status Monitoring Process' AND MSC.Is-Ongoing='True' AND BSD.GRANTREQUEST-grant_ owner = Activity Execution: Table ACT.Activity-Name = 'Submitted' AND ACT.Process-Name = 'Grant Request Status Monitoring Process' In addition, the Activity Execution report entity does not have any fields selected. This is because Activity Execution is used exclusively for filtering. The data source is filtered on both the Process Execution and the Activity Execution report entities. This report includes only data for Grant Request Status Monitoring processes (PRO.Process-Name = Grant Request Status Monitoring Process ) that are currently in-flight (MSC.Is-Ongoing= True ), and within these processes, only data for the Submitted activity (ACT.Activity-Name = Submitted ). In addition, the BSD. GRANTREQUEST-grant_owner = segment of the process filter expression is a filter variable. Consider using a filter variable when report results must be limited to display data relevant for a specific user. In this example, the name of the performer is captured in the package. This is used in the filter expression so the Grants Manager sees only those grants they are working on. 128 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

129 Monitoring the System Report Element Value(s) Description Chart data configuration Column-1: Grant ID Column-2: Start Date and Time Column-3: Duration (hh:mm:ss) Column-4: Funding Purpose Column-5: Amount Requested Column-6: Description Column-7: Applicant In table reports, the columns can be arranged in any order. While Process Instance ID is included in the data source, it is not visible in the report. That is, there is no Process Instance ID column in the report. In this report, Process Instance defines the event of a multi-drill-down report. Multi-drill configuration in PRS Column-8: None Process Instance is selected as the Dashboard Event Every process is assigned a Process Instance ID automatically. This identification number is monitored and can be included in a report. Instead of being visible in this report, the Process Instance ID is used in a multi-drill configuration. Multi-drill reports are configured in the Chart Data tab. In this example, the Process Instance ID is coupled with the Grant ID column. This enables dashboard users to select a specific Grant ID, which then updates the contents of surrounding reports to display data for the corresponding process instance. Average Grant Duration (Hours) report The Grant Duration (Hours) gauge calculates the average time (in hours) that grant applications are processed in the Grant Request Status Monitoring process. The Average Grant Duration (Hours) report consists of the following features: EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 129

130 Monitoring the System Table 42. Average Grant Duration (Hours) report configuration Report Element Value(s) Description Report entities Process Execution The Process Execution entity is used for two reasons: It contains the query that returns hourly duration data. It queries process instance tables within the BAM database as opposed to aggregation tables. The resulting data set is then aggregated. In this case, the duration (hours) field is averaged. Fields selected Duration (hours) and Process To calculate an average, the duration (hours) must be included in the data source. Report aggregation Data source filtering Chart type Duration (hours) is averaged. Process is grouped. Process Execution: PRO.Process-Name = 'Grant Request Status Monitoring Process' Gauge Report aggregation also requires a group-by field to be selected. The group-by field indicates the column of data over which the aggregation function applies. In this example, the Process column acts as the group. This report calculates the average time (in hours) to complete a Grant Request Status Monitoring process. This calculation is based on all process instances that have been started and provides a single duration value for this group of instances. This filter restricts the dial gauge to calculate an hourly average duration only for the Grant Request Status Monitoring process (PRO.Process-Name = Grant Request Status Monitoring Process ). No other processes are included in the average. 130 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

131 Monitoring the System Report Element Value(s) Description Chart data configuration Category (X) axis: Duration (hours) Chart properties Range-1: 0 to 40 Range-2: 40 to 70 Range-3: 70 to 100 Category (X) axis is the only chart data configuration option available. For gauge reports, the column containing numeric data is always selected. In this case, the default range values are used. An average duration value of less than 40 hours is in the green zone; an average of between 40 and 70 hours is in the yellow zone, and an average of greater than 70 hours points to the red zone. Grant Duration (Hours) report The Grant Duration (Hours) gauge displays the time that a single grant application has taken, or is taking, to complete the Grant Request Status Monitoring process. This report is displayed instead of the Average Grant Duration (Hours) report when a Grants Manager selects a Grant ID in the Open Grants report. This report consists of the following features: Table 43. Grant Duration report configuration Report Element Value(s) Description Report entities Process Execution The Process Execution entity is used because it contains the query that returns hourly process duration data. Unlike the Average Grant Duration (hours) report that returned multiple rows, this report displays only a single duration value. The duration value returned corresponds to the process instance selected in the Open Grants report. The Grant Duration (Hours) report is configured as the target in a multi-drill-down report. Fields selected Duration (hours) Duration (hours) must be included in the data source. Chart type Chart data configuration Gauge Category (X) axis: Duration (hours) Category (X) axis is the only chart data configuration option available. For gauge reports the column containing numeric data is always selected. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 131

132 Monitoring the System Report Element Value(s) Description Chart properties Range-1: 0 to 40 Multi-drill configuration in dashboard Range-2: 40 to 70 Range-3: 70 to 100 Event: Process Instance Dashlet: Average Grant Duration (Hours) Target: Grant Duration (Hours) In this case, a default range of values is used. An average duration value of less than 40 hours is in the green zone; an average of between 40 and 70 hours is in the yellow zone, and an average of greater than 70 hours points to the red zone. This configuration within the Multi-drill tab of the dashboard means that the contents of the Average Grant Duration (Hours) report will be replaced with the Grant Duration (Hours) report when a Grant ID (which represents a Process Instance) is selected in the Open Grants report. Process Diagram The Process Diagram dashlet indicates the grant application status as it travels through the Grant Request Status Monitoring process: Activities in the diagram annotated with a gear icon and green check mark have been completed. Activities annotated with a blue gear icon are in-process. Activities grayed out have not been completed. The Process Diagram dashlet is empty until the Grants Manager selects a grant ID in the Open Grants report. The Process Diagram dashlet ships with the product. Grants Trends dashboard and reports The Grants Administrator uses the Trends dashboard to view reports that illustrate general trends as they relate to the number of applications received, total funding approved, and purposes of grant requests. The dashboard contains the following reports: New Grant Applications Received New Grant Applications by State Average Grant Review (Days) Approved Funding Total Last Month ($) Grant Applications by Purpose 132 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

133 Monitoring the System Figure 51. Grants Trends Dashboard in TaskSpace Figure 52. New Grant Applications by State report in PRS The Grant Trends dashboard contains reports that illustrate general trends as they relate to the number of applications received, total funding approved, and purposes of grant requests. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 133

134 Monitoring the System New Grant Applications Received report The New Grant Applications Received report counts the grant applications received each day of the previous week (seven days). Results are displayed in a line graph. The report consists of the following features: Table 44. New Grant Applications Received report configuration Report Element Value(s) Description Report entities Process Execution Daily This report provides a count of grant applications received for each day of the last week. While the Process Execution entity and report aggregation could have been used to design this report, the Process Execution Daily entity provides the same data while reducing demand on the BAM server. Fields selected Count of Started Instances Start Date and Time Note: The Process Execution Daily report entity displays data only after the particular day has completed. That is because the aggregation engine calculates daily data after the day in question has completed. For example, the count of grant applications submitted on June 12 appears in the report on June 13. The Count of Started Instances field provides the number of process instances that have started during each day. The Start Date and Time field is included so that the date is displayed on the X-axis of the bar chart. However, the default format of this field is not appropriate for this report. In aggregation report entities, the default format for Start Date and Time is May 7, :00:00 AM. Instead, the desired date format is May 07. The Start Date and Time field is transformed into the desired format with the Computed Columns feature. 134 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

135 Monitoring the System Report Element Value(s) Description Computed columns Data source filtering Computed Column name: date Expression: formatdate(${start Date and Time}, "MMMM dd") PRO.Process-Name = 'Grant Request Status Monitoring Process' AND STD.Started- During-Last-Week = 'True' Report columns can be reformatted by way of a JEP expression. This particular JEP expression takes the Start Date and Time field and formats into a MMMM dd format. For example, the default Start Date and Time of September 22, :00:00 AM is represented as Sept 22. The number of Ms in this JEP expression corresponds to the number of characters to display as the name of the month. The first segment of the expression (PRO.Process-Name = Grant Request Status Monitoring Process ) is defined so the report includes only the Grant Request Status Monitoring process. The second segment of the expression (STD.Started-During-Last-Week = True ) is defined so the report includes only processes that have started within the last seven days. Chart type Bar + Line Bar + Line must be chosen as the chart type because the report plots the Count of Started Instances column as a line rather than a bar. The Start Date and Time field is important to this report because it is used in the Computed Columns expression and to sort the report results so that the earliest date within the week is displayed first, followed by the more recent past dates. Chart data configuration Category (X) axis: date Sort: Column: Start Date and Time Direction: Ascending Like any other column in a report, a computed column can be used to configure chart data. In this case the date computed column is selected to be displayed on the X-axis of the bar chart. Value (Y) axis: Series-1 Column: Count of Started Instances Series-1 Type: Line Series-2: none The Count of Started Instances is displayed on the Y-axis. And by selecting none from the Series-2 list box, the Start Date and Time data is hidden from the report, even though it is used in Computed Columns and for sorting. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 135

136 Monitoring the System Report Element Value(s) Description By selecting Start Date and Time as the sort column and ascending as the direction, dates appear in the correct order (i.e. Sept 14, Sept 15, Sept 16, etc.). New Grant Applications by State report The New Grant Applications by State report shows the number of grant applications submitted from each state. In this report, state is configured as a single drill-down. When selected, the system opens the New Grant Applications by City report. The New Grant Applications by City report displays the number of grants submitted for cities within the selected state. The New Grant Applications by State report consists of the following features: Table 45. New Grant Applications by State report configuration Report Element Value(s) Description Report entities Fields selected Activity Execution and grant_request Activity Execution: None grant_request: Activity Instance ID and applicant_state The Activity Execution entity is included in this report for filtering. This report includes only data for the Submitted activity. The grant_request report entity provides the relevant data for this report. No Activity Execution fields are selected since this entity is used only for filtering. The Activity Instance ID field of the grant_request entity is used as a way to count the grant applications. During the Submitted activity, the system assigns a unique Activity Instance ID to each grant request. Counting the unique Activity Instance IDs is equivalent to counting the grant requests submitted. The applicant_state field is included so that a count of grant requests is provided for each state. 136 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

137 Monitoring the System Report Element Value(s) Description Report aggregation Data source filtering Activity Instance ID is counted applicant_state is grouped ACT.Activity-Name = 'Submitted' AND ACT.Process-Name = 'Grant Request Status Monitoring Process' This report provides a count of grant requests submitted for each state. Therefore, the Activity Instance ID is counted and a total is provided for each state (applicant_state is grouped). The data set in this report includes one row for each state. This report is filtered to include only submitted grant requests (ACT.Activity-Name = Submitted AND ACT.Process-Name = Grant Request Status Monitoring Process ). The Submitted activity of the Grant Request Status Monitoring Process contains all data as it is provided by a Grant Applicant. Chart type Bar This report is formatted as a bar chart with state displayed on the X-axis and the number of grant applications submitted displayed on the Y-axis. Chart data configuration Drill-down configuration Category (X) axis: applicant_state Value (Y) axis: Activity Instance ID Target Report: New Grant Applications by City Filter: BSD.GRANTREQUESTapplicant_state = '${applicant_state}' The state from which the grant application is submitted is displayed on the X-axis. The number of grant applications submitted is displayed on the Y-axis. The New Grant Applications by State report is configured as a single drill-down report. When a user selects any of the states presented on the bar chart, a new report displays a count of grant applications submitted for cities within the selected state. This is achieved by: 1. Selecting the target report to be displayed. In this case, New Grant Applications by City is selected as the target report. 2. Writing a dynamic filter expression that is applied to the target report. In this example, the applicant_state attribute value (for example, CA), which is dynamic and changes EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 137

138 Monitoring the System Report Element Value(s) Description based on what the user selects in the New Grant Applications by State report, is applied to the New Grant Applications by City report so that only those cities within the selected state are displayed in the report. Tip: The New Grant Applications by City target report must be designed before the New Grant Applications by State report. This is because the single drill-down configuration requires that you select the New Grant Applications by City report from a list. New Grant Applications by City report This report displays number of grants submitted for cities within the selected state. The New Grant Applications by City report contains the following features: Table 46. New Grant Applications by City report configuration Report Element Value(s) Description Report entities Fields selected Activity Execution and grant_request Activity Execution: None grant_request: Activity Instance ID and applicant_city The Activity Execution entity is included in this report for filtering. This report includes only data for the Submitted activity. The grant_request report entity provides the relevant data for this report. No Activity Execution fields are selected because this entity is used only for filtering. The Activity Instance ID field of the grant_request entity is used to count grant applications. During the Submitted activity, the system assigns a unique Activity Instance ID to each grant request. Counting the unique Activity Instance IDs is equivalent to counting the submitted grant requests. 138 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

139 Monitoring the System Report Element Value(s) Description Report aggregation Data source filtering Activity Instance ID is counted applicant_city is grouped ACT.Activity-Name = 'Submitted' AND ACT.Process-Name = 'Grant Request Status Monitoring Process' The applicant_city field provides a count of grant requests for each city. This report provides a count of grant requests submitted for each city. The Activity Instance ID is counted and a total is provided for each city (applicant_city is grouped). The data set in this report includes one row for each city. This report is filtered to include only submitted grant requests (ACT.Activity-Name = Submitted AND ACT.Process-Name = Grant Request Status Monitoring Process ). The Submitted activity of the Grant Request Status Monitoring process contains all data as it is provided by a Grant Applicant. Chart type Bar This report is formatted as a bar chart with city displayed on the X-axis and the number of submitted grant applications displayed on the Y-axis. Chart data configuration Category (X) axis: applicant_city Value (Y) axis: Activity Instance ID The city from which the submitted grant application is displayed on the X-axis. The number of submitted grant applications is displayed on the Y-axis. Average Grant Review report The Average Grant Review report calculates the average time (in days) it takes for grant requests to complete the process from when it is received until it is approved or denied.the Average Grant Review report contains the following features: EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 139

140 Monitoring the System Table 47. Average Grant Review (Days) report configuration Report Element Value(s) Description Report entities Process Execution This report calculates the average time it takes for the Grant Request Status Monitoring Process to complete. The Process Execution report entity contains the Duration (hours) field that is used to calculate the average daily duration. Fields selected Duration (hours) and Process In this report, two fields are selected in the report entity, but neither is made visible to the report in the Chart Data tab. The Duration (hours) field is used to calculate a daily average. The Process field is included so that the results can be filtered to include only the Grant Request Status Monitoring process. Report aggregation Duration (hours) is averaged; Process is grouped Report aggregation is used to calculate an average hourly duration, which is then converted to a daily average with computed columns. Computed columns Data source filtering Chart type Computed Column name: Days Expression: ${Duration (hours)}/24 PRO.Process-Name = 'Grant Request Status Monitoring Process' Gauge Group is selected for Process because report aggregation requires at least one group-by selection, even though the Process column is not displayed in the report. For this report it is more meaningful to understand average daily duration rather than average hourly duration. Days are computed from hours using the JEP expression: ${Duration (hours)}/24 Average daily duration is calculated for the entire Grant Request Status Monitoring process (PRO.Process-Name = Grant Request Status Monitoring Process ), rather than just a single activity within the process, as is the case with some of the other reports. 140 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

141 Monitoring the System Report Element Value(s) Description Chart data configuration Category (X) axis: Days Chart properties Range-1: 0 to 15 Range-2: 15 to 20 Range-3: 20 to 40 Category (X) axis is the only chart data configuration option available. For gauge reports, the column containing numeric data is always selected. For this report, the range values were modified from their original values. The values you enter is entirely up to you, and is based on your interpretation of what numeric thresholds represent green (good!), yellow (caution!), and red (danger!). In this example the average duration value of less than 15 days points to the green zone, an average of between 15 and 20 days point to the yellow zone, and an average of greater than 20 days points to the red zone. Approved Funding Total Last Month ($) report The Approved Funding Total Last Month ($) report is a dial gauge that calculates the total grant funding approved within the previous month. The data source of a dial gauge must only return one row. This report contains the following features: Table 48. Approved Funding Total Last Month ($) report configuration Report Element Value(s) Description Report entities Activity Execution and grant_request The Activity Execution entity in this report serves two purposes. First, it is used to filter the report to include only approved grant applications. Grants are approved after the Approved activity within the Grant Request Status Monitoring process completes. Second, this report uses aggregation and the Activity Execution entity provides the group-by column. The grant_request entity is included because it holds the funding_amount field. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 141

142 Monitoring the System Report Element Value(s) Description Fields selected Activity Execution: Activity grant_request: funding_amount The Activity field is used for filtering and is selected as the group-by column in report aggregation. Report aggregation funding_amount is summed; Activity is grouped Also, funding_amount is used to calculate total monthly funding amount. Report aggregation is used to calculate the total amount of funding for all approved grants applications. Data source filtering Chart type Chart data configuration Activity Execution: ACT.Activity-Name = 'Approved' AND ACT.Process-Name = 'Grant Request Status Monitoring Process' AND MSC.Not-Is-Ongoing='True' AND STD.Ended-During- Last-Month = 'True' grant_request: Gauge STD.funding_amount > 0 Category (X) axis: funding_amount Chart properties Range-1: 0 to Range-2: to Range-3: to Group is selected for Activity because report aggregation requires at least one group-by selection, even though the Activity column is not displayed in the report. This report is filtered to include only those grant applications and funding amounts that have been approved (ACT.Activity-Name = Approved ) at the end of the Grant Request Status Monitoring process (ACT.Process-Name = Grant Request Status Monitoring Process ). The Approved activity must be completed (MSC.Not-Is-Ongoing= True ) In addition, this report only includes grant applications where the funding amount is greater than zero dollars ( STD.funding_amount > 0). Category (X) axis is the only chart data configuration option available. For gauge reports, the column containing numeric data is always selected. For this report, the range values were modified from their original values. The values you enter is entirely up to you, and is based on your interpretation of what numeric thresholds represent green (good!), yellow (caution!), and red (danger!). In this example, if the total is less than 750,000 dollars the arrow points to 142 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

143 Monitoring the System Report Element Value(s) Description the green zone, if the total is between 750,000 and 1,500,000 dollars the arrow points to the yellow zone, and if the total is greater than 1,500,000 dollars the arrow points to the red zone. Grant Applications by Purpose report This pie chart provides a total count of grant applications submitted for each funding purpose. Table 49. Grant Applications by Purpose report configuration Report Element Value(s) Description Report entities Fields selected Report aggregation Activity Execution and grant_request Activity Execution: Number of Grants grant_request: funding_purpose Number of Grants counted; funding_purpose grouped The Activity Execution entity contains the Activity Instance ID field (renamed in this report to Number of Grants), which is used to count the submitted grants. The grant_request entity contains the funding_purpose field. The Activity Instance ID (renamed Number of Grants) field of the Activity Execution entity is used to count the submitted grant applications. During the Submitted activity, the system assigns a unique Activity Instance ID to each grant application. Counting unique Activity Instance IDs is equivalent to counting the grant applications. The funding_purpose field captures the purpose of the grant that is entered on the grant application. This report counts submitted grant applications for each purpose. The data set for this report contains one row for each purpose. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 143

144 Monitoring the System Report Element Value(s) Description Data source filtering Activity Execution: ACT.Activity-Name = 'Submitted' AND ACT.Process-Name = 'Grant Request Status Monitoring Process' This report is filtered to include only submitted grant requests (ACT.Activity-Name = Submitted AND ACT.Process-Name = Grant Request Status Monitoring Process ). The Submitted activity of the Grant Request Status Monitoring process contains all data as provided by a Grant Applicant. Chart type Pie This report is formatted as a pie chart with the grant purpose labeling each slice of the pie and the number of grant applications determining the size of each slice. Chart data configuration Category (X) axis: funding_purpose The purpose of the grant is selected as the X-axis. Value (Y) axis: Number of Grants The number of grant applications submitted is displayed on the Y-axis. Worker Performance dashboard and reports The Grants Administrator uses the Worker Performance dashboard to view reports that calculate the number of grants being reviewed and managed by Grants Reviewers and Grants Managers. The average time it takes for reviewers and managers to complete their work is also calculated. The dashboard contains the following reports: Grants Manager Workload Grants Reviewer Workload Average Grant Management Duration Average Review Duration 144 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

145 Monitoring the System Figure 53. Worker Performance Dashboard in TaskSpace EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 145

146 Monitoring the System Figure 54. Average Review Duration report in PRS The Worker Performance dashboard contains reports that measure the workload and efficiency of Grant Reviewers and Grants Managers. Grants Manager Workload: This report looks at the Manage Grants Request process and calculates the number of grants that each Grants Manager is currently managing. The Grants Manager name is configured as a single drill-down. When clicked, the system opens the Grant Applications by Purpose report. The Grant Applications by Purpose report shows the grants that each Grants Manager is working on, grouped by purpose. Grants Reviewer Workload: This report looks at the Start Review Process and shows the number of grants being reviewed by each Grants Reviewer. This report shows which Grants Reviewers currently have heavier or lighter workloads than others. Average Grant Management Duration: This report shows the average amount of time (in hours) it takes Grants Managers to process a grant request, from the time they receive the grant application until they approve or reject it. Average Review Duration: This report calculates the average time (in hours) it takes for Grant Reviewers to review a grant, from the time they receive the grant application until they vote to approve or deny it. 146 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

147 Monitoring the System Grants Manager Workload report The Grants Manager Workload report looks at the Process Grant Request activity of the Manage Grants Request process and counts the grant applications being managed by each Grant Manager. The Grants Manager name is configured as a single drill-down that, when clicked on, opens the Grant Applications by Purpose report. The Grant Applications by Purpose report provides the same information available in the Grant Trends dashboard, except that the results are filtered to include only the grant applications assigned to the Grants Manager. The Grants Manager Workload report contains the following features: Table 50. Grants Manager Workload report configuration Report Element Value(s) Description Report entities Activity Execution The Activity Execution report entity contains the Activity Instance ID and Performer Name fields. Fields selected Report aggregation Data source filtering Activity Instance ID and Performer Name Activity Instance ID is counted; Performer Name is grouped Activity Execution: ACT.Activity-Name = 'Process Grant Request' AND ACT.Process-Name = 'Manage Grants Request' AND MSC.Not- Is-Ongoing='True' AND STD.PERFORMER_NAME <>'grants_wq' The Activity Instance ID field is used to count the grants being managed. Each time the Process Grant Request activity begins, the system assigns a unique Activity Instance ID. Counting unique Activity Instance IDs is equivalent to counting the processed grant applications. The number of managed grant applications is calculated (counted) for each performer (group). Results are displayed in a bar chart. The filter on the Activity Execution report entity includes the Process Grant Request activity of the Manage Grants Request process (ACT.Activity-Name = Process Grant Request AND ACT.Process-Name = Manage Grants Request ). This activity is used in the filter because this is the point in the process when the Grants Manager is doing work. This report is also filtered to include data from Process Grant Request activities that have completed (MSC.Not-Is-Ongoing= True ), so that all incomplete activities are excluded. The STD.PERFORMER_NAME <> grants_wq segment of the EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 147

148 Monitoring the System Report Element Value(s) Description Chart type Chart data configuration Bar Category (X) axis: Performer Name filter expression excludes activities completed by the grants_wq queue from the count. The Grants Manager name is displayed on the X-axis. Drill-down configuration Value (Y) axis: Activity Instance ID Target Report: Grant Applications by Purpose Filter: BSD.GRANTREQUEST-grant_ owner = '${Performer Name}' The number of managed grants is displayed on the Y-axis. The Grants Manager Workload report is configured as a single drill-down report so that when a dashboard user selects any of the managers presented on the bar chart, a new report comes into focus that displays a count of grant applications submitted by purpose for the specific manager selected. This effect is achieved by: 1. Selecting the target report to be displayed. In this case, Grant Applications by Purpose is selected as the target report. 2. Writing a dynamic filter expression that is applied to the results of the target report. In this example the grant_owner attribute value (for example, mgr1), which is dynamic and changes based on what the user selects in the Grants Manager Workload report, is applied to the Grant Applications by Purpose report so that only data relevant to the selected Grant Manager is displayed. Tip: Design the Grant Applications by Purpose target report before the Grants Manager Workload report. The single drill-down configuration requires that you select the Grant Applications by Purpose report from a list. Chart properties Y-Axis Name: # Grants Managed The label of the Y-axis is modified in the Chart Properties window. 148 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

149 Monitoring the System Grant Applications by Purpose report The Grant Applications by Purpose report counts the grant applications that each Grants Manager is working on, grouped by purpose. This report is the target report in a single drill-down configuration. It contains the following features: Table 51. Grant Applications by Purpose report configuration Report Element Value(s) Description Report entities Activity Execution and grant_request The Activity Execution entity contains the Activity Instance ID field, which is used to count the grant applications. Fields selected Report aggregation Data source filtering Activity Execution: Activity Instance ID grant_request: funding_purpose Activity Instance ID counted; funding_purpose grouped Activity Execution: ACT.Activity-Name = 'Send Notification to Applicant' AND ACT.Process-Name = 'Manage Grants Request' The grant_request entity contains the funding_purpose field. Each time the Send Notification to Applicant activity occurs, the funding decision is communicated to the Grant Applicant. At the same time BAM assigns a unique Activity Instance ID. Counting the unique Activity Instance IDs is equivalent to counting the total number of grant applications that are either funded or not funded. The funding_purpose field captures the purpose of the grant, as entered on the grant application. This report counts the submitted grants for each purpose. The data set for this report contains one row for each purpose. This report is filtered to include the Send Notification to Applicant activity (ACT.Activity-Name = Send Notification to Applicant AND ACT.Process-Name = Manage Grants Request ). This is the point in the process when the decision to either fund or not fund a grant is made and communicated to the Grant Applicant. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 149

150 Monitoring the System Report Element Value(s) Description Chart type Pie This report is formatted as a pie chart with the grant purpose labeling each slice of the pie and the number of grant applications determining the size of each slice. Chart data configuration Category (X) Axis: funding_purpose The purpose of the grant is selected as the X-axis. Value (Y) Axix: Activity Instance ID A count of grant applications is displayed on the Y-axis. Grants Reviewer Workload report The Grants Reviewer Workload report looks at the Vote on Grant Request process and counts the number of grants being reviewed by each Grant Reviewer. This report shows which Grants Reviewers currently have heavier or lighter workloads than others. This report contains the following features: Table 52. Grants Reviewer Workload report configuration Report Element Value(s) Description Report entities Activity Execution The Activity Execution report entity contains the Activity and Performer Name fields. Fields selected Activity and Performer Name.AE The Activity field counts the times a Grants Reviewer completes the Reviewer Votes activity. Report aggregation Data source filtering Activity is counted; Performer Name.AE is grouped Activity Execution: ACT.Activity-Name = 'Reviewer Votes' AND ACT.Process-Name = 'Vote On Grant Request' and MSC.Not-Is-Ongoing='True' AND STD.PERFORMER_NAME <> 'grants_wq' The Performer Name.AE field provides the name of the Reviewer. The total of grants reviewed is calculated (counted) for each Grant Reviewer (group). Results are displayed in a bar chart. The filter includes the Reviewer Votes activity of the Vote on Grant Request process. This activity is used in the filter because this is the point in the process when the review of the grant application is complete and a vote taken. This is when the Grant Reviewer does work. This report is also filtered to include data from Reviewer Vote activities that have completed 150 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

151 Monitoring the System Report Element Value(s) Description (MSC.Not-Is-Ongoing= True ). Incomplete activities are excluded from this report. The STD.PERFORMER_NAME <> grants_wq segment of the filter expression excludes activities completed by the grants_wq queue from the count. Chart type Chart data configuration Bar Category (X) axis: Performer Name.AE Value (Y) axis: Activity The Grants Reviewer name is displayed on the X-axis. The number of grants reviewed is displayed on the Y-axis. Average Grant Management Duration report The Average Grant Management Duration report calculates the average time (in hours) it takes for Grants Managers to process a grant request, from the time they receive the grant application until they approve or reject it. This report contains the following features: Table 53. Average Grant Management Duration report configuration Report Element Value(s) Description Report entities Activity Execution The Activity Execution report entity contains the Duration (hours) and Performer Name fields. Fields selected Report aggregation Duration (hours) and Performer Name Duration (hours) is averaged; Performer Name is grouped Duration (hours) is selected to calculate the average duration. Performer name is included so that average duration can be displayed for each Grants Manager. This report calculates the average amount of time (in hours) it takes to complete the Process Grant Request activity. Duration (hours) is averaged and Performer Name is grouped. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 151

152 Monitoring the System Report Element Value(s) Description Data source filtering Activity Execution: ACT.Activity-Name = 'Process Grant Request' AND ACT.Process-Name = 'Manage Grants Request' AND MSC.Not- Is-Ongoing='True' AND STD.PERFORMER_NAME <>'grants_wq' The filter includes the Process Grant Request activity of the Manage Grants Request process. This activity is used in the filter because this is the point in the process when the Grants Manager completes a final review of an application, which is then approved or denied. This report is also filtered to include data from Process Grant Request activities that have completed (MSC.Not-Is-Ongoing= True ). All incomplete activities are excluded from this report. Chart type Chart data configuration Bar Category (X) axis: Performer Name The STD.PERFORMER_NAME <> grants_wq segment of the filter expression excludes the grants_wq queue from the report. This report focuses on the average time it takes a Grants Manager to conduct a review. The work queue is not relevant for this report. The Grants Manager name is displayed on the X-axis. Value (Y) axis: Duration (hours) The average duration is displayed on the Y-axis. Chart properties Y-Axis name: Avg. Duration (hours) The label of the Y-axis is modified in the Chart Properties window. Average Review Duration report The Average Review Duration report calculates the average time (in hours) it takes for Grants Reviewers to review a grant, from the time they receive the grant application until they vote to approve or deny it. This report contains the following features: Table 54. Average Review Duration report configuration Report Element Value(s) Description Report entities Activity Execution The Activity Execution report entity contains the Duration (hours) and Performer Name fields. 152 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

153 Monitoring the System Report Element Value(s) Description Fields selected Report aggregation Data source filtering Duration (hours) and Performer Name.AE Duration (hours) is averaged; Performer Name.AE is grouped Activity Execution: ACT.Activity-Name = 'Reviewer Votes' AND ACT.Process-Name = 'Vote On Grant Request' AND MSC.Not-Is-Ongoing='True' AND STD.PERFORMER_NAME <> 'grants_wq' Duration (hours) is selected so that average duration can be calculated. Performer name is included so that average duration can be displayed for each Grants Reviewer. This report calculates the average time (in hours) it takes to complete the Reviewer Votes activity. Duration (hours) is averaged and Performer Name is grouped. The filter on the Activity Execution report entity is written to include the Reviewer Votes activity of the Vote on Grant Request process. This activity is used in the filter because this is the point in the process when the Grants Reviewer performs an initial review of a grant application. This report is also filtered to include data from Reviewer Votes activities that have completed (MSC.Not-Is-Ongoing= True ). All incomplete activities are excluded from the report. Chart type Chart data configuration Bar Category (X) axis: Performer Name.AE The STD.PERFORMER_NAME <> grants_wq segment of the filter expression excludes the grants_wq queue from the report. This report focuses on the average time it takes a Grant Reviewer to conduct a review. The work queue is not relevant for this report. The Grants Reviewer name is displayed on the X-axis. Value (Y) axis: Duration (hours) The number of reviewed grants is displayed on the Y-axis. Chart properties Y-Axis name: Avg. Duration (hours) The label of the Y-axis is modified in the Chart Properties window. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 153

154 Monitoring the System Funding dashboard and reports The Grant Manager supervisor uses the Funding dashboard to monitor the amount of grant money, on average, Grant Managers are responsible for managing. The funding amount data for each report is taken from the very end of the process when the decision to approve (or deny) a grant request is made. Each report is filtered to include approved grants only. The dashboard contains the following reports: Overall Funding Amount Average Average Funding Amount per Manager Figure 55. Funding Dashboard in TaskSpace 154 EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide

155 Monitoring the System Figure 56. Overall Funding Amount Average report in PRS Overall Funding Amount Average The Overall Funding Amount Average report calculates the average amount of funding being managed by all Grant Managers. A single average is calculated and displayed on a dial gauge. The funding amount data is taken from the very end of the process, once the decision to approve (or deny) a grant request is made. Table 55. Overall Funding Amount Average report configuration Report Element Value(s) Description Report entities Activity Execution grant_request The Activity Execution entity is included in this report for filtering. This report includes only data for the Send Notification to Applicant activity. The grant_request report entity provides the relevant data for this report. EMC Documentum Grants Management Sample Application 6.5 SP2 Technical Reference Guide 155

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