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Sue Keohan presents at BPX Day: Successful Collaboration between Business and IT


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Sue Keohan presents at BPX Day: Successful Collaboration between Business and IT - Shoppers and Procurement

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Sue Keohan presents at BPX Day: Successful Collaboration between Business and IT

  1. 1. Successful Collaboration between Business and IT Susan Keohan MIT Lincoln Laboratory
  2. 2. Agenda <ul><li>Lincoln Laboratory Overview </li></ul><ul><li>Upgrade Scope </li></ul><ul><li>Business Users and Collaboration </li></ul><ul><li>Lessons Learned, Wrap up </li></ul>
  3. 3. MIT Lincoln Laboratory <ul><li>Mission: Technology in Support of National Security </li></ul><ul><li>A federally sponsored R&D center (FFRDC) operated by Massachusetts Institute of Technology (MIT) for the Department of Defense </li></ul><ul><li>About 3,000 people, most located in Lexington MA, but also in numerous field sites </li></ul><ul><li>~ $600M annual funding, representing about one-third of MIT’s total operating revenue </li></ul><ul><li>Lincoln performs R&D and fabricates prototypes, but does not manufacture </li></ul>
  4. 4. Spectrum of Lincoln Laboratory Activities Biological Agent Warning Sensors 3-D Laser Imaging Forward-Based Radar Concepts / Utilization CCD Technology Advanced Multiband Antenna System Space Surveillance Telescope
  5. 5. SAP at Lincoln: a broad implementation
  6. 6. Collaboration ‘ is a recursive process where two or more people or organizations work together toward an intersection of common goals.’ Source: Wikipedia
  7. 7. Common Goals <ul><li>Fix Purchase Order version management using Standard SAP code </li></ul><ul><li>Improve the efficiency and effectiveness of Shoppers </li></ul><ul><li>Simplify procurement approval workflow </li></ul><ul><li>Improve the RFQ/RFP (Bid) Process </li></ul><ul><li>Provide a procurement system that better matches Lincoln’s business model – ready for Government Procurement </li></ul><ul><li>Buyers and end users in the same system helped with communications </li></ul>
  8. 8. Upgrade Scope <ul><li>Self-Service Procurement </li></ul><ul><li>Extended Classic </li></ul><ul><li>Exchange Infrastructure (XI) </li></ul><ul><li>Bidding Engine </li></ul><ul><li>Contract Management </li></ul><ul><li>Version Management of POs and Bid Invitations </li></ul><ul><li>Custom Workflow </li></ul><ul><li>BW Reporting </li></ul><ul><li>Custom Inbox </li></ul><ul><li>Catalog Punch-Out </li></ul><ul><li>Internal ITS </li></ul>
  9. 9. Business Users involved <ul><li>Shoppers </li></ul><ul><li>Procurement Department </li></ul><ul><li>Safety, Security, Other Service Providers </li></ul><ul><li>Approvers </li></ul><ul><li>Business Managers </li></ul>
  10. 10. IT teams involved- just to name a few <ul><li>SRM/MM Functional Analysts </li></ul><ul><li>Technical Developers </li></ul><ul><ul><li>ITS </li></ul></ul><ul><ul><li>WF </li></ul></ul><ul><ul><li>ABAP </li></ul></ul><ul><li>User Liaisons </li></ul>
  11. 11. Shoppers needed: <ul><li>Simplified Procurement </li></ul><ul><ul><li>Catalogs </li></ul></ul><ul><li>Monetary Approval </li></ul><ul><ul><li>Workflow </li></ul></ul><ul><li>Insight </li></ul><ul><ul><li>Custom Approval Status Report </li></ul></ul>
  12. 12. For the Shoppers - Catalogs
  13. 13. For the Shoppers An Approval Status Report
  14. 14. For the Shoppers An Approval Status Report(2)
  15. 15. Procurement needed… <ul><li>PO versioning </li></ul><ul><ul><li>Extended Classic </li></ul></ul><ul><li>Simplified PO Creation </li></ul><ul><ul><li>Sourcing Cockpit </li></ul></ul><ul><li>Better Report </li></ul><ul><ul><li>Custom ‘Cycle Time’ report, driven by data written by workflow </li></ul></ul>
  16. 16. For Procurement -PO Versioning Drill in to see versions and compare
  17. 17. For Procurement – simplified PO Creation = Sourcing Cockpit
  18. 18. For Procurement – Cycle Time Reporting actually gets fed to BW for reporting purposes
  19. 19. Service Providers needed: <ul><li>Ensure regulatory compliance </li></ul><ul><ul><li>Safety (Lasers, Chemicals) </li></ul></ul><ul><ul><li>Security (Safes, Cameras) </li></ul></ul><ul><ul><li>Property Office (tracks fixed assets) </li></ul></ul><ul><ul><ul><li>Workflow with Table-driven controls allows them the ability to add or change what types of products they need to approval </li></ul></ul></ul><ul><ul><ul><li>Approval Level – and table driven N-Step Workflow model – allows additional service provider steps to be added, if necessary </li></ul></ul></ul>
  20. 20. Approvers Needed: <ul><li>More information on what they were approving </li></ul><ul><ul><li>Custom inbox </li></ul></ul><ul><li>Notifications when they had to approve </li></ul><ul><ul><li>Workflow Notifications for every workitem </li></ul></ul><ul><li>Fewer decisions when approving </li></ul><ul><ul><li>Screen mods to allow only Approve or Reject </li></ul></ul>
  21. 21. For the Approvers – More Info in the inbox
  22. 22. For the Approvers - Notifications
  23. 23. For the Approvers- Simplified actions With one exception, approvers can only approve or reject.
  24. 24. For the Approvers – fewer decisions <ul><li>BBP_WFL_SECURITY – Allows (or prohibits) changes to a Cart during workflow (in conjunction with a user’s Personalization settings for BBP_WFL_SECURITY) </li></ul><ul><li>Also called when a Purchase Order is ordered </li></ul><ul><li>Can prohibit changes, or prevent a new workflow from starting, depending on your requirements </li></ul><ul><li>Not yet fully functional for other objects </li></ul>
  25. 25. Business Managers Needed: <ul><li>Up-to-date information on financial ‘commitments’ </li></ul><ul><ul><li>Workflow triggers commitment update </li></ul></ul><ul><li>Eagle-eye view on purchases </li></ul><ul><ul><li>LIBRA (BW) Reporting </li></ul></ul><ul><li>Peace of Mind – the right stuff being bought the right way </li></ul><ul><ul><li>Certified User program implemented </li></ul></ul>
  26. 26. For the Business Managers – up-to-date info <ul><li>Workflow Updates the a table which indicates that Monetary Approval has been reached </li></ul><ul><li>Nightly update process reads this table, and if MA has been achieved, updates the Commitments tables </li></ul><ul><li>Result: The Business Manager not only knows what has been bought, but what is in the pipeline </li></ul>
  27. 27. For the Business Managers - Eagle-Eye view on procurement <ul><li>A variety of BW Reports, from the Lincoln Integrated Business Reporting Application (LIBRA) allows Business Managers to create the type of report that is important to them, as well as leverage a vast catalog of ‘canned’ reports. </li></ul>
  28. 28. For the Business Managers – Peace of Mind? <ul><li>Certain procurement rules are critical to maintaining regulatory compliance </li></ul><ul><li>These rules were not always well known, and very complicated </li></ul><ul><li>Enter the Certified User Program – users undergo extensive training, achieve a bona-fide ‘Qualification’ in HR, and are the first stop for all SC Approvals </li></ul>
  29. 29. Collaboration ‘ is a recursive process where two or more people or organizations work together toward an intersection of common goals.’ Source: Wikipedia
  30. 30. But what about ME ?
  31. 31. But what about ME ? <ul><li>My goal was to take ‘old’ R/3 Workflow expertise and update it with SRM experience </li></ul><ul><li>I got a new box of crayons! </li></ul><ul><li>I did have to let go of some favorite ‘old’ toys </li></ul>
  32. 32. Key Tools for Survival <ul><li>Transaction BBP_PD </li></ul><ul><li>External Debugging </li></ul><ul><li>Concrete Org Structure – All the elements in the right place for the right people (via ALE in our case) </li></ul><ul><li>Look into BBP_PDH_WFL_TRACE </li></ul><ul><li>BBP_TRACE </li></ul><ul><li>Transaction SMQ1 and SMQ2 (R/3 and SRM) RFC Monitor </li></ul><ul><li>Transaction SLG1 – Application Log </li></ul><ul><li>Transaction ST22 – ABAP Run Time Errors </li></ul><ul><li>SRM Monitor – SC/PO/Bid and Contract errors </li></ul>
  33. 33. Key elements of implementation <ul><li>Custom Workflow Approval History, and Approval Status Report </li></ul><ul><li>Changed Notifications to send 1 per workitem and significantly enhanced workitem text </li></ul><ul><li>Implemented WFL Security BADI to control access to Carts via the Inbox </li></ul><ul><li>Custom ‘Cycle Time’ logging of approval tasks, for feed to BW </li></ul><ul><li>Stuck with ‘old’ Autoforwarding </li></ul>
  34. 34. Baby steps… <ul><li>First, we turned on the SAP-Delivered Workflows (with no Approvals) </li></ul><ul><li>More Collaboration – The configurers did not want to be ‘hung up’ by workflow development. We used Start Conditions to allow SAP workflows to trigger, while the custom development was going on. </li></ul><ul><li>This got to be a pain, so eventually, we used a Check Function Module and a Z-Table to determine which workflows (custom or SAP) should start </li></ul>
  35. 35. Parameter BBP_TRACE <ul><li>BBP_TRACE Parameter ID set to ‘X’ (in your SU01 record) </li></ul><ul><li>Functions that call BBP_TRACE_TESTDATA_CREATE have import data automatically saved as Test Data for that function </li></ul><ul><li>Several WF functions, such as BBP_WFL_DIN_ITEM_APPR_CHECK4 or BBP_PDH_WFL_DB_UPDATE_BACK call it already </li></ul><ul><li>You can add your own calls to BBP_TRACE_TESTDATA_CREATE to save data from custom functions </li></ul><ul><li>Thank you Jocelyn Dart! </li></ul>
  36. 36. BBP_WFL_TRACE… <ul><li>Turn on by user id </li></ul><ul><li>Populates table BBP_WFL_TRACE </li></ul><ul><li>Gives you the surgeon’s view of what is happening when a user executes a workitem </li></ul><ul><li>Or create a transaction to run the Report, BBP_WFL_TRACE </li></ul>
  37. 37. BBP_WFL_TRACE
  38. 38. OSS notes… 879873 BUS2000113  Object ID 864462 Workflow dumps in bbptrace 854495 Inconsistent workflow after error 814459 Behavior with incorrect entries in TRFC queue 809730 Error handling during execution of binding 938448 Administrative forwarding not possible in READY status 889611 Restarting Workflow Instance 967429 Approval Buttons not updated after release 881187 Changing the SWWWIHEAD-C Index 975784 Bid invitations cannot be approved directly 690716 Authorization Check in Approval 978757 Error in BBP_PDF_WFL_APPROVER_CHECK function 977445 Errors in all business objects 1034444 After Close a BID, WFL not Completed
  39. 39. Lessons Learned: <ul><li>Enable SAP-Delivered workflows right off the bat </li></ul><ul><li>Work the end-user transactions till you drop </li></ul><ul><li>Be a debugging fiend </li></ul><ul><li>Be on the lookout for OSS notes (at least weekly!) </li></ul><ul><li>Be careful copying SAP templates – hidden features! </li></ul><ul><li>Testing, Testing, Testing </li></ul><ul><li>Attend a 12-step program (and memorize the Serenity Prayer) </li></ul>
  40. 40. Transitioning your R/3 Workflow Experience? <ul><li>The Builder, the BOR, and other key elements work very much the same </li></ul><ul><li>Added features in the Builder and Runtime administration can be very helpful (Change Workitem Text, for example) </li></ul><ul><li>New navigation in the Workflow Technical Log is painful at first, but does anyone remember the Alpha Editor ? (Version 2.2) </li></ul>
  41. 41. Manage your OWN expectations <ul><li>SRM was not built in a day (I hope) </li></ul><ul><li>Don’t be scared off by GUIDs and Classes and BADIs (oh my) </li></ul><ul><li>Change is hard , even for IT people </li></ul>
  42. 42. Questions ?
  43. 43. Thank you!