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  • The SAP workflows supplied are executable. The tasks used in these templates may need responsible agents assigned. You cannot change SAP workflows. However, you can create extensions for these workflows by redefining values for each step of the workflow definition. If you want to edit or modify a SAP workflow, you must copy it.
  • Assets are re-valuated or cleared. A work queue is created within the AM application according to particular criteria. The work queue is released. This creates a work item for each asset. These work items are generally processed (automatically) in the background. The original agent is informed if an error occurs. Also available are SAP workflows for: bulk changes to master data, processing of incomplete assets, etc
  • Entering a parked document creates an event which starts a Workflow for releasing the document. The release can be split between: a general release relating to the correctness of the entire document an amount release relating to individual line items When all releases have been executed successfully, the document is released and posted. The release procedure is dependent on the amount, company code, … Rejection processing included. To use this template, customizing needs to be carried out in the FI area.
  • Process: A purchase requisition which has been entered is reviewed by a person with the appropriate authorization. After the decision has been made by the person responsible, the original creator is notified via a work item in his Inbox in the Business Workplace.
  • The ECR (Engi. Change Request) is created and change objects are entered A feasibility check is performed by the department affected by the change The ECR can be approved and then will be converted to an ECO Changes to the ECO can be applied
  • The notification form is entered by an employee and automatically routed to the employee's manager. The employee to manager relationship is maintained within a HR-Org structure.
  • You can use this structure search to locate a template for a specific application area. Drill down into the workflow definition and Workflow Builder is available from this list.
  • In the online help documentation many of the templates are described in detail in the Workflow Scenarios section. A glossary is also available from the online help.
  • A process of identifying what the business objective is for implementing workflow should be the initial steps to designing a concept of the desired business processes that will be targeted for inclusion in a workflow. SAP delivers several workflow templates that may easily fit your processing objectives, these standard delivered templates and their business scenario's should be reviewed along with their online documentation and tutorials. There are several configuration tasks that need to be executed on an SAP R/3 system that has yet to be setup for SAP Business Workflow. These tasks can be initiated via a Workflow customizing menu that will check for the appropriate settings and implement the required information for the Workflow environment. Transaction SWU3 will invoke the SAP Business Workflow customizing menu where these activities can be carried out and verified. Once the required template has been identified a small scale test identifying a user to a given step in the workflow should be executed for an initial test of the workflow. Additional customizing if required like ”work item text and help” should be done for enhancement. Defining an Organizational structure for the assignment of agents to the tasks in the workflow such as jobs, positions or departmental units or assigning the task as a general task. Activating the appropriate linkage between events and the receiving task for the initiation of the workflow to the runtime system for execution.
  • A process of identifying what the business objective is for implementing workflow should be the initial steps to designing a concept of the desired business processes that will be targeted for inclusion in a workflow. SAP delivers several workflow templates that may easily fit your processing objectives, these standard delivered templates and their business scenario's should be reviewed along with their online documentation and tutorials. There are several configuration tasks that need to be executed on an SAP R/3 system that has yet to be setup for SAP Business Workflow. These tasks can be initiated via a Workflow customizing menu that will check for the appropriate settings and implement the required information for the Workflow environment. Transaction SWU3 will invoke the SAP Business Workflow customizing menu where these activities can be carried out and verified. Once the required template has been identified a small scale test identifying a user to a given step in the workflow should be executed for an initial test of the workflow. Additional customizing if required like ”work item text and help” should be done for enhancement. Defining an Organizational structure for the assignment of agents to the tasks in the workflow such as jobs, positions or departmental units or assigning the task as a general task. Activating the appropriate linkage between events and the receiving task for the initiation of the workflow to the runtime system for execution.
  • SAP Workflow : adjustable, pre-configured process control SAP is compiling a library of pre-configured workflow definitions which can be used in a variety of situations for business processes with a minimal amount of modifications. These templates reduce the amount of time required for new users to become familiar with the Workflow system and have been optimized for use with the relevant application functions. SAP Workflows can be run without modifications and can serve as models for your own in-house developments. SAP tasks and organizational structure : The individual steps in the workflow templates are predefined as SAP tasks. They contain a task description, the link with the application logic via business objects and formatted links to the organizational plan. Workflow definitions based on SAP tasks can be constructed and modified at any time very easily using the Workflow Builder without any programming. SAP tasks can be made available in customer systems.
  • In the beginning of your workflow implementation project use the SAP delivered templates. You can extend an existing template or make a new one basing on the template.
  • In the IMG you can do the following activities: Define responsibilities Enable event linkage
  • ...extend a SAP workflow if you want to change existing deadlines change responsibilities change message texts ...enhance the workflow if you want to change the business process define new deadlines For enhancing a SAP workflow use the following steps: 1. Copy the SAP workflow 2. Make the necessary changes to the business process 3. Define the responsibility 4. Change the message texts 5. Activate the event linkage 6. Activate the workflow
  • The SAP R/3 system will present you with a pop-up when you receive an express work item or express mail in your Business Workplace. The notification agent receives a message that the work item has been completed. A ”before” method will execute before the object method of the task that is started. ”After” methods will be executed after the object method of the task has finished. Secondary methods are performed in parallel. Deadline monitoring enables the sending of messages to specified agents if special tasks are not performed in the expected timeframe.
  • requested start earliest possible time for starting processing; requested end requested deadline for completion of processing of a step latest start latest deadline for starting processing a step latest end latest deadline for completion of processing of a step
  • The deadlines are either specified with reference to the start of the workflow or the start of the work item. If the deadlines are exceeded, the deadline agent is generally informed. If a deadline is exceeded, the respective step has not yet been completed. Notification of the deadline agent is therefore carried out asynchronously and do not complete the original step.
  • Versions of workflow definitions Several versions of a workflow definition can be maintained within a certain time frame. One of the versions of the workflow definition is the active version. There is always only ONE active version. All workflows reference the version of the workflow definition which was active at the time the workflow was started. Access to previous versions is possible. As a result, workflow instances which refer to various versions of a workflow definition can remain operational at the same time.
  • The dynamic role resolution will find the responsible financial clerks. Users, who takes part in a workflow, are called agents. There are three types of agents, recipients, possible and responsible agents. Within a workflow for the Accounts Payable Application there is a step to post a financial document. This step is based on the task ”Post Document”. All financial clerks have the skill set to work on this step. They become the possible agents of this task. Only possible agents can execute this task at runtime, meaning no other user can work with this task. During runtime, you may want to avoid an information overflow. The work item should only be delivered to those agents, which are responsible for invoices of a special business partner. The dynamic role resolution has two import parameters, to select the responsible clerk among all possible agents. Only those three circled red agents receive the work item in their business workplace at runtime. The first agent to start working at the task will block this work item in the other two worklists. ”The winner takes it all!”. If the other two agents will refresh their business workplace, then this work item will actually disappear.
  • SAP users can be agents for a workflow. There are two types of agents, possible agents of a task and responsible agents of a step. During runtime, you can see these two groups for each dialog work item. Only the recipients will receive the work item in their business workplace. In this scenario those three marked users are the recipients of a work item. Hint: In this ”game of sets” there is the potential error that no responsible agent can be found. This would for example be the case, if you have forgotten to assign any possible agent to a task. The easiest assignment for possible agents is the ”general task”. In this case all SAP users are automatically possible agents. All possible agents are allowed to execute a task. This might be a practical reason, why you may not want to define each dialog task as a general task. For example: ”Release Invoice for payment” should be reserved for some financial managers only.
  • Answers: Only Bert will be successful. Fred's request cannot be delivered by the workflow, since his manager is not connected to the job. Jo has bad luck as well, the organizational chart has no ”chief” flag for his manager. Jim has no manger at all, who could sign off. Karl's manager is missing the ”chief” flag and the job-connection.
  • In the cases where SAP workflow templates describe business processes which occur in exactly the same way in your company, or in the cases where changes to the workflow template are not advisable for technical reasons, the workflow templates supplied by SAP can be used productively without any changes needing to be made. It may however be necessary to make some customizing settings or to extend the workflow template. In any other case, you can use the SAP workflow templates as the basis for your own developments. The existing process structures of the business application components, which are often represented in a transaction, are generally not replaced.
  • First you have to describe the business process in SAP you want to support with SAP Business Workflow. Typical situations where you use workflow are for example time critical processes with deadline monitoring, approval procedures, archiving of incoming documents and automatic forwarding to the responsible persons in your company, sending messages after special events in the system, ..
  • After identifying a process you have to design the process logic of all steps in your business scenario. Each step has to be mapped to a SAP transaction . For the dialog steps you have to assign employees of your company who will participate in this workflow.
  • After the feasibility study has been completed you can proceed with the detailed design of your workflow.
  • There are a lot of possibilities where you can implement necessary enhancements to SAP so you can use a workflow to support your business process. These enhancements are additions to the SAP system. They are NOT modifications that are considered repairs.
  • The duration of the workflow implementation will depend on whether you are using an existing template, adapting a template or creating a workflow from scratch. Depending of the complexity of your requirements, even a self designed workflow may take only a few days.
  • Process Consultant: Person who analyses the existing business processes, identifies those that are suitable for SAP Business Workflow and maps them onto a business process model. The process consultant is also responsible for the maintenance of the organizational plan required for the workflow. Workflow Modeler: Person who implements the workflow based on the business process model developed by the process consultant and using the SAP Business Workflow definition tools Workflow Programmer: Person who implements the requirements of the workflow modeler Workflow System Administrator: Person who is responsible for the technical maintenance of the development environment and the runtime behavior after auto-Customizing Workflow Agent: Person who appears as an end user in productive workflows. The workflow agent starts workflows and processes work items. Their work area is the Business Workplace Process Controller: Person who evaluates the workflow from a business perspective and makes suggestions for improvement at
  • These delivered profiles are only examples. Using these examples, you can create your own authorization profiles.
  • The goals must be specified from management. Interview with management is needed to resolve this issue. Example of goals would be: cost reduction, streamlining the process, reduction in labor force, increasing the visibility of the process or simplifying the process, increase customer satisfaction.
  • Tools are: Interviews, meetings, analysis tools It could be helpful to determine the current costs of the isolated process. It will help your cause, if you can show cost savings once the workflow goes live. To do this you will need to estimate the costs involved before and after the implementation. This will help you later, when you determine what process reporting is needed as you will already have an idea where most of the costs occur. (labor costs, scrap costs, missed contracts ...)
  • Tools: Data modelling, User whatever methodology you are familiar with Interviews talk to the end users, IMG, SWU3 Application customizing means: check the system to see that the workflow system customizing has been done (Transaction SUW3) and check the application customizing is complete and consistent with the workflow needs
  • Tools: Wokflow builder, workflow wizards, Business Object Repository Pay special care to avoid synchronization problems in the workflow you create. Extensively test the indivdual components that you create or modify. Business methods can be tested independently of the workflow using the BOR transaction SWO1 Set up the PD organization model to dermine the work item/user assignment. If you have a central body responsible for HR you will need to send your requirements to them. Otherwise you must create your own organization. Make sure that the workflow system administrator is configured properly in customizing Set up authorization profiles for the different groups of users. This authorizations must be tested extensively. All workflow user should have a profile which includes the basic rights of a workflow user.
  • Decide in advance whether all users can be trained or only a cross-section (snowball training). If training is available to a privileged few the documentation becomes very important. Make sure that there are sufficient facilities available for training and that representatives from every stage of the process are trained Even after all the system tests, you should verify that the system is running correctly. Perform the workflow health check every day for the first week.

07 a 01templates 07 a 01templates Presentation Transcript

  •  
  • Templates
    • Contents:
    • Workflow templates in applications
    • Workflow and template documentation
    • Enhancing a Template
  • 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
  • Templates: Business Scenario
    • Some business processes in SAP are supported by ‘ready to use’ multi-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 comfortable with basic workflow functionality
  • SAP Business Workflow Template Overview More than 100 templates Asset Management 10 Financial 22 Human Resources 46 Materials Management 16 Production Planning 11 Plant Maintenance Quality Management Service Management 11 17 4 AM FI HR MM PP PM QM SM
  • Workflow Templates ‘Bestseller’ List Mass processing of assets Parked document approval Purchase requisition approval Engineering change request Quality management ALE/EDI: IDOC error handling in inbound processing Training and event management, applicant management Purchase order changes for project, actual data entry AM FI MM PP QM PA PS
  • AM: Mass Retirement of Assets List of assets to be retired (such as asset list, asset directory) Asset Asset Asset Create work queue Short text Retire plant 3000 Task ASSET_SALE Entries for Mass Retirement: Posting Date Document Date Transaction Type Asset Value Data Dist. Of Revenue prop. to APC prop. to NBV Revenue User’s Business Workplace Option to release or process the work queue Default workflow specifications for asset retirement: Retirement w/out revenue: ASSET_SCRAP Retirement with revenue: ASSET_SALE 1 2 3
  • 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
  • FI: Preliminary Posting Approve or Reject Invoice Parked Auto Post Modify Invoice Approve Dollars Approve Accounts Call Subworkflow     Call Subworkflow Release Successful End   Start Workflow Approve Reject Invoice Completed Set Release Flag
  • MM: Purchase Requisition Approval 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 ... Start Workflow Review Cancelled Notification of Cancellation Not. Confirmed End Workflow Ended Released Refused Changed Notification of Refusal Notification of Release Not. Confirmed Not. Confirmed
  • PP: Engineering Change Request (ECM) “ Engineering Change Management” Eng.Change Opened Organization Tasks Eng. Change Request Eng. Change Order Product Manager Profit Ctr Mgr Project Manager Electr. Engineer Quality Manager Electr. Engineer Marketing Manager Feasibility check Check feasibility of whole Release change Send change to do Check change Electrical changes Determine objects Events Objects Template
  • HR: Notification of Absence Absence Form Employee Dates Reason Manager’s Business Workplace Option to release or reject the absence form HR-Org Structure Manager Position Holder Employee Position Holder Route Review Request Employee’s Business Workplace Option to modify and resubmit rejected application Route Result of Review Determine Manager
  • SAP Delivered Workflow Templates Structure Search Choose Workflow template Application Components             Cross-Application Components Accounting - General Financial Accounting Treasury Controlling Investment Management Enterprise Controlling Real Estate Management Logistics - General Sales and Distribution Materials Management Logistics Execution
  • SAP Delivered Workflow Templates Documentation IDES C ontents I n dex S earch Basis Components Customizing (BC-CUS) Kernel Components (BC-KRN) Network Integration ABAP Programming and Runtime Environ Basis Services/Communication Interfaces Computing Center Management System Upgrade - General (BC-UPG) Change and Transport System (BC-CTS) Operating System Platforms (BC-OP) Database Interface, Database Platforms Front-end Services (BC-FES) ABAP Workbench (BC-DWB) Documentation and Translation Tools Security (BC-SEC) Component Integration/Installation Business Engineer Business Management (BC-BMT-WFM) SAP Business Workflow SAP Library Release 4.6A, August 1999 Glossary Getting Started Release Notes Implementation Guide SAP Help - SAP Library C ontents I n dex S earch BC-Workflow Scenarios in Applications SAP Help - SAP Library SAP Business Workflow SAP Reference Documentation BC-Workflow Scenarios in Applications
  • Activities for Customizing Templates
    • Identify business process to be supported by SAP Business Workflow
    • 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
  • Identify Business Process When someone creates a notification of absence Process: Example: Workflow for approval procedure Gain management and end user approval before continuing!
    • Department head decides whether to approve request
    • If approved, request is released by HR
    • Creator can cancel at any time
    • If not approved, request creator decides to withdraw or change
    • If request is to be changed, it is returned to creator for update
    • Scenario is repeated if changes are made
  • Workflow Implementation Steps Identify business process B.1 Design the process B.2 Implement the workflow B.3 Test Is there a template that meets your requirements in SAP R/3? A. Use the template YES NO
  • Use Template 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
  • Configuring a Template from IMG
    • Each template requires some configuration in the Implementation Guide
    • 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 application configuration
  • 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
  • SAP Workflow Course Section 7: Templates Unit 2: Enhancing a Template
  • Enhancing a Template
    • Contents:
    • Business processes and workflow
    • Step level enhancements
    • Deadlines
    • Task level enhancements
  • 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
  • Enhancing a Template: Business Scenario
    • The next user test was successful
    • Now additional requests pour in
    • ‘ Vacation Request’ process has generated extensive demand for a more optimized process
    • You must look into escalation procedures to achieve a guaranteed maximum process time
    • You also need a better routing procedure
  • Standard Templates or Enhanced? Does a SAP workflow already exist in the standard system? A.1 Is the Template sufficient? YES NO A.2 Use as is YES A.3 Extend or enhance a template NO Identify business process B. Create your own workflow
  • Workflow Templates: Flexibility
    • Changes within a WF definition
    • Deadline management
    • Express items
    • Versions of workflow definitions
    • Modification of agent assignment
    • ... without programming
  • 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 recipient about results of task
    • Secondary, Before and After Method
      • For example, assign display method of your object type to the step
    • Deadlines
  • 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
    SU MO TU WE TH FR SA 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
  • Simple Deadlines
    • User definition:
    • Assign deadline agent: agent to be notified about missed deadlines (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 to deadline recipient
      • Original work item will stay in worklist of first user group
  • 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
  • Role for Financial Clerk
    • 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 with job : Financial Clerk
    • Role : Restriction of agents according to the organizational chart
    • Role for responsible agent: Find FI Clerk
      • parameter of role : customer name amount of invoice
    Customer names: O - Z Customer names: H-N
  • SAP Users and Workflow Agents The person subgroups, which are the responsible agents (they can be a result of a role resolution) The person subgroup, which are assigned to the task as a possible agent The person subgroup, which are the recipients
  • Quiz for an Organizational Chart 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.
    • 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 position Mgr-job Mgr-job Holder: Adams Holder: Smith Holder: Jones Holder: Heinz
  • Conclusion: Standard or Enhanced Standard Enhancement Workflows Workflow templates Standard tasks Standard object types Standard methods Standard events Standard roles Extended or new workflow templates New standard tasks New types or subtypes New attributes New methods New roles Create customer org structure New events Create customer org structure Organizational Structure Roles Object types Tasks
  • SAP Workflow Course Section 7: Templates Unit 3: Applying Workflow
  • Applying Workflow to Your Business
    • Contents:
    • Templates versus workflow from scratch
  • 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
  • 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 a workflow template
  • Templates or New Workflow? 1. Identify the business process Does a SAP template already exist in the standard 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
  • Deciding to Workflow: Example 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
  • Can I Implement Workflow: Example &quot;Can I implement this scenario with SAP Business Workflow?&quot; ? ? NO Yes! You can implement this scenario... Material changed Display material Decision: accept change? change material End scenario YES
  • Business Process and Workflow: Example Change material Decision: accept change? Only certain materials? With extra information? Other possibilities? Additional steps? End scenario Material changed Display material ... or variations of this scenario ... Additional material lists? Start again (loop)? ? NO YES
  • Document the Business Process (Example) Involved agents employee HR employee Objects Additional notes Activities Create a notification of absence Leave account Leave account Every employee can delete his/her notifications at any time Leave account Necessary? Is the function ‚delete or change‘ after rejection sufficient? Process: Notification of absence Creation date: 16.12.99 Created by: Th. Krauss superior In case of rejection: Employee can delete their notification or change it End of process Leave account Approve or reject Release the notification ok End of process Leave account Leave account The process will be repeated in case of changes ok End of process Leave account Leave account
  • Document the Business Process Involved users Objects Additional notes Activities Process: Creation date: Created by:
  • 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 Day Day(s) MO DI MI DO FR SA SO 1 8 15 21 28 2 9 16 22 29 3 10 17 23 30 4 11 18 24 31 5 12 19 25 6 13 20 26 7 14 21 27 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 &quot;from scratch&quot;
      • SD delivery management / credit memo handling
      • PP material master data maintenance
    1 MO DI MI DO FR SA SO 1 2 3 4 5 6 7
  • 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 is available 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 a particular way of working with SAP Business Workflow. It is assumed that IMG activities are already complete
      • The workflow roles used are stylized. But they can also be used in your organization if you work in a different way.
  • BC - Workflow Roles and Activity Groups
    • Process Consultant Business Workflow: Implementation team BPT: Business Workplace for all user
    • Workflow Modeler Business Workflow: Developer
    • BPT: Business Workplace for all user
    • Workflow Programmer Business Workflow: Developer
    • BPT: Business Workplace for all user
    • Workflow System Administrator Business Workflow: Administrator
    • BPT: Business Workplace for all user
    • Workflow Agent BPT: Business Workplace for all user
    • Process Controller Business Workflow: Process Controller
    • BPT: Business Workplace for all user
    Workflow Roles Activity Groups
  • 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 system administrator
  • Steps of a workflow project (1)
    • 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 to everyone involved in the project
  • Steps of a workflow project (2)
    • Step 2: Selection of the process What to do:
      • Select possible processes for a workflow project At the end you should know: actual lead- and transport times, interfaces, responsible agents, steps of the processes
      • Cataloging of processes Criteria 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 from the management)
      • Describe the major steps of the process describe the conditions in which the process should start/end
  • Steps of a workflow project (3)
    • Step 3: Designing the workflow process What to do:
      • Establish the workflow design: detailed description of the steps of the business 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 used for the implementation of the workflow
  • Steps of a workflow project (4)
    • 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.
  • Steps of a workflow project (5)
    • 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/review workflow statistics to detect possible bottle necks
      • Result
      • The workflow has gone live and is being used in the production environment
      • Ideally you should be able to estimate the current costs per process and 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)
    • 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 projects do not concentrate only on saving personal costs
    • Convince the end user.
  • Factors for success (2)
    • 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
    • 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
  • SAP Workflow Course PwC Consulting TM refers to the management consulting services businesses of the member firms of the worldwide PricewaterhouseCoopers organisation.  2001 PricewaterhouseCoopers. All rights reserved.