07A_01Templates

7/29/2019 07A_01Templates

1/58

SAP Workflow Course

Section 07A-01: Templates

November, 2001


2/58

SAP Workflow Course Section 07A-01: Templates

Templates

Contents:

Workflow templates in applications

Workflow and template documentation

Enhancing a Template


3/58


Templates: Objectives

At the conclusion of this Section, you will be able to:

Execute the notification of absence workflow template

Perform a structure search for templates

Locate workflow template help documentation

Customize SAP delivered templates

Explain template review and approval process

Enhance a Template


4/58


Templates: Business Scenario

Some business processes in SAP are supported by ready to usemulti-step workflow processes

These processes are delivered by SAP as SAP workflows

You must examine these templates in detail

You need to read through the documentation

You must work with example templates to become comfortablewith basic workflow functionality


5/58


More than 100 templates

AMAM

FIFI

Asset Management 10

Financial 22

HR Human Resources 46

Materials Management 16MMMM

Production Planning 11PPPP

PMPM Plant Maintenance

QMQM Quality Management

SMSM Service Management

11

17

4

SAP Business Workflow Template Overview


6/58


AMAM Mass processing of

assets

FIFI Parked document

approval

MMMM Purchase requisitionapproval

PPPP Engineering change

request

QMQM Quality management

ALE/EDI: IDOC error handling

in inbound processing

PAPA

Training and event

management, applicant

management

PSPS Purchase order

changes for project,

actual data entry

Workflow Templates Bestseller List


7/58SAP Workflow Course Section 07A-01: Templates

List of assets to be retired

(such as asset list, asset directory)

Asset

Asset

Asset

Create work queue

Short text Retire plant 3000Task ASSET_SALE

Entries for Mass Retirement:

Posting DateDocument DateTransaction TypeAsset Value DataDist. Of Revenue

prop. to APCprop. to NBV

Revenue

Users Business Workplace

Option to release

or process the

work queue

Default workflow specifications forasset retirement:

Retirement w/out revenue: ASSET_SCRAP

Retirement with revenue: ASSET_SALE

1

2

3

AM: Mass Retirement of Assets



AM: Mass Changes to Master Data

Substitution rules to determine

which master record field is updated with

which type of new contents under

which conditions

SAP Business Workflow

involves responsible persons in verification

automates release of mass changes to master data



Approve or RejectApprove or Reject

Invoice Parked

Auto PostAuto Post Modify InvoiceModify Invoice

Approve DollarsApprove Dollars

Approve AccountsApprove Accounts

Call SubworkflowCall Subworkflow

Call SubworkflowCall Subworkflow

Release SuccessfulRelease Successful

EndEnd

Start Workflow

Approve Reject

Invoice CompletedInvoice Completed

Set ReleaseSet ReleaseFlagFlag

FI: Preliminary Posting



Whole Document

or

Line Item data

Purchase Req

Strategy Search

Release Strategy KH

Char. Value

Acct. Assign. Cat. K

Plant 3000

Total Value > 25,000

Requires Approval From:L1, L2 ...

StartStart

WorkflowWorkflow

ReviewReview

CancelledCancelled

Notification ofNotification of

CancellationCancellation

Not. ConfirmedNot. Confirmed

EndEnd

WorkflowWorkflow

Ended

ReleasedReleased RefusedRefusedChangedChanged


RefusalRefusal


ReleaseRelease



MM: Purchase Requisition Approval



Engineering Change ManagementEng.ChangeEng.Change

OpenedOpened

Eng.ChangeEng.Change

OpenedOpened

Organiz

ation

Tasks

Eng. Change Request Eng. Change Order

Product

ManagerProfit

Ctr Mgr

Project

Manager

Electr.

EngineerQuality

Manager

Electr.

EngineerMarketing

Manager

Feasibility

check

Feasibility

check

Check feasibility

of whole

Check feasibility

of whole

Release

change

Release

change

Send change

to do

Send change

to do

Check

change

Check

change

Electrical

changes

Electrical

changes

Determine

objects

Determine

objects

Events

Objects

Te

m

p

l

a

te

PP: Engineering Change Request (ECM)



Absence Form

Employee

Dates

Reason

Managers Business Workplace

Option to releaseor reject the absence

form

HR-Org Structure

Manager PositionManager Position

HolderHolder

Employee PositionEmployee Position

HolderHolder

Route Review Request

Employees Business Workplace

Option to modify andresubmit rejected

application

Route Result of Review

Determine Manager

HR: Notification of Absence



Choose Workflow templateApplicationComponents

Cross-Application Components

Accounting - General

Financial Accounting

TreasuryControlling

Investment Management

Enterprise Controlling

Real Estate Management

Logistics - GeneralSales and Distribution

Materials Management

Logistics Execution

SAP Delivered Workflow Templates Structure Search



IDES

Contents Index Search

Basis ComponentsCustomizing (BC-CUS)Kernel Components (BC-KRN)

Network IntegrationABAP Programming and Runtime EnvironBasis Services/Communication InterfacesComputing Center Management SystemUpgrade - General (BC-UPG)Change and Transport System (BC-CTS)Operating System Platforms (BC-OP)Database Interface, Database PlatformsFront-end Services (BC-FES)ABAP Workbench (BC-DWB)Documentation and Translation ToolsSecurity (BC-SEC)

Component Integration/InstallationBusiness Engineer

Business Management (BC-BMT-WFM)SAP Business Workflow

SAP LibraryRelease 4.6A, August 1999

Glossary

Getting Started

Release Notes

Implementation Guide

SAP Help - SAP Library

Contents Index Search BC-Workflow Scenarios in

Applications

SAP Help - SAP Library

SAP Business WorkflowSAP Reference Documentation

BC-Workflow Scenarios in Applications

SAP Delivered Workflow Templates Documentation



Activities for Customizing Templates

Identify business process to be supported by SAP BusinessWorkflow

Configure the workflow runtime and development system

Select template that corresponds to your requirements

Create organizational plan

Define possible task agents

Link tasks to the organizational plan

Activate event linkage for your workflow



When someone createsa notification of absence

Process:

Example: Workflow for approval procedureExample: Workflow for approval procedure

Gain management and end user approval

before continuing!

Department head decides whether toapprove request

If approved, request is released by HR

Creator can cancel at any time

If not approved, request creator decides towithdraw or change

If request is to be changed, it is returned tocreator for update

Scenario is repeated if changes aremade

Identify Business Process


17/58


Identify business processIdentify business processIdentify business processIdentify business process

B.1 Design the processB.1 Design the processB.1 Design the processB.1 Design the process

B.2 Implement the workflowB.2 Implement the workflowB.2 Implement the workflowB.2 Implement the workflow

B.3 TestB.3 TestB.3 TestB.3 Test

Is there a template

that meets yourrequirements in

SAP R/3?

A. Use the templateA. Use the templateA. Use the templateA. Use the template

YES NO

Workflow Implementation Steps


18/58


III. Enhancing the template

1. Copy the template

2. Make necessary changes

3. Follow process I.

Agent

Position

Org. Unit

1. Change agents and/or

deadlines

II. Extend template

1. Define the responsibilities

2. Enable relevant events

3. Adjust work item text

I. Using template without enhancement

Use Template


19/58


Configuring a Template from IMG

Each template requires some configuration in the ImplementationGuide

Workflow scenario descriptions tell what needs to be configured

Steps are different for each template

Steps are within the IMG area where you do the applicationconfiguration


20/58


Templates: Summary

How can you find what workflow templates are available?

Where can you find documentation on the workflow templates? You have to define responsibilities and activate the event linkage

for using templates

You can extend existing templates


21/58

SAP Workflow Course

Section 7: TemplatesUnit 2: Enhancing a Template


22/58


Enhancing a Template

Contents:

Business processes and workflow

Step level enhancements

Deadlines

Task level enhancements


23/58


Enhancing a Template : Objectives

At the conclusion of this section, you will be able to:

Copy a workflow template Set up and test a simple deadline

Set up and test an express work item

List options for selected agent routings


24/58


Enhancing a Template: Business Scenario

The next user test was successful

Now additional requests pour in

Vacation Request process has generated extensive demand fora more optimized process

You must look into escalation procedures to achieve a guaranteedmaximum process time

You also need a better routing procedure


25/58


Does a SAP

workflow already

exist in thestandard system?

A.1 Is the Template sufficient?A.1 Is the Template sufficient?

YES NO

A.2 Use as isA.2 Use as is

YES

A.3 Extend or enhance a

template

A.3 Extend or enhance a

template

NO

Identify business processIdentify business processIdentify business processIdentify business process

B. Create your own

workflow

B. Create your own

workflow

Standard Templates or Enhanced?


26/58


Workflow Templates: Flexibility

Changes within a WF definition

Deadline management

Express items

Versions of workflow definitions

Modification of agent assignment

... without programming


27/58


Step Level Enhancements

Express Items

Set work item priority to 1

Express work items in inbox are highlighted in red

Notification agent

Assign recipient for task completion notification

Notification is a pre-assigned text, but it does not inform recipientabout results of task

Secondary, Before and After Method

For example, assign display method of your object type to the step Deadlines


28/58


SU MO TU WE TH FR SA

1 2 3 4 5 6 78 9 10 11 12 13 1415 16 17 18 19 20 21

22 23 24 25 26 27 28

29 30 31

Deadlines for Workflow Steps

Deadlines have individual time references and agents

Available deadlines

Requested Start

Requested End

Latest Start

Latest End

Simple vs. modeled deadlines


29/58


Simple Deadlines

User definition:

Assign deadline agent: agent to be notified about misseddeadlines (all but requested start)

System runtime behavior

Notification message in document inbox of Business Workplace

If deadline is missed, a missed deadline work item is sent todeadline recipient

Original work item will stay in worklist of first user group


30/58


Workflow Versions

Several versions of a workflow are possible

Only one version is active

If multiple versions exist:

Running Workflows reference the active version of

their start time

Old versions can be made the active version

f C


31/58


Work item (activity at runtime):Post document 4712

customer - Manley Corp. amount of invoice - $258,300

Amount of invoice : < $ 50,000

Amount of invoice : > $ 50,000

Customer names: A-G FI clerks

Possible agent for Task:Post document

linked withjob: FinancialClerk

Role :Restriction of agents according

to the organizational chart

Role for responsible agent:Find FI Clerk

parameter of role :customer nameamount of invoice

Customer names: O - ZCustomer names: O - Z

Role for Financial Clerk

Customer names: H-NCustomer names: H-N

SAP U d W kfl A t


32/58


The person subgroups,

which are the responsibleagents (they can be aresult of a role resolution)

The person subgroup,which are assignedto the task as apossible agent

The person subgroup,which are the

recipients

SAP Users and Workflow Agents

Q i f O i ti l Ch t


33/58


Team

Member

Position

Team

Member

Position

Team

Member

Position

Team

Member

Position

Team

Member

Position

Bert Fred Jo Jim Karl

Note: The Approval task is only connected to the Mgr-job.Note: The Approval task is only connected to the Mgr-job.

Bert, Fred, Jo, Jim and Karl fill out a vacation request.Whose request will not be approved? Why?

FI Sales Engineering Warehouse Marketing

FI-Mgr

chief

position

Sales

Mgr chief

position

Engineering

Mgr

position

Marketing

Mgr

positionMgr-job Mgr-job

Holder:

AdamsHolder:

Smith

Holder:

Jones

Holder:

Heinz

Quiz for an Organizational Chart

C l i St d d E h d


34/58


Standard Enhancement

Workflows Workflow templatesWorkflow templates

Standard tasksStandard tasks

Standard object typesStandard object types

Standard methodsStandard methods

Standard eventsStandard events

Standard rolesStandard roles

Extended or new

workflow templates

Extended or new

workflow templates

New standard tasksNew standard tasks

New types or subtypesNew types or subtypes

New attributesNew attributes

New methodsNew methods

New rolesNew roles

Create customer

org structure

Create customer

org structure

New eventsNew events

Create customer

org structure

Create customer

org structureOrganizational

Structure

Roles

Object types

Tasks

Conclusion: Standard or Enhanced


35/58


36/58


Applying Workflow to Your Business

Contents:

Templates versus workflow from scratch


37/58


Applying Workflow to Your Business: Objectives

At the conclusion of this section, you will be able to:

Describe situations for using workflow with and without templates Identify situations where programming is necessary


38/58


Applying Workflow to Your Business: Business Scenario

A you look through the original requirements for your business

processes, you realize that not every situation is supported by aworkflow template

Templates or New Workflow?


39/58


1. Identify the business process

Does a SAP

template already

exist in thestandard system?

A.1 Is the Template sufficient?

A.2 Use as is

B.1 Describe the process in detail

B.2 Design the process

B.3 Implement the process

Individual steps:

NO

YES

YES

NO

A.3 Extend or enhance

a template

Templates or New Workflow?

Deciding to Workflow: Example


40/58


In our company, each time a material is changed,

the agent responsible should examine this change

and then decide whether the change

is acceptable or whether it should

be cancelled .

?

NO

YES

Deciding to Workflow: Example

Can I Implement Workflow: Example


41/58


"Can I implement thisscenario with SAP

Business Workflow?"

???YES NONO

Yes!You can implement

this scenario...

Material changed

Display material

Decision:

accept

change?

change material

End scenario

Can I Implement Workflow: Example

Business Process and Workflow: Example


42/58


Change material

Decision:

accept

change?

Only certain

materials?

Only certain

materials?

With extrainformation?

With extra

information?

Other

possibilities?

Other

possibilities?

Additional

steps?

Additional

steps? End scenario

Material changed

Display material

... ororvariationsvariationsof this scenario ...of this scenario ...

Additionalmaterial lists?Additionalmaterial lists?

Start again

(loop)?

Start again

(loop)?

YES ? NONO

Business Process and Workflow: Example

Document the Business Process (Example)


43/58


Involved agents

employee HRemployee Objects Additional notesActivities

Create a notification ofabsence Leave account

In case of rejection:Employee can delete theirnotification or change it End of processLeave account

Leave account

Approve or reject

Release the notification

ok

End of process

Leave account

Leave account

Every employee can deletehis/her notifications at anytime

Leave account Necessary?Is the function delete orchange after rejectionsufficient?

The process will berepeated in case of changes

ok

End of process

Leave account

Leave account

Process: Notification of absenceCreation date: 16.12.99

Created by: Th. Krauss

superior

Document the Business Process (Example)

Document the Business Process


44/58


Involved users

Objects Additional notesActivities

Process:Creation date:

Created by:

Document the Business Process

Wh i P i R i d?


45/58


When is Programming Required?

Role resolution When role resolution via SAP organizational objects or

evaluation paths are not sufficient

Event creation

When flexible event creation options are not sufficient

Additional object methods

When simply calling a transaction or report is not sufficient

Additional object attributes

When virtual attributes are needed

Workflow Project Approaches And Experiences


46/58


1Day

MO DI MI DO FR SA SO

1 2 3 4 5 6 7

Day(s)

MO DI MI DO FR SA SO18

152128

29

162229

310172330

411182431

5121925

6132026

7142127

Week(s)

Type 1: Use of existing SAP Workflow templates

FI invoice approval

MM purchase requisition approval

AM mass change of assets

PM, SM task processing

Type 2: Adaptation of Workflow templates

HR templates as starting points

MM purchase requisition as a starting point

ECM as a starting point

QM as a starting point

Type 3: Custom processes "from scratch"

SD delivery management / credit memo handling

PP material master data maintenance

Workflow Project Approaches And Experiences

BC W kfl R l O i


47/58


BC - Workflow Roles: Overview

Prerequisites There are activity groups in the system for all workflow roles. If

you assign these to a user, a role-based user menu isavailable on the SAP Easy Access screen

Role-based documentation and role-based activity groups are

closely coordinated Features

The workflow roles are based on the assumption of aparticular way of working with SAP Business Workflow. It isassumed that IMG activities are already complete

The workflow roles used are stylized. But they can also beused in your organization if you work in a different way.

BC W kfl R l d A ti it G


48/58


Workflow Roles Activity Groups

BC - Workflow Roles and Activity Groups

Process Consultant Business Workflow: Implementation team

BPT: Business Workplace for all user

Workflow Modeler Business Workflow: Developer


Workflow Programmer Business Workflow: Developer


Workflow System Administrator Business Workflow: Administrator


Workflow Agent BPT: Business Workplace for all user

Process Controller Business Workflow: Process Controller


SAP Authorizations


49/58


SAP Authorizations

S_WF_ALL: All SAP Business Workflow authorizations S_WF_PROCORG: Template of a profile for a process

organizer

S_WF_USER: Template of a profile for a task agent

S_WF_WFADMIN: Template of a profile for a workflow systemadministrator

Steps of a workflow project (1)


50/58



Step 1: Preliminary work

What to do:

Define the project team(System administrator, process consultant, process administrator,workflow developer, HR administrator, end user, representative from

the management) Specify the project goals

Result

Users are assigned to the different roles

A central documentation exists

The goals must be clearly stated so that the direction is clear toeveryone involved in the project



51/58



Step 2: Selection of the process

What to do:

Select possible processes for a workflow projectAt the end you should know: actual lead- and transport times,interfaces, responsible agents, steps of the processes

Cataloging of processesCriteria can be: costs/benefits, feasibility, department criteria,workload

Decide which process should be implemented

Define the project team

(System administrator, process consultant, process administrator,workflow developer, HR administrator, end user, representative fromthe management)

Describe the major steps of the processdescribe the conditions in which the process should start/end



52/58



Step 3: Designing the workflow process

What to do:

Establish the workflow design: detailed description of the steps of thebusiness process

Find out who is responsible for the single steps

Check the availability of standard functions

Perform the application customizing

Regular reviews with end users ( = process users)

Clarify, who will be the administrator responsible for the workflow

Train the persons responsible for implementing the workflow

Result:

A detailed description of the business process exists and can be usedfor the implementation of the workflow



53/58



Step 4: Realization of the workflow

What to do: Customizing within R/3

Develop the workflow (BOR, Workflow Builder)

If necessary: create tasks and object types, enhance object types

Check whether further interfaces are necessary(e.g. SAP Connect, SAP ArchiveLink, SAPforms)

Define authorizations and the PD organization model

Create documentation

Regular reviews with all those involved

Check the interface acceptance

User tests

Result

The workflow has been defined and runs correctly. User

documentation exists.



54/58



Step 5: Go live and support

What to do:

Final end user training

Preparation in the production system

What to do in the first week of going live: productive test/check of the

functions

One month after going live: review workflow with the end users/reviewworkflow statistics to detect possible bottle necks

Result

The workflow has gone live and is being used in the productionenvironment

Ideally you should be able to estimate the current costs per processand compare this with the old process in a report for the management

Other processes in need of optimizing may well be suggested.

Factors for success (1)


55/58



Co-operation between user department and IT-department Active support from the management

Clear decision-making structures

If necessary: involve the works council asap

Check the political and organizational conditions

Well prepared project management, logical procedures

Discuss the benefits of the workflow projectsdo not concentrate only on saving personal costs

Convince the end user.



56/58



Involve the end user in the process Project marketing: publish every successful step

Careful process selection for first project

Determine administrative responsibility for the generated workflow

Document the processes implemented

Extensive testing

Train the project team and the end users

Create optimum conditions for ergonomic work environment

Applying Workflow to Your Business: Summary


57/58


Applying Workflow to Your Business: Summary

The realization of your business processes is possible by:

using an existing SAP workflow template

extending or enhancing a SAP template

building your own workflow from scratch

Many workflows can be implemented without programming


58/58

SAP Workflow Course

PwC ConsultingTM refers to the management consultingservices businesses of the member firms of the worldwidePricewaterhouseCoopers organisation.

2001 P i t h C All i ht d

07A_01Templates

Documents

Transcript of 07A_01Templates