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![Page 1: Managing approval processes in SAP HCM · PDF fileManaging approval processes in SAP HCM Jens Richter Frank Röckener iProConference: SAP HCM Best Practise London, 8th November 2012](https://reader031.fdocuments.in/reader031/viewer/2022021501/5a78fb087f8b9adb5a8c2630/html5/thumbnails/1.jpg)
Managing approval
processes in SAP HCM
Jens Richter
Frank Röckener
iProConference:
SAP HCM Best Practise
London, 8th November 2012
#HCMBP2012
Agenda
Does it have to be SAP workflow?
Designing approval workflows
User interface for approvers
• Universal Worklist(UWL)
• Personal Object Worklist(POWL)
• Mobile Applications
Managing substitutions
2
![Page 2: Managing approval processes in SAP HCM · PDF fileManaging approval processes in SAP HCM Jens Richter Frank Röckener iProConference: SAP HCM Best Practise London, 8th November 2012](https://reader031.fdocuments.in/reader031/viewer/2022021501/5a78fb087f8b9adb5a8c2630/html5/thumbnails/2.jpg)
Agenda
Does it have to be SAP workflow?
Designing approval workflows
User interface for approvers
• Universal Worklist(UWL)
• Personal Object Worklist(POWL)
• Mobile Applications
Managing substitutions
3
What is workflow?
■ Workflow is an IT based automation and usually
simplification of a business process
■ Workflow comprises all aspects of a business
process:
► the process flow
► the people involved
► the output
4
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When to use workflow?
To implement a process with SAP-Workflow, the
process has to…
► proceed multiple steps
► Be processed the same way (or a similar way)
► involve multiple persons
► be based on a structural organisation
■ Keep in mind: Workflow requires a workflow
administrator
5
Where to use workflow?
• Leave- /Travel request
• Management by objectives
Approval processes
• Status change information
• Routing slip
• Process support
• Due date tracking
Information
Error- /Exception handling
6
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Agenda
Does it have to be SAP workflow?
Designing approval workflows
User interface for approvers
• Universal Worklist(UWL)
• Personal Object Worklist(POWL)
• Mobile Applications
Managing substitutions
7
Workflow builder I
Main tool: Workflow Builder (SWDD)
Start
Triggering
event
End
Step
8
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Workflow builder II
9
Step types
Activities Flow controll
Activity
User decision
Document generation
Web activity
Condition
Multiple condition
Event creator
Wait step
Container Operation
Loop (UNTIL)
Loop (WHILE)
Fork
Send mail
10
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Agent determination
Schmidt
Müller
Groß
Huhn
Klein
Gibs
Rost Vogt
Halmig
Possible agents
(task)
Responsible agents
Rot
Kringe
Völler
Receiver of the workitem
Possible agents
(workflow)
11
Agent determination II
■ Determination of responsible Agents
► Expressions
► Organisational objects
► Rules
● Responsibilities
● Evaluation paths
● Function Modules
■ Exclude agents by entering an expression
12
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Agenda
Does it have to be SAP workflow?
Designing approval workflows
User interface for approvers
• Universal Worklist(UWL)
• Personal Object Worklist(POWL)
• Mobile Applications
Managing substitutions
13
User interfaces for approvers
Folie: 14
![Page 8: Managing approval processes in SAP HCM · PDF fileManaging approval processes in SAP HCM Jens Richter Frank Röckener iProConference: SAP HCM Best Practise London, 8th November 2012](https://reader031.fdocuments.in/reader031/viewer/2022021501/5a78fb087f8b9adb5a8c2630/html5/thumbnails/8.jpg)
Universal Worklist (UWL)
Folie: 15
Selection
Preview
Navigation
Central entry point for handling
tasks in SAP NetWeaver Enterprise
Portal
Universal Worklist (UWL)
Folie: 16
Define views
Define tabs
● Column order and sorting
● Workitems to be displayed
● Show additional columns / information
● Multiple approval
● Personalise (Filter)
![Page 9: Managing approval processes in SAP HCM · PDF fileManaging approval processes in SAP HCM Jens Richter Frank Röckener iProConference: SAP HCM Best Practise London, 8th November 2012](https://reader031.fdocuments.in/reader031/viewer/2022021501/5a78fb087f8b9adb5a8c2630/html5/thumbnails/9.jpg)
Personal Object Worklist (POWL)
Folie: 17
Function oriented worklist for a
specific topic, for example approvals
Navigation
Selection
Functionalities
POWL - Settings
■ Create views using ALV-functionalities
■ Save view
► Administrator view for all user
► User specific view
Folie: 18
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UWL vs. POWL
Folie: 19
● Portal necessary
● Integration of several backend systems
● Central point for approval activities
● Configuration of views by administrator
● Shows the user his workitems
● UI: Java
UWL
● No portal necessary
● No integration of third party systems
● Focus on function oriented lists
● Configuration of views by administrator and/or user
● Authorization concept for display of POWL list
● UI: Web Dynpro ABAP
POWL
Mobile Applications
Folie: 20
Access approval processes
from your smartphone
![Page 11: Managing approval processes in SAP HCM · PDF fileManaging approval processes in SAP HCM Jens Richter Frank Röckener iProConference: SAP HCM Best Practise London, 8th November 2012](https://reader031.fdocuments.in/reader031/viewer/2022021501/5a78fb087f8b9adb5a8c2630/html5/thumbnails/11.jpg)
Mobile Applications
Folie: 21
Mobile Applications
Folie: 22
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Agenda
Does it have to be SAP workflow?
Designing approval workflows
User interface for approvers
• Universal Worklist(UWL)
• Personal Object Worklist(POWL)
• Mobile Applications
Managing substitutions
23
Substitution
Idea: Assign another user to manage your tasks in
case of absence or unavailability
• Substitute directly receives all my tasks
• Substitute can manage all tasks
Active Substitution
• Substitute is allowed to fill in for me if am unexpected unavailable
• Substitute can access the tasks by clicking the „Take over“ button
Passive Substitution
24
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Manage substitution rules
25
iProPSM –
Own substitution rules
26
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iProPSM –
Other users substitution rules
27
iProPSM - Workitems
28
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Questions?
29