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SAP Business Workflow

India Delivery Centre

Oct 17, 2008 Introduction to SAP Workflow V1.0 1


Agenda – Day 1
• Course Overview
• Introduction
• Organization Structure
• Business Workplace
• Workflow Configuration
• Workflow Definition
• Exercises

• Introduction to Workflow

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Introduction to Workflow

Problems of Office & administration process


 Long lead times due to high transport and wait times
 Lack of transparency of processes connected to high work
distribution
 Historically grown task assignments
 Inefficient communications between process participants
 Data entered more than once
Goal
 Reorganize your business process
• Introduction to Workflow
Oct 17, 2008 Introduction to SAP Workflow V1.0 3
Goals of reorganizing Business
Process

 Increase transparency of procedures used


 Increase employees responsibility
 Focus on the interest of the customer
 Better quality management

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Why SAP Business Workflow?

Is tailored to customer needs and developments


Is a tool for the automization
of business processes
Is not tied to any particular application
Operates uniformly across applications
Coordinates all participating tasks
Provides users with active support

SAP Business Workflow

SD FI
MM CO
PP AM

QM
R/3 PS
PM WF
HR IS

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Why SAP Business Workflow?

 You can use the SAP Business Workflow system to


support your enterprise processes in R/3
 The SAP Business Workflow system is able to combine
steps from different applications into one process
 The SAP Business Workflow system supplies the end
user with all the information required for the next step

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Why SAP Business Workflow?

 SAP Business Workflow is a cross-application tool that


makes it possible to integrate business tasks across
departments, applications and system boundaries

It is a tool that automates business processes in a flexible


and transparent way and maps the individual tasks to the
users so that a push technology informs and helps the users
through the process. Steps which do not require user
intervention are carried out automatically, along with
business logic and escalation procedures.
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SAP Business Workflow

Designed to handle all process dimensions

The Process (Business)

The People(Organization)
The Impact (Process
Information)

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Business Workflow Features

 Workflow provides a number of tools for defining and


analyzing workflows as well as for monitoring
operation. They are:
» Workflow Builder
» Business Object Builder
» Business Workplace
» System Admin Tools

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Business Workflow Features

 Workflow Builder
It is for displaying and making changes to workflows. We can make
Small extensions directly to the original workflows supplied by SAP,
such as carrying out your own agent assignments or changing
deadline monitoring.

Business Object Builder


Business Objects are used to make the functions of the R/3 Systems
available to a workflow, this objects can be defined and analyze here.
These business objects are made available to the workflow in reusable
tasks, thus introducing object Orientation

 Business Workplace
This is the area where the end user receives information about the
activities they are to carry out. This provides them with a central
overview of all the activities that they are authorized to carry out.
They can commence the activities from here.
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What can a Workflow
Management System Do?

A Workflow Management System facilitates the


electronic processing of structured processes which
 include a range of activities,
 always occur in a similar or identical form,
 involve several people or departments and
 require a high degree of coordination.
 workflow Management Systems control processes
 according to a predefined model and are especially
 suited to structured organizations.

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Workflow Benefits for the End
User

SAP Business Workflow

Faster, simpler access to information

Less effort for administrative tasks

Easier learning and understanding of


processes
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Workflow Benefits for
Management

Better control Flexible change


 of information 
of processes

of deadlines 
of organizational structure

of service levels 
of underlying technology

of processing costs

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Workflow Benefits for the
company
Problems of Office and Administration Processes
Increase production
 Clearing
SAP backlog
Business Workflow

 Distribution of information and work:


Every user gets his work list automatically from the system

Accelerating the processes


 You will get cash discount more often
 Better/quicker reaction to errors

Customers are more satisfied


 Processes are more quickly finished
 Better return on information

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Workflow is Not ..!!!!

Simply document administration and imaging;


although Workflow uses both!
Standard E-mail and groupware – although Workflow
uses these! -
Data distribution across multiple systems: EDI / ALE is
used for this purpose but Workflow can support this
option
Screen sequence management within a transaction

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Workflow is Not ..!!!!

Management of temporary data, management of “one


time” processes
Repetitive work of a single type, e. g. goods
movements

A tool to fill functionality gaps!

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Advantages of Using Workflow

Problems of Office and Administration Processes


Transparent business processes
 SAP Business Workflow
For modeling
When? and defining

Rules, templates

Organizational principles

At runtime

Current status

of a certain business object

the entire process

Afterwards

Weak point analysis

Optimization and adaptation
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Advantages of Using Workflow
.

 Deadline
SAP monitoring (max. processing time)
Business Workflow
When?
 Automatic notification

Task assignment according to responsibility


 Along the organizational structure
 Job description, requirements profile
 Inheritance hierarchy
 Dynamically

 Organizational principles

 Attributes of business objects

 Task assignment according to responsibility

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Organization Plan .

Organizational Plan
–Representation of the task-related, functional structure of the
enterprise.

An organizational Plan is made up of


–an organizational structure, with which the reporting structure
and task distribution are created using organizational units
(departments, for example).
– Staff assignments for each organizational unit, in which the
current persons (employees), users and vacancies are listed.

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Organization Plan Terminology

Root Organizational Unit


The highest organizational unit in an organizational structure is the
root organizational unit.
Additional Organizational Unit
Depict the functional units of an enterprise with organizational units
Jobs
Jobs simplify the procedure of creating positions. Jobs are
classifications of functions in an enterprise (administrator, for
example), which are defined by the assignment of characteristics. Jobs
serve as job descriptions, that apply to several positions with similar
tasks or characteristics.
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Organization Plan Terminology

Positions
-Positions are specific to your organization
-Multiple positions may perform similar job tasks
-Represents a post which can be occupied by a person (employee) in the
staff assignments of an organizational unit, purchasing administrator, for
example.
-Positions differ from jobs.
-The position automatically inherits the tasks and characteristics of the
job.
Users
By assigning a user to a position you determine
- where an R/3 user is functionally assigned in your enterprise
- which tasks an R/3 user performs
- which R/3 users are to be forwarded tasks in a workflow
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Example for Organizational
chart

C om pany P Q RS Additional
Organizational Unit

F I D e p ra tm e n t P u r c h a s in g D e p a r tm e n t H u m a n R e s o u rc e s

A c c o u n t s P a y a b le C le rk P o s it i o n f o r c o n t r o l l e r o f P l a n t A A d m i n is t r a t i o n
Position User
s M s A M r X F a c ilit ie s a n d s e r v ic e s

P o s i t io n f o r C o n t r o l l e r o f P l a n t B

M s B M r Y

User Positions Additional Organizational Unit Root organizational unit

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Steps to create Organizational
Plan

Create root organizational unit

Create additional organizational


units

Create Positions

Create Jobs

Assign Users/Holders

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Create Organizational Unit
Search Area
Overview Area

Detail Area
Selection Area
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Uses of Organizational
Management

Workflow refers to current organization


Automatic routing adjustments are made for
employee changes or reassignments
High flexibility with regard to organizational changes

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Configuration

Configuration

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Configuring Workflow

The function automatic customizing allows you


to maintain SAP Business workflow standard
settings.

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SAP Business Workflow
Terminology

Object Event Agent

Step Task Role

Work Workflow Business


item Workplace

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Five Questions….?

Who Should ? Do What ?

To What ?
?In What Order?
When ?

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Do What? To What?

Step

 Activity / Task
 Execute a Transaction
 Execute a Report
 Execute a Function Module
 Run a Routine in an External System
 Update a Spreadsheet

 Document generation
 User decision
 automatic control steps

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Who Should?

SAP Business Workflow

Process Organization Business Workplace


Workflow Definition
Org. unit

Job
Dynamic work list at
Position logon! Work items are
User ID runtime versions of
Agent
tasks.
Role
function

Previous
workflow
agents

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In What Order

 Workflow Definition
 Controls the Business Process

 Consists of steps
 Can be triggered by
events

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When?

 Tells theworkflowthat something has happened


Event  Workflow can be started (triggering event)
 Step can be ended (terminating event)
 Wait step for reacting to an event
 Step type Event creator

Outcome
shows different results of a step

out- out- out-


come1 come2 come3

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Business Workplace

Business Workplace

 Work items are displayed to the user for execution in


their Business Workplace. Work items are instances of a
workflow at runtime. Their are various types of work
item. Only certain types are displayed in the Business
Workplace.
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Work list as interface for end
user

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Business Workplace

Business Workplace -

Display Replace Forward Resubmit


Reserve

Execute

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Work Item - Functions

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Execute the work Item

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Display Workflow Log

Workflow Log

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Workflow Log

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View With Technical Details

Tech details

Graphics

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Graphical Log

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Work Item Display

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Technical Work Item Display

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Unit Test Workflow

Test

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History of Work Items

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Problem with Workflow?

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Required Workflow
Authorizations

S_WF_ALL - All SAP Business Workflow


authorizations
S_WF_PROCORG - Template of a profile for a
process organizer
S_WF_USER - Template of a profile for a
task agent
S_WF_WFADMIN - Template of a profile for a
workflow system
administrator

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