IRIS SAP Implementation Project Issue Statement

TITLE: Workflow Date: 05/12/00

AUTHOR: _______________________________________________________________________________ CHANGE CONTROL !"#$e"" Rea"o$ for t%e &%a$'e: N/A Deta#l" of C%a$'e: N/A C%a$'e( ): N/A Date &%a$'e(: ______________________________________________________________________________ *UR*O+E The University of Tennessee current project scope of SAP R/3 IRIS Release I includes three Workflow scenarios There is! however! the potential "enefit to i#ple#entin$ additional Workflow scenarios in future phases The purpose of this position paper is to define the scope of workflow in the various #odules and releases of the IRIS project An e%planation of workflow is appended to this docu#ent& Appendi% A A power point presentation on workflow is on Sapad#in on 'Utk(aht)*depts*Utsap+ ,W-&*. ASAP Project*) /usiness /lueprint*/usiness Process 0efinition*1u#an Resources*Workflow*Workflow ppt E,ECUTI-E +U..AR/ In #ost "usiness processes! the ti#e involved in the actual processin$ of the data is only a fraction of the total ti#e! fro# start to finish! that it takes to co#plete the transaction 2ost of the processin$ ti#e is consu#ed "y the #ove#ent of the data fro# person to person! and in the 3waitin$ to "e worked on3 phase 4urrently at UT! the actions of initiatin$ and co#pletin$ tasks such as hirin$! chan$e in pay! or$ani5ational reassi$n#ents! re6uisitions and purchase order processin$ are perfor#ed throu$h paperwork and/or ver"al co##unication These are ti#e consu#in$! paper7pushin$ processes I#ple#entin$ SAP and workflow provides the opportunity to strea#line so#e of these processes "y electronic forwardin$ and approval This would #ake all depart#ents that process 1u#an Resource! 8inancial! /ud$et! and 2aterials 2ana$e#ent docu#ents #ore efficient After interviewin$ #e#"ers of the 1R and 8inancial tea#s a list of workflows was co#piled and prioriti5ed for a proposed workflow plan at UT

IRIS SAP Implementation Project Issue Statement

The followin$ are potential Workflow events for Release I listed in priority order per area&

H!0a$ Re"o!r&e"
H#'% *r#or#t):
A11ro2#$' T#0e 3 4ross Application Ti#e Sheet ,4ATS- 7 in order to approve recorded data there is an inte$rated approval procedure that can "e tri$$ered usin$ an SAP "usiness workflow H#re" 9 :otification and/or approvals of new hires to and fro# the followin$ areas& 0epart#ents! 0ean+s ;ffice! 1u#an Resources! Affir#ative Action ;ffice! I0 ;ffice! Parkin$ ;ffice! and 4entral Alar# +alar) C%a$'e" 7 Workflow would re6uire #ana$ers! 1u#an Resources and /ud$et ;ffice representatives to approve salary chan$es and once approved the syste# would "e tri$$ered to update "asic pay infotype Tra$"fer"/*ro0ot#o$" 7 Workflow would re6uire #ana$ers! 1u#an Resources! and /ud$et ;ffice! representatives! to approve transfers/pro#otions and once approved the syste# would "e tri$$ered to co#plete the event auto#atically Ter0#$at#o$ 4E5#t I$ter2#ew6 7 Workflow would notify #ana$er of ter#inatin$ e#ployee to schedule e%it interview Also! checklist si$n7off steps could "e strea#lined "y usin$ workflow to assure proper processin$ of the e#ployee "efore ter#inatin$ Creat#$' or &%a$'#$' *o"#t#o$" 7 Workflow would re6uire approval for chan$e or creation of positions

.e(#!0 *r#or#t):
Re&r!#t0e$t 3 0ue to the repetitive procedural nature of the recruit#ent process! workflow can "e used throu$hout the process and is well docu#ented "y SAP in on7line docu#entation The followin$ ite#s are a sa#ple of the processes that could "e covered "y workflow Receipt and resu"#ission of applicant data 2ana$e#ent of jo" interviews ;ffer of e#ploy#ent Preparation for hirin$ Schedule new hires for ;rientation and all related steps Strea#line applicant review process/decision to hire/reject <%a#ple& notify division head if #ore than == days pass :otify division head/1R 2ana$er when #ore than == applicants are reviewed and no interest to interview

Low *r#or#t):
A11ro2#$' *erfor0a$&e A'ree0e$t" 7 <#ployee and #ana$er to approve ratin$ ;nce the ratin$ is approved workflow would update SAP appraisal infotype 8!al#f#&at#o$ .a$a'e0e$t 7 The workflow will provide personal 6ualification infor#ation to an individual+s supervisor and assi$ned trainin$ coordinator once he/she has lost particular 6ualifications! or licensure This also includes any prere6uisites that have a decay #eter ,>4A1;that has ti#ed7out A((re"" -al#(at#o$ 7 Workflow could "e used to validate addresses when an address chan$e is atte#pted <ntries into Infotype ???@ would "e co#pared to an e%ternal pro$ra#! to assure accuracy and use of the A7di$it 5ip code

IRIS SAP Implementation Project Issue Statement

H#'% *r#or#t):
Re:!#"#t#o$" 9 :otification and/or approvals to and fro# the re6uisitioners and the approval officials Tra2el Re:!e"t"/Ca"% A(2a$&e" 7 Approval of Travel Re6uests/4ash Advances "y #ana$e#ent after an e#ployee enters the re6uest Approval of the travel includes the su"se6uent e%pense rei#"urse#ent re6uest Co$tra&t" 9 Routin$ and approvals of service contracts fro# depart#ents throu$h to the 4ontract ;ffices *ro&!re0e$t Car( Tra$"a&t#o$" 9 Berification and approval of e%penses char$ed via a procure#ent card *art$er"%#1 *ro&!re0e$t Tra$"a&t#o$" 9 Berification and approval of e%penses char$ed to a vendor with who# we have set up a partnership contract and who "ills us on a periodic "asis for all purchases "y UT fro# that vendor I$2o#&e Relea"e" 9 Routin$ and approval of Park and Post invoice docu#ents *!r&%a"e Re:!e"t" for A""et" 9 :otification to the Assets 2ana$e#ent tea# when certain classes of assets are purchased

9#$a$&#al

.e(#!0 *r#or#t):
*!r&%a"e Or(er" 7 :otification and/or approvals to and fro# the "uyer and the approval officials -e$(or Re:!e"t" 9 Routin$ of re6uest for the creation of a vendor !('et Tra$"fer" 9 Routin$ and approval of re6uests for "ud$et transfers

Low *r#or#t):
;o!r$al E$tr) *arke( Do&!0e$t" 7 Routin$ and approval of journal entry parked docu#ents fro# the depart#ents to the 4ontroller+s ;ffice R98 Re"!lt" Re2#ew 7 :otification to the re6uisitionin$ depart#ent of the R8C results 9!$(" Re"er2at#o$" 7 Approval within a depart#ent for reservations of funds

U+INE++

AC<GROUND

IRIS SAP Implementation Project Issue Statement

H!0a$ Re"o!r&e" 4urrently UT has a very li#ited auto#atic routin$/approval/notification process Transactions such as or$ani5ational assi$n#ent! recruit#ent activities! ti#e approval and trainin$ schedulin$ are ad#inistered #anually To chan$e an e#ployee+s status within the or$ani5ation re6uires a #anually typed Personnel Action 8or# ,PA8- to "e routed to approvers for si$n off Usually a 1R 2ana$er or 1R Ad#inistrator physically carries the profile to each si$n off point! often takin$ a couple of weeks to co#plete <vents such as chan$e in pay or hires are not scheduled auto#atically /asically! the approval processes at UT re6uire a #anual effort to co#plete 9#$a$&#al Accountin$ 4urrently UT has no electronic routin$/approval/notification process in the Accountin$ area Transactions are routed either electronically or "y paper! "ut there is no auto#atic approval syste# in place Accounts Paya"le 4urrently UT has an electronic approval/notification/routin$ syste# ,with e7#ail notifications when docu#ents are awaitin$ approval- for Procure#ent 4ard transactions and electronic Travel re6uests Travel handled outside the electronic syste# are handled as paper docu#ents 2aterials 2ana$e#ent 4urrently UT has no electronic routin$/approval/notification process in the Purchasin$ area Transactions such as re6uisition and purchase order processin$ are ad#inistered #anually Paper re6uisitions are $enerated at the depart#ent level and are su"ject to various #anual release and approval routines that vary fro# depart#ent to depart#ent across the ca#puses The re6uisition is $enerally routed throu$h ad#inistrative personnel until a depart#ent head with cost center responsi"ility releases the re6uisition to the Purchasin$ depart#ent Purchasin$ depart#ents at the different ca#puses create and release purchase orders after the appropriate procure#ent procedures have "een perfor#ed 0ependin$ on the dollar a#ount of the Purchase ;rder! the purchase order is created! approved! and si$ned #anually "y a Purchasin$ A$ent "ased on his/her level of approval If a purchase order e%ceeds the dollar level authority of the Purchasin$ A$ent! the purchase order is #anually routed to the appropriate Purchasin$ depart#ent #ana$er for final authority and si$nature RECO.ENDATION 0ue to the ti$ht ti#e fra#e of the IRIS project phase one i#ple#entation plan of SAP! workflow events should "e i#ple#ented "ased on priority Since the 1u#an Resources and 8inancial areas are currently e%tre#ely paper intensive with nu#erous approvals re6uired per docu#ent! they have #any opportunities to i#prove utili5in$ workflow The University should i#ple#ent as #any ite#s as feasi"le for Release . and then develop a plan to i#ple#ent the re#ainin$ identified workflow ite#s followin$ the initial phase one i#ple#entation April )! )??. After discussions with UT e#ployees fro# different functional areas in the IRIS project! the followin$ workflows are reco##ended for phase one& H!0a$ Re"o!r&e" A11ro2#$' T#0e 3 4ross Application Ti#e Sheet ,4ATS- 7 in order to approve recorded data there is an inte$rated approval procedure that can "e tri$$ered usin$ an SAP "usiness workflow 9#$a$&#al Tra2el Re:!e"t"/Ca"% A(2a$&e" 7 Approval of Travel Re6uests/4ash Advances "y #ana$e#ent after an e#ployee enters the re6uest Approval of the travel includes the su"se6uent e%pense rei#"urse#ent re6uest Re:!#"#t#o$" 9 :otification and/or approvals to and fro# the re6uisitioners and the approval officials

IRIS SAP Implementation Project Issue Statement

A**ENDI, A:

+A* Workflow
SAP Workflow provides you with the infrastructure and tools that ena"le you to #ana$e your "usiness+s processes efficiently It $ets the data 6uickly to the ri$ht person 7 even if that person is in a different office or location! and #akes it easy for approvers to deal with the transaction and send it on to the ne%t step Workflow ena"les you to define "usiness processes accordin$ to your co#pany7specific rules! #odels or or$ani5ational standards Dou can #onitor the Workflow and view infor#ation on the current status of a task or work ite# at any point Dou can see who is doin$ what and check workload distri"ution! identifyin$ capacity pro"le#s or work overload "efore it "eco#es a pro"le# With SAP Workflow! approvers can indicate total or partial approval of transactions in the sa#e approval process <#ployees are inte$rated in the auto#ated processes! eli#inatin$ the need to perfor# redundant! #anual functions Up7to7date infor#ation and access to re6uired docu#ents at any ti#e increases e#ployee productivity SAP Workflow capitali5es on the invest#ent #ade in the SAP Syste# and e%ploits the capa"ilities and "enefits of the architecture! services! and inte$rated applications to facilitate the auto#ation of "usiness processes Whenever you #ake a chan$e to your or$ani5ation! the chan$es are auto#atically reflected in Workflow And since SAP Workflow is position7"ased! instead of person7"ased! you donEt have to update your Workflow routes every ti#e an e#ployee chan$es jo"s +A* Workflow: Accelerates the Workflow across applications! functional areas! or$ani5ational units! and ti#e periods Supple#ents the inte$rated #ana$e#ent of processes in the SAP Syste# with individually tailored options for auto#atin$ and actively controllin$ "usiness and co##unication processes 4o#"ines inte$rated or$ani5ational #ana$e#ent with fle%i"le assi$n#ent of tasks and responsi"ilities to locations! positions! jo"s! $roups! or individuals! Actively supports a 6uick i#ple#entation of Workflow technolo$ies throu$h predefined Workflow te#plates! Workflow Wi5ards and fle%i"le adjust#ent options! Inte$rates every e#ployee in the value chain "y providin$ a versatile inte$rated in"o% ,3universal in"o%3- at their work centers that can "e confi$ured individually! Provides a Workflow Infor#ation Syste# that is the foundation for process chan$e #ana$e#ent and continuous "usiness en$ineerin$! Si#plifies continuous "usiness en$ineerin$ and process chan$e #ana$e#ent with user7friendly tools for definin$ and dyna#ically chan$in$ Workflow tasks! 4onfor#s to the Workflow standards of the Workflow 2ana$e#ent 4oalition ,Wf24W%at &a$ a Workflow .a$a'e0e$t +)"te0 (o= A Workflow 2ana$e#ent Syste# facilitates the electronic processin$ of structured processes accordin$ to a predefined #odel which& Include a ran$e of activities Always occur in a si#ilar or identical for# Involve several people or depart#ents and Re6uire a hi$h de$ree of coordination

IRIS SAP Implementation Project Issue Statement

Workflow #" NOT>>> Si#ply docu#ent ad#inistration and i#a$in$F Workflow uses "oth Standard <7#ail and $roupware& Workflow uses these 0ata distri"ution across #ultiple syste#s& <0I / AG< is used for this purpose! "ut Workflow can support this option Screen se6uence #ana$e#ent within a transaction 2ana$e#ent of te#porary data 2ana$e#ent of uni6ue processes Repetitive work of a sin$le type! e $ $oods #ove#ents a"#& Co$&e1t" The process desi$n #ust& /e defined as a sin$le7step or #ultistep task in SAP R/3 8or a 0!lt#"te1 ta"k! the individual activities in the process #ust "e availa"le as sin$le7step tasks "efore "ein$ included in the #ultistep task The "#$'le3"te1 ta"k" refer to an o?@e&t t)1e and a 0et%o( that ena"les access to e%istin$ SAP functionality! for e%a#ple .!lt#"te1 Ta"k: E5a01le /usiness processes! includin$ cross7application processes /ud$et #ana$e#ent fro# re6uire#ent to release Applicant data ad#inistration fro# jo" advert to the inte$ration of the new e#ployee in the or$ani5ation +#$'le3"te1 Ta"k: E5a01le Post invoice Release docu#ent 4han$e #aterial #aster 4heck routin$ Approve a"sence

E5a01le" of O?@e&t T)1e" SAP /usiness ;"ject types Invoice ;rder 0elivery note 2aterial /ill of #aterial <%ternal docu#ents Archived docu#ents <0I #essa$es ,I0ocs P4 o"jects 0ocu#ents fro# word processin$ applications Spreadsheets .et%o( or E2e$t: E5a01le" Parked docu#ent posted ;rder canceled

IRIS SAP Implementation Project Issue Statement

I#portant sta$e in project co#pleted <#ployee #aster data chan$ed /ud$et li#it reached <nd of applications <vents can start and ter#inate Workflows ,#ulti7step- or work ite#s ,sin$le7stepGe$eral $ote" Workflow is "ased out of the SAP in"o% 4an use or$ani5ational chart to identify #ana$ers! etc Allows for routin$s and approvals / rejections 4an use for reportin$ 7 for e%a#ple! how lon$ a process took fro# start to end and how lon$ it took for an individual to process their piece 1elps reduce #ultiple inputs of data

Workflow a((" 2al!e #f There are #ultiple steps to "e e%ecuted The steps occur in a si#ilar way each ti#e The steps involve several people or depart#ents The steps re6uire a hi$h de$ree of coordination

U"er" 'et: All the data in one place ,in"o% All work to "e done is there Transactions / #enu paths are not needed A task is any step in a workflow <ach task can $o to another person There is dyna#ic task distri"ution which #eans that as one person accepts a work task and processes it! it disappears fro# others+ in"o%es 4an upload and use P4 docu#ents! W;R0! <=4<G! etc Dou can receive notification of errors throu$h AG< Workflow can interface to e7#ail! lotus notes and <%chan$e Te&%$olo'): 2ulti7Step tasks contain #any sin$le step tasks <ach sin$le step task is #ade up of a #ethod and an o"ject 2ethod H Ber" H What you do to the o"ject ;"ject H :oun H What you are affectin$ When you assi$n the sin$le step task to a user! you have a workflow There can "e #ultiple tri$$ers which start a workflow Dou can set up workflows usin$ the $raphical editor /y drillin$ down! you can assi$n tasks to users! add tasks! etc As you are #akin$ the chan$es to the $raphical editor! A/AP code is "ein$ written in the "ack$round