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Business Work Flow
Business Work Flow
Content:
1.Disadvantage of Paper based flow of work.
2. Definition of Work Flow and Connection with Exchange Server or Out Look.
3.Requirment of Integration with Official Inbox.
4.Process Flow diagram.
5.Example of Leave approval.
9.Work flow Terminology.
a) Event
b) Task
c) Object
d) Work Item
e) Agent
10. Work Flow Steps.
11.Work flow Graphical View.
12. Summary.
13.Thanks
Requirement of Business Workflow :To Overcome The Disadvantage of Traditional Flow of Work
Business Work Flow
Business Work Flow
Disadvantage of paper based flow of work in office environment…
1.Lack of Transparency : There is no easy way to know the status of the leave application whether Approved or Not. Probably have to inquire the superior whether he has approved the
Request or not . There is no easy way to track the Application Status.
2.Long lead times: Paper based approach takes more time to complete a job.
3.Lack of Deadline Monitoring: Who Knows? The manager might just be sitting on that particular task for too long time. There is no mechanism in place to ensure that the persons perform the tasks within the time span.
4.High Cost: Paper based workflows are very costly and the movement of information does not take place at right time .
Business Work Flow
Work Flow-”The right work is brought in the right sequence in right time to the right person”
How to Use it?
SAP Workflow can be linked with Microsoft Outlook or Lotus Notes. Each step of business transaction can be easily monitored and Process are completed from the beginning to the end.
Business Work Flow
Requirement to integrate with Official inbox:
Usually executable work item (e.g. Information to be transfer) are received in Workflow inbox. User might forget to check their SAP inbox, but they check their regular office mail. Workflows work item can be linked with mail exchange server via SAPconnect ( This provides all in one gateway between SAP and Mail server) , So the user get the information in their regular official inbox.
Process Flow
Business Work Flow
Business Work Flow
Example
Business Work Flow
Brief Overview Of SAP Business Work Flow
EVENT
Business Workplace
WORK ITEM
AGENT
RULESTEP
WORK FLOW
TASK
Object
Workflow Terminology
Business Work Flow
Event
Business Work Flow
Task
An SAP Workflow Task represents an activity. It serve a purpose here. For Ex. Revise Absence notification, Approve absence notification. The task approve absence notification perform a business function. Submits the relevant absence notification to manager and on approval, it changes the status to approved and so on. (ex. FORMABSENCE)
How does it perform in this function. It follows the logic created inside the method of an object type. So in simple terms, a work flow task refers to method of an object type.
Work FlowMethod Logic
Business Work Flow
Data
Logic
Key
Attribute
Event
Methods
Notification Number
Object detail.
Created by, Enter on
Create, Approve
Created , Deleted
Example Of Object
An Object is a specific Instance of Object Type . So, If an User Created a Leave Application Form Object of Type FORMABSENCE ,an instance with a unique number (say 100001) is created.
Task
Standard Task :30000365(Wf_abscr)->FORMABSENCE(Object Type)->Create(Method)->Created(Event)
Business Work Flow
Work Item
Workplace
Business Work place is like work area that an SAP user can carry out the Business Process.
SAP Inbox Mail
Work Item
Notification Manage
The request that the message received by the superior (who takes the decision) is called Work Item.
Business Work Flow
Agent
An Agent is a person who takes the decision on the work item. In our example, manager is the agent of the workflow task ‘Approve absence notification’ . In work flow we set it in Work flow Iniciator.(WI_iniciator)
Business Work Flow
Work Flow StepsA work flow consists of steps arranged in a sequence. A step in general refers to Business Activity. A step can therefore refer to an activity where it refer to a task.
STEP
Task
User decision
Condition
Loop
Send mail
Document from Template
Fork
Work Flow Start
Existence Check: Material
Condition :Is Store Material?
User decision :Flag MaterialUser Decision : Un-flag Material
If Yes: Send mailYes No No
Work Flow End
Work Flow Works Like..
Business Work Flow
Business Work Flow
Notification of absent work flowNotification of Absence Created Work Flow Start
Creator
Approve? User DecisionSuperior
Approved Rejected
Set Flag
Sent Long Text
Sent
Container
Loop
No Yes
Work Flow Terminate
Work flow End
Revise?
No Yes
Delete
Deleted
Revise
Revised
Yes
Business Work Flow
Two Step:Work flow triggered at the time of leave request create by The Requester: Event
Mail Send to the Immediate Boss for approval
Approve? Decision by Immediate Boss
Yes No
Mail send to the HOD for Approval
Yes No
Mail to the requester : Please check the updated leave status in ESS
Mail to the requester : Please check the updated leave status in ESS
Mail to the requester :Please check the updated leave status in ESS
1St level Approver
2nd Level Approver
Workflow Summary :-
1.Work flow means flow of work may be from one person to another person. In fact it is sequence of connected activity or exchange of information from one user to another in a sequential manner at the right time.
2.Work flow engine automate business process.
3.Work flow can be triggered by an Event.
4.Work flow contains sequential steps.
5.Task intern refers to a methods of a work flow to implement a specific logic.
6. Steps can also refer to user decision, and other programmatic control.
Business Work Flow
