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PeopleSoft Workflow

Primer



Automation of a business process, in whole or

part, during which email or worklist items are

passed from one participant* to another for

action, based upon a set of procedural rules.*participant = resource (human or machine)*

What is PeopleSoft Workflow ?

Many tasks performed throughout the day are part of larger

tasks involving multiple steps and several people working

together. For example, when you enter a request for TDY

Orders you are initiating an approval and payment process.

Someone then reviews and approves your request, and a

third person may generate the order. The term workflow

refers to automation of this larger process.

(*From What is Workflow – Workflow Management Coalition)



• Improved efficiency - automation of business processes

results in the elimination of unnecessary steps

• Better process control - standardizing working methods andthe availability of audit trails improves management of business

processes

• Improved customer service – consistency in the processesleads to greater predictability in levels of response to customers

• Flexibility – software control over processes enables their

re-design in line with changing business needs

• Business process improvement - focus on business

processes leads to their streamlining and simplification

What can Workflow do for DIMHRS?

(*From Key Benefits of Workflow – Workflow Management Coalition)

*



Where does Workflow begin? Using the 3R’s

PeopleSoft Workflow is defined by these 3Rs - Rules,

Roles, and Routings - that work together to ensure that:

• Your organization’s business processes are consistently

followed

• Appropriate and timely actions are taken in the correct

sequence in response to an event

• The right individuals in your organization are always

involved in the process



Rules are your organization’s business practices captured in software. Rules

determine when a business event triggers Workflow. In most organizations, the rules

are contained in policy and procedure documents. By incorporating the rules into the

software, Workflow ensures that the rules are followed consistently.

Workflow’s 3R’s

Routings connect information to people. Routings determine the method by which

data flows from one step or Role in a process to another. Routings specify where the

information goes and what form it takes, either an email message or worklist entry. The

network of routings connects isolated activities to create a comprehensive business process.

Routings get the right information to the right people at the right time, enabling users to worktogether to accomplish the organization’s goals.

Roles describe how people fit into the Workflow. A Role is a class of users who

performs the same type of work, such as clerks or managers. Roles define the type of

person, rather than the individual, who performs the work. Identifying roles instead of

individual users makes workflow more flexible and easier to maintain. Roles remain

stable even as people change jobs. For example it does not matter who the payroll

manager is, it’s the role of the person who enters the data that matters. If SGT Smith

is a payroll clerk, and is transferred to another post, Workflow doesn’t need to be

changed to ensure continuity of service as long as someone else fills the Role.

HR Supervisor

Smith

D o D D 13 2 7 .5 L e a v e & L i b e r t y



If a member requests leave and it is approved/denied by their supervisor

Then the member must be notified by email

An example business rule:

From description to automation

Service MemberRequests Leave De

ny Leave

Ap p r o v e Le a v e

Email t oMember

Email t oMember

W or klist t oManager

• ------

• -------

• ----------• ---;

• ------

• -------

• ----------• ---; OR

Business Rule Automated with Workflow

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