Process Overview & Business Scenario Why this process has to be implemented in BPM

Process KPIs / parameters that needs to be measured through implementation of this process in BPM and what is needed in BPM reporting

Example:

Example:

Reporting parameters: Following are the KPIs / parameters which are to be measured in through the execution of this This process in BPM would enable the XYZ Teams to request process in BPM. for new Materials from Warehouse with suitable approvals from the managers. The user should be able to see/ measure 1. Status of the request for a given FG request Why this process needs to be implemented number. in BPM: 2. Time taken to complete each step in the process for a given FG request number. Execution of this process in BPM would reduce the manual 3. Status of each task in the FG request process work involved in co-ordinating the various approvals for a given FG request number. involved & the creation of Transfer Order reference for a 4. Time taken to complete a FG request Material in SAP ECC for the FG request processing. 5. No of FG requests completed in the last week etc., Building this process in BPM would provide complete visibility to the process stakeholders on what is going on in BPM should provide reports as shown in a given process. reporting sheet Reporting_WF_FGR. FG Request Process: Overview & Business scenario

Process Step

Process Step Overview (with business event and trigger Step type (Automated / Human) point details)

Example:

Example:

Human Step in BPM Request a Material from Warehouse The requester should be able to request a Material from warehouse.

Example: Example:

Approve / Reject Request

BPM should provide the approver the options to Human Step in BPM approve or reject the request with comments. On rejection the request should be sent back to the requester with suitable email notification. On Approval BPM should move the workflow / process to the next step.

User / Task Owner Determination

User Interface Details

Step owner

Example:

Example:

Example:

Fixed set of requesters with role WF_REQ_CH_XXX. No specific logic required.

UI_Definition_WF_FGR_Step_1

Requester (XYZ Team)

Example:

Example:

Example:

The approver has to be determined based on the approver matrix given UI_Definition_WF_FGR_Step_2 in User_Matrix_WF_FGR

Approver (BU XYZ Team)

Actions required in UI with details

Document Management requirements in the process step

Example:

Example:

The requester MUST attach atleast one document to this workflow step 1. Save button to save data temporarily in BPM (supported document types: PDF, DOC, 2. Submit button to save data in SAP XLS only) and the size of any document attached shouldn't exceed 2 MB. If the user doesn't attach a document show error on the screen and don't allow the user to submit the request / form.

Example: Example: All documents attached by the requester should be visible to the approver in this 1. Approve button to approve the request workflow step. The approver may add 2. Reject button to reject the request in BPM additional documents or remove certain and send back to the requester with comments documents in this step. On approval, all documents should be sent to SAP along with the FG request.

Alerts and Notifications for the process step

Exceptions in the process step and how system should handle it?

Example: On submit an email with below message should be sent to approver. Example: *********************************************** * Dear Approver, Cases where the users don't have required authorization to create requests, the system A new workflow task WF_FGR_XXXXXXX for Material should provide an option for the user to create a XXXX is waiting for your approval. ticket / message to the user administration team about the issue. Click here to access the task. This is an auto-generated email and donot reply to this email. Example: On reject an email with below message should be sent to Requester. *********************************************** * Dear Requester. Your request WF_FGR_XXXXXXX for Material XXXX has been rejected. Reason: "XXXXXX". Please correct the request and re-submit. This is an auto-generated email and donot reply to this

Service Level Agreements (SLA) for the process step Other conditions, if any and what the system should do on SLA breach?

Example:

Cases where the approvers don't approver the tasks within the stipulated deadlines, the system should auto-escalate the task to the next level of authority by using the organization hierarchy available in SAP HR system.

View Name

Field Group Example:

Field Sequence Example:

Field Name in BPM UI Example:

Field Name in Backend System Example:

Header Data

Request Number

None

Example: Example: Example: Example: Example:

Requester Form

General Data

Material Number

MAT_NR

Field Description Example:

Field Data Type Field Type Example: Example:

Field Length Example:

Request Number

STRING

Text

10

Example:

Example:

Example:

Example:

Material Number

CHAR

Lookup

10

Field Validation Rule Example:

Field Default Value Rules Example:

Field Accessbility Example:

BPM system generated. No specific validation.

BPM should auto generate 1. Read only the field value using the 2. Non- Editable logic given below: All request numbers should be the format WF_FG_XXXXXXXXX where X is a 9 digit running number

Examples:

Example:

Example:

1. Mandatory field - User can't submit the form without providing the data for this No default value field. If the user submit the data without providing the Material No, BPM should show a error message "Please enter a valid Material No.". 2. Value entered by user shouldn't be a plain string 3. BPM should check with SAP if the entered Material No is valid or not. If not valid, BPM should show the message "Material No: XXX doesn't exist in SAP. Please provide a valid material number".

Editable / Data entry

View Name

Field Group

Field Group Sequence Field Name in BPM UI

Field Name in Backend System

Example:

Example:

Example:

Example:

Example:

Header Data

Request Number

None

Approver Form Example:

Example:

Example:

Example:

General Data

Material No.

MAT_NR

Field Description

Field Data Type

Field Type Example:

Field Length

Field Validation Rule

Example:

Example:

Example:

Example:

Request Number

STRING Text Example:

10

No specific validation

Example:

Example:

Example:

Example:

Material Number

CHAR Lookup

10

No specific validation

Field Default Value Rules Example:

Field Accessbility

Example:

Value generated by BPM in the previous workflow step Example:

1. Read only 2. Non-editable Example:

Value entered by the requester in the previous workflow step

1. Read only 2. Non-editable

Condition 1 Material Type Example: FERT HALB

Condition 2 Material Quantity Example: > 1000 Between 500 to 1000 < 500 Between 500 to 1000 > 1000

Approver 1 Role Example: AABBCCDD XXYYZZAA EEBBCCDD RRYYZZAA AABBCCDD

Approver 2 Role Example: EEBBCCDD UUYYZZAA UUBBCCDD TTYYZZAA RRFBCCDD

Example reporting for FG request process

Enter FG Request No: WF_FG_12132890 Submit

Request Status: Completed

Workflow Step Approval Requester Check Stock Status Submit Order Task Owner AABBCCDD XXQQWWEE Status COMPLETED IN PROGRESS NOT STARTED Start Date 2/1/2013 3/1/2013 Start Time 11:00 AM 9:45 AM

End Date 2/1/2013

End Time 11:03 AM

Common requirements across all process steps, if any