This document outlines an approach for implementing an automated requisition approval flow using Infor-Lawson BPM tools. It recommends taking a mixed approach that involves mapping inputs and outputs, modeling current and proposed processes, and mapping an ideal "perfect world" process. Key resources needed include procurement, finance, and business subject matter experts as well as a developer trained in Infor Process Automation and DesignStudio. The recommended approach involves planning, defining roles and artifacts, mapping approval workflows, building an initial iteration, and conducting post-implementation lessons learned and benchmarking.

1. Implementing
RQ Approval
Implementing a requisition approval flow
using Infor-Lawson BPM tools

2. What is covered
• Why build a Requisition Approval Flow?
• Required Resources
• Approach
o Options
o Recommendation
• Post-Implementation

3. Why Build an RQ Flow?
• An automated requisition approval flow can
increase effectiveness (what we do) and efficiency
(how we do it), which can reduce costs
• Governance and audit requirements
• Move from paper- and email-based processes

4. Required Resources
• People
o Procurement SME, director, buyers
o Business SME, analyst
o Finance SME, analyst, AP director or supervisor
o Project Manager
o Developer with IPA and DesignStudio
• IPA Software (Infor Process Automation)
o Formerly called Lawson Process Automation
o Formerly called ProcessFlow
• DesignStudio Software
o Typically used to create Inbasket
o Alternatively can code with HTML, at greater cost

5. Approach Options
• List and map inputs and outputs
• Model current and proposed processes
• Map only the “perfect world” process
• Cross-training and partnership

6. Approach Options
↑ List and map inputs and outputs
↑ Model current and proposed processes
↑ Map only the “perfect world” process
↓ Cross-training and partnership

7. Approach
Recommendation
• A mixture of the ‘good’ approaches
o List and map all inputs
o Be aware of shortcomings in the current process
o Model the to-be process

8. Approach
• Plan the project and artifacts
o Charter
• Include clearly defined business issue
• Determine budget
• Clarify roles – be specific, with single ownership
o Artifacts
• Determine DMS/repository and create issues list, risks, change-
management plan
• Document procurement’s “Vision”
• Conduct customer survey
• Define “success”

9. Approach
• List inputs – requisition item types
o Capital items
o Inventory
o Office supplies
• List participant roles
o Capital approver
o Backup approver
o Buyer
o Department supervisor
• Document involvement of each role
o Approver
o Notified
o Report access

10. Approach
• “Whiteboard” the proposed workflow for one item
• Include participants’ roles, Not employees’ names
• Label workflow requirements as H/M/L
o Define High/Medium/Low priority in the context of the specific project
(i.e., budget, time)
• Whiteboard remaining items
• Consolidate: find commonalities among items

11. Approach
• Draw an Inbasket mock-up
• Document proposed design, get approval
• Write test cases
• Build the first iteration
o Document during the build
• Test with the test cases
• Continue build-test iterations
• Publish help text and troubleshooting documents

12. Post-Implementation
• Lessons learned project meeting
• Benchmark, new metrics
o Transaction volume and approval times
o Conduct follow-up customer satisfaction survey

13. Next Webinar
September 26
www.nogalis.com/education.html
ProcessFlow
Simple queries and data loads.

14. @nogalisinc