Workflows vs. Departments
An agency has several options for creating an approval process. These options impact how a requisition is created. Briefly:
An agency can use:
General conditions include:
One way to set up an approval process is to create several workflows for different types of purchases, or for different divisions or offices, but not create Departments.
In this way:
Figure 1 - Requisition workflows by regional functions
Figure 2 - Requester selects a requisition workflow
1. Create one workflow that has all approvers assigned to it. (This may be appropriate if you do not have many approvers, e.g., as in a small agency.)
2. Create several
Departments for different bureaus, divisions, or offices. Departments can be used to organize and find requisitions on the Status and Approver screens, and to create reports.
3. You do not have to enable
Restrict Approval by Req Department.
Under these conditions:
1. Create one
workflow and any number of approval levels.
approvers to the different approval levels:
3. Create several
Users will select a Department when creating requisitions, and they can then sort or filter requisitions on the Status screen by Department, and administrators can create and sort requisition reports by Department.
Figure 3 - Selecting a Department
If create Requisition Departments, and you enable Restrict Approval by Req Department, approvers must be assigned to the same Requisition Department as a requisition to be able to approve it.
Assign the approvers to their respective departments, then enable the setting of Restrict Approval by Req Department.
Figure 4- Approver assigned to Department
Figure 5- Restrict Approval by Req Department
You could create multiple workflows and multiple departments, and then either enable the Restrict Approval by Req Department or not.
If you do not enable the 'Restrict Approval' setting, Workflows are the approval process as usual, and Departments would serve to organize and find requisitions on the Status and Approver screens, and to create reports
If you do enable the 'Restrict Approval' setting, be aware that this adds another layer of restriction on approvers who are already restricted by being assigned to specific workflows. If you choose to do this, approvers must be assigned to both the appropriate workflow and the appropriate department. In this way: