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Time Approval Portfolio and Project Management
A PLM Consulting Solution Public
Time Approval The PPM Consulting Solution “Approval Dashboard” streamlines the process of time recording verification. The solution allows a project manager to either approve or decline selected time recordings.
The Approval Dashboard displays recorded times of business partners who are assigned to projects the user is responsible for. Furthermore, other important information such as the role the business partner is staffed on, assigned tasks, project name, status of booking and already booked time can be displayed.
Time Approval
Our Service
An implementation-ready Solution
Implementation of the Solution
Documentation of the Solution
6 Months of Bug fixing
Optional Online Scoping Session and/or Presentation at Customer
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Time Approval Functionality Overview
Selection of business partners, projects, roles, tasks and statuses
List view of recorded times (using standard ALV technology)
Approving and declining of time recordings; field to enter reason for declining
HTML E-Mail to business partner after declining time recordings
Integration with SAP CATS or other customer developed solutions
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Time Approval Process in Standard (CATS)
1. The employee is staffed to a role
2. Time records are reported to WBS elements, using the cat2 transaction
3. After the records are released for approval, the line manager can decide whether to approve or decline the recorded times.
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Time Approval Process in Standard (ESS)
1. The SAP PPM business partner is staffed to a role 2. Time records are reported to the project, using the WebDynpro ESS 3. After the records are released for approval, the line manager has to access the
backend to approve the recordings The process and backend functionalities are not optimized to this scenario as they have not originally been designed for SAP PPM.
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Time Approval Process with Approval Dashboard
3. After the recorded times are released for approval, the project manager uses
the Approval Dashboard to get a clear overview of the times to be approved. As Approval Dashboard is fully integrated with SAP PPM he can use selection criteria to cluster the times he needs to approve.
4. If time recordings are declined by the responsible project manager, an email is generated automatically to inform the business partner about the reason for the decline.
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Time Approval Solution Integration Scenarios
With sophisticated time recording, the customer has the advantage to have full control over who enters which effort, and therefore can introduce a real time approval and monitoring process.
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Time Approval Standard Selection Screen
The responsible project manager can select different modes of display: All time records to be approved Only the time records of a certain project Time records for a certain project member or Time records in a given time frame
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Time Approval Extended Selection Screen
The “Extended Selection” allows the user to further specify the selection by adding additional attributes: Task Role WBS element Status (specific time record status)
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Time Approval Search Help for Selection Criteria
Search helps can be used to fill the selection criteria as in SAP GUI
Only relevant objects are displayed allowing for a less time consuming selection.
For example, if the user is not authorized to see the time records on a certain project, the project does not appear in the search help.
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Time Approval Authorization object in PPM project
Approval authorizations can be set for projects, phases and for tasks (customizable). It is possible to allow either only to view the recorded times (TimeRead) or to view and approve them (TimeAppr).
The authorizations can be assigned to users, user groups, HR-organizational units and roles. This authorization is treated like any other ACO authorization.
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Time Approval User Variants in Approval Dashboard
Create preset selection criteria and settings Via “Load”, “Save” and “Delete Variant”, the user can create and change
reporting variants, as in other SAP GUI applications.
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Time Approval Results in Approval Dashboard
Depending on the selection, the system comes up with a resulting table The staffing the user is responsible for approving is displayed for each task Sums are highlighted and show how much time the selected business partner
has recorded in sum.
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Time Approval Additional Information in Result Table
Together with the needed attributes, the approval dashboard provides you with: The overall recorded time on this role or task The overall approved time on this role or task The left time on this role or task (task/role effort - approved time)
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Time Approval Approve Times
After approving the selected records they are shown in status “Approved”. This status cannot be changed (the approval and decline buttons disappear).
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Time Approval Decline Times
After declining time recordings, a popup appears allowing the user to enter a reason for declining
After entering a reason, the selection is displayed in status “Approval Rejected” along with the reason entered.
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Time Approval Actually Saving Time Approvals & Declines
Up to this point all decisions are stored only in the internal buffer
To write the approvals/declines to the database, the “Save” button is used
In case of wrong entries, changes can be discarded using the “Undo” button.
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Time Approval Emails are being sent for declined Times
For declined time recordings an HTML email is generated and sent to the
responsible business partner
The responsible business partner is asked to correct his records or get in
contact with the approver
The email contains links to the SAP PPM projects, tasks and roles.
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Time Approval Integration to Project Management
The approval dashboard is offered as additional tab strip in SAP Project Management and can be launched from there.
Further possibilities would be: Started from the NWBC Used as standalone WebDynpro application
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Time Approval Integration to Project Management on Task Level within a Project
possible to display the recorded times directly for a certain project, task,
phase or role within SAP PPM depending on customizing
additional tab is shown for the project element, directly displaying the
records for this project element and its sub elements
Approval is also possible there, but saving of the changes is done via the
usual SAP PPM save button.
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Time Approval Generic Integration Approach to other Time Sheet Applications
generic interface for assigning a Time Sheet application
Included with this
consulting solution is an integration with SAP CATS and an alternate scenario for non CATS customers
All integrations can
run in parallel, differentiated by the project type.
Approval Dashboard
SAP CATS
Alternative Scenario
(next slide)
Others
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Time Approval Alternative Time Recording Integration without using SAP CATS
The user does not record the time via CATS, but sets it directly in PPM
Effort changes are recorded by the alternate integration and written to a
customer table
The time of the change is taken as the working date, the user as the
working business partner
The responsible approver can display these recordings in the approval
dashboard and approve or decline
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Time Approval PPM-Based Approval Functionality for Time Records
The Consulting Solution “Time Approval” streamlines the process of time recording verification. The solution allows a project manager to either approve or decline selected time recordings.
Business Challenges
You seek to have time approval functionality for project managers
You want to be able to check on time records from external employees
You strive to have a general overview on time records per project
You only have limited project resources
Ensure correct billing from external partners
Ensure correct usage of project budget
Slim and robust time approval process
Reduce administrative time
Cost reduction through efficient processes
Selection of business partners, projects, roles, tasks and statuses
List view of recorded times (using standard ALV technology)
Approving and declining of time recordings; field to enter reason for declining
HTML e-mail to business partner after declining time recordings
Integration with SAP CATS or other customer developed solutions
Key Features
Business Benefits
Availability, Technical Details
Available for SAP PPM 6.0 and SAP PPM 5.0
Delivery via transport
Distributed ERP systems are supported
Complete documentation of all development objects
Contact
SAP Note: 1238739
SAP Service No.: 50109202, Enhancement Services for SAP PPM
Contact: [email protected]
Related Services List of Open Points Periodic Status Management PowerPoint Export Risk Management Time Recording
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Contact Information
Tobias Gläser
SAP Deutschland AG & Co. KG Hasso-Plattner-Ring 7 69190 Walldorf, Germany
M +49 160 908 23181 [email protected]
SAP Portfolio and Project Management Consulting
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