PR Approval Workflow

[Former Member]

Dear Experts,

We have to design a PR approval workflow for our client. I would like to share our WF structure & get your suggestions.

All our PR's will be cost centre based (K) and we will be creating a Z table wherein we will have:

1) Cost centre 2) Cost centre owner 3) Position ID (OM)   4) Email 5) Approval limit

WF will retrieve the relevant cost centre owner position ID from OM & based on the PR value will search the approval hierarchy in OM till the approval limit is reached.

Q1: How should the WF react in case the position ID is in Inactive/Withdrawn status in OM while creating a PR? In this case the WF will fail. We suggested that in this case the PR should automatically go higher in the hierarchy. This will be a temporary workaround but how will the HR come to know that there is an action to be taken by them for the WF to work. Any ideas how to automate this?

Q2: In case the position ID of the cost centre owner is not available in OM then what should the WF do?

Your valuable suggestions are highly appreciated. Thanks.

[Former Member]

Thank you Rick for your valuable input.

If we don't go ahead with a Z table then any suggestions on how or from where the PR should pick the cost centre owner? I know that each Org Unit in HR is mapped to a cost centre but we have around 1200 cost centres and they wont be mapped to as many Org units.

Our basic requirement is to pick the correct cost centre owner and his/her approval hierarchy as part of the Workflow

[former_member229519]

Hi Adnan,

You can have a single Agent Determination Step(background task) before the 2 levels of Approval(Dialog steps). And in the Agent Determination step you can throw an Exception specific to the checks required thereby ending the Workflow to error.

You can then monitor the Error workflows from t-code SWPR.

Also, you can generate Application Log/Populate a Custom Table with the issue faced during Agent Determination specific for a PR.

Hope it helps.

Thanks and Regards,

Vikram

[former_member185167]

Hello,

Why do you need a Z table? Surely the cost centre owner and his/her position is available in SAP.

Approval limits can be specified too, ask the functional guys.  Always avoid Z tables unless absolutely necessary.The trouble you will save yourself is huge.

Q1) that's for the business to decide but normally it would go up the hierarchy. If you want you could generate an email to warn HR of this but that shouldn't be necessary - they should keep watch on it themselves

Q2) again, up to the business to decide. You could have it sent to the WF Admin and let them find out who it should be forwarded to

regards

Rick