A PCR (Personnel Change Request) workflow item has arrived in your SAP Inbox for review and approval.

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1 Transactin PA BPP PA WORKFLOW APPROVAL Change Recrd: Change Date: 12/11/13 Changes: Changed by: s. crittenden All references t OSP have been changed t OSHR All references t Office f State Persnnel have been changed t Office f State Human Resurces Trigger: A PCR (Persnnel Change Request) wrkflw item has arrived in yur SAP Inbx fr review and apprval. Business Prcess Prcedure Overview: All PCR's initiated/requested via wrkflw will g thrugh an apprval prcess. Depending n the actin being prcessed (type f persnnel actin such as New Hire r Separatin), different levels f apprval are required. The levels f apprval may include Divisin, Agency, OSHR r Funding. Review the data within the PCR, add any cmments as apprpriate using the Services fr Objects functinality (ntes/attachments/url's), and either apprve r reject the PCR. If yu apprve the PCR, it will be sent t the next defined stage f the apprval prcess. If yu are the last stage in the apprval prcess, the PCR will be returned t the initiatr/requestr fr subsequent prcessing. If yu reject the PCR, yu are required t enter cmments as t the reasn fr rejectin, and the PCR is returned immediately t the initiatr/requestr fr adjustments and resubmissin, r cancellatin. Tips and Tricks: SAP Business Wrkplace Inbx Functinality The SAP Business Wrkplace inbx is where all wrkflw dcuments will be initiated/requested, and where all wrkflw dcuments will arrive fr apprvers t review and respnd. In the SAP Business Wrkplace, wrkflw dcuments are SAP messages that are created and read similar t any utside ing system (MS Outlk, Ltus Ntes, etc). Fr mre infrmatin n the SAP Business Wrkplace, including an verview f all Tree Functins (flders, rganizatin f the wrkplace), see the Business Wrkplace Overview Tree Functins Jb Aid n the OSC Training Help website. (See Additinal Resurces sectin at the end f this dcument. Access Transactin: Via Menu Path: Via Transactin Cde: SAP menu>>office>>sbwp - Wrkplace SBWP 12/11/13 NC OSC HR/Payrll Training Page 1 f 9

2 Transactin: PA Wrkflw Apprval PROCEDURE 1. Click the SAP Business Wrkplace buttn. Infrmatin Inbx Functinality (SAP Business Wrkplace) SAP s inbx and can be accessed by clicking n the SAP Business Wrkplace buttn, r by entering transactin cde SBWP in the Cmmand Field. Wrkflw dcuments are SAP messages that are created and read similar t any utside ing system (MS Outlk, Ltus Ntes, etc). Fr mre infrmatin n the SAP Business Wrkplace, including an verview f all Tree Functins (flders, rganizatin f the wrkplace), see the Jb Aid Business Wrkplace Overview Tree Functins. 12/11/13 NC OSC HR/Payrll Training Page 2 f 9

3 Transactin: PA Wrkflw Apprval Business Wrkplace fr Agency Apprver (Als used fr Divisn r OSHR Apprval) 2. Select Inbx >> Wrkflw. 3. Click the PA PCR hyperlink t display the PCR. Infrmatin PCR List: All clumns can be srted and adjusted based n yur persnal preference fr viewing the data. Execute clumn yu may either click the Execute buttn t enter a PCR fr prcessing, r duble-click anywhere n the PCR line. Title clumn Agency Type f actin (what it is requesting) REJECTED = this PCR has been rejected PCR # Persnnel # (if applicable) Status clumn cntains the reserved bx if it is white, everyne within the apprval bucket can view the PCR in their inbx; if it is gray/blue, yu have reserved this PCR, and n ne else can see it in their inbx (until yu release it) Creatin Date the date the PCR was created Creatin Time the time f day the PCR was created Pririty the pririty f the PCR set by the apprvers. Initiatrs d nt have the ability t set the pririty unless it has returned t their inbx fr further prcessing. Apprvers can set pririty fr wrkflw items in 12/11/13 NC OSC HR/Payrll Training Page 3 f 9

4 Transactin: PA Wrkflw Apprval their inbx. Once the pririty is set, all apprvers will see the pririty assignment fr a wrkflw item. By default, all wrkflw items are set t 5 Medium. Pririties are a glbal setting, and are dented with a clr ledger. 1 = Highest Express 2 = Very high 3 = Higher 4 = High 5 = Medium 6 = Lw 7 = Lwer 8 = Very lw 9 = Lwest 4. Click the Services fr Objects buttn. Review the PCR details as apprpriate. Services fr Objects are available n all Persnnel Administratin actins. Yu may add ntes, attachments r hyperlinks n a PCR and/r an actin, but the items added n any PCR will nt autmatically transfer t the related actin. Yu must cpy and paste the ntes, r re-add the attachments r hyperlinks n the actin nce the PCR has been cmpleted. The Services fr Objects functinality is used t allw yu t link critical business dcuments t the PCR r an actin. 5. Click Create >> Create nte. 12/11/13 NC OSC HR/Payrll Training Page 4 f 9

5 Transactin: PA Wrkflw Apprval 6. Click the Enter buttn. An Attachment can be created by referencing a dcument within a directry r using the script editr t create a new dcument within a dcument type, such as MS Wrd. A Nte pens a text bx fr yu t enter a title and bdy f a nte. The text can be cpied frm an r ther dcument and pasted int the fields. The text cannt be frmatted, but there is a lt f rm t enter text in the bx. The nte functinality is created using SAP script (SAP s cding language). An External Dcument (URL) is a hyperlink t a web page, such as t plicy r ther dcument. If a nte, attachment r URL has been added, the Attachment list ptin will be live (it is grayed ut in the list if there are n attachments). Click n Attachment list t view ne r mre items. A Private nte will nly be viewable by yu, using yur user id. It will fllw the PCR r actin, but n ne else will be able t view it. All ntes, attachments r URL's added t PCR s are viewable when displaying the PCR thrugh the SAP inbx. All viewers f the PCR thrughut the apprval levels will be able t view the Services fr Objects items. 12/11/13 NC OSC HR/Payrll Training Page 5 f 9

6 Transactin: PA Wrkflw Apprval 7. Click the Services fr Objects buttn. 8. Click Attachment list. T view the nte r attachment yu just created, r view any ntes r attachments thers have added t this PCR, view the items in the Attachment list. 9. Click the Enter buttn. Review any f the ntes/attachments as apprpriate, and clse this windw when cmplete. 12/11/13 NC OSC HR/Payrll Training Page 6 f 9

7 Transactin: PA Wrkflw Apprval 10. Click the apprpriate decisin. Yu ve have cmpleted yur review, apprval r rejectin nw returning t yur inbx. 12/11/13 NC OSC HR/Payrll Training Page 7 f 9

8 Transactin: PA Wrkflw Apprval 11. Click the PCR List Wrkflw Tracker hyperlink. Wrkflw Tracker prvides details n where this PCR has been and where it will g. Yur User ID and name will display n ne f the line items. In this example the user is Richardsn11. The PCR is in their inbx, and they are currently reviewing it. Wrkflw Tracker: The Wrkflw Tracker is used t view the apprval status f the PCR as it mves thrughut the wrkflw prcess. It displays all f the apprvers wh will participate in the apprval prcess, the list f all pssible apprvers fr the PCR. The Header sectin includes: PCR number (Persnnel Change Request) Status the verall status f the PCR Actin Type/Reasn the actin and assciated reasn perfrmed fr this PCR Agency Persnnel Area assigned t the psitin during the actin Organizatinal Unit the Org Unit ID and descriptin Creatr The user wh initiated/requested this PCR wrkflw item Emplyee the Emplyee ID related t this PCR Psitin the Psitin ID and descriptin held by the Emplyee 12/11/13 NC OSC HR/Payrll Training Page 8 f 9

9 Transactin: PA Wrkflw Apprval The Detail sectin includes: Sequence the line item sequence f where the PCR will be sent thrughut the wrkflw prcess Rle - represents the apprver relatinship DA1 = Divisin Apprver AA1 = Agency Apprver FA1 = Funding Apprver OA1 = OSHR Apprver Mandatry - whether this apprver is mandatry (X = yes) Ptype - used t signify the Prcessr (P) and Apprvers (A) Agent ID Persnnel number f the Apprver Name/Descriptin name f the Emplyee Act/Desc hlds n value (P) Prcessed t indicate wh prcesses the actin Cmnt indicates if a rejectin nte has been created fr the actin (click n Ntes Display (eye glass icn with the text Ntes) t view the rejectin ntes) Actual/Name the Persnnel number and name f the Initiatr/Requestr The persn at the tp f the list is the persn wh initiated/requested this PCR. The date and time requested is als included. When yu have cmpleted yur review f the data in the wrkflw tracker, return t the main inbx. 12. Click the Back buttn. The wrkflw apprval prcess is cmplete. ADDITIONAL RESOURCES Jb Aids OSC Training Help website Business Wrkplace Overview Tree Functins Persnnel Administratin > Jb Aids Or Organizatinal Management > Jb Aids 12/11/13 NC OSC HR/Payrll Training Page 9 f 9

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