SAP Business Workflow

R/3 Workflow
Applications Technology

Optimize
Business Processes

© SAP America, March 1996, Doni Steward

 What Does
Workflow
Do?
AUTOMATES THE Workflow is the
automation of the
BUSINESS PROCESS business process
inclusive of all
processing steps
and activities.

Workflow is the presentation, to the appropriate knowledge

worker or agent, of the data, information and documents
necessary to make an effective decision. Workflow is the
collection and reporting of processing steps, activities and
metrics
© SAP America, March 1996, Doni Steward
Processing Roadblocks

⚫ Inadequate communication between process

participants - manual notifications
⚫ Limited access to information, data and documents
needed for processing
⚫ Manual exception identification, research and
processing
⚫ Sequential processing limitations

⚫ Manual tracking and monitoring of tasks

⚫ No process oriented information for reporting

© SAP America, March 1996, Doni Steward

Enterprise Workflow Automates The Corporate Process
Proof of
Delivery Trouble
Report
Sales Product Customer
Sales Management Planning Service

Sales Budget
Order Forecast

Production
Planning Customer

Packing
Slip Invoice

Order Shipping &

Processing Assembly Receiving Accounting Product

Assembly Assembly Shipping Invoice

Order Order Order Packing
Packing Slip
Slip
Product
Product

© SAP America, March 1996, Doni Steward

SAP Process Dynamics

Re-
Engineering

P
R
O
Analysis C R/3
E
S
S

Workflow

© SAP America, March 1996, Doni Steward

R/3 Process Automation

◼ View the total process at the Corporate level

 Clearly understanding the processing goal
 Crossing multiple departments
 Spanning application boundaries
 Beyond functional limits

© SAP America, March 1996, Doni Steward

R/3 Multi-Dimensional Workflow
Encircles Embodied
K F L
all of O in all
R/3 R W
O applications
SD FI
W MM CO
PP Business AM
Middleware W
QM PS
O
PM WF
HR IS L
F
Re- K Incorporated
Engineering R in the
W O
Catalyst infrastructure

© SAP America, March 1996, Doni Steward

Unique Operating Paradigm

Business Workflow

SD FI
MM CO
PP AM

QM
PM
R/3
WF
PS Integrated Applications
HR IS

Business Middleware Layer

© SAP America, March 1996, Doni Steward

SAPBusiness Workflow: Multi-Tiered Power

R O U
R T
U E
Work Item S
L
Organization
E Application S
S
E
R O L

© SAP America, March 1996, Doni Steward

Business Workflow Components
Workflow Manager
Single Routing Structure
Workflow Information System
Integrated Inbox
Business Navigator
Business Workflow Tools
Business Workflow Task
Organization Structure
Business Object Repository

© SAP America, March 1996, Doni Steward

R/3 Infrastructure
Document Organizational SAP address book
Database Management X.500 interface
distribution
lists

Integrated Application Archive

Inbox Integration
and Workflow
Integration

Desktop Workflow Communication:

Integration Manager Fax
X.400
Internet

© SAP America, March 1996, Doni Steward

Workflow Manager

Workflow
Manager Record
history
Create Resolve
work items messages
SD FI
MM CO
Evaluate PP AM Allocate
conditions agents
QM PS

PM WF

Process HR IS
Organize
events data flows
Monitor Synchronize
deadlines Manage cross process
application
flows

© SAP America, March 1996, Doni Steward

Integrated (Universal) Inbox - One Stop Shop

Office Workflow Customized

All Items Express Priority WF for CS

Mail from
Notifications New P. Wahl

Fax Exceptions Sales WF

Missed
Internet Deadlines Unread Mail

Reschedule

All Items All Items

© SAP America, March 1996, Doni Steward

Workflow From An Application Approach
Applications Workflow Application

Process
Human Info
Resources Rules Roles Routes
System

Process
General Info
Ledger Rules Roles Routes
System

Process
Payroll Rules Roles Routes Info
System

© SAP America, March 1996, Doni Steward

Traditional Application Based Routing
Applications Process Roles & Routes

Role Green
Human
Resources Jones

Smith

Role Carter
General Jones
Ledger
Smith

Role Baker

Payroll Collins

Smith

© SAP America, March 1996, Doni Steward

Application Based Workflow

⚫ Multiple routing, rules and reporting structures - a separate

one for each application
⚫ Increased technology overhead, administration,
maintenance and cost
⚫ Fragmented process views and designs based on
application limitations and boundaries
⚫ Redundant automation efforts due to imposed application
boundaries
⚫ Fragmented reporting and workflow analysis - no process
change control and costing mechanisms

© SAP America, March 1996, Doni Steward

SAP Process Based Workflow
⚫ A single routing structure for all workflow processes across all
applications
◼ Less administration and maintenance
⚫ Workflow tasks are tied to geographic locations, positions, jobs,
etc. in the organization structure - not just to people
◼ More flexibility, less administration
⚫ Routing is dynamically assigned by the Workflow Manager based
upon work item content, processing logic and role-based
restrictions (rules)
◼ More process logic control and sophistication
⚫ One information system captures all process and people metrics for
analysis and cost impact
◼ Process information to facilitate process costing and change
control

© SAP America, March 1996, Doni Steward

Workflow And The Organizational Management
⚫ SAP Business Workflow uses the Organizational Model as the
basis for the workflow routing structure

⚫ Organizational units
➔Departments, groups, projects
⚫ Workplaces
➔Location
⚫ Positions
➔Purchasing Manager
➔Purchasing Agent
⚫ Jobs
➔Purchase computers
➔Establish vendor contracts
⚫ Tasks
➔Issue purchase orders
➔Review requisitions

© SAP America, March 1996, Doni Steward

R/3 Business Workflow Role Resolution
Workflow Manager Person in charge
of Finance
⚫ Role Restrictions
Customer Customer
Roles are restricted based on the O-Z H-N
data and item being processed
⚫ Task (definition)
Post document
➔ Linked to position
Person in charge of Finance
⚫ Role
Person in charge of posting
➔ Attributes of the role Customer
Customer A-G
Invoiced amount
⚫ Work Item (activity at runtime)
Post document 4712 Invoiced amount: < $250,000
➔ Customer Maxim Invoiced amount: > $250,000
➔ Invoiced amount $258,300

© SAP America, March 1996, Doni Steward

Structure of a Workflow Definition
Conditional Activity Parallel
Process Loop Process Loop
IF

Loop

Deadline
Monitoring

© SAP America, March 1996, Doni Steward

SAP Workflow Information System

 People and/or process information

 Complete status on active process items
 Comprehensive reporting on completed
items
 Flexible, predefined selection criteria
 Drill down to detailed levels
(task, object, transaction, etc..)
 Graphic representation of status and reports

© SAP America, March 1996, Doni Steward

Description of Tasks
Invoice ⚫ Task Classification
BOM ◼ Which tasks do we have in a
PC Doc business process
⚫ Task Description
◼ Isthis task supported by data
TASK

Create processing and if yes how

Approve ◼ What data or information is
Event Arrived required for execution
◼ What data or information is
produced as the outcome
◼ What is needed to make a
decision
Finance Dept.. ◼ Who is responsible for the
Accounting Group execution of this task
AP Clerk

© SAP America, March 1996, Doni Steward

Desktop Integration
Windows * No. 1 front end for R/3
Direct
WinHelp On-line Documentation

WinWord
RFC R/3 Applications
Excel Server
Project
Access ODBC R/3 Basis System DB

MS Mail MAPI R/3 Mail

Visual Basic
RFC
Server
R/3 Applications
OLE Automation Clients

* Windows ‘95 supported with first shipment

© SAP America, March 1996, Doni Steward

R/3 Business Workflow 3.0 Features

Workflow Enabled Workflow SAP Sample

Applications Information System Workflow Templates

Workflow Workflow Universal

Definition Tools Engine Inbox

© SAP America, March 1996, Doni Steward

Integration with SAP Business Workflow
Organization Active Automated
Management Information Flow Task Flow

SAP Business Workflow

Desktop R/3 Other
Applications Applications Tasks

© SAP America, March 1996, Doni Steward