SAP Workflow Course

Section 03-01: What is Workfow

November, 2001

Introduction

Contents: What is SAP Business Workflow? Benefits of Workflow Introduction to Workflow Terminology

Advantages of Using Workflow

SAP Workflow Course Section 03-01: What is Workflow

Introduction: Section Objectives

At the conclusion of this section, you will be able to:

Describe SAP Business Workflow concepts Define the basic SAP Business Workflow terminology

SAP Workflow Course Section 03-01: What is Workflow

Problems of Office and Administration Processes

Long lead times due to high transport and wait times

Lack of transparency of processes connected to high work distribution

Historically grown task assignments

Paper and microfiche archives without quick and secure access

Inefficient communication between process participants

Data entered more than once

Goal: Reorganize your business processes

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Goals of Reorganizing Business Processes

Increase the transparency of the procedures used

Increase employees responsibility

Focus on the interests of the customer

Better quality management

Focus on net product of processes

Workflow systems can help you to reach the goals

SAP Workflow Course Section 03-01: What is Workflow

SAP Business Workflow

Designed to handle all process dimensions

The Process (Business) The People (Organization)

The Impact (Process Information)

SAP Workflow Course Section 03-01: What is Workflow

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 Require a high degree of coordination Workflow Management Systems control processes according to a predefined model and are especially suited to structured organizations

SAP Workflow Course Section 03-01: What is Workflow

Use of workflow - Business Process Reengineering

Potentials for saving according to surveys 50-90% work time 10-75% increase in production 20-40% reduction of handling charges 30-50% reduction of office space

Example: If you use workflow in the context of document management, you can often reach the return of investment after 6 - 8 months

SAP Workflow Course Section 03-01: What is Workflow

Workflow Benefits for the End User

Faster, simpler access to information Less effort for administrative tasks

Easier learning and understanding of processes

SAP Workflow Course Section 03-01: What is Workflow

Workflow Benefits for Management

Better control of information of deadlines of service levels

Flexible change

of processes
Of underlying technology

of processing costs

SAP Workflow Course Section 03-01: What is Workflow

Workflow Benefits for the Company

Increase production

Clearing backlog
Distribution of information and work: Every user gets his worklist 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 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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Domains of workflow
Optimize the distribution of information Managing single processes Workflows to manage complex processes

Information flow
- on field changes - on status changes - on changes of sensitve data

Error/exception handling
- incorrect EDIs - follow-on functions on expensive orders - follow-on functions regarding credit limit - follow-on functions if defined limits reached

Approval procedures
- purchase requisition - park invoice - notification of absence - notification of travel

Deadline monitoring
- Escalation procedures

Document handling
- early archiving - procedures based on forms - use of circulars

Automatic system activities

- print and send reports - automatic archiving of data - automatic booking of data (see CATTs)

Cross-application processes
- administration of applicants - check quotations - process change service Internet Scenarios

Automatic help
- customizing help - help in cases of error

Master data maintenance

- customer master - material master - vendor master

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SAP Business Workflows Purpose

To Streamline a Business Process Ensure Correct Business Processes are Followed Formally Define and Implement a Business Process

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A Business Process as a Workflow in SAP

Arrange visit

SD-Clerk Change Customer Master Application Change document Change Production plan Adjust Credit limit

Sales Rep.

Credit-clerk

Flexible Link ... new major customer Workflow

SAP Workflow Course Section 03-01: What is Workflow

Prod. Manager

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SAP Business Workflow Terminology

Object Event Agent

Step

Task

Role

Workitem

Workflow

Business Workplace

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Five Questions for Each Part of a Business Process

Who Should?

Do What?

To What?

When?

In What Order?

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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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Workflow Definition: Workflow Builder (In What Order?)

Workflow -Definition

Workflow Builder:
Triggering Event Navigation and display area Print: local / R/3 spool / file Checking and activating Step

Symbol for start and end of Workflow

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When?
Tells the workflow that something has happened Workflow can be started (triggering event) Step can be ended (terminating event) Wait step for reacting to an event Step type Event creator

Event

Outcome
shows different results of a step

outcome1

outcome2

outcome3

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Event: Examples (When)

Parked document posted Order canceled Customer master data changed Budget limit reached

Requisition approved

These events are public events, since they belong to an object type. Events can start and terminate workflows or tasks

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Do What? To What?

Event

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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Examples of Object Types (What?)

SAP Business Object types

Invoice
Requisition Material Archived documents EDI messages (IDocs) Documents from PC office applications Object Methods (Do What?) Post (the invoice) Approve (the requisition) Change (the material) Display (the image)

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Single-step Task: Examples

Post invoice Release requisition Change material master Approve absence

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Who Should?

Organizational Plan and Roles To Decide who Should Receive a Work Item and Perform a Task

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Putting the Pieces Together...

Event The process design must... Workflow WorkflowDefinition

... be defined as task or workflow in SAP R/3

Individual activities in the process must be available as tasks before being included in workflow definitions
agent A single-step task refers to an object type and one of its methods...

Task

Object typ Method

... which enables access to existing SAP functionality!

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Advantages of Using Workflow (1)

Transparent business processes

For modeling 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 (2)

Deadline monitoring (max. processing time) 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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Advantages of Using Workflow (3)

Seamless handling procedure Easy to use (e.g., occasional users) No navigation Provides the task and all the available information directly to the user Explanations and instructions are supplied with the task

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Business Objects and Event-driven Workflow

Customer

Order

Material

Vendor

Purchase order

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Introduction: Section Summary

Active flow of information to the right people at the right time in the right format in the right quantity A Better Return on Information

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SAP Workflow Course

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