Creating an Approvals Process in Planning and Budgeting Cloud Service (PBCS)
There are many ways to create security within your PBCS environment. One way to enhance that security while also adding a little automation to the process is through an Approvals process. These can come in handy to allow end users to enter their own data during a specified time period and promote their responsibility centers. In this blog post, I will quickly show you how to setup a workflow and guide you through how to run it to make things easier on your end users.
Approvals can be established leveraging intersections for up to two dimensions. The backbone of this will be the default Entity dimension; any one other dimension can be used as the secondary dimension. The ability to select a subhierarchy allows for increased flexibility and improved functionality of the Approvals.
1. Creating the Approvals Hierarchy:
Click on Navigator->Approval Unit
Click on the green plus
Give the Hierarchy a name and description (this is optional)
From the Enable Approvals drop-down menu, you can select None, All, or Custom. None would leave the Hierarchy open for the creator to select as they would like manually. All would select the entire Entity dimension. Finally, Custom allows the user to set a restricted grouping of Entities.
Then, set an Approvals Template (usually you can use the default Bottoms Up), and select the Plan Type to be used and click ‘Next’ to advance to the Primary and Subhierarchy Selection section.
From here, you can select which Entities to use by checking the ‘Enabled’ box to the left
Select a secondary Dimension, select the Parent Member, select a Relative Generation, and select the Members to be included from that generation. Click ‘Next’ to advance to Assign Owners.
From this screen you can assign an Owner as well as a Reviewer for each Entity and its parent. This can be a User or a Group and you can also view the Promotional Path and set additional Users or Groups to be notified when a change in status is made to any given Entity. Click ‘Save’ and ‘Next’ to finish the initial setup.
2. Assigning a Scenario and Version
Follow the below steps:
Click Navigator->Approval Unit Assignment
Click ‘Actions’ on the right and then click the drop-down menu for Scenario and Version to assign the appropriate members for each. Click ‘Save’ to finish.
3. Managing Approvals and Starting the Cycle
Click Navigator->Manage Approvals
Select the Scenario/Version you setup in the previous step and click ‘Go’. Then click ‘View” and select ‘Tree View’.
From this screen, you can Start or Exclude any Entities as you choose. If you want to turn all Entities on/off at once, simply click ‘Start’/’Exclude’ at the highest level (in this example, Total Department). After the Plan Cycle is started for the appropriate Entities, you can begin to delegate the responsibilities to the end users. Below are some examples of what the Forms look like during the process and then after promoting.
View of Scenario ‘Loaded Budget’ and ‘Comments’ which are open for editing during the process as established in Step 1.
When a user has completed their end of the process and are ready to promote their planning unit(s), they will click Tools and ‘Manage Approvals’ again or they can utilize a link to change the status from a Task List or Action Menu if setup by the Administrator.
From here the user should see the Entities they are responsible for. Click the unit to promote, and then click ‘Actions’.
Click ‘Change Status’
From here the user can select the action to take and select the next owner (the default <Automatic> is generally what the user will use) then click ‘OK’ to finish.
Above is the view of Scenario ‘Loaded Budget’ and ‘Comments’ after promoting the Entity. Notice they are no longer open for editing.
Hopefully this tutorial on creating Approvals has been helpful to you and your team. As always please feel free to reach out to myself or send us a note here if you have any questions, comments, or concerns in regard to creating and using Approvals.