Table of contents
Scope
ERP
References
Attachments
INTRODUCTION
Objectives and scope of this procedure
This OP explains how to deactivate a user when he doesn't exist in SRM7.
Requirements
- Check if user has an Approval position
- Check if the user has any Shopping Carts or Work items pending.
- BIP Application Manager requesting the user remove must create a ticket.
Check the Application Manager on table:{+}https://docs.google.com/spreadsheets/d/1_5H3sPBO7bN3HJvOcx_hRUsmujwLHhYKoTXEpmRxU3M/edit#gid=2051071738+ - Requests to remove users from NAM region (US, CA or MX) must be sent by users' manager or End User Partner of the region. If Application Manager sends the request, we accept it.
- Users that are only approvers (belong to "Users for approval only - TO USE" structure must be removed from SRM7 if they don't keep / have any approval position)
- If user belongs to "Admin" structure no approval is needed to proceed.
- Users from Brazilian companies / plants (except for company ZBR1) also have to be removed from Mercado Eletronico platform:
We must forward the message of the ticket to Mercado Eletronico team - "suportepc@me.com.br" requesting them to remove the user from their platform.
Validation
Check if user has an approval position.
Go to BP2 – PPOSA_BBP
#1#2#3#4
# | Main activities | Tips / Best practices | Key points |
1 | Click on the "Search term" |
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2 | Enter the user ID |
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3 | Double click on the user name |
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4 | Check if the user has an approval position |
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- If the user has an approval position we need to remove the user from the position first. To do these see the operating procedure for the type of approval to remove.
- Technical approval – SRM7 Technical approval position
- Purchasing approval – SRM7 Purchaser approval position
- Financial approval – SRM7 Financial approval position
Check if user has Shopping carts or Work items pending
To check if the user has any Shopping cart or Work items pending see operating procedure SRM7 – Transfer Shopping Cart and Work items between users.
If the user doesn't have any type of approval position or Shopping carts/Work items pending we can proceed with the deactivation.
Freshdesk ticket handling
When a ticket arrives to the PTP D&A SRM Freshdesk Group, the ticket is pick up by a team member.
The ticket needs to be updated (if needed) to the correct classification "PTP Request ", PTP-Process "Data & Analysis, PTP-Subprocess "SRM7" and PTP-Category "Approval structures maintenance".
- Make analysis of the request to see the person responsible to validate the request.
- Check if the ticket requester is the Site Application manager /WW Controller/Purchaser Key User or was validated by Site Application manager/WW Controller/Purchaser Key User. To check the person responsible to validate see the link below:
{+}https://docs.google.com/spreadsheets/d/1_5H3sPBO7bN3HJvOcx_hRUsmujwLHhYKoTXEpmRxU3M/edit#gid=2051071738+
If not an approved requester, the team contact the Site Application manager (AM)/WW Controller/Purchaser Key User to validate the request. (1)
§ Change the status of the ticket to "Need for more information"
If yes, proceed with the changes
- Make the necessary changes
- After the modifications are done the team member Inform all involved parties in the loop of the changes made.
The ticket can now be closed.
§ Change the Ticket status to "Closed".
(1) When an email is sent asking for more details (requester) or some kind of approval (AM + WW Controller), always put all involved parties in the loop (Requester + AM/WW Controller);
- If no feedback was provided, after 3 days we send the 1st reminder asking for feedback;
- If no feedback was provided, after 3 days we send the 2nd reminder asking for feedback;
- Finally if no feedback was provided, after 3 days we send a 3rd message with the following text:
*Dear xxxx,
As we didn't received any feedback for our question/s it's not possible to our Team proceed with your request.
Please be informed that we need your site Application Manager/ WW Controller/Purchaser Key User approval to proceed with your account creation as requested (for example).
Dear Application Manager, we will proceed with the closure of this ticket.
If you can provide us the requested feedback please just reply to this message and the ticket will automatically re-open in order to our Team proceed with requested actions.
Always at your disposal,
SRM Team*
STEPS OF THE PROCESS
Delimit user from the Procurement Organization Structure
Go to BP2 - Tcode PPOSA_BBP
#1#2#3#4#5
#6#7#8
# | Main activities | Tips / Best practices | Key points |
1 | Click on the icon " |
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2 | Click on "Search Term" |
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3 | Enter the department ID in "With name" | This search can also be done with the name |
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4 | Click "Find" |
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5 | Double click on the department name |
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6 | Right click on the user to delimit |
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7 | Select "Delimit – Assignment" |
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8 | Enter the end date of the assignment |
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Deactivate Login user
To deactivate a user we only have to change the validity date
Go to BP2 - Tcode SU01
#1#2
#3#4
# | Main activities | Tips / Best practices | Key points |
1 | Click on the icon " |
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2 | Enter the user ID |
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3 | Select the tab "Logon Data" | This search can also be done with the name |
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4 | Enter the end date on the "Valid Through" |
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Remove user in Work Cycle
When a user is removed from SRM7 and we are informed that the user left the company, the Work Cycle access of the user also needs to be removed (either it is in PF1, WP1 or both).
Check in PF1_020 and WP1_400 if the user is created using t-code /COCKPIT/WUM
# | Main activities | Tips / Best practices | Key points |
1 | Insert the ID of the user |
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2 | Click on “Display” |
| To check if the user is created. If the user is created, we need to check if he has pending WC and remove the access |
3 | Go to t-code SQ00 to check if the user has pending Work Cycles |
| Select “Environment” -> “Query areas” -> Standard area -> Choose |
4 | Click on “Other user group” to select PtP DA Group and be able to select the query |
| Only needed in PF1 |
5 | Select query “ZKF_WC_STATUS” created on PtP D&A Group |
| Double click |
6 | “Execute” |
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7 | Insert the ID of the user |
| The screen in WP1 is different from the one in PF1 |
8 | “Execute” |
| Check if user has pending Work Cycles: - If no, lock the user (when document status is “Posted” / “Rejected”) - If yes, follow procedure ``Workcycle recall and resend`` to transfer the pending WC to another user and then lock the user (when document status is “WORK CYCLE”) |
9 | Access t-code /COCKPIT/WUM again and lock the user |
| A message will appear indicating that the user was locked
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Work Cycle Recall and Resend
In PF1_020 and WP1_400 go to transaction /cockpit/1
# | Main activities | Tips / Best practices | Key points |
1 | In field “Workflow processor” insert the ID of the user you want to recall the Work-cycles from |
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2 | Flag only the status “In workflow” |
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3 | Click on “Execute” |
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4 | Select the line of Work Cycle |
| If there is more than one Work Cycle, you may recall them massively. Just click on the first line and drag or press icon |
5 | Click on workflow. Recall document. |
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6 | There will appear Pop up message: ``All marked workflows will be recalled. Do you want to continue?`` |
| Always click ``Yes`` When it’s only one Work Cycle, there appears also another message. Click “Complete recall” |
7 | Click again on Workflow and click Send. Or just click on the icon |
| It will ask you if you want to save WC note. ALWAYS select ``NO`` |
| 8 | If you have several Work Cycles, in the field “Workflow” put “Request for information” | This way it will be easier and faster. It will help to avoid confusion for the receiver as well | |
9 | Insert user ID of the person you want to send the Work Cycles |
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| 10 | Click on ``Start`` |
NOTE 1: it is advisable to put in ticket notes WC numbers in case anyone have doubts why they were transferred;
NOTE 2: transfer all tickets regarding user removal to Data Operations Vendors Team so they can do a mass clearing in SAP, related to Work Cycle accounts.
In case of SRM7 HR turnover list, please download the file received in the monthly HR ticket and save it to the following Google Folder: https://drive.google.com/drive/folders/1hbf8dlRXmczbXaOyEyS424hdlQ7dlZSO
REFERENCES
ATTACHMENTS
No document attached.
End of document