Implementing RQ ApprovalImplementing a requisition approval flow

using Infor-Lawson BPM tools

What is covered• Why build a Requisition Approval Flow?

• Required Resources

• Approach o Options

o Recommendation

• Post-Implementation

Why Build an RQ Flow?• An automated requisition approval flow can

increase effectiveness (what we do) and efficiency

(how we do it), which can reduce costs

• Governance and audit requirements

• Move from paper- and email-based processes

Required Resources• People

o Procurement SME, director, buyers

o Business SME, analyst

o Finance SME, analyst, AP director or supervisor

o Project Manager

o Developer with IPA and DesignStudio

• IPA Software (Infor Process Automation) o Formerly called Lawson Process Automation

o Formerly called ProcessFlow

• DesignStudio Softwareo Typically used to create Inbasket

o Alternatively can code with HTML, at greater cost

Approach Options• List and map inputs and outputs

• Model current and proposed processes

• Map only the “perfect world” process

• Cross-training and partnership

Approach Options↑ List and map inputs and outputs

↑Model current and proposed processes

↑Map only the “perfect world” process

↓Cross-training and partnership

Approach Recommendation

• A mixture of the ‘good’ approacheso List and map all inputs

o Be aware of shortcomings in the current process

o Model the to-be process

Approach• Plan the project and artifacts

o Charter

• Include clearly defined business issue

• Determine budget

• Clarify roles – be specific, with single ownership

o Artifacts

• Determine DMS/repository and create issues list, risks, change-

management plan

• Document procurement’s “Vision”

• Conduct customer survey

• Define “success”

Approach• List inputs – requisition item types

o Capital items

o Inventory

o Office supplies

• List participant roleso Capital approver

o Backup approver

o Buyer

o Department supervisor

• Document involvement of each roleo Approver

o Notified

o Report access

Approach• “Whiteboard” the proposed workflow for one item

• Include participants’ roles, Not employees’ names

• Label workflow requirements as H/M/Lo Define High/Medium/Low priority in the context of the specific project

(i.e., budget, time)

• Whiteboard remaining items

• Consolidate: find commonalities among items

Approach• Draw an Inbasket mock-up

• Document proposed design, get approval

• Write test cases

• Build the first iterationo Document during the build

• Test with the test cases

• Continue build-test iterations

• Publish help text and troubleshooting documents

Post-Implementation• Lessons learned project meeting

• Benchmark, new metricso Transaction volume and approval times

o Conduct follow-up customer satisfaction survey

Next Webinar

September 26www.nogalis.com/education.html

ProcessFlowSimple queries and data loads.

@nogalisinc