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Workflow Part-1

Introduction
SAP WORKFLOW Concepts Basic Workflow Terminology

The R/3 Integration Model


Sales & Sales & Distribution Materials Materials Mgmt.

SD

Financial Financial Accounting Accounting Controlling

FI

MM

CO

Production Production Planning

PP

R/3
Client / Server ABAP
IS
Human Human Resources

Asset Accounting

AA

Quality Mgmt.

QM

Plant Maintenance Maintenance

PM

Project System System

PS

HR

Workflow Industry Industry Solutions Solutions

WF

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

Continue...
Agents Roles Inbox/Outbox

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

Events
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... ... 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... ... which enables access to existing SAP functionality!

events events

Multistep task Workflow Workflow definition definition

Single-step Single-step tasks tasks

Object type Method

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

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

Employees Universal Inbox Option to modify and resubmit rejected application

Managers 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

System Components
Workflow Definitions
Steps and Tasks, May contain agents and deadline

Workflow item Manager


Initiate the events, monitor Deadlines, terminate events

Integrated Inbox
Interface with users

Tasks

Workflow definitions are comprised of single-step tasks, multi -step task, workflow task and workflow templates

Customer defined tasks and standard tasks

Objects

The encapsulation of software for performing defined business 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 Types
Standard task (single-step task, task type TS) Customer task (single-step task, task type T ) Workflow template (multistep task, task type WS) Workflow task (multistep task, task type WS) Task group (task type TG)

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

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

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

Create Organizational plan

Root Organizational unit

Create Jobs

Create Position

Search and assign user

Assign job

Organizational plan

2.Create Workflow

Maintain Task

Workflow template id

Agent Assignment