EEX 9.2: Resubmitted Time Report With Multiple Lines Gets Routed To Approval System Administrator Instead Of Correct Project Manager (Doc ID 1948218.1)

Last updated on MARCH 16, 2016

Applies to:

PeopleSoft Enterprise FIN Expenses - Version 9.2 to 9.2 [Release 9]
Information in this document applies to any platform.

Symptoms

ISSUE:

The Expenses Approval Workflow routes a re-submitted Time Report to the Approval System Administrator defined at the Time Report Transaction Definition set up page when the following criteria are met:

   - The affected Time Report contains multiple Lines on different Projects, and each with their own Project Manager
   - On the initial submission, the Time Report got approved in at least one Line from its corresponding Project Manager, and for another of the Lines, the Project Manager Sends Back For Revision the whole transaction

When such scenario criteria are met, if the Time Report owner re-submits it again for approval, the workflow routes the transaction to the Project Manager that performed the 'Send Back For Revision' action, but the Line that got initially approved by the other Project Manager gets routed to the Approval System Administrator, which is wrong.

REPLICATION STEPS:

   - Log into the FSCM Online Application as User ID VP1
   - Navigate to: Set Up Financials/Supply Chain > Install > Installation Options > Expenses
   - Make sure to have selected:
        - Workflow Enabled = Y
        - Project Manager = Y
   - Navigate to: Set Up Financials/Supply Chain > Product Related > Expenses > Management > Approval Setup > Transaction Definition
   - Open the one for Time Reports, and make sure that:
        - Approval System Administrator = GLS4
        - Project Approval = Y
   - Navigate to: Project Costing > Project Definitions > General Information
   - Create a first new GCS Project with the below information:
        - Business Unit = US001
        - Project ID = GCS_PROJECT1
        - Integration = US001
        - Start Date = January 1st 2014
        - End Date = December 31st 2014
        - Processing Status = Active
        - Project Status = Approved
   - Create a second GCS Project with the below information:
        - Business Unit = US001
        - Project ID = GCS_PROJECT2
        - Integration = US001
        - Start Date = January 1st 2014
        - End Date = December 31st 2014
        - Processing Status = Active
        - Project Status = Approved
   - Navigate to: Project Costing > Activity Definitions > Project Activities
   - Add a new Activity ID for Project ID GCS_PROJECT1
   - Add a new Activity ID for Project ID GCS_PROJECT2
   - Navigate to: Project Costing > Project Definitions > Team
   - Open Project ID GCS_PROJECT1, and add the below new Employees as Resources on both Project and Activity:
        - Employee ID KU0006 (User ID MGR1) flagged as Project Manager
        - Employee ID KU0021 (User ID EXA1) as Project Consultant
   - Open Project ID GCS_PROJECT2, and add the below new Employees as Resources on both Project and Activity:
        - Employee ID KU0071 (User ID MGR2) flagged as Project Manager
        - Employee ID KU0021 (User ID EXA1) as Project Consultant
   - Log into the FSCM Online Application as User ID EXA1
   - Navigate to: Employee Self-Service > Travel and Expense Center > Time Report > Create/Modify
   - Add a brand new Time Report on behalf of Employee ID KU0021 with the below data:
        - Employee ID = KU0021
        - Period End Date = October 10th 2014
        - Country = USA
        - State = NY
        - Locality = PY0001
        - Line #1: PC BU US001, Project ID GCS_PROJECT1, Activity ID 00000000001, NonBillable, and several project hours
        - Line #2: PC BU US001, Project ID GCS_PROJECT1, Activity ID 00000000001, Billable, and several project hours
        - Line #3: PC BU US001, Project ID GCS_PROJECT2, Activity ID 00000000001, NonBillable, and several project hours
   - Submit the Time Report for Approval
   - Confirm that the Time Report has been routed to Project Manager MGR1 and Project Manager MGR2
   - Log into the FSCM Online Application as User ID MGR2
   - Navigate to: Manager Self-Service > Travel and Expense Center > Approvals > Approve Transactions
   - Identify the submitted Time Report, and approve the one Line #3
   - Log into the FSCM Online Application as User ID MGR1
   - Navigate to: Manager Self-Service > Travel and Expense Center > Approvals > Approve Transactions
   - Identify the submitted Time Report, and Send Back For Revision the whole transaction
   - Log into the FSCM Online Application as User ID EXA1
   - Navigate to: Employee Self-Service > Travel and Expense Center > Time Report > Create/Modify
   - Open the Time Report, and re-submit it for approval
   - At this stage, confirm that the workflow has routed the Time Report to:
        - Time Report Line #1 and #2 to Project Manager KU0006 (User ID MGR1): CORRECT
        - Time Report Line #3 to Project Manager KU0066 (User ID GLS4): WRONG

To gather more information concerning this scenario and its related problem, refer to the available Replication Steps Word Document here linked containing the complete configuration and the replication steps necessary to reproduce the issue.

BUSINESS IMPACT:

The TRApproval Process is not working as per expected, as the workflow is routing a Time Report Line to the Approval System Administrator defined at the Time Report Transaction Definition set up page, instead of routing it to the actual Project Manager of the Project ID used in the affected Line. With that, proper routing is not taking place, and a System Administrator is overloaded with approval requests that are not of his/her competency. Mass reassignments need to be performed, or incorrect approvals, to be able to further process the transaction. This involves a lot of inefficient manual steps that should be avoided.

EXPECTED BEHAVIOR:

When a Time Report gets re-submitted for approval, each Line should get routed to its proper Project Manager Approver, and not to the Approval System Administrator, which should be used as last resource should the system not find a defined User for that approval level.

Cause

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