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Li ve Ex per t Sessi on f or

SAP SRM 7.0


Wor k f l ow Basi c s
Markus Frieske Procurement RIG Americas
Markus.frieske@sap.com
November 10, 2008
SAP 2008 / Page 2
SRM 7.0 Wor k f l ow Basi c s - Agenda
Overview :
Business Overview
Functionality
Summary
Migration decision
Decision Types
Business Rule Framework
Demo
References
Customizi ng:
Technical Configuration
BRF Configuration
Business Process Configuration
Offline Approval
Alert
Portal UWL
WorkitemText
Extensions:
BRF Examples
BADI
Agent BADI Examples
Others:
PO Response
Migration
Trouble shootings
Covered by Advanced Session
on November 14
SAP 2008 / Page 3 SAP 2007 / Page 3
Customer Requirements What was our motivation?
Solution in SRM 7.0
Approval Framework 2 Types
Over vi ew Busi ness Over vi ew
SAP 2008 / Page 4 SAP 2007 / Page 4
Cust omer Requi r ement s
What i s our mot i vat i on?
Lower TCO
Lower upgrade costs for customers using SRM 5.0 and earlier releases
Easy maintenance by customer side
Reduce complexity
Table based customizing, less programming
No extra consulting resource, No SAP Business Workflow consultants
Higher stability
Better supportability
Compliance
SOX compliance in general
SAP 2008 / Page 5
Introduced in SRM 6.0
Modeled/Configured process has
control on the process-flow
Process-Controlled Workflow Application-Controlled Workflow
Existed in SRM 5.0 and releases before
Application has control on the Business
workflow templates
SRM 7.0 Appr oval Fr amew or k
2 enabl ement possi bi l i t i es
Development Strategy
In future releases new features and
functions will be developed
Rolled-in new requirements from the
customer will be developed
No new features and functions will be
developed
Development effort will be only on bug-
fixing
Positioning
Workflow of choice
Not to be positioned to new customers
Position to upgrade customers only if
there is a considerable effort to migrate
SAP 2008 / Page 6
SAP Business Workflow
Multiple Workflow templates
Start Conditions
N-step BADI
SAP Business Workflow
Unified template
Process Schema Evaluation
Process Level Definition
Business Rule Framework
BADI Responsible Agent
WF
Process Level Defini tion
Business Rule Framework
Process Schema Evaluation
E
v
a
l
I
D
R
e
s
u
l
t
WF
SC Saved
Start Condition
WF
PO Saved
Start Condition
WF
Conf Saved
Start Condition
WF
BUS* Saved
Start Condition
Appli cati on-Controll ed Workflow Process-Controlled Workflow
SRM 7.0 Appr oval Fr amew or k
Basi c Conc ept
SAP 2008 / Page 7
Key Feat ur es of Appr oval Fr amew or k i n SRM
7.0
Different Process steps like Completi on, Approval and Review
are supported
Suppor t s di f f er ent Pr oc ess st eps
Different rol es li ke Manager, Speciali st, Revi ewer, Requestor
etc are supported
Suppor t s di f f er ent r ol es
In SRM documents can pass through a series of decisions. The
number of steps can vary from 0N.
Suppor t s N st ep Dec i si ons
Different decision levels like Header level, Item level and
partial document level are supported
Suppor t s di f f er ent dec i si on l evel s
SAP 2008 / Page 8
SRM 7.0 Wor k f l ow Basi c s - Agenda
Overview :
Business Overview
Functionality
Summary
Migration decision
Decision Types
Business Rule Framework
Demo
References
SAP 2008 / Page 9
Portal Universal Work List
Back & Forth
Recall
Approval Process Overview
Add Approver
Add Reviewer
Offline approval
Alerts
Inbox Substitute
Over vi ew - Func t i onal i t y
SAP 2008 / Page 10
Por t al Uni ver sal Wor k Li st
Each employee has 1 central inbox connected with several systems. Employee does not
need to logon each system.
Filter, Sort and UWL configuration are available
SAP 2008 / Page 11
Bac k & For t h
Document will be send back to document creator
For revision if approver partly rejected the document
In completion phase if approver marked an item for inquiry
SAP 2008 / Page 12
Rec al l
Document creator is allowed to change document
If approval process was not started by accessing via POWL
If approval process was already started by accessing via POWL a recall of already
created workitems takes place
SAP 2008 / Page 13
Appr oval Pr oc ess Over vi ew
Header and item level approval preview/result are available
SAP 2008 / Page 14
Add Appr over
Approver
can be added manually additional approver via Approval Process Overview
SAP 2008 / Page 15
Add Revi ew er
Reviewer
can be added manually via Approval Process Overview or can be added automatically
following configured rules
receive a workitem and can add approval notes
SAP 2008 / Page 16
Of f l i ne Appr oval
Documents can be approved without logging on to SRM
SAP 2008 / Page 17
I nbox Subst i t ut e
User can set inbox substitute by wizard style rule setting
SAP 2008 / Page 18
SRM 7.0 Wor k f l ow Basi c s - Agenda
Overview :
Business Overview
Functionality
Summary
Migration decision
Decision Types
Business Rule Framework
Demo
References
SAP 2008 / Page 19
Busi ness Obj ec t s c over ed by Pr oc ess-
Cont r ol l ed Wor k f l ow
Process-Controlled Workflow:
BUS2000113 SRM Contract
BUS2121 SRM Shopping Cart
BUS2200 SRM RFx
BUS2201 SRM Purchase Order
BUS2202 SRM Supplier Quote
BUS2203 SRM Confirmation
BUS2205 SRM Incoming Invoice
Not covered:
BUS2209 EC PO Response
BBP_PCARD Procurement Card
BUS1006200 Business Partner EBP
BUS22101 Bidder Registration
BUS4101 EC user
BUSPASS password
SAP 2008 / Page 20 SAP 2007 / Page 20
Changes w i t h Pr oc ess-Cont r ol l ed Wor k f l ow
No n-step Approval BADI-Workflow, but
process level table with n-steps
No J ava applet for approval preview (due to
performance issues)
Change to determined approver is not
allowed
No Possibility to change an automatically
inserted Approver (Work item can be
forwarded by Admin or processed by
substitutes)
Before changing a document Requester
need to Recall it (to avoid inconsistencies)
After changing a document either level or
complete restart of approval process
Back & forthshopping cart processing via a
new button Inquireand level restart if
changes in the document are made
Changes to Shopping Cart is possible
during completion level
Authority to change shopping cart document
dependent on approval level and not on user
attributes (BBP_WFL_SECURITY),
Completion goes always before Approval
steps
SAP 2008 / Page 21
Avai l abl e f or Bot h but l ess ef f or t
Available during completion levels
for all documents and in case of
partial rejection
Available for PO, SC, Bid
Invitation with
BBP_WFL_APPROV_BADI
Back & Forth
/SAPSRM/IF_EX_WF_PROC_REST
ART BADI
By Security Level or
BBP_WFL_APPROV_BADI
Workflow Restart
/SAPSRM/BD_WF_RESP_RESOLV
ER BADI
BBP_WFL_APPROV_BADI Flexible Agent
1Step with Document Separate archive Archiving
Only possible during Completion By Security Level Change Document during
approval
Customizing BBP_WFL_APPROV_BADI Decision Set for Item
Group (Shopping Cart)
Customizing BBP_WFL_APPROV_BADI N-Step approval
Process-Controlled Workflow Application-Controlled
workflow
Function
SAP 2008 / Page 22
SRM 7.0 Wor k f l ow Basi c s - Agenda
Overview :
Business Overview
Functionality
Summary
Migration decision
Decision Types
Business Rule Framework
Demo
References
SAP 2008 / Page 23
Configurable multi-step approval
Rule-based reviewer
Highl y flexibl e approver determination
Simplified archiving
Full SAP Net Weaver support
Continuous future development
Document modification during approval
process
High flexibility due to large number of
customer exits (BAdIs)
Compatible with SAP SRM 5.0 and below
Process Controlled Workflow Application Controlled Workflow
* This comparison will help in deciding which workflow to use based on customer requirements
SRM 7.0 Approval Framework
High level comparison
SAP 2008 / Page 24
Gui del i nes f or SRM 7.0 RU pr oj ec t pl anni ng phase
New
Implementation ?
SRM 7.0 RU
Project
Process-
Controlled
Workflow
Yes
Two options to consider in an upgrade project
No
Migration to PC WFL along with Upgrading
Migration to PC WFL after Upgrading
Migration to PC WFL is out-of-scope for
Initial phase/wave of the RU project.
Initial phase/wave go-live can happen with
AC WFL
Once the upgrade is successful and the
customer had gone-live with SRM 7.0 ,
Migration to PC WFL can be part of the
second phase/wave
Migration to PC WFL is in-scope for Initial
phase/wave of the RU project.
Customer goes live in SRM 7.0 with PC
WFL
Decision to Migrate
to PCWF
Application-
Controlled
Workflow
No
Yes
SAP 2008 / Page 25
Part of the requirement can be
handled via standard expressions
and events. Custom development
required in some cases like BADI
implementation for agent
determination
Medium
Usage of customer specific workflow
templates
Standard agent determination features are not
sufficient (BAdi implementation required)
Complex Scenario
Part of the requirement can be
handled via standard expressions
and events. Custom development
required in some cases like BADI
implementation for agent
determination. The complexity of
the workflow BADI implementation
will determine the exact effort.
High
Usage of BADI workflow
Usage of customer specific workflow
templates
Standard agent determination features are not
sufficient (BAdi implementation required)
Individual Scenario
Only usage of standard workflow templates
Standard agent determination features are
sufficient
Only one Approval Step required
Scenario Description
Low to Medium
Low
Estimation
Can be implemented out-of the box
by activating standard content
delivered via BC sets
Simple Scenario
Most of the requirement can be
handled via standard expressions
and events and need very minimal
additional work
Advance Scenario
Comments Scenario
* The estimation below is only a sample. This might differ based on specific projects
SRM 7.0 Approval Framework
Migration from AC workflow to PC workflow Sample Estimation
SAP 2008 / Page 26
SRM 7.0 Wor k f l ow Basi c s - Agenda
Overview :
Business Overview
Functionality
Summary
Migration decision
Decision Types
Business Rule Framework
Demo
References
SAP 2008 / Page 27
Dec i si on Type
Decision for Entire Document [Type1]
Item-Based Decision for Entire Document [ Type 2]
Overall Decision for Partial Document [Type 3]
Item-Based Decision for Partial Document [Type 4]
Item 1
Item 2
Item 3
Item 4
Item 1
Item 2
Item 3
Item 4
Item 1
Item 2
Item 3
Item 4
Item 3
Item 1
Item 2
Item 3
Item 4
Item 1
Item 2
Item 3
Item 4
Item 1
Item 2
Item 3
Item 4
Item 3
Item 1
Item 2
Item 4
Item 1
Item 2
Item 4
X
X
X
X
X
X X X
X
X
X
X
Decision for All Document Items [Type1]
Decision for each Document Item [Type 2]
Decision for All Decision Set Items [Type 3]
Decision for each Decision Set Item [Type 4]
SAP 2008 / Page 28
Type 4
This approver is not responsible for item 4, classic category
SAP 2008 / Page 29
Suppor t ed Dec i si on Type by Doc ument
X X Contract BUS2000113
X Vendor Bid BUS2202
X RFx BUS2200
X X Purchase Order BUS2201
X Invoice BUS2205
X Confirmation BUS2203
X X X X Shopping Cart BUS2121
Type 4 Type 3 Type 2 Type 1 Name Business
Object
Decision Type 3 and 4 are supported only Shopping Cart in this SRM 7.0 SP01
Microsoft Excel
Worksheet
SAP 2008 / Page 30
SRM 7.0 Wor k f l ow Basi c s - Agenda
Overview :
Business Overview
Functionality
Summary
Migration decision
Decision Types
Business Rule Framework
Demo
References
SAP 2008 / Page 31
Overview
Event and Expressions
Schema Evaluation and Level Evaluation
Exampl es
Ar c hi t ec t ur e Busi ness Rul e Fr amew or k
SAP 2008 / Page 32
I nt r oduc t i on
The Business Rule Framework (BRF) is a framework. By way of
their application class, applications must be regi stered in the BRF
to be able to use the services of the BRF.
The BRF is a cross-line tool
The BRF comprises a runtime environment and a maintenance
environment.
The basic idea of the BRF is to offer the possibility of freely
configurable rules being processed at certain business events,
known as BRF events (or simply events).
The BRF is available as of WebAS 6.20 Ext. Set 2
SAP 2008 / Page 33
BRF Obj ec t s
The main objects of the BRF are:
Event
evaluate and change data
hundreds of predefined events are available
Expression
return results
can be nested
Rule (not used in SRM)
0..n rules can be assigned to each event
a rule evaluates a condition in an expression to performan action
Rule Set (not usedin SRM)
group of rules
Action/Actions (not used in SRM)
an action is a BRF object
does something automatically
SAP 2008 / Page 34
BRF at Runt i me An Ex ampl e
Actions
Ausdruck
Ausdruck
Program Flow
Event
Regel
Regel
Regel
Rule
Expression Expression
Aktion
Aktion
Aktion
Action
Expression
To each event,
a number of
rules i s assigned
A Rule works like,
if <expressi on>
then <acti on>
An Application using BRF
raises Events
Not used in SRM WF
In SRM, the boolean expression result (True/Fal se)
is given back to the calling ABAP class in the application
Expression
SRM: Event cal ls
expression directl y
SAP 2008 / Page 35
Pr i nc i pl e of Pr oc ess Sc hema and Level s
Process Schema
Level 100:
Level 200:
Level ..: .
Each level determines:
Type of Approval:
Approval or Completion
Responsible Agents: Role, User,
Manager from Org. Structure,
Event ID
Task ID: Technical Workflow task,
e.g. TS 400007952 - Completion
Decisi on Type (1 - 4); decisi on on
header, or item-based approval
Expression 1.1
Expression 1..
Event ID is linked to
expression
Boolean
result
false
Eval uate next l evel
Generate Worki tem.
true
Final Level:
BO = Approved
SAP 2008 / Page 36
BRF Ex pr essi ons
help.sap.com
Detail is covered
in Advanced session
Expressions are BRF objects that return a definite result
Boolean Expressions form the IF part of the Rule
Expressions can be of the following types:
Constant - (0CN001)
Field of a Structure (Data Source)
Field of a line of an Internal table (Data Source) - (0TB001)
Call Function Module / Method - (0CF001)
Boolean Three-operand Ari thmetic - (03O001)
Simple Formula Interpreter - (0FR001)
SAP Formula (as used in BADI impl ementations) - (0FB001)
Truth Table Pattern Matchi ng - (0PM001)
Random Number Generator - (0RV001)
Date Interval - (0DI001)
Case expressi on - (0CE001)
SAP 2008 / Page 37
SRM 7.0 Wor k f l ow Basi c s - Agenda
Overview :
Business Overview
Functionality
Summary
Migration decision
Decision Type
Business Rule Framework
Demo
References
SAP 2008 / Page 38
Main Configuration
Roles
Process Schema
Process Level
Runtime flow with customizing points
Process Level Definition
Event
Expression
Agenda
SAP 2008 / Page 39
Mai n Conf i gur at i on t abl es
Each project needs to maintain Process Level Configuration Viewbased on
customer side approval rules
The table is blank in SAP Standard delivery
For quick project start, BC Sets are available
SAP 2008 / Page 40
Rol es
Document Owner (e.g. Requester, Purchaser)
The person that requests approval for a document;
He/She must never approve his own request.
Document Responsible (Person responsible for the document like contract)
The person that is interaction partner on the request side.
Approver
An agent who is responsible to decide on a request, main focus is financial approval.
Speci alist
An agent who is involved into an approval process to validate a request and potentially
complete the request on behalf of the requester or discuss the request until is complete
with respect to his responsibility. Specialists are also approvers.
Reviewer
An agent who is enabled to observe the entire approval process and provide additional
information to involved users.
Pr oc ess Sc hema
Process Schema
Implements an completion and approval process
Multiple schemas may exist for a BO
Each schema represents a substantial different approval process idea.
As soon as a different sequence is expected according certain criteria (e.g.
company code) an additional process Schema should be created
Minor differences in a process can be handled within one Schema
A process Schema contains a sequence of process levels (common perception:
approval step)
For each process level a condition exists that checks if the level (step) should be
executed.
Process schemas can not be chained.
Process schemas can not be merged by the system.
Process Schema is equivalent what used to be a workflow template
Pr oc ess Level s
Eachprocess level can either be an approval level with completion or an
approval level:
Approval with Completion:
A document shall enter such a level if it has been identified as incomplete (customer
specific). The document might leave such a level only if has been completely rejected,
completely approved or if the process is interrupted or canceled. Document owner and
current approver (purchaser) can communicate via inquiry requests.
Approval:
A document shall enter such a level if its content is final, but has to undergo financial
approval only
Automatic:
Automatic Reject or Approve by system
SAP 2008 / Page 43
Runt i me f l ow w i t h c ust omi zi ng poi nt
SAP Tutor is available for understanding runtime and customize relations.
J ump
SAP 2008 / Page 44
Level Conf i gur at i on at Desi gn Ti me
(Ex ampl e)
Entire Document
Item-Based
Decision
for Partial
Document
Item-Based
Decision
for Partial
Document
Item-Based
Decisions for
Entire Document
Item-Based
Decisions for
Entire Document
Approval decision
type
System None of the
previous levels
valid
Automatic Rejection Automatic 90
Next director in PD-Org Total Value
exceeds Euro
2000,-
Director approval Approval 40
Next line manager in PD-
Org
Total Value
exceeds Euro
400,-
Line manager approval Approval 30
Users with role
BBP_STALIT_DEPARTM
ENT
Product category
012 exists (IT
Equipment)
IT Department
completion (of IT
equipment)
Completion 20
Purchasers of purchasi ng
group 500000002
Free text item
exists
Purchaser completion
(of free text
requirements)
Completion 10
Responsible agents Business Rule Description Process (type) Level
SAP 2008 / Page 45
Def i ne Pr oc ess Sc hema Busi ness Obj ec t
Business Objects BUS2121 - Shopping Cart
System demo SAP Tutor
IMG Path: Supplier Relationship Management
->SRM Server ->Cross-Application Basic
Settings ->Business Workflow ->Process-
Controlled Workflow ->Business Process
Configuration ->Define Process Levels
Transaction: /SAPSRM/WF_PROCESS
SAP 2008 / Page 46
Def i ne Pr oc ess Level s Eval uat i on I D
BUS2121 ->Evaluation ID, 9EV_SC_00S (Predefined)
BRF:Event
9EV_SC_00S (Predefi ned)
SAP 2008 / Page 47
Def i ne Pr oc ess Level s Sc hema
Process Schema Definition
BRF: Event
9EV_SC_00S (Predefi ned)
BRF: Expression Result
9C_BUS2121_EX01
SAP 2008 / Page 48
Def i ne Pr oc ess Level s
Process Level Configuration (SPRO customizing)
Level Type (Completion, Approval)
Evaluation ID (BRF Event)
Responsibi lity Resolver name (User, Role, Manager, ManOfManager, Purchaser OR
customer dev.)
Task ID (predefined OR customer own)
Decision Type (1,2,3,4)
SAP 2008 / Page 49
BRF. Def i ne Event s
Predefined event:
9EV_SC_00S
Evaluation ID
9EV_SC_00S (Predefined)
IMG Path: Supplier Relationship
Management -> SRM Server ->
Cross-Appl icati on Basi c Settings ->
Business Workflow -> Process-
Controlled Workflow -> BRF
Configuration -> Define Events
SAP 2008 / Page 50
BRF. Def i ne Ex pr essi on Sc hema l evel
Predefined Expression: 9V_SC_SCHEMA_TABLE
IMG Path: Supplier Relationship
Management -> SRM Server ->
Cross-Appl icati on Basi c Settings ->
Business Workflow -> Process-
Controlled Workflow -> BRF
Configuration -> Define Expressions
SAP 2008 / Page 51
BRF. Def i ne Ex pr essi on Pr oc ess l evel
Pre-defined Expression: 9B_SC_LEVEL_003
SAP 2008 / Page 52
BRF. Ex pr essi on - For mul a Edi t or
SAP 2008 / Page 53
SRM 7.0 Wor k f l ow Basi c s - Agenda
Overview :
Business Overview
Functionality
Summary
Migration decision
Decision Types
Business Rule Framework
Demo
References
SAP 2008 / Page 54
SAP Solution Manager
SAP Service Marketplace
help.sap.com
SDN
Over vi ew - Ref er enc es
SAP 2008 / Page 55
SAP Sol ut i on Manager c ont ent s
All customers should have SAP Solution Manager. Please check configuration
documents in SAP Solution Manager.
SAP 2008 / Page 56
SAP Ser vi c e Mar k et pl ac e
http://service.sap.com/srm>SAP Solutions >Solution Details >Business Solutions
and Applications >SAP Business Suite >SAP Supplier Relationship Management >
SAP SRM 7.0
Links - SRM Guides: Master, Upgrade Master, Solution Operation Guide
Workflow in SAP SRM 7.0
SAP 2008 / Page 57
SAP Ser vi c e Mar k et pl ac e
RKT Mat er i al s, Li ve Ex per t Sessi on
http://service.sap.com/rkt-srm
SAP 2008 / Page 58
SAP Ser vi c e Mar k et pl ac e
RKT SAP Tut or
SAP Tutor is available for understanding runtime and customize relations.
J ump
SAP 2008 / Page 59
hel p.sap.c om
Appr oval Pr oc ess Fr amew or k
help.sap.comSAP Solutions SAP Business Suite SAP Supplier Relationship
Management SAP SRM 7.0 Functions Approval Process Framework
SAP 2008 / Page 60
hel p.sap.c om
Busi ness Rul e Fr amew or k
help.sap.com ->SAP ERP ->SAP ERP Central Compornent ->SAP ERP
Central Compornent ->Cross-Application Services ->Business Rule Framework
SAP 2008 / Page 61
SDN sdn.sap.c om
sdn.sap.com->Forum ->SRM - Workflow & User/Vendor/Org. Management
SAP 2008 / Page 62
Quest i ons
* Workflow Advanced session is coming on November 14.
* Please keep questions for Advanced session, if it is advanced one.
Please join SDN SRM Forum. Community members will help solving your issues.
http://sdn.sap.com->Forums ->SRM - Workflow & User/Vendor/Org.
Management
SAP 2008 / Page 63
Copyr i ght 2008 SAP AG
Al l Ri ght s Reser ved
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