IFS Workflow User Guide - IFS Enterprise Upstream Initial Division Orde

Back to Release Notes for IFS Workflow 1.1 Release Notes

1 Introduction
2 System Configuration
- 2.1 PM Table Configuration
- 2.2 Mount Network Shared Drive:
3 Delivered Items
- 3.1 Full Map of the Workflow
  - 3.1.1 Process Description
  - 3.1.2 User Groups
  - 3.1.3 Tasks
  - 3.1.4 Dynaforms
  - 3.1.5 Well Information Form
  - 3.1.6 Assemble DOTO Information
  - 3.1.7 Attach Division Order Title Opinion
  - 3.1.8 Division Order Creation Checklist
  - 3.1.9 DOI Distribution
  - 3.1.10 Approve Division Order Process

Introduction

IFS Workflow has allowed the process of managing and tracking the process of Revenue Close through the system that allows for the Automatic Execution of IFS Enterprise Upstream Distribution and Cash Matching processes through the Concurrent Manager.

System Configuration

No system configuration is needed for IFS Enterprise Upstream, however, it is expected that the API Rest Services developed are deployed on the target environments for IFS Workflow to utilize the API library.

PM Table Configuration

Please refer to Environment Configuration .

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: sudousermod -G sharewindow -a centos.

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

4. Re-run for pmaker.

5. Create a new directory: sudomkdir /mnt.

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

7. Navigate to /mnt: cd /mnt.

8. Create a 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

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 document 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/P2InitialDivisionO

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

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.

Run the Set IFS Reporting Credentials Workflow

This simple workflow is required to be run in order for the IFS Reporting Credentials to be executed.

To execute:

1. Configure the proper user in the Automated Services user group.

2. Login as that configured user, and start the case for ‘Set IFS Reporting Credentials’.

The following form will appear:

3. Simply enter the User Name, Organization, and Password.

This then will generate an authorization token to be consumed in IFS Reporting to execute reports. This token can be viewdviewedhe EXTERNAL_API PM table.

Note: If the user, password, or organization changes, the workflow will need to be executed again.

Map of the Set IFS Reporting Credentials Workflow

Configure the Email Template

Once the Initial Divison workflow is installed, an email template has been delivered as well. This email template can be configured to the user/company information.

To configure the Email Template:

1. Open the workflow and navigate to Templates on the Process Objects menu.

2. Select the emailTitleAttorney.html template in either the Rich Text Editor or HTML Editor.

3. Simply replace the XXXX fields with your company information, and then the template will store your information for future emails.

Delivered Items

Full Map of the Workflow

Process Description

This process is designed to track the beginning of a wells spud date to through the process of getting the Title Opinion, generating the Division Order, Agreement, generating a Divison Order Report from IFS Reporting, and distributing that report.

The process is started via a IFS Enterprise Upstream event of when a Spud Date is entered into the Wells Details form. This will trigger the well to appear on the Workflow Staging Table located in Base > Interoperability > Workflow Staging Table.

To kick off a case:

1. Simply select the Tools drop-down and submit Concurrent Process.

Note: This process can be configured on a schedule as well.

This case then is created, and goes to the Unassigned Pool within the IFS Workflow Application.

Note: Only members of the Division Order Analyst will be able to see these cases.

When a user claims a case, they are brought to the Well Detail form, where all the Well Data is visible in the form. The user selects from a drop-down of Landman.

Once submitted, the case remains in an automated loop looking for the first sale date. This automated loop requires configuration of the timer. The default configuration is once per day, but this can be configured to any interval needed.

Once the First Sale Date has been entered, the case will be routed back to the user who originally worked on the case. The user will be directed to the Waiting on DOTO order to assemble the documents to email the Title Attorney. Once the documents are uploaded and the Title Attorney is selected, the user will select Next to email the selected Title Attorney.

The case then is routed to the Unassigned Pool of the Office Services group, who is designated to receive and upload the completed title opinion from the title attorney. Once uploaded the case is routed back to the Division Order Analyst to complete the DOI Creation checklist.

Once the DOI Creation checklist is completed, the system will use the data entered to generate a IFS Reporting Report. This report is displayed on the next task, DOI Distribution, which is assigned to the Special Projects Team.

Finally, once the DOI is distributed, the case is routed to a Division Order Lead to approve and close out the process.

Once approved, the case will go to the Export to Shared Drive step.
- This will create a file repository on a shared drive location.
If the case was not approved, the case will be routed back to the DOI Creation Checklist to be redone.

User Groups

Division Order Analyst: This is the main group to consider for the workflow. This group is involved in multiple tasks, and the driver for moving the case forward. They are responsible for three separate tasks.

Office Services: This group is tied to the Waiting on Title Opinion. This group is designed to take paper documents, scan and then upload to the case during their assigned Task.

Special Projects: This group is designated to distribute the DOI Report that is generated from the Generate DOI Report task that automatically executes the report and uploads to the case.

Division Order Lead: This group acts as the approvers of the full process. Given a successful approval, they close the case, otherwise, they will require the case to be routed back to the DOI Creation Checklist step.

Landman: This group is only used in the drop-down to select a Landman within the first task.

Tasks

Update Spud Date: This task is empty and acts as the link between IFS Enterprise Upstream and IFS Workflow. The Process, Task, and User ID is needed to be configured in the IFS Enterprise Upstream properties file to allow the delivered services framework to begin cases within the IFS Initial Division Order.

Waiting on Landman: This task is where the Division Order Analyst can select the Landman. This step will also display all the well-detailed information and will display on a Dynaform.

Waiting on First Sale: This automated script task queries the IFS EU Database at a set time (to be determined upon configuration) to check and see if the First Sales Date of that well has been filled out.

If so, then the case is routed forward.
If not, the case will wait for the next designated interval to check for the database.

Waiting on DOTO Order: This task allows the user to bundle up the documents to send to a title attorney. Every document attached to the case will then be sent to a designated Title Attorney.

Waiting on Title Opinion: This task allows for users to perform the task of taking the received Title Opinion generated from the Title Attorney to be uploaded into the case and sent back to the original Division Order Analyst.

DOI Creation Checklist: This task allows the user to enter and confirm all the details entered within IFS Applications. This includes such fields as Agreement ID, DOI ID, Effective Date, etc. The data entered in here will also generate a IFS Reporting Report for all users and automatically upload to the case.

DOI Distribution: This task tracks the actual distribution of the generated DOI. Once completed, the task can be routed forward.

DOI Approval: This final task will give all the information of a distributed DOI, and will allow the user to approve all the data entered and configured.

If approved, the task will go to one last script task.
If not approved, the case is routed back to the original DOI Analyst for changes.

Export to Shared Drive: Automated Script Task to take all uploaded documents and export to a shared drive location. This shared drive location is determined by the setup of the mounted shared drive.

Dynaforms

Well Information Form

Well Name: Automatically entered with the Well Name that was generated from IFS Enterprise Upstream.

Well User Key: The User Key of the well sent over from IFS Enterprise Upstream.

Country: Country location that was set up on Report Centers.

County: County of the well that was set up in Report Centers.

Field: This field is automatically generated with the Field data set up in IFS Enterprise Upstream.

Operator: Automatically populated with the Operator of the well that was set up in IFS Enterprise Upstream.

Spud Date: Automatically populated with the spud date in IFS Enterprise Upstream.

STR Information Grid: Automatically populated with the Section, Township, and Range information that was set up in IFS Enterprise Upstream for the well.

Select Landman: This is a query on the group titled Landman. Each user set up in that group will be a selection on the drop-down.

Assemble DOTO Information

This form will display the First Sales Date that was entered in IFS Enterprise Upstream, then automatically calculate the Payment Due By by adding six months to the Sales Date. The only field in this form that needs to be entered is the Title Attorney on the STR information, as well as attaching files to send to the selected Title Attorney. The Title Attorney drop-down is populated via a query on the TITLEATTORNEY PMT table found via ADMIN > PM Tables.

Attach Division Order Title Opinion

This form is meant to track the incoming Title Opinion once it gets returned from the title attorney. The only field here to populate is the Division Order Title Upload. The user selects the scanned/digital Title Attorney and then will be able to forward it on to the Division Order Analyst to continue the case.

Division Order Creation Checklist

This form is designed to act as a checklist of the created Agreement and DOI set up in IFS Land and IFS Enterprise Upstream. The DO Number field is critical to automatically execute the Division Order Report from IFS Reporting. This form also allows the saving of the Division Order Burden Breakdown.

DOI Distribution

The purpose of this form is to capture the date the DOI Report was sent out. Prior to this form is the input document for the user to download and print as necessary. Also its possible to access the IFS Reporting DO Report via the Case Information tab and by selecting Input Documents.

Approve Division Order Process

The final Dynaform delivered. This form will be automatically populated with dates and information as the culmination of the product. The only field for the user to enter is the Approved (Yes/No) field.

Selecting No will send the case back to the Division Order Analyst.
Selecting Yes will forward to the Export to Shared drive step.

This will be the last user-facing document of the workflow.