IFS Workflow User Guide - IFS Excalibur Ownership Update

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Introduction

IFS Excalibur 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 there is the desire to change the save location for the audit files).

System Configuration

No system configuration is needed for IFS Excalibur.

In IFS Workflow, the users must be set up, and the groups must be configured. 

Mount Network Shared Drive

To successfully export a network Shared Drive, the server that hosts IFS Workflow 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. Rerun line 2 and change centos to apache. Rerun for pmaker.

4. Create a new directory: sudomkdir /mnt

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

6. Navigate to /mnt: cd /mnt

7. Create new dir: mkdir workflow

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

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

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

11. Add this to the fstab file:

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

13. Mount drive: sudo mount -a

More help can be found here.

Upon successful creation of the mount drive to the target Network Shared Drive will allow the IFS Workflow system 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:

                        // Add any sub-directories you want here - can have multiple levels. MUST END WITH "/"

                        $subDirectory = @@RCGroup.'/'.@@accountingPeriod_label.'/';

This will 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

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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 received and the 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 LDO300 or REV120 to make the change(s).

All departments associated with an ownership change will be notified and must account for their task in the update by uploading associated reports – REV236/REV120, JIB721, LDO950, COM100/CUS500, and RV2360. 

Once all reports are uploaded the workflow will be completed, and all compiled reports as well as who made the changes will be saved into a designated location.

Delivered Items

User Groups

Ownership Change Approver: This is the group that mirrors the approvers in IFS Excalibur.

Revenue Accountant: This is the group tied to more of the Data Entry screens to tie the data between IFS Workflow and the IFS Excalibur Accounting System. This group must be configured before the successful execution of the IFS Excalibur Ownership Change.

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, then submit 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

Change Request screen: This task contains the overall process information and Dynaforms to capture process information 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 the change is processed.

Department Changes: This is a summation 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 easy access to the case information.

Dynaforms:

Ownership Change Request Initiation

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

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

Company Name: Enter the company name that the change is needed on. This is required.

Authorization Number: Enter this if you wish to use Authorization numbers for tracking.

Old Owner Number: Enter the owner that is being changed from. This is required.

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 Document(s): 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.

Ownership Change Approval Screen

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Note: Top fields default in from the first screen.

Approved By: Automatically entered with who is working on the case.

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

Approved?: Yes or No selection from a drop-down. This is required.

Comment: Enter any comments for this approval or rejection.

Submit: Moves workflow to the next steps.

Processing Screens

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Note: There are 4 screens – REV, JIB, LDO, and any master maintenance, such as COM100 – all 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, should be changed to Yes once the task is completed.

XXXX Reports: The user must upload Completion reports here.

Complete: The user will click here once all is completed.

Templates – Output and Email Documents

Ownership Change Approved Email – Sent to supervisors and analysts to complete the ownership change:

Once all necessary files are uploaded, the workflow calls IFS Reporting for an updated Division Order report, and the case is complete. The output documents are saved in the designated location.