Creating Process Automation: Project Proposal Evaluation Process Example

In this process, a project proposal will be submitted for approval by the project manager and the finance department. If the bid is not approved, the bid will be rejected and the bidder will be notified.

Script Flow

1. Creating a Project Proposal

• “Project Proposal” is created and the system saves this proposal.

2. Project Manager Approval

• The proposal is submitted to the project manager for approval.
• If the project manager approves the proposal, it is forwarded to the finance department.
• If the project manager rejects the proposal, the bidder is notified by e-mail.

3. Finance Department Approval

• If the finance department approves the offer, the offer is accepted and a confirmation message is sent to the bidder.
• If the finance department does not approve, the offer is rejected and the bidder is notified by e-mail.

Process Automation Steps

1. Defining Process Parameters

1. Log in to the Kuika platform and open the project you will work on from the Apps screen.
2. Click on the Process Automation module.

3. From the screen that opens, give your workflow a name and click the CREATE button.
4. Go to the Process Parameters panel on the left edge and create the following parameters:

Business Object

• Proposal Title (String): Proposal Title
• Proposal Description (String): Proposal Description
• Proposal Creator (Guid): ID of the user who created the proposal
• Proposal Date (DateTimeOffset): Proposal Date
• Proposal Category (String): Proposal Category
• Manager Description (String): Project Manager Description
• Finance Description (String): Description of Finance Department
• Proposal ID (Guid): Identity of the Offer

Internal

• Manager Approval (Boolean): Project Manager Approval Status
• Finance Approval (Boolean): Finance Department Approval Status

2. Designing the Process Flow

A. Project Manager Approval (User Task)

1. Add a User Task on the Canvas and name it "Project Manager Approval".
2. In the Properties Panel:
   
   • In the Step Outputs field, select the Manager Approval and Manager Description parameters.
   • Under User Interactions, add Approve and Reject options and map them to the Manager Approval parameter.

Reject Scenario:

• If the project manager does not approve the proposal, add a System Task.
• In Properties Panel:
  
  • Add the Send Mail action.
  • Select Proposal Creator in the Receivers field.
  • Email content: “Your proposal has been rejected by the project manager.”

B. Finance Department Approval (User Task)

• After project manager approval, the proposal is forwarded to the finance department.

1. Add a new User Task on Canvas and name it as “Finance Department Approval”.
2. In Properties Panel:
   
   • Select Finance Approval and Finance Description parameters in Step Outputs field.
   • Under User Interactions, add Approve and Reject options and map them to the Finance Approval parameter.

Reject Scenario:

• If the finance department does not approve, add a System Task.
• In Properties Panel:
  
  • Add theSend Mail action.
  • Select Proposal Creator in the Receivers field.
  • Email content: “Your proposal has been rejected by the finance department.”

3. Proposal Approval and Rejection

Approval Scenario:

• If both the project manager and the finance department give approval:
  
  • Add a System Task and name it “Approval Notification”.
  • Send a message to the bidder “Your bid has been approved” by adding the Send Mail action message to the bidder.

Rejection Scenario:

• If no approval is given at any point, the proposal is rejected and the above notification processes are executed.

With process automation, the evaluation and approval processes of project proposals can be managed effectively using the Kuika platform. Departmental approvals at each stage of the process ensure that the correct notifications are sent to the bidder and offer transparency in the workflow.