<html xmlns:v="urn:schemas-microsoft-com:vml" xmlns:o="urn:schemas-microsoft-com:office:office" xmlns:w="urn:schemas-microsoft-com:office:word" xmlns:m="http://schemas.microsoft.com/office/2004/12/omml" xmlns="http://www.w3.org/TR/REC-html40">
<head>
<meta http-equiv="Content-Type" content="text/html; charset=us-ascii">
<meta name="Generator" content="Microsoft Word 15 (filtered medium)">
<style><!--
/* Font Definitions */
@font-face
{font-family:"Cambria Math";
panose-1:2 4 5 3 5 4 6 3 2 4;}
@font-face
{font-family:Calibri;
panose-1:2 15 5 2 2 2 4 3 2 4;}
@font-face
{font-family:"Comic Sans MS";
panose-1:3 15 7 2 3 3 2 2 2 4;}
/* Style Definitions */
p.MsoNormal, li.MsoNormal, div.MsoNormal
{margin:0cm;
margin-bottom:.0001pt;
font-size:11.0pt;
font-family:"Calibri",sans-serif;}
a:link, span.MsoHyperlink
{mso-style-priority:99;
color:blue;
text-decoration:underline;}
a:visited, span.MsoHyperlinkFollowed
{mso-style-priority:99;
color:purple;
text-decoration:underline;}
span.EmailStyle17
{mso-style-type:personal;
font-family:"Calibri",sans-serif;
color:windowtext;}
span.EmailStyle18
{mso-style-type:personal-reply;
font-family:"Calibri",sans-serif;
color:#1F497D;}
.MsoChpDefault
{mso-style-type:export-only;
font-size:10.0pt;}
@page WordSection1
{size:612.0pt 792.0pt;
margin:72.0pt 72.0pt 72.0pt 72.0pt;}
div.WordSection1
{page:WordSection1;}
--></style><!--[if gte mso 9]><xml>
<o:shapedefaults v:ext="edit" spidmax="1026" />
</xml><![endif]--><!--[if gte mso 9]><xml>
<o:shapelayout v:ext="edit">
<o:idmap v:ext="edit" data="1" />
</o:shapelayout></xml><![endif]-->
</head>
<body lang="EN-AU" link="blue" vlink="purple">
<div class="WordSection1">
<p class="MsoNormal"><span style="color:#1F497D;mso-fareast-language:EN-US">Hi,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D;mso-fareast-language:EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D;mso-fareast-language:EN-US">We have been able to get around this issue. When a person goes on leave and has not set up a substitution rule using the portal we usually get calls to have someone put in place. However,
at that point the ‘horse has bolted’ and cannot get to the Portal to setup the substitution. We advise the employee to contact HR to do it for them. After all HR hold the cards in their hands as to who is allowed to do certain actions in the system.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D;mso-fareast-language:EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D;mso-fareast-language:EN-US">HR check out to see if it is a viable request and then use a custom transaction code that runs a program that we have wrapped around function. The function is
</span><span style="font-size:10.0pt;font-family:"Courier New";color:black;background:white">SWL_SUBSTITUTION_DEFINE.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Courier New";color:black;background:white"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Courier New";color:black;background:white">My advice is to create a program that takes on a userid (the one of the person who has left) and then have the program use this function.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Courier New";color:black;background:white"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Courier New";color:black;background:white">Hope this helps.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Courier New";color:black;background:white"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Courier New";color:black;background:white">Margaret.</span><span style="color:#1F497D;mso-fareast-language:EN-US"><o:p></o:p></span></p>
<p class="MsoNormal"><a name="_MailEndCompose"><span style="color:#1F497D;mso-fareast-language:EN-US"><o:p> </o:p></span></a></p>
<div>
<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0cm 0cm 0cm">
<p class="MsoNormal"><b><span lang="EN-US">From:</span></b><span lang="EN-US"> sap-wug-bounces@mit.edu [mailto:sap-wug-bounces@mit.edu]
<b>On Behalf Of </b>Bratzler, Loren<br>
<b>Sent:</b> Friday, 15 May 2015 12:09 AM<br>
<b>To:</b> SAP Workflow Users' Group<br>
<b>Subject:</b> UWL Substitution Maintenance<o:p></o:p></span></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span lang="EN-US">I have brought this topic up before to the WUG and didn’t get much response but I thought I would try it again.<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">Our company does nearly all of our workflow processing from the Universal Work List. As such, all UWL substitution rules are created by the end-users via the “Manage Substitution Rules” screen in the UWL. This is great
because the UWL tool creates all the necessary substitution entries (HRUS_D2) in all the connected back-end systems and it creates the necessary front-end entries in the Portal database table (KMC_WF_SUBSTITUTE).<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">One issue that we run into is that we get a lot of requests to create a substitution rule for someone who has gone out on unexpected leave, or they just go on vacation, but don’t have a substitution rule already set up.
When this occurs, we use the RMPS_SET_SUBSTITUTE tool in each of the backend systems to create the HRUS_D2 entries. However, this tool does not communicate with the front-end Portal system so the KMC_WF_SUBSTITUTE entry is not created. So now the two systems
(front-end and back-end) are out of synch.<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">Another issue we run into is that when people leave the company, either due to resignation or retirement, they usually don’t bother to delete the substitution rules that they have created. And then a short time later,
we get calls from the people who are substitutes for those persons asking if we can remove the retired or resigned employee from their list of users they sub for. So again, we can use the RMPS_SET_SUBSTITUTE tool to remove the entries in the back-end systems
but this still leaves the offending entries in the front-end KMC_WF_SUBSTITUTE table. Because that entry is still in the front-end table, the retired/resigned employee still shows up in the substitute’s list.<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">To address this, once a year, we go through a very manual process of dumping all the entries in the front-end KMC table and all the entries in the backend HRUS_D2 tables. We then compare the user-ids in those dumps to
HR data to determine which users are no longer with the company. Once we have a list of users who are no longer valid, we manually clean up the HRUS back-end tables (via the RMPS_SET_SUBSTITUTE tool) and have our Basis team delete the unneeded entries in
the KMC front-end table.<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">I was curious if anyone else has run into this before and if you have come up with a more elegant / automated way of handling?<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">Ideally, there should be an Admin tool in the front-end system to allow Substitution Rule maintenance from the Portal similar to how RMPS_SET_SUBSTITUTE works from the back end. If there was such a tool, when we get
asked to create a substitution rule for someone who is out of the office, or to delete a rule for someone who has left the company, we would do it from the Portal Admin tool and it would communicate with the back-end systems to maintain all the corresponding
HRUS_D2 entries and maintain the front-end KMC_WF_SUBSTITUTE table.<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US">This is something that I wish I had brought to the table for the Workflow Customer Influence sessions.<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:10.0pt;font-family:"Comic Sans MS";color:blue">Loren Bratzler<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:10.0pt;font-family:"Arial",sans-serif;color:gray">Norfolk Southern Corporation<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US"><o:p> </o:p></span></p>
</div>
<br><br>
<P class=MsoNormal><A href="http://www.staplesadvantage.com.au/"><IMG border=0 src="http://logo.staples.com.au/mmh_staples_logo_email.jpg"></A><BR><BR><FONT color=#000000 face=arial; align="justify" Font-size: 6pt ;><SMALL>The information contained in this email and any attached files are strictly private and confidential. This email should be read only by the intended addressee only. If the recipient of this message is not the intended addressee, please call Staples Australia Pty Limited on +61 2 9335 0555 or Staples New Zealand Limited on +64 9 271 7600 and promptly delete this email and any attachments. The intended recipient of this email may only use, reproduce, disclose or distribute the information contained in this email and any attached files with the prior written permission of StaplesTM. If you are not the intended addressee, you are strictly prohibited from using, reproducing, disclosing or distributing the information contained in this email and any attached files. StaplesTM advises that this email and any attached files should be scanned to detect viruses. StaplesTM accepts no liability for loss or damage (whether caused by negligence or not) resulting from the use of any attached files.</SMALL></FONT></P>
</body>
</html>