The Access Control Form (ACF) has a unique workflow that checks three groups of approvers: Primary Approval, Department Approval, and Security Officer Approval.
There must be two unique signatures for the document to reach Complete status. The requestor counts as one of the two signatures.
If a document is rejected, the document is cancelled; the requestor cannot resubmit the document.
ACF Workflow Basics
1. Primary Org Approval
When an ACF document is submitted, workflow routes the document to the primary assignment org of the employee. The organization responsible for the employee approves/disapproves the changes to the employee's responsibilities.
The document follows the approval path set up on WAM for ACF documents. All approvals must be complete at the Primary Org level before the document can be routed to the Department Approval(s).
The approver will receive a notification in their worklist indicating that the workflow type is ACF and that it is at the Primary Approval level. The notification lists all the responsibilities for the employee and indicates which responsibilities or org ranges were changed and which responsibilities/org ranges have no changes.
Like other document types in Oracle, the approver can Approve, Reject, or Reassign the document.
2. Department Approval (if needed)
After the primary org approval is complete, workflow routes the document to the org associated with the responsibility. There are two exceptions:
- UAB GA End User, UAB Requisition Input, UAB FN Document Entry/Approval and UAB AP End User are not restricted to an org (they are open access responsibilities) so requests for these responsibilities will bypass the department approval
- If the primary assignment org is the same as the org associated with the responsibility, workflow will bypass the department approval
When the primary assignment org is different than the org associated with the responsibility, the department org workflow is launched. If there are multiple departments affected, workflows for all orgs are launched simultaneously. The document follows the approval paths set up on WAM for each department org.
There is also a roll up feature at the department approval level. The purpose of the department roll up is to facilitate the approval process in areas where the same individual(s) may be on the WAM form (approval path) for many of the divisions and subdivisions in their area.
Below is an example of the UAB GL End User access being requested for multiple divisions. Rather than routing the document to each division for approval, workflow "rolls up" all the divisions to the department level (311650000 in this case) and routes the document to department 311650000 for approval. Workflow sends notifications to all approvers on level 1 of WAM for org 311650000. Once all the WAM approvals are complete, the document is routed to the Security Officer for the final approval.
3. Security Officer Approval
After the department approval is complete, the ACF document is routed to the Security Officer for orgs associated with the primary affiliation approval. The Security Officer is NOT set up on WAM, but is set up in the workflow table. The Security Officer is the final approver for the School, Vice President or Hospital. After the Security Officer approves the document, the status changes to Complete if there are two unique signatures. If there are not two unique signatures, the system rejects the document.
When the document is complete, the responsibilities are updated in the system within a few hours. There is no overnight process or Central review. The Security Officer is the final approval.
There is a bypass feature associated with the Security Officer Approval. If the Security Officer has approved the document at either the Primary Approval or Department Approval level, the document will not be sent to the Security Officer again. Workflow will bypass the Security Officer, but the log (document locator) will note that the Security Officer has already approved the document.