INTRODUCTION

Objectives and scope of this procedure

This OP explains the several ways to modify a user.

Requirements

User must be created in SRM7 and set on the Procurement Organization structure.

Check if the user already exists in SRM7 (transaction SU01) and Procurement Organization structure. If it already exists, check its validity date. If it is in the past, just reactivate the user by changing the end of validity date into 31.12.9999.

BIP Application Manager requesting the user modification must create a ticket with the intended changes.
Check the Application Manager on table:{+}https://docs.google.com/spreadsheets/d/1_5H3sPBO7bN3HJvOcx_hRUsmujwLHhYKoTXEpmRxU3M/edit#gid=2051071738+

Validation

Go to BP2 - Tcode SU01 and check if the user exists and is valid.
Data Operations > SRM7 How to Modify user > worddavd7a24f787cbbeeb40a331ceb788060ee.png

If not, contact the application manager to request the creation of the user.
If the user is created but the validity date is in the past, reactivate the user see "2.1. Reactivate the user and assign to structure"

Go to BP2 - Tcode PPOSA_BBP and check if user exists
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#	Main activities	Tips / Best practices	Key points
1	Click on the "Search term"
2	Enter the user ID
3	Double click on the user name

Now we can proceed with any user modification.

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

Reactivate the user and assign to structure

Normally when a user is removed from the structure he is also deactivated on Tcode SU01, by changing the validity date.
However the user can be reactivated and set on the Procurement Organization structure again. To do this we need to reactivate the user and then assign him to the Procurement Organization structure.

Change the validity date

Go to BP2 - Tcode SU01
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#	Main activities	Tips / Best practices	Key points
1	Enter the user ID
2	Click on the icon " "
3	Select tab "Logon data"
4	Enter a future date on "Valid through"

Assign to the Procurement Organization structure

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

Check the user after the move using the Tcode USERS_GEN.
Same action as "2.2.2. Check moving user".

Move requester from one plant to another

Before the moving it's necessary to check if there are pending Shopping carts and work items for this user, if yes please ask if they should be transferred to another user.

To transfer Shopping carts or Work items please see operating procedure BP2 – Transfer Shopping Cart and Work items between users.

Before moving the requester from a department to another one, it's also necessary to check if the moving user and the department of destiny are correct.
Go to BP2 - Tcode USERS_GEN
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#	Main activities	Tips / Best practices	Key points
1	Click on "Check User and Employee data"

Check receiving department

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#	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 user

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

Move user

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

Check the user after the move using the Tcode USERS_GEN.
Same action as: "2.2.2. Check moving user".

Modify attributes

The attributes are the most common change on the user. There are two types of attributes, the normal attributes and the extended attributes and we can make changes in both.
Go to BP2 - Tcode PPOSA_BBP.
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#	Main activities	Tips / Best practices	Key points
1	Click on the icon " " Display/Change
2	Click on "Search Term"
3	Enter the user ID in "With name"	This search can also be done with other information "Last/First Name"
4	Click "Find"
5	Double click on the User name

Change Attributes

There are several attributes that can be change on the user level. We can change the catalogs, company code and manager position. The catalogs are the most common attribute to change and we can add as many as we want. For the company code we can also add several to the user but only as additional ones, there should be one by default. The manager position we can only have one position.
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#	Main activities	Tips / Best practices	Key points
1	Double click on the user Position
2	Select the tab "Attributes"		The attributes that can be changed on this level are: Catalogs (CAT) Company code (BUK) Additional one Manager Position (ZMANAGER)
3	Double click on the field you want to change
4	To add a line
4.1	Click to add a new line
5	To remove a line
5.1	Select the line to remove
5.2	Click to remove the line

Note: For the ZMANAGER attribute we can only have one position.

Change Extended Attributes

On this level we can only change the Locations and the PO value limits attributes.
To modify the locations (plant) on the extended attributes
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#	Main activities	Tips / Best practices	Key points
1	Select the tab "Extended Attributes"		The extended attributes that can be changed on this level are: Locations (plant) additional one (to add an additional plant, the company code of the plant must also be add to the user on the attribute BUK) PO Value Limits (Output limit)
2	Click on the circle "Locations"
3	Select the legacy of the plant (Rhodia or Solvay)
4	Enter the code of the plant

To modify the PO value limits (Output limit) on the extended attributes
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#	Main activities	Tips / Best practices	Key points
1	Select the tab "Extended Attributes"
2	Click on the circle "PO Value Limits"
3	Select the currency
4	Insert the value of the Output limit

Change data for user

The User's data can be changed in order to match with Active Directory only (GRC).
Example: User Bobby Miner was created as a contractor and becomes a Solvay employee.

If GRC is already updated, you can apply the changes accordingly
If GRC is not updated yet, ask to the user to contact his local Helpdesk who will update GRC

To change the data for a user we have 3 steps:

Change user (SU01)
Change Central Person (BP)
Change Position (PPOSA_BP)

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Step 1 - Change user

Go to BP2 - Tcode SU01
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#	Main activities	Tips / Best practices	Key points
1	Enter the User ID
2	Click on the button " "
3	Change the Name
4	Change the Email
5	Click on the button " " to save the changes

Step 2 - Change Central Person

Go to BP2 - Tcode PPOSA_BBP (to check the Business Partner ID)
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#	Main activities	Tips / Best practices	Key points
1	Click on "Search Term"
2	Enter the user ID in "With name"	This search can also be done with other information "Last/First Name"
3	Click "Find"
4	Double click on the User name
5	Take note of the Business Partner

Got to BP2 - Tcode BP
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#	Main activities	Tips / Best practices	Key points
1	Enter the Business Partner ID
2	Click on button " "
3	Double click on the BP found
4	Click on the icon " " Display/Change
5	Update the "Last Name"
6	Update "Search Term 1/2"
7	Click on "Relationships"
8	Double click on the line
9	Click on the button " "
10	Update the "E-mail"
11	Click on the button " "

Step 3 - Change Position

Go to BP2 – Tcode PPOSA_BBP
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#	Main activities	Tips / Best practices	Key points
1	Click on the icon " " Display/Change
2	Click on "Search Term"
3	Enter the user ID in "With name"	This search can also be done with other information "Last/First Name"
4	Click "Find"
5	Double click on the User name
6	Double click on the Position
7	Update the Position name
8	Click on the button " " to save the changes

User Lock

Although nowadays with the single sign-on functionality this may be a very rare case, it may happen that for some reason a user cannot access SRM7 and is prompted with a pop-up window where he should enter is password, but this fails and the user is locked for excess of attempts. In this case, the user must be unlocked and his password reset.
Check if the validity date of the user is valid. If not, contact the Application Manager of the user to validate if any actions are to be taken. If yes, proceed with unlocking the user.
Go to BP2 - Tcode SU01
Check validity of user
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#	Main activities	Tips / Best practices	Key points
1	Enter the user ID
2	Click on the icon " " Display
3	Select tab "Logon data"
4	Check if the "Valid through" has a valid date	The date should be in the future

Unlock
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#	Main activities	Tips / Best practices	Key points
1	Enter the user ID
2	Click on the icon " " Lock/Unlock
3	Click on the icon " " to Unlock

Once the user is unlock change the password and send the new password to the user private email.

Change password

Go to BP2 - Tcode SU01.
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#	Main activities	Tips / Best practices	Key points
1	Enter the User ID
2	Click on the button " "
3	Select the Tab "Logon data"
4	Enter a new password
5	Repeat the password
6	Click on the button " " to save the changes

After the change send the new password to the user private email by your email.
Note: Don't send the password from the ticket.

REFERENCES

ATTACHMENTS

No document attached.

End of document

Table of contents

Scope

ERP

References

Attachments