Basic Concepts for Working with Activity Groups in Software

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Basic Concepts for Working with Activity Groups
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To access the activity group maintenance screen, select Tools Administration User maintenance Activity groups, or alternatively enter PFCG in the command field. The system will display a screen like the one in Fig. 9 22.
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Creating Activity Groups
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Figure 9 22: Activity group initial screen. Activity group maintenance includes two different views: The basic maintenance view allows all functions for activity groups to be accessed and menus and authorizations to be selected. However, this view can only be assigned to user master records, and does not allow for maintaining validity dates. The overall view (organizational management) is a more comprehensive view that can display all the assignments for an activity group. It allows tasks to be linked with activity group and validity dates to be changed. This view is tightly related to the personnel development HR application, so it is useful for users working in organizational management. Activity groups are assigned to agents. There are several types of agents. The most common is the user master record; however, there are other types of organizational agents that can be created within the Human Resource module, such as organizational units, positions, jobs, persons, or work centers. Activity groups can be created with or without responsibilities. The concept behind responsibility within activity groups is based on an organizational object such as position or job role, but this is really a tool that can be used to differentiate the authorization profiles generated with activity groups. This is useful for defining the authorizations for people who perform the same functions but in different company areas: they have the same position but different job roles. Activity groups with responsibilities are used for associating one set of activities with one or more authorization profiles, which can later be assigned to users or agents.
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When creating activity groups, you can decide whether to create them with or without responsibilities. Without responsibilities, the basic steps are: 1. Create the activity group. 2. Select the transactions from the company menu or the work flow tasks (in overall view). 3. Complete the authorizations for chosen activities. 4. Generate the profiles. 5. Assign the profiles to agents (users). When choosing responsibilities, the basic steps are quite similar: 1. Create the activity group. 2. Select the transactions from the company menu or the work flow tasks (in overall view). 335
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Creating Activity Groups 3. Create responsibilities. 4. Complete the authorizations for chosen activities for each responsibility. 5. Generate the profiles for each responsibility. 6. Assign responsibilities to agents (users). The following example shows how to create a simple activity group for the purchasing department users, providing them with authorizations for creating purchasing orders when the vendor is known (transaction code ME21) and for changing and displaying purchasing orders (transaction codes ME22 and ME23). These are the steps: 1. Access the main activity group screen by selecting Tools Administration User maintenance Activity groups, or enter transaction code PFCG in the command field. The system will display the Edit Activity Group screen. 2. Enter the name for the activity group, select the basic maintenance view, and click the Create icon on the application toolbar. The system will display a dialog box for deciding whether to allow responsibilities for the activity group. For this example, select No. The system will display a new screen similar to the one shown in Fig. 9 23.
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Figure 9 23: Creating an activity group. 3. Enter a brief description in the Name field, and click on the Menu push button within the Activities box. The system will display the menu tree for the company menu, with all traffic lights red. 4. Click on the plus sign on folders to open their contents. In our example, click on the plus signs on Logistics, Materials management, Purchasing, Purchase order, Create. Finally, mark the square box next to Vendor known. You will see traffic lights turning to green. On the same level as Create and below, mark the square box next to Change and Display. If you want to display the transaction codes, select Edit Technical name Technical name on. Save your selection by clicking on the Save icon on the standard toolbar, and click the Back icon. 5. You will return to the previous screen. The next step is to maintain the Authorizations, by clicking on the Authorizations push button. The system first displays a new screen where you have to maintain the organizational levels. In this case, these are the Purchasing group, Purchasing organization, and Plant. You can input simple values or ranges, or enter a wildcard such as * to indicate all organizations. Fill in the fields or click on the Complete authorization push button if you want to allow authorization on all organizational levels. The system will display the activity group browser view, as shown in Fig. 9 24.
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