Lawson Process Flow Overview and Actual Process Flow

Lawson Process. Flow Overview and Actual Process. Flow Solutions Presented by Mark Di. Giovanni September 12, 2002

Agenda • Introduction • Process. Flow Overview - What is Process. Flow? - What can Process. Flow do for you? - How does it work? • Process. Flow in Action (Examples) - Requisition Approval - Rush Order Processing • Questions

What is Process. Flow? • Process. Flow is a powerful Lawson product allowing customers to automate business processes • Process. Flow is Workflow • Same Concept – New Product • Process. Flow can be used to perform tasks from simple email notification to the complex routing of work • Easy to implement, use, and develop

Types of Work Process. Flow allows users to automate two primary types of work: 1. Notification (inbox) 2. Routed (inbasket) … as well as the capability to perform multiple other functions.

Inbox Functionality • A business event triggers the creation of an email to notify users of the event • Usually a single step process • Examples: EE Status Change Reports Buyer Messaging Happy Birthday / Anniversary!

Inbasket Functionality • Work Requires User Interaction • May be a multi-stepped process • Approve, Reject, etc. • Examples: JE Requires Approval Requisition Approval Personnel Action Approval Data Validation

Process. Flow Features • Requires no 3 rd Party Software or additional hardware • Execution occurs on Lawson Server • Integrated with Lawson Applications • Uses Lawson and Web Server Security • Multiple trigger types • Inbasket available for Portal and Browser • Metrics

Process. Flow Maintenance • Requires no “special set-up” • Distributed with a design utility allowing users to graphically create or modify processes (drag and drop) • Designer also allows for development of more complex Process. Flows if necessary • Provides for user desktop maintenance, administration, and the tracking of work

Standard and Professional There are 2 editions of Process. Flow • Process. Flow Standard: - Free! - Inbox, Designer, Tools, Applications • Process. Flow Professional: - Purchased separately - Full Product Functionality - Standard + Inbasket (User Action and HR User Action) + Work Object

Triggers • Automatic - Requisition is released • Manual (On Demand) - User submits a job • Scheduled - 3 rd Tuesday of month at 9 AM

Simple Flow Design

Designer Functionality • Query the Lawson DB using DME • Send Email (inbox) • Prompt a user for Action (inbasket) • Create a new process • Build Messages • Category Filtering • Perform action using AGS • Execute Jobs (Lawson and Non-Lawson) • Branches, Conditions • Assign Values to Variables • Flow Simulation

Delivered Functionality • Several triggers are delivered with the base Lawson product • Templates for the HTML and Portal Inbasket are also delivered for several common functions (PA Approval, Requisition Approval, etc) • Several Process. Flow templates (services) are also delivered • Delivered templates allow for the easy development of Process. Flows

Some Delivered Triggers • Activity Additions / Changes • Personnel Action Approval • Journal Entry Approval • Requisition Approval • • • Invoice Approval Cost Discrepancies Customer Changes Shipment Backordered Requested Item Received • Unmatch Invoice

Process. Flow in Action Two Real World Solutions Using Process. Flow 1. Requisition Approval 2. Rush (Stat) Orders * Note: These concepts can be applied to numerous other business scenarios

Requisition Approval Process Concepts to be demonstrated: • Trigger (automatic) • Inbasket / User Action • Branch Conditions • Email Notification • Routing • AGS Updates • Category Filtering

Requisition Approval Process Signature Authorization ED Approval Finance Approval Account Verification >$25, 000 AED Approval Purchasing Approval Level 3 >$7500 Approval Level 2 >$100 <$7500 >$10, 000 Director Approval Level 1 < $100 Approval >$1, 000 Manager Approval >$500 Requisition with Special Item(s) is released Supervisor Approval Requisition is not approved Requisition is approved

More Complex Requirements • There are three director levels, but only one director level approval is required to release the requisition. • For signature authorization, the approver cannot be the same person as the requester. • When a requisition is not approved, a message should be generated for the requester telling them why it was rejected. • If a user has a requisition in their Inbasket, an email should be generated telling the user that they have a requisition to approve. • If a req. sits unapproved for 3 days, the requester should be notified

Process. Flow Development

Inbasket Display

New Requisition Scenario • A requisition with a special item is released totaling $350 • Requisition set to “needs approval” status and req. is routed to supervisor for approval • Supervisor approves requisition • Since <$500 goes to Finance for Approval (based on Acct Unit on Req. ) • Finance approves requisition

New Req. Scenario (cont’d) • Requisition is routed to Buyer #2 • Buyer #2 rejects requisition and enters why they have rejected requisition • Requisition is updated in based Lawson to Unreleased status. • Email is generated for purchaser • Process Ends

Rush (Stat) Orders Sta t order is releas ed WH 130 Job is submitted RQ 111 Output Routed Directly to Printer Several Fields on RQ 10 are updated through AGS calls. Requisition is approved through AGS on RQ 13 WH 130 Pick Ticket Routed Directly to Printer Patient charges are created using AGS on PC 20 RQ 111 Job is created for requisition being processed. END WH 130 Job is created for requisition being processed. RQ 111 Job is submitted

Rush Orders Scenario • Requisitions with Priority “ 1” should be treated as a Rush Order • Rush orders should automatically be approved • Pick Tickets should be printed • Delivery information should be printed • Patient Charges should be created

Rush Order Flow Development

Questions? E-Business on Solid Ground