Process
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A Process is a data collection and processing task executed according to the conditions specified in the Process Definition. More directly, a working dataset (a set of data) is created in the fusion_place database for each data collection and processing task. This is called a "Process." Based on a single Process Definition, Processes can be generated by fiscal year and period:
| Example of Process Definition | Execution Cycle | Example of Process |
|---|---|---|
Annual Budget Preparation |
Year |
2013 Fiscal Year Annual Budget Preparation 2014 Fiscal Year Annual Budget Preparation … |
Monthly Consolidated Data Collection |
Month |
April 2013 Monthly Consolidated Data Collection May 2013 Monthly Consolidated Data Collection … |
Relationship between Process and Process Definition
A Process is generated using a Process Definition as a template, but once generated, the relationship between them is severed. In other words, changes to the Process Definition or the Form List, Form, and Submission Route Definition used in the Process Definition are not immediately reflected in already generated Processes. By executing the "Refresh Process Def." action on a Process, the latest definitions are applied to that Process at that time.
There are two reasons for this specification. The first reason is to avoid having the temporarily saved definition information, such as the Form, Submission Route Definition, or input Excel file, immediately reflected in the Process during modification. Designers and administrators can confirm the modifications thoroughly before applying them to the Process. The second reason is to allow the modified definition information to be applied only to the new fiscal year and period, rather than the old ones.
Finalizer unit of responsibility
The Finalizer unit of responsibility is the department responsible for the final compilation of data created and collected in the Process. For example, in budget preparation, the budget management team in the finance department may be the Finalizer unit of responsibility. A Process specifies one Finalizer unit of responsibility. A default Finalizer unit of responsibility is set for each type of Process, and it is initially set as the Finalizer unit of responsibility for the Process upon creation. If you want to change it after creation, modify the default Finalizer unit of responsibility and then execute "Refresh Process Def." on the Process.
Creating a New Process
To execute a Process, you first need to generate it. A Process is generated by specifying a Process Definition, target fiscal year, and relative period. At the time of generation, the "Finalizer" unit of responsibility for the Process is also set. Additionally, with the generation of a new Process, the workspaces (work locations) for each Participant participating in the Process are also created. The content of the working ledgers linked to each workspace is the same as the common workspace at the time of generation.
Immediately after generation, the status of the Process is "Preparing." In this status, each Participant can enter data, but submission and approval of package data cannot be performed.
Status of the Process
A Process takes one of the following statuses. The status changes through the execution of actions:
- Preparing
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The status immediately after generation.
- In Progress
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The status where tasks in the Process can be executed. Actions such as submission, approval, return, and withdrawal of package data can only be performed when the Process is in progress.
- Closed
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The status where submission and approval of packages in the Process are closed. It can be returned to the "In Progress" status by reopening.
Actions for the Process
The following actions can be performed on created Processes.
Start Process
Start the Process. This changes the status of the Process to "In Progress" and allows the submission, approval, return, and withdrawal of package data.
Close
Close the Process. This changes the status of the Process to "Closed" and prohibits the submission, approval, return, and withdrawal of package data.
Reopen
Reopen a once "Closed" Process, allowing the submission, approval, return, and withdrawal of package data again. The status of the Process returns to "In Progress."
Refresh Process Def.
Reflects the latest Process Definition content in the target Process. The settings information reflected by this action includes the following:
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Definition of the business package (including Excel files)
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Form List and forms referenced by the business package
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Submission Route Definition
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Responsibility range designation keys for Participants
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Finalizer unit of responsibility (replaced by the separately specified "Default Finalizer unit of responsibility")
Refresh Process Def. can only be executed when the status is "Preparing" or "Closed", and executing it changes the status to "Preparing".
⚠ Please note that if you delete a Submission Package Definition and then execute Refresh Process Def., all Submission Packages based on the deleted Submission Package Definition will be deleted in that Process. Even if you add a Submission Package Definition with the same label after executing Refresh Process Def., the previously deleted Submission Package Definition will be considered deleted, and the Submission Packages will be deleted.
To avoid deletion of Submission Packages, even if you delete a Submission Package Definition, add it again with the same label.
Note that if the label field of the Submission Package Definition is left blank, the label of the Form List used in that Submission Package Definition will be considered the label of the Submission Package Definition.
⚠ Executing Refresh Process Def. will make it impossible to access submitted package data for Participants that were included in the submission route before but are no longer included in the new submission route. Furthermore, if a Participant is excluded from all submission routes used in the Process Definition, that Participant’s workspace itself will also become inaccessible from [Contributor]. In these cases, the submitted package data and workspace data are not deleted. By including the Participant in the submission route and executing Refresh Process Def. again, you can regain access to these data.
Intaking Data into the Shared Workspace
Imports the content of the shared workspace into the ledger versions of the workspaces of all Participants participating in the Process. However, the values in the following ledger cell ranges in each ledger version are maintained:
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Ledger cell ranges that can be written to in the package forms to be submitted by the Participant itself, and
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Ledger cell ranges that can be written to in the submission packages accepted from other Participants
Intaking Data into the Shared Workspace can only be executed when the status is "Closed", and executing it does not change the status.
⚠ The following conditions apply for determining "writable":
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Not only ledger cells that can be directly entered using the forms specified in the Submission Package Definition, but also ledger cells where calculation results are reflected on the form are considered "writable."
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For the application of various access restrictions, please refer to " Process Management Functions and Access Control".
Publishing Data to the Shared Workspace
Reflects the data from the ledger versions of the workspaces of the Finalizer Participants within the Process to the shared workspace. The data areas reflected follow the same criteria as Intaking Data into the Shared Workspace, but please note that the application of various access restrictions differs from Intaking Data into the Shared Workspace.
Publishing Data to the Shared Workspace can only be executed when the status is "Closed", and executing it does not change the status.
Deleting a Process
Deletes a Process. When a Process is deleted, all workspaces of Participants participating in the Process are also deleted. Please note that the ledger versions and submitted packages in each workspace are also deleted. Deleting a Process can only be executed when the status is "Closed".
Workspace
When a Process is generated, a "Workspace" is created for each Participant[1] participating in the Process.
A workspace includes the ledger version for the Participant’s work. For details on the ledger versions of the workspaces, please refer to " Ledger Versions for Processes".