3_7 Implementing SAP ERP HCM Processes and Forms

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A Comprehensive Guide to Implementing SAP ERP HCM Processes and Forms

Fernando T. de MattosAccenture

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In This Session …

• As clients’ needs are evolving beyond the classical area of operational process execution to a centralized delivery of services, a demand for a more flexible adaptive framework is needed when it comes to HCM processes. Today you will:

Understand what the HCM Processes and Forms framework is and when it should be usedGet a realistic understanding of the costs and resources required to create your own forms and understand which skills are requiredLeave with a summarized list of required steps to activate your own standard and customized formsReview real-life implementation examples on how to establish a team and design, build, test, and deploy your own forms

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What We’ll Cover …

• Introduction• Looking at the big picture — Cross process execution• Examining the architecture• Implementing SAP ERP HCM Processes and Forms• Lessons learned• Wrap-up

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SAP/Adobe Partnership Overview

• SAP/Adobe strategic partnershipPartnership signed in June 2002Solution available since SAP NetWeaver® 2004

• Adobe provides:Open technology, de-facto standard for formsBenefits of combination of PDF with XML

• Benefits of SAP/Adobe collaborationIntegration of Adobe’s PDF technology into SAP solutionsAdobe Reader delivered 500 million times worldwideUser-friendly design tool lowers cost of operationsReuse of existing PDF forms“Natural” look and feel of formsClose linking of processes and forms (real integration)

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What Is an Adobe Interactive Form?

User HandlingSave locallyDistribute via email/PortalApply digital signaturePrint locally

Background ServicesPre-filled application valuesPre-filled list boxes, help values, …Automatic data extraction and integration in application

A PDF Document ...View with Adobe ReaderPaper-like layoutWork offline

... with Form Fields

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HCM Processes and Forms — Overview

• Process integration into SAP NetWeaver Portal roles for support of collaborative processes in HR

Employee, Manager, and HR Administrator• Flexible definition

Forms (Adobe Interactive Form Designer)Process (configuration and SAP Business Workflow)

• Integration into Digital Personnel File (DPF)• Standard delivery contains:

Example processesWorkflow task repositoryBack-end services for HR master data

• Replace old Personnel Change Request (PCR) solution

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The Value Proposition

• Enable process efficiency through automation and easy user interfaces with HCM Processes and Forms

Analytical content and infrastructureAchieve transparency/traceability and thus further drive improvements and compliance

Push work items to responsible users through the portal infrastructure and allow permanent access to running process through flexible search

Allow HR to stay in control of theprocesses

Enhancement of self-service offering with more HR processes

HR able to provide a wider service offering to (global) customers

Adobe Interactive Forms as commoninterface for all involved usersIntegration of involved portal roles

Facilitate multiple end users to contribute to an HR process

SAP Business Workflow, Process Configuration,and Digital Personnel File

Enable the automation of paper-basedprocesses and achieve the:- Reduction of process cycles- Reduction of manual steps (and thus

errors)

… and how it is achievedThe Value …

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Solution Portfolio — Building Blocks

source: SAP

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Process Execution — Overview

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Process Execution — Initiator: Employee

• The Employee can start processes only for him/herself

• He/she starts in the standard processes from the Life and Work Events area by clicking on a service link

• The links to start processes can be embedded in all other area pages of ESS

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Process Execution — Initiator: Manager

• The Manager has his/her own Start Application where he/she can use the options All Employees and Directly Subordinate Employees to select an employee for a process using the Object and Data Provider (OADP) based views

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Process Execution — Initiator: HR Administrator

• The HR Administrator selects an employee using a simple or advanced search, with help searches similar to those available in SAP WinGUI-based transactions

Source: SAP

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Cross Role Process Execution — Start by Manager (1)

• Manager starts a process by selecting an employee and …

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Cross Role Process Execution — Select a Process (2)

• … by selecting a process

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Cross Role Process Execution — Manager Enters Data (3)

• The manager gets a form designed to the business needs of a process

• He/she can get information about the form in the form or through links

• He/she enters data in his/her area of the form

• After entering the data, he/she sends the form

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Cross Role Process Execution — HR Admin Adds Data (4)

• The next business role in the process, here an HR Administrator, receives a work item in his/her Universal Worklist (UWL)

• The administrator can see who has been involved in the process

• The administrator adds data and sends the form

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Cross Role Process Execution — Employee Adds Data (5)

• The next processor, an employee, gets an email that points him/her toward a form

• As the other involved user he/she adds data and sends the form

• In this example, after the data has been entered it is transferred into the back-end system and the process is finished

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Process Execution — Save Draft

• Allows the user to interrupt the work on a form

• In this case, an item shows up at UWL, which can be called at a later time

• This function can be used multiple times

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Process Execution — Attachment Handling

• During configuration, different attachment categories can be customized and assigned to a specific step

Thus an uploaded document can be classified directly

• The available functions (upload, view, delete) can be specified per step

Additionally, it is possible to specify that the upload of an attachment is mandatory for a process step

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Process Execution — Skip Employee Assignment

• To start a process without selecting an employee, select the “Skip Employee Selection” option

Only available on Enhancement Package 4

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HCM Processes and Forms Technical Components

• SAP ERP 6.0Enhancement Package 1–3

HCM with Personnel Administration (PA) and Time Management (PT)

Read and update PA and Time infotypesEnhancement Package 4

HCM with Organizational Management (PD)Read and update OM infotypes

Internal Service Request (ISR)Communication framework between SAP NetWeaver Portal and SAP back end

• SAP Business WorkflowRoute forms for approval and processingSend notification emails to employee

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HCM Processes and Forms Technical Components (cont.)

• SAP NetWeaver Portal 7.0User access to forms, processes, and actions

• SAP NetWeaver BI 7.0Analytics/Metrics (BI – CONT 703), SP 04

• SAP Interactive Forms by Adobe (ability to change)Integration with SAP NetWeaver infrastructureEdit and review process dataUpdate back end

• Business Packages (choose at least one)Employee and Manager Self-ServiceHR Administrator

• Records Management (Optional)Storage of process instances and objects

E.g., form data, drafts, attachments 25

Full Integration into SAP NetWeaver

ABAP WorkbenchSAP NetWeaver Developer Studio

Adobe Document Services

SAP NetWeaver Application Server

Adobe Document Services

Java PDF Object ABAP PDF Object

J2EE Engine

source: SAP

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Adobe LiveCycle Designer in SAP NetWeaver Developer Studio

source: SAP

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Adobe LiveCycle Designer in ABAP Workbench

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Runtime Architecture

• A set of runtime services, deployed on the SAP Web Application Server, that:

Sets Adobe Reader® rights to enable users to annotate forms, save them locally, and include digital signatures for authentication using the free and ubiquitous Adobe Reader softwareExtracts data from SAP applications into Interactive Forms and transfers form data back into SAP applications using XML

source: Adobe

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Process Execution — Architecture

• General Features:The number of process steps is not fixed and can be freely designedLoops and branches are possibleIt is possible to save data to the back end at any step of the process, including the last step

Edit and send Form

Process

Step 1 (Start)

SelectProcess

Select Work Item

Transfer Form and Attachments to DPF

Step 2 Follow-Up

Edit and send Form

Step … Step …

Select Work

Item and Edit

Form

Select Work

Item and Edit

Form

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Delivered iViews with HCM Processes and Forms

As of EhP2 this iView allows employees to monitor open processes in which they are involved.Status Overview

Managers can use this iView to display forms. Forms cannot be edited here.Display Processes

This iView gives the manager an overview of all the processes that he or she initiated.Open Processes

This iView and the Start Processes iView provide a user interface that the manager can use to request an administrative change for one of his or her employees. In the HRAS Process iView, the manager runs a process from HCM Processes and Forms for the affected employee.

HR Administrative Services (HRAS) Process

Managers can use this iView to request an administrative change for an employee. The manager runs an HCM Processes and Forms process.In the first step of the Start Processes iView, the manager selects an employee. In the second step, he or she selects a process and starts it (shows the Start Processes iView). Changed to WD for ABAP in EhP2.

Start Processes

iView DescriptioniView

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Delivered iViews with HCM Processes and Forms (cont.)

Available for both Managers and Employees (EhP4 only); it allows users to display all processes related to the employees once completed.

Digital Personnel File (DPF)

Managers can use this iView to search for running or completed processes that were run for an employee in their area of responsibility. Managers determine the required employee in the Employee Search iView.When managers call the iView, the following search criteria are filled:Employee = employee selected in Employee SearchiViewSelection period = current yearWhen it is called, the iView immediately displays a list of all the processes that meet these search criteria. If the process searched for is not included in this list, the manager can change all search criteria, except for the employee, and start a new search.The manager can also display a list of the process steps for a process.

Search Processes

iView DescriptioniView

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New Services Provided via the Homepage Framework

source: SAP

Check if all relevant entries are available as Service Key –available as EhP2

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PCR vs. HCM Processes and Forms

source: SAP

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Standard Delivered Forms

1. Change Job’s Business Attributes2. Change Job Name and Description3. Change Org Unit’s Attributes4. Change Org Unit Name and

Description5. Change Position Name and

Description6. Change Position Business Attributes7. Create Organization Unit8. Create Position9. Delete Position10. Delimit Assignment of Position to

Org Unit11. Move an Unoccupied Position

* This is a preliminary list provided by SAP yet to be officially confirmed.

1. Hiring (US and Germany)2. Rehire (US and Germany)3. Transfer (International)4. Transfer (Initiated by e-Recruiting)5. Maternity Leave (Germany)6. Birth of a Child (US and Germany)7. Termination (US and Germany)8. Salary Change using Annual Salary

(International)9. Salary Change Using Pay Scale Wage Group

and Level (International)10. Special Payment (International)11. Special Payment w/o Personnel Department

(International)12. Change of Address (US)13. Change in Working Time (International)14. Company Loan (International)15. Membership Fees Sports Club (International)

Enhancement Package 4 *Enhancement Package 1–3

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Roles

• What are the roles and functions for the development of HCM Processes and Forms?

HCM Processes and Forms configuration expert/Adobe form developerABAP developerSAP Business Workflow specialistPortal content and UWL specialist

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Configuration Expert/Adobe Form Developer

• Functional resource (go-to person) responsible for configuring and documenting

Use transaction HRASR_DT – Design Time for Processes and Forms to configure the Processes and the Form Scenarios Use transaction SFP – Form Builder with Adobe LiveCycle Designer to configure the form layout and bind the form field-to-field from the ISR interfaceUse FormCalc (Adobe’s proprietary language) or JavaScript for event processing in the form

Transaction HRASR_DT is available as of Enhancement Package 2

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Design Time for Processes and Forms — SAP Definition

• Design Time for Processes and Forms provides you with all functions for creating a new form scenario and editing the settings for an existing form scenario

• In the object selection area of Design Time, you have two options for creating or editing a form scenario: Either using the Process option, or directly using Form Scenario

• IntegrationIf you use Process in the object selection area to access DesignTime for Processes and Forms, you can display and edit the settings for the process and for the related form scenariosIn the Form Scenario area you can directly display and edit the settings for form scenarios and forms

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Design Time for Processes and Forms — SAP Definition (cont.)• Features

You can make the following settings for the form scenario:Definition of form fieldsCreation and editing of formDefinition of scenario stepsConfiguration of back-end services

• You can also define the following additional properties for a form scenario

Attachment typesLinks for additional informationRulesUser eventsMessage mapping

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Design Time Screenshots

PA/PT Service (List of bonded fields)

All configuration steps available in one view

Form Calc

Form Layout Design

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ABAP Developer

• Works closely with the HCM Processes and Forms Configuration Expert/Adobe Form Developer to develop the Generic Services

Each Generic Service is a BAdI ImplementationHRASR00GEN_SERVICE_BASICAccessed from HRASR_DT or transaction SE19 (Business Add-Ins: Implementations)

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Workflow Specialist

• Work off of the “process flow”Provide input into the Form Scenarios and steps as they impact how SAP Business Workflow would behave

Develop some “utility” or “testing” tool to help identify problems sooner

• Bulk of the work will be around building the “approver determination” logic and related code

Usually it is easy to find a resource that can play both the ABAP and Workflow specialists

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Workflow Integration Screenshot

Direct access to transaction SWDD (Workflow Builder)

Workflow Template assigned to Process

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Portal Content and UWL Specialist

• Responsible for setting up the necessary portal roles (MSS, HR Admin, etc.), as well as handling any needed UWL configuration for our process related task steps• Use Content Administration role to create or change existing

HCM Processes and Forms-related iViews• Change the application parameters for those forms that will

not require a selection of employee (Hire or OM forms)

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Portal Administration Screenshots

Display available Processes based on a Group

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Create Business Blue Print of

Process

Preparation for technical

implementation

Create Form Scenario and ISR Scenario

Create Adobe Form

Create WF-Template

Create Process

Test Process

1 2

4 5 6

7

3

Correct Process

(recycle)

Roll-Out

8 9

CONFIG

ABAP

FORM

WF

C C A

F W C

C A F W

Process P P

C A F W

P

P

Process Implementation — Overview

source: SAP

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Example Workplan

• Based on most recent experience, a medium complex HCM Processes and Forms form with one level approval takes approximately 450* hours

Includes the effort to design, build, and unit test of all resources

* First time around

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Tools (1): Copy/Manage Form Scenarios

• Manage Form ScenariosThis customizing activity enables you to copy, transport, and delete ISR and Form Scenarios

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Tools (2): Check Consistency of Form Scenarios

• Check Consistency of Form ScenariosThis activity delivers a consistency check on a Form ScenarioYou should use this check every time you create or change a Form Scenario

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Tools (3): Check Consistency of Process

• Check ProcessThis activity delivers a consistency check of a processYou should use this check every time you create or change a process

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Tools (4): Process Execution (Test)

• Process Execution (Test)This activity delivers the option to test a complete process in the back endYou can start a process or continue a process that was started from the Portal

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Tools (5): HR Admin Administration Tool

• Transaction: HRASRPROCESS_UTILITY

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Lesson 1 — Configuration

• SAP Note 1075650 provides a fix on the short dump error shown below. This is applicable for ER-HR 602 release.

• Daylight Saving logic caused short dump with running the process through transaction “hrasr_test_process” or through the portal – SAP Note 1001092

• Deactivate Maternity Leave BAdI implementation to remove error when testing a process (Generic Service ZXYZ has more than one implementation)

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Lesson 2 — Back-End Update

• Updating multiple subtypes of one Infotype on the same form Apply SAP Note 1177353 and 1043692For infotype SAP_PA, each field record index should be 1

• Updating HRP tables (up to EhP4)Can be handled using SAP Business Workflow to call a function to update/modify the tables since those tables are not availablein forms

Use function module RH_CUT_INFTYUse function module RH_INSERT_INFTY to insert a new record

Can also use an enhanced generic service to update the tables, but there are no examples provided by SAP on how to use this service

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Lesson 3 — Generic Services

• Do not tie more than one generic service to a BAdI or vice-versa• All user exits done on screens through PA30/PA40 must be

redone in the generic services• SAP_PA must be the last generic service executed in customizing

or changes made afterwards will not be saved in the back end

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Lesson 4 — Process Steps

• Upon rejection, initiator attempts to reopen item and short-dumpsThe function module with the problem is:

HR_ASR_WI_PREDECESSORS_GETApply SAP Notes 1150476 and 1150464

• Fields not editable when clicking on previous stepApply SAP Notes 1108082 and 1108318

• Error messages can be displayed on forms only during a standard check event or a custom check event, not during the initialize event

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Lesson 5 — Form Layout

• “Tab” functionality (input fields only) – SAP Note 88727Workaround is to adjust the accessibility tab option to "none" on each field

This is not recommended because it could lead to accessibility issuesFor more detail, refer to: http://help.sap.com/erp2005_ehp_03/helpdata/EN/af/94c0417546cd17e10000000a155106/frameset.htm

• Making a field required in Adobe does not actually make it required on the form

Make sure any field that you want required has been programmed into the generic service to throw an error if it’s not entered

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Lesson 5 — Form Layout (cont.)

• Make all non-standard buttons required to be clicked (set a flag if user clicks on field), otherwise, the user could check and send the form without filling it out entirely

• Make sure not to select the check box “Limit Trailing Digits” for your decimal fields

If that check box is selected and SAP Business Workflow is attaching a form to send notification to a user, this field willhave a blank value

• Form Scripting set to flow for containers on form – allows for values, when hidden, to not just be blank space but to disappearall together. Also, when hiding it through scripting set it to hidden not to invisible. Header and footer will be in the master page while the rest of the data containers would then be flowed instead of positioned.

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Lesson 6 — Form Authorization

• SU53 usually does not pick up authorization failuresUse transaction ST01 (Trace) on users with the following:

SAP_ALL to see which authorization objects are being checkedFailed User to see exactly which authorization they fail on

Even if the trace shows nothing, we have worked with developers to debug

• Turn-off authorizationUse BAdI HRASR00AUTH_CHECK

Pre-requisite apply SAP Note 1178745Used across all HCMPF functionality (e.g., Search Processes, Employee Search, etc.)

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Lesson 7 — Error Handling

• To ignore errors at check event:Use rules to skip generic services to ignore specific types of errorsIf you make a field required on the form, you still need to throw an error message in the generic service if the user doesn’t enter information Cannot throw error messages in the initialize event of a custom generic service

Must be done in the do_operations methodHide warning messages that SAP_PA throws that are not needed by the user and will not prevent the correct update in the back end

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Lesson 8 — Custom Infotypes

• Custom infotypes can be used provided that the relevant infotypeis already decoupled. If not, perform the following:1. Become familiar with the concept of decoupled infotypes2. Decouple the relevant infotype using the relevant functions in

transaction PM013. Test the decoupled infotype using the test transaction PUIT_UI4. Integrate fields from your decoupled infotype in your Form

Scenario and test using the relevant process with the back-end report

• In addition, you need to define a class for the new framework (e.g., CL_HRPA_INFTY_XXXX where XXXX is the infotype number)

Otherwise SAP_PA will not work

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Resources

• SAP Service Web sitehttp://service.sap.com/erp *

Follow SAP ERP Human Capital Management Workforce Process Management HCM Processes & Forms Media Library

• SAP Help OnlineHCM Processes and Forms

http://help.sap.com/erp2005_ehp_02/helpdata/en/82/b6b94278560c31e10000000a1550b0/frameset.htm

• SAP SDN BlogsHCM Processes & Forms: Gotchas, Bugs and Other Curiosities

www.sdn.sap.com/irj/sdn/weblogs?blog=/pub/wlg/10037

* Requires login credentials to the SAP Service Marketplace65

Resources (cont.)

• SAP NotesSupport Package Requirements

1052522 for SAP ERP 6.0 Enhancement Package 21095233 for SAP ERP 6.0 Enhancement Package 3

1024326 – Corrected UI for role HR Administrator available1048386 – SAP MSS/ESS: Setting up HCM Processes & Forms -Web Dynpro ABAP981090 – Country Availability of HR Process and Forms953982 – Adjustments to Adobe Forms for ZCI741381 – ISR: Documentation for ISR Control Library

* Requires login credentials to the SAP Service Marketplace

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7 Key Points to Take Home

• Seamless integration with SAP increases desirability of forms• Simplify your workflow approvals (consistency)• Maximize the use of a testing (“sandbox”) environment• Utilize SAP-provided field validation; minimize the number of

customer-specific user checks to expedite development, testing, and performance

• Design your security authorization sooner than later • Utilize your resources

HCMPF framework requires different set of skills hard to find inone resource

Allocate enough time to build and train your teamInvolve SAP as part of teamCo-location is a must!

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7 Key Points to Take Home (cont.)

• Identify and staff a Workflow Administrator teamTo resolve approval issuesTo resolve routing issuesShould consider SAP Center of Excellence (COE)/Shared Services approach

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Your Turn!

How to contact me:Fernando De Mattos

[email protected]

DisclaimerSAP, R/3, mySAP, mySAP.com, xApps, xApp, SAP NetWeaver®, Duet™, PartnerEdge, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Wellesley Information Services is neither owned nor controlled by SAP.

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3_7 Implementing SAP ERP HCM Processes and Forms