Oracle AME : Approval Management Engine : Questions Answers


Does Oracle HR needs to be fully installed to use AME ?

First, customers using any of the financials products but not Oracle HR also install “Shared HR,” which is a “lite” version of the HR product that includes the common entities that are needed by all applications. These include organizations, locations, jobs, positions, and people. AME will work with Shared HR. Customers do not need to apply the HR Family Pack if they do not install any of the HRMS applications. They will need to set up the people, jobs, or positions that they want to include in their approval rules.

Does AME support parallel approval ? 

In 11.5.10 only serial approval is supported.  Parallel approval is supported in R12.

Can approval rules be defined and leveraged across multiple products ? 

Yes, approval rules can be defined once and be‚ leveraged across multiple products, requiring less maintenance work. Additionally approval rules can be easily extended without having to customize the application or the workflow

How do I enable the Approval Engine for my Requisitions ?

This is done in the Setup Document Type Form in Core Purchasing. The following Approval Transaction Types are seeded and supported:

  • PURCHASE_REQ = Purchase Requisition
  • INTERNAL_REQ = Internal Requisition
  • RCO = Requestor change order

Which Action Types does support and not support with AME integration in 11.5.10

Supported :

  1. Chains of authority based on relative job level generate chains of authority by ascending the HR supervisory hierarchy until they reach a manager having a certain job level. The actions differ according to the job levels they require. Job level is based on supervisor hierarchy.
    (E.g. If Kim is the requester and is at a job level of 1; if the rule states Chains of authority based on relative job level = 3, then the approvers would be whomever had a job level of 4 (that is three levels up from Kim)).
  2. Chains of authority based on absolute job level – generate chains of authority by an job level number. For example, if a Joe has a job level = 3, and Kim chooses the action type Chains of authority based on relative job level 3, then the approval would route to Joe with a Job Level = 3.
  3. Chains of authority based on number of supervisory levels generate chains of authority based only on a supervisor’s position that is ‘n’ levels up from the requesting position.
  4. Chains of authority containing only the final job-level approver generate chains of authority based upon the final approver in the requester’s hierarchy.
  5. Chain of authority includes requestor’s manager and then the final approver generate chains of authority based on only the requester’s manager and then the final approver in the requester’s chain of authority.
  6. Chain of authority includes an approval group
  7. Chain of authority includes two sub-chains, each based on job level

Unsupported:

  1. One job-level chain of authority per line item. An example of this is a Requisition with multiple lines and then requiring AME to find multiple approvers for each of these lines.
  2. The ability to automatically find a required “pre-approver” for any given employee. An example would be like this. “Any requisition that must be approved by the CEO (top level approver), must first be approved by the CFO. However, the CFO is not in the employee supervisor chain for all of the employees submitting requisitions that must go to the CFO (for example the CIO reports directly to the CEO, however, a requisition that is approved by the CIO but still needs final approval by the CEO first must be approved by the CFO per their business rules).” In this case, the system cannot be setup to this because AME does not have the ability to add an approver into the Approval List after it has already been built, which is required in this example.

What Attributes within AME does iProcurement and Oracle Purchasing seed into the system? 

The following attributes are seeded by the iProcurement team

  • Requisition total: This is the total of all requisition lines that have not been canceled. The total is in the functional currency. The conversion method is derived from the profile POR: Default Currency Conversion Rate Type value for the user. GL’s currency conversion must be enabled.
  • Commodity: This value is derived by looking at the commodity associated with the item category for the requisition line.
  • Natural Account: This is the segment of the accounting flex field that is specified as the Natural Account Segment. The value for this attribute is derived from the natural account segments for the charge accounts specified on the requisition line distributions.
  • Cost Center: This is the segment of the accounting flex field that is specified as the Cost Center Segment. The value for this attribute is derived from the cost center segments for the charge accounts specified on the requisition line distributions.
  • Item Number: This is the item number composed by concatenating all the segments defined on the Item key flex field. This value is derived from the Item number associated with the requisition line.
  • Item Category: This is the item category composed by concatenating all the segments defined on the Item Category key flex field. This value is derived from the item category associated with the requisition line.
  • Deliver to Location: This value is derived from the deliver-to location specified on the requisition line. Here we use the location code in database base language, because AME does not support MLS in setup forms.

What does Voting Regime mean? 

Voting Regime is region that can be setup in AME when creating an Approval Group. There are four choices available in the Voting Regime region. They are:

  • Series
  • Consensus
  • First Responder Wins
  • Order Number

All of the Rule Types Supported?

list of Rules Types are listed below with Explanation.

  • List-Creation List-Creation Exception Standard creation of approval list, excluding a specified condition
    Example : Have requisitions between $0 and $1000 approved by up to at most 3 levels except in the Deliver to Location V1 New York).
  • List Modification create a standard list-creation rule with some type of modification to that rule.
    Example: If two rules are required such as:
    Invoice amount > $10K go up to VP lst
  • Post-List Approval-Group – This approval group will be appended to the end of the chain of authority approval list.

Can different Approval Rules be Setup in AME across different Operating Units? 

No. Approval Rules setup in AME will be used across all Operating Units. If it is necessary to not have rules work in a particular Operating Unit, there are two ways to do this:

  • Turn off AME in that particular Operating Unit
  • Create a rule that excludes that particular Operating Unit from the rule
  • or 1) based on a attribute for operating unit and having different rule with conditions such that different rule will be applicable for different operating unit
    2) Using a dynamic group in rules: The group used returns appropriate user based on operating unit

What functional limitations exist when using AME? 

The followings features cannot be used with AME based Requisition Approval Workflow

  • Notification TimeOuts with Reminders
  • The Forward Documents form cannot be used with Notifications pending approval that were sent via Requisition Approval Workflow with AME
  • The Notifications that are sent only have Approve and Reject response actions. Forward and Approve and Forward are not available at this time.

 

3 thoughts on “Oracle AME : Approval Management Engine : Questions Answers

  1. How can I use the existing approval groups, used in purchasing, for setting AME for AP invoice approval. Can this be done? If yes then please guide me through.

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  2. My client is using eBusiness R12 and they wanted to set up AME (Approvals Management Engine) from positions maintained in a data table outside of Oracle.  There are several reasons that they can’t use the Oracle HR position hierarchies or jobs, and the most important one is that in Oracle an employee can only be assigned to a signle position.  By reading the AME implementation guide, it seems we can use the “dynamic approval group” to create a list of approvers, but I’m not sure if this is feasible when using a table outside of Oracle.  I would appreciate if any of you can share with me your experience.  I would also like to hear other alternatives with regards to setting AME from an external table.

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  3. I had set up notification timeouts for 2 days with a 2 time loop hoping that it would timeout and kick off a new reminder every two days and it wasn’t working. After reading this now I know that it’s a functional limitation when using AME!

    Like

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