4/19/2022

SAP Integrated Business Planning for Supply Chain

Generated on: 2022-04-19 04:57:46 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.

Tasks in Process Management

Tasks represent the activities that participants need to carry out at a specific stage in a process. Tasks can also be used for the detailed calculation of the progress
of a process step.

You can specify tasks for a process step when you create a process template. Tasks can be assigned to individual users and participant groups. Creating tasks for
process steps is optional. If you add tasks to a process step, the system handles those tasks differently depending on whether you use a collaboration tool in your
system.

There are two types of task:

Process-related task

This type of task is used by processes within a particular process step, and is assigned to one or more users. This task is important for calculating the
progress of a process step.

Note: If a process-related task contains a process step with automation criteria that rely on task completion, the process step needs to have at least one task.
Hence the last task for that particular step cannot be deleted.

Standalone task

This type of task isn't part of a process, and it represents ad hoc, individual activities for users and/or user groups.

Systems that Use a Collaboration Tool

When you have created a task for a process template and your system uses a collaboration tool, a collaboration task is automatically created for the task when the
process step the task belongs to is started. In the case of a standalone task, the collaboration task is created immediately. This collaboration task is then assigned
to the process step participant you specified for the task in the process template or individually. The participant to whom a task is assigned is also notified about
the task via email and in the home feed in the collaboration tool. If a participant has been assigned a task but is not yet a member of the associated collaboration
group, an invitation to join the group is sent.

If you assign a task to multiple participants instead of creating a task separately for each user in the collaboration tool, a shared task is created with a personal
status for each participant. If you assign a task to multiple participants in the process template, the task is created separately for each user in the collaboration
tool. Each of the participants must complete the task separately. The same applies if a task is assigned to a participant group in the process template. In that case,
the task is created separately in the collaboration tool for each member of the participant group. It is not handled as one task for the entire group.
Note

If you select an individual participant and a participant group, and the selected participant also belongs to the participant group, only one task is created for that
participant.

The progress of a process step can only reach 100% when the last participant to whom a task is assigned has completed the corresponding collaboration task.
This means that it is not sufficient for only one of the participants to complete the task. All participants to which a collaboration task has been assigned need to
complete their task.

Participants can view and complete their tasks in the collaboration tool (like SAP Jam or SAP Work Zone) as well as in the Tasks or Manage Tasks app, and in
the SAP IBP, add-in for Microsoft Excel. For more information, see Viewing, Editing, and Completing Tasks.

Example

The following graphic shows an example of a process step with tasks that are assigned to individual users as well as to user groups.

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 4/19/2022

In your process template, you create two tasks for your first process step. You assign task 1 to participant A and B, and you assign task 2 to participant group 1
and to participant G. Participant group 1 contains participants D, E, and F.

You create a process based on the template. When the process step is started, one collaboration task is created and shared by the assigned participants. In this
example, task 1 is created once in the collaboration tool and shared by participant A and participant B. Task 2 is created once in the collaboration tool and is
shared by participant group 1 and the individual participant G.

The process step is completed when all six collaboration tasks are completed.

To enable users to complete their tasks in the collaboration tool, make sure that each user has access to the collaboration tool by correctly configuring your user
authentication scenario. For more information, see the SAP Jam Integration Guide.

Prerequisites for the Automatic Creation and Assignment of Collaboration Tasks

The automatic creation and assignment of tasks in the collaboration tool can only work correctly if everyone participating in a process – meaning the process
owner, the process step owner, and the process step participants – is invited to the right collaboration groups and accepts the invitation to those collaboration
groups. The following table shows who needs to join which group:

Role Which collaboration group does the user need to join?

Process owner Each process owner needs to be part of all the collaboration groups for all
process steps for that process
Process step owner Collaboration group for the step that he owns
Process step participant Collaboration group for the step that the participant’s participant group is
assigned to
Process step reviewer Collaboration group for the step to which the process step reviewer is assigned

Systems without Collaboration

In SAP Integrated Business Planning for Supply Chain (IBP), tasks are fully supported regardless of whether the system uses a collaboration tool (like SAP Jam
or SAP Work Zone). If tasks are generated in SAP IBP, these are not shared, but are created separately for each participant.

Calculation of the Step Progress

The number of completed tasks is used to calculate the progress of the process step in detail. For more information, see Progress of Process and Process Steps.

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

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