Live Expert Session for

SAP SRM 7.0

Workflow Basics

Markus Frieske Procurement RIG Americas

Markus.frieske@sap.com

November 10, 2008

 SRM 7.0 Workflow Basics - Agenda

Overview : Customizing:

Technical Configuration
Business Overview
BRF Configuration
Functionality Business Process Configuration
Summary Offline Approval

Migration decision Alert

Portal UWL
Decision Types
Workitem Text
Business Rule Framework
Extensions:
Demo BRF Examples

References BADI
Agent BADI Examples

Others:
PO Response
Covered by Advanced Session
on November 14
Migration

Trouble shootings
© SAP 2008 / Page 2
 Overview – Business Overview

Customer Requirements – What was our motivation?

Solution in SRM 7.0
Approval Framework – 2 Types

© SAP 2007
2008 / Page 3
 Customer Requirements
What is our motivation?
Lower TCO
Lower upgrade costs for customers using SRM 5.0 and earlier releases
Easy maintenance by customer side
Reduce complexity
Table based customizing, less programming
No extra consulting resource, No SAP Business Workflow consultants
Higher stability
Better supportability
Compliance
SOX compliance in general

© SAP 2007
2008 / Page 4
 SRM 7.0 Approval Framework
2 enablement possibilities

Application-Controlled Workflow Process-Controlled Workflow

Existed in SRM 5.0 and releases before Introduced in SRM 6.0
Application has control on the Business Modeled/Configured process has
workflow templates control on the process-flow

Development Strategy

• No new features and functions will be • In future releases new features and
developed functions will be developed
• Development effort will be only on bug- • Rolled-in new requirements from the
fixing customer will be developed
Positioning

• Not to be positioned to new customers • Workflow of choice

• Position to upgrade customers only if
there is a considerable effort to migrate

© SAP 2008 / Page 5

 SRM 7.0 Approval Framework
Basic Concept

Application-Controlled Workflow Process-Controlled Workflow

SAP Business Workflow SAP Business Workflow
Multiple Workflow templates Unified template
Start Conditions Process Schema Evaluation
N-step BADI Process Level Definition
Business Rule Framework
SC Saved PO Saved
Start Condition Start Condition BADI – Responsible Agent

WF
WF WF

Conf Saved BUS* Saved Process Schema Evaluation

Start Condition Start Condition
Process Level Definition

Result
Eval ID
WF WF Business Rule Framework

© SAP 2008 / Page 6

 Key Features of Approval Framework in SRM
7.0

Supports N step Decisions

In SRM documents can pass through a series of decisions. The
number of steps can vary from 0…N.

Supports different Process steps

Different Process steps like Completion, Approval and Review
are supported

Supports different decision levels

Different decision levels like Header level, Item level and
partial document level are supported

Supports different roles

Different roles like Manager, Specialist, Reviewer, Requestor
etc are supported

© SAP 2008 / Page 7

 SRM 7.0 Workflow Basics - Agenda

Overview :

Business Overview

Functionality
Summary

Migration decision

Decision Types

Business Rule Framework

Demo

References

© SAP 2008 / Page 8

 Overview - Functionality

Portal Universal Work List

Back & Forth
Recall
Approval Process Overview
Add Approver
Add Reviewer
Offline approval
Alerts
Inbox Substitute

© SAP 2008 / Page 9

 Portal Universal Work List

Each employee has 1 central inbox connected with several systems. Employee does not
need to logon each system.
Filter, Sort and UWL configuration are available

© SAP 2008 / Page 10

 Back & Forth

Document will be send back to document creator

For revision if approver partly rejected the document
In completion phase if approver marked an item for inquiry

© SAP 2008 / Page 11

 Recall

Document creator is allowed to change document

If approval process was not started by accessing via POWL
If approval process was already started by accessing via POWL a recall of already
created workitems takes place

© SAP 2008 / Page 12

 Approval Process Overview

Header and item level approval preview/result are available

© SAP 2008 / Page 13

 Add Approver

Approver
can be added manually additional approver via Approval Process Overview

© SAP 2008 / Page 14

 Add Reviewer

Reviewer
can be added manually via Approval Process Overview or can be added automatically
following configured rules
receive a workitem and can add approval notes

© SAP 2008 / Page 15

 Offline Approval

Documents can be approved without logging on to SRM

© SAP 2008 / Page 16

 Inbox Substitute

User can set inbox substitute by wizard style rule setting

© SAP 2008 / Page 17

 SRM 7.0 Workflow Basics - Agenda

Overview :

Business Overview

Functionality

Summary
Migration decision

Decision Types

Business Rule Framework

Demo

References

© SAP 2008 / Page 18

 Business Objects covered by Process-
Controlled Workflow

Process-Controlled Workflow: Not covered:

BUS2000113 SRM Contract BUS2209 EC PO Response

BUS2121 SRM Shopping Cart BBP_PCARD Procurement Card

BUS2200 SRM RFx BUS1006200 Business Partner EBP

BUS2201 SRM Purchase Order BUS22101 Bidder Registration

BUS2202 SRM Supplier Quote BUS4101 EC user

BUS2203 SRM Confirmation BUSPASS password

BUS2205 SRM Incoming Invoice

© SAP 2008 / Page 19

 Changes with Process-Controlled Workflow
No n-step Approval BADI-Workflow, but
process level table with n-steps
No Java applet for approval preview (due to
performance issues)
Change to determined approver is not
allowed
No Possibility to change an automatically
inserted Approver (Work item can be
forwarded by Admin or processed by
substitutes)
© SAP 2007
2008 / Page 20
Before changing a document Requester
need to ‘Recall’ it (to avoid inconsistencies)
After changing a document either level or
complete restart of approval process
“Back & forth” shopping cart processing via a
new button “Inquire” and level restart if
changes in the document are made
Changes to Shopping Cart is possible
during completion level
Authority to change shopping cart document
dependent on approval level and not on user
attributes (BBP_WFL_SECURITY),
Completion goes always before Approval
steps
 Available for Both but less effort

Function Application-Controlled Process-Controlled Workflow

workflow
N-Step approval BBP_WFL_APPROV_BADI Customizing

Decision Set for Item BBP_WFL_APPROV_BADI Customizing

Group (Shopping Cart)
Change Document during By Security Level Only possible during Completion
approval
Archiving Separate archive 1Step with Document

Flexible Agent BBP_WFL_APPROV_BADI /SAPSRM/BD_WF_RESP_RESOLV

ER BADI
Workflow Restart By Security Level or /SAPSRM/IF_EX_WF_PROC_REST
BBP_WFL_APPROV_BADI ART BADI
Back & Forth Available for PO, SC, Bid Available during completion levels
Invitation with for all documents and in case of
BBP_WFL_APPROV_BADI partial rejection

© SAP 2008 / Page 21

 SRM 7.0 Workflow Basics - Agenda

Overview :

Business Overview

Functionality

Summary

Migration decision
Decision Types

Business Rule Framework

Demo

References

© SAP 2008 / Page 22

 SRM 7.0 Approval Framework
High level comparison
* This comparison will help in deciding which workflow to use based on customer requirements

Application Controlled Workflow Process Controlled Workflow

Document modification during approval Configurable multi-step approval

process
Rule-based reviewer
High flexibility due to large number of
customer exits (BAdIs) Highly flexible approver determination

Compatible with SAP SRM 5.0 and below Simplified archiving

Full SAP Net Weaver support

Continuous future development

© SAP 2008 / Page 23

 Guidelines for SRM 7.0 RU project planning phase

Yes Process-
SRM 7.0 RU New
Controlled
Project Implementation ?
Workflow
No

No Application-
Decision to Migrate
to PCWF
Controlled
Workflow
Yes
Two options to consider in an upgrade project

Migration to PC WFL after Upgrading Migration to PC WFL along with Upgrading

•Migration to PC WFL is out-of-scope for
•Migration to PC WFL is in-scope for Initial
Initial phase/wave of the RU project.
phase/wave of the RU project.
•Initial phase/wave go-live can happen with
•Customer goes live in SRM 7.0 with PC
AC WFL
WFL
•Once the upgrade is successful and the
customer had gone-live with SRM 7.0 ,
Migration to PC WFL can be part of the
second phase/wave
© SAP 2008 / Page 24
 SRM 7.0 Approval Framework
Migration from AC workflow to PC workflow – Sample Estimation
* The estimation below is only a sample. This might differ based on specific projects
Scenario Scenario Description
Simple Scenario Only one Approval Step required
Only usage of standard workflow templates
Advance Scenario Standard agent determination features are
sufficient
Usage of customer specific workflow
templates
Complex Scenario
Standard agent determination features are not
sufficient (BAdi implementation required)
Usage of BADI workflow
Usage of customer specific workflow
templates
Individual Scenario
Standard agent determination features are not
sufficient (BAdi implementation required)
© SAP 2008 / Page 25
Estimation Comments
Can be implemented out-of the box
Low by activating standard content
delivered via BC sets
Most of the requirement can be
handled via standard expressions
Low to Medium and events and need very minimal
additional work
Part of the requirement can be
handled via standard expressions
and events. Custom development
Medium required in some cases like BADI
implementation for agent
determination
Part of the requirement can be
handled via standard expressions
and events. Custom development
required in some cases like BADI
High implementation for agent
determination. The complexity of
the workflow BADI implementation
will determine the exact effort.
 SRM 7.0 Workflow Basics - Agenda

Overview :

Business Overview

Functionality

Summary

Migration decision

Decision Types
Business Rule Framework

Demo

References

© SAP 2008 / Page 26

 Decision Type

Decision for All Document Items [Type1] Decision for All Decision Set Items [Type 3]
Decision for Entire Document [Type1] Overall Decision for Partial Document [Type 3]

X X X X
Item 1
Item 1 Item 1 Item 1
Item 2
Item 2 Item 2 Item 2
Item 3
Item 3 Item 3 Item 3
Item 4
Item 4 Item 4 Item 4

Decision for each Document Item [Type 2] Decision for each Decision Set Item [Type 4]
Item-Based Decision for Entire Document [Type 2] Item-Based Decision for Partial Document [Type 4]

X Item 1 Item 1 X Item 1 Item 1

X Item 2 X Item 2 Item 2 Item 2

X Item 3 Item 3 Item 3 X Item 3

X Item 4 Item 4 X Item 4 Item 4

© SAP 2008 / Page 27

 Type 4

This approver is not responsible for item 4, classic category

© SAP 2008 / Page 28

 Supported Decision Type by Document

Decision Type 3 and 4 are supported only Shopping Cart in this SRM 7.0 SP01

Business Name Type 1 Type 2 Type 3 Type 4

Object
BUS2121 Shopping Cart X X X X

BUS2203 Confirmation X

BUS2205 Invoice X

BUS2201 Purchase Order X X

BUS2200 RFx X

BUS2202 Vendor Bid X

BUS2000113 Contract X X

Microsoft Excel
Worksheet
© SAP 2008 / Page 29
 SRM 7.0 Workflow Basics - Agenda

Overview :

Business Overview

Functionality

Summary

Migration decision

Decision Types

Business Rule Framework

Demo

References

© SAP 2008 / Page 30

 Architecture – Business Rule Framework

Overview
Event and Expressions
Schema Evaluation and Level Evaluation
Examples

© SAP 2008 / Page 31

 Introduction

The Business Rule Framework (BRF) is a framework. By way of

their application class, applications must be registered in the BRF
to be able to use the services of the BRF.

The BRF is a cross-line tool

The BRF comprises a runtime environment and a maintenance

environment.

The basic idea of the BRF is to offer the possibility of freely

configurable rules being processed at certain business events,
known as BRF events (or simply events).

The BRF is available as of WebAS 6.20 Ext. Set 2

© SAP 2008 / Page 32

 BRF Objects

The main objects of the BRF are:

Event
evaluate and change data
hundreds of predefined events are available

Expression
return results
can be nested

Rule (not used in SRM)

0..n rules can be assigned to each event
a rule evaluates a condition in an expression to perform an action

Rule Set (not used in SRM)

group of rules

Action/Actions (not used in SRM)

an action is a BRF object
does something automatically

© SAP 2008 / Page 33

 BRF at Runtime – An Example

Program Flow

An Application using BRF

raises Events Event
Not used in SRM WF
SRM: Event calls
expression directly Regel
A Rule works like, Regel Actions
Regel
if <expression> Rule
then <action>
Aktion
To each event, Aktion
Aktion
Expression a number of Action
rules is assigned

Expression Expression Expression

Ausdruck
Ausdruck

In SRM, the boolean expression result (True/False)

© SAP 2008 / Page 34
is given back to the calling ABAP class in the application
 Principle of Process Schema and Levels

Process Schema
Each level determines:
Level 100: ……… Type of Approval:
Level 200: ……… Approval or Completion

Level …..: ………. Responsible Agents: Role, User,

Manager from Org. Structure, …
Event ID
Event ID is linked to
expression Task ID: Technical Workflow task,
e.g. TS 400007952 - Completion
Expression 1.1
Decision Type (1 - 4); decision on
Expression 1…..
header, or item-based approval

Boolean true
result
false Generate Workitem….

Final Level:
Evaluate next level… BO = Approved
© SAP 2008 / Page 35
 BRF Expressions

Expressions are BRF objects that return a definite result

Boolean Expressions form the „IF“ part of the Rule

Expressions can be of the following types: help.sap.com

• Constant - (0CN001)

• Field of a Structure (Data Source)

• Field of a line of an Internal table (Data Source) - (0TB001)

• Call Function Module / Method - (0CF001)

• Boolean Three-operand Arithmetic - (03O001) Detail is covered

in Advanced session
• Simple Formula Interpreter - (0FR001)

• SAP Formula (as used in BADI implementations) - (0FB001)

• Truth Table – Pattern Matching - (0PM001)

• Random Number Generator - (0RV001)

• Date Interval - (0DI001)

© SAP 2008 / Page 36 • Case expression - (0CE001)

 SRM 7.0 Workflow Basics - Agenda

Overview :

Business Overview

Functionality

Summary

Migration decision

Decision Type

Business Rule Framework

Demo
References

© SAP 2008 / Page 37

 Agenda

Main Configuration
Roles
Process Schema
Process Level
Runtime flow with customizing points
Process Level Definition
Event
Expression

© SAP 2008 / Page 38

 Main Configuration tables

Each project needs to maintain Process Level Configuration View based on

customer side approval rules

The table is blank in SAP Standard delivery

For quick project start, BC Sets are available

© SAP 2008 / Page 39

 Roles

Document Owner (e.g. Requester, Purchaser)

The person that requests approval for a document;
He/She must never approve his own request.

Document Responsible (Person responsible for the document like contract)

The person that is interaction partner on the request side.

Approver
An agent who is responsible to decide on a request, main focus is financial approval.

Specialist
An agent who is involved into an approval process to validate a request and potentially
complete the request on behalf of the requester or discuss the request until is complete
with respect to his responsibility. Specialists are also approvers.

Reviewer
An agent who is enabled to observe the entire approval process and provide additional
information to involved users.

© SAP 2008 / Page 40

Process Schema

Process Schema
Implements an completion and approval process
Multiple schemas may exist for a BO
Each schema represents a substantial different approval process idea.
– As soon as a different sequence is expected according certain criteria (e.g.
company code) an additional process Schema should be created
– Minor differences in a process can be handled within one Schema
A process Schema contains a sequence of process levels (common perception:
approval step)
For each process level a condition exists that checks if the level (step) should be
executed.
Process schemas can not be chained.
Process schemas can not be merged by the system.
Process Schema is equivalent what used to be a workflow template
Process Levels

Each process level can either be an approval level with completion or an

approval level:

Approval with Completion:

A document shall enter such a level if it has been identified as incomplete (customer
specific). The document might leave such a level only if has been completely rejected,
completely approved or if the process is interrupted or canceled. Document owner and
current approver (purchaser) can communicate via inquiry requests.

Approval:
A document shall enter such a level if its content is final, but has to undergo financial
approval only

Automatic:
Automatic Reject or Approve by system
 Runtime flow with customizing point

SAP Tutor is available for understanding runtime and customize relations.

Jump

© SAP 2008 / Page 43

 Level Configuration at Design Time
(Example)

Approval decision
Level Process (type) Description Business Rule Responsible agents
type

10 Completion Purchaser completion Free text item Item-Based Purchasers of purchasing

(of free text exists Decisions for group 500000002
requirements) Entire Document

20 Completion IT Department Product category Item-Based Users with role

completion (of IT “012” exists (IT Decisions for “BBP_STAL…IT_DEPARTM
equipment) Equipment) Entire Document ENT”

30 Approval Line manager approval Total Value Item-Based Next line manager in PD-
exceeds Euro Decision Org
400,- for Partial
Document

40 Approval Director approval Total Value Item-Based Next director in PD-Org

exceeds Euro Decision
2000,- for Partial
Document

90 Automatic Automatic Rejection None of the Entire Document System

previous levels
valid
© SAP 2008 / Page 44
 Define Process Schema – Business Object

Business Objects BUS2121 - Shopping Cart

IMG Path: Supplier Relationship Management
-> SRM Server -> Cross-Application Basic
System demo – SAP Tutor Settings -> Business Workflow -> Process-
Controlled Workflow -> Business Process
Configuration -> Define Process Levels

Transaction: /SAPSRM/WF_PROCESS

© SAP 2008 / Page 45

 Define Process Levels – Evaluation ID

BUS2121 -> Evaluation ID, 9EV_SC_00S (Predefined)

BRF:Event
9EV_SC_00S (Predefined)

© SAP 2008 / Page 46

 Define Process Levels – Schema

Process Schema Definition

BRF: Event BRF: Expression Result
9EV_SC_00S (Predefined) 9C_BUS2121_EX01

© SAP 2008 / Page 47

 Define Process Levels

Process Level Configuration (SPRO customizing)

Level Type (Completion, Approval)
Evaluation ID (BRF Event)
Responsibility Resolver name (User, Role, Manager, ManOfManager, Purchaser OR
customer dev.)
Task ID (predefined OR customer own)
Decision Type (1,2,3,4)

© SAP 2008 / Page 48

 BRF. Define Events

Predefined event: Evaluation ID

9EV_SC_00S
9EV_SC_00S (Predefined)

IMG Path: Supplier Relationship

Management -> SRM Server ->
Cross-Application Basic Settings ->
Business Workflow -> Process-
Controlled Workflow -> BRF
© SAP 2008 / Page 49
Configuration -> Define Events
 BRF. Define Expression – Schema level

Predefined Expression: 9V_SC_SCHEMA_TABLE

IMG Path: Supplier Relationship

Management -> SRM Server ->
Cross-Application Basic Settings ->
Business Workflow -> Process-
Controlled Workflow -> BRF
Configuration -> Define Expressions

© SAP 2008 / Page 50

 BRF. Define Expression – Process level

Pre-defined Expression: 9B_SC_LEVEL_003

© SAP 2008 / Page 51

 BRF. Expression - Formula Editor

© SAP 2008 / Page 52

 SRM 7.0 Workflow Basics - Agenda

Overview :

Business Overview

Functionality

Summary

Migration decision

Decision Types

Business Rule Framework

Demo

References

© SAP 2008 / Page 53

 Overview - References

SAP Solution Manager

SAP Service Marketplace
help.sap.com
SDN

© SAP 2008 / Page 54

 SAP Solution Manager contents

All customers should have SAP Solution Manager. Please check configuration
documents in SAP Solution Manager.

© SAP 2008 / Page 55

 SAP Service Marketplace

http://service.sap.com/srm > SAP Solutions > Solution Details > Business Solutions
and Applications > SAP Business Suite > SAP Supplier Relationship Management >
SAP SRM 7.0

Links - SRM Guides: Master, Upgrade Master, Solution Operation Guide

Workflow in SAP SRM 7.0

© SAP 2008 / Page 56

 SAP Service Marketplace
RKT Materials, Live Expert Session

http://service.sap.com/rkt-srm

© SAP 2008 / Page 57

 SAP Service Marketplace
RKT SAP Tutor

SAP Tutor is available for understanding runtime and customize relations.

Jump

© SAP 2008 / Page 58

 help.sap.com
Approval Process Framework

help.sap.com SAP Solutions SAP Business Suite SAP Supplier Relationship

Management SAP SRM 7.0 Functions Approval Process Framework

© SAP 2008 / Page 59

 help.sap.com
Business Rule Framework
help.sap.com -> SAP ERP -> SAP ERP Central Compornent -> SAP ERP
Central Compornent -> Cross-Application Services -> Business Rule Framework

© SAP 2008 / Page 60

 SDN – sdn.sap.com

sdn.sap.com -> Forum -> SRM - Workflow & User/Vendor/Org. Management

© SAP 2008 / Page 61

 Questions

* Workflow Advanced session is coming on November 14.

* Please keep questions for Advanced session, if it is advanced one.

Please join SDN SRM Forum. Community members will help solving your issues.

http://sdn.sap.com -> Forums -> SRM - Workflow & User/Vendor/Org.

Management

© SAP 2008 / Page 62

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© SAP 2008 / Page 63