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    Judy Hamner
    Requisition Re-assignment when assignee is on vacation
    Topic posted April 23, 2019 by Judy HamnerSilver Trophy: 7,500+ Points, tagged Create Requisition, Requisition Processing, Update Preparer and Requester 
    226 Views, 17 Comments
    Title:
    Requisition Re-assignment when assignee is on vacation
    Summary:
    Currently Vacation Rules are available for use in BPM/workflow. Is there functionality that would forward a requisition that is reassigned to a new preparer if the assignee is on vacation?
    Content:

    We have a business process where requesters reassign requisitions to preparers that are responsible for adding the accounting information to the requisition prior to submitting for approval.  If the preparer is on vacation, is there a way to have the reassigned requisition to an alternate preparer.  This would be similar to the vacation delegation functionality in approval workflow. 

    thanks,

    Judy

    Comment

    • Ashok

      Hi Judy

      I take it you are aware of the Update Preparer and Requester feature that we support currently. But reading the analogy you describe, it sounds as though you want this to be 'temporary' and somehow revert to the original preparer once he/she is back from vacation. The latter part is not supported but most customers seem fine with doing this manually. Did I read your requirements correctly?

    • Judy Hamner

      Thanks, Ashok.  I am referring to a temporary fix that would revert back, similar to the vacation delegation in workflow/BPM. 

      Regarding the Update Preparer and Requester feature:  We do not currently use this functionality as we don't generally let our end users schedule processes in the system.  In order to use this, it appears that it can only be scheduled by the person that needs to be replaced (e.g. the person that is going on vacation).  Is that correct?  I can see where this would mimic the vacation delegation, it is just a bit more complicated for our end users.

      Judy

       

       

    • Ashok

      Hi Judy

      No, there is no such limitation that only the user that is going on vacation must be the one to perform this. I can get you some more details tomorrow.

    • Judy Hamner

      Ashok, I have attached a screen shot of the job parameters.  Please note that there isn't an option to change the "Person to be replaced".  It defaults to me as the user and cannot be changed.  Perhaps there is a configuration or security role that we don't have set up correctly?

      Thanks for your help,

      Judy

    • Ashok

      Here is the detail you probably need to experience intended behavior. Could you assign the privilege needed and see if it works to your requirement?

       If the user does not have the Reassign Requisition privilege, the Person to be Replaced field will be a read-only text field and it will default to the name of the signed-in user.

    • Judy Hamner

      Thank you Ashok!  I will check on that privilege and let you know if it fixes my issue. 

      Judy

    • Judy Hamner

      Ashok, Adding the privilege allowed me to edit the Person to be Replaced.  Thank you.

      Now my question is - does this process update the Preparer on ALL requisitions or just new ones as of the date of the scheduled process?  If it is ALL, then they will lose association with requisitions that are in process while they are on vacation. 

      For example, the preparer has 10 requisitions that are currently in workflow and 5 that have been approved and POs have been created.  If I run this process, will the preparer be replaced for all of these requisitions?  This is not what we would want to happen in this specific situation.

      Thanks,

      Judy

    • Ashok

      Hi Judy

      This is how the feature works:

      Update Preparer and Requester: Explained

      Reassign procurement transactions if an individual leaves your company, changes business units, changes job roles, or is on a leave of absence. Reassigning procurement transactions ensures that transaction flow is maintained.

      Use the Update Preparer and Requester page to perform reassignments. You can update the Entered by person for the requisition, the requester attributes on requisitions, and requester attributes on purchase orders.

      Update Preparer and Requester

      From the Update Preparer and Requester page, you can:

      • Replace a preparer if the requisition contains at least one line that is pending approval.

      • Replace a requester if the following conditions are met:

        • Requisition line is pending approval.

        • Approved requisition line that is not associated with a purchase or transfer order.

        • Approved requisition line that is associated with a Purchase Order line schedule with status not finally closed, or canceled.

        • Purchase Order Distribution line with schedule status not finally closed, or canceled.

        • Purchase Order Distribution line that is a part of a change order with status not canceled or processed.

      • Replace a change initiator on Purchase Orders with status not canceled or processed, and that were initiated by a preparer.

      Restart Approvals for Pending Requisitions

      To automatically restart approvals when requisitions with status Pending approval are updated, set Restart Approval After Submission to Yes on the Update Preparer and Requester page.

    • Judy Hamner

      Thank you Ashok.  This is very helpful.  I appreciate your timely responses to the questions posed on this forum.

      Judy

    • Ashok

      Happy to help!

      Cheers

      Ashok

    • Judy Hamner

      I was able to test the job this morning and it did work exactly how you indicated.  However, it does not pick up any requisitions that have been reassigned but not yet submitted into workflow.  So that is the missing piece for us with our current business process. 

    • Ashok

      That means the requisitions are not yet in a Pending Approval state? I understand and as described earlier, that is expected behavior.

    • Ramesh Bomma

      Hi Ashok,

      I am looking for some documentation with respect to Procurement on how the Functionality should work for following

      - Reassigning of Approver
      - Skip Current Assignment
      Above two tasks are used when there is no vacation rules are set and Admin tries to reassign and ending into issues
      i am looking for a documentation in General how these two functionalities should work

       

      Thanks,

      Ramesh

    • Ashok

      I found 2 links (not specific to Procurement). As these are BPM constructs, they apply just as-is is my understanding.

      https://docs.oracle.com/middleware/12213/oig/OMUSG/managing-pending-approvals.htm

      https://docs.oracle.com/html/E10224_05/bp_worklist.htm

    • Judy Hamner

      Thank you for looking into this.  Since we are looking for something that would re-assign prior to the requisition being initiated into workflow, it appears that this functionality doesn't exist.  Everything appears to be only for requisitions that are currently in workflow.  

      Judy

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