sap workflow and webflow

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SAP AG 1999 /1 Carla Giörtz / SAP Business Workflow

Carla Giörtzfrom Product Management BPTSAP AG

SAP Business Workflow®

& WebFlow

Overview

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Agenda

l Introduction

l Positioning & Architecture - SAP Business Workflowl Tools & Techniques - SAP Business Workflowl User integration & enduser´s interfacel Process Reportingl Benefits & Conclusion

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SAP BusinessCommunication

SAP BusinessWorkflow®

Better Processes through Technology

SAP BusinessDocuments

Business Process Technology (BPT)

l SAP Business Workflow is the perfect solution to automate and improve business processeswithin R/3, including:

l Seamless integration with the R/3 business applications

l A powerful development environment including a graphical workflow editor

l Integration with the organizational management component of the R/3 Basis System

l Predefined workflow templates for almost all applications, representing best practices for rapidworkflow implementation

l Workflow Wizards for fast development of individual solutions

l Workflow Log (both alphanumerical and graphical) for process tracking and drilldown to singleactivities

l Workflow Information System (WIS) for process review and Continuous Process Improvement

l Object-oriented approach based on the Business Object Repository (BOR) of the R/3 System

l Universal Inbox for work management, integrating e-mail, work items, business objects, fax, andphone messages

l Universal Inbox available in SAPGUI, MS Outlook, Lotus Notes or as Web-Inbox environment

l Tight integration with SAP Business Communication and SAP Business Document solutions

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Agenda

l Introduction - Workflow Management

l Positioning & Architecture - SAP Business Workflow

l Tools & Techniques - SAP Business Workflow 4.6 l User integration & enduser´s interfacel (Live) Scenarios and solutionsl Process Reportingl Benefits & Conclusion

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Components:

support of:

Workgroup Computing(Computer supported cooperative work)

Driven by:

E-MailJoint Editing

CalendarConferencing

shared documents and data

Process ModelOrganizational Model

Runtime / DesktopMonitoring /

Reporting facilities

unstructured,ad hoc, uniqueprocess types

structured,frequent process

types

Groupware Workflow

User System

Groupware vs. Workflow Management

l The applications supported as part of activity processing include Workflow ManagementSystems as well as groupware systems such as MS Exchange/MS Outlook, or LotusNotes/Domino.

l The supported activities (usually ad-hoc activities) include telephone calls, deadlines,document management, address management etc., most of which are provided byspecial groupware systems that are independent of Workflow Management. Theoperational sequences are not permanently defined or controlled by the groupware inquestion.

l A Workflow Management System generally supports structured, routine processes withfixed responsibilities.

l Groupware, on the other hand, provides the functions for IT based teamwork andsupports unstructured, i.e. project-specific and ad-hoc, processes.

l Although SAP Business Workflow® allows you to deviate from the predefined sequenceof operations at runtime, it is not a groupware solution as such.

l These types of applications must be integrated in a logical manner. SAP BusinessWorkflow®, therefore, supports integration with both SAP’s own messaging solution(SAPoffice) as well as other MAPI-compatible interfaces. In other words, the user isguaranteed a standard interface for carrying out ad-hoc activities and processingstructured workflow tasks.

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SAP Business Workflow - Goals

l Management of both Organization- and Processes

w Ease-of-change for Processes and Responsibility

l Enhancement of R/3 Standard Business Processes

w additional, different sequence and elimination of activitiesw Integration of Non-R/3-Components

l Active Support for the End-User

w automated Control and Flow of Informationw Reducing complexity and providing of process knowledge

l Process Knowledge

w Information on the processw for continuous process improvement

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Synchronization with R/3

Advanced Integration: PDAs

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E.g. Cross ApplicationTime Sheet (CATS)

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Workflowbased

approval procedure

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4Notification

l Personal Digital Assistant integrated withbusiness applications

l Workflow as driver of business process

l Notifications via e-mail

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Advanced Integration: Telephony

Incomingcustomer call

Universal Inbox SMS

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3

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Next Generation

Service Management

“Helpcustomer4711”

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Area of Application (1)

Active flow ofInformation

Active flow ofInformation

ApprovalproceduresApproval

procedures

l Automatic notification of people depending on certain conditions

l Push of information rather than pull

l Automation of approval procedures based on well defined business rules

l Better transparency in approval procedure

l e.g. new customer entered into system

l e.g. material master changed

l e.g. release of purchase orders

l e.g. payment release

ProcessAutomationProcess

Automation

l Elimination of tasks that can be handled by the system

l Support of casual users

l e.g. search for approver/substitute

l e.g. direct execution of needed task

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Handling ofDocuments

Handling ofDocuments

Exception &Error HandlingException &

Error Handling

l Starting of processes due to documents (scanned, fax)

l Automatic forwarding of documents

l Automatic reaction on problems in processes

l Pre-defined handling of exceptions

l e.g. early archiving for incoming invoices (FI)

l e.g. recruitment procedure (HR)

l e.g. ALE distribution e.g. EDI inbound

l e.g. incoming calls e.g. Approvals

Cross Appli-cation ProcessCross Appli-

cation Processl Automation of processes involving multiple apps.

l e.g. EVG (lease)

l e.g. Real Estate

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DeadlineMonitoringDeadline

Monitoringl Definition and ensuring of deadlines

l Automatic reactions incl. defined escalation procedures

l e.g. release of payments

l e.g. order handling

And More!And More! l process help

l e.g. Process Log

l e.g. Process Monitoring

l e.g. task description

l e.g. Status of process

l e.g. duration

Driving ofNon-R/3-Apps

Driving ofNon-R/3-Apps

l Ensuring the entire Business process

l Invoking of needed function

l Automatic reaction on problems

l e.g. order entry in an heterogeneous environment

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Workflow Management Architecture

E.g.Purchase

Order

Roles

TasksOrg. Units

Jobs

Persons OrganizationalManagement

Business Business ApplicationsApplications

BusinessObject Repository

Workflow Builder &Manager

BAPI

BusinessObject

BAPI BAPI

BusinessObject

BAPI

l Modeling (Workflow Builder) essentially entails defining

� tasks, based on object type methods (e.g. invoices) from the Business Object Repository,

� time or context-related process conditions,

� users responsible from the Organizational Management,

� subprocesses etc.

l At runtime (Workflow Manager):

� process conditions are evaluated in the background,

� object methods are converted to workflow tasks, which can be executed by the end user,

� the users (user groups) determined from the Organizational Management or role resolutionreceive their tasks in their inbox,

� relevant processes are synchronized,

� process data and any errors are collected.

l Business Workflow is a database-based as opposed to an email-based workflowsystem. As a result, you can easily use all of the data created during a processto control and analyze the process itself or monitor its status (also graphically).The data collected can also be exported to MS Excel or analyzed with the SAPWorkflow Information System (WIS) using the functions in the LIS (LogisticsInformation System).

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WebFlow - Dimensions

BusinessCommunity

Proces

sOrga

nizatio

n

Monitoring

Internet / BusinessApplications

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Usage of the Organizational Management

l Tasks assigned to roles, positions, jobs or otherorganizational units

l Workflow refers to actual organization

l Automatic routing adjustments made foremployee changes or reassignments

l High flexibility with respect to organizationalchanges

l Automatic substitution(e.g. illness, vacation)

l Extended role resolution(e.g. purchase value exceeds $ 200)

l Part of R/3 Basis / No HR required!

n Alternatives:

n assignment of users

n distribution lists

n manual routing

Flexible adjustment of responsibilties

l As already mentioned, business Workflow refers to the organizationalmanagement as part of the R/3 system.

l Work items are automatically routed to representatives of positions, roles,organizations as departements, teams or other groups. This is done by referingworkflow tasks to them instead of to users themselves.

l Imagine, refering organizational objects to workflow tasks instead of the personsname makes business processes still processable even if the responsible personof the e.g. position leaves.

l On top of that, business processes become more flexible because of thepossibility of defining representatives on exceptions as illnesses or evenunplaned vacation.

l Using an organizational management tool makes all responsibilities in yourcompany transparent.

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Agenda

l Introduction - Workflow Managementl Positioning & Architecture - SAP Business Workflow

l Tools & Techniques - SAP Business Workflow 4.5/4.6 l User integration & enduser´s interfacel Process Reportingl Benefits & Conclusion

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Workflow Implementation Made Easy

l Reducing implementation effort throughn Workflow templates n Workflow wizardsn System-based Workflow Introduction with 4.6n Part of ASAP roadmap new with 4.5

l Optimized Training Curriculumn TAWF10 Workflow Academy

l Customer Networking Workflow user groups in Germany + USA + Scandinavia?

l Workflow Consulting Partners incl. TeamSAP Academy & Certification

l We reduced the implementation efforts for workflows significantly through:

� workflow templates

� and workflow wizards

l Additionally, we optimized our workflow training significantly

l A network of workflow customers around the world - partially organized inworkflow user groups - is exchanging information and giving helping hands.

l Nevertheless, experienced workflow consultants are available if you needsupport for your projects.

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More than 250!

l Rapid prototypingl Rapid workflow implementationl Best practicel Reusagel Starting point for individualization

SAP Business Workflow - Templates

AM Asset ManagementFI FinancialsHR Human ResourceMM Material ManagementPP Production PlanningPS Project SystemPM Plant MaintenanceQM Quality ManagementSM Service Management

l Workflow templates are pre-configured workflow scenarios - for frequently usedbusiness processes - that are delivered with the R/3 system. They can either beused for a rapid implementation of workflow - typically in a couple of hours - or asthe starting point of individual workflows by modifying SAP´s templates.

l With release 4.6 there are new workflow templates such as

� CO-PA Ergebnis- und Marktsegmentrechnung

� MM-IV-LIV Release of price-locked invoices

� PP

• Order change

• Production phases

• Production changes

• Feedback discrepancy

� PA-PA

• New employee (follow-up activities)

• Limitations of a new EDSS user

• Compensation management

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Enhancing Templates

Assign users

Add deadlines

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System-based Workflow Introduction

List of features

Run timeenvironment

l With release 4.6 SAP provides a showcase area.

l You can easily experience the power of SAP Business Workflow within yoursystem environment and thus learn how the use of SAP Business Workflow canhelp in optimizing day-to-day work (e.g., through the automation of businessprocesses). The use of the showcases does not require any detailed knowledgeof the SAP Business Workflow (e.g., how to configure system settings, how tosetup workflow templates, or how to create individual and new processes). It'sreally click and play.

l It supplies a guided tour through an example process, the use of the workflowinbox, the execution of forms and the new functionality delivered with release4.6. The SAP Business Workflow showcase transaction is available from theenvironment menu of the workflow workbench (Transactions: SWUI_DEMO,SWLD_INPLACE, SWLD_INPLACE2).

l Supported functions are: Easy setup (auto-customizing) of the R/3 System forworkflow, if workflow has not been used in the system before, Start andexecution of the sample process "Approval of employees absence requests“,Documentation of this process, Navigation to the Business Workplace, Twoexamples of the inbox usage within Business Workplace, Executable anddocumented examples of task preview, user acknowledgment and the WorkflowToolbox, Example of executing an electronic form.

l

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Workflow Generation using Wizards

Creation of entireworkflows, or single-step

workflows

New wizards withinthe wizard explorerand the workflow

builder

Improveduserinterface

l A Workflow Wizard supports you in the definition of a workflow with a dialogsequence - a guided tour through the main steps of creating a task or a workflowdefinition. Workflow Wizards are either used to insert new steps into an existingworkflow definition or they are started from within the Worfklow Explorer tocreate complete workflow processes.

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Workflow Builder

Recently editedworkflows

Available taskgroups

Double-click onstep to show

detail

New wizards:• Manual agent assignment• Object links

Warnings

l Workflow developers have, within the workflow workbench, different areas wherethey find appropriate tools and information for the successful creation andadministration of workflows. With release 4.6 we introduce for the first time thenew Workflow Builder as a further development of the enhanced graphicalworkflow editor.

l This is the new central entry point for workflow developers who want to create ormaintain workflow definitions. The Workflow Builder offers all necessarydevelopment and testing functionality. It also features extensive diagnostic toolsto check workflows for errors and to ensure their functional integrity (usetransaction SWDD)

l Most important functions of the new Workflow Builder:

� Creation of new processes and redesign of existing workflow templates

� Reuse of existing tasks by access to recently used and available tasks

� Creation of PC document templates

� Utilization of wizards

� Graphical editor with a new UML (Unified Modeling Language) like process model

� Easy navigation through larger processes

� Hierarchical structure of steps, conditions and process data (container elements)

� Diagnostic tools and test environment

� Advanced condition editor and where used for container elements

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Where used for container elements

List shownhere too

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Start conditions for Workflows

Currency can bedefined forcondition

l Starting a process is based on an event such as an invoice has been parked, apurchase requisition has been created or an approval has been made.

l With release 4.6 it has become possible to create conditions on different events.

l This new function makes it possible to define start conditions for a workflow. Thismeans that the starting of a workflow is no longer only dependent on whether aparticular event is created, but also on other conditions.

l For example, a particular workflow is to be started when a notification of absenceis created and the creator of the notification of absence belongs to a specificemployee subgroup. The condition editor of the Workflow Builder is used todefine these conditions.

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PC Document Generation

Variables filledby flow

Template stored inthe Knowledge

Provider

l With release 4.6 insertion of associated PC-based documents have becomeavailable from from the workflow developers point of entry - the WorkflowBuilder.

l You want to use an existing PC-based document template (e.g., a letter ofapproval in an existing process). The necessary change within the existingprocess definition is to define the document template as an associated documentof this process.

l Example: A letter of notification should be created based on a company'sstandard document template (MS Word, MS Excel or WordPro are supported).During runtime of the workflow, process data should automatically be includedinto this document. The resulting document should then be modified and printedor faxed. Different document versions have to be saved together with the relateddata fields within the SAP Knowledge Provider - SAP's new documentmanagement engine.

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Workflow Log - managing process information

l Active processstatus tracking

l Overview anddrill-down

l Process, Organi-zational and Objectview

l Alphanumericaland graphical view

l The workflow log is used to manage process information. With release 4.6 theearlier workflow step log is enhanced and replaced by the workflow log.

l Before executing a particular task, you may wish to see an overview of the entireprocess or detailed information of the steps involved. This might be necessaryprior to executing a task (e.g., as the result of a customer call asking for thestatus of an order.)

This view can be started from any worklist of the workflow inbox using thefunction button Workflow log (see section "Workflow Inbox"). The user can selectdifferent views to drill down on processes information.

The Chronological Workflow View shows the sequential flow of the selectedprocess. The Organizational View shows the Workflow Agents involved. TheDocument View offers a list of associated Workflow.

You have the choice of viewing the details of a single step in the bottom frame orgetting the process overview in the Graphical Workflow Log.

Navigation is possible for more detailed information from every line displayed(e.g., a double-click on the step Approve absence provides the task description;a double-click on the agent within the details frame provides the organizationaldetails of the agent).

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Diagnostics highlights missing agent assignments

... if no agentassigned

... assignhere

Organizionalassignments refreshed

with every test! Or ...

l The administration of the workflow system is not actually a process. It entails theconstant monitoring and maintenance of the development environment andruntime environment of the workflow system.

l Administrators are provided with a huge set of tools to maintain workflowprocesses.

l One transaction swud, available since release 3.1h, has been enhanced inrelease 4.6 with a quick view opportunity to find a very popular error situation:agent assignment is missing. This very often occures if a template has to beactivated or changes with those assignments have been made.

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E-mail Notification of work items (4.6)

l Online Services Note 131795 for pre-releasefunctionality

l Job has to be planned manually via report rswuwfml.

l It can be planned to run concurrently for differentpriority notifications.

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Usage of Organizational Management

Tasks

Organization

Details

Views

Search for: Org.Unit, Position,

User, Job, etc.

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Project Approaches and Experiences

Days

Use of existing Workflow templatese.g FI invoice approval MM purchase requisition approval AM mass change of assets PM, SM task processing

Weeks

Adaptation of Workflow templatese.g. HR, MM purchase requisition, ECM,

or QM templates as starting points

Months

New Workflowse.g. SD delivery management / credit memo handling, PP material master data maintenance

Eff

ort

Flexibility / Individualization

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SAP Business WorkflowSAP Business Workflow

Advanced Integration: Non-R/3-Applications

BORProxy

OrderEntry

CheckAvail.

Proxy

ShipNotifyCust.

ProxyMaterial

JavaASP

ShipFedEx

OrderStatus

OrderEntry

l Integrate external apps into business processes by state-of-the-art Enterprise Application Interface - partner solution MADRID for R/3 from VisualEdge

l SAP Business Workflow as process driver

l Support of heterogenous environments (incl. CORBA, DCOM, Tuxedo)

l Generation of “Proxy Business Objects”

l No programming of interfaces !!!

R/3

CobolTuxedo

Java OrderEntry

Example: Book Order

Madrid for R/3 by VisualEdge Madrid for R/3 by VisualEdge

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l Madrid is an Enterprise Application Integration (EAI) product focused on R/3 andprovides integration by enabling R/3 customers to use SAP Business Workflowacross all the applications in the enterprise. It makes external applicationsappear to R/3 as native R/3 Business Components.

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Overview 4.0

l Generic Object Services

l Definition Tool for Complex Rules

l Extended Role Definition

l Intuitive Definition of Workflows

l Workflow Wizards

l Additional Functions and Views in WWW Inbox

l Workflow Information System (WIS)

l Integration of Forms via SAPforms

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Overview 4.5

l Business Workflow Explorer

l Workflow Wizard Explorer

l Personal Workflow Settings

l Improved Graphical Workflow Log

l Improved Workflow Editor

l New Object Types

l Top-Level Work items Containing ErrorsAdministration

l Improved Complex Condition Editor

l Event Creation As Result Of LIS Exception

l Wizard Support For Creating Customer-Defined Events

l Improved Outlook Integration

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Overview New Functionality Release 4.5

l New Name For Application Component: Basis -> BusinessManagement -> SAP Business Workflow

l Explorer Within Workflow Workbench (TR swld):

n Business Workflow Explorer with views on specific task groups (newobject in workflow) or applications

n Workflow Wizard Explorer and new userinterface for wizards

l New Wizard (TR awuf) For Event Creation

n Change documents + creation of complex conditions as valueconditions

n new with 4.5 LIS exceptionsn Events for OPEN-FI interface

l Enhanced Workflow Creation

n Additional alphanumerical view (left hand pane) on steps andconditions and container elements

n Context sensitive menus on steps

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l Enhanced Workflow Creation cont.

n Rule based data flow definition to be accepted at all or in parts by theuser

n New commands tow cancel a workflow -> a main workflow remains runningw end a workflow -> a main workflow is cancelled

l Enduser

n Enhanced Work item display (WI in the inbox) replaced by Work itemdisplay as an default settingw Standard register cards are Basic Data, Activities, Available

Objects (+Attachments)w Configuration of your individual tab

n Graphical Workflow Logn Workflow log replaces and enhances the workflow step protocoln Personal Settings for workflow log and work item display

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l Enduser cont.

n Changes to „Start of new workflows related to object“ -> WS tasksonly, start with notification or attachment, notification work item forinitiator of the workflow

n Individual start transactions for workflow templates (WS tasks) ->new assistance by creation of these transactions (TR swug)

n Attachments and objects of the process on your finger tips -> objectreference to SOFM included in container data

l Administration

n New Object types BPJob (planning, execution and display) andBPSTEP (responsible for step maintenance)

n Administration of (Top-Level Work items) workflows containing errors-> report, repair and restart from TR swuf

n (No.) of restarts for temporary failed background work items nowdefined for each step (not for the whole system). Event allows userdefined followed steps.

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l Process Definition

n Event Creation As Result Of LIS Exception

l Distribution of Workflow (on project basis)

n The workflow definition may span several SAP systems

n The SAP Inbox shows work items from other trusted systems

n The workflow log shows the steps from sub-systems

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Improved customizing/development (4.6)

l Concerted effort within SAP development

n Developers Cookbookn Developers Hotlinen BPT SI

l Customizing of workflow templates more consistent

l Improved template documentation

l Better on-line documentation (e.g. BOR events)

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Definition Improvements (4.6)

l Showcase transaction and testing/verifyingenvironment

l Enhanced Workflow Editor - Workflow Builder

l Enhanced Diagnosis

l Enhanced SAPforms functionality

l Enhanced Customizing

l Enhanced Interfaces

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SAP_WAPI functions added to 4.6

l SAP_WAPI_WORKITEMS_TO_OBJECT

n Useful for creating your own status reports

l SAP_WAPI_WRITE_CONTAINER

n Useful for modifying container outside the workflow

l SAP_WAPI_READ_CONTAINER

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Workflow Administration added with 4.6

l The workflow administrator defined is inherited by thesubflows

l The workflow administrator can be defined in the workflowtemplate without modification of the basic data

l Integration in the workflow archive information system

n Archived workflow work items can be read from the archive

l Transient workflows (project)

n for synchronous and sequential (background) tasksn Workflow item and first work item is stored in the database

l Selective event queue (project)

n temporary memory for eventsn storage, maintenance and delivery of events and its data

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Agenda



l Tools & Techniques - SAP Business Workflow 4.6

l User integration & enduser´s interface l Process Reportingl Benefits & Conclusion

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Incoming fax

E-mail

Incoming phone call

Work item

Electronic form

Business Object

SAP Business Workflow - No Limits!

SAPg

ui

Web and more

Notes

MAPI client

The situation today is that many users are involved in business processes and they all usedifferent types of userinterfaces. Therefor:

l Process and workflow managementis needed

l Different groups of users with different client paradigms

l Online and mobile users

l Integration of executives is difficult

l Push principle and status management is a must

The solution is

l Integrated workflow for process management

l Integration of all users involved

l Integration of both R/3 and Non-R/3 applications

l Push principle

l Active process monitoring

l Continuos process improvement

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Web Inbox

Folder tree- work items- mails- folder- calendar

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WebFlow - The Driving Engine on the Internet

l Based on SAP Business Workflow

n Event-driven triggering of actionsn Reliable secure technologyn According to WfMC*

l Flexible definition and change ofBusiness processes

n Easy to learn, tailor and usen Graphical Design and Monitoring

l Rule-based capturing ofBusiness semantics

n Templates, Wizards, ...

l Open to collaborate withexternal objects

* Workflow Management Coalition

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B2B - Web Shopping, Inbox & Workflow Log

B2B - web basedshopping

basket

web based approval workflow

web based status log

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Example: Absence Approval via Intranet

l Intuitive user interface

l Start of workflow in R/3 incl.dynamic role resolution

l Employee receives automaticnotification

l .

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Integration with MS Outlook

Microsoft Outlook:Overview of SAP Business Workflowwork items

Execution of work item Execution of E-Form

ExecuteOutlook WI,

Start WF withattachements

(4.6)

l The first integration with MS Outlook using Visual Basic forms was done withrelease 3.1g.

l Imagine you would prefer spending more time with your customers and youcould work offline. With release 4.5 it is even possible to execute work items inoffline mode. People such as sales reps for example need their information onthe road.

l E-mail from within R/3 business applications and work items from SAP BusinessWorkflow can be synchronized with MAPI compliant mail clients.

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SAP Business Workflow and Lotus Notes

Overview of SAP BusinessWorkflow work items

Lotus Notes Client:Execution of work item

Invoking of R/3 business applicationfrom SAP Business Workflow

1

2

Imagine processes where a Lotus Notes user needs to participate in businessprocesses managed by R/3.

From release 4.0 the following is supplied

l E-Mail exchange with R/3 business applications

l Execution of work items from the Workflow Inbox

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Business Workplace

Integrated inbox

Specializedinbox

Folders

Folder contents

Preview

l With release 4.6 the Business Workplace builds a single point-of-entry interfacefor operational users, called the SAP Business Workplace, intended for all userswho are involved in business processes. This interface gives an instant well-arranged overview and preview of the work items you perform. They are groupedinto incoming and outgoing tasks and allows you to trigger new processes and toeasily reach all process status information. Additional information on the SAPBusiness Workplace can be found in a separate document entitled SAPBusiness Workplace.

l Every folder with a specific work item type may have its own column headingsthat represent the most important information (e.g., arrangement of invoices tobe released by invoice numbers). The work items to be executed are separatedby their context.

l Each worklist, represented by the folder contents frame, may have its ownfunctionality - indicated in the generic icon line. In this manner you can start anew process for a specific work item only if there is a corresponding processavailable.

l Work items are displayed within a preview frame without the need for execution.You will see information such as the work item description, attached documents,the initiator of the workflow, and other task-related information here.

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Business Workplace (2)

Your logo hereTips/Tricks

Relatedobjects

Resizable and definedColumns

Preview: work item display or

generic decision tasks

Work item text,e.g. todo

l A specific outbox folder is separated into task lists for status tracking. You canview which processes have been started and which work items have beenexecuted or forwarded. You can also get detailed information of the flow and thesteps involved.

l With release 4.6 decision tasks are no longer executed in a different window butcan now be executed directly from within the preview frame.

l It is possible for customers to individualize the work item display within thepreview frame by inserting e.g. the companies logo or training information liketips&tricks.

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Business Workplace (task specific views)

Each taskhas its own

columns

l Different work item types are automatically grouped in task specific folders (e.g.,all approvals of invoices). In this respect every folder may have its own columnsto make navigation easier and let the user selecting the most interesting or highpriority work items first. This is general possible since release 4.0.

l Additional folders such as Overdue entries or Deadline messages assist users tomanage their processes.

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Workflow Outbox for Status Tracking

ProcessedWork items

Status ofSteps

Objectsinvolved

l Quick and easy overview of processes involvedl Status of tasks at a glancel Improved ability to answer customer inquiries

Flows youstarted

Work itemsyou’ve

processed

Work itemsyou’ve

forwarded

l At any given time, you have a quick overview of tasks you have executedincluding individual status and further process-related information. The use of theworkflow outbox enables you to rapidly answer inquiries at any time.

l The selected folder in the left-hand frame displays all processes you havestarted in the worklist in the top right-hand frame. You can then select a process.The tasks (steps), their status, execution date and the agent as well asassociated documents are displayed in the preview frame at the bottom right-hand. Depending on the selected view, different functions (buttons) in the inboxare provided.

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Process Specific Work item display (4.5)

l Activeinformation

l Individualguidelinesfor processworkers

ProcessInformation

Contacts

“You are here”

Links to intranet

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Workflow Log - managing process information

l Active processstatus tracking

l Overview anddrill-down

l Process, Organi-zational and Objectview

l Alphanumericaland graphical view

l The workflow log is used to manage process information. With release 4.6 theearlier workflow step log is enhanced and replaced by the workflow log.

l Before executing a particular task, you may wish to see an overview of the entireprocess or detailed information of the steps involved. This might be necessaryprior to executing a task (e.g., as the result of a customer call asking for thestatus of an order.)

This view can be started from any worklist of the workflow inbox using thefunction button Workflow log (see section "Workflow Inbox"). The user can selectdifferent views to drill down on processes information.

The Chronological Workflow View shows the sequential flow of the selectedprocess. The Organizational View shows the Workflow Agents involved. TheDocument View offers a list of associated Workflow.

You have the choice of viewing the details of a single step in the bottom frame orgetting the process overview in the Graphical Workflow Log.

Navigation is possible for more detailed information from every line displayed(e.g., a double-click on the step Approve absence provides the task description;a double-click on the agent within the details frame provides the organizationaldetails of the agent).

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Graphic Workflow Log

Paths are easierto follow

Finished steps aremarked

l You require a more general view of the process, or tasks (work items). You mayalso be interested in understanding an entire, possibly complex, businessprocess to be able to explain it to others, react in case a problem arises, or todeliver input for process improvement. The graphical view in the left-hand framedisplays the process model. Tasks (steps) that have been already executed orreserved by you are marked with a green check mark. The green line indicatesthe process flow. The right-hand frame offers a navigation area for the wholeprocess where you can move or resize the view of the selected process model.

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Workflow functions in applications

Workflowfunctions

available withinapplication.

•Workflow log•Attachments•Description•Forward•...

l With release 4.6 there is a new API for SAP business application developers thatallows the user for the execution of specific tasks out of the application. Thefunctionionality is represented by a toolbar .

l This toolbar is intended to provide the following functionality: Display work itemtext, display work item description, display and create attachments (e.g., links tobusiness objects and documents), assign users to tasks, show the workflow log,resubmit or forward work items.

l There are different ways that a toolbar can be presented and is decided by theSAP application development. The workflow toolbox is available in 4 variants.

l It is only visible when the transaction is called from a work item.

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Adhoc Functionality from applications

For Business Objects:ü Send Objectü Start related Workflowü Workflow Linksü Link with Documentü Add Hyperlink

(2) SendPurchaseRequisition

(1) GenericObject Services

(3) ReceivePurchase Requisition

l The user wants to inform other users about e.g. purchase requisition data, hesends the object out of the application or the user wants to start manually(adhoc) a new process, based on this purchase request, e.g. an approval.

l Another situation could be that the user wants to get access to relateddocuments like archived images or existing hyperlinks.

l The Generic Object Service recides in the R/3 system since release 4.0 and wasenhanced with every release. The shown functionality represents release 4.5.

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Generic Object Services

New userinterface

Linked objects

l This is how the Generic Object Service functionality is represented to the userwith release 4.6. The service itself is available with release 4.0.

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Generic Object Services (Workflow links)

Related workflows

Summary of oneworkflow

l The user is executing an engeneering change request within the application andwants to know all processes in which this request is involved. The GenericObject Service provides all information he needs and let the user even take alook into the processes.

l This is how the Generic Object Service functionality is represented to the userwith release 4.6. The service itself is available with release 4.0.

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Electronic Form

XYZ XYZ XYZ

XYZ XYZXYZ

XYZ XYZXYZ

XYZ XYZ XYZ

XYZXYZXYZXYZXYZ

Integrating Electronic Forms into R/3

SAPforms

l Use of SAP Business Workflow for non-SAPgui users

l Ability to process work items offline

l Better coverage of originally paper-based scenarios

l Alternative user interface for specific type of users

Outlook ExchangeVisualBasic

WebForms

LotusNotes

new

Usage:

l Create Business Objects

l Update Business Objects

l Create and start workflow instances

l Analyze, prioritize, delegate work items

l Execute form based work items.

Benefits:

l Forms can be used online and offline

l Forms can contain data and explanation

l Forms can be very simple and specific

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E-Forms support via SAPforms

Execute WI,Start WF withattachements

(4.6)

Lotus Forms

l This is an example with the absence request form created with Visual Basic,HTML and MS-Outlook. SAPforms technology provides techniques for easyimplementation of R/3 integration.

l New functionality with release 4.6

� SAPforms designer improved

� Session sharing of multiple RFC connections at run-time

� Visual Basic 6 support

� New example: “Create a Sales Order via IDOC”

� Start workflow with attachments

� Forms based work item display related to task type

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Workflow Benefits for the End User

l Transparency of Business Process

l Easier learning and understanding of processes

l Less effort for administrative tasks

l Tracking of dates (max. duration)

l Automatic notification

l Distribution of work due toresponsibilities

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Agenda



l Tools & Techniques - SAP Business Workflow 4.6 l User integration & enduser´s interface

l Process Reporting

l Benefits & Conclusion

64

SAP AG 1999 / 64 Carla Giörtz / SAP Business Workflow

Process Reporting

l Evaluate potential for processimprovements

n Increase throughput

nReduce process cycle times

n Identify bottlenecks

nReview exception rates

l Validate administrative information onworkload, work itmes´ attributes,business objects etc.

l Early warning system

l One of the process reporting application for SAP Business Workflow is a workflow-specific component of the Logistics Information System (LIS).

l The connection to the Logistics Information System allows the WIS to profit fromits powerful reporting system. Its advantages include a common user interface,multiple statistical analysis functions, graphics connection, and the export functionto Microsoft Excel.

l You can customize the WIS by individually structuring and extending the databasis of your information system. In particular, you can include specific informationfrom the environment of your own workflow in separate standard analyses.

l The Early Warning System enables you to make decision-oriented selections andto check weak areas from processes. It allows you to search for exceptionalsituations and aids in early detection of undesirable situations.

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SAP AG 1999 / 65 Carla Giörtz / SAP Business Workflow

Process Reporting

How old are the problems?

What is the status?

How many customer problems are in process?

How many processing deadlineshave been missed in the last month?

How many problems have been reported in the last 12 months?

Reporting to work load and work items and business objects?

How can I How can I maintain control?maintain control?

l While the workflow protocol can give you important information on a running instance of aworkflow.

l The Workflow Information System (WIS) is an optimization and change-management tool.

l Finished work items can be selected - compressed - and copied into the logisticsinformation system (L.I.S) of R/3 which allows for various reporting and analyticalprocessing on your aggregated workflow workitems.

l This way it is possible to find bottlenecks and room for improvement of your criticalbusiness processes.

l Alternatively to the L.IS. it is possible to download this information to an Excelspreadsheet for further analytical processing.

l Workflow scenario independent Figures are (e.g.)

n Frequency of processes and steps

n Duration of processes and steps

nWorking versus waiting time

n Costs of processes and steps

nWorkload for certain organizational units

l Workflow scenario specific Figures (e.g.)

n Purchasing -> total amount per material / vendor

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WIS Concept and Functionality

PFS

PFS

BusinessInformationWarehouse

BusinessInformationWarehouse

SelfAudit

SelfAudit

Available

- to- Promise

Available

- to- Promise

Consoli-dation

Consoli-dation

Joint

Venture

Joint

Venture

Invest.Controlling

Invest.Controlling

Environ-menta l

Protection,Health &

Safety

Environ-menta l

Protection,Health &

Safety

SelfService

SelfService

H R

H R

L O

F I

Treasury

Treasury

Pricing

Pricing

Configuration

Configuration

BusinessEngineer

BusinessEngineer

InformationRepository

InformationRepository

Travel

Travel

PDM

PDM

OrganizationalView

ProcessView

ObjectView

Workflow Information System (WIS)as part of

Logistics Information System (LIS)

0

2 0

4 0

6 0

8 0

A s e g m e n t B s e g m e n t C s e g m e n t

P r o p o r t i o n ( % )

T o t a l t i m e N u m b e r P r o c e s s d e f i n i t i o n

Standard analysis: ABC Analysis

l The WIS lets you make the following standard analyses for completed workitems:

l Organization viewWorkload analysis that emphasizes the work item’s agents and theirorganizational assignments.

l Process viewProcess analysis that emphasizes the superordinate workflow (the "process").

l Object viewAnalysis that emphasizes the processed object.

l Group viewAnalysis that emphasizes certain objects from the environment of the processedwork item.

l The data basis for all analyses is returned by completed work items only. Thesework items were transferred to the information structure of the LIS by aperiodically scheduled job. These tables receive the data for analysis insummarized form. These tables allow a high-performance analysis,independently of running operations.

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Agenda

l Introduction - Workflow Managemen

l Positioning & Architecture - SAP Business Workflowl Tools & Techniques - SAP Business Workflow 4.6 l User integration & enduser´s interfacel Process Reporting

l Benefits & Conclusion

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One Stop

Shopping

SAP Business Workflow - is More

l Business application integration

l Organizational management

l Internet / Intranet integration

l Document management integration

l Desktop office, mail and Groupware integration

l E-forms and mobile support

l Telephony integration

l Workflow Information System

l Integration of Non-R/3-Appications (EAI)

l Why is the SAP Business Workflow not just another workflow solution?

l First and most important, it is seamlessly integrated with R/3 businessapplications because it is designed for and with the various businessapplications.

l There is also tight integration with SAP´s document management solutions, inboth directions, so is the SAP Business Workflow the intelligent routingmechanism for imaging scenarios within R/3.

l Thanks to the mail integration, a broad range of users can participate inworkflows, and workflow workitems, faxes and e-mails are integrated in auniversal inbox. This eliminates the overhead to check multiple inboxes (e.g., fore-mail and workflow) and ensures fast responds on urgent requests.

l The integration of the telephone allows for the Development of new scenariossuch as workflow supported call-center applications.

l Desktop office integration enables the use of word documents and other objectsin workflows.

l The integration of the organizational management component of R/3 ensuresthat the right task is always assigned and performed by the right person.

l Last but not least, the workflow information system provides the information youneed to optimize your business processes

l Convinced?

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Customer Networking

l American SAP User Group (ASUG)

http://www.asug.com/

l Deutsche SAP Anwender Gruppe (DSAG)

After customer authorization in SAPNet at http://www.sapnet.com use the alias DSAG Get information at [email protected]

Customers committed to SAP Business Workflow® areorganized in work groups.

Currently those groups exist in the United States and Germany

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Customer Networking

Customers committed to SAP Business Workflow® maytake part at a discussion and help forum. It is based on E-Mail service established and maintained by MIT.

l Undependend user group

w Send E-mail to [email protected] First line of the mail is: SUBSCRIBE SAP-WUG first name

second name

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Workflow Consultants

l Andersen Consultingl CTI Consulting O&þl CSC Ploenzkel Deloitte&Touchel Dolphin Ol DSK Oþl IDS Scheer Ol IMG St. Gallen O&þl ISM Corp. Ol iXOS O&þl KPMGl Mummert + Partner Oþ

SAP Business Workflow(O) Competence Center(&) Training's Partner(þ) Certified Consultants

certification program

“Workflow Academy” TAWF10 as part of

TeamSAP Academy

l Omni Logic l OSS Consulting O l Plautl Price Waterhouse Coopers Ol Process Technology Group Ol SAP SIl SFOl SRSl Walldorf Group l and other

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Further Information?

Visit our Demo Centeror send mail to [email protected]

THANK YOU!