1. INTRODUCTION

1.1. Objectives and scope of this procedure

How to activate substitution for user;
How to know if substitution is activated for an approver and who replaces him. It permits also to know if there is a recursive substitution on a shopping cart in error.

1.2. Requirements

If an approver is absent and it is needed to activate substitution, the SRM7 team can activate it. For this, is needed to know who should be the substitute. A request must be done by Freshdesk ticket.

If the person that created the ticket is the person that will be absent we explain how he / she should activate substitution.

Requests to activate substitution rule must arrive from Application Manager / WW Controller (depending of each case).

In case the request arrives from another person, with user being substituted and user substitute in copy, we can activate substitution rule if substitute is above in the financial structure or at the same level. Then, inform all involved users and copy the AM in case it is relevant for the case.

1.3. Abbreviations

Abbr.	Description	Abbr.	Description
SC	Shopping Cart
WI	Work Item
TCode	Transaction Code

1.4. 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 "Support".

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*

2. STEPS OF THE PROCESS

2.1. Check if Substitution is active

Go to BP2 - Tcode SE16 – Table HRUS_D2
#1#1#2

#	Main activities	Tips / Best practices	Key points
1	In field "US_USER", enter the user name that is need to check if the substitution is activated
2	Click in button " " to execute the action

The following browser will appeared:

US_NAME: Name of user with substitution
REP_NAME: The user name of the substitute
BEGDA: Activation from
ENDDA: Activation to
REPPR: Tasks to be assigned
ACTIVE: With a "X" the substitution is active

2.2. Recursive Substitution#4

There is "Recursive Substitution" when a Shopping cart has two approvers because both of the two approvers have given a temporary replacement to the other for the same period. In this case the system is generating an issue.

2.2.1. How to check if there is recursive substitution

Check if the user as activated substitution.

Please check: 2.1. Check if Substitution is active

Check if user is a substitute for another approver:

#1
#2

#	Main activities	Tips / Best practices	Key points
1	Enter the user name that need to check if the substitution is activated
2	Click in button " " to execute the action

All the tasks from user FLANGLOIS are being send to user AHORRI and all tasks from user AHORRI are being send to user FLANGLOIS at the same time. This is creating a loop that gives an error.
In order to correct this issue, we need to delete the one that is not supposed to be active.

2.3. Activate Substitution#4

Change User password (proceed according to operating procedure: SRM7 - How to modify a user (2.6. Change Password);
Check is any substitution is active for the Approver (2.1. Check of Substitution).
Check if any substitution is active for the Substitute (2.2. Recursive Substitution).

Go to URL link - {+}http://bp2expert.ibm.be.solvay.com/nwbc/?sap-nwbc-node=root&sap-client=400&sap-language=EN&sap-theme=sap_tradeshow_plus#logoff_redirect+ and enter with the user ID/Password and create the substitution Rule.

#1
#2

#3

#4

#	Main activities	Tips / Best practices	Key points
1	Select "Work Overview"
2	If button "Substitution" not appear, please select "Personalize"
3	Click on "Add all"
4	Click on button "Apply"

#1

#2

#2.2
#2.1
#2.3
#2.4
#2.5
#3

#4
#5

#	Main activities	Tips / Best practices	Key points
1	In Tab "Work Items" Click on button "Substitution"
2	Click on button "Create Rule" to define the substitution rule
2.1	"Assignee": Insert the User Name of the Substitute
2.2	"Assign These Tasks": Select ALL		Must be set to "All", if not substitution will fail
2.3	"I Want the Assignee To": Click "Receive My Tasks"		The substitute will receive the tasks during absence
2.4	"Activation of the Rule": Click "At Once"		The substitution will begin from the starting date. Is not possible for the substitute to approve SCs in waiting approval status from an earlier date
2.5	"Deactivate this rule": Click "Never"
3	Click "OK" to confirm the changes
4	For the rule to be active the status must be ongoing
5	To modify a rule, first delete the old one and then create a new rule		Do not use "refresh"

Check if the approver has work items or shopping carts to be approved. If, yes please transfer them to the substitute according operating procedure: SRM7 - Transfer Shopping Carts and Work Items between Users
After the substitution is active we need to send several emails to inform that the substitution is done.
Please see the attachment with templates of the emails to send.

3. REFERENCES

This procedure refers to the information received on SRM7 training.

4. ATTACHMENTS

Example of Email's to send to Approver, Substitute and ticket's request.

End of document

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Table of contents

Scope

ERP

References

Attachments

1. INTRODUCTION

1.1. Objectives and scope of this procedure

1.2. Requirements

1.3. Abbreviations

1.4. Freshdesk ticket handling

2. STEPS OF THE PROCESS

2.1. Check if Substitution is active

2.2. Recursive Substitution#4

2.2.1. How to check if there is recursive substitution

2.3. Activate Substitution#4

3. REFERENCES

4. ATTACHMENTS

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SRM7 Substitution Activation and Check

Table of contents

Scope

ERP

References

Attachments

1. INTRODUCTION

1.1. Objectives and scope of this procedure

1.2. Requirements

1.3. Abbreviations

1.4. Freshdesk ticket handling

2. STEPS OF THE PROCESS

2.1. Check if Substitution is active

2.2. Recursive Substitution*#4*

2.2.1. How to check if there is recursive substitution

2.3. Activate Substitution*#4*

3. REFERENCES

4. ATTACHMENTS

2.2. Recursive Substitution#4

2.3. Activate Substitution#4