Streamline Business Processes with PeopleSoft Online Forms and Workflow Session ID#:100680 Prepared by: Christopher Maldonado-Martinez BAS Consulting -Associate Grant Thornton @GrantThorntonUS
Introduction and Agenda
Welcome and Please: Silence Audible Devices Note Fire Exits Partake of Refreshments Note Quest Staffers (green shirts) Complete Feedback Form Ask Questions Administrative Notes
Chris Maldonado-Martinez Associate, Technology Solutions Kansas City, MO Christopher Maldonado-Martinez is an Oracle ERP consultant in Grant Thornton s Business Advisory Services practice. Chris has experience (both in consulting and industry) in the manufacturing and healthcare area, and with core PeopleSoft Financial Supply Chain applications (AR, BI, PO, and epro). His project experience include hospitality management service, banking, and healthcare networks. In his 20 months of functional ERP implementations, he has demonstrated strong leadership as a module lead for AR/BI and epro/po. Industries Industrial Manufacturing Food and beverage Building Products Healthcare Banking Distribution Technology Education BS, Industrial Engineering, Kansas State University About the Presenter
Grant Thornton Global Member Firm One of the world's leading organizations of independent audit, tax and advisory firms 40,000 people in over 100 countries 65% of Forbes Global 100 companies served by Grant Thornton International member firms Grant Thornton International Ltd 1 US $4.7 billion revenues 40,197 personnel 3 2,975 partners 725offices Statistics as of Sept. 30, 2014 5 th largest global accounting and consulting firm 58% of 2013 Fortune 100 Grant Thornton LLP 2 $1.4 billion revenues 6,456 personnel 3 529 partners 57 offices Statistics as of Dec. 31, 2015 About Grant Thornton
Agenda Identifying the need for forms System requirements About Forms Building Forms Field types Formatting Forms Limitations and solutions Component Interface mapping Approval Framework Questions Agenda
Identifying the Need for PeopleSoft Online Forms
Current business process require submission of documents to be approved before being loaded into PeopleSoft Long lead time to obtain approval Potential loss of paper in the shuffle Duplicate work required to key the form into PeopleSoft Process requires an auditable trail for approval process Complex Workflow required Multiple Stages does approval process move to another stage after initial approver Multiple Paths does the approver vary based on some of the content on the form Identifying the Need for Forms
About Forms Overview of Design Steps
Navigation: Main Menu > Enterprise Components > Forms > Design a form Seven steps to complete the design process (Iterative) Form Status FieldName Value Long Name Short Name FORM_TYPE_STATUS A Application Designer Form Activated FORM_TYPE_STATUS D In Design In Design FORM_TYPE_STATUS I Inactivated Inactive About Forms
Step 1: Basic Information
Step 2: Instructions
Step 3: Form Fields
Step 4: Attachment Templates
Step 5: Publish to Menu
Step 6: Approval Process
Step 7: Activate Form
Step 7: Preview Form
Building Forms Field Types
Navigation: Main Menu > Enterprise Components > Forms > Design a form Proceed to Step 3 Select Use Type and Details Field Types
Code
Date and Time
UseType Length(s) Uses NUMBER 15.4 Up to 15 digit positive number with 4 decimal places NUMBER 7.2 Up to 7 digit positive number with 2 decimal places NUMBER 9 Up to 9 digit positive integer SIGNED 15.4 Positive or Negative Numbers SIGNED 7.2 Positive or Negative Numbers SIGNED 9 Positive or negative integer Numbers
UseType Length(s) Uses TEXT 4 5 10 20 30 50 254 Free form text fields Text Fields
Creates a check box on the form Returns character value Y or N Yes/No Check Box
Section
Define prompt records to be used in forms Navigation: Main Menu > Enterprise Components > Forms > Define Prompt Records Proceed to Step 3 of Form Design Navigation: Main Menu > Enterprise Components > Forms > Design a form Select Use Type and Details Define Prompt Records
Define prompt records to be used in forms Navigation: Main Menu > Enterprise Components > Forms > Define Prompt Records Define Prompt Records
UseType Length(s) Uses PROMPT 4 5 10 20 Create drop down prompts for users to select from existing values set in PeopleSoft Prompts
Formatting Forms
Section use types Major divisions in sections of a form Add instructions on how to complete a field Blank sections with returns provide spacing Dynamic Prompting Place control prompt before others Controls all of the same type of prompts until overwritten Columns Single Column consolidates all fields to one central column Two Columns Very difficult to get fields to line up Field Status In Design Active Formatting Forms
Formatted Form
Form Limitations and Solutions
FORM_SD Delivered with following naming convention of fields Field Name Format Max Value of # Field Name Format Max Value of # SEQ_NBR Num15.0 N/A SD_TEXT20_# Char20 15 SD_RECNAME Char15 N/A SD_TEXT30_# Char30 10 SEQ_NUM Num3.0 N/A SD_TEXT50_# Char50 10 SD_DATE_# Date 8 SD_TEXT254_# Char254 5 SD_TIME_# Time 8 SD_INT_# SNm10.0 10 SD_TEXT4_# Char4 10 SD_NUM9_# SNm9.2 10 SD_TEXT5_# Char5 10 SD_NUM19_# SNm17.4 8 SD_TEXT10_# Char10 15 Form Record
Error "The Form Field XXXX Cannot be Mapped to the Storage Record" Cause Adding to many of a particular Use Type and Length on the form Use Types "Y/N" and "Code" map to the SD_TEXT4_# fields Solution Customization Add additional fields to FORM_SD following traditional field naming convention Oracle document reference: DOC 1526279.1 Form Design Increase Record
Error Cannot remove active fields from a form Cause Field status changes from In Design to Active Lose the buttons to delete and add a row during form design Solution Customization to the Application Package PeopleCode allows for the delete function once the form has been activated Oracle document reference: DOC 1455890.1 Form Design Delete Fields
Mapping the Form to the Component Interface (CI)
Navigation: Main Menu > Enterprise Components > Forms > Form to CI Mapping Map fields from form to a CI Use existing CI Only available for Add (Update to come with future packages) Form to CI Mappings
Form to CI Mappings
Common Error Form field type does not match CI field type Solution Navigate to: Main Menu > Enterprise Components > Forms > Manage Forms, Inactivate the form Implement the delete field code change Return to form design to delete field and add field with correct field type Form to CI Mappings
Common Issue Effective dates will not allow the use of New item in transactions Symptoms Effective Date of records is more recent than the intended transaction date Causes Incorrect date mapped or used as default in CI Mapping Approval Framework delays input into system Solutions 1) Correct History and update EFFDT online 2) Create new EFFDT row prior to desired transaction date Form to CI Mappings
Approval Framework with Forms
Route Control Type Main Menu > PeopleTools > Workflow> Routings and Roles > Route Control Types Route Control Profiles Main Menu > PeopleTools > Workflow> Routings and Roles > Route Control Profiles Approval User List Main Menu > Enterprise Components > Approvals > Approvals > User List Setup Approval Process Setup Main Menu > Enterprise Components > Approvals > Approvals > Approval Process Setup Approval Framework - Setup
Approval Process Setup
Navigate to Menu form label is published Select Add a New Value Tab Approval Process Enter New Form
Complete New Form and Save Submit for approval Approval Process - Submit 46
Upon submit user sees the following display Full view of approval framework with approvers Approval Process Routing 47
Final step after approval is Save & Post Form Button is at the end of form Approval Process Save and Post 48
Common Errors Invalid value press the prompt button or hyperlink for list of valid values The value entered in the field does not match one of the allowable values Error changing value {RECORD.FIELDNAME} Value must either be Y for Yes or N for No Invalid date Causes Incorrect field types or defaults in CI Mapping Solution Use iterative approach to correct Form to CI Mapping Trouble Shooting - Save and Post 49
Message Related Documents Successful Save and Post 50
Conclusion
Benefit of PeopleSoft Forms Customizable to fit the need of any business process Create auditable trail within PeopleSoft Reduce delays in approval process Use delivered Component Interface Eliminate the need to key in data after approval Minimal need for customizations from developers Benefit of PeopleSoft Approval Framework Allow for multistage and path workflow Enable the ability to escalate Multiple approvers Conclusion 52
Look for Grant Thornton at these upcoming events: July 21: Rosemont, IL PeopleSoft RECONNECT Aug. 17: Denver, CO JD Edwards INFOCUS Oct. 25: San Francisco, CA Oracle OpenWorld Chris Maldonado-Martinez BAS Consulting Associate Grant Thornton LLP E: Chris.Maldonado-Martinez@us.gt.com W: www.grantthornton.com/oracle grantthornton.com/events
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