07 a 01templates
DESCRIPTION
TRANSCRIPT
SAP Workflow Course
Section 07A-01: Templates
November, 2001
SAP Workflow Course – Section 07A-01: Templates 2
Templates
Contents:
• Workflow templates in applications
• Workflow and template documentation
• Enhancing a Template
SAP Workflow Course – Section 07A-01: Templates 3
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
SAP Workflow Course – Section 07A-01: Templates 4
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 Workflow Course – Section 07A-01: Templates 5
More than 100 templates
AMAM
FIFI
Asset Management 10
Financial 22
HR Human Resources 46
Materials Management 16MMMM
Production Planning 11PPPP
PMPM Plant Maintenance
QMQM Quality Management
SMSM Service Management
11
17
4
SAP Business Workflow Template Overview
SAP Workflow Course – Section 07A-01: Templates 6
AMAM Mass processing of assets
FIFI Parked document approval
MMMM Purchase requisitionapproval
PPPP Engineering changerequest
QMQM Quality management
ALE/EDI: IDOC error handlingin inbound processing
PAPA Training and eventmanagement, applicantmanagement
PSPS Purchase order changes for project, actual data entry
Workflow Templates ‘Bestseller’ List
SAP Workflow Course – Section 07A-01: Templates 7
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 DateDocument DateTransaction TypeAsset Value DataDist. Of Revenue
prop. to APCprop. to NBV
Revenue
User’s Business Workplace
Option to release or process the work queue
Default workflow specifications forasset retirement:
Retirement w/out revenue: ASSET_SCRAP
Retirement with revenue: ASSET_SALE
1
2
3
AM: Mass Retirement of Assets
SAP Workflow Course – Section 07A-01: Templates 8
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
SAP Workflow Course – Section 07A-01: Templates 9
Approve or RejectApprove or Reject
Invoice Parked
Auto PostAuto Post Modify InvoiceModify Invoice
Approve DollarsApprove Dollars
Approve AccountsApprove Accounts
Call SubworkflowCall Subworkflow
Call SubworkflowCall Subworkflow
Release SuccessfulRelease Successful
EndEnd
Start Workflow
Approve Reject
Invoice CompletedInvoice Completed
Set Release Set Release FlagFlag
FI: Preliminary Posting
SAP Workflow Course – Section 07A-01: Templates 10
Whole Document orLine Item data
Purchase Req
Strategy Search
Release Strategy KH
Char. ValueAcct. Assign. Cat. KPlant 3000Total Value > 25,000
Requires Approval From: L1, L2 ...
StartStartWorkflowWorkflowStartStartWorkflowWorkflow
ReviewReview
CancelledCancelledCancelledCancelled
Notification of Notification of CancellationCancellation
Not. ConfirmedNot. ConfirmedNot. ConfirmedNot. Confirmed
End End WorkflowWorkflowEnd End WorkflowWorkflow
EndedEnded
ReleasedReleasedReleasedReleased RefusedRefusedRefusedRefusedChangedChangedChangedChanged
Notification of Notification of RefusalRefusal
Notification ofNotification ofReleaseRelease
Not. ConfirmedNot. ConfirmedNot. ConfirmedNot. Confirmed
Not. ConfirmedNot. ConfirmedNot. ConfirmedNot. Confirmed
MM: Purchase Requisition Approval
SAP Workflow Course – Section 07A-01: Templates 11
“Engineering Change Management”Eng.Change Eng.Change OpenedOpened
Eng.Change Eng.Change OpenedOpened
Org
aniz
atio
nT
asks
Eng. Change Request Eng. Change Order
Product Manager
ProfitCtr Mgr
ProjectManager
Electr.Engineer
QualityManager
Electr.Engineer
Marketing Manager
Feasibility check
Feasibility check
Check feasibilityof whole
Check feasibilityof whole
ReleasechangeReleasechange
Send changeto do
Send changeto do
CheckchangeCheckchange
ElectricalchangesElectricalchanges
Determineobjects
Determineobjects
Eve
nts
Ob
ject
s
Template
PP: Engineering Change Request (ECM)
SAP Workflow Course – Section 07A-01: Templates 12
Absence Form
Employee
Dates
Reason
Manager’s Business Workplace
Option to release or reject the absence form
HR-Org Structure
Manager PositionManager Position HolderHolderEmployee PositionEmployee Position HolderHolder
Route Review Request
Employee’s Business Workplace
Option to modify and resubmit rejected application
Route Result of Review
Determine Manager
HR: Notification of Absence
SAP Workflow Course – Section 07A-01: Templates 13
Choose Workflow template
Application Components
Cross-Application Components Accounting - General
Financial AccountingTreasury
ControllingInvestment Management
Enterprise Controlling Real Estate Management
Logistics - GeneralSales and Distribution
Materials Management Logistics Execution
SAP Delivered Workflow Templates Structure Search
SAP Workflow Course – Section 07A-01: Templates 14
IDES
Contents Index Search
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 LibraryRelease 4.6A, August 1999
Glossary
Getting Started
Release Notes
Implementation Guide
SAP Help - SAP Library
Contents Index Search BC-Workflow Scenarios in Applications
SAP Help - SAP Library
SAP Business Workflow SAP Reference Documentation BC-Workflow Scenarios in Applications
SAP Delivered Workflow Templates Documentation
SAP Workflow Course – Section 07A-01: Templates 15
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
SAP Workflow Course – Section 07A-01: Templates 16
When someone creates a notification of absence
Process:
Example: Workflow for approval procedureExample: 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
Identify Business Process
SAP Workflow Course – Section 07A-01: Templates 17
Identify business processIdentify business processIdentify business processIdentify business process
B.1 Design the processB.1 Design the processB.1 Design the processB.1 Design the process
B.2 Implement the workflow B.2 Implement the workflow B.2 Implement the workflow B.2 Implement the workflow
B.3 TestB.3 TestB.3 TestB.3 Test
Is there a template that meets your requirements in
SAP R/3?
A. Use the templateA. Use the templateA. Use the templateA. Use the template
YES NO
Workflow Implementation Steps
SAP Workflow Course – Section 07A-01: Templates 18
III. Enhancing the template
1. Copy the template
2. Make necessary changes
3. Follow process I.
Agent
Position
Org. Unit
1. Change agents and/ordeadlines
II. Extend template
1. Define the responsibilities
2. Enable relevant events
3. Adjust work item text
I. Using template without enhancement
Use Template
SAP Workflow Course – Section 07A-01: Templates 19
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
SAP Workflow Course – Section 07A-01: Templates 20
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: TemplatesUnit 2: Enhancing a Template
SAP Workflow Course – Section 07A-01: Templates 22
Enhancing a Template
Contents:
• Business processes and workflow
• Step level enhancements
• Deadlines
• Task level enhancements
SAP Workflow Course – Section 07A-01: Templates 23
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
SAP Workflow Course – Section 07A-01: Templates 24
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
SAP Workflow Course – Section 07A-01: Templates 25
Does a SAP workflow already
exist in the standard system?
A.1 Is the Template sufficient?A.1 Is the Template sufficient?
YES NO
A.2 Use as isA.2 Use as is
YES
A.3 Extend or enhance a templateA.3 Extend or enhance a template
NO
Identify business processIdentify business processIdentify business processIdentify business process
B. Create your own workflowB. Create your own workflow
Standard Templates or Enhanced?
SAP Workflow Course – Section 07A-01: Templates 26
Workflow Templates: Flexibility
• Changes within a WF definition
• Deadline management
• Express items
• Versions of workflow definitions
• Modification of agent assignment
• ... without programming
SAP Workflow Course – Section 07A-01: Templates 27
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
SAP Workflow Course – Section 07A-01: Templates 28
SU MO TU WE TH FR SA
1 2 3 4 5 6 7
8 9 10 11 12 13 1415 16 17 18 19 20 21
22 23 24 25 26 27 28
29 30 31
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
SAP Workflow Course – Section 07A-01: Templates 29
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
SAP Workflow Course – Section 07A-01: Templates 30
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
SAP Workflow Course – Section 07A-01: Templates 31
• 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 nameamount of invoice
Customer names: O - ZCustomer names: O - Z
Role for Financial Clerk
Customer names: H-NCustomer names: H-N
SAP Workflow Course – Section 07A-01: Templates 32
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
The person subgroup,which are the
recipients
SAP Users and Workflow Agents
SAP Workflow Course – Section 07A-01: Templates 33
TeamMemberPosition
TeamMemberPosition
TeamMemberPosition
TeamMemberPosition
TeamMemberPosition
Bert Fred Jo Jim Karl
Note: The Approval task is only connected to the Mgr-job.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-Mgrchiefposition
SalesMgr chiefposition
EngineeringMgrposition
MarketingMgrposition
Mgr-job Mgr-job
Holder:Adams
Holder:Smith
Holder:Jones
Holder:Heinz
Quiz for an Organizational Chart
SAP Workflow Course – Section 07A-01: Templates 34
Standard Enhancement
Workflows Workflow templatesWorkflow templates
Standard tasksStandard tasks
Standard object typesStandard object types
Standard methodsStandard methods
Standard eventsStandard events
Standard rolesStandard roles
Extended or new workflow templatesExtended or new workflow templates
New standard tasksNew standard tasks
New types or subtypesNew types or subtypes
New attributesNew attributes
New methodsNew methods
New rolesNew roles
Create customer org structureCreate customer org structure
New eventsNew events
Create customer org structureCreate customer org structure
Organizational Structure
Roles
Object types
Tasks
Conclusion: Standard or Enhanced
SAP Workflow Course
Section 7: Templates Unit 3: Applying Workflow
SAP Workflow Course – Section 07A-01: Templates 36
Applying Workflow to Your Business
Contents:
• Templates versus workflow from scratch
SAP Workflow Course – Section 07A-01: Templates 37
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
SAP Workflow Course – Section 07A-01: Templates 38
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
SAP Workflow Course – Section 07A-01: Templates 39
1. Identify the business process 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:
NONO
YESYES
YESYES
NONO
A.3 Extend or enhance a template
Templates or New Workflow?
SAP Workflow Course – Section 07A-01: Templates 40
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 .
?
NONO
YESYES
Deciding to Workflow: Example
SAP Workflow Course – Section 07A-01: Templates 41
"Can I implement thisscenario with SAPBusiness Workflow?"
????YESYES NONO
Yes! You can implement
this scenario...
Material changedMaterial changed
Display materialDisplay material
Decision:acceptchange?
Decision:acceptchange?
change materialchange material
End scenarioEnd scenario
Can I Implement Workflow: Example
SAP Workflow Course – Section 07A-01: Templates 42
Change materialChange material
Decision: accept
change?
Decision: accept
change?
Only certain materials?Only certain materials?
With extra information?With extra information?
Otherpossibilities?Otherpossibilities?
Additional steps?Additional steps? End scenarioEnd scenario
Material changedMaterial changed
Display material Display material
... oror variationsvariationsof this scenario ...of this scenario ...
... oror variationsvariationsof this scenario ...of this scenario ...
Additional material lists?Additional material lists?
Start again (loop)?Start again (loop)?
YESYES ?? NONO
Business Process and Workflow: Example
SAP Workflow Course – Section 07A-01: Templates 43
Involved agents
employee HRemployee Objects Additional notesActivities
Create a notification of absence Leave account
In case of rejection:Employee can delete their notification or change it End of processLeave account
Leave account
Approve or reject
Release the notification
ok
End of process
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?
The process will be repeated in case of changes
ok
End of process
Leave account
Leave account
Process: Notification of absenceCreation date: 16.12.99
Created by: Th. Krauss
superior
Document the Business Process (Example)
SAP Workflow Course – Section 07A-01: Templates 44
Involved users
Objects Additional notesActivities
Process:Creation date:
Created by:
Document the Business Process
SAP Workflow Course – Section 07A-01: Templates 45
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
SAP Workflow Course – Section 07A-01: Templates 46
1Day
MO DI MI DO FR SA SO
1 2 3 4 5 6 7
Day(s)
MO DI MI DO FR SA SO18
152128
29
162229
310172330
411182431
5121925
6132026
7142127
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 "from scratch"– SD delivery management / credit memo handling
– PP material master data maintenance
Workflow Project Approaches And Experiences
SAP Workflow Course – Section 07A-01: Templates 47
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.
SAP Workflow Course – Section 07A-01: Templates 48
Workflow Roles Activity Groups
BC - Workflow Roles and Activity Groups
Process Consultant Business Workflow: Implementation teamBPT: Business Workplace for all user
Workflow Modeler Business Workflow: DeveloperBPT: Business Workplace for all user
Workflow Programmer Business Workflow: Developer
BPT: Business Workplace for all user
Workflow System Administrator Business Workflow: AdministratorBPT: Business Workplace for all user
Workflow Agent BPT: Business Workplace for all user
Process Controller Business Workflow: Process ControllerBPT: Business Workplace for all user
SAP Workflow Course – Section 07A-01: Templates 49
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
SAP Workflow Course – Section 07A-01: Templates 50
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
SAP Workflow Course – Section 07A-01: Templates 51
Steps of a workflow project (2)
Step 2: Selection of the process
What to do:
– Select possible processes for a workflow projectAt the end you should know: actual lead- and transport times, interfaces, responsible agents, steps of the processes
– Cataloging of processesCriteria 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 processdescribe the conditions in which the process should start/end
SAP Workflow Course – Section 07A-01: Templates 52
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
SAP Workflow Course – Section 07A-01: Templates 53
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.
SAP Workflow Course – Section 07A-01: Templates 54
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.
SAP Workflow Course – Section 07A-01: Templates 55
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 projectsdo not concentrate only on saving personal costs
• Convince the end user.
SAP Workflow Course – Section 07A-01: Templates 56
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
SAP Workflow Course – Section 07A-01: Templates 57
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 ConsultingTM refers to the management consulting services businesses of the member firms of the worldwide PricewaterhouseCoopers organisation.
2001 PricewaterhouseCoopers. All rights reserved.