07A 01templates

SAP Workflow Course
Section 07A-01: Templates

November, 2001
Templates
Contents: Workflow templates in applications Workflow and template documentation Enhancing a Template
SAP Workflow Course Section 07A-01: Templates
Templates: Objectives
At the conclusion of this Section, you will be able to: Execute the notification of absence workflow template Perform a structure search for templates Locate workflow template help documentation Customize SAP delivered templates Explain template review and approval process Enhance a Template
Templates: Business Scenario
Some business processes in SAP are supported by ready to use multi-step workflow processes These processes are delivered by SAP as SAP workflows You must examine these templates in detail You need to read through the documentation You must work with example templates to become comfortable with basic workflow functionality
SAP Business Workflow Template Overview
More than 100 templates

AM FI
Asset Management Financial Human Resources Materials Management Production Planning Plant Maintenance Quality Management Service Management
10 22 46 16 11 11 17 4
HR
MM
PP PM QM SM
Workflow Templates Bestseller List
AM
Mass processing of assets Parked document approval Purchase requisition approval Engineering change request Quality management
ALE/EDI: IDOC error handling
FI
in inbound processing
PA
MM
Training and event management, applicant management Purchase order changes for project, actual data entry
PP
PS
QM
AM: Mass Retirement of Assets
List of assets to be retired (such as asset list, asset directory) Asset Asset Asset Short text Task Create work queue
Entries for Mass Retirement: Posting Date Document Date Transaction Type Asset Value Data Dist. Of Revenue prop. to APC prop. to NBV Revenue
1
Retire plant 3000 ASSET_SALE
3
Default workflow specifications for asset retirement: Retirement w/out revenue: ASSET_SCRAP Retirement with revenue: ASSET_SALE Users Business Workplace Option to release or process the work queue
AM: Mass Changes to Master Data
Substitution rules to determine which master record field is updated with which type of new contents under which conditions SAP Business Workflow involves responsible persons in verification automates release of mass changes to master data
FI: Preliminary Posting

Invoice Parked Start Workflow Invoice Completed
Approve Dollars
Approve or Reject Approve Set Release Flag Reject
Call Subworkflow Approve Accounts
End
Call Subworkflow
Auto Post
Release Successful
Modify Invoice
MM: Purchase Requisition Approval

Purchase Req Whole Document or Line Item data
Cancelled Changed
Start Workflow
Review
Released
Notification of Release
Refused
Strategy Search
Not. Confirmed
Release Strategy KH
Char. Acct. Assign. Cat. Plant Total Value Value K 3000 > 25,000
Notification of Cancellation Not. Confirmed
Notification of Refusal Not. Confirmed
End Workflow
Requires Approval From: L1, L2 ...

Ended
PP: Engineering Change Request (ECM)

Organization
Marketing Manager Determine objects
Electr. Product Project Electr. Quality Profit Engineer Manager Ctr Mgr Manager Engineer Manager Check feasibility of whole Feasibility check Send change to do Electrical changes Check change
Tasks
Objects
Release change
Eng. Change Request
Eng. Change Order
Events
T e m p l a t e
Eng.Change Eng.Change Opened Opened
Engineering Change Management
HR: Notification of Absence
Absence Form
HR-Org Structure Determine Manager Manager Position Holder Employee Position Holder Route Review Request
Employee Dates Reason
Employees Business Workplace Option to modify and resubmit rejected application
Managers Business Workplace Option to release or reject the absence form Route Result of Review
SAP Delivered Workflow Templates Structure Search
Choose Workflow template
Application Components
Cross-Application Components Accounting - General Financial Accounting Treasury Controlling Investment Management Enterprise Controlling Real Estate Management Logistics - General Sales and Distribution Materials Management Logistics Execution
SAP Delivered Workflow Templates Documentation

SAP Help - SAP Library
Contents
Index
Search
SAP Library
Release 4.6A, August 1999
Basis Components Customizing (BC-CUS) Kernel Components (BC-KRN) Network Integration ABAP Programming and Runtime Environ Basis Services/Communication Interfaces Computing Center Management System Upgrade - General (BC-UPG) Change and Transport System (BC-CTS) Operating System Platforms (BC-OP) Database Interface, Database Platforms Front-end Services (BC-FES) ABAP Workbench (BC-DWB) Documentation and Translation Tools Security (BC-SEC) Component Integration/Installation Business Engineer Business Management (BC-BMT-WFM) SAP Business Workflow
IDES SAP Help - SAP Library Glossary Getting Started

Contents
Release Notes
Index
Search
SAP Business Workflow Implementation Guide SAP Reference Documentation BC-Workflow Scenarios in Applications
BC-Workflow Scenarios in Applications
Activities for Customizing Templates
Identify business process to be supported by SAP Business Workflow Configure the workflow runtime and development system Select template that corresponds to your requirements Create organizational plan Define possible task agents Link tasks to the organizational plan Activate event linkage for your workflow
Identify Business Process
Example: Workflow for approval procedure Process: When someone creates a notification of absence

Department head decides whether to approve request If approved, request is released by HR Creator can cancel at any time If not approved, request creator decides to withdraw or change If request is to be changed, it is returned to creator for update
Scenario is repeated if changes are made
Gain management and end user approval before continuing!

Workflow Implementation Steps
Identify business process
YES
A. Use the template
Is there a template that meets your requirements in SAP R/3?
NO
B.1 Design the process

B.2 Implement the workflow B.3 Test
Use Template
I. Using template without enhancement 1. Define the responsibilities Org. Unit 2. Enable relevant events 3. Adjust work item text II. Extend template 1. Change agents and/or deadlines III. Enhancing the template 1. Copy the template Agent 2. Make necessary changes 3. Follow process I.
Position
Configuring a Template from IMG
Each template requires some configuration in the Implementation Guide Workflow scenario descriptions tell what needs to be configured Steps are different for each template Steps are within the IMG area where you do the application configuration
Templates: Summary
How can you find what workflow templates are available? Where can you find documentation on the workflow templates? You have to define responsibilities and activate the event linkage for using templates You can extend existing templates
SAP Workflow Course

Section 7: Templates Unit 2: Enhancing a Template
Enhancing a Template
Contents: Business processes and workflow Step level enhancements Deadlines Task level enhancements
Enhancing a Template : Objectives
At the conclusion of this section, you will be able to: Copy a workflow template Set up and test a simple deadline Set up and test an express work item List options for selected agent routings
Enhancing a Template: Business Scenario
The next user test was successful Now additional requests pour in Vacation Request process has generated extensive demand for a more optimized process You must look into escalation procedures to achieve a guaranteed maximum process time You also need a better routing procedure
Standard Templates or Enhanced?
Identify business process

Does a SAP workflow already exist in the standard system?
YES
NO
B. Create your own workflow
A.1 Is the Template sufficient?
YES
A.2 Use as is
NO
A.3 Extend or enhance a template
Workflow Templates: Flexibility
Changes within a WF definition Deadline management Express items Versions of workflow definitions Modification of agent assignment ... without programming
Step Level Enhancements
Express Items Set work item priority to 1 Express work items in inbox are highlighted in red
Notification agent Assign recipient for task completion notification Notification is a pre-assigned text, but it does not inform recipient about results of task
Secondary, Before and After Method For example, assign display method of your object type to the step
Deadlines
Deadlines for Workflow Steps
Deadlines have individual time references and agents Available deadlines Requested Start Requested End Latest Start Latest End Simple vs. modeled deadlines
SU 1 8 15 22 29 MO 2 9 16 23 30 TU 3 10 17 24 31 WE 4 TH 5 12 19 26 FR 6 13 20 27 SA 7 14 21 28
11
18 25
Simple Deadlines
User definition: Assign deadline agent: agent to be notified about missed deadlines (all but requested start) System runtime behavior Notification message in document inbox of Business Workplace If deadline is missed, a missed deadline work item is sent to deadline recipient Original work item will stay in worklist of first user group
Workflow Versions
Several versions of a workflow are possible Only one version is active If multiple versions exist: Running Workflows reference the active version of their start time Old versions can be made the active version
Role for Financial Clerk

Role :
Customer names: A-G FI clerks Restriction of agents according to the organizational chart Possible agent for Task: Post document
linked with job: Financial

Clerk
Role for responsible agent:

Find FI Clerk
parameter of role :
customer name amount of invoice
Customer names: H-N
Work item (activity at runtime):

Post document 4712
Customer names: O - Z Amount of invoice : < $ 50,000 Amount of invoice : > $ 50,000
customer - Manley Corp. amount of invoice - $258,300

SAP Users and Workflow Agents

The person subgroups, which are the responsible agents (they can be a result of a role resolution)
The person subgroup, which are the recipients
The person subgroup, which are assigned to the task as a possible agent
Quiz for an Organizational Chart

Bert, Fred, Jo, Jim and Karl fill out a vacation request. Whose request will not be approved? Why?
FI Sales Engineering Warehouse Marketing Marketing Mgr position Holder: Heinz Team Member Position Karl
FI-Mgr Sales Engineering chief Mgr chief Mgr position position position Mgr-job Holder: Adams Team Member Position Bert Mgr-job Holder: Holder: Jones Smith Team Team Member Member Position Position Fred Jo
Team Member Position Jim
Note: The Approval task is only connected to the Mgr-job.

Conclusion: Standard or Enhanced
Standard
Workflows Tasks
Workflow templates Standard tasks Standard object types Standard methods Standard events
Enhancement
Extended or new workflow templates New standard tasks New types or subtypes New attributes New methods New events
Object types
Roles Organizational Structure
Standard roles Create customer org structure
New roles Create customer org structure
SAP Workflow Course

Section 7: Templates Unit 3: Applying Workflow
Applying Workflow to Your Business
Contents: Templates versus workflow from scratch
Applying Workflow to Your Business: Objectives
At the conclusion of this section, you will be able to: Describe situations for using workflow with and without templates Identify situations where programming is necessary
Applying Workflow to Your Business: Business Scenario
A you look through the original requirements for your business processes, you realize that not every situation is supported by a workflow template
Templates or New Workflow?
Individual steps:
1. Identify the business process YES Does a SAP template already exist in the standard system? NO
A.1 Is the Template sufficient? YES A.2 Use as is B.1 Describe the process in detail NO A.3 Extend or enhance a template B.2 Design the process B.3 Implement the process
Deciding to Workflow: Example
In our company, each time a material
is changed,
the agent responsible should examine this change and then
? decide whether the change
is acceptable YES or whether it should be cancelled NO .
Can I Implement Workflow: Example

Material changed
"Can I implement this scenario with SAP Business Workflow?"
Display material
YES
Decision: accept change?
NO
Yes!
You can implement this scenario...
change material
End scenario
Business Process and Workflow: Example

... or
variations
of this scenario ...
Material changed Display material
Only certain materials? With extra information?
YES
Additional material lists? Additional steps?
Decision: accept change?
NO
Other possibilities?
Change material End scenario
Start again (loop)?
Document the Business Process (Example)

Process: Notification of absence Involved agents Activities
Create a notification of absence Approve or reject Release the notification Every employee can delete his/her notifications at any time In case of rejection: Employee can delete their notification or change it The process will be repeated in case of changes
ok ok
Creation date: 16.12.99 Created by: Th. Krauss HR employee
employee superior
Objects
Leave account Leave account
Additional notes
Leave account End of process Leave account

Necessary? Is the function delete or change after rejection sufficient?
Leave account End of process Leave account Leave account Leave account End of process
Document the Business Process

Process: Involved users Activities Objects Additional notes
Creation date: Created by:
When is Programming Required?
Role resolution When role resolution via SAP organizational objects or evaluation paths are not sufficient Event creation When flexible event creation options are not sufficient Additional object methods When simply calling a transaction or report is not sufficient Additional object attributes When virtual attributes are needed
Workflow Project Approaches And Experiences

Type 1: Use of existing SAP Workflow templates

FI invoice approval MM purchase requisition approval AM mass change of assets PM, SM task processing
1
Day
MO DI MI DO FR SA SO
Type 2: Adaptation of Workflow templates

HR templates as starting points MM purchase requisition as a starting point ECM as a starting point QM as a starting point
1 2 3 4 5 6 7
Day(s)
Type 3: Custom processes "from scratch"

MO DI MI DO FR SA SO
1 8 15 21 28 2 9 16 22 29 3 10 17 23 30 4 11 18 24 31 5 12 19 25 6 13 20 26 7 14 21 27
SD delivery management / credit memo handling PP material master data maintenance
Week(s)
BC - Workflow Roles: Overview
Prerequisites There are activity groups in the system for all workflow roles. If you assign these to a user, a role-based user menu is available on the SAP Easy Access screen Role-based documentation and role-based activity groups are closely coordinated Features The workflow roles are based on the assumption of a particular way of working with SAP Business Workflow. It is assumed that IMG activities are already complete The workflow roles used are stylized. But they can also be used in your organization if you work in a different way.
BC - Workflow Roles and Activity Groups

Workflow Roles
Process Consultant
Activity Groups
Business Workflow: Implementation team BPT: Business Workplace for all user Business Workflow: Developer BPT: Business Workplace for all user Business Workflow: Developer BPT: Business Workplace for all user Business Workflow: Administrator BPT: Business Workplace for all user BPT: Business Workplace for all user Business Workflow: Process Controller BPT: Business Workplace for all user
Workflow Modeler Workflow Programmer Workflow System Administrator Workflow Agent Process Controller
SAP Authorizations
S_WF_ALL: S_WF_PROCORG: organizer S_WF_USER: S_WF_WFADMIN:
All SAP Business Workflow authorizations Template of a profile for a process Template of a profile for a task agent Template of a profile for a workflow system administrator
Steps of a workflow project (1)
Step 1: Preliminary work What to do: Define the project team (System administrator, process consultant, process administrator, workflow developer, HR administrator, end user, representative from the management) Specify the project goals Result Users are assigned to the different roles A central documentation exists The goals must be clearly stated so that the direction is clear to everyone involved in the project
Step 2: Selection of the process What to do: Select possible processes for a workflow project At the end you should know: actual lead- and transport times, interfaces, responsible agents, steps of the processes Cataloging of processes Criteria can be: costs/benefits, feasibility, department criteria, workload Decide which process should be implemented Define the project team (System administrator, process consultant, process administrator, workflow developer, HR administrator, end user, representative from the management) Describe the major steps of the process describe the conditions in which the process should start/end
Step 3: Designing the workflow process What to do: Establish the workflow design: detailed description of the steps of the business process Find out who is responsible for the single steps Check the availability of standard functions Perform the application customizing Regular reviews with end users ( = process users) Clarify, who will be the administrator responsible for the workflow Train the persons responsible for implementing the workflow Result: A detailed description of the business process exists and can be used for the implementation of the workflow

Step 4: Realization of the workflow What to do: Customizing within R/3 Develop the workflow (BOR, Workflow Builder) If necessary: create tasks and object types, enhance object types Check whether further interfaces are necessary (e.g. SAP Connect, SAP ArchiveLink, SAPforms) Define authorizations and the PD organization model Create documentation Regular reviews with all those involved Check the interface acceptance User tests Result The workflow has been defined and runs correctly. User documentation exists.

Step 5: Go live and support What to do: Final end user training Preparation in the production system What to do in the first week of going live: productive test/check of the functions One month after going live: review workflow with the end users/review workflow statistics to detect possible bottle necks Result The workflow has gone live and is being used in the production environment Ideally you should be able to estimate the current costs per process and compare this with the old process in a report for the management Other processes in need of optimizing may well be suggested.
Factors for success (1)
Co-operation between user department and IT-department Active support from the management Clear decision-making structures If necessary: involve the works council asap Check the political and organizational conditions Well prepared project management, logical procedures Discuss the benefits of the workflow projects do not concentrate only on saving personal costs Convince the end user.
Factors for success (2)
Involve the end user in the process Project marketing: publish every successful step Careful process selection for first project Determine administrative responsibility for the generated workflow Document the processes implemented Extensive testing Train the project team and the end users Create optimum conditions for ergonomic work environment
Applying Workflow to Your Business: Summary
The realization of your business processes is possible by: using an existing SAP workflow template extending or enhancing a SAP template building your own workflow from scratch Many workflows can be implemented without programming
SAP Workflow Course
PwC ConsultingTM refers to the management consulting services businesses of the member firms of the worldwide PricewaterhouseCoopers organisation.
2001 PricewaterhouseCoopers. All rights reserved.

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SAP Workflow Course

Section 07A-01: Templates

SAP Workflow Course Section 07A-01: Templates

SAP Workflow Course Section 07A-01: Templates

Templates: Business Scenario

SAP Workflow Course Section 07A-01: Templates

SAP Business Workflow Template Overview

More than 100 templates

SAP Workflow Course Section 07A-01: Templates

Workflow Templates Bestseller List

ALE/EDI: IDOC error handling

SAP Workflow Course Section 07A-01: Templates

AM: Mass Retirement of Assets

SAP Workflow Course Section 07A-01: Templates

AM: Mass Changes to Master Data

SAP Workflow Course Section 07A-01: Templates

FI: Preliminary Posting

Approve or Reject Approve Set Release Flag Reject

Call Subworkflow Approve Accounts

SAP Workflow Course Section 07A-01: Templates

MM: Purchase Requisition Approval

Notification of Cancellation Not. Confirmed

Notification of Refusal Not. Confirmed

Requires Approval From: L1, L2 ...

PP: Engineering Change Request (ECM)

Marketing Manager Determine objects

Eng. Change Request

Eng. Change Order

Eng.Change Eng.Change Opened Opened

Engineering Change Management

SAP Workflow Course Section 07A-01: Templates

HR: Notification of Absence

Employee Dates Reason

Employees Business Workplace Option to modify and resubmit rejected application

SAP Workflow Course Section 07A-01: Templates

SAP Delivered Workflow Templates Structure Search

Choose Workflow template

SAP Workflow Course Section 07A-01: Templates

SAP Delivered Workflow Templates Documentation

IDES SAP Help - SAP Library Glossary Getting Started

BC-Workflow Scenarios in Applications

SAP Workflow Course Section 07A-01: Templates

Activities for Customizing Templates

SAP Workflow Course Section 07A-01: Templates

Identify Business Process

Scenario is repeated if changes are made

Gain management and end user approval before continuing!

Workflow Implementation Steps

Identify business process

Is there a template that meets your requirements in SAP R/3?

B.1 Design the process

SAP Workflow Course Section 07A-01: Templates

SAP Workflow Course Section 07A-01: Templates

Configuring a Template from IMG

SAP Workflow Course Section 07A-01: Templates

SAP Workflow Course Section 07A-01: Templates

SAP Workflow Course

SAP Workflow Course Section 07A-01: Templates

Enhancing a Template : Objectives

SAP Workflow Course Section 07A-01: Templates

Enhancing a Template: Business Scenario

SAP Workflow Course Section 07A-01: Templates

Standard Templates or Enhanced?