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MSS_WDA_SUB_OVERVIEW - Substitution Overview

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This organizational activity provides you with an overview of the Customizing settings required for Substitution in Manager Self-Service (WDA)(MSS).

Substitution in MSS enables managers to substitute workflow based approvals, non-workflow based approvals, and applications to other users in organization.

In order to configure the Substitution application, you need to carry out the following steps:

1. MaintainTask Classes andSubstitute Profile.

You define task classes, substitution profiles, and assign task classes to the substitution profiles.

• Task classes are used to classify workflow tasks, non-workflow tasks and MSS applications into groups.

• Substitution rules are created for substitution profiles. These profiles are then assigned to a substitute.

• Only the tasks and applications, which are assigned to the corresponding task classes, are substituted to a substitute.

1. Configure Substitution Launchpad.

You define applications which can be substituted by a manager. For the list of applications that can be enabled for substitution, you can use the following Launchpads;

1. MSS /SUBSTITUTION for team specific applications.
2. MSS/EMPLOYEE_MENU for employee based applications in Team Viewer.
3. MSS/ORGANIZATION_MENU for Organization and Position based applications in Team Viewer.

Task classes are assigned to each of the applications so that when a substitution rule is created with substitution profile, only the corresponding applications are visible to the substitute.

1. Implement and activate the BAdI HRMSS_SUBSTITUTION.

You can use the default implementation of the BAdI: Determine Substitution Rules and Application for User or copy and create your own implementation. Substitution Overview application and Work Overview POWL inbox queries both require different BAdI methods to be called.

1. Substitution Rule Maintenance.

You implement and activate the BAdI WF_SUBSTITUTE. This BAdI is called when substitution rules are maintained. There is a sample implementation which handles the following cases:

1. Trigger sending an E-mail to the user
2. Create substitutions in Travel Management
3. Create substitution in E-recruitment.

Note: This implementation must be copied to an appropriate E-Recruitment system and multiple backend capability should be enabled, in cases where E-Recruitment is in a separate system.

Items c and d above are only used if you intend to offer the Substitution functionality centrally and you want eliminate separate entry points for Travel and E-Recruitment substitution.

Caution:The option of rule creation in the E-Recruitment and Travel Management should not be used in the same scenario as the central Substitution concept.

1. Assign connected backend systems to the Inbox.

You do this where substitution rules are being created in a different backend system. Substitution Profiles that being created in the remote system should also be available in the source system from where the rule is created by the manager.

1. Authorization Management:

You define structural authorizations so that they can be used in the case of substitution of services, in Manager-Self Service. A new structural authorization profile can be created which determines the organization unit responsibility, based on current active substitution rule.

• Define task classes, substitution profiles and assign task classes to substitution profiles as follows;

1. Task Classes - Leave and time approval, No classification
2. Profiles - Leave and time approval, All
3. Assign the profile Leave and time approval to corresponding task class and assign 'All' profile to both the above classes.

• Define application in Launchpad Customizing.

Under Launchpad Customizing Role: MSS, Instance: SUBSTITUION, define all the MSS applications that can be substituted, such as Time Recording Dashboard, Attendance Overview, and Manage Course Participation. In the application parameters for each application, set the parameter SUBST_CLASSIFICATION to the appropriate value from the task classes created in step 1.

• Use the default implementation of BAdI HRMSS_SUBSTITUTION to read substitution rules for substitute.

When the BAdI is called in the Substitution Overview application the BADI implementation reads the substitution rules and checks if the application is substituted for the user who is logged in.

When the implementation is called for non-workflow based items in POWL (Work Overview Inbox) queries, it reads the substitution rules and returns users who have assigned the logged in user to be a substitute. The application ID is passed to the BAdI implementation, and the implementation maps the application ID to the task classification, defined in customizing. (For standard POWL queries application id is passed as follows - Leave Approval query - SAPARQ, Time Recording approval - SAPTR, Clock-In/ Out approval - SAPCICO, Task Monitoring - SAPROD, Birthdays and Anniversaries - SAPBDAY.)

• Implement and activate BAdI WF_SUBSTITUTE

There is an example implementation which triggers E-mail, creates a substitution rule in Travel Management and creates a substitution rule in E-Recruitment.

• Assign backend system to MSS Inbox.

Create an RFC destination to the E-Recruitment system and maintain the destination ID for the MSS Inbox POWL application ID MANAGER_MSS_INBOX_2.

• Define structural authorizations so that authorizations can be handled for Manager Self-Service applications in substitution.

Create a structural authorization profile with a function module that determines the root object. Function module HRMSS_SUBST_GET_ORG_ASSIGNMENT can be used directly, which determines the root organizational unit based on active substitution rules. Active substitution rules are read using the BAdI HRMSS_SUBSTITUTION. Users who are eligible as possible substitutes can be assigned to this profile.

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