Workflow Part-1
Introduction
• SAP WORKFLOW Concepts
• Basic Workflow Terminology
The R/3 Integration Model

                            SD                   FI
                          Sales &          ...
Introduction
• It handles
  – The Process
     • Ex: Releasing of Blocked Vendor
  – The People
Position of the workflow in the system


                                       Business Workflow


          SD         F...
Introduction

• Workflow Automates processes
  –   Involving range of activities/tasks
  –   Occurs repeatedly in similar ...
Automating Corporate Processes
                                                                Proof of
                  ...
Business processes
                           Risk       Exchange                                                 Handling...
What does workflow do?
                           Risk       Exchange                                                 Hand...
Benefits
• Faster and Simpler
• Needs less effort
• Easy to Learn and understanding
Benefits
– Better control of
   • Information
   • Deadlines
   • Costs
– Flexible to
   • Change
Workflow Terminology
•   Objects
•   Events
•   Methods
•   Tasks
    – Single Step
    – Multi Step
Continue...
• Agents
• Roles
• Inbox/Outbox
Examples of Objects types
• SAP Business object types
  –   Invoice
  –   Requisition
  –   Material
  –   EDI messages
Examples of Object Method
•   Post ( the invoice)
•   Approve ( the Requisition)
•   Change ( the Material)
•   Display ( ...
Single-Step task : Example
–   Post invoice
–   Release requisition
–   Change Material Master
–   Approve absence
Events
• Event is a block of code
• can start/stop single/Multiple
  tasks/Workflow
Events : Example
•   Parked document posted
•   Order Cancellation
•   Customer master change
•   Requisition approved
Graphical representation of a workflow
Structure of a Workflow Definition

 Conditional             Activity         Parallel
Process Loop                       ...
Summary                                 events
                                                                    events
...
Templates
• SAP has built in Ready to Use Templates
• Each module has templates
• Easy to implement
templates
SAP Business Workflow Template Approx
   More than 100 templates
        AM   Asset Management       8

        ...
Example
• Mass processing of Assets
• Purchase Requisition Approval
• Engineering Change Management
• ALE/Idoc Error handl...
HR: Notification of Absence

Absence Form
                                                         PD-Org Structure

Emplo...
Structure of Work Flow
• Transaction code SWDD
• Documentation in help file
Universal Inbox
• The end user interface is Universal Inbox
• Support Alternative clients
  – MAPI clients
     • Message ...
System Components
• Workflow Definitions
  – Steps and Tasks, May contain agents and
    deadline
• Workflow item Manager
...

    Tasks
         Workflow definitions are comprised of
          single-step tasks, multi -step task, workflow
      ...
Demo Example: Workflow Definition
            Submit notification of absence

                   Notification of
         ...
Use of Organizational Management
• Refers to current Organization
• Automatic routing management for employee
  changes
• ...
Tasks
• To use methods of an object type in a
  workflow ( single-step task)
• As a framework for defining a workflow (
  ...
Task Types
• Standard task (single-step task, task type TS)
• Customer task (single-step task, task type T )
• Workflow te...
Role
• You use roles to specify an agent (or
  agents) for a task if the set of possible
  agents is too large, or not spe...
Organizational plan

• The enterprise-specific
  organizational plan describes the
  organizational assignment of the
  em...
•Events

• Identify the events required to initiate
  and control the workflow.
• Check whether these events are
  defined...
Create Organizational plan
Root Organizational unit
Create Jobs
Create Position
Search and assign user
Assign job
Organizational plan
2.Create Workflow
Maintain Task
Workflow template id
Agent Assignment
Workflow Part1 1
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Workflow Part1 1
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Workflow Part1 1

  1. 1. Workflow Part-1
  2. 2. Introduction • SAP WORKFLOW Concepts • Basic Workflow Terminology
  3. 3. The R/3 Integration Model SD FI Sales & Financial Distribution Accounting Accounting MM CO Materials Materials Controlling Mgmt. PP AA Production R/3 Asset Planning Accounting QM Quality Client / Server PS Project Mgmt. PM Plant ABAP WF System Maintenance Workflow HR IS Human Industry Industry Resources Solutions
  4. 4. Introduction • It handles – The Process • Ex: Releasing of Blocked Vendor – The People
  5. 5. Position of the workflow in the system Business Workflow SD FI MM CO PP AM QM PM R/3 WF PS Integrated Applications HR IS Business Middleware Layer
  6. 6. Introduction • Workflow Automates processes – Involving range of activities/tasks – Occurs repeatedly in similar form – Involves people/Departments – Require high degree of co-ordination
  7. 7. Automating Corporate Processes Proof of Delivery Trouble Report Sales Product Customer Sales Management Planning Service Sales Budget Order Forecast Production Planning Customer Packing Slip Invoice Order Shipping & Processing Assembly Receiving Accounting Product Assembly Shipping Assembly Invoice Order Order Order Packing Packing Slip Slip Product Product
  8. 8. Business processes Risk Exchange Handling Treasury manage - hedging payments ment Financial Credit control Customer invoice Accounting posting Order Service Sale Controlling Costing document profit - profit- ability s profit ability Incoming Inter- Sales and Incoming order Financin g Vendor selection Evaluation order posting company billing Externa l Distribution decision billing Inter- Transfer Vendor Logistics order selectio company billing n Production Productio n Production Delivery order
  9. 9. What does workflow do? Risk Exchange Handling Treasury manage hedging payments es - ment Financial a t Credit Customer invoice m ess control Accounting posting to c Order Service Sale u ro Controlling Costing document profit profit- s a p - ability profit ability Sales and w s lo es Incoming Financin Vendor Evaluation Incoming order Inter- company Externa kf in order g selection l posting billing Distribution decision billing o r W bus Inter- Transfer Vendor Logistics order selectio company billing n e Production Productio Production Delivery th n order
  10. 10. Benefits • Faster and Simpler • Needs less effort • Easy to Learn and understanding
  11. 11. Benefits – Better control of • Information • Deadlines • Costs – Flexible to • Change
  12. 12. Workflow Terminology • Objects • Events • Methods • Tasks – Single Step – Multi Step
  13. 13. Continue... • Agents • Roles • Inbox/Outbox
  14. 14. Examples of Objects types • SAP Business object types – Invoice – Requisition – Material – EDI messages
  15. 15. Examples of Object Method • Post ( the invoice) • Approve ( the Requisition) • Change ( the Material) • Display ( the image)
  16. 16. Single-Step task : Example – Post invoice – Release requisition – Change Material Master – Approve absence
  17. 17. Events • Event is a block of code • can start/stop single/Multiple tasks/Workflow
  18. 18. Events : Example • Parked document posted • Order Cancellation • Customer master change • Requisition approved
  19. 19. Graphical representation of a workflow
  20. 20. Structure of a Workflow Definition Conditional Activity Parallel Process Loop Process Loop IF Loop Deadline Monitoring
  21. 21. Summary events events The process design must... Multistep task ... be defined as single-step or Workflow Workflow multi-step task in SAP R/3 definition definition Individual activities in the process must be available as Single-step Single-step single-step tasks before being tasks tasks included in multi-step task agents The single-step tasks refer to an object type and one of its Object type methods... Method ... which enables access to existing SAP functionality!
  22. 22. Templates • SAP has built in Ready to Use Templates • Each module has templates • Easy to implement
  23. 23. templates SAP Business Workflow Template Approx More than 100 templates AM Asset Management 8 FI Financial 17 HR Human Resources 25 MM Materials Management 10 PP 7 Production Planning PM Plant Maintenance 8 QM Quality Management 15 R SM Service Management 4
  24. 24. Example • Mass processing of Assets • Purchase Requisition Approval • Engineering Change Management • ALE/Idoc Error handling in IN bound processing • Leave Approval
  25. 25. HR: Notification of Absence Absence Form PD-Org Structure Employee Determine Manager Manager Position Holder Dates Employee Position Holder Reason Route Review Request Employee’s Universal Inbox Manager’s Universal Inbox Option to modify and Option to release resubmit rejected or reject the absence application form Route Result of Review
  26. 26. Structure of Work Flow • Transaction code SWDD • Documentation in help file
  27. 27. Universal Inbox • The end user interface is Universal Inbox • Support Alternative clients – MAPI clients • Message Application Programming Interface – Developed by Microsoft – SAP Gui – Java GUI – web
  28. 28. System Components • Workflow Definitions – Steps and Tasks, May contain agents and deadline • Workflow item Manager – Initiate the events, monitor Deadlines, terminate events • Integrated Inbox – Interface with users
  29. 29.  Tasks  Workflow definitions are comprised of single-step tasks, multi -step task, workflow task and workflow templates  Customer defined tasks and standard tasks  Objects The encapsulation of software for  performing defined business tasks
  30. 30. Demo Example: Workflow Definition Submit notification of absence Notification of absence created Approve notification of absence approved rejected Revise notification of absence ? no yes Cancel notification Revise notification Send mail of absence of absence sent canceled revised Resubmit for approval ? no yes Terminate workflow Workflow terminated
  31. 31. Use of Organizational Management • Refers to current Organization • Automatic routing management for employee changes • High flexibility
  32. 32. Tasks • To use methods of an object type in a workflow ( single-step task) • As a framework for defining a workflow ( multistep task)
  33. 33. Task Types • Standard task (single-step task, task type TS) • Customer task (single-step task, task type T ) • Workflow template (multistep task, task type WS) • Workflow task (multistep task, task type WS) • Task group (task type TG)
  34. 34. Role • You use roles to specify an agent (or agents) for a task if the set of possible agents is too large, or not specific enough. By assigning work items to organizationally suitable employees, responsibilities and authorizations are managed efficiently, and bottlenecks are avoided. • Roles are always defined across clients
  35. 35. Organizational plan • The enterprise-specific organizational plan describes the organizational assignment of the employees. The aim of this is to determine the responsibility of employees for the execution of individual business activities
  36. 36. •Events • Identify the events required to initiate and control the workflow. • Check whether these events are defined for the relevant object types.
  37. 37. Create Organizational plan
  38. 38. Root Organizational unit
  39. 39. Create Jobs
  40. 40. Create Position
  41. 41. Search and assign user
  42. 42. Assign job
  43. 43. Organizational plan
  44. 44. 2.Create Workflow
  45. 45. Maintain Task
  46. 46. Workflow template id
  47. 47. Agent Assignment
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