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PR Release Strategy: How to Provide Users the option to Cancel/Revoke for PREVIOUS Level?

Hello everyone,

We have implemented a 6 level Release strategy for PRs upon request of client. Existing functionality works as intended but the client now wants the option to be able to cancel/revoke PR from one level below their own to point out any mistakes in the PR.

For eg. The level 2 user receives a PR that has been approved by the level 1 user. However, he/she sees that there is a mistake in the PR and wants to notify the level 1 user so they want to cancel PR at level 1. Existing functionality allows for user to cancel PR at their own level but not on previous level.

What is the best way to solve this issue? Any help would be highly appreciated!

I am new to MM so there are gaps in my knowledge but I thought of the following ways this could possibly be implemented:

1) Standard configuration via SPRO etc (could not find any suitable option but this would be best solution)

2) Creation of authorization object that only allows revoke/cancellation of PR and assign it respective users.

3) Change exisitng workflow to accomodate new requirement (Not sure how to do this)

Additional info:

Release strategy is set at item level

Release strategy is NOT implemented via workflows

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  • How do these sentences work together?

    3) Change exisitng workflow to accomodate new requirement (Not sure how to do this)

    and

    Release strategy is NOT implemented via workflows

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3 Answers

  • Best Answer
    Jun 28, 2017 at 11:25 AM

    Why can't the user send an email or take the telephone? Don't try to get any exceptional case done with SAP and workflow.

    to release a document or to revoke a release the user needs to have the role which gives him the right to work with a specific release code. There is no separate authorization object for revoking a release.

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  • Jun 28, 2017 at 05:09 PM

    The usual way is to reject and start the approval from the beginning. Going back one level is a bit pointless if you ask me because there would usually be a change, which could invalidate prior approvals. In the rare convoluted cases where it may make sense, see Jürgen's answer.

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  • Jun 30, 2017 at 08:26 AM

    hi,

    A six level PR approval???

    This is.... I was about to say bordering on insane but having thought it over I've come to the conclusion that this is simply insane.

    A purchase requisition should in 90% of the cases just have a single approver, preferrably just your direct manager, in the other cases it should be no more than two-level. Sometimes in companies you see the need that in specific cases they want to inform a third party, but one without the power to reject it.

    Is this a new business process, or is this a rebuilding of the old process in SAP.

    In both cases it would be best for the company to challenge these requirements and ask them to quantify every scenario, so how many times does a PR get rejected at level 1, at level 2, etc.

    Sometimes a business process can become too complex to autmomate using workflows in those rare cases it is best to do them manually and shift the focus on reporting in order to control the process.

    Just out of curiosity, of how many levels does the PO release strategy consist?

    Kind regards and the best of luck, Rob Dielemans

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    • Hi Hashsham,

      I really feel for you man. I'm going to write a blog about this at one time, but in the mean time apart from quantifying it, also find out how much money 1 approval cost if it is a six-level approval. One time I succeeded in persuading the client by finding a scenario where approval of a small issue (this was Change Request Management) for less than 4 hours development costed a bit more than 1 hour of approval participation, this meant that the total cost of 1 change increased by at least EUR 100,-

      This resonated with enough people which gave me the go to change the scenario into a cheaper and faster one.

      Kind regards, Rob Dielemans