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SAP Business Workflow Introduction based on BIT600

SAP Business Workflow Introduction based on BIT600. Patric Beuthen SAP Consulting. Workflow Architecture. Workflow Organization. Business Workplace. Workflow Monitoring. Workflow Customizing. Workflow Transactions. Introduction – Why Workflow?. Workflow The right work At the right time

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SAP Business Workflow Introduction based on BIT600

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  1. SAP Business WorkflowIntroduction based on BIT600 Patric BeuthenSAP Consulting

  2. Workflow Architecture Workflow Organization Business Workplace Workflow Monitoring Workflow Customizing Workflow Transactions

  3. Introduction – Why Workflow? • Workflow • The right work • At the right time • For the right agent • or • Who does • What • When • With what object • And in what sequence

  4. General Information on Task Definitions Task Features Organizational plan Object type with object method • WHO could carry out the task? • WHAT carries out the task and HOW? Texts • Work item text • Task description • Notification text • Latest end text • Required end text • Latest start text

  5. Task Types Tasks Object Method Standard Task (TS) Time-independent & client-independent Workflow WorkflowDefinition Workflow Template (WS)

  6. Step Definition:'Responsible Agents' Responsibility FI clerks Customer names:A-G • Role:Restriction of agents according to the organizational chart • Possible agent for the task: Post document • linked with job:Financial Clerk • Role for the agent responsible:Find FI Clerk • Role parameters:Customer nameInvoiced amount Customer names:H-N Customer names:O - Z • Work item (activity at runtime):Post document 4712 • Customer - Manley Corp. • Invoiced amount - $258,300 Invoiced amount: < $ 50,000 Invoiced amount: > $ 50,000

  7. Workflows:Definition & Runtime Environment Event definition Event Business Workplace (Worklist) Eventmanager Workflow templates Workflow Workflowdefinition Org + User Management Workflow manager Workflow Builder Work item Activities Rules for agent determin-ation Work item manager PFTC_.... transactions Execution (methods, services) BOR ABAPOO WebFlow Services Simple maintenance

  8. Workflow Architecture Workflow Organization Business Workplace Workflow Monitoring Workflow Customizing Workflow Transactions

  9. Integration of Organizational Management • Integration of Organizational Management • Task assignment according to responsibility/expertise at definition timeLinking of tasks with possibleagents and linking of Workflow steps with the responsible agents • Dynamic task distribution at runtime:Determination of recipients of work items based on information from the context of the workflow and the objects processed • High degree of transparency of businessprocesses and their responsibilities

  10. Creating an Organizational Plan (Simple Maintenance) Sales Mexico Production Executive Board Step 2:Create additional organizational units Step 1:Create the root organizational unit Step 3:Create positions Step 4:Assign holder Sales Administration Lisa Thompson Step 6:Assign tasks Step 5:Create jobs Administrative tasks, Sales Mexico Tasks:Word processing, scheduling meetings, phone calls

  11. Organization and Staffing (Workflow) Edit Goto Settings System Help Create Organization and Staffing (Workflow) 09.12.2002 + 3 Months Search for Organizational unit Position Job Person User Task assignment Enterprise Group 20 Finance unit 20 Sales department 20 Development department 20 Select link Creating an Organizational Unit Create a root organizational unit Valid from 09.12.2002 to 31.12.9999 Validity period query Organizational unit is described by Task is line manager Organizational unit includes Position Icon: Create object: Organizational unit

  12. Creating a Position Organization and Staffing (Workflow) Edit Goto Settings System Help Create Organization and Staffing (Workflow) Search for Organizational unit Position Job Person User Workflow templates Standard task Task Task group Standard role Object history Task assignment Financial accounting FI_manager FI_clerk Details for position FI_clerk Basic Data Position FI_clerk FI_clerk Job General administrator ....... Select link ....... ....... Organizational unit is described by Task is line manager Organizational unit includes Position Create iconObject 'Position'

  13. Assigning Users to a Position (1) Search for the relevant user and display it in the selection area

  14. Assigning Users to a Position (2) Assign user with Drag&Drop

  15. Creating a Job Menu item: Edit - Create Jobs

  16. Exercise - Organizational Management (1) • Create two users in SU01 • Create the following organizational hierarchy in PPOM • Org Unit Company XX (Z_COMP_XX) • Org Unit Department XX (Z_DEPT_XX) • Position Manager XX (Z_MGR_XX) • Position Employee XX (Z_EMP_XX) • Assign the users to the positions above

  17. Exercise - Organizational Management (2)

  18. Workflow Architecture Workflow Organization Business Workplace Workflow Monitoring Workflow Customizing Workflow Transactions

  19. Business Workplace in R/3 Automaticgrouping Worklist Work item text Tips/Tricks Special work items Work itempreview Overviewtree Your logo and text Task description Related objects

  20. Business Workplace - Worklist (1) Reserve Displayattachment Execute Replace Create attachment

  21. Business Workplace - Worklist (2) Display Forward Resubmit

  22. Business Workplace - Other Functions Individual configuration of columns displayed Dynamic columns Other functions for processing work items - Set to ‘Done’ - Change deadlines - Change priority

  23. Business Workplace:Substitution • You can maintain substitution in two ways: • Personal substitute (for an SAP user) • Position substitute • Substitutes may be • Created and activated at the same time • From the time of activation, the substitute automatically receives not only their own work items, but also the substitution work items. • Created and not activated • The substitute can take active control of the substitution function at any time.Until the substitute actively ends the substitution, only the substitution work items are displayed in his or her Workplace.

  24. Work Item Display Business information is displayed. Appealing display and clear layout increase user acceptance. Attachments appearimmediately and can be displayed with a click.

  25. Technical Work Item Display Technical information is displayed (such as deadlines).

  26. Workflow Log Displays all recipients,possible and excludedagents Standard workflowlog Chronologicalprocess view Details of each step Graphical workflowlog Detailssection Green line showsprocess progress

  27. Workflow Outbox for Status Tracking Work items that you have carried out Processed workflows Workflows thatyou havestarted • Quick and simple overview of processes involved • Task statuses at a glance • Easier handling of customer queries Status of steps Work items that you have forwarded Current agent Objectsinvolved

  28. User View:Global Settings • Why do we need global settings? • Just one workflow log or work item display is not enough because different types of user have different requirements: • Workflow modelers and administrators require access to all technical information such as containers, workitem IDs, step numbers, all step types and so on. • Workflow end users do not require technical details, but have to focus mainly on the work item content and would be distracted by too many functions. • What steps are required? • The administrator must define the standard values throughout the system. • All users can then perform their own settings.

  29. User View: Personal Settings Work itemdisplay workflow log Other settings Technicalusers Application users

  30. Various Inboxes SAP GUI for HTML Enterprise Portals E-Mail Microsoft Outlook Lotus Notes SAP GUI for Windows Pervasive Computing

  31. Selection of Functions in Workflow Inboxes

  32. Exercise – Business Workflow (Request & Approve) Objects from task group TG70000023

  33. Workflow Architecture Workflow Organization Business Workplace Workflow Monitoring Workflow Customizing Workflow Transactions

  34. Workflow Reports Was the workflow started correctly? What is the status of a workflow? Is there still an active workflow instance for an object? How evenly distributed is the workload? How many processing deadlines were missed in the last month?

  35. Reporting System Workflowlog Work itemanalysis Workflowdiagnosis Informationsystem Taskanalysis Workflowoutbox Workloadanalysis Object-specificevaluation

  36. Reporting:Work Item Analysis Work Items …. Monitoring period Today Last 7 days Last 30 days Last 365 days • Work items Per Task (frequency) • Work items by Processing Duration • Work items with Monitored Deadlines Time on Interval from to Work item type Dialog   (Sub) Workflow Background  Task filter Task Task group (T) Task group (TG) Application component

  37. Reporting: Workload Analysis UserBerner Work items processed for a user for a position for a job for an organizational unit (you can specify a deadline limit) Work items in the inbox still tobe processed for a userfor a position for a job for an organizational unit Position S 500304 JobC 40932 UserMiller Org. Unit O 500039

  38. Utilities: Work Item Selection Criteria for the Selection Report Work item ID Work item type Work item status Task ID Work items Change work item Display agent Display work item Change priority Display workflow log

  39. Work Item Types • Dialog work item W • Missed deadline work item D • Workflow work item F • Background work item B • Wait step work item E

  40. Runtime Tools: Object Type & Object Information 'Notificationof absence'object type Which tasks and workflows use the 'Notification of absence' object typein their definition? Which instances exist for workflows andtasks that use the 'Notification of absence'object type in their definition? Object of absence'object number1960 Which work item refers to object1960 of the 'Notification of absence' objecttype and in which Business Workplaceis it to be found?

  41. Consistency check • Workflow definition/task definition • Customize the entire WebFlow engine. • RFC protocol • Manually start a task or workflow. • First update the organizational assignment and then provide the input data. Test Utilities for the Implementation Team

  42. Workflow Outbox in the Business Workplace Business Workplace The outbox in theBusiness Workplaceprovides each userwith an overview of thework that he or shecarried out within theworkflow processes. Inbox Outbox Started workflows Flow item for WS30000015 Flow item for WS30000161 Flow item for WS99900035 Executed work items Work item 1 for TS7869 Work item 2 for TS7869 Work item 3 for TS7869 Forwarded work items Work item 1 for TS99900062

  43. Workflow Logs: Business and Technical • The following step types are filtered out in the business log:Wait for event • Container operation • Event creator • Process control • Undefined steps • Activity and user decision (marked with the 'Not in workflow log' option) • The display is not filtered in the technical log.

  44. Workflow Log: Workflow Chronicle View Notification of absence Work item status Create request Completed Approve request Completed Access to - Selected agents - Possible agents - Excluded agents Access to work item history Access to graphical workflow log Agent Executed Action Date Time Object Object name Hugo Boss Dialog step created 07.10.1998 12:58:29 Query (1) ... Hugo Boss Query sent 07.10.1998 13:00:33 Office document Hugo Work item reserved for processing 07.10.1998 13:00:33 Boss Hugo Boss Execution started 07.10.1998 14:13:52 Notification of absence Hugo Boss Processing complete 07.10.1998 14:15:32 0000000245

  45. Workflow Log: Workflow Agent View Patrick Smith Notification of absence (Sub)workflow created Create request Dialog step created Create request Work item executed automatically Create request Work item processing complete Hugo Boss Approve request Dialog step created Approve request Query sent Approve request Work item processing complete Workflow system Send mail Background work item created Send mail Work item processing complete

  46. Workflow Log: Workflow Objects View Notification of absence Notification of absence (Sub)workflow created Create request Dialog step created WI for self method 000000123456 Approve request Dialog step created

  47. Workflow Log: List with Technical Details = Expert Mode Workflow Test workflow Workflow instance Test workflow Instance number 000000872350 Start date 22.09.1998 Started by Patrick Smith Start time 10:38:04 Current status In process Workflow Chronicle View Error Status Work item ID Node no. Task Error Agent Executed Action Date Time 5 & 872350 1 Test workflow Patrick Smith (Sub)workflow created 22.09.1998 10:38:04 Patrick Smith SWW_FI_START 22.09.1998 10:38:04 . 69 First letter of the surname 5 & 872351 71 Display all requests by SMITHPA Patrick Smith Dialog step created 22.09.1998 10:38:04 Patrick Smith Work item executed automatically 22.09.1998 10:38:05

  48. Graphical Workflow Log Status Agent Route(green path)

  49. Workflow Architecture Workflow Organization Business Workplace Workflow Monitoring Workflow Customizing Workflow Transactions

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