Why use SAP Workflow?
SAP Workflow ensures " the right work is brought
in the right sequence at the right time to the right
people". It is a tool designed to facilitate and
automate business processes that require tasks to be
performed by people. Ideal for casual or non-SAP users,
since all the work items can be performed outside of SAP
by simply responding to an email, SAP workflow can be
linked to Microsoft Outlook or Lotus Notes. Each step of
a business transaction can be easily monitored and
processes are completed from the beginning to the end.
Workflow allows process owners to keep an eye on
deadlines, provides statistics on the length of time to
complete work processes, determine the workload with
regard to individual employees and save processing time.
Since Workflow delivers work items to employees
automatically via email, they do not have to wait or
inquire about the status of a particular transaction.
SAP Business Workflow can also be used to respond to
errors and exceptions - it can start when predefined
events occur. For example, an event can be triggered if
particular errors are found during an automatic check of
the data SAP workflow is particularly useful when there
is a business process involving more than one person,
when an automatic notification can replace a manual
communication and when there is a defined set of
individuals and/or documents implicated. It organizes
one's work, alerts users and directs traffic by sending
work items - once the user executes the work item, then
another one can be sent to another user. For example, a
Manager could use workflow to approve a vacation request
from an employee. The workflow application would ensure
that each person involved uses the correct online form
and successfully completes their step before the planned
leave was entered into SAP - either by an Administrator
or automatically. By the same token, if someone
registers for a training class, Workflow can act as an
alert tool by notifying the supervisor in question or
reminding the individual of an upcoming class.
Before implementing SAP Business Workflow,
organizations should start by asking a series of
questions, such as: - Which HR processes do we want to
automate? - To what extent can we change current
procedures and pass them over to electronic control? -
What steps are these procedures made up of? - Who are
the individuals involved and what are their roles? - How
do we get the Workitem to go to the right people?
Even though Workflow can be implemented via
user-defined tables without the Organizational
Management component in place, having a pre-defined
organizational structure adds tremendous value and saves
time. A clear reporting structure made up of positions
and position holders that is maintained by the HR
department, ensures the ongoing ease-of-maintenance
effort. The ability of HR personnel to add and delete
users from positions as people come and go, without
affecting your core workflows, is a tremendous long-term
benefit. If you have Personnel Administration in place,
employee's email addresses can also be maintained by the
HR department in addition to employee's respective
Time/HR and Payroll administrators who might be involved
in the Workflow.
There are basically three options for connecting
workflow to external email: Microsoft Outlook/Exchange,
Lotus Notes or SAP Connect and Internet Mail. A key
factor in SAP R/3 4.6 implementations and upgrades will
be the use of a Web browser as the main workflow
interface.
Benefits of SAP Workflow
Although the advantages gained by using workflow are
not of financial nature, the time saved by optimizing
processes could easily be translated into money. - The
quality of your processes will be assured by sending
relevant information directly to the user. Managers
don't have the time to search for information. For
example if an employee obtains a qualification as a
result of hard work or training, their Managers can be
notified immediately. - Cycle time is reduced by
providing all the necessary information needed: people
can check their list of pending tasks and determine
which tasks can be completed the next day without any
negative impact. I.e. A Payroll Administrator might be
notified immediately of an employee address change via
ESS that might implicate taxes. - Workflow allows to
monitor deadlines.
It could be used to remind employees of upcoming
performance reviews or training or to send payroll
year-end tasks items to the relevant Payroll
Administrators. Deadline handing ensures that users
perform the tasks within the time planned. Escalation
measures ensure that the failure to meet a deadline can
be corrected by other means. - Users can see at a glance
how the process works and who will be selected to
perform the different tasks, which creates a transparent
work environment. - SAP contains Workflow templates,
which can be used as a reference providing more than 200
Workflow samples. - Implementing Workflow will save
costs. Ask yourself how much time is spent gathering
information, getting hold of people, logging into
different systems and trying to understand who to give a
task to? How often does this current process fail and
how labor intensive is it to fix it? Workflow reduces
time and effort spent and the savings in days can be
considerable.
How does it work?
There are several components of a workflow: Workflow
Definition, Work Items, Triggering Events and at the
Receiving end the Organizational Structure. The workflow
definition is created in the Workflow builder and is
made up of the various steps. Each step of the workflow
definition can be a task pointing to a SAP transaction
or a decision. A decision might contain specifications
about agents and deadline monitoring for a step. The
workflow is started either manually or by the system at
runtime. For the system to start a workflow, the
workflow definition must contain a triggering event (for
example the event "Address update by the
employee"). When the event occurs, the relevant
workflow is started automatically. Tasks or Work items
describe the activities involved and can refer to
automatically executable methods (i.e. send an email to
a supervisor) or they might need a user to execute them
(i.e. supervisor has to go and click on a button in his
workplace to approve something). Tasks refer to business
objects, which are ABAP coding. Events are activities
that trigger the workflow - one or several workflows at
the time. Once the workflow is triggered, the definition
flowchart determines when and in what order work
happens. Work items are then received and executed in MS
Outlook, Lotus Notes, mySAP Workflow MiniApp or the SAP
integrated inbox. Alternatively, the workflow system can
transmit e-mail notifications directly to any mail
system, informing the user of the need to log in to the
SAP system to execute the task. A work item is always
assigned to one or more users. Once the task is
executed, the work item vanishes from the other users'
inboxes.
Integration to Email systems
Usually executable work items are received in the
Workflow inbox. But casual SAP users, especially
Managers might forget to check their inbox at a regular
basis and so it makes sense to set up reminder emails,
informing people via a batch job that they have work
items in their inbox. Alternatively, an email can be
sent directly to their Lotus Notes / Outlook account
with a hotlink to the Workflow inbox. All emails,
whether they exists in the form of Workflow
notifications, Workflow Workitems, or just a standard
SAP Office memo, are sent out of SAP through SAPConnect.
This provides the all in one gateway between SAP and the
mail server. The transport of workflow items between
SAPConnect and the mail server (whether that's Lotus
Notes or Microsoft Outlook) has been facilitated by SAP
provided add-ons that are fully optimized for the
different protocols required for each server. Lotus
Notes, for example, uses a 'pipe' called the MTA, or
Message Transfer Agent. This was designed jointly
between SAP and Lotus to provide full integration
between the two systems.
It should be noted that the type of transport
medium used is dependent on the mail server and not the
mail client. In other words, if the employee uses
Outlook on their computer but the mail server is a Lotus
Domino server, the MTA would be the mail gateway used.
Each workflow background user must have an email address
stored in their user profile. It is note worthy that no
approval or reply notification will be allowed from an
external mail system - in other words external email
systems cannot respond back to SAP for security reasons.
Looking ahead…
Workflow is becoming more and more web-oriented which
allows external business partners to receive
notifications. Companies can adopt Workflow together
with "Webflow" where workflows can be
initiated via Internet transactions and where different
external business partners can receive notifications
sent by the workflow. The Web inbox offers access to
partner companies logging on to your Web portal and it
refreshes itself automatically. Any type of work item
can be executed directly from a centralized list of work
items, no matter what graphical user interface is needed
to run it. Webflow is particularly useful when a company
deals with outside partners using different software
platforms.
Workflows can make an ERP system more efficient by
automating situations in which work processes have to be
run through repeatedly, or situations in which the
business process requires the involvement of a large
number of agents in a specific sequence. It is essential
that the Workflow consultant is an expert in ABAP
development or has access to ABAP programmers since a
good deal of the work is technical. You will also need
someone familiar with Lotus Notes / Outlook concepts and
development in order to create the interfaces between
the systems. The Workflow consultant should also have
experience in installing and integrating efficient
electronic archive systems.
|