Property Lease ApprovalPLA Functional Design

Table of Contents

1 INTRODUCTION .........................................................................................................................................34

1.1 Basic Business Needs:......................................................................................................................................... 34

1.2 Process Flow Diagram : ...................................................................................................................................... 34

1.3 Detailed Description of Process Flow............................................................................................................... 45

1.3.1 Setup ............................................................................................................................................................. 45
1.3.2 Process Flow ................................................................................................................................................. 56

1.4 Business Rule ...................................................................................................................................................... 10

1.5 Assumptions ........................................................................................................................................................ 10

2 TESTING REQUIREMENT ........................................................................................................................11

3 OPEN AND CLOSED ISSUES ...................................................................................................................12

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Property Lease ApprovalPLA Functional Design

1 Introduction
The purpose of this document is to present the solution for the approval process requirement to be
implemented in the Global ERP project. This document is limited to Property Manager Lease Approval
Process.

The solution for PN lease approval uses one step approval process. The Lease document will be sent to
the Employee’s Supervisor for approval. Once the Lease is approved the Payment schedules will be
generated.

1.1 Basic Business Needs:

Requirement as per GERP rollout’s perspective is to follow approval process through AME(Approval
Management Engine) using the employee supervisor hierarchy.

1.2 Process Flow Diagram :

Commented [SJ1]: As per the Property Manager Us
guide the concurrent program “ Schedules and Item
is triggered automatically in the following scenarios

Create Lease This program creates billing or payment schedules f

a lease. The Schedules and Items concurrent program
runs automatically in the following situations:
When you finalize a lease
Change the Approval status of
When you create new terms for a lease in Lease
Lease from Draft to Final/
Ordered or Signed status
Submitted
When you extend or contract a finalized lease
When you change a draft lease to Lease Ordered
Signed status
Notification to When you approve variable rent, rent increase,
Supervisor operating expense, or recoveries terms

Commented [IT2]: Correction: Payment schedules a
not created automatically after lease is approved.
“Schedule and Items”concurrent program has to
Approved? Yes
submitted after the lease is approved. This will creat
payment schedule lines
Approval
Payment Schedules
Lease Approved Notification to
created automatically
Requester

No Rejection
Update Lease as per
Lease Rejected Notification to
rejection reason
Requester

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Property Lease ApprovalPLA Functional Design

1.3 Detailed Description of Process Flow

1.3.1 Setup
 Employee Supervisor setup should be there in HRMS for Approval process

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Property Lease ApprovalPLA Functional Design

 To Enable PN lease approval for any company, the following profile should be set.

1.3.2 Process Flow

 PN Leases will be created and then will go for approval once the approval status of the lease
is changed from Draft to Final or Submitted.

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Property Lease ApprovalPLA Functional Design

The Approval status will be Submitted and no option will be available to amend the lease.

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Property Lease ApprovalPLA Functional Design

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Property Lease ApprovalPLA Functional Design

 The document will go for approval to the employee’s supervisor.

 If Supervisor rejects the lease agreement, a notification will be sent to the requestor of the
lease. After doing the necessary changes in the lease as suggested in the rejection reason, the
requestor will have to again change the status to Final of the lease to send it for approval.
 If Supervisor approves the lease, a notification will be sent to the requestor intimating about
the approval of the lease.

The approval status will change to Final.

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Property Lease ApprovalPLA Functional Design

Once the lease is approved the payment schedules will be generated automatically.The concurrent Commented [IT3]: Correction: Payment schedules a
“Schedules and Items” will be triggered automatically from the approver’s account. This program will not created automatically after lease is approved.
create billing or payment schedules for a lease. “Schedule and Items”concurrent program has to
submitted after the lease is approved. This will creat
payment schedule lines
The Schedules and Items concurrent program runs automatically in the following situations:

 When you finalize a lease

 When you create new terms for a lease in Lease Ordered or Signed status
 When you extend or contract a finalized lease
 When you change a draft lease to Lease Ordered or Signed status
 When you approve variable rent, rent increase, operating expense, or recoveries terms

AME will fetch the supervisor details from Oracle HRMS and send the notification. Any modifications
done to the Leases post approval will not go for re-approval. Oracle’s Property Manager keeps a track of Commented [SJ4]: This will not go for re-approval
all the amendments done to the Lease and can be referred anytime as history. Following is the sample the history of the amendments will be maintained an
can be referred any time. This will be able to serve
snapshot of the location history. change control and audit purposes.
Commented [UQ5]: In case of modification, there
should be needs reapproval functionality? If it will n
for re-approval then it is loophole in the system.

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Property Lease ApprovalPLA Functional Design

1.4 Business Rule

 All Leases will go for approval.

 Approval will be done by employee’s supervisor.
 All Documents which have been sent for approval, will be notified to that respective
approver.
 When the document gets rejected , respective user will get rejection notification with
rejection details as provided by the approver.
 When the document gets approved, payment schedules will be created automatically in
Property Manager.
 The approval process will take place through AME. AME will fetch the employee’s
supervisor.
 The approved Leases will not go for re-approval after doing amendments to them. Oracle
Property Manager will maintain a history of all the amendments done to the Leases.

1.5 Assumptions

 AME for Property Manager is configured in the OEBS.

 Employee’s supervisor is configured in the system.
 Profle option PN: User Lease Approval Workflow should be set to Yes for the approval to work
for Leases

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Property Lease ApprovalPLA Functional Design
2 Testing Requirement
SNO. Test Condition
1 Create the lease and change the status from draft
to Final/Submitted.
2 Supervisor rejects the lease document
3 Supervisor approves the lease document
Expected Results
Notification should go to the employee’s
supervisor.
Notification should go to the employee/requester
with the rejection reason.
The status of the lease will change back to Draft.
Notification should go to the employee/requester
regarding the approval of the invoice.
Payment schedules should be automatically
created after approval. Commented [SJ6]: Please refer to the comment SJ1
the explanation
Commented [IT7]: Correction: Payment schedules a
not created automatically after lease is approved.
“Schedule and Items”concurrent program has to
submitted after the lease is approved. This will creat
payment schedule lines
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Property Lease ApprovalPLA Functional Design

3 Open and Closed Issues

S. Issue Description Type Target Status

Responsibility
No. (Include Possible Resolution) (Normal / Critical) Date (Open/Closed)

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