PeopleSoft

Workflow
Primer
What is PeopleSoft Workflow ?
Automation of a business process, in whole or
part, during which email or worklist items are
passed from one participant* to another for
action, based upon a set of procedural rules.
*participant = resource (human or machine)*

Many tasks performed throughout the day are part of larger

tasks involving multiple steps and several people working
together. For example, when you enter a request for TDY
Orders you are initiating an approval and payment process.
Someone then reviews and approves your request, and a
third person may generate the order. The term workflow
refers to automation of this larger process.

(*From What is Workflow – Workflow Management Coalition)

What can Workflow *do for DIMHRS?

• Improved efficiency - automation of business processes

results in the elimination of unnecessary steps

• Better process control - standardizing working methods and

the availability of audit trails improves management of business
processes

• Improved customer service – consistency in the processes

leads to greater predictability in levels of response to customers

• Flexibility – software control over processes enables their

re-design in line with changing business needs

• Business process improvement - focus on business

processes leads to their streamlining and simplification

(*From Key Benefits of Workflow – Workflow Management Coalition)

Where does Workflow begin? Using the 3R’s

PeopleSoft Workflow is defined by these 3Rs - Rules,

Roles, and Routings - that work together to ensure that:

• Your organization’s business processes are consistently

followed
• Appropriate and timely actions are taken in the correct
sequence in response to an event
• The right individuals in your organization are always
involved in the process
Workflow’s 3R’s
Rules are your organization’s business practices captured in software. Rules DoDD
determine when a business event triggers Workflow. In most organizations, the rules
are contained in policy and procedure documents. By incorporating the rules into the
1327.5
Leave &
software, Workflow ensures that the rules are followed consistently. L iberty

Roles describe how people fit into the Workflow. A Role is a class of users who
HR Supervisor
performs the same type of work, such as clerks or managers. Roles define the type of
person, rather than the individual, who performs the work. Identifying roles instead of
individual users makes workflow more flexible and easier to maintain. Roles remain
Smith stable even as people change jobs. For example it does not matter who the payroll
manager is, it’s the role of the person who enters the data that matters. If SGT Smith
is a payroll clerk, and is transferred to another post, Workflow doesn’t need to be
changed to ensure continuity of service as long as someone else fills the Role.

Routings connect information to people. Routings determine the method by which

data flows from one step or Role in a process to another. Routings specify where the
information goes and what form it takes, either an email message or worklist entry. The
network of routings connects isolated activities to create a comprehensive business process.
Routings get the right information to the right people at the right time, enabling users to work
together to accomplish the organization’s goals.
From description to automation
An example business rule:
If a member requests leave and it is approved/denied by their supervisor
Then the member must be notified by email

Business Rule Automated with Workflow

Email to
Member

Service Member ea ve
Requests Leave n yL
Worklist to De
Manager
•-•-----------
•-•-------------
•-•----------------
- ;---
OR
•-•----;

Appr
o ve L Email to
eav e
Member