PROJECT A-SURE

Workflow Approval

Materials Management
PURCHASE REQUISITION

CUSTOMER: PTCL
IMPLEMENTATION PARTNER: SIEMENS PAKISTAN

Date: 9th July, 2009

Author(s): MM Team, Siemens

Name Signature Date

Project Director PTCL: Mr. Niaz Malik
Project Manager Siemens: Mr. Naeem Ahmed
Document Number:

Document Number Document Date

th
BBP-PHB-MMPRWF-01/001 9 July , 2009

Version History

Version Number Version Date Summary of Changes Ref: Minutes of Review

Version 01/001 9th July , 2009

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 WORKFLOW APPROVAL AGREEMENT
Signing this section records your agreement to the contents of document, and confirms that the
workflow is as per requirements. This also records you go ahead to move the workflow configuration
to the SAP Production System.

Name Designation Date Signature

Project Management Office
Mr. Abdul Basit General Manager ERP, PTCL
Mr. Naeem Ahmed Project Manager, Siemens
Quality Assurance
Mrs. Beenish Zeeshan Quality Engineer, PTCL
Mr. Ghulam Murtaza Quality Manager, Siemens
Process Owners

Siemens Consultants
Mr. Farooq Rifai Module Lead, Siemens
Miss Asma Saleem Consultant, Siemens

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 TABLE OF CONTENTS

1.LEGEND....................................................................................................................5

2.RELEASE PURCHASE REQUISITION:...................................................................8

2.1.PR CREATION & SINGLE STEP RELEASE WORK FLOW:.................................................................8

2.2.PURCHASE REQUISITION RELEASE FULL REJECTION........................................................................9
2.2.1.WORKFLOW PR RELEASE (PROCESS FLOW)...........................................................................................9
2.3.PURCHASE REQUISITION CHANGED.............................................................................................10
2.3.1.WORKFLOW PR CHANGE (PROCESS FLOW)..........................................................................................10
2.4.RELEASE REQUISITION CALLED BACK.........................................................................................11
2.4.1.WORKFLOW PR CALLED BACK (PROCESS FLOW)..................................................................................11

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1. Legend
The following describes the symbols used in the process maps:

Blue Dotted Outline: Any symbol dealing with SAP System

Green Dotted Outline: Remote Access to SAP System

Serial No. Symbol Explanation

This is the normal step in the
process and is to be performed by
1 the nominated prsition

This is a decision step

Where the box crosses the Prsition

Bands it indicates joint resprnsibility
3 for the task ( Please see the
workflow for details of prsition
bands )

This indicates that there is another

process map detailing this step.
There would normally be a hyperlink
4 to this process map

A shadow on the box indicates a

formal meeting of the nominated
functions. There would normally be
5 a meeting definition document which
would outline the purprse, outcome,
attendees, agenda etc

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Serial No. Symbol Explanation
This is a decision step supprrted by
information in SAP (normally not in
Hardcopy). (Blue dotted outline)

This indicates that there is an entry

or change required to be made in
SAP. There would normally be a
hyperlink to the transaction or
7
training module. (Blue dotted outline)

This indicates that there is a form or

reprrt required to be completed by
the nominated prsition outside of
8
SAP

This is a reprrt or document

generated from SAP. (Blue dotted
outline).
9

This indicates connection to and

from a symbol which signifies remote
10 access to SAP

This indicates an automatic

electronic notification that the next
11 step in the process can be
commenced. This can be done by
Workflow or auto-fax etc

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Serial No. Symbol Explanation
This indicates remote access to SAP
via devices such as bar code readers,
palm pilots etc. (Green dotted outline).
12

This indicates a data file either

generated from SAP or used to load
into SAP. (Blue Dotted Outline)

13

This indicates entry into a computer

system other than SAP e.g. excel

14

This symbol indicates the start and

end of the process.
15

<Process Name>
This symbol indicates the continuation
of the process map to a different page
16

This symbol indicates the continuation

of the process map to another place
17
on the same page.

This is the step in the process that is

to be performed automatically by
18 SAP. (Blue Dotted Outline)

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2. Release Purchase Requisition:
Purchase requisition will be created and approved Following messages will be sent to the
respective users as per the action done by the approvers.

2.1. PR Creation & Single Step Release Work Flow:

As the manager creates the purchase requisition and releases in the system to the next level
of approval following message will be generated.

Flow: One Step Upward

As SM/GM/EVP/SEVP releases the PR following message will the accelerated by the

System:

PR No.___________ released by -----Designation-----

Flow: All Steps Downward

As per delegation of Power SM/GM/EVP/SEVP approves the PR following message will be

accelerated by the System:

PR No.______________ approved by -------Designation------ Please login system for details

Flow: All Steps downward plus additional notifications to pre defined users after the final
Approval

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2.2. Purchase requisition Release Full Rejection
In case in the hierarchy any Approver want to reject the PR based on some mistakes or change to
be incorporated following message will be accelerated by the System:

PR No. ----------Release has been rejected by---Designation---- for correction.

Flow: All Steps Downward

2.2.1. Workflow PR Release (Process Flow)

TB-MM-PUR-015 Purchase Requisition Workflow

Start 1 2 3 8
PR saved in Workflow Notification Email Rejection Notification End
SM

system Activated sent to first approver Email received from

16 subsequent approver
Review PR PR B
A

7
Rejection Notification Email
4 No sent to preceding approver
5 6 14
PR received in
GM

Review PR Approve 15 Rejection Notification

SBWP Workplace Yes
9 Amendment Email received from
PR
Notification Email sent to2nd subsequent approver
Yes level approver A No B

13
10 12 Rejection Notification Email
11 No 22
PR received in Approve sent to preceding approvers
EVP

SBWP Review PR 23 Rejection Notification

Yes Amendment
Workplace Email received from
17 subsequent approver
PR rd
Yes Notification Email sent to3 A No B
level approver

21
18 Rejection Notification Email
PR received in 19 20 No sent to preceding approvers
SEVP

SBWP Review PR Approve

Workplace 24 End
PR Notification Email sent to4th
Yes level approver

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2.3. Purchase requisition Changed
As purchase requisition value or quantity will be changed, a notification will be send to the users
who have already approved or received a notification for pending approval, and if the modification
exceeds the price limit, the purchase requisition release strategy will be reset and the workflow will
be initialized.

PR No. --------has been changed by ----designation---- from login ------------ (Manager's Login)

Flow: All Steps Upward & respective Purchase Group

2.3.1. Workflow PR Change (Process Flow)

TB-MM-WFPRCH-001 PR change Workflow

A
2
1
start change value/
Approved PR
Manager

qauntity
No End

Yes 4
change Notification
3 Received
Send Notification No
to Next Level

5 6 7
No Pending for Yes change Notification Change value/
manager

approval received
Senior

Quantity
(SM)

9
8 change Notification
A Send Notification to Yes Received
Next Level & Prev. All

10 11
Pending for Yes change Notification
No approval received
Manager

A
General

(GM)

13 12 14
Yes Send Notification to Yes Change value/ No change Notification
A Next Level & Prev. All qautnity Received

15 16
No Pending for Yes change Notification
A
Exec.Vice
President

approval Received
(EVP)

19
A 18 17 change Notification
Send Notification to Yes Change value/ No
Received
Next Level & Prev. All qauntity

20 21
Senior Exec.Vice

Pending for Yes change Notification

No approval Received A
President
(SEVP)

23 22
A No
Send Notification to Yes Change value/
Next Level & Prev. All quanity

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2.4. Release requisition Called back
In case in the hierarchy any Approver wants to call back the PR following message will be
accelerated by the System:

PR No. --------has been called back for correction & release by ---designation--- from login ------------

Flow: One step upwards and all Steps Downward

2.4.1. Workflow PR Called Back (Process Flow)

TB-MM-WFPRCB-001 PR Called back-Workflow

A
2
1
start Approval called No End
Manager

PR released
back

4
Yes
Called Back
No Notification Received
3
Send Notification to
Next Level

6 7
5
No Yes Called Back Approval called
manager

Approved?
Notification received back
Senior

(SM)

9
8 Called Back
A Send Notification to Yes Notification Received
Next Level& Prev. All

11
10 Yes Called Back
No
Approved?
Manager

Notification received
General

(GM)

14
13 12 Called Back
A Yes Send Notification to Yes Approval called No A Notification Received
Next Level& Prev. All back

16
15 Yes Called Back Notification
No
Exec.Vice
President

Approved? Received
(EVP)

19
18 17 Called Back
A Send Notification to Next Yes Approval called No A Notification
Level & Prev. All back Received

21
Senior Exec.Vice

20 Yes Called Back Notification

No
Approved? Received
President
(SEVP)

22 23
A Approval called No A
Send Notification to Next Yes
Level & Prev. All back

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