Objective and Scope

The management of the WEB CYCLE Users for PF1_020 and WP1_400 systems is handled through the transaction /COCKPIT/WUM. This transaction allows the use of the tool Work Cycle (Readsoft) to a person with access to the SAP system or without it.

This procedure will explain you how to use it for EMEA region.

The requests can be received from a Freshdesk ticket or a Work cycle.

Work cycle Account maintenance

1. Creation

Go the GRC portal using the internet explorer (Select Request Access _ Change Account):

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Here you will insert your personal user id and flag the field “Requesting for other user”.

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Click Logon. Then you will click in the search button:

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Here you will be able to search for the new user:

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Select the correct user and then click in the selection button. This action must be performed in both systems (PF1_020 and WP1_400).

Here you will retrieve the information needed to create the user id.

Run transaction /COCKPIT/WUM

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Insert the User ID and click on the blank sheet.

You need to fill the fields: Email, language, Full Name (Name Surname - please always keep this structure) and Telephone (if available):

Also, click in the button “Customer Fields”. You need to fill the fields SRM user name, SAP user name, First name, Last name, Zone and Function :

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Then, click in the “Continue” button . Your user will be created.

An automatic email will be sent to the user email address with the link for the respective system and the Initial Password.

2. Update

Master Data

The fields that can be updated are the ones from the tab Communication and User data. To do it click in the button “Change” .

To check the information available in the master data of a user you can click in the field “Display” .

The user id must be updated in both systems (PF1_020 and WP1_400).

Password

To perform the reset of the password you will need to click in the button .

By default the new initial password will be Webcycle9 and an automatic email will be sent to the user email address with that information.

The field “Change Password” can be used to create a specific password.

On the first access, the user must change this initial password.

3. Lock / Unlock

To see if a user is locked you can click in the field “Display” :

In this case the user is not locked.

To lock it you just need to click in the field “Lock user” outside the master data of the user id. But for that you will need first to check pending WCs.

Important note: Whenever a user ID is locked, the FASC Matrix Tables should be analyzed to check if the locked user is defined as an approver.

From WP1_400 system:

Type of invoice	T-Code	SM30 Table	Name of the table	Content
FI	ZWFA05Q	ZWFAV003 ZWFAT170	List of vendor FI	list of supplier eligible to supplier authorized without PO
	ZWFA05C	ZWFAT153	Limit amounts by company for FI validation	limit to parameter for validator
	ZWFA05P	ZWFAT168	List of coder	One coder dedicated to one supplier on one juridical entity and one plant
	ZWFA05N	ZWFAT166	List of approvers EU	One approver dedicated to one supplier on one juridical entity and one plant
	ZWFA05B	ZWFAT152	Coding data	Define one cost center and one GL account by supplier and Mcode in one juridical entity
	ZWFA05O	ZWFAT167	List of approvers US	used in US except for 5723 (Rhodia SA) > for one cost center on the invoice > design one approver
	ZWFA02F	ZWFAV010	Miscellaneous Creditor	Miscellaneous Creditor
MM	ZWFA05H	ZWFAT155	List of generic mail	Design No GR generic workflow box (except 3001 and 3007 OA)
	ZWFA05K	ZWFAT159	Key procurer	Design price discrepancy generic workflow box (except 3001 and 3007 OA)
	ZWFA05I	ZWFAT156	list of procurer	table for MRKO process : to allocate one point of contact for one supplier on one plant
	ZWFA05G	ZWFAT154	List of controller	Generic SERV box by default when no requisitioner are found by the system
	ZWFA05U	ZWFAT171	WF data admin	By default end user when nothing else is found in the other tables
	ZWFA05R	ZWFAT169	Data admin	FI Data Administrator

From PF1_020 system:

T - Code	Name
ZKF_ACC_VEND	Table Vendor Account Assignment
ZZM_PO_CONF	Invoice Confirmer
Z1S_EP_AGENTS	Agents maintenance
ZKF_MC_APPR_V	Miscellaneous
ZKF_CODER	Miscellaneous IT/APAC

If yes, this must be reported to EUP Team in order to know if a replacement should be done.

Check for pending WCs - transaction /COCKPIT/1

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You will check here pending documents with the user that you want to lock. Insert the User ID and only select the Workflow status Unposted / In wokflow and Posted / In workflow.

If any document appears, we need to transfer these documents to a different user (normally provided by the requester, if not contact the EUP Team) and only after we can proceed with the blockage. (2.5. Recall / Resend Workcycles)

If no documents pending we can proceed with the request to block the workcycle user.

Insert the new user id and the Freshdesk ticket where it can be found the original request for this lock as shown below:

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To unlock it you will need to follow the next steps:

Go to the Freshdesk tool to see if you find a ticket with the reason why this user was locked. Then inform the requester and do not unlock it.

If there are no tickets:

Go to the GRC portal. If this user cannot be found here it means that the person is no longer in SOLVAY. Please inform the requester and do not unlock it.

If the users is in the GRC portal:

Go to the Organizational Charts. If this user cannot be found here it cannot be in the SOLVAY company so you will need to inform the requester. Do not unlock it.

After these steps if you want to unlock you need to click in the field “Unlock User” .

4. Delete (should not be used due to loss of history log)

Is also possible to delete a User Id by clicking on .

Before complete this operation, please always search for pending cockpits as explained above and confirm with the requester is the user is to be permanently deleted (not possible to reverse).

To be used when the user is created by mistake.

5. Recall / Resend Workcycles

How to Recall and Resend a worckcycle when requested or when needed due to wrong or obsolete User ID?

Go to transaction /COCKPIT/1
Select Unposted / In wokflow and Posted / In workflow, insert the user ID in the field Workflow processor and run the transaction
Select all pending Workcycles and go to Workflow_Recall document

A message will appear, click on YES

Complete Recall

Select all Workcycles once again and click on Workflow_Send

Insert the new User ID and Start

The action is completed and all Workcycles have been transferred to the new User ID.

6. Substitute management

When needed, is possible to add several substitutes inside a user profile in order to give the possibility to have the same Workcycle visible for more that the receiver of the Workcycle (this update can only be performed by the user of the user id).

To activate a User backup you need to:

Go to the tool READSOFT

Click on the User profile box, click on the line with the user info and the substitute options will appear:

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You should insert the user Id / Name of the person you want to have as substitute, flag the field Unlimited if you don't want to have an end date and to active this substitute don't forget to flag the field Active:

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Mass update

You can create user ids massively. For that you need to fill a standard file .

First step, fill the mandatory information in the file: WC_User, Email, Language, Full name, Department (if provided), SRM User name, SAP User name, First name and Last name:

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Then you will need to merge the information and for that you will use the excel formula - CONCATENATE. You will copy the information retrieved and pass to a Notepad:

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Leave the first line of your Notepad in blank. Then SAVE the Note.

Second step, go to the SAP (to the users system) and use the transaction /COCKPIT/WUM . Click in the field Import user and insert your TXT file:

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Click enter and the system will show you the results of the upload.

When the user id is created it gives a green message:

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When the user already exists the error is marked with red:

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When the email of the user already exists the error is also marked with red:

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In this case you will need to recheck the users id in the GRC portal.

WW Annual Cleaning

SBS Data Operation Team is responsible for the annual clearing of the obsolete user ids (worldwide)

Once a year it is extracted the list of PF1 and WP1 webcycle users through the SE16_/COCKPIT/TWC_UMP.

The list is cross-checked with the information available on the GUDSIS automatic extraction

send to the HR team (email - sbs.HtRSupport@support.solvay.com) with this information:

"In the frame of the PtP Improvement request - Inactive Users - we need to identify from the list provided, the users that are already obsolete (retirement, left the company, ...) in order to clean our database in SAP.

Could you please add the USER ID info as we have in the GUDSIS?

We need to have that information in order to align the active users with they SAP user ID in order to be possible access the tool using the single sign-on."

The HR team will provide a new list with the requested information.

With the information received the operator will search for pending webcycles from the obsolete users. As these webcycles need be transferred to other users a shared file is created to EUP Team requesting the user ids of the substitutes.

When received the data the webcycles are transferred and the obsolete users are locked.

EUP TEAM Contacts:

EMEA - Hartmut Schwartz
LAM - Jose Trindade
NAM - Nicole Colson
APAC - Evonne Teow

Useful Links

Readsoft tool:

Fresdesk

https://sbs-support.solvay.com/helpdesk/tickets

GRC (internet explorer)

http://pyjsapr3.ibm.be.solvay.com/AE/index.jsp

Organizational Charts (internet explorer)

http://solia.solvay.com/irj/portal/HReS?NavigationTarget=navurl://742d7b9aa0a53f64b9edbb8bba3e1316

Scope

ERP

References

Attachments