Successfully reported this slideshow.

Deltek Insight 2011: Real World Workflow

1,339 views

Published on

Published in: Technology
  • Be the first to comment

Deltek Insight 2011: Real World Workflow

  1. 1. VI-118 Real WorldWorkflowA step by step VisionWorkflow Tutorial withBasic Stored ProceduresInsight 2011Presented by:Loren Saunders, Saunders Consulting Group, LLCDon Muir, Saunders Consulting Group, LLC
  2. 2. Agenda Overview of Vision Xtend Workflow & Stored Procedures Workflow Use Case review • Defining the problem • Creating the solution• Q&A2 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  3. 3. What is a workflow?A workflow is an action that can be initiated based upon a set of conditionsfrom an infocenter record. Workflows can be generated from the followingareas of Vision:  Clients (Companies)  Contacts  Leads  Marketing Campaigns  Opportunities  Employees  Projects  Vendors  Text Libraries  Accounts, Billing Terms3 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  4. 4. What do workflows do? Workflows manipulate data in your enterprise based upon conditions and rules you set up in the workflow configuration screen. Some examples of things workflows can do:  Update field values  Send alerts to dashboard and/or email  Enforce data entry business rules  Run stored procedures (which are batches of database code)  Interface with outside applications (through web services)  Workflows generally make things happen (they are the glue that makes your automation really work in Vision)4 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  5. 5. What is a stored procedure?A stored procedure is a batch of database code written in SQL(SQL – pronounced “sequel”, stands for “structured query language”).Stored procedures are written by your database programmers.  They have a name  They have parameters  They do something to the data.The one we use today is here: CREATE PROCEDURE [dbo].[z_custom_tag_terminated_project_manager] (@EmpID varchar(20)=, @projectNumber varchar(32)=) AS BEGIN UPDATE ProjectCustomTabFields SET CustPMStatus = @PMstatus FROM ProjectCustomTabFields INNER JOIN PR ON ProjectCustomTabFields.WBS1 = PR.WBS1 AND ProjectCustomTabFields.WBS2 = PR.WBS2 AND ProjectCustomTabFields.WBS3 = PR.WBS3 inner join em on pr.ProjMgr = em.employee WHERE (PR.ProjMgr = @EmpID) or (ProjectCustomTabFields.wbs1 = projectNumber) END5 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  6. 6. Setting up the Problem1. Discover/Discuss2. Stakeholder involvement3. Describe the solution6 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  7. 7. The Problem: When a Project Manager leaves or is terminated many of his responsibilities are not being handled.  First step is to identify the problem.  Can something be done?  Wouldn’t it be nice . . .  It would be nice if the Principal in charge received an email informing him of the situation and asking him to assign someone else to the project.7 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  8. 8. Stakeholders discussion We have identified the problem and something we think will correct it . . . Now what? What resources are available to help us get what we need? Who are the stakeholders? Who is affected by the problem or needs to be involved in building a solution?  Accounting Dept.  Principals in Charge.  IT staff.  In-house Vision expert.  In-house SQL expert.  Deltek Help.  Deltek Consulting Services.8 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  9. 9. Define the Solution:  Email alert sent to the Principal in Charge on all projects when a Project Manager has been terminated.  Report for PIC’s to show all projects for this PM.9 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  10. 10. Build the Workflow Solution1. Quick Summary2. How it works3. Other possibilities10 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  11. 11. Here is how we did it: An Employees info center workflow won’t change data in the Project info center, so we have a simple little stored procedure that makes the link. This solution requires three parts: 1. Custom field in Projects that shows employment status of PM (this can be hidden if you want) 2. Workflow in Employees updates all projects where a PM is assigned if that PM is terminated 3. Scheduled workflow runs nightly and sends out email alerts to Principals for projects where the PM has had status change1111 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  12. 12. 1. Custom Field Custom field PMStatus12 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  13. 13. 2. Workflow with Stored Proc a. Set up the employee workflow to run the stored procedure. (employee record has changed) 1. Workflow 2. Condition 3. Action (stored procedure)13 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  14. 14. 2. Workflow with Stored Proc b. Configure the stored procedure 1. Stored Procedure Name 2. Parameter3. Expression for parameter14 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  15. 15. 3. Scheduled Workflow Scheduled workflows are just like other workflows 1. Workflow 2. Condition 3. Action (email alert)15 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  16. 16. 3. Scheduled Workflow Setting up the email 1. To: Principal 2. Subject 3. Body16 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  17. 17. 3. Scheduled Workflow Schedule the workflow daily 1. Every Day 2. Forever17 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  18. 18. Q/A Some things that workflows do:  Update field values  Send alerts to dashboard and/or email  Enforce data entry business rules  Run stored procedures (which are batches of database code)  Interface with outside applications (through web services)  Workflows generally make things happen (they are the glue that makes your automation really work in Vision)18 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  19. 19. Call to Action Try these sessions for more information on Vision Xtend • VI-217 Feature Sneak Peek: Extending Vision with User Defined Info Centers • VI-219 Custom Fields and Workflows to Track Contract Approvals • VI-301 Vision CRM Advanced Workflows • VI-215 Work more efficiently with Vision Xtend Still have questions? Contact Loren at loren.saunders@gmail.com19 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved
  20. 20. Engage With The DeltekAE Community @DeltekVision deltekae.wordpress.com deltekvisionblog.wordpress.com facebook.com/deltekinc youtube.com/user/deltekinc20 May 22, 2012 ©2011 Deltek, Inc. All Rights Reserved

×