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Electronic PCR Approval in the SAP Worklist

Electronic PCR Approval in the SAP Worklist

 
The purpose of the document is to assist in navigation of the Worklist and approving PCR’s.
 
The electronic PCR process includes workflow and email notifications to alert approvers that a PCR needs their review. As an approver, an email will arrive in the Outlook Inbox from the Texas State SAP Workflow System with the subject line of SAP Worklist Action Required.   See example of email item below. 
 
email item
 
The email is the trigger or alert to take action in the SAP Worklist.
 
To Proceed: 
Logon to the SAP Portal
 
You can access the SAP Portal from the Texas State home page or by clicking on the link below.
 
Once in the portal there will be several tabs available, click on the Worklist tab.
 
worklist tab
 
Note at the top of the Worklist the options available.
 
My Items includes all tasks directly assigned by the workflow
 
Items on Behalf Of includes tasks assigned due to the approvers status as a substitute
 
All Items includes those direct tasks and the substitution tasks
 
Click the all items  button.
 
all items button
 
The Worklist may contain items related to PCR’s, Travel, Purchasing and Time approvals. 
 
worklist
 
Sort the tasks in your Worklist by clicking on “Subject” in the header row
 
subject
 
The tasks are sorted alphabetically. 
 
sorted tasks
 
It may be helpful to sort by “Sent” or by” Substituted For” as well.
 
sorted by sent
 
In addition to sort options, filters are also available.
 
filters   
 
Click on “Show Filters”.
 
Filtering options are now available.
 
filtering options
 
 In the text filter enter HRPA and click on the Apply button.
 
HRPA
 
Due to the filter only PCR items that need approval are viewable.
PCR filter
 
The “Sent Date” offers various filter options.  
 
Sent Date
 
To refresh the filters, click the “Reset” buttonreset
 
reset button
 
To eliminate the filters, click on “Hide Filters”.
 
Hide Filters
 
In the example below, we will approve a Change in Cost Distribution PCR.
 
Select/highlight the item in the Worklist to approve
 
worklist
 
The PCR task identifies the name of the employee and the type of PCR to approve.
 
In the preview of the task, there are more details displayed about the PCR. 
 
more details
 
After preview, you may now open the form to approve the PCR OR you can complete the additional step necessary to attach support documents prior to the approval step.
  • If ready to approve the PCR, click on the “Open Form” button
  • To attach additional support documentation prior to approval, click on the “Manage Attachments” button
 
Manage Attachments
 
Once the screen below appears, upload an attachment by clicking on the “Browse” button and selecting the file from your file system. Click the “Upload” button.
 
Upload
 
The attachment is now stored in support of the PCR action. Review of the attachment or review of an attachment added by the PCR initiator or previous approver may be viewed by clicking on the designated attachment.
 
Attachment
 
To now approve the PCR, click on the “Open Form” button
 
open form
 
The PCR is opened in an Adobe form. At the top of the form, note the Effective Date and the Employee associated with the Change in Cost Distribution. 
 
Adobe form
 
In the middle of the form, the current accounting information is displayed and beneath it the new accounting information that is applicable once the PCR is approved. 
 
middle of form
 
Check the comment section, the initiator of the PCR or a previous approver may have provided comments to help determine if the PCR should be approved or rejected. 
As an approver enter comments if desired or needed for clarification of the process.
 
comment section
 
As an approver there are two options, Approve or Reject. The Approve and Reject buttons are located at the bottom of the form right after the Comment section. 
 
approve/reject
 
Click on Approve to approve the PCR. 
 
Approve
 
The following message will be displayed.
 
Approved message
 
Click on the   X Closeto close the window. 
 
Close
 
Return to the Worklist. 
 
Click the Refresh link. 
 
Refresh Worklist
 
The previous Change in Cost Distribution is no longer in the Worklist. 
 
refreshed worklist
 
Process any other items in the Worklist or logoff the portal, if complete.
 
log off