Presentation TitleSubtitle

Introduction to Workflow/Webflow Strategy and Work Item Delivery

Dan HarmonMotorola Semiconductor Products SectorSession 1013

Agenda

• SAP GUI Business Workplace

• ITS Work Center • SAP MAPI• Forwarding• SAP GUI for HTML

Business Workplace• Lotus Notes Integration• mySAP.com Workplace

• What is it?• What does it require?• Why use it?• What we did.• Possible downside?

Motorola Semiconductor Products Sector (SPS)

• #1 producer of embedded processors• $4.9 billion total sales in 2001• 26,000 employees worldwide

– Networking & Computing Systems Group (NCSG) – Wireless & Broadband Systems Group (WBSG) – Transportation & Standard Products Group (TSPG) – Technology & Manufacturing

Motorola SPS and SAP

• Live on R/3 4.6c since 8/28/2000– 8000+ users worldwide– All or parts of FI, PS, PM, AM, CO, WF, PP,

and MM– Phased implementation

• Live on APO 3.0 since 7/2001– 200+ users worldwide

• Live on BW 2.0b since 4/28/2002– 400+ users worldwide

Terminology

work•flow (werk´flo) n. - the automation of a business process, in whole or part during which documents, information or tasks are passed from one participant to another for action, according to a set of procedural rules.

no•ti•fi•ca•tion (nōt fi kā´sh n) n. – 1. notifying or being notified. 2. information, announcement, or warning.

work it•em (werk īt´um) n. – a specific instance of a workflow task directed to a user or group of users that requires an action.

e e

Questions to consider…

• What are the REAL requirements?

• Cost of implementation and support

• User accessibility

• Ease of use

AgendaSAP GUI Business Workplace

• What is it?

• What does it require?

• Why use it?

• What we did.

• Possible downside?

SAP GUI Business Workplace What is it?

• AKA the Universal Inbox• Tcode sbwp or so01• Used to process work items

– Execute, display, print, reserve, resubmit, forward, manage substitutes, view logs

• Can be used to process messages (notification)– Internet email, intranet email, FAX

SAP GUI Business Workplace What does it require?

• SAP GUI

• R/3 account

SAP GUI Business Workplace Why use it?

• Works out of the box

• Configurable displays

• Process work items

• Arguably the most important feature for a user involved in R/3 workflow

• ONE STOP SHOPPING!!!

SAP GUI Business Workplace

Message and work item list

Work item data Attachment

s

Activity Buttons

SAP GUI Business Workplace What we did.

• Implemented on 4/21/2002

• Supports 4000+ users worldwide

• 6 workflow templates

• Average 4000 dialogue work items/month

SAP GUI Business Workplace Possible downside?

• Will you use the Workplace for all your communication?

• How to handle the very casual R/3 user?

• Increased training

AgendaITS Work Center

• What is it?

• What does it require?

• Why use it?

• What we did.

• Possible downside?

ITS Work Center What is it?

• An Internet Application Component (IAC) provided by SAP that allows you to execute Business Workplace functions on the Internet

• Service BWSP• Allows you to process R/3 work items

and communications from a web browser

ITS Work Center What does it require?

• Internet Transaction Server (ITS) software– Windows NT or 2000– Certain Unix platforms

• HTML 3.0 browser (?)• R/3 account• R/3 3.1 or greater

ITS Work Center Why use it?

• Support external users

• Needs less hardware than the R/3 GUI

• Easy remote access

• Easy to use

• Easy to train

• It’s on the WEB!!!

ITS Work Center

Click to display folder

contents

Click to display data for

workitem

HELP Link

Message dependent

icons

ITS Work Center

Action Buttons

Work item Description

ITS Work Center What we did.

• Implemented on 8/28/2000• Customized slightly to meet client needs• Four production NT 4.0 servers for ITS

– Compaq Proliant 550Mhz with quad processors

• Supports 4000+ worldwide users• 7 workflow templates• Average 22,000 work items/month

ITS Work Center

Click to display data for work

item

ITS Work Center

Work item Data and Description

ITS Work Center Potential downside?

• Work item must be executable on the web which may require extra development

• Does not fully support all browsers• Does not support all functionality found in SAP

GUI Business Workplace• Execute multiple tasks• Will you use the Work Center for all your

communication?• May impose additional security requirements

AgendaSAP MAPI

• What is it?

• What does it require?

• Why use it?

• What we did.

• Possible downside?

SAP MAPI What is it?

• MAPI – mail application programming interface, provided by Microsoft®

• SAP MAPI – an email service that allows a user to process work items and notifications directly from a MAPI compliant email system

SAP MAPI What does it require?

• SAP GUI• Installation/configuration of SAP MAPI• Windows 95 or greater• MAPI compliant mail application

– Outlook, ccMail

• R/3 account• Installation and publication of SAPforms

SAP MAPI Why use it?

• Casual R/3 user• Easy remote access• Offline execution• Simplified training• Improve notification• Work items and email processed from one

application• Easy execution of work items

SAP MAPI What we did.

• Currently rolling out to appropriation request approvers (WS00300022)

• 150+ users, mostly VP types

• Using Windows 2000 and Outlook 2000

SAP MAPI

Work item description

Message and work item list

SAP MAPI folders

SAP MAPI

Activity Buttons

Attachments

SAP MAPI Possible downside?

• Creates extra R/3 sessions which may affect system performance

• May have to install SAPforms to execute certain types of work items– Deadlines?

AgendaForwarding

• What is it?

• What does it require?

• Why use it?

• What we did.

• Possible downside?

Forwarding What is it?

• Email notification to a user that they have a work item to execute

• Work items are NOT forwarded – only a notification that you have a work item

Forwarding What does it require?

• SAP GUI• R/3 account• Forwarding from Business Workplace

– Configuring an address to forward to

• Configuration of batch program RSWUWFML

• Configuration of the mail interface in R/3

Forwarding Why use it?

• Users that do not frequently access the R/3 system

• Batch job configuration allows for multiple executions

Forwarding Why use it?

• Users that do not frequently access the R/3 system

• Batch job configuration allows for multiple executions

Forwarding What we did.

• Configured RSWUWFML to process only IDOC errors

• Really is a notification – IDOC admin must go into R/3 and fix the problem

Forwarding Possible downside?

• Lots of forwarding will affect system performance

• User must go to R/3 to execute work item

Agenda - SAP GUI for HTML Business Workplace

• What is it?

• What does it require?

• Why use it?

• What we did.

• Possible downside?

SAP GUI for HTML Business Workplace - What is it?

• Essentially the same thing as the SAP GUI Business Workplace, but is accessed through the SAP GUI for HTML using a web browser (IE)

• Tcode sbwp or so01• Used to process work items

– Execute, display, print, reserve, resubmit, forward, manage substitutes, view logs

• Can be used to process messages (notifications)– Internet email, intranet email, FAX

SAP GUI for HTML Business Workplace - What does it require?

• Internet Transaction Server (ITS) software– Windows NT and 2000– Certain Unix platforms

• Internet Explorer 4.0 or higher• R/3 account• R/3 3.1 or greater

SAP GUI for HTML Business Workplace - Why use it?

• Web access

• Some platform independency

• Client acceptance of web functionality

• Lighter install than SAP GUI

• Faster remote access than SAP GUI

SAP GUI for HTML Business Workplace - What we did.

• Evaluated for implementation

• Decided against it– Does not support all R/3 functions– Why support 2 GUIs?– Very slow for international users

SAP GUI for HTML Business Workplace

Message and work item list

Activity Buttons

Folder Structure

SAP GUI for HTML Business Workplace - Possible downside?

• Performance issues

• Not all SAP GUI functionality available

• Only supported on IE 4.0 or higher

• Will you use the Workplace for all your communication?

AgendaLotus Notes Integration

• What is it?

• What does it require?

• Why use it?

• What we did.

• Possible downside?

Lotus Notes Integration What is it?

• Similar to the SAP MAPI solution, this allows you to process work items from a Lotus Notes mail client

• Three different solutions– Lotus Integration for SAP Business Workflow -

SAP solution– Domino Access to SAP Business Workflow -

IBM solution– PushEngine - Chorus solution

Lotus Notes Integration What does it require?

• R/3 account• Lotus Notes or Domino email account• SAP GUI• Installation/configuration of chosen

solution• Each solution requires specific operating

system, Lotus Notes, and R/3 versions

Lotus Notes Integration Why use it?

• Casual R/3 user• Easy remote access• Offline execution• Simplified training• Execute work items from email application• Single source for email messaging and

work item execution

Lotus Notes Integration What we did with it.

Lotus Notes Integration Possible downside?

• SAP solution can only support ≈ 200 users– Use Chorus solution for > 200 users

• Creates extra R/3 sessions which could affect system performance

AgendamySAP.com Workplace

• What is it?

• What does it require?

• Why use it?

• What we did.

• Possible downside?

mySAP.com Workplace What is it?

• Role based enterprise web portal solution– Over 300 existing roles

• Used for work item processing• Used for email processing (Outlook)• Access to other applications, systems, or services

– Non SAP– Non web

• ONE STOP SHOPPING!!!

mySAP.com Workplace What does it require?

• ITS server– Windows NT and 2000– Certain Unix platforms

• Web browser (IE 5.0)• Workplace server (4.6b Basis system)• Workplace middleware (NT)• mySAP.com log in account

mySAP.com Workplace Why use it?

• Access work items from multiple SAP systems• Single sign on• Hundreds of existing iViews (MiniApps)• User configurable• Drag&Relate feature• Mobile access via Mobile Workplace• Internal and external access• 130 predefined collaborative business maps

mySAP.com Workplace

LaunchPad

WorkSpace - Transactions - iViews

mySAP.com Workplace What we did.

mySAP.com Workplace Possible downside?

• Will you use the Workplace for all your communication?

• Workplace middleware only on Windows NT

• Can’t perform some basic Workplace functions

Summary

• SAP GUI Business Workplace• ITS Work Center • SAP MAPI• Forwarding• SAP GUI for HTML Business Workplace• Lotus Notes Integration• mySAP.com Workplace

Summary

Business Workplace

ITS Work Center

Outlook Lotus Notes

mySAP.com Workplace

Execute Attachments Resubmit Substitution Outbox Auto-Refresh Forward Logs Multi-System Offline

Reference Material OSS Notes (Partial List)

• 77099 - Workflow interfaces• 63480 - R/3 and MS Exchange linking• 131795 – Email notification of workflow

work items (forwarding)• 454845 - Lotus Integration for SAP

Business Workflow• 187752 - mySAP.com Workplace

Reference Material SAP Online Documentation 4.6c

• Business Workplace (BC-SRV-GBT) – SAP LibraryBasis ComponentsBasis Services/Communication InterfacesBusiness Workplace and Services

• HTML GUI– SAP LibraryBasis ComponentsFrontend ServicesITS/SAP@Web StudioITS Implementation ModelsSAP GUI for HTML

• Internet Transaction Server (BC-FES-ITS) – SAP LibraryBasis ComponentsFrontend ServicesITS/SAP@Web Studio

• SAP MAPI (BC-SRV-GBT) – SAP LibraryBasis ComponentsBasis Services/Communication InterfacesBusiness Workplace and ServicesSAP MAPI Service Provider

Reference MaterialURLs

• SAP Workflow/Webflow - http://service.sap.com/webflow• mySAP.com Workplace – http://service.sap.com/workplace• SAP OSS Notes - http://service.sap.com/support• ITS information - http://service.sap.com/sap-its• Lotus Notes Integration -

http://www.lotus.com/products/eibu_knowbase.nsf/eipages/homeprosap

• Chorus Lotus Notes Integration - http://www.chorus.de

Reference MaterialBooks

• Practical Workflow for SAP – ISBN 59 229-006-X

• SAP R/3 on the Internet – ISBN 0-201-34303-7

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Session Code: 1013