What Well Cover Release Strategy what is it?Classification system: Search, select, and define parametersWhich parameters to use and which NOT to useA simple Workflow customizationWrap-up

Release Strategy What is It?Release Strategy is SAPs process to approve purchasing documents from the early releases of SAP R/3 up to the latest releases of ECCIMG link: IMG > Materials Management > Purchasing > Purchase Requisition > Release ProcedureIMG > Materials Management > Purchasing > Purchase Order > Release Procedure for Purchase OrdersIMG > Materials Management > Purchasing > Contract > Release Procedure for ContractsIMG > Materials Management > External Services Management > Define release Procedure for Service Entry Sheet

Release Strategy ConfigurationRelease Strategy is not so difficult to configure as long as maintaining it is taken into consideration at the design phaseWe will talk about:Classification in Release StrategyWhich fields should be used and which ones should not How to easily introduce Workflow into the process

Release Strategy ImplementationRelease Strategy may be implemented for the following documents: Purchase OrderPurchase RequisitionContractsService Entry Sheet

What Well Cover Release Strategy what is it?Classification system: Search, select, and define parametersWhich parameters to use and which NOT to useA simple Workflow customizationWrap-up

Classification What is It?Classification is a general method in R/3 and ECC to search and select objectsIt is part of the cross application componentThe classification system allows you to use characteristics to describe all types of objects and to group similar objects in classes to classify objects, so that you can find them easily SAP has predefined a number of object types (for example, materials and equipment)The settings for these object types have already been defined during customization, so you can start to set up your classification system for these object types without defining further settings

Steps to Use the Classification MechanismSAP also uses the classification mechanism to define the parameters of the Release StrategyUse characteristics to describe the properties of objectsCreate characteristics centrally in the SAP R/3 systemCreate classes to classify objectsClasses must be set upAssign characteristics to the classes Assign objects to the classes you require for classificationUse the characteristics of the class to describe the objects you classify

Release Strategy uses class type = 032

Communication Structures CharacteristicsCharacteristics for Release Strategy use the following communication structures:Purchase Order and Contracts: CEKKOPurchase Requisition: CEBANService Entry Sheet: CESSR

Purchase Order and Contracts use the same class in Release Strategy. Therefore, analyze them both when you design the characteristics values!

Classification Create Class and Assign CharacteristicsSAP Menu > Cross-Application Components > Classification System > Master Data > CharacteristicsData type assigned from reference field dataMake sure these parameters are correct to your needsEnter the table name (e.g., Purchase Order data = CEKKO)Enter the field name (from the table).See all table fields in txn SE11.

Classification Create Class and Assign Characteristics (cont.)SAP Menu > Cross-Application Components > Classification System > Master Data > ClassesClass type for Release Strategy must be 032Assign the characteristics to the class

Classification User Exit EnhancementIn the case that the standard fields in CEKKO, CEBAN, CESSR are not sufficient, use your own logic to enhance these communication structures with the following user exits:M06B0001: Changes to communication structure for release of requisitionsM06B0005: Changes to communication structure for overall release of purchase requisitionsM06E0004: Changes to communication structure for release of purchasing document (Purchase Orders and Contracts)SRVREL: Changes to communication structure for release

Options to Use Release StrategyThere are two options: With or without classification Option 1 Without classification An overly simplified solution Includes constant parameters (e.g., price)Option 2 With classificationCharacteristicsClass (class type 032)Allows much more functionality than without classificationVery flexibleAllows fine-tuning with user exit

How Does it Work?When one creates a document, SAP checks if it corresponds to a Release Strategy and applies the Release Strategy to it automaticallyAssign the authorization M_EINK_FRG to the persons who are to be involved in the release procedure

Q: What happens when no corresponding Release Strategy is found? A: The document is released immediately!

Purchase Order with Release Strategy

There is a Release strategy tab; therefore the Purchase Order is subject to Release Strategy

Purchase Order Without Release Strategy

There is no Release strategy tab; therefore the Purchase Order is released

Release Strategy SetupThe process:Choose parametersDefine characteristicsDefine classAssign characteristicsto classAssign class to ReleaseGroupCreate ReleaseCodes Create ReleaseIndicators Combine all above in ReleaseStrategies

Important Release Strategy Setup Tips!Classification data is treated in SAP as Master DataTherefore it is not transferred with Transport Request Use Application Link Enabling (ALE) for that purposeUse the following paths:BD91 - SAP Menu > Tools > ALE > Master Data Distribution > Logistics > Classification > Characteristic > SendBD92 - SAP Menu > Tools > ALE > Master Data Distribution > Logistics > Classification > Class > SendBD93 - SAP Menu > Tools > ALE > Master Data Distribution > Logistics > Classification > Classification > Send

Release Strategy Classification Setup1.1 Define Characteristics (txn CT04)

1.2 Define Class and assign Characteristics (txn CL02)

1.3 in IMG for Release GroupAssign the class you created

1.4 Create Release Codes A 2-digit identifier of a person to release a document

1.5 Create Release Indicator1-digit identifier of the release status (e.g., not released, partially released, released)

1.6 Create Release StrategiesCombine all of the previous Release Strategies:List the Release Codes per specific Release StrategyCreate the Release Sequence Per each Release, define its relevant Release IndicatorAssign the values of the assigned characteristics (e.g., value 0 $10,000)

Release Prerequisite and StatusRelease prerequisite: These settings mean that the order of release is MR, then SM, and last MNRelease statuses: These settings mean that if not released, the indicator will be 2If MR released, the indicator will be 4 and so on

Release Strategy ClassificationThese settings mean that MR, SM, and MN will release the orders that have the characteristics:Company code = 1000Order type: NBPurchasing organization = 1000Order value > $200,000Purchasing group = 101

What Well Cover Release Strategy what is it?Classification system: Search, select, and define parametersWhich parameters to use and which NOT to useA simple Workflow customizationWrap-up

Which Parameters to UseThe following points should be considered when deciding which parameters to use:Parameters needed by the organizations rulesMostly document value (price quantity) is used Use rangeDo not override valuesMake sure no ranges are missed (e.g., 0-100, > 100)If both contracts and POs are implemented use document type or document category as one of the parametersAdd parameters that do not change often, such as plant, company code, account assignment category, item category, etc. Why? Because when the parameter changes the release strategy will have to be modified.

Which Parameters NOT to UseConsider the following points when deciding on parameters not to use: Do not use parameters that may change too often, such as cost center, purchasing group, material group, etc. Why? If a release strategy is not found the document is immediately released.For example: A cost center is used, and a new cost center is added the new requisition to this cost center may be released immediately!

What Well Cover Release Strategy what is it?Classification system: Search, select, and define parametersWhich parameters to use and which NOT to useA simple Workflow customizationWrap-up

Release Strategy or Workflow?Release Strategy Works on pull strategy, i.e., the user should enter a transaction, enter his/her Release Code, and receive a list of the appointed documents waiting to be releasedWorkflow Works on the push strategy, i.e., a document that is waiting to be released is sent via email to the persons mailbox. After releasing the document, it is sent to the next persons mailbox.

Important Workflow is built on the ground of the Release Strategy; first you create the Release Strategy, then you add the Workflow to it

Workflow is it Complicated?Many SAP customers think that Workflow is very difficult to configure and setIt may be true only if Workflow is implemented from scratch ... this process may take a few months BUT SAP provides a simple Workflow in Release Strategy to be used without any programmingThis Workflow may be implemented faster and easier!

Workflow ActivationBefore implementing the Release Strategy Workflow, Workflow must be activatedTxn SWU3

Workflow Activation (cont.)Txn SWETYPV For PO enable (activate) event BUS2012For PR enable (activate) event BUS2009

Workflow Activation (cont.)Txn PFTC Task type: Workflow templateTask (PO release): 20000075 display

Use the Following Link (e.g., Purchase Order)IMG > Materials Management > Purchase Order > Release Procedure for Purchase Order > Define In the opened window choose Release Codes and enter 1 in the Workflow field

Use the Following Link (e.g., Purchase Order) (cont.)IMG > Materials Management > Purchase Order > Release Procedure for Purchase Order > Define In the opened window, choose Workflow and enter the relationship between a Release Code and an SAP userResult: All releases will be directed to the user email

What Well Cover Release Strategy what is it?Classification system: Search, select, and define parametersWhich parameters to use and which NOT to useA simple Workflow customizationWrap-up

Resourceswww.workflowbook.comAssign agent to taskActivate events

7 Key Points to Take HomeRelease Strategy uses the pull strategy as opposed to Workflow, which uses the push strategySelect parameters that do not have too many values or change too often this will reduce your maintenanceIf a purchasing document did not find a suitable Release Strategy it will be released automaticallyWhen standard parameters are not enough use user exits to enhance your release selection options

7 Key Points to Take Home (cont.)Make sure there are no redundancies you may end up with unexpected resultsAvoid going live with Workflow. Use Release Strategy first, allow the system to be stabilized, and then introduce Workflow.Design is the key. Good design will reduce your maintenance efforts long into the future.

Your Turn!How to contact me:Isaac Mazliachisaac@sdm-c.com