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SAP Workflow Part1

SAP Workflow Part1

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Published by: Ceekay Inweregbu on Oct 17, 2011
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Workflow Part-1

• SAP WORKFLOW Concepts • Basic Workflow Terminology

The R/3 Integration Model
Sales & Sales & Distribution Materials Materials Mgmt.


Financial Financial Accounting Accounting Controlling




Production Production Planning


Client / Server ABAP
Human Human Resources

Asset Accounting


Quality Mgmt.


Plant Maintenance Maintenance


Project System System



Workflow Industry Industry Solutions Solutions


Introduction • It handles – The Process • Ex: Releasing of Blocked Vendor – The People .

Position of the workflow in the system Business Workflow SD MM PP QM PM HR FI CO AM R/3 IS PS WF Integrated Applications Business Middleware Layer .

Introduction • Workflow Automates processes – – – – Involving range of activities/tasks Occurs repeatedly in similar form Involves people/Departments Require high degree of co-ordination .

Automating Corporate Processes Proof of Delivery Trouble Report Sales Sales Management Product Planning Customer Service Sales Order Budget Forecast Production Planning Customer Packing Slip Invoice Order Processing Assembly Order Assembly Shipping & Receiving Shipping Order Packing Slip Accounting Product Assembly Order Invoice Packing Slip Product Product .

Business processes Treasury Financial Accounting Controlling Risk manage ment Exchange hedging Handling payments Credit control Customer invoice posting Costing document Order profit ability Service profitability Sale s profit Sales and Distribution Logistics Production Incoming order Financin g decision Vendor selection Evaluation Incoming order posting Intercompany billing Externa l billing Transfer order Vendor selectio n Intercompany billing Productio n order Production Delivery .

What does workflow do? Treasury Financial Accounting Controlling Sales and Distribution Logistics Production es t a m ess to c u ro a p w s lo es kf in r o W bus e th Credit control Customer invoice posting Costing document Order profit ability Service profitability Sale s profit Incoming order Financin g decision Vendor selection Evaluation Incoming order posting Intercompany billing Externa l billing Transfer order Vendor selectio n Intercompany billing Productio n order Production Delivery Risk manage ment Exchange hedging Handling payments .

Benefits • Faster and Simpler • Needs less effort • Easy to Learn and understanding .

Benefits – Better control of • Information • Deadlines • Costs – Flexible to • Change .

Workflow Terminology • • • • Objects Events Methods Tasks – Single Step – Multi Step .

• Agents • Roles • Inbox/Outbox .Continue...

Examples of Objects types • SAP Business object types – – – – Invoice Requisition Material EDI messages .

Examples of Object Method • • • • Post ( the invoice) Approve ( the Requisition) Change ( the Material) Display ( the image) .

Single-Step task : Example – – – – Post invoice Release requisition Change Material Master Approve absence .

• Event is a block of code • can start/stop single/Multiple tasks/Workflow

Events : Example
• • • • Parked document posted Order Cancellation Customer master change Requisition approved

Graphical representation of a workflow

Structure of a Workflow Definition Conditional Process Loop Activity IF Loop Parallel Process Loop Deadline Monitoring .


..Summary The process design must.. which enables access to existing SAP functionality! events events Multistep task Workflow Workflow definition definition Single-step Single-step tasks tasks Object type Method .... be defined as single-step or multi-step task in SAP R/3 Individual activities in the process must be available as single-step tasks before being included in multi-step task agents The single-step tasks refer to an object type and one of its methods. ....

Templates • SAP has built in Ready to Use Templates • Each module has templates • Easy to implement .

SAP Business Workflow Template Approx More than 100 templates AM FI templates Asset Management Financial Human Resources Materials Management Production Planning Plant Maintenance Quality Management Service Management 8 17 25 10 7 8 15 R HR MM PP PM QM SM 4 .

Example • • • • Mass processing of Assets Purchase Requisition Approval Engineering Change Management ALE/Idoc Error handling in IN bound processing • Leave Approval .

HR: Notification of Absence Absence Form PD-Org Structure Determine Manager Manager Position Holder Employee Position Holder Route Review Request Employee Dates Reason Employee’s Universal Inbox Option to modify and resubmit rejected application Manager’s Universal Inbox Option to release or reject the absence form Route Result of Review .

Structure of Work Flow • Transaction code SWDD • Documentation in help file .




Universal Inbox • The end user interface is Universal Inbox • Support Alternative clients – MAPI clients • Message Application Programming Interface – Developed by Microsoft – SAP Gui – Java GUI – web .


monitor Deadlines.System Components • Workflow Definitions – Steps and Tasks. terminate events • Integrated Inbox – Interface with users . May contain agents and deadline • Workflow item Manager – Initiate the events.

workflow task and workflow templates  Customer defined tasks and standard tasks  Objects  The encapsulation of software for performing defined business tasks . multi -step task. Tasks  Workflow definitions are comprised of single-step tasks.

Demo Example: Workflow Definition Submit notification of absence Notification of absence created Approve notification of absence approved rejected Revise notification of absence ? no Cancel notification of absence canceled Resubmit for approval ? no Terminate workflow Workflow terminated yes yes Revise notification of absence revised Send mail sent .


Use of Organizational Management • Refers to current Organization • Automatic routing management for employee changes • High flexibility .

Tasks • To use methods of an object type in a workflow ( single-step task) • As a framework for defining a workflow ( multistep task) .

task type WS) • Workflow task (multistep task.Task Types • Standard task (single-step task. task type TS) • Customer task (single-step task. task type T ) • Workflow template (multistep task. task type WS) • Task group (task type TG) .

and bottlenecks are avoided.Role • You use roles to specify an agent (or agents) for a task if the set of possible agents is too large. By assigning work items to organizationally suitable employees. or not specific enough. • Roles are always defined across clients . responsibilities and authorizations are managed efficiently.

The aim of this is to determine the responsibility of employees for the execution of individual business activities .Organizational plan • The enterprise-specific organizational plan describes the organizational assignment of the employees.

. • Check whether these events are defined for the relevant object types.•Events • Identify the events required to initiate and control the workflow.



Create Organizational plan .

Root Organizational unit .


Create Jobs .

Create Position .

Search and assign user .

Assign job .

Organizational plan .

Create Workflow .2.

Maintain Task .

Workflow template id .

Agent Assignment .

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