SAP Workflow - Concepts, Inboxes, Reporting, and...

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BIT600 SAP Workflow - Concepts, Inboxes, Reporting, and Using Standard Templates SAP NetWeaver Date Training Center Instructors Education Website Participant Handbook Course Version: 2006 Q2 Course Duration: 2 Day(s) Material Number: 50086321 An SAP course - use it to learn, reference it for work

Transcript of SAP Workflow - Concepts, Inboxes, Reporting, and...

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BIT600SAP Workflow - Concepts,

Inboxes, Reporting, and UsingStandard Templates

SAP NetWeaver

Date

Training Center

Instructors

Education Website

Participant HandbookCourse Version: 2006 Q2Course Duration: 2 Day(s)Material Number: 50086321

An SAP course - use it to learn, reference it for work

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Copyright

Copyright © 2007 SAP AG. All rights reserved.

No part of this publication may be reproduced or transmitted in any form or for any purposewithout the express permission of SAP AG. The information contained herein may be changedwithout prior notice.

Some software products marketed by SAP AG and its distributors contain proprietary softwarecomponents of other software vendors.

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trademarks of Informix Software Incorporated.� UNIX®, X/Open®, OSF/1®, and Motif® are registered trademarks of the Open Group.� Citrix®, the Citrix logo, ICA®, Program Neighborhood®, MetaFrame®, WinFrame®,

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technology invented and implemented by Netscape.� SAP, SAP Logo, R/2, RIVA, R/3, SAP ArchiveLink, SAP Business Workflow, WebFlow, SAP

EarlyWatch, BAPI, SAPPHIRE, Management Cockpit, mySAP.com Logo and mySAP.comare trademarks or registered trademarks of SAP AG in Germany and in several other countriesall over the world. All other products mentioned are trademarks or registered trademarks oftheir respective companies.

Disclaimer

THESE MATERIALS ARE PROVIDED BY SAP ON AN "AS IS" BASIS, AND SAP EXPRESSLYDISCLAIMS ANY AND ALL WARRANTIES, EXPRESS OR APPLIED, INCLUDINGWITHOUT LIMITATION WARRANTIES OF MERCHANTABILITY AND FITNESS FOR APARTICULAR PURPOSE, WITH RESPECT TO THESE MATERIALS AND THE SERVICE,INFORMATION, TEXT, GRAPHICS, LINKS, OR ANY OTHER MATERIALS AND PRODUCTSCONTAINED HEREIN. IN NO EVENT SHALL SAP BE LIABLE FOR ANY DIRECT,INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES OF ANYKIND WHATSOEVER, INCLUDING WITHOUT LIMITATION LOST REVENUES OR LOSTPROFITS, WHICH MAY RESULT FROM THE USE OF THESE MATERIALS OR INCLUDEDSOFTWARE COMPONENTS.

g200711213528

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About This HandbookThis handbook is intended to complement the instructor-led presentation of thiscourse, and serve as a source of reference. It is not suitable for self-study.

Typographic ConventionsAmerican English is the standard used in this handbook. The followingtypographic conventions are also used.

Type Style Description

Example text Words or characters that appear on the screen. Theseinclude field names, screen titles, pushbuttons as wellas menu names, paths, and options.

Also used for cross-references to other documentationboth internal (in this documentation) and external (inother locations, such as SAPNet).

Example text Emphasized words or phrases in body text, titles ofgraphics, and tables

EXAMPLE TEXT Names of elements in the system. These includereport names, program names, transaction codes, tablenames, and individual key words of a programminglanguage, when surrounded by body text, for exampleSELECT and INCLUDE.

Example text Screen output. This includes file and directory namesand their paths, messages, names of variables andparameters, and passages of the source text of aprogram.

Example text Exact user entry. These are words and characters thatyou enter in the system exactly as they appear in thedocumentation.

<Example text> Variable user entry. Pointed brackets indicate that youreplace these words and characters with appropriateentries.

2007 © 2007 SAP AG. All rights reserved. iii

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About This Handbook BIT600

Icons in Body TextThe following icons are used in this handbook.

Icon Meaning

For more information, tips, or background

Note or further explanation of previous point

Exception or caution

Procedures

Indicates that the item is displayed in the instructor'spresentation.

iv © 2007 SAP AG. All rights reserved. 2007

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ContentsCourse Overview ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii

Course Goals .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .viiCourse Objectives ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .vii

Unit 1: Introduction..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Workflow: Concept, Terminology, and Example Application .. . . . .2The 5 Main Features of a Business Process ... . . . . . . . . . . . . . . . . . . . 10

Unit 2: Organizational Structure..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Organizational Management .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Creating an Organizational Plan .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Unit 3: SAP Workflows ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63Finding, Adapting, and Using SAP Workflows .. . . . . . . . . . . . . . . . . . . 64

Unit 4: Customizing ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87Basic Customizing for the Workflow Engine.. . . . . . . . . . . . . . . . . . . . . . 88

Unit 5: Business Workplace .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109Functions in the Business Workplace ... . . . . . . . . . . . . . . . . . . . . . . . . . . 110Alternatives to the Business Workplace ... . . . . . . . . . . . . . . . . . . . . . . .133

Unit 6: Workflow Architecture ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151Standard Tasks and Workflow Templates .. . . . . . . . . . . . . . . . . . . . . . .152Standard Tasks: Features and Use ... . . . . . . . . . . . . . . . . . . . . . . . . . . . .155Workflow Templates: Features and Use ... . . . . . . . . . . . . . . . . . . . . . . .167

Unit 7: Monitoring and Analysis..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189Specific Transactions for Runtime Monitoring.. . . . . . . . . . . . . . . . . . .190Using the Workflow Log ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .207

2007 © 2007 SAP AG. All rights reserved. v

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Contents BIT600

Appendix 1: Review ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221

Appendix 2: Applications of Workflow in your Company ..227

Appendix 3: Enhancing SAP Workflows ..... . . . . . . . . . . . . . . . . . . . 239

Appendix 4: Transaction Codes and Menu Paths ..... . . . . . . . 249

Glossary..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253

vi © 2007 SAP AG. All rights reserved. 2007

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Course OverviewThe course BIT600 introduces the concept of SAP's Workflow Engine,and terminology used in association with it. It also explains the use ofworkflow-oriented organizational structures for agent determination, and basiccustomizing of the Workflow Engine.

The course explains how to find, adjust, and use SAP workflows, as well asoptions for making customer-specific enhancements to SAP workflows, includingsimple deadline monitoring.

You will also become familiar with the functions of the Business Workplace, andthe use of standard tools to monitor the Workflow runtime environment.

The information contained in this course applies to the following SAP softwarecomponents and release versions:

� SAP ERP 6.0� All components that use SAP NetWeaver Application Server 7.0

Target AudienceThis course is intended for the following audiences:

� Implementation team members with an interest in SAP Workflows� Implementation team members with an interest in Workflow Engine tools

Course PrerequisitesRequired Knowledge

� SAPTec

Course GoalsThis course will prepare you to:

� Describe the capabilities of the Workflow Engine and provide a realisticview of the opportunities made available through the use of workflows

� Use Workflow terminology and Workflow tools� Use the SAP Workflows included in the standard solution� Locate the required Workflow documentation� Use options for responsibilities and task routing� Analyze the implementation of Workflows

2007 © 2007 SAP AG. All rights reserved. vii

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Course Overview BIT600

Course ObjectivesAfter completing this course, you will be able to:

� Outline the benefits of using workflow� Identify workflow components, define terms and describe concepts� Create an organizational structure� Find SAP workflows and their documentation� Customize and execute SAP workflows� Extend SAP workflows and identify options for agent determination� Run workflow reports

SAP Software Component InformationThe information in this course pertains to the following SAP Software Componentsand releases:

viii © 2007 SAP AG. All rights reserved. 2007

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Unit 1Introduction

Unit OverviewThis unit introduces the concept of the Workflow Engine and its associatedterminology. It demonstrates the possible uses and advantages of implementingWorkflow, and the underlying features of a Workflow.

Unit ObjectivesAfter completing this unit, you will be able to:

� Describe the concept of workflow in an SAP context.� Use the basic terminology of the Workflow Engine.� Name the criteria to be considered when using workflows.� Describe the basic elements of a business process.

Unit ContentsLesson: Workflow: Concept, Terminology, and Example Application... . . . .2Lesson: The 5 Main Features of a Business Process ... . . . . . . . . . . . . . . . . . . . 10

Exercise 1: Workflow Terminology .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

2007 © 2007 SAP AG. All rights reserved. 1

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Unit 1: Introduction BIT600

Lesson: Workflow: Concept, Terminology, and ExampleApplication

Lesson OverviewThis lesson provides an introduction to the concept of the Workflow Engine andits associated terminology. Possible uses and advantages of a using workflow areexplained and demonstrated using practical examples.

Lesson ObjectivesAfter completing this lesson, you will be able to:

� Describe the concept of workflow in an SAP context.� Use the basic terminology of the Workflow Engine.� Name the criteria to be considered when using workflows.

Business ExampleThe workflow implementation team wants to gain an overview of the conceptand possible applications of a Workflow approach. The overview is completedby an example demonstration.

Workflow Concept

Figure 1: Goals of Reorganizing Business Processes

2 © 2007 SAP AG. All rights reserved. 2007

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BIT600 Lesson: Workflow: Concept, Terminology, and Example Application

Many studies have shown the following to be fundamental problems in the area ofoffice communication and organization:

� Long turnaround times� Lack of process transparency� A high level of work distribution, with historically-based task assignment

that can prevent smooth running of the processes.� Archives that do not enable you to access documents securely and quickly� Slow and inefficient communication between all involved in the process.

The aims of workflow management systems are to provide complete support forbusiness processes, to make information accessible quickly, and to dramaticallyreduce throughput times, waiting times, and transport times.

For this reorganization of business processes to be successful, management mustactively support the project.

Every department must play an active role in the development process. Allemployees should contribute their knowledge and experience.

Figure 2: Workflow Concept

Workflow management systems are information technology tools for thetechnological implementation of Business Process Reengineering. They supportand speed up business processes. They enable the employees involved to carry outcomplex business processes irrespective of time and place.

2007 © 2007 SAP AG. All rights reserved. 3

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Unit 1: Introduction BIT600

The flow of work is controlled and coordinated actively by the workflowmanagement system. The control functions are particularly useful for monitoringthe time spent on individual worksteps and for triggering the relevant escalationprocedures if deadlines are missed. It also enables you to track the current statusof a process at any time.

The Workflow Engine functions integrate and supplement the comprehensivebusiness functions of the SAP system.

The integration of Organizational Management into the Workflow Engine enablestasks to be linked with agents using organizational assignments.

Workflow concept: Which processes are particularly suited to the use ofworkflows?

� A workflow management system facilitates the electronic processing ofstructured processes that:

� Include a number 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 particularly suited to structured organizations.

Workflow concept: workflow is not intended for ...

� The management of �one-off� processes� Document management (although Workflow can work alongside document

management)� Standard e-mail and groupware: Workflow can do much more� Data distribution across multiple systems: However, Workflow supports this

option from ALE and EDI� Proving a tool to make up for missing functions� Screen sequence control in a transaction

Workflow cannot make up for missing SAP functions. If you cannot execute afunction manually, you cannot execute it with a workflow either. The functionmust exist in the program code before it can be used by workflow.

4 © 2007 SAP AG. All rights reserved. 2007

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BIT600 Lesson: Workflow: Concept, Terminology, and Example Application

Advantages of Using Workflow

Figure 3: Workflow: Advantages for End Users

As soon as a task is due for processing, it is delivered to the user in their electronicinbox (the effort of retrieving the task is avoided, because the system delivers it).

All the information, explanations and instructions available are delivered to theuser at the same time.

The workflow branches automatically to the correct transactions of the SAPsystem. The workflow definition maps the business process or a sub-process.

Insurance companies were probably one of the first to demonstrate the advantagesof a seamless processing chain. Here, clerks are responsible for acquiringcustomers, concluding contracts, and providing support. This contradicts the basicprinciples of Taylorism, since the clerk must carry out these tasks across severalapplications and functions.

2007 © 2007 SAP AG. All rights reserved. 5

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Unit 1: Introduction BIT600

Figure 4: Workflow: Advantages for Management

Deadline monitoring is a means of process control. It includes an option to initiateescalation procedures. For example, an enterprise aims to answer customerinquiries or create an invoice one week after the purchase order is received.

An escalation procedure can ensure that a particular employee is informed if thedeadline has passed. A second form of escalation procedure allows any action tobe taken after the deadline has passed.

The employee responsible, either for processing the object or for escalationprocedures, is determined automatically at runtime using the organizationalstructure or using rule resolution. For example, an employee could be responsiblefor verifying invoices due to the fact that they are in a certain department inOrganizational Management. The employee responsible when a deadline is missedcan also be determined, for example using the rule �Find Superior of�.

Since agents are found by evaluating the organizational plan at runtime, theorganization can easily be changed. The workflow will always determine thecorrect agents. It is not necessary to change the workflow.

Process flows can change. The workflow definition can be adapted in theWorkflow Builder. A change takes effect when a new version of the workflowis activated.

6 © 2007 SAP AG. All rights reserved. 2007

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BIT600 Lesson: Workflow: Concept, Terminology, and Example Application

Workflow: Advantages for the Enterprise

� Increases production

� Backlog reduction� Distribution of information and work:

All users get their worklist automatically from the system

� Speeds up processes

� Cash discounts more often� Better/faster reaction to errors

� Increases customer satisfaction

� Processes completed more quickly� Better information flow

In the case of purchase orders, you can find out the current processing status- a function that is particularly important for customer service or for answeringcustomer inquiries.

Even data for processes that have already been terminated is still available. Youcan therefore identify weak points in the process and optimize the process flow.

Example Application and Workflow Terminology

Figure 5: A Business Process as a Workflow in SAP

2007 © 2007 SAP AG. All rights reserved. 7

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Unit 1: Introduction BIT600

You can use changes to a customer master record as an event to start a Workflowautomatically.

Every time a new customer is created with a large order volume, a Workflowshould start automatically which runs through the three follow-on procedures.

Figure 6: Workflow Engine - Terminology

A workflow glossary is available to help with terminology. You will find theglossary in the appendix as well as in the online documentation.

8 © 2007 SAP AG. All rights reserved. 2007

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BIT600 Lesson: Workflow: Concept, Terminology, and Example Application

Lesson Summary

You should now be able to:� Describe the concept of workflow in an SAP context.� Use the basic terminology of the Workflow Engine.� Name the criteria to be considered when using workflows.

2007 © 2007 SAP AG. All rights reserved. 9

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Unit 1: Introduction BIT600

Lesson: The 5 Main Features of a Business Process

Lesson OverviewThis lesson describes the main features of a business process (�The 5 Ws ofworkflow�), and how they interact with each other.

Lesson ObjectivesAfter completing this lesson, you will be able to:

� Describe the basic elements of a business process.

Business ExampleThe implementation team has an overview of the practical process of a demoworkflow. They now want to establish the basic elements of a workflow.

The five key questions for every business process

Figure 7: The five key questions for every business process

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BIT600 Lesson: The 5 Main Features of a Business Process

In what order?

Figure 8: In what order?

A workflow definition describes the business process to be mapped, for exampleapproving vacation.

A workflow definition consists of individual, sequential steps.

Each step describes one action in the workflow process.

Examples:

1. Creating an order2. Checking an order3. Creating a loop for resubmission4. Waiting for the result of another process

As examples 3 and 4 show, actions in the workflow can be control steps. Youcan also refer to specific tasks, which have to be executed by selected agents(examples 1 and 2).

This is how, for example, a superior normally approves a leave request.

Every step type in the workflow has its own symbol to make the definition easyto read.

Workflows are usually triggered by events. These events are not dependent on theworkflow, and must be actively linked to it.

The data is automatically transferred from one workflow step to another workflowstep.

The interface for this data flow is the Workflow Container.

2007 © 2007 SAP AG. All rights reserved. 11

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Unit 1: Introduction BIT600

Figure 9: Workflow Definition: Workflow Builder

TheWorkflow Builder is the central tool of the Workflow Engine. It can be usedfor creating, changing, testing, and displaying a workflow definition.

The Workflow Builder is dealt with in greater detail in course BIT601.

What activity is being performed, and using what?

Figure 10: WHAT?

Diese Frage bezieht sich auf jede einzelne auszuführende Aktivität(Aufgabe).

A task might execute a transaction, a report, a function module, run a routine in anexternal system, update a spreadsheet, or simply act as a reminder that somethingis to be carried out manually.

12 © 2007 SAP AG. All rights reserved. 2007