Colorado Department of Transportation (CDOT)

Functional Specification Enhancement

Script# Priority Short Description Author Name: Author Phone: Email address: FI_FM_W_001 Medium Budget Steve Butcher 303-757-9369 steve.butcher@dot.state.co.us

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Contents
1ENHANCEMENT FUNCTIONAL SPECIFICATION DETAILS.............................................................5 1.1DEVELOPMENT IDENTIFICATION..........................................................................................................................5 1.2AS-IS BUSINESS PROCESS.................................................................................................................................5 1.3AS-IS BUSINESS PROCESS FLOW DIAGRAM.........................................................................................................5 1.4TO-BE BUSINESS PROCESS................................................................................................................................5 1.5TO-BE BUSINESS PROCESS FLOW DIAGRAM........................................................................................................5 1.6ENHANCEMENT FUNCTIONALITY.........................................................................................................................7 1.7AUDIT AND CONTROL REQUIREMENTS.................................................................................................................9 1.8USER AUTHORIZATION REQUIREMENTS................................................................................................................9 1.9INTEGRATION.................................................................................................................................................10 1.10KEY BUSINESS TEST CONDITIONS..................................................................................................................10 1.11ASSUMPTIONS..............................................................................................................................................12 1.12COMMENTS ................................................................................................................................................13

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Document Control
Document History Version No. 1.0 2.0 Date of Change 4/5/2006 6/27/2006 Author S. Butcher S. Butcher Location of Change Description of the Change Initial Version Revised document types in section 1.6. Added changes needed for version 2 to the bottom of section 1.12. Substituted custom field added to the pop-up box to populate document type, rather than adding custom code to launch FMBB. Exclude document type P006 from workflow through Configuration Change. No development is required for this change. Copy Standard SAP Object to Custom Object and change method for posting to accommodate dialog box warnings. Updated email notification requirements Update for DEMO ID table and field changes Update for display of workflow to include Project number and Region

3.0

7/19/2006

D. Mailman

4.0

7/27/2006

D. Mailman

5.0 6.0 7.0 8.0

8/29/2006 10/2/06 8/13/2007 04/26/2011

D. Mailman M Cherny D. Chapman D Chapman 8/13/2007 Changes 8) pg 15

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1 1.1

ENHANCEMENT FUNCTIONAL SPECIFICATION DETAILS Development Identification

FI_FM_W_001 Budget Name Steve Butcher Donna Chapman TBD

CR # CR Description Contacts Functional Analyst: Technical Analyst:

E-Mail id Steve.Butcher@dot.state.co.us Donna.Chapman@dot.state.co.us

SAP Mail id

1.2

As-Is Business Process

Manual approvals with paper flow.

1.3

As-Is Business Process Flow Diagram

N/A

1.4

To-Be Business Process

CDOT will leverage automated workflow capabilities to assist in routing and tracking approvals for budget requests that will be entered by project engineers and business managers. CDOT will also leverage workflow capabilities to perform double checks within OFMB when another OFMB resource performs original entry.

1.5

To-Be Business Process Flow Diagram

Refer to the inserted Vision diagram. The process flow shows the two step approval process. For some budget types, a single approval level will be used (no Commission approval).

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FM Budget Approval

Project Engineers/Business Managers/OFBM (Initial Entry)

Start

Enter Budget Request

Yes

Revise and Resubmit?

No

Stop

Email OFMB Approvers

Evaluate Rejection

Review Budget Request

No Authorized to approve request type and amount ?

Email Return to Requester

OFMB

Yes

Request Approved ?

No

Yes Update Budget Header and Email Commission Approvers

Review Budget Request

Commission

Approve?

No

Email Return to Requester

Yes

Update Budget Header

Stop

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1.6

Enhancement Functionality

All processes where project engineers or business managers perform original entry of budget will be subject to subsequent approvals before the budget can be posted. CDOT will use template WS12300026 as the basis for workflow. In this workflow event, the user determined by the role definition receives the provisionally posted budget for approval. If this budget application is accepted, the document is posted. The person who sent the application is informed about the approval via e-mail. If the application is rejected, the applicant is asked to restart the provisional posting of the budget document in their inbox. The rejected document can be used as a template for this. Workflow will be triggered based on the document type selected for a budget posting. For budget document types where OFMB is the originator of the posting, no workflow procedures will be used. The settings for workflow are included within the configuration activity for definition of document types.

7/27/2006: Note: Document Type P006 will be disabled from workflow so that the FMIS interface can complete the posting cycle. No development is anticipated from this change The following table describes the workflow levels, actions, authorized approvers, and position IDs for workflow. Document Type C001 Level 1 Level Description OFMB Peer Approval Approval Action Accept Reject Authorized Approvers Darrell A Johnson Pam Thompson Eric Ehrbar TBD Positions for Approvers 03496 05169 02718 00051 7 of 16
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C002

OFMB Peer Approval OFMB Peer Approval OFMB Peer Approval OFMB Peer Approval OFMB

Accept Reject Accept Reject Accept Reject Accept Reject Accept Reject Accept Reject Accept Reject Accept Reject Accept Reject Accept Reject Accept Reject Accept Reject Accept Reject

C003

C004

L001

P001

Commission

P002

OFMB

Commission

P003

OFMB

Commission

P006

OFMB

P007

OFMB

R001

OFMB

Darrell A Johnson Pam Thompson Eric Ehrbar TBD Darrell A Johnson Pam Thompson Eric Ehrbar TBD Darrell A Johnson Pam Thompson Eric Ehrbar TBD Darrell A Johnson Pam Thompson Eric Ehrbar TBD Darrell A Johnson Pam Thompson Eric Ehrbar TBD Darrell A Johnson Pam Thompson Eric Ehrbar TBD Darrell A Johnson Pam Thompson Eric Ehrbar TBD Darrell A Johnson Pam Thompson Eric Ehrbar TBD Darrell A Johnson Pam Thompson Eric Ehrbar TBD Darrell A Johnson Pam Thompson Eric Ehrbar TBD Darrell A Johnson Pam Thompson Eric Ehrbar TBD Darrell A Johnson Pam Thompson Eric Ehrbar TBD Darrell A Johnson Pam Thompson Eric Ehrbar TBD

03496 05169 02718 00051 03496 05169 02718 00051 03496 05169 02718 00051 03496 05169 02718 00051 03496 05169 02718 00051 03496 05169 02718 00051 03496 05169 02718 00051 03496 05169 02718 00051 03496 05169 02718 00051 03496 05169 02718 00051 03496 05169 02718 00051 03496 05169 02718 00051 03496 05169 02718 00051

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V001

OFMB

Accept Reject

Darrell A Johnson Pam Thompson Eric Ehrbar TBD

03496 05169 02718 00051

Although SAP offers the ability to define different approvals based on the account assignments (fund, funds centers, etc) in the role definition, the approvals for CDOT will not be broken down at this level. Because OFMB is authorized to approve documents on behalf of the Commission in certain circumstances, the approvers identified for level 1 should be allowed to immediately click the approval for level 2 while processing the level 1 approval. To support other business processes such as Form 65 reporting, this workflow event needs to update custom fields on the budget document header. This will make the information more easily accessible for reports, interfaces, and user validations. The custom fields are defined in the functional specifications FI_FM_E_006 FMBW CUSTOMER Budget Header Fields. The following fields need to be updated: CI_FMBH - Customer Fields in FMBH Field Type Length ZZAPPRVL1 CHAR 1 ZZAPPRVLUSER1 ZZAPPRVLDATE1 ZZAPPRVLTIME1 ZZAPPRVL2 ZZAPPRVLUSER2 ZZAPPRVLDATE2 ZZARRPVLUSER2 CHAR DATS TIMS CHAR CHAR DATS TIMS 12 8 6 1 12 8 6 Description Approval Indicator OFMB Approver Date Time Approval Indicator Commission Approver Date Time
A Approved R Rejected

Valid Values
A Approved R Rejected

The ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields need to be updated when an OFMB action for approval is taken. The ZZAPPRVL2, ZZAPPRVLUSER2, ZZAPPRVLDATE2, and ZZAPPRVLTIME2 fields need to be updated when a Commission action for approval is taken.

1.7

Audit and Control Requirements

None.

1.8

User Authorization Requirements

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All authorizations to support workflow approval are needed for users who will be part of the approval process. Project engineers and business managers should only be allowed to prepost budget documents using transaction code FMBB.

1.9

Integration
FM Budget Creation FI_FM_E_006 FMBW_CUSTOMER Budget Header Fields N/A N/A

Functionality affected: Developments affected: Job Stream predecessors: Job Stream Successors:

1.10
Num 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16

Key Business Test Conditions

Test Condition Create a budget request with document type C001 in a preposted status. Create a budget request with document type C002 in a preposted status. Create a budget request with document type C003 in a preposted status. Create a budget request with document type C004 in a preposted status. Create a budget request with document type L001 in a preposted status. Create a budget request with document type P001 in a preposted status. Create a budget request with document type P002 in a preposted status. Create a budget request with document type P003 in a preposted status. Create a budget request with document type P006 in a preposted status. Create a budget request with document type P007 in a preposted status. Create a budget request with document type R001 in a preposted status. Create a budget request with document type V001 in a preposted status. Reject a budget request with document type C001 at approval step 1. Reject a budget request with document type C002 at approval step 1. Reject a budget request with document type C003 at approval step 1. Reject a budget request with document type C004 at approval step 1.
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Expected Results SAP Inbox message generated for OFMB users. SAP Inbox message generated for OFMB users. SAP Inbox message generated for OFMB users. SAP Inbox message generated for OFMB users. SAP Inbox message generated for OFMB users. SAP Inbox message generated for OFMB users. SAP Inbox message generated for OFMB users. SAP Inbox message generated for OFMB users. SAP Inbox message generated for OFMB users. SAP Inbox message generated for OFMB users. SAP Inbox message generated for OFMB users. SAP Inbox message generated for OFMB users. Message returned to requester with link to original document. Message returned to requester with link to original document. Message returned to requester with link to original document. Message returned to requester with link to original document. 10 of 16
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Reject a budget request with document type L001 at approval step 1. 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Reject a budget request with document type P001 at approval step 1. Reject a budget request with document type P002 at approval step 1. Reject a budget request with document type P003 at approval step 1. Reject a budget request with document type P006 at approval step 1. Reject a budget request with document type P007 at approval step 1. Reject a budget request with document type R001 at approval step 1. Reject a budget request with document type V001 at approval step 1. Approve a budget request with document type C001 at approval step 1. Approve a budget request with document type C002 at approval step 1. Approve a budget request with document type C003 at approval step 1. Approve a budget request with document type C004 at approval step 1. Approve a budget request with document type L001 at approval step 1. Approve a budget request with document type P001 at approval step 1. Approve a budget request with document type P002 at approval step 1. Approve a budget request with document type P003 at approval step 1. Approve a budget request with document type P006 at approval step 1. Approve a budget request with document type P007 at approval step 1.

Message returned to requester with link to original document. Message returned to requester with link to original document. Message returned to requester with link to original document. Message returned to requester with link to original document. Message returned to requester with link to original document. Message returned to requester with link to original document. Message returned to requester with link to original document. Message returned to requester with link to original document. ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields updated in FMBH table. Document posted. ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields updated in FMBH table. Document posted. ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields updated in FMBH table. Document posted. ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields updated in FMBH table. Document posted. ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields updated in FMBH table. Document posted. Message routed to OFMB users for level 2 approval. ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields updated in FMBH table. Message routed to OFMB users for level 2 approval. ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields updated in FMBH table. Message routed to OFMB users for level 2 approval. ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields updated in FMBH table. ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields updated in FMBH table. Document posted. ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields updated in FMBH table. Document posted.

31

32

33

34

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Approve a budget request with document type R001 at approval step 1. 35 36 Approve a budget request with document type V001 at approval step 1. Reject a budget request with document type P001 at approval step 2. Reject a budget request with document type P002 at approval step 2. Reject a budget request with document type P003 at approval step 2. Approve a budget request with document type P001 at approval step 2. Approve a budget request with document type P002 at approval step 2. Approve a budget request with document type P003 at approval step 2. Approve a budget request with document type P001 at approval step 1. Also indicate approval for step 2.

ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields updated in FMBH table. Document posted. ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields updated in FMBH table. Document posted. Message returned to requester with link to original document. Message returned to requester with link to original document. Message returned to requester with link to original document. ZZAPPRVL2, ZZAPPRVLUSER2, ZZAPPRVLDATE2, and ZZAPPRVLTIME2 fields updated in FMBH table. Document is posted. ZZAPPRVL2, ZZAPPRVLUSER2, ZZAPPRVLDATE2, and ZZAPPRVLTIME2 fields updated in FMBH table. Document is posted. ZZAPPRVL2, ZZAPPRVLUSER2, ZZAPPRVLDATE2, and ZZAPPRVLTIME2 fields updated in FMBH table. Document is posted. ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields updated in FMBH table. ZZAPPRVL2, ZZAPPRVLUSER2, ZZAPPRVLDATE2, and ZZAPPRVLTIME2 fields updated in FMBH table. Document is posted. ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields updated in FMBH table. ZZAPPRVL2, ZZAPPRVLUSER2, ZZAPPRVLDATE2, and ZZAPPRVLTIME2 fields updated in FMBH table. Document is posted. ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields updated in FMBH table. ZZAPPRVL2, ZZAPPRVLUSER2, ZZAPPRVLDATE2, and ZZAPPRVLTIME2 fields updated in FMBH table. Document is posted. New document inherits all settings from prior document and begins a new approval process.

37 38 39 40 41 42 44

45

Approve a budget request with document type P002 at approval step 1. Also indicate approval for step 2.

46

Approve a budget request with document type P003 at approval step 1. Also indicate approval for step 2.

47

Create a new budget request from a rejected budget document returned in an email.

1.11

Assumptions

1) The text in the workflow messages will need to be revised after CDOT resources can view a working prototype (i.e. descriptions made more relevant to CDOT). 2) Notifications of approval may be turned off in the future if business managers and project managers determine that the success messages are overkill and only rejections need notification.
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1.12

Comments

1) The standard workflow configuration does not appear to allow variations in settings based on the document type. The workflow will need to accommodate variations outside of the context of configuration. 2) The following configuration has been put in place to support workflow: SAP Customizing Implementation Guide>Public Sector Management>Funds Management Government>Workflow>Role Definition>Stipulate Document Classes The SAP-delivered document class BCSBU will be used at CDOT.

SAP Customizing Implementation Guide>Public Sector Management>Funds Management Government>Workflow>Role Definition>Assigned Document Category to Document Class The SAP-delivered document category/document class assignment will be used at CDOT.

SAP Customizing Implementation Guide>Public Sector Management>Funds Management Government>Workflow>Role Definition>Define FM Account Assignment Groups CDOT will not base workflow decisions based on individual values of commitment items, funds centers, or funds.

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SAP Customizing Implementation Guide>Public Sector Management>Funds Management Government>Workflow>Role Definition>Define FM Amount Groups All CDOT approvers will be authorized for any dollar amount.

SAP Customizing Implementation Guide>Public Sector Management>Funds Management Government>Workflow>Role Definition>Define FM Amount Groups Defined two workflow levels of approvals. The following actions are allowed at each level: approve, change, display and reject.

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For each of the workflow activities, the OFMB positions specified have been assigned corresponding agent ids. Validity is for the account assignment group that allows all FM commitment item, funds center, and fund assignments, as well as all amount levels.

VERSION 2 UPDATES: 1) Update Method FM_BUDGET.FIND_MAX_LEVEL to use all document types and levels as indicated in the revised table in the specifications above. 2) Version 3 Updates: Add a custom field that will be mandatory to the pop-up box that is used to enter Budget Approval Comments that will allow the user to select the valid values for the Budget Supplement Type. When selected, pass this value into the budget header custom field of the same name. 3) Remove standard task TS92000033 SENDEMAIL. Because the same approvers will be receiving numerous emails per day, CDOT has concluded that multiple messages asking them to log into their workplace and process workflow items are redundant. CDOT resources will make checking their SAP inbox a part of their normal daily
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routine. 4) Change standard task TS12300020 to remove sending of approval messages for all document types other than P001, P002, and P002. Approval messages should be sent to the originators of document types P001, P002, and P003 as the originators are business managers in the regions. All other document types are entered by OFMB resources and are double-checked by another OFMB resource. Unless a reject message is received, the OFMB resources can assume that their colleagues approved their budget request. 5) Change the description of the message for the SAP inbox from Dear Sir or Mam, please have a look to the attached preposted document and approve or reject it. to Please review the preposted document and indicate your approval or rejection. 8/29/2006Changes Upon discovering that when documents in SAP standard workflow that received warning messages were not processing to completion upon approval, we identified the need to create a custom workflow object (as a copy of the standard provided workflow object) and change the posting method to accommodate posting documents that receive a warning message. 8/13/2007 Changes Where field lookup zd_fd_id_01, zd_fd_id_02 or zd_fd_id_03 in table PROJ. Change to table ZTP_FEDDEMO for field FEDDEMOID and SEQNR for each budget type reported in work flow. Workflow recreates the budget documents this will point to the new table for the DEMOIDs 8) Enhance the workflow display to include the project and region of the document From lines of Budget document display the Funded Program (Measure) and take the Funded program look to PRPS for ZZMN_RGN1

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