MAINTAIN APPROVAL RECORDS#

The function ‘UDAP-Update Approval Records’ was developed to apply any changes made to approvers that are tied to an outstanding approval record (i.e. status equals: ‘Ready To Be Approved or Approval in Progress). The records will be up to date with start and end dates of approval process, designated approvers etc.

For example, if an approver was terminated or on a leave of absence and a designate was identified, then UDAP could be run to update any outstanding approval records with the designate, so that they can be completed by the designate.

The UDAP process should be scheduled to run each night so that changes made at various times during the day are picked up or it could be run on demand (if required) when changes are made to the approvers on IDAP.

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Additional Considerations#

• If an approval process is set up with an Approver type of ‘Specified Person’ and the individual identified is no longer the approver, then the approval process will need to be manually updated to indicate the new person.

• UDAP will not update the approver stamped on records that have been already approved.
  
  For example, if Sheila McAdams is set up as an approver in IDAP and has already approved a number of records prior to going on leave AND a designate (Shelly Woodruff) has been assigned, UDAP will update all outstanding/open approval records and assign Shelly Woodruff as the approver.
  
  For those records that have already been approved, Sheila McAdams remains as the one who approved the record. Again, UDAP will only update ‘outstanding approvals’ and not ones that have already been approved.

• If designate approvers are defined via IEDA, the system will automatically replace any approval records in IDAP with the designate. UDAP does not need to be run in this situation. However, if the designate is specified with a future start date the UDAP will need to be run on that specific date in order for the system to generate the designate's approval records for any outstanding approval records that may exist prior to that date.

• If an approver terminates (with a termination date less than or equal to the current date) and UDAP is run, any approval records that they belonged to will be removed from IDAP. If the terminated employee's position has been filled (assuming that the approver type is 'Position Manager') and UDAP is run, an approval record will be created for the new employee.

• If an employee is set up as an approver and they’re terminated with a future effective date, UDAP will not update the approval records until the termination date has passed. Once the termination date has passed, any/all approval records that the employee was associated to are removed from IDAP. If a new employee is hired into the position that the old employee held and UDAP is run, the approval records that qualify will be updated with the new employee.

• With respect to time sheet approvals, if a time sheet that was put into a multi-level approval process and was canceled prior to receiving final approval, any outstanding approval records will be removed from IDAP and the status of any records that had been approved will be changed from ‘Approved’ to ‘Approval Historic’.

• If the preference APPROVAL_WIP_REC(System_Preference) is used for Personnel Actions and the PAs are generated via an SQL process such as USSC or USMC the UDAP must be run to generate the Future Approval records for the unsubmitted PAs. If the PAs are generated using a JAVA process such as any of the P% screens in Professional or Self Service PA screens the system will automatically create the Future Approval records.

• When the UDAP is run, the report will now print the approval processes, all the approval records inserted and the total number of records.

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Report Prameters#

Report Parameters
Exception Level	Mandatory, LOV available Users may increase the level of logging done from exception to user, legislation, usercalc, program or utility levels.
User Comments	Optional, Text This field holds the user-supplied comment which will appear in the header of all pages of the report.

Report Filters#

Report Filters
Processes	Optional,Multiple selections, LOV available Users can select specific approval processes (e.g. client defined code). If selected, UDAP will only update changes to the approval processes selected.
Approval Types	Optional,Multiple selections, LOV available Users can select specific approval types (i.e. Time sheets, Personnel Actions, etc.) to apply changes to. If selected, UDAP will update all approval processes associated to the approval type selected.

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Notes#

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