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© SAP AG 1999 /1 Carla Giörtz / SAP Business Workflow
l Positioning & Architecture - SAP Business Workflow l Tools & Techniques - SAP Business Workflow l User integration & enduser´s interface l Process Reporting l Benefits & Conclusion
© SAP AG 1999 /2 Carla Giörtz / SAP Business Workflow
Business Process Technology (BPT)
SAP Business Documents
SAP Business Communication
SAP Business Workflow®
© SAP AG 1999 /3 Carla Giörtz / 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
SAP Business Workflow l Tools & Techniques .Agenda l Introduction .Workflow Management l Positioning & Architecture .SAP Business Workflow 4.6 l User integration & enduser´s interface l (Live) Scenarios and solutions l Process Reporting l Benefits & Conclusion © SAP AG 1999 /4 Carla Giörtz / SAP Business Workflow 4 .
or Lotus Notes/Domino. it is not a groupware solution as such.e. SAP Business Workflow®. The operational sequences are not permanently defined or controlled by the groupware in question. provides the functions for IT based teamwork and supports unstructured. 5 . ad hoc. unique process types User Workflow Process Model Organizational Model Runtime / Desktop Monitoring / Reporting facilities structured. l A Workflow Management System generally supports structured.. l These types of applications must be integrated in a logical manner. l Although SAP Business Workflow® allows you to deviate from the predefined sequence of operations at runtime. deadlines. routine processes with fixed responsibilities.Groupware vs. l Groupware . the user is guaranteed a standard interface for carrying out ad-hoc activities and processing structured workflow tasks. l The supported activities (usually ad-hoc activities) include telephone calls. Workflow Management Workgroup Computing (Computer supported cooperative work) Groupware E-Mail Joint Editing Calendar Conferencing shared documents and data unstructured. project-specific and ad-hoc. therefore. i. document management. frequent process types System Components: support of: Driven by: © SAP AG 1999 /5 Carla Giörtz / SAP Business Workflow l The applications supported as part of activity processing include Workflow Management Systems as well as groupware systems such as MS Exchange/MS Outlook. processes. address management etc. on the other hand. In other words. supports integration with both SAP’s own messaging solution (SAPoffice) as well as other MAPI-compatible interfaces. most of which are provided by special groupware systems that are independent of Workflow Management.
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 © SAP AG 1999 /6 Carla Giörtz / SAP Business Workflow 6 .Goals l Management of both Organization.and Processes w Ease-of-change for Processes and Responsibility l Enhancement of R/3 Standard Business Processes w w additional.SAP Business Workflow .
Cross Application Time Sheet (CATS) Live with SAP Business Workflow 3 1 2 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 © SAP AG 1999 /7 Carla Giörtz / SAP Business Workflow 7 .Advanced Integration: PDAs E.g.
Advanced Integration: Telephony Live with SAP Business Workflow 1 2 3 Incoming customer call 4 Universal Inbox SMS Next Generation Service Management “Help customer 4711” 5 6 © SAP AG 1999 /8 Carla Giörtz / SAP Business Workflow 8 .
g.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. search for approver/substitute l e. direct execution of needed task © SAP AG 1999 /9 Carla Giörtz / SAP Business Workflow 9 . material master changed l e. release of purchase orders l e.g.g. new customer entered into system l e.g.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.
early archiving for incoming invoices (FI) l e. fax) l Automatic forwarding of documents l Automatic reaction on problems in processes l Pre-defined handling of exceptions l e. Approvals Exception & Exception & Error Handling Error Handling © SAP AG 1999 /10 Carla Giörtz / SAP Business Workflow 10 .g.g.g. recruitment procedure (HR) l e.g.g. ALE distribution e. Real Estate Handling of Handling of Documents Documents l Starting of processes due to documents (scanned.g.Area of Application (2) Cross AppliCross Application Process cation Process l Automation of processes involving multiple apps. EVG (lease) l e.g. EDI inbound l e. incoming calls e.g. l e.
Status of process l e.g.g.Area of Application (3) Deadline Deadline Monitoring Monitoring l Definition and ensuring of deadlines l Automatic reactions incl.g.g. Process Log l e. 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.g. duration © SAP AG 1999 /11 Carla Giörtz / SAP Business Workflow 11 .g.g. Process Monitoring l e. release of payments l e. defined escalation procedures l e. task description l e. order entry in an heterogeneous environment And More! And More! l process help l e.
Ÿ relevant processes are synchronized. Ÿ subprocesses etc. which can be executed by the end user. 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). based on object type methods (e. invoices) from the Business Object Repository. Ÿ time or context-related process conditions. 12 . Units Jobs Organizational Management Business Applications BAPI BAPI Business Object E. Ÿ process data and any errors are collected. Ÿ the users (user groups) determined from the Organizational Management or role resolution receive their tasks in their inbox. l At runtime (Workflow Manager): Ÿ process conditions are evaluated in the background. Ÿ users responsible from the Organizational Management.g.Workflow Management Architecture Roles Tasks Persons Org. Purchase Order BAPI BAPI Business Object Business Object Repository Workflow Builder & Manager © SAP AG 1999 /12 Carla Giörtz / SAP Business Workflow l Modeling (Workflow Builder) essentially entails defining Ÿ tasks. Ÿ object methods are converted to workflow tasks. 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). l Business Workflow is a database-based as opposed to an email-based workflow system.g. As a result.
WebFlow .Dimensions n tio a niz a rg O s es c ro P Business Community Internet / Business Applications Monitoring © SAP AG 1999 /13 Carla Giörtz / SAP Business Workflow 13 .
This is done by refering workflow tasks to them instead of to users themselves.g.g.Usage of the Organizational Management Flexible adjustment of responsibilties l Tasks assigned to roles. 14 .g. l On top of that. roles. refering organizational objects to workflow tasks instead of the persons name makes business processes still processable even if the responsible person of the e. business Workflow refers to the organizational management as part of the R/3 system. l Work items are automatically routed to representatives of positions. purchase value exceeds $ 200) l Part of R/3 Basis / No HR required! © SAP AG 1999 /14 Carla Giörtz / SAP Business Workflow n Alternatives: n assignment of users n distribution lists n manual routing l As already mentioned. illness. organizations as departements. position leaves. l Imagine. teams or other groups. positions. vacation) l Extended role resolution (e. 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. l Using an organizational management tool makes all responsibilities in your company transparent. business processes become more flexible because of the possibility of defining representatives on exceptions as illnesses or even unplaned vacation.
Agenda l Introduction .6 l User integration & enduser´s interface l Process Reporting l Benefits & Conclusion © SAP AG 1999 /15 Carla Giörtz / SAP Business Workflow 15 .5/4.SAP Business Workflow l Tools & Techniques .Workflow Management l Positioning & Architecture .SAP Business Workflow 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. l Nevertheless. 16 .Workflow Implementation Made Easy l Reducing implementation effort through n Workflow templates n Workflow wizards n System-based Workflow Introduction with 4. experienced workflow consultants are available if you need support for your projects. TeamSAP Academy & Certification © SAP AG 1999 /16 Carla Giörtz / SAP Business Workflow l We reduced the implementation efforts for workflows significantly through: Ÿ workflow templates Ÿ and workflow wizards l Additionally.partially organized in workflow user groups .6 n Part of ASAP roadmap new with 4. we optimized our workflow training significantly l A network of workflow customers around the world .is exchanging information and giving helping hands.
or as the starting point of individual workflows by modifying SAP´s templates.that are delivered with the R/3 system. l With release 4.und Marktsegmentrechnung Ÿ MM-IV-LIV Release of price-locked invoices Ÿ PP • Order change • Production phases • Production changes • Feedback discrepancy Ÿ PA-PA • New employee (follow-up activities) • Limitations of a new EDSS user • Compensation management 17 . They can either be used for a rapid implementation of workflow .for frequently used business processes .SAP Business Workflow .typically in a couple of hours .6 there are new workflow templates such as Ÿ CO-PA Ergebnis.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 © SAP AG 1999 /17 Carla Giörtz / SAP Business Workflow l Workflow templates are pre-configured workflow scenarios .
Enhancing Templates Add deadlines Assign users © SAP AG 1999 /18 Carla Giörtz / SAP Business Workflow 18 .
the use of the workflow inbox..6 SAP provides a showcase area. how to setup workflow templates. It's really click and play.. Two examples of the inbox usage within Business Workplace. Documentation of this process. how to configure system settings. The SAP Business Workflow showcase transaction is available from the environment menu of the workflow workbench (Transactions: SWUI_DEMO. 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. user acknowledgment and the Workflow Toolbox. Executable and documented examples of task preview. The use of the showcases does not require any detailed knowledge of the SAP Business Workflow (e.6. Example of executing an electronic form. Navigation to the Business Workplace. SWLD_INPLACE.g. SWLD_INPLACE2).System-based Workflow Introduction Run time environment List of features © SAP AG 1999 /19 Carla Giörtz / SAP Business Workflow l With release 4. l It supplies a guided tour through an example process.g. the execution of forms and the new functionality delivered with release 4. through the automation of business processes). or how to create individual and new processes). l 19 . if workflow has not been used in the system before. Start and execution of the sample process "Approval of employees absence requests“. l Supported functions are: Easy setup (auto-customizing) of the R/3 System for workflow.
or single-step workflows © SAP AG 1999 /20 Carla Giörtz / SAP Business Workflow Improved userinterface l A Workflow Wizard supports you in the definition of a workflow with a dialog sequence .Workflow Generation using Wizards New wizards within the wizard explorer and the workflow builder Creation of entire workflows. 20 .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.
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 Giörtz / SAP Business Workflow l Workflow developers have. within the workflow workbench. With release 4. 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: Ÿ Creation of new processes and redesign of existing workflow templates Ÿ Reuse of existing tasks by access to recently used and available tasks Ÿ Creation of PC document templates Ÿ Utilization of wizards Ÿ Graphical editor with a new UML (Unified Modeling Language) like process model Ÿ Easy navigation through larger processes Ÿ Hierarchical structure of steps.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. conditions and process data (container elements) Ÿ Diagnostic tools and test environment Ÿ Advanced condition editor and where used for container elements 21 . different areas where they find appropriate tools and information for the successful creation and administration of workflows.
Where used for container elements List shown here too © SAP AG 1999 /22 Carla Giörtz / SAP Business Workflow 22 .
Start conditions for Workflows
Currency can be defined for condition
© SAP AG 1999 /23 Carla Giörtz / SAP Business Workflow
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.
PC Document Generation
Template stored in the Knowledge Provider
Variables filled by flow
© SAP AG 1999 /24 Carla Giörtz / 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.
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 Giörtz / 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).
assign here . 26 ..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. l Administrators are provided with a huge set of tools to maintain workflow processes.. if no agent assigned © SAP AG 1999 /26 Carla Giörtz / SAP Business Workflow l The administration of the workflow system is not actually a process. available since release 3. ..1h. It entails the constant monitoring and maintenance of the development environment and runtime environment of the workflow system. l One transaction swud..Diagnostics highlights missing agent assignments Organizional assignments refreshed with every test! Or . has been enhanced in release 4.
© SAP AG 1999 /27 Carla Giörtz / SAP Business Workflow 27 .6) l Online Services Note 131795 for pre-release functionality l Job has to be planned manually via report rswuwfml.E-mail Notification of work items (4. l It can be planned to run concurrently for different priority notifications.
Usage of Organizational Management Search for: Org. User. Organization Views Details Tasks © SAP AG 1999 /28 Carla Giörtz / SAP Business Workflow 28 . Position. Job.Unit. etc.
MM purchase requisition. HR.g FI invoice approval MM purchase requisition approval AM mass change of assets PM. PP material master data maintenance Months Adaptation of Workflow templates e.Project Approaches and Experiences Effort New Workflows e. SM task processing Days Flexibility / Individualization © SAP AG 1999 /29 Carla Giörtz / SAP Business Workflow 29 . or QM templates as starting points Weeks Use of existing Workflow templates e. ECM. SD delivery management / credit memo handling.g.g.
Enterprise Application Interface . 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 © SAP AG 1999 /30 Carla Giörtz / SAP Business Workflow 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. 30 . DCOM.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. Cust. It makes external applications appear to R/3 as native R/3 Business Components.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. CORBA.
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 © SAP AG 1999 /31 Carla Giörtz / SAP Business Workflow 31 .Overview 4.
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 © SAP AG 1999 /32 Carla Giörtz / SAP Business Workflow l Improved Outlook Integration 32 .
Overview New Functionality Release 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 © SAP AG 1999 /33 Carla Giörtz / SAP Business Workflow 33 .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.
Overview New Functionality Release 4. 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 © SAP AG 1999 /34 Carla Giörtz / SAP Business Workflow 34 . 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.5 l Enhanced Workflow Creation n n cont.
repair and restart from TR swuf (No. © SAP AG 1999 /35 Carla Giörtz / SAP Business Workflow 35 .Overview New Functionality Release 4. Event allows user defined followed steps. 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.5 l Enduser cont. n n n Changes to „Start of new workflows related to object“ -> WS tasks only.) of restarts for temporary failed background work items now defined for each step (not for the whole system). execution and display) and BPSTEP (responsible for step maintenance) Administration of (Top-Level Work items) workflows containing errors -> report.
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 © SAP AG 1999 /36 Carla Giörtz / SAP Business Workflow 36 .Overview New Functionality Release 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.Improved customizing/development (4. BOR events) © SAP AG 1999 /37 Carla Giörtz / SAP Business Workflow 37 .
6) l Showcase transaction and testing/verifying environment l Enhanced Workflow Editor .Definition Improvements (4.Workflow Builder l Enhanced Diagnosis l Enhanced SAPforms functionality l Enhanced Customizing l Enhanced Interfaces © SAP AG 1999 /38 Carla Giörtz / SAP Business Workflow 38 .
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 © SAP AG 1999 /39 Carla Giörtz / SAP Business Workflow 39 .
maintenance and delivery of events and its data © SAP AG 1999 /40 Carla Giörtz / SAP Business Workflow 40 .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.
Agenda l Introduction .SAP Business Workflow l Tools & Techniques .6 l User integration & enduser´s interface l Process Reporting l Benefits & Conclusion © SAP AG 1999 /41 Carla Giörtz / SAP Business Workflow 41 .Workflow Management l Positioning & Architecture .SAP Business Workflow 4.
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 42 tes No .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 © SAP AG 1999 /42 Carla Giörtz / SAP Business Workflow The situation today is that many users are involved in business processes and they all use different types of userinterfaces.SAP Business Workflow .
calendar © SAP AG 1999 /43 Carla Giörtz / SAP Business Workflow 43 .mails .work items .folder .Web Inbox Folder tree .
.WebFlow .. 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 © SAP AG 1999 /44 Carla Giörtz / SAP Business Workflow 44 .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.
Web Shopping. Inbox & Workflow Log B2B web based shopping basket web based approval workflow © SAP AG 1999 /45 Carla Giörtz / SAP Business Workflow web based status log 45 .B2B .
46 .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 © SAP AG 1999 /46 Carla Giörtz / SAP Business Workflow l.
People such as sales reps for example need their information on the road.1g. l E-mail from within R/3 business applications and work items from SAP Business Workflow can be synchronized with MAPI compliant mail clients.5 it is even possible to execute work items in offline mode. 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.Integration with MS Outlook Microsoft Outlook: Overview of SAP Business Workflow work items Execution of work item © SAP AG 1999 /47 Carla Giörtz / SAP Business Workflow Execute Outlook WI. 47 . With release 4. l Imagine you would prefer spending more time with your customers and you could work offline.
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 48 .SAP Business Workflow and Lotus Notes 1 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 Giörtz / SAP Business Workflow Imagine processes where a Lotus Notes user needs to participate in business processes managed by R/3.
l Every folder with a specific work item type may have its own column headings that represent the most important information (e. the initiator of the workflow. attached documents.6 the Business Workplace builds a single point-of-entry interface for operational users. Additional information on the SAP Business Workplace can be found in a separate document entitled SAP Business Workplace. l Each worklist. called the SAP Business Workplace.Business Workplace Integrated inbox Specialized inbox Folder contents Preview Folders © SAP AG 1999 /49 Carla Giörtz / SAP Business Workflow l With release 4. represented by the folder contents frame. 49 . You will see information such as the work item description.indicated in the generic icon line. may have its own functionality . intended for all users who are involved in business processes. and other task-related information here.g. 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. This interface gives an instant wellarranged overview and preview of the work items you perform. The work items to be executed are separated by their context. They are grouped into incoming and outgoing tasks and allows you to trigger new processes and to easily reach all process status information.. arrangement of invoices to be released by invoice numbers).
6 decision tasks are no longer executed in a different window but can now be executed directly from within the preview frame. 50 .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.g. e. the companies logo or training information like tips&tricks. You can also get detailed information of the flow and the steps involved. l It is possible for customers to individualize the work item display within the preview frame by inserting e. l With release 4.g. todo © SAP AG 1999 /50 Carla Giörtz / SAP Business Workflow 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.
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. all approvals of invoices). l Additional folders such as Overdue entries or Deadline messages assist users to manage their processes..0. 51 .Business Workplace (task specific views) Each task has its own columns © SAP AG 1999 /51 Carla Giörtz / SAP Business Workflow l Different work item types are automatically grouped in task specific folders (e.g.
52 . execution date and the agent as well as associated documents are displayed in the preview frame at the bottom righthand. different functions (buttons) in the inbox are provided. The use of the workflow outbox enables you to rapidly answer inquiries at any time. You can then select a process.Workflow Outbox for Status Tracking Flows you started Processed Work items Work items you’ve processed Status of Steps Objects involved Work items you’ve forwarded l Quick and easy overview of processes involved l Status of tasks at a glance l Improved ability to answer customer inquiries © SAP AG 1999 /52 Carla Giörtz / SAP Business Workflow l At any given time. The tasks (steps). you have a quick overview of tasks you have executed including individual status and further process-related information. l The selected folder in the left-hand frame displays all processes you have started in the worklist in the top right-hand frame. their status. Depending on the selected view.
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 © SAP AG 1999 /53 Carla Giörtz / SAP Business Workflow 53 .
. as the result of a customer call asking for the status of an order. a double-click on the step Approve absence provides the task description.. The user can select different views to drill down on processes information.g. The Document View offers a list of associated Workflow. you may wish to see an overview of the entire process or detailed information of the steps involved. 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.g. Organizational and Object view l Alphanumerical and graphical view © SAP AG 1999 /54 Carla Giörtz / SAP Business Workflow l The workflow log is used to manage process information. 54 .) This view can be started from any worklist of the workflow inbox using the function button Workflow log (see section "Workflow Inbox"). With release 4. The Organizational View shows the Workflow Agents involved. Navigation is possible for more detailed information from every line displayed (e. This might be necessary prior to executing a task (e. a double-click on the agent within the details frame provides the organizational details of the agent). The Chronological Workflow View shows the sequential flow of the selected process. l Before executing a particular task.Workflow Log .6 the earlier workflow step log is enhanced and replaced by the workflow log.managing process information l Active process status tracking l Overview and drill-down l Process.
The graphical view in the left-hand frame displays the process model.Graphic Workflow Log Paths are easier to follow Finished steps are marked © SAP AG 1999 /55 Carla Giörtz / SAP Business Workflow l You require a more general view of the process. Tasks (steps) that have been already executed or reserved by you are marked with a green check mark. or to deliver input for process improvement. or tasks (work items). business process to be able to explain it to others. The green line indicates the process flow. possibly complex. 55 . 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. react in case a problem arises. You may also be interested in understanding an entire.
. The workflow toolbox is available in 4 variants.. display work item description.. Workflow functions available within application. The functionionality is represented by a toolbar .g. display and create attachments (e. links to business objects and documents). l It is only visible when the transaction is called from a work item.Workflow functions in applications •Workflow log •Attachments •Description •Forward •. show the workflow log. assign users to tasks. resubmit or forward work items. l There are different ways that a toolbar can be presented and is decided by the SAP application development. 56 . l This toolbar is intended to provide the following functionality: Display work item text. © SAP AG 1999 /56 Carla Giörtz / SAP Business Workflow 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.
57 .0 and was enhanced with every release.g.Adhoc Functionality from applications (1) Generic Object Services (3) Receive Purchase Requisition (2) Send Purchase Requisition © SAP AG 1999 /57 Carla Giörtz / SAP Business Workflow For Business Objects: ü Send Object ü Start related Workflow ü Workflow Links ü Link with Document ü Add Hyperlink l The user wants to inform other users about e. he sends the object out of the application or the user wants to start manually (adhoc) a new process. e. purchase requisition data.g. The shown functionality represents release 4. based on this purchase request. an approval. l Another situation could be that the user wants to get access to related documents like archived images or existing hyperlinks.5. l The Generic Object Service recides in the R/3 system since release 4.
58 .6. The service itself is available with release 4.0.Generic Object Services Linked objects New user interface © SAP AG 1999 /58 Carla Giörtz / SAP Business Workflow l This is how the Generic Object Service functionality is represented to the user with release 4.
59 .0.Generic Object Services (Workflow links) Related workflows Summary of one workflow © SAP AG 1999 /59 Carla Giörtz / SAP Business Workflow l The user is executing an engeneering change request within the application and wants to know all processes in which this request is involved.6. The service itself is available with release 4. 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.
Benefits: l Forms can be used online and offline l Forms can contain data and explanation l Forms can be very simple and specific 60 . delegate work items l Execute form based work items. prioritize.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 © SAP AG 1999 /60 Carla Giörtz / SAP Business Workflow 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.
6 Ÿ SAPforms designer improved Ÿ Session sharing of multiple RFC connections at run-time Ÿ Visual Basic 6 support Ÿ New example: “Create a Sales Order via IDOC” Ÿ Start workflow with attachments Ÿ Forms based work item display related to task type 61 . SAPforms technology provides techniques for easy implementation of R/3 integration. l New functionality with release 4. Start WF with attachements (4.E-Forms support via SAPforms Lotus Forms © SAP AG 1999 /61 Carla Giörtz / SAP Business Workflow Execute WI.6) l This is an example with the absence request form created with Visual Basic. HTML and MS-Outlook.
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 © SAP AG 1999 /62 Carla Giörtz / SAP Business Workflow 62 .
SAP Business Workflow 4.SAP Business Workflow l Tools & Techniques .Agenda l Introduction .Workflow Management l Positioning & Architecture .6 l User integration & enduser´s interface l Process Reporting l Benefits & Conclusion © SAP AG 1999 /63 Carla Giörtz / SAP Business Workflow 63 .
l The connection to the Logistics Information System allows the WIS to profit from its powerful reporting system. l The Early Warning System enables you to make decision-oriented selections and to check weak areas from processes. 64 . and the export function to Microsoft Excel. It allows you to search for exceptional situations and aids in early detection of undesirable situations. Its advantages include a common user interface. In particular. work itmes´ attributes. you can include specific information from the environment of your own workflow in separate standard analyses. l You can customize the WIS by individually structuring and extending the data basis of your information system. multiple statistical analysis functions. graphics connection.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. l Early warning system © SAP AG 1999 / 64 Carla Giörtz / SAP Business Workflow l One of the process reporting application for SAP Business Workflow is a workflowspecific component of the Logistics Information System (LIS). business objects etc.
) n Purchasing -> total amount per material / vendor 65 .compressed .IS. l Finished work items can be selected .g.and copied into the logistics information system (L.I.g.S) of R/3 which allows for various reporting and analytical processing on your aggregated workflow workitems.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? © SAP AG 1999 / 65 Carla Giörtz / SAP Business Workflow 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 Alternatively to the L. l Workflow scenario independent Figures are (e.) 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. l This way it is possible to find bottlenecks and room for improvement of your critical business processes. it is possible to download this information to an Excel spreadsheet for further analytical processing.
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 . These work items were transferred to the information structure of the LIS by a periodically scheduled job. independently of running operations. l The data basis for all analyses is returned by completed work items only. Health & Safety Information Repository Information Repository PS F Available Sl ef Srie evc Sl ef Srie evc .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. Health Environ & Safety m e n t a l Protection .o t Promise Available PM D . Controlling HR Invest. l Object view Analysis that emphasizes the processed object. These tables receive the data for analysis in summarized form. These tables allow a high-performance analysis. l Group view Analysis that emphasizes certain objects from the environment of the processed work item. l Process view Process analysis that emphasizes the superordinate workflow (the "process"). 66 .o t Promise PM D Pricing Pricing PS F 80 Configuration Configuration Proportion (%) Standard analysis: ABC Analysis 60 40 Object View © SAP AG 1999 /66 Carla Giörtz / SAP Business Workflow 20 0 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 item’s agents and their organizational assignments.
6 l User integration & enduser´s interface l Process Reporting l Benefits & Conclusion © SAP AG 1999 /67 Carla Giörtz / SAP Business Workflow 67 .SAP Business Workflow l Tools & Techniques .SAP Business Workflow 4.Workflow Managemen l Positioning & Architecture .Agenda l Introduction .
and workflow workitems. 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 © SAP AG 1999 /68 Carla Giörtz / SAP Business Workflow l Why is the SAP Business Workflow not just another workflow solution? l First and most important.is More l Business application integration l Organizational management l Internet / Intranet integration l Document management integration l Desktop office. so is the SAP Business Workflow the intelligent routing mechanism for imaging scenarios within R/3. l The integration of the telephone allows for the Development of new scenarios such as workflow supported call-center applications.. it is seamlessly integrated with R/3 business applications because it is designed for and with the various business applications. the workflow information system provides the information you need to optimize your business processes l Convinced? 68 . in both directions. l Thanks to the mail integration.SAP Business Workflow .g. 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. for e-mail and workflow) and ensures fast responds on urgent requests. faxes and e-mails are integrated in a universal inbox. This eliminates the overhead to check multiple inboxes (e. l There is also tight integration with SAP´s document management solutions. a broad range of users can participate in workflows. l Desktop office integration enables the use of word documents and other objects in workflows.
de © SAP AG 1999 /69 Carla Giörtz / SAP Business Workflow 69 .com use the alias DSAG Get information at bpt@sap-ag.Customer Networking Customers committed to SAP Business Workflow® are organized in work groups.sapnet.com/ l Deutsche SAP Anwender Gruppe (DSAG) After customer authorization in SAPNet at http://www. Currently those groups exist in the United States and Germany l American SAP User Group (ASUG) http://www.asug.
MIT. It is based on EMail service established and maintained by MIT. l Undependend user group w w Send E-mail to LISTSERV@MITFMA.Customer Networking Customers committed to SAP Business Workflow® may take part at a discussion and help forum.EDU First line of the mail is: SUBSCRIBE SAP-WUG first name second name © SAP AG 1999 /70 Carla Giörtz / SAP Business Workflow 70 .
Workflow Consultants l Andersen Consulting l CTI Consulting O&þ l CSC Ploenzke l Deloitte&Touche l Dolphin O l DSK Oþ l IDS Scheer O l IMG St. O l iXOS O&þ l KPMG l Mummert + Partner Oþ 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 (þ) Certified Consultants © SAP AG 1999 /71 Carla Giörtz / SAP Business Workflow 71 . Gallen O&þ l ISM Corp.
Further Information? Visit our Demo Center or send mail to email@example.com THANK YOU! © SAP AG 1999 /72 Carla Giörtz / SAP Business Workflow 72 .
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