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Organisation and workflow

Background

In the process settings, the organization and workflow section allows you to define the process’s organisational hierarchy and workflow.

Function

Setting the organization and workflow means bringing an entity’s real organisation and workflow into CCH Tagetik, i.e. defining:

  • the organisational hierarchy, or the entities or companies enabled to enter and approve process data
  • the process’s business workflow, or the logical steps of the process’s workflow.

The following actions can also be run:

  • Include in the process specific entities or nodes of an entity hierarchy chosen from among the non-time-dependent hierarchies not related to the process, provided they are involved on an exceptional basis in the same process.
  • Override the currency of the included entities in relation to the currency indicated in the entity’s elements table.
  • Exclude from the process specific entities or nodes of a group of entities related to the process.
  • Perform the entity/task workflow mapping, or relate entities/nodes to specific task workflows for specific steps of the selected Business Workflow. This limits data entry on task workflows to the entities that are actually responsible for that data.

For every entity, it is also possible to define submission start and end dates and start dates for sending e-mails reminding authorised users to enter data.

Note: the recipients of the reminder e-mail and the e-mail wording are defined in the send email rule associated with the “Reminder on Entity submission” event (see Send email events).

Example or Organisation and workflow settings

This example describes a budget process with the following characteristics:

  • the organisational hierarchy used is called Regional view
  • data is entered by individual entities
  • approval and submission takes place at the geographic regional level

Case 1: excluding an entity from the administrative hierarchy

Entity X00, contained in Regional view, does not collect data on the budget process. It is therefore not necessary to consider this entity in the process’s data processing and it can be excluded, using the Exclude action.

Case 2: override the currency of a USD entity in a EUR process

Entity B00 uses the USD currency. That entity is involved on an exceptional basis in the entry of data for the budget process using the Global view hierarchy, for which the currency is EUR. In this case, it is necessary to override the entity’s exclusion from the process and override its currency, changing it from USD to EUR, to adjust the entity’s amounts to the currency of the process’s administrative hierarchy.

Particularities of entity/task workflow mapping

When entity/task workflow mapping is performed, entities and specific task workflows are related to specific phases of the selected Business Workflow.

If no mapping is managed, by default the system only associates submission with all entities in the process (task $ - default workflow).

When a lowest level element entity, or an entity contained in a node, is related to a task workflow, the relationship is not automatic for the parent node. To relate the parent node to a task workflow, it will be necessary to create a specific relationship.