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USING BANNER WORKFLOW AND EPAF FOR HR TRANSACTIONSOBUG 2016 (May 24, 2016)Amy Shaiman, PHR, SHRM‐CP, MAMiami University, Department of Human Resourcesamy.shaiman@miamioh.edu

AgendaAgendaHow & Why We Use BannerWorkflow & EPAFsOverview of BannerWorkflow & EPAFBannerWorkflow Setup How & Why We Use BannerWorkflow & EPAFsUsing Banner Workflow Overview of BannerWorkflow & EPAFEPAF Basics & AdvantagesEPAF Setup BannerWorkflow SetupEPAF User RolesUsing EPAFLessons Learned Using Banner Workflow EPAF Basics & Advantages EPAF SetupBannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16 Using EPAF Lessons LearnedPage 2

BannerWorkflow and EPAF at Miami

How & Why We Use BannerWorkflow & EPAFsAgendaHow & Why We Use BannerWorkflow & EPAFsOverview of BannerWorkflow & EPAFBannerWorkflow Setup Update Banner with electronically approved changes,including forms outside of PEAEMPL, PPAIDEN, andNBAJOBS.Using Banner WorkflowEPAF Basics & Advantagese.g. NBAPOSN, NBAPBUD, PHAMTIMEPAF SetupEPAF User Roles Build new employee records, jobs, and biographicalUsing EPAFinformation.Lessons Learned Eliminate re‐keying of data approved elsewhere. Component of evolving staff function from data entryto strategic HR.BannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 4

Overview of BannerWorkflow

Overview of BannerWorkflowAgendaHow & Why We Use BannerWorkflow & EPAFsOverview of BannerWorkflow & EPAFBannerWorkflow SetupUsing Banner WorkflowEPAF Basics & Advantages BannerWorkflow takes data in Oracle tables and movesit into Oracle Banner tables, including data that is not“EAPFable.” BannerWorkflow capabilities include:EPAF SetupEPAF User Roles Automate flow of information based on logic/criteriaUsing EPAFLessons Learned Continue or pause workflow based on criteria Notifications (including multiple notifications at differentsteps)Provide as much or as little information in notifications as isappropriate.BannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16 Multiple user rolesPage 6

BannerWorkflow Setup

BannerWorkflow SetupAgendaHow & Why We Use BannerWorkflow & EPAFsOverview of BannerWorkflow & EPAFBannerWorkflow Setup Miami BannerWorkflows setup by IT for HR. Setup Phases AnalyzeUsing Banner WorkflowEPAF Basics & AdvantagesEPAF SetupEPAF User RolesUsing EPAF Lessons Learned BannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 8 What is the work performed? When is the work performed? How is the work performed, by whom, in what sequence?Develop Use workflow to create objects to define & perform Create roles (needs to be done first) Parallel activites (create users, user‐roles, businessprocesses, workflow model)Implement Setup workflow Setup when work executed Setup how work processed

BannerWorkflow SetupAgendaHow & Why We Use BannerWorkflow & EPAFsOverview of BannerWorkflow & EPAF Setup Phases (continued) ExecuteBannerWorkflow SetupUsing Banner Workflow EPAF Basics & AdvantagesEPAF SetupEPAF User RolesUsing EPAF Workflows begun by a business event or an authorizeduser and move work along flow/logicMonitor Examine performance of running workflows Address process issues or bottlenecksLessons Learned Key Setup Needs for Human Resources BannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Fields needed for data population and logicField mappingLogic decision pointsNotifications needed and for whom Note: Workflow used in a browser, may need pop‐up blocker turnedoff depending on if Workflow calls INB (native banner.)Page 9

Using BannerWorkflow

AgendaHow & Why We Use BannerWorkflow & EPAFsOverview of BannerWorkflow & EPAFBannerWorkflow SetupUsing Banner WorkflowUsing Banner Workflow Data in Oracle Table Triggers Workflow Notification Received that Workflow Started Email to appropriate user(s)EPAF Basics & AdvantagesEPAF SetupEPAF User RolesUsing EPAFLessons Learned Workflow (especially a simple workflow) Processeswithout Intervention and is Completed Email sent to appropriate user(s) Workflow “Pauses” when NecessaryBannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 11 Data missing Criterion not met (e.g. dates outside of pay period) Warning triggered (e.g. payroll already initiated, cannotprocess) User(s) receive notification, goes to Workflow andintervenes as necessary (correct data, hold until payrollcompleted ) Step(s) in Workflow can trigger EPAF

AgendaHow & Why We Use BannerWorkflow & EPAFsOverview of BannerWorkflow & EPAFBannerWorkflow SetupUsing Banner WorkflowEPAF Basics & AdvantagesEPAF SetupEPAF User RolesUsing EPAFLessons LearnedUsing BannerWorkflow(continued) Day‐to‐day use and administration of the workflowdone by the offices which own each workflow Main “tasks” of BannerWorkflow Watch for notifications of Workflows Expected Expected but not triggered Resolve any paused Workflows Contact administrator for Workflows expected by nottriggered Administrator “tasks” for BannerWorkflowBannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16 Typically administrator not “end user” of Workflowprocesses Troubleshoot, pause, restart, cancel Workflows in processPage 12

AgendaHow & Why We Use BannerWorkflow & EPAFsOverview of BannerWorkflow & EPAFBannerWorkflow SetupUsing Banner Workflow ‐ Sample WorkflowOutlineEPAF Basics & AdvantagesEPAF SetupEPAF User RolesUsing EPAFLessons LearnedBannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 13Using BannerWorkflow(continued)

EPAF (Electronic Personnel Action Forms)Basics & Advantages

EPAF BasicsAgendaHow & Why We Use BannerWorkflow &EPAFsOverview of BannerWorkflow & EPAFBannerWorkflow SetupUsing Banner Workflow ‐ Sample WorkflowOutlineEPAF Basics & Advantages EPAF stands for Electronic Personnel Action Form Three Banner forms are eligible for EPAFEPAF User RolesEPAF SetupUsing EPAFLessons Learned PEAEMPL PPAIDEN Includes ability to use GOAMTCH for Common Matchingto prevent duplicate PIDMs NBAJOBS Other Banner tables are not “EPAFable” BannerWorkflow can be used to enter non‐“EPAFable” data.BannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 15

EPAF AdvantagesAgendaHow & Why We Use BannerWorkflow &EPAFsOverview of BannerWorkflow & EPAFBannerWorkflow SetupUsing Banner Workflow ‐ Sample WorkflowOutlineEPAF Basics & AdvantagesEPAF User RolesEPAF SetupUsing EPAFLessons Learned Routable Approver queue Enforceable “Trackable” Who approved what and when Differentiation of Duties Different initiator and applier. May be helpful for internal auditing office.BannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 16

EPAF User Roles

EPAF User RolesAgendaHow & Why We Use BannerWorkflow &EPAFsOverview of BannerWorkflow & EPAFBannerWorkflow SetupUsing Banner Workflow ‐ Sample WorkflowOutlineEPAF Basics & Advantages Required Users Originator ApplierEPAF User RolesEPAF SetupEPAF Setup ‐ Key FormsNTRINSTUsing EPAFLessons Learned Optional Users Approver “FYIer” Proxy Users NTRPROXBannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 18

EPAF Setup

AgendaHow & Why We Use BannerWorkflow &EPAFsOverview of BannerWorkflow & EPAFBannerWorkflow SetupUsing Banner Workflow ‐ Sample WorkflowOutlineEPAF Basics & AdvantagesEPAF User RolesEPAF SetupEPAF Setup ‐ Key FormsUsing EPAFLessons LearnedBannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 20EPAF Setup Key Forms Forms Key to EPAF Setup NTRINST – Position Control Installation Rules NTRAUSG – Electronic Approval Usage Rules NTRALVL – Approval Level Rules NTRAPTY – Approval Type Rules NTRACAT – Approval Category Rules NTRROUT – Default Routing Rules NTRPROX – Proxy Rules

NTRINSTSetup EPAF (continued)NTRINST ‐ Turn on Ability to Use EPAFs “Electronic Approval”tab Check “ElectronicApprovals” and “UseApproval Groups” Choose the appropriateset of rules forGOAMTCHBannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 21

Setup EPAF (continued)NTRAUSG‐ Approval Usage Rules Set forms, tables, and fieldsto allow approvals. Indicate which blocks aredated.Field Selection Set fields to allowapprovals. Select the format of thedata.BannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 22NTRAUSG

NTVACATSetup EPAF (continued)NTVACAT ‐ Name the EPAF ApprovalCategoryEstablish the: category code description self‐service description self‐service displaysequenceBannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 23

NTVAPTYSetup EPAF (continued)NTVAPTY ‐ Approval Type ValidationName: category code description self‐service description self‐service displaysequenceBannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 24

NTVAGRPSetup EPAF (continued)NTVAGRP ‐ EPAF Group Name Overall group name Can add as many as neededwhen have a new group ofEPAFS. Tied to originator security.BannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 25

Setup EPAF (continued)NTVAGRP ‐ EPAF Group Name Overall group name Can add as many as neededwhen have a new group ofEPAFS. Tied to originator security.NOAOGRP ‐ EPAF Group Name Originator security Need GOAEACC Multiple Roles okayBannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 26NTVAGRP

NTRALVLSetup EPAF (continued)NTRALVL ‐ User Routing QueueEntry & Level Placement Create the number of levelsneeded. Highest level is “Superuser” Leave space for additionallevels in future.BannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 27

NTRALVLSetup EPAF (continued)NTRALVL ‐ User Routing QueueEntry & Level Placement Example Level 90 Create level and manageusers on same form Add individual user Add inactivate existingusersBannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 28

NTRAPTYSetup EPAF (continued)NTRAPTY – Creating Fieldswithin each Component ofthe EPAF Approval type is the EPAFcode for the EPAF section.BannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 29

NTRAPTYSetup EPAF (continued)NTRAPTY – Adding Forms &Fields to EPAF Components Order forms, setting dataapply order Leave room for futurechanges. Control Page Down to enterfields, description andsequence of fields Leave room for futurechanges. Required fields markedBannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 30

NTRACATSetup EPAF (continued)NTRACAT ‐ Assemble EPAFParts within Approval Category Routing must include at least“Apply” Add other mandatory levels asappropriate (users able to addothers, but cannot removerequired levels.)BannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 31

NTRACATSetup EPAF (continued)NTRACAT (continued) ‐Approval Type Field DefaultValues and/or “Overrideable” Select “Approval Type DefaultValues” from options menuwhen in middle area ofNTRACAT Enter field description Enter default value (ifapplicable) Check if “enterable” fieldBannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 32

NTRAGRPSetup EPAF (continued)NTRAGRP – Add CompletedEPAF to Group LevelBannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 33

AgendaHow & Why We Use BannerWorkflow & EPAFsOverview of BannerWorkflow & EPAFBannerWorkflow SetupUsing Banner Workflow ‐ Sample Workflow OutlineEPAF Basics & AdvantagesEPAF User RolesEPAF SetupKey EPAF Setup NotesUsing EPAFLessons LearnedKey EPAF Setup Notes Determine which fields are required Data map all fields, especially if the data does not originatein Banner. Certain fields must be in particular order You’ll be able to indicate which fields are required, enter pre‐set values (if applicable) and determine the processing order.Banner is a bit picky about the order in which the data isentered.BannerWorkflow & EPAFAmy Shaimanamy.shaiman@miamioh.eduOBUG 5/24/16Page 34