Workflow - I

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<p>Introduction to SAP WorkflowIndia Delivery Centre</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>1</p> <p>Agenda</p> <p>Day Day 1</p> <p>By Topic Anita Kembhavi SAP Workflow IIntroduction Workflow Definition Organizational Structure Configuring Workflow Business Workplace</p> <p>Day 2</p> <p>Anita Kembhavi SAP Workflow IIElements of Workflow Builder Task Definition Single Step Task - Standard Task (TS) Multiple Step Task - Workflow Template (WS) Containers Binding</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>2</p> <p>Introduction to WorkflowProblems of Office &amp; administration process Long lead times due to high transport and wait times Lack of transparency of processes connected to high work distribution Historically grown task assignments Inefficient communications between process participants Data entered more than once</p> <p>Goal Reorganize your business process</p> <p> Introduction to WorkflowOct 17, 2008 Introduction to SAP Workflow V1.0 3</p> <p>Goals of reorganizing Business Process Increase transparency of procedures used Increase employees responsibility Focus on the interest of the customer Better quality management</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>4</p> <p>Why SAP Business Workflow?Is tailored to customer needs and developmentsIs a tool for the automization of business processes Is not tied to any particular application Operates uniformly across applications Coordinates all participating tasks Provides users with active supportSAP Business Workflow</p> <p>SD MM PP QM PM</p> <p>FI CO AM PS</p> <p>R/3IS</p> <p>WF</p> <p>HR</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>5</p> <p>Why SAP Business Workflow?</p> <p>You can use the SAP Business Workflow system to support your enterprise processes in R/3 The SAP Business Workflow system is able to combine steps from different applications into one process The SAP Business Workflow system supplies the end user with all the information required for the next step</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>6</p> <p>Why SAP Business Workflow?</p> <p> SAP Business Workflow is a cross-application tool that makes it possible to integrate business tasks across departments, applications and system boundaries</p> <p>It is a tool that automates business processes in a flexible and transparent way and maps the individual tasks to the users so that a push technology informs and helps the users through the process. Steps which do not require user intervention are carried out automatically, along with business logic and escalation procedures.Oct 17, 2008 Introduction to SAP Workflow V1.0 7</p> <p>SAP Business WorkflowDesigned to handle all process dimensionsThe Process (Business)</p> <p>The Impact (Process Information)Oct 17, 2008</p> <p>The People(Organization)</p> <p>Introduction to SAP Workflow V1.0</p> <p>8</p> <p>Business Workflow Features Workflow provides a number of tools for defining and analyzing workflows as well as for monitoring operation. They are: Workflow Builder Business Object Builder Business Workplace System Admin Tools</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>9</p> <p>Business Workflow Features Workflow Builder It is for displaying and making changes to workflows. We can make Small extensions directly to the original workflows supplied by SAP, such as carrying out your own agent assignments or changing deadline monitoring. Business Object Builder Business Objects are used to make the functions of the R/3 Systems available to a workflow, this objects can be defined and analyze here. These business objects are made available to the workflow in reusable tasks, thus introducing object Orientation Business Workplace This is the area where the end user receives information about the activities they are to carry out. This provides them with a central overview of all the activities that they are authorized to carry out. They can commence the activities from here.Oct 17, 2008 Introduction to SAP Workflow V1.0</p> <p>10</p> <p>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 and require a high degree of coordination. workflow Management Systems control processes according to a predefined model and are especially</p> <p> suited to structured organizations.</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>11</p> <p>Workflow Benefits for the End UserSAP Business Workflow</p> <p>Faster, simpler access to information</p> <p>Less effort for administrative tasks</p> <p>Easier learning and understanding of processesOct 17, 2008 Introduction to SAP Workflow V1.0 12</p> <p>Workflow Benefits for Management</p> <p>Better control of information of deadlines of service levels of processing costs</p> <p>Flexible change of processes of organizational structure of underlying technology</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>13</p> <p>Workflow Benefits for the companyIncrease production </p> <p>Problems of Office and Administration Processes</p> <p>SAP Business Clearing backlogWorkflow Distribution of information and work: Every user gets his work list automatically from the system</p> <p>Accelerating the processes </p> <p>You will get cash discount more often Better/quicker reaction to errors</p> <p>Customers are more satisfied </p> <p>Processes are more quickly finished Better return on informationIntroduction to SAP Workflow V1.0 14</p> <p>Oct 17, 2008</p> <p>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</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>15</p> <p>Workflow is Not ..!!!!</p> <p>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!</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>16</p> <p>Advantages of Using WorkflowTransparent business processes</p> <p>Problems of Office and Administration Processes SAP Business Workflow</p> <p>For modeling and defining When? Rules, templates Organizational principles At runtime Current status of a certain business object the entire process Afterwards </p> <p>Weak point analysis Optimization and adaptationIntroduction to SAP Workflow V1.0 17</p> <p>Oct 17, 2008</p> <p>Advantages of Using Workflow . </p> <p>Deadline monitoring (max. processing time) SAP Business WorkflowWhen?</p> <p>Automatic notification</p> <p>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</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>18</p> <p>SAP Business Workflow Terminology</p> <p>Object</p> <p>Event</p> <p>Agent</p> <p>Step</p> <p>Task</p> <p>Role</p> <p>Work item</p> <p>Workflow</p> <p>Business Workplace</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>19</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>20</p> <p>Five Questions.?</p> <p>Who Should ?</p> <p>To What ?</p> <p>?In What Order?Introduction to SAP Workflow V1.0</p> <p>Do What ?</p> <p>When ?</p> <p>Oct 17, 2008</p> <p>21</p> <p>Do What? To What?</p> <p>Step Activity / Task </p> <p>Execute a Transaction Execute a Report Execute a Function Module Run a Routine in an External System Update a Spreadsheet</p> <p>Document generation User decision automatic control steps</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>22</p> <p>Who Should?</p> <p>SAP Business Workflow</p> <p>Process Workflow Definition</p> <p>Organization Org. unit Job Position</p> <p>Business Workplace</p> <p>Dynamic work list at logon! Work items are runtime versions of tasks.</p> <p>Agent</p> <p>User ID Role function Previous workflow agents</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>23</p> <p>In What Order</p> <p>Workflow DefinitionControls the Business Process</p> <p>Consists of steps Can be triggered by events</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>24</p> <p>When?</p> <p> Tells</p> <p>theworkflowthat something has happened can be started (triggering event) can be ended (terminating event) step for reacting to an event type Event creator</p> <p>Event</p> <p> Workflow Step Wait Step</p> <p>Outcome</p> <p>shows different results of a step</p> <p>outcome1</p> <p>outcome2</p> <p>outcome3</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>25</p> <p>Organization Plan .Organizational PlanRepresentation of the task-related, functional structure of the enterprise.</p> <p>An organizational Plan is made up ofan organizational structure, with which the reporting structure and task distribution are created using organizational units (departments, for example). Staff assignments for each organizational unit, in which the current persons (employees), users and vacancies are listed.</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>26</p> <p>Organization Plan TerminologyRoot Organizational Unit The highest organizational unit in an organizational structure is the root organizational unit. Additional Organizational Unit Depict the functional units of an enterprise with organizational units Jobs Jobs simplify the procedure of creating positions. Jobs are classifications of functions in an enterprise (administrator, for example), which are defined by the assignment of characteristics. Jobs serve as job descriptions, that apply to several positions with similar tasks or characteristics.Oct 17, 2008 Introduction to SAP Workflow V1.0 27</p> <p>Organization Plan TerminologyPositions -Positions are specific to your organization -Multiple positions may perform similar job tasks -Represents a post which can be occupied by a person (employee) in the staff assignments of an organizational unit, purchasing administrator, for example. -Positions differ from jobs. -The position automatically inherits the tasks and characteristics of the job. Users By assigning a user to a position you determine - where an R/3 user is functionally assigned in your enterprise - which tasks an R/3 user performs - which R/3 users are to be forwarded tasks in a workflowOct 17, 2008 Introduction to SAP Workflow V1.0 28</p> <p>Example for Organizational chart</p> <p>C om pany P Q RS F I D e p ra tm e n t A c c o u n t s P a y a b le C le rk P u r c h a s in g D e p a r tm e n t P o s it i o n f o r c o n t r o l l e r o f P l a n t A M r X P o s i t io n f o r C o n t r o l l e r o f P l a n t B M s B M r Y</p> <p>Additional Organizational UnitH u m a n R e s o u rc e s A d m i n is t r a t i o n F a c ilit ie s a n d s e r v ic e s</p> <p>Position s</p> <p>M s A</p> <p>User</p> <p>User</p> <p>Positions</p> <p>Additional Organizational Unit</p> <p>Root organizational unit</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>29</p> <p>Steps to create Organizational PlanCreate root organizational unit Create additional organizational units Create Positions Create Jobs Assign Users/Holders</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>30</p> <p>Create Organizational UnitSearch Area Overview Area</p> <p>Detail Area Selection Area</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>31</p> <p>Uses of Organizational ManagementWorkflow refers to current organization Automatic routing adjustments are made for employee changes or reassignments High flexibility with regard to organizational changes</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>32</p> <p>Business Workplace</p> <p>Business Workplace</p> <p> Work items are displayed to the user for execution in their Business Workplace. Work items are instances of a workflow at runtime. Their are various types of work item. Only certain types are displayed in the Business Workplace.Oct 17, 2008 Introduction to SAP Workflow V1.0 33</p> <p>Work list as interface for end user</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>34</p> <p>Business Workplace</p> <p>Business Workplace -</p> <p>Display</p> <p>Reserve</p> <p>Replace</p> <p>Forward</p> <p>Resubmit</p> <p>Execute</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>35</p> <p>Work Item - Functions</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>36</p> <p>Execute the work Item</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>37</p> <p>Display Workflow Log</p> <p>Workflow Log</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>38</p> <p>Workflow Log</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>39</p> <p>View With Technical Details</p> <p>Tech details</p> <p>Graphics</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>40</p> <p>Graphical Log</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>41</p> <p>Work Item Display</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>42</p> <p>Technical Work Item Display</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>43</p> <p>Unit Test Workflow</p> <p>Test</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>44</p> <p>History of Work Items</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>45</p> <p>Configuring Workflow</p> <p>The function automatic customizing allows you to maintain SAP Business workflow standard settings.Oct 17, 2008 Introduction to SAP Workflow V1.0 46</p> <p>Problem with Workflow?</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>47</p> <p>Required Workflow AuthorizationsS_WF_ALL S_WF_PROCORG S_WF_USER S_WF_WFADMIN administrator - All SAP Business Workflow authorizations - Template of a profile for a process organizer - Template of a profile for a task agent - Template of a profile for a workflow system</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>48</p> <p>Agenda</p> <p>Day Day 2</p> <p>By Topic Anita Kembhavi SAP Workflow IIElements of Workflow Builder Task Definition Single Step Task - Standard Task (TS) Multiple Step Task - Workflow Template (WS) Containers Binding</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>49</p> <p>Workflow ArchitectureOrganizational unit Positions User Activity groups</p> <p>Roles</p> <p>Who is executing the processing steps? (Organization Management) Which steps does the process contain? (Workflow Builder)</p> <p>Methods Events</p> <p>For example</p> <p>Attributes BAPI</p> <p>Purchase</p> <p>Business object type level (Business Object Repository) What is started? ABAP of different applications</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>50</p> <p>Workflow Project Steps</p> <p>Identify the Business Process Does an SAP</p> <p>Yes</p> <p>workflow already exist in the standard system?</p> <p>No</p> <p>Use the SAP workflow</p> <p>1. Create the workflow 2. Implement the workflow 3. Test the workflow</p> <p>Oct 17, 2008</p> <p>Introduction to SAP Workflow V1.0</p> <p>51</p> <p>Areas of Workflow Builder</p> <p>Steps</p> <p>Workflow</p> <p>Definition</p> <p>OverviewContainer Tasks Document Templates</p> <p>Step Types</p> <p>MessagesOct 17, 2008 Introduction to SAP Workflow V1.0 52</p> <p>Areas of Workflow Builder The workflow definition is created in the Workflow Builder and is displayed graphically in a network. The Workflow Builder is subdivided into the following areas: Steps: Tree structure with sequence of workflow steps. The corresponding step definition can be called by double-clic...</p>