Workflow Management with SAp® WebFlow®

Springer-Verlag Berlin Heidelberg GmbH

Andrew N. Fletcher· Markus Brahm Hergen Pargmann

Workflow ManageInent with SAp® WebFlow®

A Practical Manual

With 82 Figures and 25 Tables

Springer

Andrew N. Fletcher, MSc 13 Woodlane Close Marlow, Bucks SL7 3LE United Kingdom nick.fletcher@dsl.pipex.com

Markus Brahm, Dipl.-Kfm. Breslauer Strafie 24 49477 Ibbenbiiren Germany markus.brahm@t-online.de

Professor Dr.-Ing. Hergen Pargmann University of Applied Sciences Oldenburg/Ostfriesland/Wilhelmshaven Friedrich-Pfaffrath-Strafie 101 26389 Wilhelmshaven Germany pargmann@fbwi.fh-wilhelmshaven.de

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Original German Edition: M. Brahm, H. Pargmann, Workflow Management mit SAp® WebFlow®. 2003.

ISBN 978-3-642-07329-8 ISBN 978-3-540-24832-3 (eBook) DOI 10.1007/978-3-540-24832-3

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© Springer-Verlag Berlin Heidelberg 2004

Originally published by Springer-Verlag Berlin Heidelberg New York in 2004.

Softcover reprint of the hardcover 1st edition 2004

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Forward

There are many examples of large well-known companies who have decided to implement the SAP R/3 software to support their business processes. Now that the system implementations are essentially complete and there has been a period of consolidation the opportunity now exists to take advantage of other aspects of the system. These new possibilities come about due to the integrated nature of the standard software which is further integrated with the technological base on which it sits. These new opportunities include allowing people within the business to collaborate remotely, making more compact management information systems available and even improving the possibility of outsourcing by having a more homogeneous system landscape. The most important opportunity offered by the integrated system lies in the potential for process integration that is latent within the standard software and which can be developed through the use of Workflow Management.

When we look into Workflow Management we see that process optimisation is achieved by speed, security and transparency. These aspects alone can lead to cost savings and when combined with customer business processes they can also give unique selling points and a competitive edge.

Both aspects are of increasing importance given the ever-increasing competition due to changes such as the euro, the transparency and ease of access to informa­tion through the Internet and the apparent saturation of certain markets for the businesses concerned.

Workflow Management does not just offer possibilities for change it offers a genuine opportunity. Projects in this field have already shown that by a serious reorientation of specific aspects of a business process (these aspects are covered later) measures can be taken to overcome these challenges.

SAP WebFlow is only one of many tools available in the market for workflow management systems. It is however one that should be given particular impor­tance. Some of the reasons for this are:

• Its richness of functionality.

• Its stability and scalability within the scope of the SAP architecture.

• Its seamless integration within the SAP system.

• The fact that SAP WebFlow is part of SAP Basis and can be used as part of the run time environment without additional costs.

• The increasing Internet functionality of SAP WebFlow as compared to SAP Business Workflow combined with an increased alignment to standard communication interfaces.

VI Forward

• The trend to further merge SAP WebFlow into standard processes within the SAP system. For example the e-Procurement system of SAP, Enterprise Buyer Professional, will not run without SAP WebFlow.

• The ever-increasing numbers of SAP users.

The aim of this book is to give a clear description of SAP WebFlow, covering its functional possibilities, real life project experiences, advice on best practice and actual help and assistance for dealing with project management and project implementation.

User groups who might be particularly interested are:

• SAP project managers

• SAP project team members

• IT administrators

• SAP consultants

• Business process owners/custodians

• Workflow administrators and developers

• Those interested in SAP and Workflow Management.

Due to the differing expectations and requirements of the target groups we have tried to make each chapter self-contained such that the level of difficulty of one does not depend on another. The level of difficulty for each chapter is shown below in Table 1.

Forward VII

Table 1. Level of technical detail by chapter

Technical detail

low -- - --medium --- Sub Sub

high - ~S~a~!e:s -Chapters

Chapter

1 2 3 4 5 6 7 8 9

In Chapter I the book gives an overview of Workflow Management.

Procedures within the framework of workflow projects are covered in Chapter 2.

Following on in Chapter 3 comes an overview of SAP WebFlow. We deliberately do not try to cover all the topics available in the online documentation but instead follow a discussion of the architecture and general functionality, offering to the reader the possibility of an implementation without having to be aware of technical details.

In Chapter 4 a more advanced example of a typical workflow definition is presented.

Chapter 5 deals with important interfaces in SAP WebFlow and in Chapter 6 some common technical problems are dealt with.

Chapters 7 and 8 concern themselves with workflow examples. Chapter 7 looks at specific costslbenefit analysis, an evaluation of the solutions and other important aspects of project management. Chapter 8 gives an overview of further examples including some found within SAP industry solutions. Within Chapters 7 and 8 there are further specific sections covering some technical features.

Chapter 9 gives a conclusion and overview.

In the appendix (Chapter 10) we give practical help and advice for the topics covered and in particular for project planning.

VIII Forward

We hope through this book to provide another piece of the puzzle for the development of this complex topic and we welcome feedback and constructive criticism.

workflow _ management@web.de.

Our thanks go to those people who during the writing and publishing of this book supported us or simply put up with us. In particular we would like to thank the company SWMS Systemtechnik GmbH, Oldenburg, for the infrastructure and support they provided. Our thanks go also to Springer-Verlag who have supported the writing of this book in a simple yet highly professional manner. Finally we would like to thank our wives for their patience and understanding.

Marlow, July 2003 Nick Fletcher

Markus Brahm Prof. Dr.-lng. Hergen Pargmann

Contents

Introduction to Workflow Management ............................................................. 1 1.1 Concepts ...................................................................................................... 1

1.1.1 Process, Business Process ................................................................... 1 l.l.2 Workflow Management, Workflow Management System .................. 2 1.1.3 Types of Workflow ............................................................................. 3

l.2 The History of Workflow Management.. .................................................... 4 l.3 Integrated vs. Inherent Workflow Management Systems ........................... 5 1.4 Application Areas and Objectives in Practice ............................................. 9 1.5 Standardising the Workflow Environment... ............................................. 11

1.5.1 Workflow Management Coalition ..................................................... 11 1.5.2 Business Process Management Initiative .......................................... l3

1.6 Other Relevant Aspects ............................................................................. 13 l.6.1 Business Process Reengineering and the Workflow Life Cycle ....... 13 1.6.2 Document Management/Archiving ....................... : ........................... 15

2 A Process Model in the Context of SAP Web Flow ..................................... 17 2.1 Technical vs. Organisational Workflow Projects ...................................... 17 2.2 The Process Model for an Organisational Workflow Project ................... 19

2.2.1 Requirements Analysis / Strategy Phase ........................................... 20 2.2.2 Process Analysis and Optimisation Phase ......................................... 21 2.2.3 Technical Implementation, Implementation and Test Phases ........... 22 2.2.4 Production Phase ............................................................................... 23 2.2.5 Typical Mistakes ............................................................................... 23

2.3 Software Development Tools .................................................................... 24

3 SAP WebFlow: A Technical Introduction .................................................. 27 3.1 Introduction ............................................................................................... 27 3.2 Business Workplace .................................................................................. 29

3.2.1 Workflow Settings ............................................................................ 31 3.2.2 Remote Worklist ............................................................................... 32

3.3 Workflow Definitions in SAP ................................................................... 32 3.4 Workflow Builder ..................................................................................... 33 3.5 Step Types in a Workflow Definition ....................................................... 37

3.5.1 Activity/Web activity ........................................................................ 39 3.5.2 Document from template .................................................................. 42 3.5.3 Event Creator .................................................................................... 43 3.5.4 Wait for event ................................................................................... 45 3.5.5 Process control .................................................................................. 46 3.5.6 Container operation ........................................................................... 48 3.5.7 User decision ..................................................................................... 49

X Contents

3.5.8 Condition .......................................................................................... 50 3.5.9 Multiple condition ............................................................................. 52 3.5.10 UNTIL loop .................................................................................. 54 3.5.11 WHILE loop .................................................................................. 56 3.5.12 Fork ............................................................................................... 58

3.6 Business Objects ....................................................................................... 59 3.6.1 Business Object Repository .............................................................. 60 3.6.2 Object Type Structure ....................................................................... 62

3.6.2.1 Interfaces ............................................................................... 63 3.6.2.2 Key fields .............................................................................. 63 3.6.2.3 Attributes ............................................................................... 63 3.6.2.4 Methods ................................................................................. 65 3.6.2.5 Events .................................................................................... 67

3.6.3 Event Receiver Linkage .................................................................... 67 3.6.4 Event Creation .................................................................................. 69 3.6.5 Run Time Tools ................................................................................ 71

3.7 Containers ................................................................................................. 72 3.8 Organisational Plan ................................................................................... 75

3.8.1 Organisational Units ......................................................................... 75 3.8.2 Staff Assignments ............................................................................. 76

3.9 Roles ......................................................................................................... 77 3.9.1 Defining Roles .................................................................................. 78 3.9.2 Role Resolution ................................................................................. 78

3.10 Workflow .......................................................................................... 79 3.10.1 Starting W orkflows ....................................................................... 79 3.10.2 The Workflow Runtime System .................................................... 82 3.10.3 Workflow Wizards ........................................................................ 83 3.10.4 Workflow Information System ..................................................... 86

3.11 Administration and Reporting ........................................................... 87 3.12 Customising ...................................................................................... 89

4 Workflow Implementation: An Example .................................................... 93 4.1 General Representation of the Business Process ....................................... 94 4.2 Implementing Transactions for the Example Scenario ............................. 96 4.3 Organisational Plan ................................................................................... 99 4.4 Implementation of the Business Object ZSI ........................................... 100 4.5 Implementation of the Suggested Improvement Workflow .................... 103 4.6 Real Life Example of the Suggested Improvement Process ................... 108

5 Interfaces for SAP Web Flow .................................................................... 113 5.1 Initial Remarks ........................................................................................ 113 5.2 Interfaces to Mail Systems ...................................................................... 113

5.2.1 Problem Definition .......................................................................... 113 5.2.2 Internet Mail Enabling of the SAP System ..................................... 114 5.2.3 Connecting MAPI Enabled Applications ........................................ 116 5.2.4 Connecting with Lotus Notes .......................................................... 118

Contents XI

5.3 Connecting Fonns to SAP WebFlow ...................................................... 119 5.3.1 Introduction ..................................................................................... 119 5.3.2 Electronic Fonns ............................................................................. 121 5.3.3 Web Fonns ...................................................................................... 122

6 Common Technical Problem Areas .......................................................... 125 6.1 Transports to the Production System ...................................................... 125 6.2 Error Analysis ......................................................................................... 126 6.3 Archiving in the Workflow Context ....................................................... 127

7 Real Life Examples / Best Practice ............................................................ 131 7.1 Maintaining Master Data........................................................................ 131

7.1.1 Problem Definition .......................................................................... 131 7.1.2 Critical Success Factors for the Workflow Implementation ........... 134 7.1.3 Technical Approach ........................................................................ 135 7.104 CostlBenefit .................................................................................... 136 7.1.5 Flexible Workflow Design .............................................................. 137 7.1.6 Hints for Workflow Development .................................................. 139

7.2 Invoice Verification: Three Approaches ................................................. 140 7.2.1 Problem Definition .......................................................................... 140 7.2.2 Initial Concepts in Invoice Verification .......................................... 142 7.2.3 Critical Success Factors for the Workflow Implementation ........... 143 7.204 Technical Approach: Using the Standard System ........................... 145 7.2.5 Technical Approach: A Customised Solution ................................. 148 7.2.6 Technical Approach: A Middle Way .............................................. 148 7.2.7 Cost/Benefit .................................................................................... 149 7.2.8 Hints for Workflow Development .................................................. 152 7.2.9 Archiving System Hints .................................................................. 153

7.3 Procurement W orkflows ......................................................................... 154 7.3.1 Problem Definition .......................................................................... 154 7.3.2 Critical Success Factors for the Implementation ............................. 156 7.3.3 Technical Approach ........................................................................ 157 7.304 Cost/Benefit .................................................................................... 161 7.3.5 Hints for Workflow Development .................................................. 162

704 Infonnation Workflows: Little Effort, High Benefit.. ............................. 163 704.1 Problem Definition .......................................................................... 163 704.2 Critical Success Factors for the Workflow Implementation ........... 164 704.3 Technical Approach ........................................................................ 164 70404 CostlBenefit .................................................................................... 165 704.5 Hints for Workflow Development .................................................. 167

7.5 Workflows for Background Automation ................................................ 169 7.5.1 Problem Definition .......................................................................... 169 7.5.2 Critical Success Factors for the Workflow Implementation ........... 169 7.5.3 Technical Approach ........................................................................ 169 7.504 Cost/Benefit .................................................................................... 170 7.5.5 Flexible Workflow Design .............................................................. 171

XII Contents

7.5.6 Hints for Workflow Development .................................................. 171

8 An Overview of Workflow Examples ........................................................ 173 8.1 Examples of Workflow in Industry Solutions ......................................... 173

8.1.1 Preliminary Remarks ....................................................................... 173 8.1.2 Workflows in IS-RE ........................................................................ 173

8.2 Workflows in BBP/EBP ......................................................................... 175 8.2.1 Introduction ..................................................................................... 175 8.2.2 Workflow Elements in EBP ............................................................ 177 8.2.3 Critical Success Factors for the Workflow Implementation ........... 178 8.2.4 Technical Characteristics ................................................................ 179 8.2.5 CostlBenefit .................................................................................... 181 8.2.6 Hints for Workflow Development .................................................. 181

8.3 Workflows in ESS ................................................................................... 182 8.3.1 Introduction ..................................................................................... 182 8.3.2 Workflow Elements in ESS ............................................................ 183 8.3.3 Cost/Benefit .................................................................................... 183 8.3.4 Hints for Workflow Development .................................................. 183

8.4 W orkflows for IDoc Error Processing .................................................... 184

9 Conclusion ................................................................................................... 187

10 Appendix: SAP WebFlow - Toolkit .......................................................... 189 10.1 Process Analysis Results ................................................................. 189 10.2 Checklist for the Project StartlProject Kick OfL ........................... 195 10.3 Workflow Design Guidelines .......................................................... 200 10.4 Quality Assurance Checklist ........................................................... 202 10.5 Workflow Administration Checklist ............................................... 203 10.6 Naming Conventions ....................................................................... 206 10.7 Important Release Developments ................................................... 210 10.8 The Most Important Workflow Transaction Codes ........................ 213 10.9 Technical Documentation of Workflow Implementations .............. 215 10.1 0 Help and Sources ofInformation for SAP W ebFlow ...................... 217

Glossary ............................................................................................................. 219

Abbreviations .................................................................................................... 249

About the authors ............................................................................................. 251

References .......................................................................................................... 253

Index .................................................................................................................. 255