OLE License Request Technical Specification

Jira Link

https://jira.kuali.org/browse/OLE-30

Jira Link

https://jira.kuali.org/browse/OLE-31

Jira Link

https://jira.kuali.org/browse/OLE-32

License Request Create UI

           Simple KRAD Document used to create a License Request Document,having the following tabs

Description Tab:

• OwnerAssignee – default will be Initiator which will have KIM Person lookup
• Initiate licensing Workflow – drop down for manual workflow selection, used by KRMS to initiate Peopleflow
• Current Location – Editable by Initiator if the document not in current Rice workflow
• License Request Type – New/Renewal/Addendum
  • Renewal - New or final Agreement if method is renewal, will have an Active Date, where the new Agreement becomes the Current/Active, and the original is archived, but still linked
  • Addendum - Amended Agreement will become a supplemental to the original Agreement.Both are active. The parent/primary Agreement stays active, but is versioned by any changes in Addendum once final. Docstore needs to version these.

Event Log Tab:

• This tab will capture manual adds, and also system generated logs for each file attachment and workflow/routing completion
• For the manual adding and for Event view, a new UI - Event log view is used.

Agreement Documents Tab:

• The tab used for uploading agreement documents for different agreement types.
• This will have the columns date,user,agreement document type,label,file, notes and version.

Agreement(links):

• If no agreement is available for License request or linked to License request, Create button is displayed.
• If any agreement is available for license request or linked to License request, Edit button is displayed. Following meta data displayed for agreement link : last edited date,user,Agreement type, Agreement status, Agreement method, and links of that agreement.
• User can relink to different Agreement or delink the existing Agreement
• Create/Edit button will link to the existing or blank ONIX-PL Editor.

View Related Documents:

• Link to Requisition Document from where License request is created, is provided.

Notes and Attachments:

• These will not be linked with agreements.

*Adhoc Recipients:*

• Used for manual routing of document, not defined in standard workflow. It adds one more step to the predefined workflow and does not replace it. Adhoc routing can only be FYI or Acknowledgement.

Route Log:

• Shows predefined workflow/routing as per workflow definition. It also shows ad hoc tracking

License Request Search:

• Simple KRAD screen used for searching the existing License Request.
• User will be able to search all the License Request (not just assigned to him). Also can filter using title/status/date last modified/current owner and current location.
  

Agreement Search:

Simple KRAD screen used for searching the existing Agreement.

• This is used as a lookup in the License Request. User can search Agreements by agreement title, contract number
• "return value " will create copy and link the associated agreement to the License Request

 Order Holding Queue:

      Extended the Requisition Search to have the new Licensing Workflow value ALNC- Awaiting Licensing Negotiation Completion,DLNF- Disapproved- License Negotiation Failed in the Requisition Status        

Requisition Search:

      Extended the Requisition Search to have the new Licensing Workflow value ALNC- Awaiting Licensing Negotiation Completion,DLNF- Disapproved- License Negotiation Failed in the Requisition Status        

Manage CheckList

Simple KRAD Maintenance Document used for creating and searching the checklist.

• Search using the filters checklist name,checklist author and active Indicator
• Upload/Create
• Delete past checklists
• Update Checklist Description, Active status.

General Business Rules :

• Requisition can link to only one or no License Request.
• A License request can link to one or many Agreement documents.
• A License request can link to only one Agreement if License Request Type is New.
• A License request can link to one or more Agreement if License Request Type is Renewal or Addendum.
• Agreements can be linked to 1:Many Agreement Documents.
• Version all Agreement Documents.
• Upon uploading Agreement Documents through the License Request- the License Request, Requisition, Agreement, and Agreement Documents should be linked with each other.
• Agreements can be linked to 1:Many License Requests.
• Agreement meta data and content can only be "viewed" from the License Request. It can be edited only through ONIX-PL license Editor.        

License Request Workflow

Compare License Flow
 

License Negotiation Flow

Requisition Flow

Security:

 Roles :

 a) OLE_Licenses : OLE_Licenses are the assignees for Requisitions requiring licenses or license negotiations. This role is the "owner" of the license agreement, and has full edit, attachment, routing, and status change permissions. Can create, edit, and delete Agreements. Can upload, edit, and delete Agreement Documents. Can edit a License Request to record events or send a license request. Can select only from allowable "intiate licensing workflow" options: License Needed, License Requested, Licence Received, In Process, In Negotiation

 b) OLE_LicenseManager : OLE_Licenses are the assignees for Requisitions requiring licenses or license negotiations. This role is the "owner" of the license agreement, and has full edit, attachment, routing, and status change permissions. Can create, edit, and delete Agreements. Can upload, edit, and delete Agreement Documents. Can edit a License Request to record events or send a license request. Can initiate any selection from "initiate licensing
workflow"

 c) OLE_Licensing_Approver : Permission to add to event log, execute Action buttons, Ad hoc routing, edoc Notes/Attachments. Cannot edit Agreements,change or upload Agreement documents, or edit status. Blanket Approve (to complete workflow), or Disapprove (requires Event Log entry and returns edoc to designated workflow.

 d) OLE_LicenseConfiguration : View, Edit, Create, delete Checklists only.

 e) OLE_Signatory : View, Edit, download/upload Agreement Documents. Can edit a License Request to change status, store correspondence, or add notes.

 f) OLE_User : Can add to Event log, upload Agreement Docs, and Submit if routed adhoc FYI or Acknowledge. Cannot modify Agreements (view only). Cannot delete anything. Cannot download.

 g) OLE_LicenseViewer : This role can "view only" Agreements, Agreement docs, License Requests. No editing or download.

 h) OLE_LicenseReviewer: View only License Request and Agreement; download & upload agreement docs.

People Flow Logic : Below table lists the People Work flow based on the Rule. The rule need to pass two determinants (License Request Type and Agreement Method). Based on the Rule evaluation People Flow (workflow) Allowed,Not Allowed, Required determined.

Based on the user selection in drop down provided for Initiate License Workflow (selected by user in OLE_LicenseManager Role) and upon submission of document, the rule is evaluated and document routed to the users in People flow based on the selection.

If unallowable workflow status is selected, determined by the rule evaluation, the exception message ("Owner must select allowable unallowable workflow by business rules. workflow for this license request type and Agreement Method." ) is shown.

Roles assigned to People Flow :

Manual (Self) : Blanket Approve by the owner of the Document.

Review Only : Initiated by selecting Pending Review (PREV) by OLE_LicenseManager and submits the document. OLE_LicensingReveiwer Role approves the document. Upon Complete status changed to Review Complete (RVWC) .

Signatory Only : Initiated by selecting Pending Signature(PSIG) by OLE_LicenseManager and submits the document. Document moves to action list of OLE_Signatory Role. Upon Complete status changed to Signature Complete(SIGC).

Approval Only : Initiated by selecting Pending Approval (PAPP) by OLE_LicenseManager and submits the document. OLE_LicensingApprover Role approves or disapproves the document. If document is approved status changed to Complete (LC) and document continues with Requisition workflow, else status changed to Negotiation Failed. (LNF) . Requisition document owner is notified of the status change.

Full Approval : Document first goes to Review Step. Upon completion status changed to Pending University (PUNI) . University processing complete (UNIC) selected manually by OLE_LicenseManager and document submitted again. Document goes to Signatory step and upon completion goes to Approval step.

Renewal : Document first goes to Review Step. Upon completion status changed to Pending University (PUNI) . University processing complete (UNIC) selected manually by OLE_LicenseManager and document submitted again. Document goes to Signatory step and upon completion goes to Approval step.

Addendum : Document first goes to Review Step. Upon completion document goes to Signatory step and upon completion goes to Approval step.