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					Kuali Enterprise Workflow

    Damon Dorsey, Indiana University
   Kymber Horn, University of Arizona
Vince Schimizzi, Michigan State University
                          What is Workflow?

Functionally . . .
Workflow is the art of moving transactions from one place
to another, requesting and recording actions related to that
transaction along the way.

Technically . . .
Workflow is a routing engine that works with Kuali.
Workflow functions by matching attributes of a transaction
to existing rules that indicate where a transaction with
those attributes should go. Most commonly Workflow is
used to collect approvals.
                        How does Workflow work?
After a transaction is initiated, Workflow electronically routes
the transaction to the proper approvers.

The path of approval can be influenced by:

   – The type of transaction (example: a Cash Receipt document may
     route differently than a Transfer of Funds)

                               and . . .

   – The content of the transaction itself (example: a transaction
     charging supplies to a grant account may need to route for special
                        What Workflow Actions are Available?

Workflow can send users action requests of various types. These
requests are collected in the user’s Workflow Action List.

Types of action requests include:

Approve: Verify that the transaction is acceptable. Approved financial
documents will continue routing to additional approvers, or--if fully
approved--be included in the next update to the General Ledger.

Acknowledge: A request to view and acknowledge a transaction without
the need for a formal approval.

FYI Review: A courtesy request allowing the user to view the transaction
or just clear the request from their action list without viewing it.
                  What Workflow Actions are Available?

Disapproval: Requests for approval can be disapproved,
indicating the transaction is incorrect or unacceptable.
Disapproved transactions cease further routing and will not
be sent to the general ledger.

The document initiator and any previous approvers receive
an Acknowledgement action request, letting them know the
document has been disapproved.

Disapproved documents (in fact, almost any document) can
be copied and used as the basis for future documents. This
allows for easy correction and re-submission.
                      Financial Document Routing Overview

Documents pass through one or more route levels (also called “route

Route levels represent different sets of rules that will evaluate a
document to determine its routing and the order in which requests
are generated.

If a route level generates approval requests, those requests must be
completed before the document will route to the next level.

Different documents may pass through different route levels. Some
route levels are very specific to certain types of documents while
others appear on a wide variety of document types.
                  Financial Document Routing Overview

Commonly, financial documents pass through the following
route levels:

   –   Account Review
   –   Organization Review
   –   Subfund Routing
   –   Award Workgroup Routing
                  Financial Document Routing Overview

Account Review (Fiscal Officer)

All accounts used on the document are identified and it routes
to a designated approver (in KFS we call this person a “Fiscal
Officer”) for each of those accounts.

Sue is the Fiscal Officer for account 1012300. All financial
transactions involving that account will require her approval.
                        Financial Document Routing Overview

Organization Review

Every account belongs to an organization and customized routing to
individuals or workgroups can be established by each organization based
on document type and dollar amount. This routing can take advantage of
the Chart of Accounts Organization Hierarchy.

   The Dean of Biology wants a chance to approve every Transfer of Funds
   document over $1,000 that involves a Biology account.

   The Chancellor’s office wants to see Transfer of Funds documents over
   $100,000 for all organizations that answer to a particular campus.
                    Financial Document Routing Overview

Every account has an attribute called Subfund which
designates its type, purpose or source of funds. Routing can
be established based on the Subfund of the accounts that
appear on the document.
  We want all accounts with a Subfund of ENDOW (endowments) to
  route to a particular individual.

Award Workgroup
Documents using Contract and Grant accounts route to a
special workgroup associated with the Award tied to those
                                   Document Routing Overview

Examples of Other Routing Rules for Specific Document Types
Content Routing (Purchasing Requisition): Routes the document to a defined individual or group
who completes the information on the Requisition before approval.

Payment Reason Routing (Disbursement Voucher): Allows routing to be established based on
the reason a particular disbursement is being made.

Separation of Duties Routing (Purchasing Requisition): Routes documents to a specified
individual or workgroup for approval if the dollar amount exceeds an institutionally-defined
threshold and the document has generated no other approval requests.

Budget Office Review (Purchase Order): If the encumbrances created by this order would
create a sufficient funds problem for any of the accounts on the document it will route to a
defined budget approver.

Research Risk Routing (Research Administration Routing Form): Routes to designated
approvers based on the types of research risk associated with this research project.

Fiscal Officers can delegate approval authority (for the
Account Review level of routing) to other users based on
attributes of a specific transaction such as document type and
dollar amount.

Delegates can approve documents at the Account Review
level of routing as if they were the Fiscal Officer.

Two kinds of delegates exist: Primary delegates and
Secondary delegates.

Fiscal Officers can choose to establish either type of delegate
or both.

Documents route directly to primary delegates instead of
routing to the Fiscal Officer.

These delegates have a special “filter” option in their action
list that allows them to retrieve documents for which they
have been given approval authority.

Fiscal Officers can still access any documents they are
responsible for.

A workgroup is a collection of approvers who share a
similar responsibility.

If a document routes to a workgroup, all members of the
workgroup will see that document in their action lists.

Once any member of the workgroup takes action on that
document, the document is removed from the action list of
all other members of that workgroup.
                                  Ad-Hoc Routing

Ad-Hoc routing allows a document initiator or approver to add
additional individuals or workgroups to the routing of a specific

Ad-Hoc Approvers inserted into the routing “interrupt” the regular
routing process.

    Example: If I initiate a financial document and ad-hoc route it to my
      boss for approval it will go to her before it goes to the Fiscal

You can request that an ad-hoc recipient Approve, Acknowledge or FYI
Review the transaction.
                        Blanket Approval

Users can be established as Administrators, giving them
the ability to blanket approve most transactions they initiate
or for which they are an approver.

Blanket approval pushes a document to “Approved” status.

All approvers who are skipped by the blanket approval
receive an Acknowledgement request for that document—
ensuring that they see it.
                      System Supervisor Approval

A user established as a System Supervisor
(“super user”) can take special workflow actions:

–Fully Approve or Disapprove any document, regardless of currently
pending approvals.

–Approve a single action request for a particular user.

–Approve the document through to a different route level (sending it
straight to Organization Review, for example).

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