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Sungard Workflow

Sungard Workflow. Contents. What is workflow Benefits of workflow Possible candidates for workflow FYIs/FAQs about Sungard Workflow Is Sungard Workflow flexible How does Sungard Workflow look to the user How does Sungard Workflow look to the developer. Workflow Modeler

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Sungard Workflow

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  1. Sungard Workflow

  2. Contents • What is workflow • Benefits of workflow • Possible candidates for workflow • FYIs/FAQs about Sungard Workflow • Is Sungard Workflow flexible • How does Sungard Workflow look to the user • How does Sungard Workflow look to the developer • Workflow Modeler • Business Component Catalog • Business Events • Sungard delivered workflows

  3. What is “workflow”? Workflow automates, simplifies, directs and manages the flow of information and tasks. Workflow distributes documents, information and tasks.

  4. What are the benefits of workflow? • Automatic movement of the right work to the right people at the right time • Work and information move along automatically with fewer delays and fewer human errors • Helps to insure that all required information is included in the task before the task is moved along • Electronic notification that work needs done (and that work has been done) • Improved adherence to Ohio, Miami, and departmental policies and procedures

  5. Benefits (continued) • Better process control (we can better tell where we are in the process) • Elimination of duplicate data entry (and less chance of data entry error) • Elimination of lost paperwork • Improved communication • Increased efficiency

  6. Possible candidates for workflow • Tasks that involve paper, information or tasks moving from one person to another. • Tasks that involve one person entering data into a paper form, and another person entering the same data into a system (such as Banner). This is considered duplicate data entry. • Tasks that involve approvers. • Cases in which people need informed about a data change in a timely fashion. Do students need to know when a hold on their registration has been lifted or a class for which they are registered has been cancelled? Workflow can send an email within minutes of the data change.

  7. Possible candidates (continued) • Cases in which an office wants an electronic record that non-electronic tasks were done. Was a phone call made, a file checked, a meeting scheduled, an audit reviewed? • Tasks that need completed in reaction to a data change. When an employee is changed to “terminated” in Banner, several offices may need to take action (payroll, benefits, IT Services, parking, finance, etc.).

  8. FYIs/FAQs about Sungard Workflow • Sungard Workflow is a separate, standalone application developed by Sungard. It’s not “Banner Workflow”, it’s “Sungard Workflow”. • It is designed to work with other applications, not just Banner. • The application is web based (it opens in a web browser). • There is a link to Sungard Workflow on the Banner links page (the page you use to launch Banner and BannerWeb); however, you cannot access the application without a workflow account. • Workflow username and passwords are the same as your Banner username and passwords.

  9. FYIs/FAQs (continued) • Workflow roles decide “who can do what” and “who can see what”. You don’t have to worry about an HR user accessing an Admission workflow. • Workflows can be set to launch automatically in response to a data change (such as a grade change) or can be launched manually.

  10. Is there flexibility in the workflow tasks/activities? There is flexibility. A workflow is made up of one or more activities. Some workflow activities are interactive meaning workflow and the workflow user do the work together. Some workflow activities are manual meaning the workflow user must do the work and then mark the task complete in workflow. Some workflow activities are automated meaning workflow does all the work.

  11. Five types of Sungard workflow activities:

  12. How does Workflow look to the user? When a user first logs into Sungard Workflow, their worklist is presented. Each work item on the worklist represents a unit of work for a single workflow. Again, workflow roles decide to whom work is assigned. In the above example, the workflow name is “LSJ Epaf 16190 Has Been Approved” and the activity (the unit of work to be done) is “Present bonus data”.

  13. Enlarged image so you can see the two fields better:

  14. How the activity details look to the user depends on the activity. The “Present bonus data” activity is a custom activity (custom activities allow interaction with user):

  15. Enlarged image so you can see it better:

  16. If the user selects “Apply this EPAF” and clicks the Complete button: • the EPAF will be updated to “applied” in Banner • the activity “Present bonus data” for the workflow “LSJ Epaf 16190 Has Been Approved” will be considered complete • the work item will no longer appear on the user’s worklist • the workflow will move along the next activity (or will end)

  17. How does Workflow look to the developer? The workflow developer has extended capabilities in the workflow application: The primary steps to develop a workflow involve: • Workflow Modeler • Business Component Catalog • Business Events

  18. Workflow Modeler All workflows are designed and created in the workflow modeler, which presents the workflow graphically.

  19. In the modeler, each box represents an activity: Note how each activity is connected via a transition line. In every workflow, there is a starting point and an end point, and in between, each activity is “connected”: Start End Activity A Activity B Activity C So the work “flows” through the activities. There can also be decision points and guard conditions to control how the workflow behaves in response to data.

  20. Decision points are shown in this example: The workflow user makes a recommendation in the “Interview_Evaluation” activity. If the recommendation is “Hire”, the “Notify_Recommendation” activity is called. If the recommendation is not “Hire”, the “Notify_Later_Consideration” activity is called.

  21. Guard conditions are shown in this example: Here, if the payroll data validation passes, the workflow moves on to the “Check_phrmtim” activity; else, it moves to the “Data_error_found” activity.

  22. Additional detail about the activity can be seen in the modeler. For example, earlier, we saw how the “Present bonus data” activity appears to the workflow user:

  23. Here’s how the “Present bonus data” activity appears in the modeler:

  24. Here’s how the “Present bonus data” activity parameter mappings appear in the modeler:

  25. Here’s how an email activity appears in the modeler:

  26. Business Components As previously noted, component activities are done automatically without adding an item to the worklist. These make use of business components which are defined in the workflow application, not the modeler. Business components can be generic and can be shared. For example, if we had a business component to get an ID based on a pidm, it could be used by any workflow that needed to get an ID based on a pidm.

  27. In the modeler, if we look at the component activity get_employee_data, we’ll see it uses business component hr_lsj_epaf_get_employee_data:

  28. To see the logic of the business component hr_lsj_epaf_get_employee_data, we have to go the workflow application, into the Business Component Catalog. There, we can see that the business component hr_lsj_epaf_get_employee_data is defined as a SQL query which returns the employee pidm, Banner ID and name to the workflow.

  29. If the business component updates Banner, a stored procedure must be used. A stored procedure is simply logic that is stored and given a name, and then the logic can be used in any report, process or application. They are not unique to workflow. To illustrate the use of a stored procedure in a business component, here is business component hr_lsj_epaf_insert_phrmtim_entry, which uses the stored procedure baninst1.pz_insert_phrmtim_entry.

  30. This is the logic of the stored procedure baninst1.pz_insert_phrmtim_entry:

  31. Business Events If we want a workflow to launch automatically due to a data change, we must make use of a table level trigger and a workflow business event.

  32. For the workflow currently in use by HR, we want the workflow to start whenever an LSJ EPAF (electronic personnel action form) has been submitted and approved (status pending). So the first thing we did was create a trigger on the EPAF table NORTERN:

  33. As soon as an LSJ EPAF is approved, the table trigger will “fire”. When the table trigger fires, the workflow event HR_LSJ_EPAF_APPROVED will “fire”. When the event fires, the HR_lsj_epaf_apply workflow starts. The EPAF transaction number is fed from the table trigger into the event into the workflow. Using the EPAF transaction number, the workflow can get the information needed for the workflow (employee ID, name, bonus amount, etc.). Table Trigger (sends EPAF trans number to event) Event (sends EPAF trans number to workflow) Workflow

  34. Sungard Delivered Workflows • New Gifts • Requisition Approval with E-mail Functionality • Hire a Full Time Faculty Member • Hire a Full Time Staff Member • Establish Benefits • Load Faculty Information • Establish Taxes and Other Deductions • New Employee Security Setup • Grade Change • Withdraw a Student • Process Withdrawn Student Aid • Interview Candidate Additional details can be found in the Workflow Integration Guides, available on our Banner bookshelf.

  35. Questions? Amy Eldridge emgeac@muohio.edu Dan Johnson johnsoda@muohio.edu Bill Miley mileywg@muohio.edu February, 2010

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