Personalizing our XM Expense user experience

We are looking to customize our users experience by displaying the balance on their CME (Continuing Medical Education) limit . The details of my request are attached, but are there users in this community that have mastered the XM business rules + how to change what is displayed to the users, instead of engaging GPS (Global Consulting Services)? And if so are there documents or classes you could recommend?

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thassett

We struggle with this visability aswell. Currently using sql/outside reporting, but there is a delay in information. We also had a Data Type created in SAT during implementation that tracks ER User-Expense Spend by user and expense spend year. SAT Admin is able to see the information in real time, but to have it displayed to the end user within XM would be more ideal. We are researching this as well and will share any information or conclusion we discover. I'm hopeful there are other organizations that may be able to share their setup.

Cathy O'Connell

Thank you Tara. We use Infor FSM as well. Do you ?

thassett

We do not. We use sql/Microstrategy for XM, Crystal Reporting and Lawson BI for lsf/landmark.

Cathy O'Connell

Have you mastered creating business rules and creating templates in XM

Orchestration Refactor_v2.pdf

UPD-dEPM-657-Whats-new-in-Office-Integration-12.0.10 (1).mp4

Chris Gray

Sometimes our flexibility can be a disadvantage as I’ve seen budget controls implemented across our system in several different variations. Below are some of my favorite options.

We have a standard Purpose-based Budget Check Business Rule. This rule allows you to check all prior Expenses you’ve submitted leveraging the same Expense Purpose for a given timeframe. This is great as it can provide notifications to the end user at the time of submit of how much of a given amount has been used within the desired timeframe. This same template can be utilized for when someone surpasses the budgeted amount (or use this rule to route the document differently in the workflow should our end-user surpass whatever amount). This rule makes sense for infrequent requests, and when the entire Expense Report goes against a particular budgeted amount.

We also have standard budget controls inside of the application, but this feature is intended for shared budget across a given Cost Center or Expense Type pairing.

What I’ve also seen implemented with great success is storing of this budgeted information inside one of the user’s system code fields. These system codes can be leveraged for any purpose, with eight of them provided out of the box. Then a rule can be written so that upon submit (or reject) of the document the appropriate amount is adjusted to whatever the current overall amount is. Then with updates to our Grid Column editor any of these system codes can be updated to be visible so that the end user can see their current value within their XM User Profile page. This requires some additional coordination as typically budget values are reset or returned to some starting point at the beginning of a given financial year. Typically, once we identify a system code as being used in the described fashion, we turn off updates to this field from the interface, so that HR updates are never overriding the budget values. To update the field, we either in a controlled fashion, update the interface to allow updates again to this field, and then disable again once starting year values are in place. Alternatively, the budgets can be maintained via XM Administrator Bulk Edit options inside of HTML SAT. So, a bit more of an involved solution, but entirely possible.

Then you have the option of controlling this outside of XM. This request is well-timed as we are in conversations with our CloudSuite Financials product team so that the budget controls that were once in place within Lawson v10 are available via real-time API’s. Similar to our Structure Relations checks that validates the pairing of our Financial Dimensions (and if Cost Centers / Projects are still active), the intent is to reach out to FSM and check to see if there is still budget in place for the requested allocation. For anyone interested in this option, please jot down internal JIRA number FSM-58567 or speak to your FSM product team.

Then of course there is reporting. Everything that is within XM is available to be reported upon, including via our BIRST Analytic Dashboards. Once you know how you are storing / maintaining these budget amounts it is quite easy to display this field inside of a Dashboard or provide it within a small BIRST Dashboard in an end user’s OS Portal Workspace.

So, a lot of options to consider. I am travelling this week, but should anyone want to chat on any of the above options just drop me an email and would be more than happy to discuss options and how best to proceed.

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