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SAP Business Workflow & WebFlow Overview

Carla Girtz
from Product Management BPT

SAP AG
SAP AG 1999 /1 Carla Girtz / SAP Business Workflow

Agenda

l Introduction
l Positioning & Architecture - SAP Business Workflow l Tools & Techniques - SAP Business Workflow l User integration & endusers interface l Process Reporting l Benefits & Conclusion

SAP AG 1999 /2 Carla Girtz / SAP Business Workflow

Business Process Technology (BPT)

Better Processes
SAP Business Documents

through

Technology
SAP Business Communication

SAP Business Workflow


SAP AG 1999 /3 Carla Girtz / SAP Business Workflow

l SAP Business Workflow is the perfect solution to automate and improve business processes within R/3, including: l Seamless integration with the R/3 business applications l A powerful development environment including a graphical workflow editor l Integration with the organizational management component of the R/3 Basis System l Predefined workflow templates for almost all applications, representing best practices for rapid workflow implementation l Workflow Wizards for fast development of individual solutions l Workflow Log (both alphanumerical and graphical) for process tracking and drilldown to single activities l Workflow Information System (WIS) for process review and Continuous Process Improvement l Object-oriented approach based on the Business Object Repository (BOR) of the R/3 System l Universal Inbox for work management, integrating e-mail, work items, business objects, fax, and phone messages l Universal Inbox available in SAPGUI, MS Outlook, Lotus Notes or as Web-Inbox environment l Tight integration with SAP Business Communication and SAP Business Document solutions

Agenda

l Introduction - Workflow Management

l Positioning & Architecture - SAP Business Workflow l Tools & Techniques - SAP Business Workflow 4.6 l User integration & endusers interface l (Live) Scenarios and solutions l Process Reporting l Benefits & Conclusion

SAP AG 1999 /4 Carla Girtz / SAP Business Workflow

Groupware vs. Workflow Management


Workgroup Computing (Computer supported cooperative work) Groupware E-Mail Joint Editing Calendar Conferencing shared documents and data unstructured, ad hoc, unique process types User

Workflow Process Model Organizational Model Runtime / Desktop Monitoring / Reporting facilities structured, frequent process types System

Components:

support of: Driven by:

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l The applications supported as part of activity processing include Workflow Management Systems as well as groupware systems such as MS Exchange/MS Outlook, or Lotus Notes/Domino. l The supported activities (usually ad-hoc activities) include telephone calls, deadlines, document management, address management etc., most of which are provided by special groupware systems that are independent of Workflow Management. The operational sequences are not permanently defined or controlled by the groupware in question. l A Workflow Management System generally supports structured, routine processes with fixed responsibilities. l Groupware , on the other hand, provides the functions for IT based teamwork and supports unstructured, i.e. project-specific and ad-hoc, processes. l Although SAP Business Workflow allows you to deviate from the predefined sequence of operations at runtime, it is not a groupware solution as such. l These types of applications must be integrated in a logical manner. SAP Business Workflow, therefore, supports integration with both SAPs own messaging solution (SAPoffice) as well as other MAPI-compatible interfaces. In other words, the user is guaranteed a standard interface for carrying out ad-hoc activities and processing structured workflow tasks.

SAP Business Workflow - Goals


l Management of both Organization- and Processes

Ease-of-change for Processes and Responsibility

l Enhancement of R/3 Standard Business Processes

w w

additional, different sequence and elimination of activities Integration of Non-R/3-Components

l Active Support for the End-User

w w

automated Control and Flow of Information Reducing complexity and providing of process knowledge

l Process Knowledge

w w

Information on the process for continuous process improvement

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Advanced Integration: PDAs

E.g. Cross Application Time Sheet (CATS)

Live with SAP Business Workflow

3 1

Synchronization with R/3


4

Workflow based approval procedure

Notification

l Personal Digital Assistant integrated with business applications l Workflow as driver of business process l Notifications via e-mail

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Advanced Integration:

Telephony

Live with SAP Business Workflow

2 3

Incoming customer call

Universal Inbox

SMS

Next Generation Service Management

Help customer 4711


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Area of Application (1)


Active flow of Active flow of Information Information
l Automatic notification of people depending on certain conditions l Push of information rather than pull l e.g. new customer entered into system l e.g. material master changed l e.g. release of purchase orders l e.g. payment release

Approval Approval procedures procedures

l Automation of approval procedures based on well defined business rules l Better transparency in approval procedure l Elimination of tasks that can be handled by the system l Support of casual users

Process Process Automation Automation

l e.g. search for approver/substitute l e.g. direct execution of needed task

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Area of Application (2)


Cross AppliCross Application Process cation Process
l Automation of processes involving multiple apps. l e.g. EVG (lease) l e.g. Real Estate

Handling of Handling of Documents Documents

l Starting of processes due to documents (scanned, fax) l Automatic forwarding of documents l Automatic reaction on problems in processes l Pre-defined handling of exceptions

l e.g. early archiving for incoming invoices (FI) l e.g. recruitment procedure (HR) l e.g. ALE distribution e.g. EDI inbound l e.g. incoming calls e.g. Approvals

Exception & Exception & Error Handling Error Handling

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Area of Application (3)


Deadline Deadline Monitoring Monitoring
l Definition and ensuring of deadlines l Automatic reactions incl. defined escalation procedures l e.g. release of payments l e.g. order handling

Driving of Driving of Non-R/3-Apps Non-R/3-Apps

l Ensuring the entire Business process l Invoking of needed function l Automatic reaction on problems

l e.g. order entry in an heterogeneous environment

And More! And More!

l process help l e.g. Process Log l e.g. Process Monitoring

l e.g. task description l e.g. Status of process l e.g. duration

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Workflow Management Architecture

Roles Tasks

Persons Org. Units Jobs

Organizational Management

Business Applications

BAPI BAPI

Business Object

E.g. Purchase Order

BAPI BAPI

Business Object

Business Object Repository Workflow Builder & Manager

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l Modeling (Workflow Builder) essentially entails defining


tasks, based on object type methods (e.g. invoices) from the Business Object Repository, time or context-related process conditions, users responsible from the Organizational Management, subprocesses etc.

l At runtime (Workflow Manager):


process conditions are evaluated in the background, object methods are converted to workflow tasks, which can be executed by the end user, the users (user groups) determined from the Organizational Management or role resolution receive their tasks in their inbox, relevant processes are synchronized, process data and any errors are collected.

l Business Workflow is a database-based as opposed to an email-based workflow system. As a result, you can easily use all of the data created during a process to control and analyze the process itself or monitor its status (also graphically). The data collected can also be exported to MS Excel or analyzed with the SAP Workflow Information System (WIS) using the functions in the LIS (Logistics Information System).
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WebFlow - Dimensions
n tio a niz a rg O

s es c ro P

Business Community

Internet / Business Applications Monitoring

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Usage of the Organizational Management

Flexible adjustment of responsibilties


l Tasks assigned to roles, positions, jobs or other organizational units l Workflow refers to actual organization l Automatic routing adjustments made for employee changes or reassignments l High flexibility with respect to organizational changes l Automatic substitution (e.g. illness, vacation) l Extended role resolution (e.g. purchase value exceeds $ 200) l Part of R/3 Basis / No HR required!
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n Alternatives: n assignment of users n distribution lists n manual routing

l As already mentioned, business Workflow refers to the organizational management as part of the R/3 system. l Work items are automatically routed to representatives of positions, roles, organizations as departements, teams or other groups. This is done by refering workflow tasks to them instead of to users themselves. l Imagine, refering organizational objects to workflow tasks instead of the persons name makes business processes still processable even if the responsible person of the e.g. position leaves. l On top of that, business processes become more flexible because of the possibility of defining representatives on exceptions as illnesses or even unplaned vacation. l Using an organizational management tool makes all responsibilities in your company transparent.

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Agenda

l Introduction - Workflow Management


l Positioning & Architecture - SAP Business Workflow l Tools & Techniques - SAP Business Workflow 4.5/4.6 l User integration & endusers interface l Process Reporting l Benefits & Conclusion

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Workflow Implementation Made Easy


l Reducing implementation effort through n Workflow templates n Workflow wizards n System-based Workflow Introduction with 4.6 n Part of ASAP roadmap new with 4.5 l Optimized Training Curriculum n TAWF10 Workflow Academy l Customer Networking Workflow user groups in Germany + USA + Scandinavia? l Workflow Consulting Partners incl. TeamSAP Academy & Certification

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l We reduced the implementation efforts for workflows significantly through:


workflow templates and workflow wizards

l Additionally, we optimized our workflow training significantly l A network of workflow customers around the world - partially organized in workflow user groups - is exchanging information and giving helping hands. l Nevertheless, experienced workflow consultants are available if you need support for your projects.

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SAP Business Workflow - Templates

More than 250!


AM Asset Management FI Financials HR Human Resource MM Material Management PP Production Planning PS Project System PM Plant Maintenance QM Quality Management SM Service Management

l l l l l

Rapid prototyping Rapid workflow implementation Best practice Reusage Starting point for individualization

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l Workflow templates are pre-configured workflow scenarios - for frequently used business processes - that are delivered with the R/3 system. They can either be used for a rapid implementation of workflow - typically in a couple of hours - or as the starting point of individual workflows by modifying SAPs templates. l With release 4.6 there are new workflow templates such as
CO-PA Ergebnis- und Marktsegmentrechnung MM-IV-LIV Release of price-locked invoices PP Order change Production phases Production changes Feedback discrepancy PA-PA New employee (follow-up activities) Limitations of a new EDSS user Compensation management

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Enhancing Templates

Add deadlines

Assign users

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System-based Workflow Introduction

Run time environment

List of features

SAP AG 1999 /19 Carla Girtz / SAP Business Workflow

l With release 4.6 SAP provides a showcase area. l You can easily experience the power of SAP Business Workflow within your system environment and thus learn how the use of SAP Business Workflow can help in optimizing day-to-day work (e.g., through the automation of business processes). The use of the showcases does not require any detailed knowledge of the SAP Business Workflow (e.g., how to configure system settings, how to setup workflow templates, or how to create individual and new processes). It's really click and play. l It supplies a guided tour through an example process, the use of the workflow inbox, the execution of forms and the new functionality delivered with release 4.6. The SAP Business Workflow showcase transaction is available from the environment menu of the workflow workbench (Transactions: SWUI_DEMO, SWLD_INPLACE, SWLD_INPLACE2). l Supported functions are: Easy setup (auto-customizing) of the R/3 System for workflow, if workflow has not been used in the system before, Start and execution of the sample process "Approval of employees absence requests, Documentation of this process, Navigation to the Business Workplace, Two examples of the inbox usage within Business Workplace, Executable and documented examples of task preview, user acknowledgment and the Workflow Toolbox, Example of executing an electronic form. l
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Workflow Generation using Wizards


New wizards within the wizard explorer and the workflow builder

Creation of entire workflows, or single-step workflows


SAP AG 1999 /20 Carla Girtz / SAP Business Workflow

Improved userinterface

l A Workflow Wizard supports you in the definition of a workflow with a dialog sequence - a guided tour through the main steps of creating a task or a workflow definition. Workflow Wizards are either used to insert new steps into an existing workflow definition or they are started from within the Worfklow Explorer to create complete workflow processes.

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Workflow Builder
New wizards: Manual agent assignment Object links Double-click on step to show detail

Recently edited workflows

Warnings Available task groups


SAP AG 1999 /21 Carla Girtz / SAP Business Workflow

l Workflow developers have, within the workflow workbench, different areas where they find appropriate tools and information for the successful creation and administration of workflows. With release 4.6 we introduce for the first time the new Workflow Builder as a further development of the enhanced graphical workflow editor. l This is the new central entry point for workflow developers who want to create or maintain workflow definitions. The Workflow Builder offers all necessary development and testing functionality. It also features extensive diagnostic tools to check workflows for errors and to ensure their functional integrity (use transaction SWDD) l Most important functions of the new Workflow Builder:
Creation of new processes and redesign of existing workflow templates Reuse of existing tasks by access to recently used and available tasks Creation of PC document templates Utilization of wizards Graphical editor with a new UML (Unified Modeling Language) like process model Easy navigation through larger processes Hierarchical structure of steps, conditions and process data (container elements) Diagnostic tools and test environment Advanced condition editor and where used for container elements 21

Where used for container elements

List shown here too

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Start conditions for Workflows

Currency can be defined for condition

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l Starting a process is based on an event such as an invoice has been parked, a purchase requisition has been created or an approval has been made. l With release 4.6 it has become possible to create conditions on different events. l This new function makes it possible to define start conditions for a workflow. This means that the starting of a workflow is no longer only dependent on whether a particular event is created, but also on other conditions. l For example, a particular workflow is to be started when a notification of absence is created and the creator of the notification of absence belongs to a specific employee subgroup. The condition editor of the Workflow Builder is used to define these conditions.

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PC Document Generation
Template stored in the Knowledge Provider

Variables filled by flow

SAP AG 1999 /24 Carla Girtz / SAP Business Workflow

l With release 4.6 insertion of associated PC-based documents have become available from from the workflow developers point of entry - the Workflow Builder. l You want to use an existing PC-based document template (e.g., a letter of approval in an existing process). The necessary change within the existing process definition is to define the document template as an associated document of this process. l Example: A letter of notification should be created based on a company's standard document template (MS Word, MS Excel or WordPro are supported). During runtime of the workflow, process data should automatically be included into this document. The resulting document should then be modified and printed or faxed. Different document versions have to be saved together with the related data fields within the SAP Knowledge Provider - SAP's new document management engine.

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Workflow Log - managing process information

l Active process status tracking l Overview and drill-down l Process, Organizational and Object view l Alphanumerical and graphical view
SAP AG 1999 /25 Carla Girtz / SAP Business Workflow

l The workflow log is used to manage process information. With release 4.6 the earlier workflow step log is enhanced and replaced by the workflow log. l Before executing a particular task, you may wish to see an overview of the entire process or detailed information of the steps involved. This might be necessary prior to executing a task (e.g., as the result of a customer call asking for the status of an order.) This view can be started from any worklist of the workflow inbox using the function button Workflow log (see section "Workflow Inbox"). The user can select different views to drill down on processes information. The Chronological Workflow View shows the sequential flow of the selected process. The Organizational View shows the Workflow Agents involved. The Document View offers a list of associated Workflow. You have the choice of viewing the details of a single step in the bottom frame or getting the process overview in the Graphical Workflow Log. Navigation is possible for more detailed information from every line displayed (e.g., a double-click on the step Approve absence provides the task description; a double-click on the agent within the details frame provides the organizational details of the agent).
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Diagnostics highlights missing agent assignments

Organizional assignments refreshed with every test! Or ...

... assign here

... if no agent assigned

SAP AG 1999 /26 Carla Girtz / SAP Business Workflow

l The administration of the workflow system is not actually a process. It entails the constant monitoring and maintenance of the development environment and runtime environment of the workflow system. l Administrators are provided with a huge set of tools to maintain workflow processes. l One transaction swud, available since release 3.1h, has been enhanced in release 4.6 with a quick view opportunity to find a very popular error situation: agent assignment is missing. This very often occures if a template has to be activated or changes with those assignments have been made.

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E-mail Notification of work items (4.6)

l Online Services Note 131795 for pre-release functionality l Job has to be planned manually via report rswuwfml. l It can be planned to run concurrently for different priority notifications.

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Usage of Organizational Management

Search for: Org.Unit, Position, User, Job, etc.

Organization

Views

Details

Tasks
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Project Approaches and Experiences


Effort

New Workflows
e.g. SD delivery management / credit memo handling, PP material master data maintenance Months

Adaptation of Workflow templates e.g. HR, MM purchase requisition, ECM,


or QM templates as starting points Weeks

Use of existing Workflow templates


e.g FI invoice approval MM purchase requisition approval AM mass change of assets PM, SM task processing

Days

Flexibility / Individualization
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Advanced Integration:

Non-R/3-Applications

l Integrate external apps

Live with SAP Business Workflow

into business processes Order Business Workflow SAP Business Workflow Notify SAP Check Ship by state-of-the-art Entry Avail. Cust. Enterprise Application Interface - partner solution R/3 SAP Business MADRID for R/3 from Workflow VisualEdge BOR
Proxy Material Proxy Proxy

l SAP Business Workflow as process driver l Support of heterogenous environments (incl. CORBA, DCOM, Tuxedo) l Generation of Proxy Business Objects l No programming of interfaces !!!

Madrid for R/3 Madrid for R/3


Java ASP
Order Entry

by VisualEdge by VisualEdge

Cobol Ship Java Order Order Entry FedEx Status Tuxedo


Example: Book Order

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l Madrid is an Enterprise Application Integration (EAI) product focused on R/3 and provides integration by enabling R/3 customers to use SAP Business Workflow across all the applications in the enterprise. It makes external applications appear to R/3 as native R/3 Business Components.

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Overview 4.0
l Generic Object Services l Definition Tool for Complex Rules l Extended Role Definition l Intuitive Definition of Workflows l Workflow Wizards l Additional Functions and Views in WWW Inbox l Workflow Information System (WIS) l Integration of Forms via SAPforms

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Overview 4.5
l Business Workflow Explorer l Workflow Wizard Explorer l Personal Workflow Settings l Improved Graphical Workflow Log l Improved Workflow Editor l New Object Types l Top-Level Work items Containing Errors Administration l Improved Complex Condition Editor l Event Creation As Result Of LIS Exception l Wizard Support For Creating Customer-Defined Events
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l Improved Outlook Integration

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Overview New Functionality Release 4.5


l New Name For Application Component: Basis -> Business
Management -> SAP Business Workflow

l Explorer Within Workflow Workbench (TR swld):


n n

Business Workflow Explorer with views on specific task groups (new object in workflow) or applications Workflow Wizard Explorer and new userinterface for wizards

l New Wizard (TR awuf) For Event Creation


n n n

Change documents + creation of complex conditions as value conditions new with 4.5 LIS exceptions Events for OPEN-FI interface

l Enhanced Workflow Creation


n n

Additional alphanumerical view (left hand pane) on steps and conditions and container elements Context sensitive menus on steps

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Overview New Functionality Release 4.5


l Enhanced Workflow Creation
n n

cont.

Rule based data flow definition to be accepted at all or in parts by the user New commands to w cancel a workflow -> a main workflow remains running w end a workflow -> a main workflow is cancelled

l Enduser
n

n n n

Enhanced Work item display (WI in the inbox) replaced by Work item display as an default setting w Standard register cards are Basic Data, Activities, Available Objects (+Attachments) w Configuration of your individual tab Graphical Workflow Log Workflow log replaces and enhances the workflow step protocol Personal Settings for workflow log and work item display

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Overview New Functionality Release 4.5


l Enduser cont.
n

n n

Changes to Start of new workflows related to object -> WS tasks only, start with notification or attachment, notification work item for initiator of the workflow Individual start transactions for workflow templates (WS tasks) -> new assistance by creation of these transactions (TR swug) Attachments and objects of the process on your finger tips -> object reference to SOFM included in container data

l Administration
n n n

New Object types BPJob (planning, execution and display) and BPSTEP (responsible for step maintenance) Administration of (Top-Level Work items) workflows containing errors -> report, repair and restart from TR swuf (No.) of restarts for temporary failed background work items now defined for each step (not for the whole system). Event allows user defined followed steps.

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Overview New Functionality Release 4.5

l Process Definition
n

Event Creation As Result Of LIS Exception

l Distribution of Workflow (on project basis)


n n n

The workflow definition may span several SAP systems The SAP Inbox shows work items from other trusted systems The workflow log shows the steps from sub-systems

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Improved customizing/development (4.6)

l Concerted effort within SAP development


n n n

Developers Cookbook Developers Hotline BPT SI

l Customizing of workflow templates more consistent l Improved template documentation l Better on-line documentation (e.g. BOR events)

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Definition Improvements (4.6)

l Showcase transaction and testing/verifying environment l Enhanced Workflow Editor - Workflow Builder l Enhanced Diagnosis l Enhanced SAPforms functionality l Enhanced Customizing l Enhanced Interfaces

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SAP_WAPI functions added to 4.6

l SAP_WAPI_WORKITEMS_TO_OBJECT
n

Useful for creating your own status reports

l SAP_WAPI_WRITE_CONTAINER
n

Useful for modifying container outside the workflow

l SAP_WAPI_READ_CONTAINER

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Workflow Administration added with 4.6

l The workflow administrator defined is inherited by the subflows l The workflow administrator can be defined in the workflow template without modification of the basic data l Integration in the workflow archive information system
n

Archived workflow work items can be read from the archive

l Transient workflows (project)


n n

for synchronous and sequential (background) tasks Workflow item and first work item is stored in the database

l Selective event queue (project)


n n

temporary memory for events storage, maintenance and delivery of events and its data

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Agenda

l Introduction - Workflow Management l Positioning & Architecture - SAP Business Workflow


l Tools & Techniques - SAP Business Workflow 4.6 l User integration & endusers interface l Process Reporting l Benefits & Conclusion

SAP AG 1999 /41 Carla Girtz / SAP Business Workflow

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SAP Business Workflow - No Limits!

We b

re mo and

E-mail Incoming fax Incoming phone call Work item Electronic form Business Object

MAPI client

ui Pg SA

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The situation today is that many users are involved in business processes and they all use different types of userinterfaces. Therefor: l Process and workflow managementis needed l Different groups of users with different client paradigms l Online and mobile users l Integration of executives is difficult l Push principle and status management is a must

The solution is l Integrated workflow for process management l Integration of all users involved l Integration of both R/3 and Non-R/3 applications l Push principle l Active process monitoring l Continuos process improvement

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tes No

Web Inbox

Folder tree - work items - mails - folder - calendar

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WebFlow - The Driving Engine on the Internet


l Based on SAP Business Workflow
n n n

Event-driven triggering of actions Reliable secure technology According to WfMC*

l Flexible definition and change of Business processes


n n

Easy to learn, tailor and use Graphical Design and Monitoring

l Rule-based capturing of Business semantics


n

Templates, Wizards, ...

l Open to collaborate with external objects

* Workflow Management Coalition


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B2B - Web Shopping, Inbox & Workflow Log

B2B web based shopping basket

web based approval workflow


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web based status log

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Example: Absence Approval via Intranet

l Intuitive user interface l Start of workflow in R/3 incl. dynamic role resolution l Employee receives automatic notification

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l.

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Integration with MS Outlook

Microsoft Outlook: Overview of SAP Business Workflow work items

Execution of work item


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Execute Outlook WI, Start WF with attachements Execution of E-Form (4.6)

l The first integration with MS Outlook using Visual Basic forms was done with release 3.1g. l Imagine you would prefer spending more time with your customers and you could work offline. With release 4.5 it is even possible to execute work items in offline mode. People such as sales reps for example need their information on the road. l E-mail from within R/3 business applications and work items from SAP Business Workflow can be synchronized with MAPI compliant mail clients.

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SAP Business Workflow and Lotus Notes

Lotus Notes Client: Execution of work item

Invoking of R/3 business application from SAP Business Workflow 2 Overview of SAP Business Workflow work items

SAP AG 1999 /48 Carla Girtz / SAP Business Workflow

Imagine processes where a Lotus Notes user needs to participate in business processes managed by R/3. From release 4.0 the following is supplied l E-Mail exchange with R/3 business applications l Execution of work items from the Workflow Inbox

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Business Workplace
Integrated inbox Specialized inbox

Folder contents

Preview Folders

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l With release 4.6 the Business Workplace builds a single point-of-entry interface for operational users, called the SAP Business Workplace, intended for all users who are involved in business processes. This interface gives an instant wellarranged overview and preview of the work items you perform. They are grouped into incoming and outgoing tasks and allows you to trigger new processes and to easily reach all process status information. Additional information on the SAP Business Workplace can be found in a separate document entitled SAP Business Workplace. l Every folder with a specific work item type may have its own column headings that represent the most important information (e.g., arrangement of invoices to be released by invoice numbers). The work items to be executed are separated by their context. l Each worklist, represented by the folder contents frame, may have its own functionality - indicated in the generic icon line. In this manner you can start a new process for a specific work item only if there is a corresponding process available. l Work items are displayed within a preview frame without the need for execution. You will see information such as the work item description, attached documents, the initiator of the workflow, and other task-related information here.

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Business Workplace (2)

Resizable and defined Columns

Preview: work item display or generic decision tasks Your logo here Tips/Tricks Related objects

Work item text, e.g. todo

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l A specific outbox folder is separated into task lists for status tracking. You can view which processes have been started and which work items have been executed or forwarded. You can also get detailed information of the flow and the steps involved. l With release 4.6 decision tasks are no longer executed in a different window but can now be executed directly from within the preview frame. l It is possible for customers to individualize the work item display within the preview frame by inserting e.g. the companies logo or training information like tips&tricks.

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Business Workplace (task specific views)

Each task has its own columns

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l Different work item types are automatically grouped in task specific folders (e.g., all approvals of invoices). In this respect every folder may have its own columns to make navigation easier and let the user selecting the most interesting or high priority work items first. This is general possible since release 4.0. l Additional folders such as Overdue entries or Deadline messages assist users to manage their processes.

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Workflow Outbox for Status Tracking

Flows you started

Processed Work items

Work items youve processed

Status of Steps Objects involved

Work items youve forwarded

l Quick and easy overview of processes involved l Status of tasks at a glance l Improved ability to answer customer inquiries
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l At any given time, you have a quick overview of tasks you have executed including individual status and further process-related information. The use of the workflow outbox enables you to rapidly answer inquiries at any time. l The selected folder in the left-hand frame displays all processes you have started in the worklist in the top right-hand frame. You can then select a process. The tasks (steps), their status, execution date and the agent as well as associated documents are displayed in the preview frame at the bottom righthand. Depending on the selected view, different functions (buttons) in the inbox are provided.

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Process Specific Work item display (4.5)


l Active information l Individual guidelines for process workers
Process Information You are here Links to intranet

Contacts

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Workflow Log - managing process information

l Active process status tracking l Overview and drill-down l Process, Organizational and Object view l Alphanumerical and graphical view
SAP AG 1999 /54 Carla Girtz / SAP Business Workflow

l The workflow log is used to manage process information. With release 4.6 the earlier workflow step log is enhanced and replaced by the workflow log. l Before executing a particular task, you may wish to see an overview of the entire process or detailed information of the steps involved. This might be necessary prior to executing a task (e.g., as the result of a customer call asking for the status of an order.) This view can be started from any worklist of the workflow inbox using the function button Workflow log (see section "Workflow Inbox"). The user can select different views to drill down on processes information. The Chronological Workflow View shows the sequential flow of the selected process. The Organizational View shows the Workflow Agents involved. The Document View offers a list of associated Workflow. You have the choice of viewing the details of a single step in the bottom frame or getting the process overview in the Graphical Workflow Log. Navigation is possible for more detailed information from every line displayed (e.g., a double-click on the step Approve absence provides the task description; a double-click on the agent within the details frame provides the organizational details of the agent).
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Graphic Workflow Log

Paths are easier to follow

Finished steps are marked


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l You require a more general view of the process, or tasks (work items). You may also be interested in understanding an entire, possibly complex, business process to be able to explain it to others, react in case a problem arises, or to deliver input for process improvement. The graphical view in the left-hand frame displays the process model. Tasks (steps) that have been already executed or reserved by you are marked with a green check mark. The green line indicates the process flow. The right-hand frame offers a navigation area for the whole process where you can move or resize the view of the selected process model.

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Workflow functions in applications

Workflow log Attachments Description Forward ...


Workflow functions available within application.

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l With release 4.6 there is a new API for SAP business application developers that allows the user for the execution of specific tasks out of the application. The functionionality is represented by a toolbar . l This toolbar is intended to provide the following functionality: Display work item text, display work item description, display and create attachments (e.g., links to business objects and documents), assign users to tasks, show the workflow log, resubmit or forward work items. l There are different ways that a toolbar can be presented and is decided by the SAP application development. The workflow toolbox is available in 4 variants. l It is only visible when the transaction is called from a work item.

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Adhoc Functionality from applications

(1) Generic Object Services (3) Receive Purchase Requisition

(2) Send Purchase Requisition

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For Business Objects: Send Object Start related Workflow Workflow Links Link with Document Add Hyperlink

l The user wants to inform other users about e.g. purchase requisition data, he sends the object out of the application or the user wants to start manually (adhoc) a new process, based on this purchase request, e.g. an approval. l Another situation could be that the user wants to get access to related documents like archived images or existing hyperlinks. l The Generic Object Service recides in the R/3 system since release 4.0 and was enhanced with every release. The shown functionality represents release 4.5.

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Generic Object Services

Linked objects

New user interface

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l This is how the Generic Object Service functionality is represented to the user with release 4.6. The service itself is available with release 4.0.

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Generic Object Services (Workflow links)

Related workflows

Summary of one workflow

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l The user is executing an engeneering change request within the application and wants to know all processes in which this request is involved. The Generic Object Service provides all information he needs and let the user even take a look into the processes. l This is how the Generic Object Service functionality is represented to the user with release 4.6. The service itself is available with release 4.0.

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Integrating Electronic Forms into R/3


Electronic Form
XYZXYZXYZXYZXYZ Visual Outlook Basic XYZ XYZ XYZ

Exchange

Web XYZ Forms


XYZ XYZ XYZ

Lotus XYZXYZ Notes


XYZ

new

XYZXYZ

SAPforms

l Better coverage of originally paper-based scenarios l Alternative user interface for specific type of users
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l Use of SAP Business Workflow for non-SAPgui users l Ability to process work items offline

Usage: l Create Business Objects l Update Business Objects l Create and start workflow instances l Analyze, prioritize, delegate work items l Execute form based work items.

Benefits:

l Forms can be used online and offline l Forms can contain data and explanation l Forms can be very simple and specific

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E-Forms support via SAPforms

Lotus Forms

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Execute WI, Start WF with attachements (4.6)

l This is an example with the absence request form created with Visual Basic, HTML and MS-Outlook. SAPforms technology provides techniques for easy implementation of R/3 integration. l New functionality with release 4.6 SAPforms designer improved Session sharing of multiple RFC connections at run-time Visual Basic 6 support New example: Create a Sales Order via IDOC Start workflow with attachments Forms based work item display related to task type

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Workflow Benefits for the End User

l Transparency of Business Process l Less effort for administrative tasks l Tracking of dates (max. duration) l Automatic notification l Distribution of work due to responsibilities l Easier learning and understanding of processes

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Agenda

l Introduction - Workflow Management l Positioning & Architecture - SAP Business Workflow


l Tools & Techniques - SAP Business Workflow 4.6 l User integration & endusers interface l Process Reporting l Benefits & Conclusion

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Process Reporting

l Evaluate potential for process improvements n Increase throughput n Reduce process cycle times n Identify bottlenecks n Review exception rates l Validate administrative information on workload, work itmes attributes, business objects etc. l Early warning system
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l One of the process reporting application for SAP Business Workflow is a workflowspecific component of the Logistics Information System (LIS). l The connection to the Logistics Information System allows the WIS to profit from its powerful reporting system. Its advantages include a common user interface, multiple statistical analysis functions, graphics connection, and the export function to Microsoft Excel. l You can customize the WIS by individually structuring and extending the data basis of your information system. In particular, you can include specific information from the environment of your own workflow in separate standard analyses. l The Early Warning System enables you to make decision-oriented selections and to check weak areas from processes. It allows you to search for exceptional situations and aids in early detection of undesirable situations.

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Process Reporting

How can I maintain control?

Reporting to work load and work items and business objects? How many customer problems are in process? What is the status? How old are the problems?

How many problems have been reported in the last 12 months? How many processing deadlines have been missed in the last month?

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l While the workflow protocol can give you important information on a running instance of a workflow. l The Workflow Information System (WIS) is an optimization and change-management tool. l Finished work items can be selected - compressed - and copied into the logistics information system (L.I.S) of R/3 which allows for various reporting and analytical processing on your aggregated workflow workitems. l This way it is possible to find bottlenecks and room for improvement of your critical business processes. l Alternatively to the L.IS. it is possible to download this information to an Excel spreadsheet for further analytical processing. l Workflow scenario independent Figures are (e.g.)
n n n n n

Frequency of processes and steps Duration of processes and steps Working versus waiting time Costs of processes and steps Workload for certain organizational units

l Workflow scenario specific Figures (e.g.)


n

Purchasing -> total amount per material / vendor


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WIS Concept and Functionality

Workflow Information System (WIS) as part of Logistics Information System (LIS)

Organizational View
Joint Travel Travel Venture Joint Venture Consolidation HR Invest. Controlling HR Invest. Controlling Sl ef Audit Sl ef Audit Consolidation Business Information Warehouse Business Information Warehouse F I Treasury Treasury

Process View

Business Engineer Business Engineer LO Environ mental Protection , Health Environ & Safety m e n t a l Protection , Health & Safety

Information Repository Information Repository PS F Available Sl ef Srie evc Sl ef Srie evc - o t Promise Available PM D - o t Promise PM D Pricing Pricing PS F

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Configuration Configuration

Proportion (%)

Standard analysis: ABC Analysis

60

40

Object View
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A segment Total time

B segment

C segment

Number Process definition

l The WIS lets you make the following standard analyses for completed work items: l Organization view Workload analysis that emphasizes the work items agents and their organizational assignments. l Process view Process analysis that emphasizes the superordinate workflow (the "process"). l Object view Analysis that emphasizes the processed object. l Group view Analysis that emphasizes certain objects from the environment of the processed work item. l The data basis for all analyses is returned by completed work items only. These work items were transferred to the information structure of the LIS by a periodically scheduled job. These tables receive the data for analysis in summarized form. These tables allow a high-performance analysis, independently of running operations.

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Agenda

l Introduction - Workflow Managemen


l Positioning & Architecture - SAP Business Workflow l Tools & Techniques - SAP Business Workflow 4.6 l User integration & endusers interface l Process Reporting l Benefits & Conclusion

SAP AG 1999 /67 Carla Girtz / SAP Business Workflow

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SAP Business Workflow - is More l Business application integration


l Organizational management l Internet / Intranet integration l Document management integration l Desktop office, mail and Groupware integration l E-forms and mobile support l Telephony integration l Workflow Information System l Integration of Non-R/3-Appications (EAI)
p Sto ng e On oppi Sh

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l Why is the SAP Business Workflow not just another workflow solution? l First and most important, it is seamlessly integrated with R/3 business applications because it is designed for and with the various business applications. l There is also tight integration with SAPs document management solutions, in both directions, so is the SAP Business Workflow the intelligent routing mechanism for imaging scenarios within R/3. l Thanks to the mail integration, a broad range of users can participate in workflows, and workflow workitems, faxes and e-mails are integrated in a universal inbox. This eliminates the overhead to check multiple inboxes (e.g., for e-mail and workflow) and ensures fast responds on urgent requests. l The integration of the telephone allows for the Development of new scenarios such as workflow supported call-center applications. l Desktop office integration enables the use of word documents and other objects in workflows. l The integration of the organizational management component of R/3 ensures that the right task is always assigned and performed by the right person. l Last but not least, the workflow information system provides the information you need to optimize your business processes l Convinced?
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Customer Networking

Customers committed to SAP Business Workflow are organized in work groups.


Currently those groups exist in the United States and Germany

l American SAP User Group (ASUG) http://www.asug.com/ l Deutsche SAP Anwender Gruppe (DSAG) After customer authorization in SAPNet at http://www.sapnet.com use the alias DSAG Get information at bpt@sap-ag.de

SAP AG 1999 /69 Carla Girtz / SAP Business Workflow

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Customer Networking

Customers committed to SAP Business Workflow may take part at a discussion and help forum. It is based on EMail service established and maintained by MIT.
l Undependend user group

w w

Send E-mail to LISTSERV@MITFMA.MIT.EDU First line of the mail is: SUBSCRIBE SAP-WUG first name second name

SAP AG 1999 /70 Carla Girtz / SAP Business Workflow

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Workflow Consultants
l Andersen Consulting l CTI Consulting O& l CSC Ploenzke l Deloitte&Touche l Dolphin O l DSK O l IDS Scheer O l IMG St. Gallen O& l ISM Corp. O l iXOS O& l KPMG l Mummert + Partner O
certification program Workflow Academy TAWF10 as part of TeamSAP Academy

l Omni Logic l OSS Consulting O l Plaut l Price Waterhouse Coopers O l Process Technology Group O l SAP SI l SFO l SRS l Walldorf Group l and other

SAP Business Workflow


(O) Competence Center (&) Training's Partner () Certified Consultants

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Further Information?

Visit our Demo Center or send mail to bpt@sap.com

THANK YOU!

SAP AG 1999 /72 Carla Girtz / SAP Business Workflow

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