IFS Workflow User Guide - IFS BOLO Ownership Update

Back to Release Notes for IFS Workflow 1.1 Release Notes

1 Introduction
2 System Configuration
- 2.1 Mount Network Shared Drive
  - 2.1.1 Steps to Create the Shared Drive
3 Delivered Items
- 3.1 Full Map of The Workflow
- 3.2 Process Description
  - 3.2.1 User Groups
  - 3.2.2 Tasks
  - 3.2.3 Dynaforms
    - 3.2.3.1 Ownership Change Request Initiation
  - 3.2.4 Processing Screens

Introduction

IFS BOLO does not have a way to manage notifications across the organization when there are ownership changes. This can cause incorrect payments, audit risks, and PPAs. IFS Workflow has allowed the process of managing notifications and tracking the process of Ownership Changes through the system that allows for the manual notifications and approvals associated with all ownership changes.

This workflow is manual, with the plan to automate tasks in the future, if the user wants to change the save location for the audit files.

System Configuration

No system configuration is needed for IFS BOLO.

In IFS Workflow, there is a need to set up the users and configure the groups.

Mount Network Shared Drive

To successfully export a Network shared drive, the server that hosts IFS Workflows needs to be configured to the target Shared Drive. Below are the steps to mount a network shared drive to the Linux server.

Steps to Create the Shared Drive

1. Create a new group: sudo groupadd -g 6000 sharewindow.

2. Add users to the group: sudo usermod -G sharewindow -a centos.

3. Re-run line 2 and change centos to apache.

4. Re-run for pmaker.

5. Create a new directory: sudo mkdir /mnt.

6. Change owner of the new directory: sudo chown -R centos:sharewindow /mnt.

7. Navigate to /mnt: cd /mnt.

8. Create new dir: mkdir workflow.

9. Change group owner on new folder: chgrp -R sharewindow /mnt/workflow.

10. Change permission on workflow dir: chmod -R g+swrx /mnt/workflow.

11. Modify the fstab: sudo vi /etc/fstab.

12. Add this to fstab file: //windowshare/sharefolder /mnt/workflow cifs

username=##windowsuser##,password=##windowsuserpassword##,rw,users,uid=1000,gid=6000,forceuid,forcegid,file_mode=0777,dir_mode=0777 0 0

13. Save by pressing Esc then: wq and press Enter.

14. Mount drive: sudo mount -a.

Note: More help can be found here.

Upon successful creation of the Mount Drive to the target Network Shared Drive, the IFS Workflow system will be able to automatically export all the uploaded documents and generated Output documents.

The file directory can be customized by adjusting the trigger: Export to Shared Drive and adjusting the following code:

//This
is the Root of the shared drive - This should only change when the Root changes

$rootDirectory
= "/mnt/workflow/"; 

			// Add any sub-directories you want here - can have multiple levels. MUST END 
WITH "/"
			$subDirectory = @@RCGroup.'/'.@@accountingPeriod_label.'/';

This will then start to build a repository on the target shared drive, where data for RC Group and Accounting folders will be created, and then all uploaded and generated documents will be inserted in this location.

Delivered Items

Full Map of The Workflow

Process Description

The process is kicked off manually from the New Case screen that begins the Ownership change approval, notification, and tracking workflow. Once data is entered into LD1350 and source documents are uploaded, the next step routes to the land, JIB, and Revenue Supervisors for review. At the same time, there is an email notification to the ownership change approvers, who then go into LD1350 and make the changes.

Note: All departments associated with an ownership change will be notified, and must account for their task in the update by uploading associated reports – RV2260, JB2260, LD2260, LD2261, and RV2360.

Once all reports are uploaded:

The workflow will be completed
Compile all the reports and who made the changes will be saved into a designated location

User Groups

Ownership Change Approver: This is the group that mirrors the approvers in IFS BOLO for the SEC2301 approvers.

Revenue Accountant: This is the group tied to more of the Data Entry screens to tie the data between IFS Workflows and the IFS EU Accounting System. This group needs to be configured before successful execution of the IFS Revenue Close workflow

Revenue Supervisor: They will be notified once a case is opened.

Division Order Analyst: This group will start the workflow by uploading the source documents and authorization number from LD1350, then submiting for approval.

Lease Analyst: This group will be tasked with any associated ownership changes on the land side. They must upload the verification reports to the workflow to account for their changes.

Land Supervisor: They will be notified once a case is open.

JIB Accountant: This group will be tasked with any associated ownership changes on the JIB side. They must upload the verification reports to the workflow to account for the changes.

JIB Supervisor: They will be notified once a case is open.

Tasks

LD1350 information screen: This task contains the overall process information and Dynaforms to capture process information from LD1350 authorization code denoting the ownership change information. Upload of the source documents is also required for viewing.

Approve Ownership changes: After all the data has been entered and uploaded, the case gets routed to a group of approvers (Revenue, Land, and JIB as required) for final approval before SEC2301 is processed.

Department Changes: This is a summary of manual tasks to capture, as well as upload the final reports to the case within workflow.

Export to Shared drive: The final task is to take all the information and upload it into a shared drive for audit purposes. The IFS Workflow system will take the information and create a file directory in the configured Network Shared Drive with all the case information, allowing for easy access to the case information.

Dynaforms

Ownership Change Request Initiation

Submitted by: Automatically entered with who is working on the case.

Date submitted: Automatically entered with the date of the request.

Company number: Enter the company number that the change is needed on. This is a required field.

Company name: Enter the name of the company that the change is needed on.

Authorization number: Enter the LD1350 Authorization number for reference. This is a required field.

Old owner no: Enter the owner that is being changed from. This is a required field.

Old owner name: Enter the owner name that is being changed from.

New owner number: Enter the new owner number(s) that are receiving from the ownership change.

New owner name: Enter the new owner name(s) that are receiving from the ownership change.

Source documents: Upload all supporting documentation for the change request.

Submit: Selection here allows a user to save current work and notify parties with interest in this change.

Processing Screens

Note: There are four screens: RV, JB, LD, and Master Deck. All of these screens have the same requirements.

Completed by: Auto-populated with the username that completes the form.

Date Completed: Auto-populated with the date it was completed.

Ownership change Authorization processed - Defaults to no, but should be changed to yes once the task is completed.

XXXX Reports: User must upload completion reports here.

Complete: User will click here once all is completed.

Note: Once all necessary files are uploaded, the case is Complete, and the output documents are saved in the designated location.