This document summarizes an automated user provisioning solution implemented with SAP NetWeaver BPM for a large Indian conglomerate with over 15,000 employees. The as-is user provisioning process was paper-based and inefficient. The new BPM orchestrated process automates user creation, access provisioning, license management and provides self-service capabilities. Key benefits include improved security, compliance, efficiency and user experience. Future improvements include further system integrations and analytics-based optimizations.

1. Incture Automating User
Provisioning with
Technologies SAP NetWeaver
BPM
Maximize the return on your SAP
Investment
July 21, 2011
Engineering Your Success

2. About the Speaker
• BPM Architect
• Developed and implemented multiple large
scale multi million dollar BPM projects
• Conducted several BPM workshops in Asia
• Frequent blogger and active contributor in
SCN
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3. About Incture
Led by a strong team of ex-SAP employees with singular focus on SOA-BPM
driven innovation for SAP customers.
• Largest BPM implementation partner in Asia – Most complex projects including
5 major SAP NW BPM implementations in Asia
• Enabling BPM adoption by customers with BPM Workshops for Business and IT teams with over 30
customers and partners in APJ (BPM Jump Start Kit)
• Thought leadership in SOA-BPM with large investments on solution and technology assets in SAP
BPM
• Agility and dedicated efforts on BPM adoption with all engagements being supported by highest level
of management
• Located close to SAP Labs and SAP Global Delivery Centre in Bangalore and has strong multi year
collaboration (over 2000 man months) with SAP Development teams
• Combined advantage of deep skills and competitive cost (100+ delivery team is centred in Bangalore),
Member of SAP Design Partner Council – Advisor to SAP BPM, BRMS, CE, Java technology teams on
product roadmap, development and benchmarking and also participate in design, build and early testing
SOA-BPM products
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4. Agenda
• About the customer
• As Is Process and Business Pain Points
• BPM Orchestrated Process
• Roadmap & Future Improvements
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5. About the customer
India's largest fast moving conglomerate.
In India since: 1933
Employee strength:
• Over 15,000 employees (> 6000 SAP users)
• Contributes to indirect employment of over 52,000 people
Distribution coverage:
• Over 1 million retail outlets across India directly and its products
are available in over 6.3 million outlets in the country,
• Nearly 80% of all retail outlets in India.
• Two out of three Indians use its many home and personal care
products, food and beverages.
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6. Agenda
• About the customer
• As Is Process and Business Pain Points
• BPM Orchestrated Process
• Roadmap & Future Improvements
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7. As Is Process – Paper based
Pain points Update parameter
• Security and Risk mitigation SAP ERP
• Compliance (GRC and SoX)
Create business partner,
• License cost assignment to cost centers
• License asset management
Manage change requests SAP Solution
Manager
3
Update parameter
SAP APO
Create/modify user access,
lock/unlock, Password reset
SAP CUA
1 2 Do SoD compliance checks
IT SAP GRC
End users Business & IT Department
managers head helpdesk
(Employees, / SSC Do required role assignments SAP Java
Customers,
Vendors, Pain points systems
Contractors, • User experience Update parameter
Transporters) • Process visibility Pain points SAP ICH
• Process quality • People Integration Generate reports, account
• System integration • Business agility lock / unlock
Other
• Process exceptions Satellite
• Auditing
Systems
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8. Agenda
• About the customer
• As Is Process and Business Pain Points
• BPM Orchestrated Process
• Roadmap & Future Improvements
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9. BPM Orchestrated Process
On demand
End users Recommender Approver IT Help desk
/ SSC
ICH APO Parameters
SAP NW BPM 7.11 Role
EP CE
assignment
ERP
CR Status update
Business Partner Creation SoD simulation
SAP Solution Manager Provisioning
SAP GRC
SAP CUA
Propagation
Satellite System 1 Satellite System 2
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Satellite System N
Engineering Your Success

10. Key processes that were automated
• User Creation Self Service (ESS/MSS)
• User profile update
• Bulk User Creation / Deletion, User de-provisioning
• Provision/Revoke Additional System Access/Revoke System access
• Provision/Revoke Role/TCode Request
• User Password Reset
• User Lock and Unlock (Timed + Manual)
• New Role / System creation
• Change in designation / location
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11. Break through in Business KPI‘s with BPM Orchestrated
Process
• Increased Operational Efficiency and SLA’s • Improved Process Visibility
• Enablement of Security and Risk mitigation • Better People Integration
• Adherence to Compliance • Greater Business Agility
• Improved Auditing • Process Exceptions Handling
• Automated License cost assignment and asset • Enhanced User Experience
management • Improved Process Quality
• Enhanced System Integration
IT Process Average Process Cycle Time
Without BPM With BPM
User / access provisioning 7 – 15 days Almost Instantaneous
User / access de-provisioning 10 days Almost Instantaneous
User license auditing 11 days Approx . 1 -4 hours
System reporting 13 days Approx . 1 -4 hours
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12. BPM Orchestrated User Creation Process
Activities Activity type Access type
Requisition form Manual End user (Web UI)
Bulk user creation (Excel upload) Manual Help desk (Web UI)
Default systems / roles determination Automated
License type determination Automated
Actual user creation + license type update Automated
Business Partner creation in Solution Manager Automated
Parameter update – R/3 Automated
Parameter update – ICH Automated
Parameter update – APO Automated
SAP Java systems role mapping Automated
User notification Automated End user (Email)
Approval Manual Approval (Email)
Approval Manual Approval (Web UI)
User request status check form Manual End user (Web UI)
Customer creation Workbench Manual Help desk (Web UI)
Transporter creation Workbench Manual Help desk (Web UI)
Vendor creation Workbench Manual Help desk (Web UI)
License quota check / adjustment Automated
Approver escalation Automated
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13. User Creation Dashboard
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14. One click approval from Manager‘s Inbox
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15. Request status & User provisioning in CUA
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16. BPM Orchestrated User Creation Process
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17. Bulk User Creation Dashboard
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18. BPM Orchestrated TCode Addition Process
Activities Activity type Access type
Requisition form Manual End user (Web UI)
User notification Automated End user (Email)
Segregation of Duties (SoD) check in GRC Automated
Change Request creation in Solution Manager Automated
Bi-directional BPM Solution manager
Automated
status update
Approval / Recommendation Automated
User request status check form Automated
Approver escalation Automated
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19. Addtional TCode Requisition Dashboard
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20. Self Service Request Status Check
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21. One click approval from Manager‘s Inbox
SoD (GRC) report + mitigation controls automatically
generated and attached to email
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22. Email carrying multi level approval details
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23. Change Request in Solution Manager
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24. Realtime Request Status Monitoring Console
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25. Change Request Processing in Soln Manager
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26. BPM Soln Manager
Bi-directional status updates
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27. Change Request Lifecycle in Soln Manager
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28. Change Request Completion in Soln Manager
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29. BPM Process Flow Completion
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30. BPM Orchestrated TCode Addition Process
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31. Customer quote
I had a request for an urgent role
change for Payment Run, since the
existing user was going on leave.
This request came to me at 2:13
PM. Call was logged at 2.33 PM
and the role change was affected
immediately on Approval. This has
happened within an hour, proving
the full functionality of User
provisioning. Our sincere thanks to
BPM Team for the effort put into
to making this happen. Best
Wishes!
– End User
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32. Agenda
• About the customer
• As Is Process and Business Pain Points
• BPM Orchestrated Process
• Roadmap & Future Improvements
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33. Further Improvements in the Roadmap
• Integration with HR systems to automate the user creation/de-
provisioning
• Organization structure based authorization
• License Cost assignment to departments
• User/License usage analytics based de-provisioning processes
• SAP NW IDM based User Provisioning
• Further Integration with GRC Services
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34. Copyright 2011 Incture Technologies
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