Workflow: Cancellation of Course
Participation
Purpose
The workflow Employee’s Participation Cancellation lets you cancel a course booking that requires approval.
Prerequisites
Depending on the delivery method, you define whether and how a workflow is to be used for the cancellation. You make two entries for each delivery method and learner type in the table Workflow Customizing SAP Learning Solution (LSOWF_CUSTOMIZE):
· An entry for the participation cancellation. Technical name of the workflow for participation cancellation:
¡ Object ID ® 12000004
¡ Object abbreviation ® LSO_APPROVE2
· An entry for participation approval.
In Customizing for SAP Learning Solution choose Training Management® Day-to-Day Activities ® Approval Workflow ® Specify Delivery Method-Dependent Workflow Settings.
The indicators in the table mean the following:
· Delivery method (TFORM)
This indicator specifies the delivery method for which a workflow setting should be defined.
· Activity type (ACTIONTYPE)
This indicator specifies whether the setting refers to the booking or the cancellation.
· Learner type (LEARNERTYPE)
This indicator specifies the learner type for which a workflow setting should be defined. If you want the setting to apply to all learner types, enter * here.
· Task (WF_TASK)
Enter the workflow and its object ID here. SAP Learning Solution requires this indicator at runtime to determine which workflow is running.
· Object type (BO_TYPE)
Select the object type (Business Object) for which an event should be generated when participation is booked or canceled. If you want to enter a Business Object other than the default object LSO_PARTIC, you must ensure that the object has the same key fields as the default object.
· Event (WF_EVENT)
Depending upon the Business Object, you specify what event must be generated to start the workflow. If you want to specify events other than the default events BOOKREQUEST and CANCELREQUEST, you must ensure that the events have the same parameters as the default events.
· Type of event generation (WF_ACTION)
You specify how SAP Learning Solution should react when a learner books or cancels participation in the Learning Portal. The following entries are possible:
¡ D specifies that the participant is booked or canceled directly without an event being generated. The only effect of this is that the field Requestable up to N days before start of course (REQUEST_PERIOD) is evaluated at runtime.
¡ E specifies that the event is generated.
¡ A specifies that an attempt is made first to book or cancel participation. If the learner does not have the required authorization, an event is generated.
· Requestable up to N days before start of course (REQUEST_PERIOD )
You specify how many days participation may be booked or cancellation requested before the start of a course. If this time limit is exceeded in the standard workflows, the booking or cancellation can no longer be made in the Learning Portal. This entry has no relevance for time-independent courses (such as WBT).
· Approvable up to N days before start of course (APPROVAL_PERIOD)
You specify how many days participation or cancellation must be approved before the start of the course. If this time limit is exceeded in the standard workflows, the booking or cancellation is automatically considered as having been approved. This entry has no relevance for time-independent courses. If you use standard workflows, we recommend that you define the REQUEST_PERIOD indicator longer than the APPROVAL_PERIOD indicator. If you do not do so, it may happen that requested participation and cancellations are automatically considered approved and the actual approval is ignored.
You can make these settings for the course type too. You use the Workflow Settings (5041) infotype to do so.
Process Flow
The workflow is triggered when a learner submits a request to cancel course participation in the Learning Portal. The following steps are involved in the standard workflow in SAP Learning Solution:
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1. When a cancellation is requested, the Customizing settings determine whether approval is required and whether a workflow should be triggered.
2. If a workflow is triggered, the employee’s supervisor receives a work item in the SAP Business Workplace inbox. The work item contains all of the data required by the supervisor to make a decision, such as, the cancellation fee, the date, and the course location.
3. The supervisor processes the work item by making a decision about the cancellation. He or she can decide to approve or reject the cancellation request.
¡ If the supervisor approves the request, the booking is canceled.
The cancellation reason is already set in the Learning Portal. It can be generated in one of the following ways:
§ You can specify a customer-specific reason with the Business Add-In LSO_CANCELREASONS_C.
To do so, in Customizing for the SAP Learning Solution choose Training Management ® Day-to-Day Activities ® Approval Workflow ® Specify Cancellation Reason for Participation Rejection.
§ If there is no reason stored here, the SAP system takes the value stored in the switch HRLSO WFSTO.
§ If there is no reason stored here either, the SAP system takes the value stored in the switch SEMIN CCDEL.
¡ If the cancellation request is rejected, the participant remains booked for the course.
Result
You have rejected a cancellation request, or approved and canceled course participation that required approval.
Example
Standard workflow for participation cancellation
If you want to use the standard workflow for participation cancellation, make the following settings in the Workflow Settings infotype:
ACTIONTYPE = CANC (cancellation of course participation)
LEARNERTYPE = *(learners of all types)
WF_TASK = 12000004 (task)
BO_TYPE = LSO_PARTIC (object type)
WF_EVENT= CANCELREQUEST (event)
WF_ACTION = E (Type of event generation)
REQUEST_PERIOD = 0010 (the deadline for requesting cancellation is 10 days before the start of the course)
APPROVAL_PERIOD = 0005 (the deadline for approving or rejecting cancellation is 5 days before the start of the course)