Approval - RootITUp Special Booking

The Approval - RootITUp Special Booking workflow in Matrix42 is a comprehensive process designed to manage and approve special requisitions that involve positions not recognized as known materials within SAP S4/Hana. This workflow is crucial for ensuring that all bookings meet the company's standards and requirements before approval. The workflow is divided into three main parts, each with the potential to reject the booking based on specific criteria. This guide will provide you with a detailed understanding of the workflow, its components, and the possible outcomes.

Overview

The Approval - RootITUp Special Booking workflow is structured to evaluate each booking request through a series of reviews and approvals. The process is divided into three main stages:

• Initial Review by IT Procurement Team: This stage involves a general assessment of the booking positions to ensure they meet basic requirements and are not already available in the SSP (Self-Service Portal).
• Sourcing of Positions: The IT procurement team attempts to source the requested positions. If appropriate suppliers cannot be determined, the position is rejected.
• Managerial Review: The final stage involves the recipient's manager reviewing the entire booking and making the final decision on approval or rejection.

Workflow

1. Information Collection: The workflow begins by gathering all necessary details about the booking, including the type of service requested and recipient information.
2. Position Requested: All positions within the special requisition are marked as 'requested'. This status indicates that the positions are under review and have not yet been approved or rejected.
3. Approval by IT: The corresponding IT procurement team conducts an initial review based on the service type. This review focuses on general sensibility and redundancy checks against the SSP.
4. Rejection: If any positions fail the initial review, a rejection email is sent for those specific positions. If all positions are rejected, the entire booking is considered rejected.
5. Approval Ticket: A more detailed review is conducted alongside an approval ticket. The responsible person within the IT procurement team updates the requisition information and may reject further positions based on this in-depth analysis.
6. Rejection: Similar to step 4, if positions fail the second review, rejection emails are sent. If all positions are rejected at this stage, the entire booking is rejected.
7. Approval by Manager: The final decision rests with the recipient's manager, who reviews the complete booking. The manager has the authority to approve the booking, potentially with only a subset of the originally requested positions, or reject it entirely.

Possible Outcomes

The workflow is designed to ensure that only bookings that meet the company's standards and requirements are approved. There are four possible outcomes:

1. Direct Rejection by IT: The booking or all positions within the special requisition are completely denied.
2. Rejection by IT During Sourcing: Positions are denied during the sourcing process.
3. Rejection by Recipient's Manager: The manager decides against the booking.
4. Partial or Full Acceptance: The booking is approved, possibly with only a subset of the requested positions.