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Coupa Success Portal

Dynamic Approval Workflows

The Dynamic Approval Workflow feature enables Risk Assess customers to streamline business processes and ensure accountability and compliance to business policies and practices. This workflow feature helps customers accomplish these goals by providing the ability to configure flexible routing options that define business rules for directing assessments and approvals to the correct internal or third party resource.

Dynamic approval processes can be configured to:

  • Route an assessment to one or more approvers
  • Specify the steps necessary for an assessment to be approved, and designate who must approve it at each point in the assessment process
  • Allow for user groups, and/or individuals to be added ad hoc based on responses/scores received as part of the assessment workflow

Unlimited parallel, serial, and a combination of parallel and serial approvals can be configured. A serial approval is the first approval that must be completed before the second/subsequent approvals are launched. Parallel approvals are launched together and completed independently of one another.

Conditional logic for defining the approval workflow provides for the ability to configure the following attributes of the approval workflow by program:

  • Optional and required approvals
  • The number of approvals in the workflow
  • The order of approvals required
  • Assignments of who the approver(s) should be at each level of the process
  • Changes to the approval flow based on both the evaluator’s and any one of the approver’s responses to the program

The order and number of approvals is defined in a program’s configuration (Program tab > Add New Program button or Edit Program icon) and driven by the number and configuration of the components that are included in the program.

Dynamic approvals are configured to route approval requests to users based on responses/scores (at the line/component level) upon submittal/approval of the assessment itself (See the Configuring and Administering Programs sections of this guide). Program configuration supports the ability to configure questions using evaluation items and also using program components on the evaluation items to further build out the form. Program scores are computed at five levels:

  • Lowest level - The component level (the response to a question on a given component is used to compute the component score).
  • Second lowest level - The line score is computed by aggregating the scores for the components on the line, or if there are not any scoreable components, then the line score is computed based on the evaluation item configuration.
  • Third lowest level - The section score is the weighted sum of the line scores assigned to the section (also program configuration).
  • Fourth lowest level - The organization score is the weighted sum of the section scores assigned to the organization (also program configuration).
  • Fifth lowest level (top) - The overall score is the weighted sum of the organization scores assigned to the program (also program configuration).
  • Dynamic approvals can be configured to trigger based on conditions defined for either the score computed for a specific component or a given line.

Parallel, serial, and a combination of parallel and serial approvals are supported. For example:

  • Serial approvals with one mid-level approver and one final approver - Set the approval workflow based on a Tier/Materiality (result of the computed component score on an assessment) in the Dynamic Approval Component configuration:
    • If tier = High (where High = 100), then two levels of approval are required
    • If tier = Medium (where Medium = 60), then only one level of approval is required
    • If tier = Low (where Low = 20), then no approval is required
  • Parallel approvals with one mid-level for each risk area and one final approval, and one conditionally required final approval based on risk level - Set the approval workflow based on the computed component scores on the assessment (See also the Risk Assess Program Component Reference Guide):
    • If score < 20, then no approval is required
    • If score => 20 and < 50, then two levels of approval are required
      • Mid-level approvals – If the computed component score for the risk area = 100, then mid-level approval is required for that risk area (multiple parallel mid-level approvals are required)
      • If after the first approval the risk score is > 65, then another level of approval is required (approval materially changes the evaluator’s response)

Approvers are dynamically assigned based on one or more of the following:

  • Actual approver name selected from the user selector field (standard and UDF) on a widget, on an enrolled object, or on a component in the program using assignment defaults
  • Group membership
  • Approver name base on a look-up in Setup Data. For example:
    • The user selects a Cost Center (established under Custom Setup Data Type and configured in the Program Component) which automatically drives who gets the approval:
    • Cost Center 100 = goes to Ann
    • Cost Center 101 = goes to Bill
    • Cost Center 102 = goes to John
    • Company code determines which finance staff will approve
    • Product Category(ies) determines which category managers will approve
  • The user’s reporting structure dictates approvers. For example:
    • The procurement manager is the direct manager of a buyer and should be determined by organization structure

Appropriate individuals are notified throughout the approval workflow as defined by the business.

The following depicts an example of a Dynamic Approval Workflow.

RA - Dynamic Approval Workflow.png

 

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