Workflow - I

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Introduction to SAP WorkflowIndia Delivery Centre

Oct 17, 2008

Introduction to SAP Workflow V1.0

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Agenda

Day Day 1

By Topic Anita Kembhavi SAP Workflow IIntroduction Workflow Definition Organizational Structure Configuring Workflow Business Workplace

Day 2

Anita Kembhavi SAP Workflow IIElements of Workflow Builder Task Definition Single Step Task - Standard Task (TS) Multiple Step Task - Workflow Template (WS) Containers Binding

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Introduction to WorkflowProblems of Office & 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

Goal Reorganize your business process

Introduction to WorkflowOct 17, 2008 Introduction to SAP Workflow V1.0 3

Goals of reorganizing Business Process Increase transparency of procedures used Increase employees responsibility Focus on the interest of the customer Better quality management

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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

SD MM PP QM PM

FI CO AM PS

R/3IS

WF

HR

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Why SAP Business Workflow?

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

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Why SAP Business Workflow?

SAP Business Workflow is a cross-application tool that makes it possible to integrate business tasks across departments, applications and system boundaries

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

SAP Business WorkflowDesigned to handle all process dimensionsThe Process (Business)

The Impact (Process Information)Oct 17, 2008

The People(Organization)

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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

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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

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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

suited to structured organizations.

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Workflow Benefits for the End UserSAP Business Workflow

Faster, simpler access to information

Less effort for administrative tasks

Easier learning and understanding of processesOct 17, 2008 Introduction to SAP Workflow V1.0 12

Workflow Benefits for Management

Better control of information of deadlines of service levels of processing costs

Flexible change of processes of organizational structure of underlying technology

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Workflow Benefits for the companyIncrease production

Problems of Office and Administration Processes

SAP Business Clearing backlogWorkflow Distribution of information and work: Every user gets his work list 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 informationIntroduction to SAP Workflow V1.0 14

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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

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Workflow is Not ..!!!!

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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Advantages of Using WorkflowTransparent business processes

Problems of Office and Administration Processes SAP Business Workflow

For modeling and defining When? Rules, templates Organizational principles At runtime Current status of a certain business object the entire process Afterwards

Weak point analysis Optimization and adaptationIntroduction to SAP Workflow V1.0 17

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Advantages of Using Workflow .

Deadline monitoring (max. processing time) SAP Business WorkflowWhen?

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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SAP Business Workflow Terminology

Object

Event

Agent

Step

Task

Role

Work item

Workflow

Business Workplace

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Five Questions.?

Who Should ?

To What ?

?In What Order?Introduction to SAP Workflow V1.0

Do What ?

When ?

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Do What? To What?

Step 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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Who Should?

SAP Business Workflow

Process Workflow Definition

Organization Org. unit Job Position

Business Workplace

Dynamic work list at logon! Work items are runtime versions of tasks.

Agent

User ID Role function Previous workflow agents

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In What Order

Workflow DefinitionControls the Business Process

Consists of steps Can be triggered by events

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When?

Tells

theworkflowthat something has happened can be started (triggering event) can be ended (terminating event) step for reacting to an event type Event creator

Event

Workflow Step Wait Step

Outcome

shows different results of a step

outcome1

outcome2

outcome3

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Organization Plan .Organizational PlanRepresentation of the task-related, functional structure of the enterprise.

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.

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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 organizat