Approval of Employee’s Attendance Booking (SAP Library - Training and Event Management (PE))

Approval of Employee’s Attendance Booking

Purpose

The workflow Approve Employee’s Attendance Booking (PE_APPROVE01) lets you approve and book an employee’s event attendance request that requires approval.

You can use this workflow for the Employee Self-Service Training Center (PV7I). Employees can use this service to view the training offering in your event catalog and enroll themselves for events or submit attendance requests where relevant.

See also:

Service Training Center

Prerequisites

You have activated (value X) the switch WORKF ACTIV in table T77S0.

The workflow event requested of the Business Object PDRELA_025 has been used to maintain the triggering event.

Agent assignment in step 88 Approve Attendance Booking has been maintained (for example, supervisor role 00000168).

Agent assignment in step 120 Book Attendance After Error has been maintained (for example, Training Administrator role SAP_HR_PE_TRAININGADMIN).

If the workflow is to be triggered from the Employee Self-Service Training Center (PV7I), you must ensure that the user authorizations have been maintained accordingly (no authorization to book ® workflow event generation).

Process Flow

The workflow is triggered when an employee who is not authorized to book attendance at an event him or herself, tries to make an attendance booking (workflow event PDRELA_025 ® Requested) in the Employee Self-Service Training Center (PV7I). The following workflow steps are involved and can then be triggered:

A work item is generated for the employee’s supervisor, enabling the supervisor to process the attendance request. The supervisor can decide to approve or reject the request.

If the supervisor approves the attendance request, the employee is automatically booked for the event. The system then checks whether the booking was successful. If attendance was successfully booked, the employee receives automatic notification by mail that the booking has been made.

If errors occurred in the automatic booking, a work item is generated for the administrator responsible (role SAP_HR_PE_TRAININGADMIN), who can then make the booking manually.

If the supervisor rejects the request, the employee is notified by mail that the request has been rejected.

The workflow is terminated prematurely if the attendee requests cancellation of the booking that is the subject of this approval workflow in the Employee Self-Service My Bookings (PV8I): (workflow event PDRELA_025 ® DELETEREQUESTED). This can result in the workflow Employee’s Attendance Cancellation (PE_APPROVE02) being called.

Result

As the graphic illustrates, any of the following events can end the workflow:

The check shows that attendance has already been approved.
The supervisor rejects the attendance request. The employee is automatically informed by mail.
The supervisor approves the attendance request and the booking is made successfully. The employee is notified of this by mail.
The supervisor approves the request but an error occurs with the automatic booking. In this case, the administrator receives a work item in his or her workflow inbox.
In the Employee Self-Service My Bookings (PV8I), the attendee subsequently requests cancellation of the booking that he or she has requested. This can result in the workflow Employee’s Attendance Cancellation (PE_APPROVE02) being called.