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Work Status: Lesson Objectives

After completing this lesson, you will be able to:


Describe a typical customer scenario for Work Status.
Describe how to set Work Status.

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What is Work Status?


Work states allow submitted data to be tracked, approved and locked using
customizable work state definitions that suit your business needs.
You use work states to approve data so that it can be locked.
For example, at a month-end close, after all data is submitted, your business
process might require that you lock the data so that you can create accurate
month-end reports.
You can submit supporting documents during the approval process. This
allows managers to verify the reasons for changing the work state.

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Work Status Description


Work Status has multiple functions to give far more control to a customer in
customizing the process.
Selection of application dimensions to define the controlling data region.
Selection of BPC functionality to control how updates are achieved and by
whom.
The responsibility (owner dimension) of the region and the control of the
Work Status change.
Work Status is set up at both the application set and application level.

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Work Status Month-End Financial Example

LOAD

Review

Report

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Load month end data


Adjust month end data
Submit data
Set work status defined by the Adminstrator

Lock data except for Manager Journal Entries


Start the review
Consolidate the data / run group consolidation

Perform final analysis


Lock down Journal Entries

Owner, Reviewer & Manager Concept

Entity Dimension:
Entity
US
Store1
Store2

Hierarchy
WW
US
US

Owner
Pete
Joe
Bill

Reviewer
Pete
Nadine
Nadine

Implied
Manager
Pete
Pete

A manager is the owner of a parent-level member. The owner of a parent level


Member is the manager of all its descendants.
A manager property does not appear in the member sheet, it is implied however.

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Work Status End-to-End Process(1 of 3)


1.

Create Work States at the Application Set level :


Both = Owner & Manager
All means anyone can perform task
Locked no one can perform task
Owner only the owner of the entity in
the data region can perform task
Manager only the manager of the
entity in the data region can
perform the task

At the application set level, you need to determine:

The order in which the levels must occur.

The various levels of Work Status.

The lock settings of each level, for each interface.

The person or people who control each level of Work Status.

The Interfaces include:


DM: Data Manager
JRN: Journals
MAN: Manual entries (i.e. data submissions via BPC for Office and the Web
COMM: Comments
DOC: Supporting documents

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Work Status End-to-End Process (2 of 3)

2.

Ensure that the controlling owner property is populated on the dimension you
want to drive ownership of Work Status locks (such as Entity).

3.

Setup Work Status Settings for each Reporting Type Application:


Owner: the dimension will be used to determine the
approval organization and hierarchy.
Yes: the dimension will be used to track work status.
Work state dimensions become the variables in your
work status processing!
No: the dimension will be excluded from work status
tracking.
When you select No, that dimension must
contain a member that is included in the
validation process for work status.

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Work Status End-to-End Process (3 of 3)


4.

Specify the APPROVALORG hierarchy in Web Admin for the OWNER


dimension.

5.

Managers or Owners can use the Work Status to apply a status to a specific
data region.

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Work Status Big Picture

Application: Work Status configuration


Dimension WorkState
Account
No
Category
Yes
DataSource No
Entity
Owner
Report Cur
No
Time
Yes

Example of a User setting a work state for data region


Actual/Conregion/2008.Total:
Excel > eSubmit > Modify Work Status

Member Value
Validation
determine later
TotalAdjusted
determine later
Local Currency
determine later

-Only one owner per application


-If not a work state, a valid member
is required

Data
Region

If you attempt to input data in the above data region, the


System Message is submission status does not allow it

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Work Status Tips


You can take advantage of the Work Status to lock users out of a Category for a specific
time period.
For example, lock the Actual category for a specific time period after the month-end
close.
Use this approach instead of developing a complex security model that would need to
change frequently.
Assign multiple users to entities where needed.
You may want to add the Administrator as an additional Owner of the entity members to
assist in the locking process.
Ensure that your Work Status levels and their order will work for all applications.
You define the levels and order only once, at the application set level.
Ensure that you define and order your Work Status before users begin updating their own
statuses.
If you make changes to Work Status you can lose all user-specific information related
to Work Status.

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Work Status Excel Report


M03 Status Report 1:

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Work Status Web Report


Launch BPC System Reports > Work Status Report:

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Work Status: Lesson Summary

You should now be able to:


Describe a typical customer scenario for Work Status.
Describe how to set Work Status

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DEMONSTRATION
Lab 29
BPC Work Status

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Develop Business Process Flows

Understanding and Creating Dimensions

Modeling and Creating Applications

Create Logic/ Calculations

Load and Validate Data

Develop Reports and Input Schedules

Set up Security

Define Work Status

Develop Business Process Flows

Enable BPC Audit

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Business Process Flows: Lesson Objectives

After completing this lesson, you will be able to create a business


process flow which will facilitate the coordination and status checking
aspects of performing planning or consolidations activities.

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Definition: Business Process Flows


Allow you to pre-package and sequence application tasks for different
departments within your organization.
Any of the available features within BPC Web, BPC for Office, and BPC
Administration can be utilized by a business process flow.
For example, your Budgeting process may require input from a number of
business managers, review from another group of managers, and final
approvals.

Uses an Explorer-like interface to guide end-users through pre-defined


sequential tasks that span across the different areas of SAP Business
Planning and Consolidation.

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BPF Data Regions


BPFs utilize data regions, which allow you to set up a single business
process flow that can be used across applications within an
application set.
A data region serves as a key for opening a single instance of a business
process flow.
For example, an 'Allocate Expense' business process flow could be running
for the same entity and time, but different categories.

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Business Process Flows


Allow managers to:
Monitor progress of all participants.
Automatically send e-mail notifications to participants at
predetermined times to expedite progress.
Coordinate required approvals for each step in the process.
Assure consistency and uniformity.

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Adding a New Business Process Flow


From the application set hierarchy, click Business Process Flows.
From the Action Pane, click Add a New Business Process Flow.

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Adding a New Business Process Flow


Is accomplished through four general steps:

Controlling
application: the
application whose
Time dimension will
govern the BPF.
Owner: a user who
will be notified when
a step is completed.

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Define Data Region


Displays the dimensions associated with the controlling application, and defines the
"base" region in which the BPF is designed.
End users who run the BPF may select a different data region, as needed, to
perform their process flow tasks.
The 'drive' dimension is a dimension that is common to all data regions that
users might use in completing their BPF tasks.
The drive dimension must have a Reviewer property defined.
The 'identity' dimensions are all the dimensions that will be used in a BPF.
The Time dimension, used in all BPFs, is automatically selected.

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Define Timing and Set Access


Define Timing allows you to
set:
Recurrence pattern: Daily,
Weekly, Monthly, Quarterly,
Yearly, or Once.
Activation date and time:
specify the date and time the
BPF will become active. (Prior
to this time, it will not appear on
the end user's Action Pane.)
Notification time: Automatic email messages can be sent to
BPF users to remind them to
perform their appointed BPF
tasks.

Set Access: (not shown) allows


you to specify which users or
teams will be able to access the
BPF.
Users not specified in this step
will not see the BPF on their
Action Panes.

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Steps, Sub Steps, and Actions


Steps may or may not have substeps associated with them.
If a step has no sub-steps, it
must have an action associated
with it.
If a step does have one or more
sub-steps, the action is
associated with each sub-step.
Steps may be subject to approval
before a it can be completed.
Steps must be completed in
sequential order.
Work status steps can be set to
require a certain status before it
can be completed.

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BPF with Reviewer & Completion Criteria in Run Mode:

Define Steps & Sub Steps (1 of 2)


BPF with Reviewer & Completion Criteria in Build Mode:

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Define Steps & Sub Steps (2 of 2)

Only the name is required at this


point this is the definition of
the step or sub-step, actions are
yet to be determined.

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Enable Reviewers

This allows reviewers (as defined in


the 'Reviewer' property of the
drive dimension) to review (approve)
the step before it can be completed!

In Action:

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Enable Completion Criteria


Completion criteria may be used if Work
Status has been enabled in the
controlling application of the BPF. If
defined here, the selected combinations
of members must be set to the specified
work status before the step can be
considered complete.

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Define Actions

A step or sub-step can have one or more actions.


The tasks vary depending on whether they are for the first or subsequent actions.
Tasks for Action2:

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Finish

While BPFs are being built, you


can prevent users from accessing
them.
If you select Close, the system will
prompt you to save.

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Tips on BPFs
You can reset BPF instances back to step one. We recommend using this with
caution, however, because when you reset the BPF, you are resetting all
instances of the BPF for all users.
An instance in this case refers to a data region that has been processed in a
BPF such as 2009.Total, Budget, Con Region.
For reporting there is a Standard BPF and a Step report.

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BPF, Work Status, Security Integration


Entity Dim:
Entity
Hier
US
WW
Store1
US
Store2
US

Owner
Pete
Joe
Sachi

User Actions: Joe


launches Planning BPF for
Data Region:
Store1
Budget
2009.Jan
(This will be the default
CV which can be changed)
Joe carries out Steps 1,2,3
And 4a, Nadine reviews
The report (4b) on the
%Change and approves
it!
Pete Locks the Budget
category by setting the
work status to Approved
for Store1, 2009.Jan

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Reviewer
Pete
Nadine
Nadine

Task Profile:
Run Report Act/Bud
Run Input Template
Data Manager Package
Import, Copy

Implied
Manager
Pete
Pete

BPF: Entity = Drive Dim


Step1 Import Actuals
Step2 Copy to Budget
Step3 Input manual changes
Step4 Report Results
Sub Step A Run Report
Sub Step B Review Required
Step5 Lock Budget via Work
Status

Member Access Profile


Finance App:
R/W Budget
R Store1
Work Status
Data Region:
Store1
Budget
2009.Jan

Pete
Work
Data
Status
State
Manager Journals Manual Documents Comment Controlled By
In Process All
All
All
All
All
Owner
Submitted

Locked

Owner

Owner

Reviewed

Locked

Manager Locked

Locked

Locked

Manager

Approved

Locked

Locked

Locked

Locked

Manager

Locked

All

All

Both