SAP Workflow

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COREY PEARSON[ASUG INSTALLATION MEMBER

MEMBER SINCE: 2008

CHAVONE JACOBS[ASUG INSTALLATION MEMBER

MEMBER SINCE: 2003

ALLAN FISHER[ASUG INSTALLATION MEMBER

MEMBER SINCE: 2008

Driving Process Efficiency through SAP Business Workflow at Stanley - 1803

John Hoover, Stanley WorksRajkishore Una, GyanSys Inc.

Real Experience. Real Advantage.

[ Abstract

This presentation covers how Stanley is currently implementing the SAP Business Workflow tool for different core business processes in a procure-to-pay and order-to-cash scenario. Some of the topics include threshold and approval matrix, agent determination, and evaluation paths in HR organization structure for notification and work items. It also addresses challenges faced, tips and tricks, and lessons learned during the implementation.

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[ Abstract (cont’d)

� Key Learning Points: � Workflow Automation to Solve Business Cases� Integration with MM release strategy for purchase

requisition and orders � Integration with SD sales orders and discounts� Integration with HR for employee mini-master and

organizational structure

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[ Agenda

1. Speaker Background

2. Workflow Overview & Benefits

3. Workflow Scenario’s

4. HR Integration

5. Key Learning

6. Tips & Tricks

7. Questions?

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[ Speaker Background

� John Hoover – Sr. PM Stanley Works� Six Full Life Cycle SAP Projects� 12 years of SAP Project Management experience� 19 Years of IT experience

� Security� Data Center Operations� Hosting

� Rajkishore Una – GyanSys� 15 years of SAP implementation experience

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[ About Stanley Works

� Stanley Works S&P 500 � $4 billon annual revenue� 15,000+ employees worldwide� 50,000 products (VC+)

� Core Business Divisions� Construction and DYI� Industrial� Security

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[ Stanley Security Solutions - Brands

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[ Stanley SAP Initiatives

� Executing production processes within multiple 4.7 R/3 Modules for Security & Industrial Solutions businesses:� MM, SD, PP, CS, FI, CO, HR, PS� Currently implementing 2 separate businesses onto 4.7 platform.

Final Roll-out in 2010.

� International presence in UK on ECC 5.0

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[ About GyanSys

� Global headquarters located in Indianapolis� Offshore delivery center is based in Bangalore, India� Growth rate of over 100% for each of the last 3 years� Certified SAP Services Partner � Provides cost effective innovative solutions using

onshore, offshore and near-shore delivery models� Specializes in PLM, FSCM, CRM, SCM, HCM, SRM and

other business suites on BI & Portal � Ongoing partnership with SAP on Product testing and

Education

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[ Why Workflow

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1. Workflow vs. Email!

2. Workflow enhances the quality of process execution and tracking.

3. Embedded decision criteria and actionable items.

4. Real-time task management and prioritization.


[ Why Workflow

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Tasks are performed consistently and diligently by the users.

A mechanism that automates business processes.• Ensures adherence to that process• Transparency of users and process

• Process data available at your finger tips

• Reporting exposes bottlenecks and inefficiencies


[ Workflow Overview

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� Triggering Mechanism� Events (publish and subscribe mechanism)

• Status Management• Change Documents• User Exits and others

� Manual Triggering• Various Function Modules


[ Workflow overview

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1. Defines who does what, when and in which order within a process

2. Allows parallel processing of the same type of steps3. Background processing steps4. Easy email integration and reminders5. Reacts to events in the system6. Deadlines and Escalation

PUSH vs. PULL methodology

•Reports•Jobs•Manual status checking •Phone calls

tasks


[ Workflow Components

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Workflow TaskObject Method


[ Workflow @ Stanley

� Cycle Counting & Physical Inventory Approvals� Customer Credit� Product Returns� Marketing & Samples Order Approvals� Electronic Purchase Request to Procurement� Discount threshold approval

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[ MM: Procurement integration

� Business Case� Manual paperwork intensive effort� Multiple level and concurrent level approvals required

� Workflow Solution� Automation� Efficiency� Audit and traceability

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[ Procurement Diagram

System generates Email workflow item to first approver

Access work item via email with link to approval inbox

Approver checks email or SAP Inbox

System sends approved Email and .PDF to Purchasing Group

Approver checks the PO

details

.PDF

APPROVED

System sends onlyRejected Email to

Purchasing Group

Rejected

Multi or Concurrent

Level Approvals

PO Requisition


[ SD: Discount & Pricing Approval

� Business Case � Manual pricing, margins, and discounts� Inconsistent pricing levels

� Workflow Solution� Corporate wide discount thresholds� Consistent pricing by customer tier� Controlled exceptions

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[ Pricing Workflow Diagram

System generates Email workflow item to first approver

Access work item via email with link to approval inbox

Approver checks email or SAP Inbox

DiscountRequest

System sends approved Email and releases order

APPROVED

System sends onlyRejected

Email to Requestor

Rejected

Multi or Concurrent

Level Approvals

Approver checks the order &

discount details


[ HR Integration

� Business Case� Organizational levels� Roles� Data consistency� Ease of use to maintain

� Purpose� Keep up with business personnel changes� Personnel assigned to role/position� Workflow not tied to ID/name specifics

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[ HR Integration

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[ New Capabilities on ECC

� Responsibility Matrix� Better Messaging and Collaboration capabilities� Portal Integration with Universal Work List� Greater use of Adobe interactive forms� Part of SAP's overall BPM (Business Process

Management) Strategy

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[ Implementation Tips & Tricks

� Use Check Function Modules\Start Conditions� Use caching algorithms when writing custom BOR

methods� Don’t create superfluous container elements� Objects - not simple variables

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[ Key Workflow Transactions

� Workflow Builder (SWDD)� Development Environment

� Workflow Log (SWI1)� Administrative/Debugging Tool

� Business Workplace (SBWP)� SAP Inbox

� Business Object Builder (SWO1)

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[ Website Help & References

SAP� http://www.searchsap.com� http://www.help.sap.com� http://www.asug.com

Workflow� http://searchsap.techtarget.com� http://www.cetus-links.org

OSS Notes� 1115440 – Issues related to File Attachment in the Workflow

work-items� 1068627- Common problems in Workflow during upgrade to ECC

6.0

SAP Service Marketplace� http://service.sap.com

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[ Key Learning Points

� False “As-Is” Processes� Change Management

� Communication� Training� Subject line (multi system)

� Support Resources:� Technical admin� Business admin

� Compliance and Control assistance (SOX, DOA/R&A, SOD)

� Why use Workflow?

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[ Questions

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[ Speakers Contact Information

� John Hoover� John Hoover, Sr. SAP Project Manager

� E-mail – [email protected]� Phone E-Mail: [email protected]� Web link – http://www.stanleyworks.com/

� Rajkishore Una� GyanSys Inc., SAP Solution Architect

� E-mail – [email protected]� Web link – www.GyanSys.com

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]� Thank you for participating.

SESSION CODE: 1803

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[ Stanley SAP Landscape

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