INTRODUCTION

Objectives and scope of this procedure

This OP explains how to create, update and delimit a Financial approval position in SRM7.

Requirements

GENERIC users never can be assigned to an approval position.

Check Financial Organization structure.

Check if users, involved in the request, are created.

WW controller requesting, must create a ticket.

Note: According the below the information received from Diane Kealy (Provisioning Design Leader) on Ticket #2364945 the SRM AM can request changes of people in positions at site level, however the WW Controller should be in copy of the request.

Check the WW controller on table:{+}https://docs.google.com/spreadsheets/d/1_5H3sPBO7bN3HJvOcx_hRUsmujwLHhYKoTXEpmRxU3M/edit#gid=2051071738+

For SPP Specialty Polymers GBU any Country Controller can request and validate changes in the financial approval structure without escalation of the request to the Worldwide Controller (Cecilia Montecuccoli).

For Novecare GBU, the controller Laure Brugeron-Petit should be always in the loop if we have any question or any change is needed in the structure (more details on ticket #925588).
The amount must follow the PtP Simplification: the auto-validation level of 1k€ (or equivalent) is assigned to all requesters (with one exception: company 6034 MTP HPJV). This amount can only be changed if new Simplification rules are created.

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

Create Financial approval position

The creation of the approval position consists in 2 steps.

Creation of the approval department
Creation of the approval position in the new department

Create approval department

Go to BP2 – Tcode PPOSA_BBP
Data Operations > SRM7 Financial approval position > worddavf623378cceef22026fc432f7bea95676.png #1#2#3#4#5#6#7

#	Main activities	Tips / Best practices	Key points
1	Click on the icon " " Display/Change
2	Click on "Search Term" and search for the department where you want to create the new department
3	Double click on department
4	Right click on the department
5	Select "Create"
6	Click on the "Is line supervisor of"
7	Click on icon " "

Double click on the new department and fill the necessary information:
Data Operations > SRM7 Financial approval position > worddave96ea68add42f43231b68bbba131e54b.png #1#2#3

#	Main activities	Tips / Best practices	Key points
1	Select the tab "Basic Data"
2	Fill with (GBU or Function code + Approver´s scope + Job short description)		All in capital letters
3	Fill with (GBU or Function code + Approver´s scope + Job description)		All in capital letters

Data Operations > SRM7 Financial approval position > worddav339cdaae6f02406c3cac86ee5802ef68.png #1#2#3

#	Main activities	Tips / Best practices	Key points
1	Select the tab "Address"
2	Fill with "NONE"
3	Fill with Country code
4	Save the creation

Create approval position

Go to BP2 – Tcode PPOSA_BBP
Data Operations > SRM7 Financial approval position > worddav457050664bc8d9f683fa3c3104eca3e7.png #1#2#3#4#5#6#7

#	Main activities	Tips / Best practices	Key points
1	Click on the icon " " Display/Change
2	Click on "Search Term" and search the department where the position is to be created
3	Double click on the department of the position
4	Right click on the department
5	Select "Create"
6	Click on the "Incorporates"
7	Click on icon " "

Double click on the new position and fill the necessary information:
Data Operations > SRM7 Financial approval position > worddavf2eab68d38c73cb20b97b4d45ed1ced6.png #1#2#3#4

#	Main activities	Tips / Best practices	Key points
1	Select the tab "Basic Data"
2	Fill with (GBU or Function code + Approver´s scope + Job short description)		All in capital letters
3	Fill with (GBU or Function code + Approver´s scope + Job description + approver role)		"GBU or Function code" and "Approver's scope" in capital letters
4	Tick the square "Head of own organizational unit"		This is what makes a position an approval position

Extended attributes
Data Operations > SRM7 Financial approval position > worddav412ac16286727d3ba7ea577cce36de89.png #1#2#3#4

#	Main activities	Tips / Best practices	Key points
1	Select tab "Extended Attributes"
2	Click on the circle "PO Value Limits"
3	Enter the Currency
4	Enter the Approval Limit		This value must follow the Threshold Table. The table is on Attachments

Attributes
Data Operations > SRM7 Financial approval position > worddavff58e25358ad83a868e7e18b1eb40d1c.png #1#2

#	Main activities	Tips / Best practices	Key points
1	Select tab "Attributes"
2	Double click on the attribute ZDELEGATE	Fill in "X" only if approver asked for delegation deactivation	The attribute is empty by default, delegation is active

Assign user to approval position

Go to BP2 – Tcode PPOSE
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#	Main activities	Tips / Best practices	Key points
1	Click on the icon " " Display/Change
2	Click on "Search Term" and search for the position to assign the user
3	Double click on the position
4	Right click on the position
5	Click on "Assign"
6	Click on "Holder – User"
7	Enter the user ID
8	Tick the correct user
9	Click on icon " "

Modify approval position

Move department/position

Before moving the Department/Position from a department to another one, it's necessary to check if the moving user and the department of destiny are correct.
Go to BP2 – T-Code USERS_GEN

Data Operations > SRM7 Financial approval position > worddav0f05b62141cc30e4bb049eff755d7bd4.png #1

#	Main activities	Tips / Best practices	Key points
1	Click on "Check User and Employee data"

Note: When you move a position to another department you have to move the group department/position.

Check receiving department

Data Operations > SRM7 Financial approval position > worddav86f95904b9f24c9802aafaa3334cfe50.png #1#2#3#4

#	Main activities	Tips / Best practices	Key points
1	Click on the square "Organizational Unit(s)"
2	Enter the Department ID
3	Click on the icon " " to execute
4	Check if all fields are green

Check moving department/position

Data Operations > SRM7 Financial approval position > worddava5efc9e45a8b4ab4f75bc2ec0130c3a7.png #1#2#3#4

#	Main activities	Tips / Best practices	Key points
1	Click on the square "Organizational Unit(s)"
2	Enter the Department ID
3	Click on the icon " " to execute
4	Check if all fields are green

Move department/position

Go to BP2 – Tcode PPOSE
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#	Main activities	Tips / Best practices	Key points
1	Click on the icon " " Display/Change
2	Click on "Search Term" and search for the receiving department
3	Double click on the Name
4	Right click on the department
5	Click "Assign"
6	Click "Is line supervisor of"
7	Enter the user ID in "With name"	This search can also be done with other information "Last/First Name"
8	Click on the button " "
9	Select the correct department
10	Click on the button " "
11	Click on the button " " to save the changes

Check the moving department after the move using the Tcode USERS_GEN.
Same action as "Check moving department/position".

Change user

Before we can change a user from a Financial approval position there are some checks that need to be done.

Check if user to remove has other approval position

Go to BP2 – Tcode PPOSA_BBP
Data Operations > SRM7 Financial approval position > worddav24d15d0f16e43f1e3136563dd595b1c4.png #1#2#3#4#5

#	Main activities	Tips / Best practices	Key points
1	Click on "Search Term" and search for the position to assign the user
2	Enter the user ID
3	Click on the button " "
4	Double click on the user
5	Check the approval positions for the user

If the user has only one position you should contact the Application Manager to confirm if the user is a company leaver.
If the user has several approval positions but is not leaving all of them there is no need to contact.
If the user is indeed a company leaver you need to remove him from the approval position first and after this deactivate the user. To do this please see operating procedure SRM7 – How to Deactivate a user.

Check if the user has Shopping Carts or Work items pending

To check the shopping carts and work items please see operating procedure - SRM7 – Transfer Shopping Carts and Work Items between users.

Check if the user substitute is created on Procurement organization structure

Go to BP2 – Tcode PPOSA_BBP
Data Operations > SRM7 Financial approval position > worddavd7ac468474eab285cdbfe85269b52c94.png #1#2#3#4#5

#	Main activities	Tips / Best practices	Key points
1	Click on "Search Term" and search for the position to assign the user
2	Enter the user ID
3	Click on the button " "
4	Double click on the user
5	Check if user is created

If the user is not created in the Procurement Organization structure you need to contact the Worldwide Controller or Application Manager to confirm where to create the user in the structure.
After the confirmation you need to create the user. To create the user see operating procedure SRM7 – How to create a user

When you have all the information and the checks are all done, you can proceed with the change of user. To do this you will assign the substitute to the position and then delimit the user to remove.
Go to BP2 – Tcode PPOSE
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#	Main activities	Tips / Best practices	Key points
1	Click on "Search Term" and search for the department above the position
2	Double click on the department
3	Right click on the position
4	Click on "Assign"
5	Click on "Holder - User"
6	Enter the user ID
7	Click on icon " "
8	Tick the square to select the user
9	Click on icon " "
10	Right click on the user to remove from the position
11	Click on "Delimit - assignment"
12	Enter the end date	Should be a yesterday date in order to the user disappear from the position
13	Confirm if the user to position is correct

Change Extended attributes

Go to BP2 – Tcode PPOSA_BBP
Data Operations > SRM7 Financial approval position > worddavabc91c3044bc907a82aeacd55d1dea56.png #1#2#3#4

#	Main activities	Tips / Best practices	Key points
1	Click on the icon " " Display/Change
2	Click on "Search Term" and search for position
3	Double click on the position
4	Select the tab "Extended attributes"		On the Financial approval position you can only change the "PO Value Limits" attribute. This value must follow the Threshold Table. The table is on Attachments

Delimit approval position

Before we can delimit a Financial approval position there are some checks that need to be done.

Check if user to remove has other approval position

If the user has only one position you should contact the Application Manager to confirm if the user is a company leaver.
If the user has several approval positions but is not leaving all of them there is no need to contact.
If the user is indeed a company leaver you need to remove him from the approval position first and after this deactivate the user. To do this please see operating procedure SRM7 – How to Deactivate a user.

Check if the user has Shopping Carts or Work items pending

To check the shopping carts and work items please see operating procedure - SRM7 – Transfer Shopping Carts and Work Items between users.

Check if the approval position is used for a ZMANAGER attribute

Go to BP2 – Tcode SE16 – Table HRV1222A
Data Operations > SRM7 Financial approval position > worddavb2dbdfdda5aa18e21d4377df7c34a1e6.png #1
#2#3#4

#	Main activities	Tips / Best practices	Key points
1	Enter the table HRV1222A and press enter
2	Enter "ZMANAGER"
3	Enter the position code
4	Click on icon " "

If no entry appears, it means that no requester has the attribute ZMANAGER with the position code
Data Operations > SRM7 Financial approval position > worddav02ea91820925750bb4722c1fb3fec884.png

If you get any entry, you need to check if the user is valid.
Go to BP2 – Tcode PPOSA_BBP
#1#2#3#4

#	Main activities	Tips / Best practices	Key points
1	Click on "Search Term" and search for the user position	Search with the number "Object ID" given on the table HRV1222A
2	Double click on the user position
3	Check if the user is set on a plant
4	Check if the user has the attribute ZMANAGER

If the user is valid is ZMANAGER attribute has to be change. To do this, contact the Application Manager of the plant to provide a new Manager position. After the Application Manager provide the Manager position, change the attribute. To do this see the operating procedure SRM7 – How to modify a user – 2.3.1. Change attributes.

Check if any Cost Object (Account Assignment) is linked to the Financial approval position

If any cost object (Cost Center or WBS Element) is found, the position cannot be deleted. The position responsible for the cost object in the backend needs to be changed or the cost object needs to be closed / locked.

For Cost Centers, after verification with the Controller that the person responsible is to be changed or the cost center is to be locked, a Master Data Workflow needs to be submitted through PF1_050.
See how to do this on "How to prepare a Master Data Workflow" on this Operating Procedure.
For WBS Elements, in case the person responsible is to be changed or the WBS Element is to be closed, the requester needs to check internally and ask for the necessary update.
We can suggest a contact person for the change - We need to go to Tcode CJ20N (either in PF1 either in WP1) -> search the WBS Element and check the user that created and/or changed the WBS Element under "Administr." tab → inform the user

To check the Cost Objects you need to check both systems, PF1 and WP1.

To check Cost Centers
Go to PF1 – Tcode ZZR_WPUR043
Data Operations > SRM7 Financial approval position > worddavbce9f99b67de9eeb72873887e21e7029.png #1#2#3

#	Main activities	Tips / Best practices	Key points
1	Enter the Controlling area		For PF1 system the controlling area is always CHEF
2	Enter the Financial approval position
3	Click on icon " "

Go to WP1 – Tcode ZWFA119
Data Operations > SRM7 Financial approval position > worddav50692a15dc87e70a01163f6c359c4725.png #1#2#3

#	Main activities	Tips / Best practices	Key points
1	Enter the Controlling area		For WP1 system the most common controlling areas are Z006, Z025, Z026 and Z028
2	Enter the Financial approval position
3	Click on icon " "

To check WBS elements

Go to PF1 – Tcode ZZR_WPUR044
Data Operations > SRM7 Financial approval position > worddav7b42ba30f5811bcbe6dbcec7f5dc2eba.png #1#2#3

#	Main activities	Tips / Best practices	Key points
1	Enter the Controlling area		For PF1 system the controlling area is always CHEF
2	Enter the Financial approval position
3	Click on icon " "

Go to WP1 – Tcode ZWFA122
Data Operations > SRM7 Financial approval position > worddave20db9c6ec446031deca8b2dc416eb7b.png #1#2#3

#	Main activities	Tips / Best practices	Key points
1	Enter the Controlling area		For WP1 system the most common controlling areas are Z006, Z025, Z026 and Z028
2	Enter the Financial approval position
3	Click on icon " "

When you have all the checks done, you can proceed with the removal of the position. To do this you will delimit the user from the position, delimit the position and then delimit the department.
First we will delimit the user from the position
Go to BP2 – Tcode PPOSE
Data Operations > SRM7 Financial approval position > worddavb8363216450934a658eddcdc635094fd.png #1#2#3#4#5#6

#	Main activities	Tips / Best practices	Key points
1	Click on the icon " " Display/Change
2	Click on "Search Term" and search for the department where the position is
3	Double click on the department
4	Right click on the user
5	Click on "Delimit - assignment"
6	Enter the end date	Should be a yesterday date in order to the user disappear from the position

Now we will delimit the position from the department and the department.
Go to BP2 – Tcode PPOSA_BBP
Data Operations > SRM7 Financial approval position > worddavbeb23dc0d6b4d764f8293a0b27a2ac14.png #1#2#3#7#8#9#4#5
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#	Main activities	Tips / Best practices	Key points
1	Click on the icon " " Display/Change
2	Click on "Search Term" and search for the department where the position is
3	Double click on the department
4	Click on the position
5	Go to tab Extended Attributes
6	Remove the Approval limit and Currency
7	Right click on the position
8	Click on "Delimit - assignment"
9	Enter the end date	Should be a yesterday date in order to the user disappear from the position

To delimit the department
Data Operations > SRM7 Financial approval position > worddav79d1c75b184db67d91287b9aaf5fab52.png #1#2#3#4#5

#	Main activities	Tips / Best practices	Key points
1	Click on "Search Term" and search for the department above the department to delimit
2	Double click on the department
3	Right click on the department to delimit
4	Click on "Delimit - assignment"
5	Enter the end date	Should be a yesterday date in order to the user disappear from the position

How to prepare a Master Data Workflow

Access PF1_050 and go to Tcode ZZF_MDWF_REQUEST

Data Operations > SRM7 Financial approval position > image2018-10-17_11-41-33.png

Data Operations > SRM7 Financial approval position > image2018-10-17_11-42-44.png

Data Operations > SRM7 Financial approval position > image2018-10-17_11-45-13.png

Data Operations > SRM7 Financial approval position > image2018-10-17_11-47-9.png

#	Main activities	Tips / Best practices	Key points
1	Choose “Cost Center” Category
2	Select the action necessary: “Update” or “Lock”
3	Insert a “Title” in the workflow
4	Select the system landscape: “ERP Rhodia Core” for WP1 Cost Centers or “ERP Solvay” for PF1 Cost Centers
5	Insert the company code in “Company Code” if Cost Center belongs to WP1 or “PRS CoCode” if it belongs to PF1 Press “Enter”
6	If it is needed to add someone in copy of the request insert the contact under “E-mail Address”		The person preparing the request will receive a notification when the Workflow is submitted and completed

Data Operations > SRM7 Financial approval position > image2018-10-17_11-47-51.png

Data Operations > SRM7 Financial approval position > image2018-10-17_11-48-15.png

Data Operations > SRM7 Financial approval position > image2018-10-17_11-49-0.png

Data Operations > SRM7 Financial approval position > image2018-10-17_11-49-29.png

Data Operations > SRM7 Financial approval position > image2018-10-17_12-5-36.png

#	Main activities	Tips / Best practices	Key points
7	Go to “Master Data” tab
8	Click on “Append Row” or “Insert Row”
9	Insert the Cost Center code on the new line
10	Click on “Refresh”
11	Define “Valid from” as the 1^st day of the current month		When the workflow is to lock a cost center, also define 1^st day of the current month
12	Define new “Person Responsible” position code
13	Click on “Check”		Usually the system shows some errors
14	Click on “Refresh”

Data Operations > SRM7 Financial approval position > image2018-10-17_12-22-48.png

Data Operations > SRM7 Financial approval position > image2018-10-17_12-10-50.png

Data Operations > SRM7 Financial approval position > image2018-10-17_12-8-9.png

Data Operations > SRM7 Financial approval position > image2018-10-17_12-8-55.png

#	Main activities	Tips / Best practices	Key points
15	Save the Workflow
16	Once the Workflow is saved click on “Ask” button
17	On “Requester” field insert the ID of the Controller that needs to submit the Workflow Press “Enter”		Check the Controller on the following file (it is common that the Controller that needs to be contacted is also in the SRM AM & WW Controllers contacts list): https://docs.google.com/spreadsheets/d/1ir9wUl88OanwLtKVpUd4mordFB4XULXtMuVxMXF2dSo/edit#gid=0
18	Click on “Send message”

More information about Master Data Workflows can be found on the following document: https://docs.google.com/presentation/d/1JzwfpeyI2uYsOQL7Hp0w3FOTDdPE0FNbFE8gIOK-Z-A/edit#slide=id.p83

Notes:

In case it is needed to prepare a workflow for several changes (update or lock of several Cost Centers) that belong to different companies of the same ERP (WP1 or PF1) we can submit only one request.

Due to technical reasons, in the same Workflow we shouldn’t have more than 100 lines.

REFERENCES

ATTACHMENTS

Data Operations > SRM7 Financial approval position > worddavf0d7c2e7c4feeddc7b6721730baccd2e.png
The table can also be consulted on link: https://docs.google.com/spreadsheets/d/1n4_yz6Dy-Ie9OuznPbW4cvMC-3Znuik5YvTkAdBcCUY/edit#gid=1007362330
End of document

Table of contents

By default the table of contents displays Heading 1 & Heading 2 (other levels can be added)

Scope

ERP

References

Attachments