approval workflow in workday - enterprise transformation...jul 25, 2019 · workflow preparer...
TRANSCRIPT
THE ENTERPRISE TRANSFORMATION | FINANCIALS
Approval Workflow in Workday
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Agenda
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• Workflow 101
• Workflow Review• Expense
• Supplier Invoice
• Requisition
• PCard
• Subaward
• Troubleshooting your Workflows
Safe Harbor
The information delivered within this presentation was published
on
This information, while accurate at the time, is subject to change.
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Safe Harbor
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Approval Workflow 101• Every spend transaction that requires an approval must have two sets
of eyes to review and approve
• In some cases, the person who submits the transaction can be considered an approver
• The following is true for every approval workflow:• Cost Center Manager (CCM) needs to approve
• Driver Worktag Manager needs to approve*
• Cost Center always approves before the Driver• Aside for CCM if someone has previously approved in the workflow and has
multiple approval roles, it will skip them so that they aren’t approving more than once
• An Assignee is never part of the approval – assignee is simply a worktag
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Approval Workflow 101• Cost Centers were mapped to specific Driver Worktags based largely
on PeopleSoft’s Project IDs
• Multiple people can be mapped as a Cost Center Manager(CCM) for a single Cost Center
• A transaction will go to every CCM’s inbox for approval• Any CCM can approve the transaction• When one CCM approves the transaction, it disappears from everyone’s inbox
and is now stored in the approver’s archive• When a CCM submits a transaction for approval, it will route to the other
CCMs to approve
• Only one person can be mapped as a Driver Worktag Manager
• It is possible to be mapped as both the Cost Center and Driver Worktag Manager
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Workflow Examples
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Expense Approvals
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Worker Submits
Worker’s HR Manager
Cost Center Manager
Driver Worktag Manager
Typical
Workflow
Preparer Submits for
WorkerWorker
Worker’s HR Manager
Cost Center Manager
Driver Worktag Manager
Typical
Workflow
w/ Preparer
Workflow
CCM &
Driver are
the same
person
Worker Submits
Worker’s HR Manager
Cost Center Manager
Skips
When a CC manager approves and that person is
also the Driver manager, they only approve once.
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Supplier Invoice Request Approvals
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Worker Submits
Cost Center Manager
Driver Worktag Manager
Typical
Workflow for
SIR under $3k
Worker Submits
Cost Center Manager
Another Cost Center
Manager
Driver Worktag Manager
Typical
Workflow for
SIR over $3k
Worker Submits
Cost Center Manager
Cost Center’s HR
Manager
Driver Worktag Manager
Workflow for
SIR over $3k
& only 1 CC
manager
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Requisition Approvals
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Worker Submits
RQ Reviewer
Cost Center Manager
Driver Worktag Manager
Typical
Workflow
Workflow
when worker
is RQ
Reviewer
Worker Submits
Skips Cost Center
Manager
Driver Worktag Manager
Workflow
when worker
is RQ
Reviewer &
Driver
Manager
Worker Submits
Skips Cost Center
ManagerSkips
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PCard Approvals
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Typical
Workflow
Holder submits and attests
PCard Cost Center Manager
submits and attests
Driver Worktag Manager
Verification
by another
employee
Verify for workerHolder submits
and attests
PCard Cost Center Manager
submits and attests
Driver Worktag Manager
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Subawards Approvals
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OSP Submits
Cost Center Manager
Driver Worktag Manager
Principal Investigator
Subaward
Invoice
Workflow
OSP Submits
Cost Center Manager
Driver Worktag Manager
Subaward
PO
Workflow
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Troubleshooting Your Workflows
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Troubleshooting Tips & Tricks
• Look at the business process of the transaction first
• Status of Awaiting Action indicates whose queue the transaction is in
• No name or “wd-support/” in Person means no one is assigned in that role
• HR-related roles go to [email protected]
• FDM roles go through ServiceNow
• Review organizations for role assignments
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Next Steps
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1. If you think you need to make updates to your CCM and Driver Manager, please submit on ServiceNow• If you select the FDM tile, you will see specific forms for requesting these
changes
2. If you notice that a workflow is not operating as it should, please submit a ticket on ServiceNow to inform the team ASAP
3. If it appears your supervisor is incorrect in the system, please contact [email protected]
4. If it appears your location is incorrect in the system, please update via TechWorks
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Let’s stay connected!
Questions or Feedback?
• Helpdesk:
services.gatech.edu
• Website:
http://transformation.gatech.edu
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Let’s stay connected!