Workflow Status by Requisition

New Financials Reporting Table CTW_PO_WRKF - PO Workflow Rpt Tbl

The Purchase Order Workflow reporting table contains the business unit, PO number, workflow status, approver, approver level, and number of hours pending for specific purchase orders.

Along with the new reporting table, two new public CORE-CT queries have been developed:

CT_CORE_FIN_DAYS_PEND_BY_PO

Workflow status by purchase order - Query returns the workflow status, the approver(s) and number of hours the purchase order is in a status for the specific purchase order.

CT_CORE_FIN_PO_DAYS_PEND_DATE

Workflow status by purchase order/entry date - Query returns the workflow status, the approver(s) and number of hours each purchase order is in a status for the specific purchase order. Please be cautious when choosing your PO entry date range.

For more information on CORE public queries, please navigate to http://www.core- ct.state.ct.us/reports/epmentries.asp?minorCat=Human+Resource

Field definitions:

Column Headings of the queries:

Transaction Type: Purchase Order as this query is for Purchase Order workflow.

Approver User List: Approval Role associated with the Approver. This column will fill in once the full approval of the transaction has occurred, for the initial approval sequence. When a change order is created to the PO this column will fill in as the approval routings begin.

Approval Stage, Approval Path, Approval Seq: Tied to the workflow configuration. Approval stage 10 refers to PO Amount Approval and Approval stage 20 refers to PO Budget Approval.

Approval sequence number 1 is PO Amount Approver 1, sequence number 2 is PO Amount Approver 2, sequence number 3 is PO Amount Approver 3

These three fields are used as part of the sorting critera for the query results.

1 Business Unit: Business Unit.

PO Number: Purchase Order Number.

Change Order Number: The number of the change order associated with the PO. The value of zero is the original unchange ordered PO.

Approver User ID: Display of the User ID this could be a numeric value (New CORE UserID’s are now the Employee Number)

Buyer Name: Name of the Buyer for this PO, this could be a numeric value.

Entered By: Will be the name of the person who entered the PO, this could be a numeric value.

Entered Date: The date that the PO was entered into the system.

Purchase Order Date: The date that the PO was created.

Accounting Date: The accounting date of the PO, this value will update when a PO is rolled into a new fiscal year, as the accounting date is updated in the PO roll process.

Revision Date: The date the PO change order is created.

Completed Approval Date: This column will fill in after the PO is completely approved. This full column of data will update when change orders are completely approved for the PO.

Last Date/Time Update: This column will display the date time of the initial PO save. This full column of data will update when change orders are created against the PO.

Last User to Modify: The last user to modify will update the full colmn of data when change orders are created on POs. This column could be a numeric value.

Last to Modify Name: The last user to modify will update the full colmn of data when change orders are created on POs.

Approval Start Date/Time: The date start date/time will update for each approval sequence.

Approved Date/Time: The date and time that the approval took place.

Time Pending in Hours: This field calculates the number of hours that the PO is going through the approval process for amount and budget approval.

Approval Status: This field show the approval status of the PO (Approved, Pending, Pushed back, Denied, Not Active)

Approver User ID: Display of the User ID this could be a numeric value (New CORE UserID’s are now the Employee Number)

Approver User Description: The user description is used to identify the user, as new user id are a numeric value this description contains character values.

2 Sample Scenarios:

From the View Approvals page in Core-CT you can see that Francis Dwyer has approved the purchase order. This users has the role of PO Amount Approver 1 and PO Amount Approver 2, so when the user approved for the first dollar amount level and because the user has both PO Amount Approver 1 & 2 roles, the first level of approval displays as “Approved” and the second level of dollar amount approval displays as “Auto Approved”. You will see this in the results of the PO workflow query as lines 1 and 2.

This transaction is valued over 1 millon dollars, so this purchase order requires a third level of dollar approval. The third level is valued 1 millon and greater, OSC (Office of the State Comptroller) is required to approve the PO, PO Amount Approver 3. You will see that the OSC staff have the word “Pending” in the results of the PO query and all potential approvers are listed.

3 4 In this example of the approval process the OSC Amount Approver 3 has pushed back the PO an approval level requesting attaching the contract to the PO.

The PO Amount Approval 1 is still valid and Approved. The PO Amount Approval 2 is now listed as “Pending” for all potential approvers. The PO Amount Approval 3 has been updated as follows: The user who Pushed back the approval will have “Pushed Back” in the Approval Status column all other PO Amount Approver 3’s will have “Not Active” in the Approval Status column.

5 6 In this example the original PO Amount Approval 1 remains unchanged from the very first time the PO was approved.

A different user who has the PO Amount Approver 2 has logged in and has approved the “Pushed back” PO.

Line 1 of the spreadsheet displays the PO Amount Approver 1 and Line 2 displays the PO Amount Approver 2.

As this PO is valued over 1 million dollars, this PO is subject to the OSC Amount Approver 3 approval. The PO status is set to “Pending” for these potential approvers.

7 8 The OSC PO Amount Approver has approved the PO. The DAS user Suzanne Giansanti from the PO Amount Approval level 2 also has the PO Chartfield Approval role so you will see that the PO Chartfiled Approval was updated to “Auto Approved” with the same date and time of the OSC amount approval. You will also see the Approver User List and the Completed Approval Date columns are now populated.

9 The following example is of a Purchase Order with a change order. Log in a different user to create a change order to the PO. On line 3 change the quantity from 11 to 12. Update the PO obligation link.

10 The following fields are now updating: Approver User List will now show the Role name the Change Order number now has a zero which represents the original PO approval sequence, the number 1 indicates this is the first change order to the PO. The revision date is now being populated with the date that the change order was created. The completed approval date will update when the change order is completely approved. The last date/time update will update the entire column with the last update to the PO when saved. The last user to modify will update the entire column with the name of the user who created the change order to the PO.

11 Example of a PO with multiple change orders.

12 Example of a PO where there is a numeric value as the Buyer Name, Entered By, Last User to Modify.

13 Example of a date rane of PO approvals.