Maintaining Substitute in SAP

Look After Arrangement

&
Diversion of SBWP
[SAP Business Work Place]

Bharat Sanchar Nigam Limited

(A Government of India Enterprise)
Bharat Sanchar Bhawan,
Harish Chandra Mathur Lane,
Janpath, New Delhi -110001
(ERP Helpdesk)

Version 1.0 Dated: May 2015

Version Control

Date Version Author Change description

Sunil Gupta,
DM (ERP)
BSNL CO
May 2015 1.0 Initial document
ERP Helpdesk
Telephone 9412223889
9868523889

Version 1.0 Approved by

Mr. Manish Garg

Addl GM (CIT)
Telephone 98681044559
 PREFACE

After implementation of ERP system, the work flow for various

activities is through SAP Business Work Place [SBWP] for
activities done through SAP e.g. Approval Process of Purchase
Requests, Purchase Orders, Service Entry Sheets, Invoices and
Temporary Advance etc. to name a few. Similar work flow
prevails for personnel matters in cases related to personal claims,
leaves / joining, loans and advances etc. through Universal Work
List in ESS.

It is necessary for all the users to clear their Inbox in SAP

and Universal Work List in ESS before proceeding on leave
/ tours / transfers / separation.

However in case of absence due to Leave or Tour, the work flow

needs to be diverted to another substitute i.e. to another user,
who is designated to look after the works in absence.

In ESS it is possible to divert the assignments by making looking

after arrangement in Position through T Code PO13. Most of the
units are familiar with this process and are using the same
already. The procedure is attached herewith [Part-I].

Diversion of work flow in SAP is also possible by maintaining

substitute. Procedure for the same is attached herewith for
guidance of all [Part-II].

Some points are to be kept in mind while using this feature:

a. All pending items in the inbox to be cleared before

maintaining substitute.
b. The end of substitution may be defined up to 31.12.9999 as
extension can only be done by the person, whose substitute
is to be assigned.
c. Adoption of substitution by the user defined as substitute is
mandatory for activating the diversion of work flow.
d.Substitution to be deactivated at once upon joining back.
 PART-I

Look After Arrangement

This can be done by the HR administrator of the user for whom
diversion is desired.

It enables diversion of work flow in Universal Work List of

substituted user [Looking After User] in ESS.

Position IDs of Both the users are required

User A – Whose work is to be Looked After

User B – Who has to look after the work of User A

Log into the system by the HR Administrator

ID & Password
Execute T Code PO13 – Maintain Position

Execute T Code PO13

Maintain Position screen opens. 1. Enter Position ID, 2. Select Relationship and
3. Click on Icon to create Infotype

3. Create Infotype

1. Position ID

3. Relationship
Another Screen “Create Relationship” Opens. 1. Maintain Period 2. Select
Relationship type and enter
1. Maintain Period From - To

2. Click Relationship Type, Select “Looked

After” for User A “Is Looking After” for User B
Select type of Related Object in the drop down as Position

Related Object [Position]

1. Enter ID of the Related Object [Position ID of User B] and press Enter.
2. Save the created relationship

2. Save

1. Position ID of related object

1. Relationship Record is created.
2. Check over view to see the created Infotype

2. Overview

1. Record created
Created Relationship is viewed

Relationship is viewed
 PART-II

Diversion of Work Flow for Approval

SBWP
SAP Business Work Place
Log into the system by the user whose substitute is required to be maintained
for SBWP

ID & Password
1. Go to “Menu” tab and
2. Select Business Workplace in the drop down

1. Menu

2. Business Workplace
Go to 1. “Settings” tab 2. Select “Workflow settings” in drop down and further
select 3. “Maintain Substitute” in the drop down

1. Settings

2. Workflow settings

3. Maintain substitute
1. A “Personal Substitutes” window pops up. 2. Select user line with icon and
3. click icon Create Substitute

1. Personal Substitutes

2. User Line

3. Create Substitute
Another window 1. “Choose substitute Type” pops up. 2. Select Object Type
“user” and 3. press enter or click on icon

1. Choose Object Type Window

2. Choose Object Type

3. Click
In the window “User (1)” which pops up 1. Define Search parameters and
enter or 2. click on icon Select “User” who is to be defined as substitute

1. Define Search Term

2. Click
A list is displayed as per Search Parameters. 1. Select “User” who is to be
defined as substitute and enter or 2. click on icon

1. Select User

2. Click
A list is displayed as per Search Parameters. 1. Select “User” who is to be
defined as substitute 2.Check “Substitution Active” box and 3. click on icon
Save

1. Define period for substitution

and Select Profile ALL

3. Click

2. Substitution Active
Substitute is defined and a confirmation window pops up.

Substitute is defined
Log into the system by the user who is defined as substitute for SBWP for
Adoption of Substitution

ID & Password
Go to 1. “Menu” tab and 2. Select Business Workplace in the drop down

1. Menu

2. Business Workplace
Go to 1. “Settings” tab 2. Select “Workflow settings” in drop down and further
3. select “Adopt Substitution” in the drop down

1. Settings

2. Workflow settings

3. Adopt substitution
Substitution is Selected and a window pops up. 1. Check Boxes to select
Substitute 2. Click Continue 3. Substitute is selected

1. Select Substitute

2. Enter or Click

3. Message is displayed
Upon next visit to the SBWP by the Substituted User, a window pos up for
confirmation of adoption of Substitution. Check the box and click icon to Adopt

1. Check to adopt substitution

2. Enter or Click
Log into the system by the user whose substitute is required to be
Deactivated/Delimited for SBWP

ID & Password
Go to 1. “Menu” tab and 2. Select Business Workplace in the drop down

1. Menu

2. Business Workplace
Go to 1. “Settings” tab 2. Select “Workflow settings” in drop down and further
3. Select “Deactivate Substitute” in the drop down for Deactivation

1. Settings

2. Workflow settings

3. Deactivate substitute
In the Personal substitutes window 1. Select user to be deactivated and then
2. Click Deactivate. 3. Deactivation message is displayed

1. Select User to be De-activated

2. Click Deactivate

3. Message is displayed
Go to 1. “Settings” tab 2. Select “Workflow settings” in drop down and further
3. Select “Maintain Substitute” in the drop down for Delimiting

1. Settings

2. Workflow settings

3. Maintain Substitute
For Delimiting 1. Click on Delimit icon . 2. Maintain the Delimit date in the
Delimit Substitution window and 3. Press enter to delimit the record.

2. Maintain Delimit Date

1. Delimit
Substitution record is delimited and Assigned until is modified accordingly.

Substitution is delimited
Go to 1. “Settings” tab 2. Select “Workflow settings” in drop down and further
3. Select “Maintain Substitute” in the drop down for Deletion

1. Settings

2. Workflow settings

3. Maintain Substitute
For Deletion 1. Select the record to be deleted and 2. Click on icon .

1. Select Record for deletion

2. Click on Delete Substitute

Substitution is deleted accordingly.

Relationship is deleted