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When creating a request to update the SRM7 structure, the best way is to provide the Financial structure file with the intended modifications.
The file contains every information needed to make the creation, modification or removal in the structure. By indicating on the file the necessary information, the SRM7 team should be able to make the changes more quickly without back and forth.
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Detailed procedure to extract the SRM7 financial matrix |
How to determine the approval limit ?
The approval limit should follow the threshold table:
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The table has 13 levels of approval. The level 0 is not an approval limit, it is an output limit (value to which the shopping cart can be created without the need to be financially approved).
On the financial structure hierarchy, the approval limits need to be defined according to the level of the position. The higher position needs to have always a higher approval limit than the position below.
Example:
How to create an approval position ?
The financial matrix is stored in the tool SRM but can be downloaded in excel following the procedure SRM7 financial matrix
Description of the financial matrix
The financial matrix is a multi-level organisation chart.
Each level of the matrix is a position (not a name).
Level 1 is the highest level
Example >>
- In the example there are 5 levels
- the highest level is the Level 1 and the corresponding position is "Chief People Officer FCT 1"
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There are 2 lines by level but the one used in the approval process is the one with the code "S" in column K (white lines) |
Approval limit
There is an approval limit for each position.
Ex: The position "HR Connect Assistant to Manager" (Level 5) can approve a shopping cart if the amount is lower than 3 000 €,
if the amount is higher then the purchase cart will be approved by the level above (Level 4).
In the example, the level above (level 4) is the position "HR GDP Connect Manager", who can approve the purchase order if it is lower thatn 500k€.
If the amount is higher, then it goes to the level above and so on.
Position code
A 8 digits code starting with 5 is assigned to each position
Ex: the code 50027159 is assigned to the position "HR Connect Assistant to Manager"
=> It is the code that is used in SAP to make the link between a cost object and a position responsible.
When requesting the creation of Financial approval position in SRM7 the following information is needed:
- Name of Position Department and Approval Position
- Approval limit
- User information (Name, ID and Email)
Example:
Add a line to the file for the Department and Position.
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How to modify an approval position ?
Sometimes it can be necessary to make some modifications on the Position.
The modifications can be the following:
- Change the approval limit
- Indicate the new approval limit for the position
- Change Approver name of the position code
- Indicate the new approver for the position
- Move Department/position
- Indicate in the file the new place for the position
Example:
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How to remove an approval position ?
When requesting the removal of a user in SRM7 the following information is needed:
Necessary information:
- Department/position
- Indicate if the user is a Company leaver (can be indicated on the description of the request)
- Inform to whom the pending Work items (shopping carts pending on approval) should be transferred. Please note that Work items that are not transferred would not be processed and the order will not proceed.
The position cannot be removed if is linked to an active Cost Object (Cost center/WBS code).
Example:
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Anchor #costcenter #costcenter
How to transfer the cost centers to a new approval position ?
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The approval position can only be removed from the structure if no active Cost Object (cost center/WBS code) is linked to the position.
If the Position is linked to any active cost object it needs to be deactivated or transferred to another position.
Procedure to request the update of the approval position of a cost center: Request the creation / update of Master Data
How to submit a request to the SRM7 team ?
The requests to the SRM7 must be done via Service One
In Service One, the service Maintain financial approval (controller) structure in SRM7 can be found in the catalog:
>> Procurement >> Procurement Data & Analytics >> Structures for provisioning
- Attach the modified excel structure file to the ticket (see “+ Attach files” icon).
- When the request is created, the SRM team will proceed with the necessary actions.
- After that the ticket requester will be informed accordingly.
User
In front of each position, the controller indicates which person holds the position at the current time
Ex: the day the extraction is done, the position "50079073 Chief People Officer FCT 1" is assigned to "TIBERGHIEN Hervé"
CASE 1 - the order is placed on a cost center
CASE 2 - the order is placed on an order
CASE 3 - the order is placed on a WBS element