4/19/2022

SAP Integrated Business Planning for Supply Chain

Generated on: 2022-04-19 04:56:32 GMT+0000

SAP Integrated Business Planning for Supply Chain | 2202

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Original content: https://help.sap.com/docs/SAP_INTEGRATED_BUSINESS_PLANNING/feae3cea3cc549aaa9d9de7d363a83e6?locale=en-

US&state=PRODUCTION&version=2202

Warning
This document has been generated from the SAP Help Portal and is an incomplete version of the official SAP product documentation. The information included in
custom documentation may not reflect the arrangement of topics in the SAP Help Portal, and may be missing important aspects and/or correlations to other topics.
For this reason, it is not for productive use.

For more information, please visit the https://help.sap.com/docs/disclaimer.

Monitoring a Process
There are several places where processes can be monitored: Depending on the area of responsibility a user has within process management, these different places
offer different levels of information about a process.

Process Chart in Dashboards – Advanced App

Users who need to keep track of a process can use the process chart to view their process and check how it is coming along. Here they can see the status and progress
of each process step and how many tasks have been completed. They can also change the status of individual process steps.

For more information, see Process Chart in Dashboards – Advanced App.

Manage Processes App

Users who need more detailed information about their processes can use the Manage Processes app. This app allows you to change the dates and times of process
steps if timelines change during the process. A process feed gives a quick overview of the events that have happened during a process so far, like the creation of tasks
or the scheduling of an application job. You can also navigate to the Application Logs app if you want to see more technical details.

For more information, see Manage Processes app.

Application Logs App

Users who are in charge of the smooth continuation of processes from a technical point of view can find relevant information in the Application Logs app. The log
messages provide detailed information about the events that have occurred during a process.

You can access the Application Logs app directly, or, more conveniently, navigate there from the Manage Processes app. If you navigate there from the Manage
Processes app, you’re taken to the log overview for the process you have selected. If you access the Application Logs app directly, you need to filter for the area IBP
Process Management. This way, you can get a list of log messages for all of your processes.

Process Chart in Dashboards – Advanced App

The process chart used in the Dashboards – Advanced app enables you to view and monitor your processes and change the status of individual process steps.

About the Process Chart

A process is represented by a process flow that shows the individual process steps in the process chart header. The status of each process step is shown to its right.
The available process step statuses are Not Started, In Progress, or Completed. The progress of each step, which is reflected by the percentage of completed tasks, is
shown in parentheses behind the status.

The heading underneath the process steps states the name of the process and the process step that is currently selected.

When opening a dashboard, the process chart will by default show the latest step which has the status In Progress. If there is no active process step, the process chart
will show the first step by default.

Step Details

The details of a process step are displayed underneath the selected process step. Depending on how you have set up your process, the following details can be listed:

Status
Step Owner
Process Owner
Start Date
End Date
Collaboration Group
Start Job
End Job
Task list including the participant, the task that the participant needs to complete, and the status of this task
Custom-alert for the start and the end of the step

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Working with the Process Chart

Changing the Status of a Process Step

As a process step owner, you can change the status of the process step manually in the drop-down field of the process step details.

Navigating to Associated Apps

The process chart enables you to navigate to the following associated apps:

Collaboration tool: you can use the link in the process step details to navigate to the collaboration group that is assigned to your process.
Tasks app: participants can view and complete their tasks in this app. To navigate to the Tasks app, use the link above the participants table.
Note

This app is deprecated, and we plan to remove it in 2208. We recommend that you familiarize yourself with the successor app Manage Tasks by the upgrade to
2208 at the latest.

Manage Tasks app: participants can manage their tasks in this app. To navigate to the Manage Tasks app, use the link above the participants table.
Application Jobs app: to navigate to the Application Jobs app, use the link in the process step details.
Define and Subscribe to Custom Alerts app: you can navigate to this app by choosing the name of the corresponding custom alert. There you can get more
information about the subscription for a custom alert.
Monitor Custom Alerts app: you can navigate to this app by choosing the number of custom alerts. There you can get more information about the number of
alerts or take the relevant measures to resolve issues with the planning data
Getting in touch with the participants of a process: You can send an email to the participants in the process by clicking on their name in the participants table.

Individual Process Chart Functions

The header area of a process chart contains several functions that can be exclusively applied to an individual process chart.

Refreshing the Visualization of a Process Chart

If you want to display the most recent status of an individual process instance, you can refresh its visualization separately rather than globally refreshing the charts on
your dashboard.

Note

You can also use this function to update the process chart with the latest information from the collaboration tool. If a process step participant completes a task in the
collaboration tool, the status of the task and the progress of the process step are updated with a delay of up to 30 minutes. By refreshing the process chart, you can get
the latest information from the collaboration tool right away. Note that this is not necessary if a process step participant completes a task using the Tasks or Manage
Tasks app, or the SAP IBP, add-in for Microsoft Excel.

Resizing a Process Chart

If you want to resize the default width:height ratio of 3:1 for a process chart, you can change the width and height independently of each other.

Maximizing a Process Chart

If you want to maximize a process chart, for example, because you want to present the status of your process during a meeting, you can open it in full screen mode.

Removing a Process Chart

You can remove a process chart that you’re not interested in anymore from your dashboard without having to delete the whole dashboard content or the dashboard
itself.

Selecting a Process Instance

Within a process chart, you can select the process instance that you want to display in this specific chart. You can choose from all processes that are visible to you in
the system.

Adding a Process Chart to your Dashboard

You can add a process chart to your dashboard in the same way that you add any other chart to your dashboard. You can add as many process charts to your
dashboard as you need. This allows you to view multiple processes at a glance. For example, you can display the Integrated Business Planning process for North
America and the Integrated Business Planning process for EMEA right next to each other.

When you add a new process chart to the dashboard, it has a width:height ratio of 3:1, which is useful for viewing the chart on a desktop or tablet device. You can
change the size of a process chart according to your needs just like you can change the size of an analytics chart or an alert chart.

Use on Mobile Device

Because the chart is responsive to the size of a screen, it adjusts horizontally if displayed on a mobile screen. When you use a mobile device, the system attempts to
show the chart in the format in which you last saved it. On a tablet, the chart defaults to a ratio of 3:1. On a smaller screen such as a phone, the display adjusts
horizontally to show the number of columns it contains. In most cases, this is effectively one column wide. The chart scrolls vertically to allow you to view all of the
expected data.

Related Information
Dashboards - Advanced
Tasks (Deprecated)
Manage Tasks
Application Jobs

Statuses in Process Management

Each level within a process has a status that helps process owners and process step owners to monitor that process.

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One way of monitoring a process is looking at the status of the level you’re interested in. A process can be broken down into the following levels:

Process
Process step
Task

Note that statuses for tasks are only available in systems where a collaboration tool is used.

For each of these levels, there are statuses that indicate the current state of that level, as shown in the following figure:

Process Status
A process can have the following statuses as shown in the table:

Status Explanation
Open This status is shown for the following processes:

Processes that have not started yet, meaning that the first step of the process
has not been started manually by the process owner or the process step
owner, or automatically by the system.
Processes that are in progress, meaning that the first step or any other step
of the process has been started manually or automatically.

Overdue If the defined end date of the process has arrived but one of its process steps is
still open, the process is considered overdue.
Disabled If your collaboration tool is switched off, but you created a process there that is
still ongoing, the process is disabled. You can no longer edit the process or set the
status to In Progress or Completed. You can only delete the process. If you do not
delete the process and the collaboration tool is reactivated, your process becomes
available for editing once more.
Note

We recommend that you complete the processes before deactivating the

collaboration tool.
Closed The process is considered closed in the following siutations:

When the last open step of the process has been completed.
When the process is closed manually even if some or all steps may remain
open.

Process Step Status

A process step can have the following statuses as shown in the table:

Status Explanation
Not Started The step has not yet been started manually by the process owner or the process
step owner or automatically by the system.

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Status Explanation
Delayed (exception status) This status is only used if certain conditions for automation have been applied to
the process step.

This status is set when the previous step has not been completed by the start date
you defined for the step.

For more information, refer to Exception Status.

In Progress The step has been started manually by the process owner or the process step
owner, or automatically by the system.
Past Due (exception status) This status is only used if certain conditions for automation have been applied to
the process step.

This status is set when the tasks are not completed by the end date you defined for
the step.

For more information, refer to Exception Status.

Completed The step has been completed manually by the process owner or the process step
owner, or automatically by the system.

Task Status
The task status refers to the status of each task that has been assigned to a user.

A task can have the following statuses as shown in the table:

Status Explanation
Not Started A task that has been created and assigned to its user has the status Not Started in
SAP Integrated Business Planning.
Note

This status is called Open in SAP Jam and SAP Work Zone.
In Progress You can set this status only in SAP Jam, SAP Work Zone, and in the Manage
Tasks app. If you have a task with this status in the SAP IBP, add-in for Microsoft
Excel and you want to complete this task, you first need to change its status back
to Open in SAP Jam or SAP Work Zone to be able to complete the task in the SAP
IBP, add-in for Microsoft Excel.

Note

Your system needs to be enabled for collaboration if you want to view and
complete your process-related tasks in the Processes and Tasks dialog that is
available in the SAP IBP, Add-In for Microsoft Excel. This saves you from
having to navigate to the collaboration tool, the Tasks or the Manage Tasks app.
Standalone tasks are not displayed in the SAP IBP, Add-In for Microsoft Excel.
Completed A task is completed when the user to whom the task is assigned has completed the
task in the collaboration tool, in the Tasks app, the Manage Tasks app, or in the
SAP IBP, add-in for Microsoft Excel.
Related Information
Tasks in Process Management
Exception Status
Progress of Process and Process Steps

Progress of Process and Process Steps

The progress of a single process step or of the entire process is shown as a percentage in the Manage Processes app and in the process chart. The process step owner
or process owner can use this information to verify whether the process is still on track and to identify potential delays.

The information about the progress complements the information provided by the different statuses in process management. The statuses indicate the current state of
a process, process step, or task. The progress, however, indicates how much of a process step or process has been completed. This means that it shows how many
tasks have been completed since a process step started or how many process steps have been completed since the process started. For example, you have four process
steps in a process. If one of those steps is completed, the progress of the process shows 25%. The progress is updated each time another task or process step is
completed.

The progress is shown in two different places: the progress of the entire process is shown on the entry screen of the Manage Processes app, and the progress of
process steps is shown in the Gantt chart in the Manage Processes app as well as in the process chart.

How is the Progress of a Process Step Calculated?

The way in which the progress of a process step is calculated depends on whether you use a collaboration tool or not.

Systems Using Collaboration

If you use a collaboration tool, the system determines how many of the collaboration tasks for a process step have been completed and how many are still open and
calculates the percentage of completed tasks on this basis. This percentage represents the progress of the process step.

Note

Ad hoc tasks that were created in the Tasks or Manage Tasks app can be included in the progress of the process step. To do that, you need to select the corresponding
checkbox when you create the ad hoc task.

You can change the status of the process step to Completed even if some or all of its tasks are still open, meaning even if its progress is not 100%.

Example

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The following graphic shows how the progress of a process step is calculated when collaboration is used.

In your process template, you have two tasks for your first process step. Task 1 is assigned to participant A and participant B, task 2 is assigned to participant D,
participant E, participant F, and participant G.

When the process is created and process step 1 is started, individual collaboration tasks are created for each of the assigned participants. In this example, a task called
“Task 1” is created in the collaboration tool for participant A as well as for participant B. A task called “Task 2” is created in the collaboration tool for participant D,
participant E, participant F, and participant G. There are now six collaboration tasks in total for process step 1.

Let’s assume participant A, participant B, and participant D all complete their collaboration tasks at the same time. Now three out of the six collaboration tasks for
process step 1 are completed. The system calculates the progress of process step 1 accordingly as 50%.

Systems Not Using Collaboration

If you do not use a collaboration tool, the progress of a step is always shown as 0% until it is completed. When a step is completed, its percentage is shown as 100%.
This is because in systems where a no collaboration tool is used, no collaboration tasks are created and assigned to users. Therefore, the system cannot calculate the
percentage of completed tasks. It can only capture if the step is completed or not.

Process Steps Without Tasks

In some processes, you may have process steps that do not have any tasks. In this case, the progress of a process step always shows as 0% if it has not started yet or if
it is in progress. When the step is completed, its percentage is shown as 100%.

How is the Progress of the Entire Process Calculated?

The overall progress of the process is calculated based on the progress of each step. To calculate the progress of the entire process, the system uses the average of the
percentages of all steps in that process. This is independent of whether the system uses a collaboration tool or not.

For an example, refer to Example: Statuses and Progress.

Example: Statuses and Progress

This topic shows an example of how the statuses of a process work and how the progress of process steps and the progress of an entire process is calculated.

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You’re using a system with a collaboration tool. Your process contains the following steps and tasks:

1. Step 1 has two tasks. For task 1, individual collaboration tasks are assigned to participant A, participant B, and participant C. For task 2, individual
collaboration tasks are assigned to participant D, participant E, and participant F.
2. Step 2 has no tasks.
3. Step 3 has one task, for which individual collaboration tasks are assigned to participant X, participant Y, and participant Z.

Progress of the Process Steps

If all the participants in step 1 complete their tasks in the collaboration tool, the progress of the process step goes up to 100%. The status is set to Completed either
manually or automatically, depending on the configuration of the process step. If step 2, which has no tasks, is completed as well, its progress goes up to 100%. Let's
assume not all of the collaboration tasks for step 3 have been completed yet. The status of step 3 is therefore Not Started, and the progress of this step remains at 0%.

Progress of the Entire Process

To calculate the progress of the entire process, the system averages the percentages for step 1, step 2, and step 3, which is 66.6%. The status of the process is Open. It
will only change if its last open step is completed (status Completed), if one of its steps is not completed on the defined end date of the process (status Overdue), or if
it is closed manually even if some or all steps remain open (status Completed).

Related Information
Statuses in Process Management
Progress of Process and Process Steps

Checking Custom Alerts for a Process

Process step owners and process step participants can find information about custom alerts associated with a process in the Manage Processes app and the process
chart.

In the step details view of the Manage Processes app, you can see a list of the custom alerts for which a subscription exists. After a process step has been started, the
number of custom alerts that have been generated for the corresponding custom alert subscription is displayed.

If you have permission for the listed custom alert, you can navigate to the Define and Subscribe to Custom Alerts app to see more information about the definition of
the custom alert and the subscription. You can also navigate to the Monitor Custom Alerts app, where you can see more details on the planning data for which the
alert has been raised and take care of the issue from there.

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