HR550 Human Resources and Business

Workflow
HR550

R/3 System
Release 45B
13.11.1999

0
 HR550 Human Resources and Business Workflow

HR550
Human Resources and
Business Workflow
 SAP AG 1999

 R/3
 Release 4.0
 July 1998
 50026165
 Copyright

Copyright 1998 SAP AG. All rights reserved.

Neither this training manual nor any part thereof may

be copied or reproduced in any form or by any means,
or translated into another language, without the prior
consent of SAP AG. The information contained in this
document is subject to change and supplement
without prior notice.

All rights reserved.

 SAP AG

Trademarks
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 X Window System is a registered trademark of MIT University.
 SINIX, UTM and BS2000 are registered trademarks of Siemens.
 UNIX is a registered trademark of AT&T.
 HP-UX is a registered trademark of Hewlett Packard.
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 Ethernet is a registered trademark of the Xerox Corporation.
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 INFORMIX-OnLine and INFORMIX-ESQL/C are registered trademarks of the INFORMIX
Corporation.
R/3 Integration Model

SD FI
Sales & Financial
Distribution Accounting
MM CO
Materials Controlling
Mgmt
PP AA
Production Asset
Planning
R/3 Accounting

QM
Quality
Client/Server PS
Project
Mgmt PM
Plant
ABAP WF
System

Maintenance Workflow
HR IS
Human Industry
Resources Solutions

 SAP AG
 Human Resources (1)
Level 2 Level 3
HR510 2 days
Personnel Development
HR505 3 days HR515 3 days
Organizational Training and Event
Management Management
HR305 3 days HR306 2 days HR520 2 days
Configuration of Configuration of
Master Data Shift- and Workforce
Time Recording Planning
HR315 3 days HR310/311 4 days
Recruitment (see Time Evaluation
HR050 5 days HR2)
Human Resources HR307 2 days
AC270 3 days Configuration of HR
Administration &
Travel Management Security
HR540 3 days HR350 5 days
Compensation Programming in HR

HR325 2 days HR530 3 days

Benefits Administration Technical Topics in HR

HR550 2 days R

Human Resources & CA500 2 days

Business Workflow CATS Cross-Application
Time Sheets
 SAP AG
 Human Resources (2)
Level 2 Level 3 Level 3
HR305 3 days HR390 2 days
(Germany only)
Configuration of Master Introduction to Payroll
Data

HR400 5 days
Payroll Configuration

HR4xx 3 days HR801 2 days

Country-Specific Net Payroll Essentials
Payroll (Germany only)
HR050 5 days
Human Resources
HR700/HR7xx 3 days HR651 3 days
Payroll Reporting Construction Industry
(Germany only)

HR490 4 days HR601 ? days

Incentive Wages Public Sector
(Germany only)

 SAP AG
Course Prerequisites

 HR050 - Human Resources

 SAP AG
 Target Audience

 Participants:
 Project team

 Consultants

 Duration:
 2 days

 SAP AG

Notes to the user

 The training materials are not teach-yourself programs. They complement the course instructor's
explanations. On the sheets, there is space for you to write down additional information.
Introduction: Contents

 Course objectives
 Course content
 Main business scenario
 Course introduction

 SAP AG
Course Objectives

This course provides you with information on:

 The most important terms and concepts
in SAP Business Workflow
 The Human Resource (HR) context in which
SAP Business Workflow is used
 Workflow examples from HR

 SAP AG
Course Content

Preface

Unit 1 Introduction Unit 4 Workflow in HR

Unit 2 Organizational Plan Unit 5 Workflow Reporting
Unit 3 Process Structure

Exercises
Solutions

 SAP AG
Main Business Scenario

 You want to implement SAP Business

Workflow to support business processes at
your enterprise
 You require an overview of the basic
concepts, and are interested in the
advantages for and effects on Human
Resources
 You are particularly interested in Human
Resource processes that can be improved by
workflow

 SAP AG
Introduction: Objectives
At the conclusion of this unit, you will understand

 The fundamental principle on which

SAP Business Workflow is based
 How workflow can help your enterprise
to work more efficiently

 SAP AG
 What is Workflow?

 SAP AG

 Please think about this question for a moment before turning to the next page.
 If you want, you can note your ideas down on this page:
 Workflow in One Sentence

Successful workflow management means

providing employees at the appropriate time
with suitable tasks and relevant information

 SAP AG

 SAP provides you with the tools and templates you require.
Where is Workflow Used?

Workflow simplifies processes

That consist of a series of activities

In which more than one person is involved
That are executed time and time again in exactly
the same way
That require a high level of coordination

 SAP AG
Why Workflow?

Workflow was developed to

 Shorten lead times
 Automate business processes
 Reduce costs
 Transfer responsibility from one person to another
 Accelerate the flow of information

 SAP AG
Continuous Business Engineering

 Workflow supports the implementation of

business processes
 Workflow links functions that are structurally
separate
 Workflow helps expose weaknesses within
processes
 Workflow is flexible and enables you to adapt
processes swiftly to new conditions

 SAP AG
 The employee finds his or her E-mails and tasks - which are referred to as work items - in an integrated
inbox.
 By double clicking on a work item, the employee immediately accesses the appropriate R/3 screen,
which already contains the relevant data.
 The employee receives additional information, such as notes written by colleagues, together with the
work item.
 Excel sheets or Word documents, for example, can be integrated. They are directly accessible.
=> Changes of work media, i.e. from computer activities to working with pen and paper, are avoided.
 Workflow Helps Management

 Business processes are checked

and controlled
 Automatic notification if deadlines
are exceeded
 Analyses using the Workflow
Information System

 SAP AG

 The manager is supported by the workflow manager. Work is distributed automatically to the
appropriate employees in accordance with previously defined rules.
 Various tools facilitate the swift creation of analyses of and statistics on processing times, completed
tasks, agents included in processes, and so on.
Workflow is More Than Just ...

 Document management and display

 E-mail and groupware
 Data distribution using different systems (EDI / ALE)
 Management of screen processes
 Management of temporary data
 Management of unique processes

 SAP AG
 Planning
In which areas is SAP
Business Workflow implemented?
Increasing complexity

Workflows to Workflows to Workflows to

optimize the flow control individual control
of information activities complex processes

Exception/
Flow of information
error handling Approval procedures

Automatic
Doc. processing
system activities Deadline monitoring

Automatic help Process transparency Cross-applicational

R

processes

 SAP AG

 What are the aims of an SAP Business Workflow implementation? There are a number of reasons for
deciding to implement workflow. Once the business objectives have been defined, a team of technical
and business experts must be created to carry out the project.
 Decisions:
 Which role is played by each individual team member?
 Which resources are required to initiate and successfully conclude the project?
 Will the team members require training for their tasks? How much training will they need?
 How much time is available to carry out the project?
Introduction: Summary

In this unit, you have learned

 What SAP means by workflow
 About the advantages of Business
Engineering with workflow
 Why Human Resources is relevant
to workflow

 SAP AG
Organizational Plan: Contents

 Bases of organizational management

 Use of simple maintenance
 Prerequisites for workflow

 SAP AG
Organizational Plan: Objectives

At the conclusion of this unit, you will

 Understand the methods used in
organizational management
 Understand the meaning of
organizational units, jobs,
positions, and tasks
 Be able to use simple maintenance
 Be familiar with the interface between
organizational management and
workflow

 SAP AG
Organizational Plan: Business Scenario

 SAP Business Workflow will be

implemented at your enterprise. Your
task is to ensure that the Human Resource
department meets the implementation
prerequisites.

 SAP AG
Section 1: Bases of Organizational Management

 SAP AG
 Methods - Object-Based Design

Organizational management is based on creating

and using organizational objects, and relating
them to each other

 Manages
 Describes
 Reports to
 Is subordinate to
 etc...

 SAP AG

 Organizational management is based on the idea of representing each element within an organization as
a separate object with its own, individual characteristics. Such objects are created and maintained
individually. They are then linked to each other by relationships (see above) to form a network that is
flexible enough to facilitate personnel planning, forecasts, and evaluations.
 Elements of an Organizational Plan

The relationships between the basic object types

give rise to the following main blocks

 Organizational structure Marketing Sales Mexico Reg Sls Mgr

Reg Sls Mgr

 Reporting structure
Reg Sls Mgr

 Staff assignments Admin.Assist.

 Job index Sales Europe Reg Sls Mgr

 Work center index Reg Sls Mgr

 Task catalog Sales US Reg Sls Mgr

Reg Sls Mgr

Admin.Assist.
R

Admin.Assist.

 SAP AG

 The organizational plan provides a way of representing the Human Resource environment at your
enterprise as a structure. It is both dynamic and complete. All information is fully integrated but
maintained in separate infotypes. You can decide to create an organizational plan for your entire
enterprise, or just a small section or department.
 The organizational structure constitutes the hierarchy that exists among the various
organizational entities at your enterprise. You create an organizational structure by creating and
maintaining organizational units, which you then relate to each other.
 The reporting structure identifies the chain of command, or authority structure, that exists at
your enterprise. You create a reporting structure by creating and maintaining positions.
 Staff assignments constitute the assignment of positions to organizational units, and the
relationships between positions and persons. You create staff assignments by copying a position
from a job, assigning the position to an organizational unit, and assigning a holder to the position.
 The job index contains the various jobs at your enterprise. You create a job index by creating and
maintaining jobs.
 The work center index contains the various work centers at your enterprise. You create a work
center index by creating and maintaining work centers.
 The task catalog contains the tasks performed by the employees at your enterprise. The catalog
can also identify sets of tasks that are routinely performed together. You create a task catalog by
creating and maintaining tasks and then, if necessary, relating them to each other.
Object Types

Organizational management is based on using

objects and relationships. There are five basic object types,
each with its own object type code

Object types Object type codes

 Organizational units O
 Jobs C
 Positions S
 Tasks T
 Work centers A

 SAP AG
 Organizational Units
Executive Board
Organizational units
describe the various
business units at your
enterprise.
Several organizational HR Finance
units with
corresponding
relationships constitute
an organizational
structure.

Payroll Benefits A/P A/R Audit

Examples:
 By function
R
 By geographical region
 By business process
 SAP AG

 Organizational units can be defined loosely in accordance with functional or regional criteria, or
more specifically as special project groups, depending on your enterprise.
 Organizational units must be related to each other in an organizational plan. These relationships give
rise to the hierarchical structure of your enterprise.
 Example:
In the above example, the HR organizational unit is superior to its two subordinate objects, Payroll
and Benefits.
 Jobs

Jobs are general Examples:

classifications of
 Head of Department
tasks performed
 Buyer
by employees
 Secretary

Secretary Buyer

Head of Department

 SAP AG

 Each job is a unique description of a job at your enterprise. When jobs are created, their tasks and
requirements are taken into consideration.
 Jobs are used in the following components:
 Job and Position Description
 Shift Planning
 Personnel Cost Planning
 Career and Succession Planning
 Note:
Your job descriptions should be as general as possible and as detailed as necessary.
 Positions
 Positions are specific to
Positions are the your enterprise
concrete representation
of jobs. They are held  More than one position can
by individuals at your be based on the same job
enterprise.
 Each position typically
represents one employee,
but may be partially filled
by more than one
Job:
Head of
Dept.

Position:
Position: HoD: HR
R
HoD: Purchasing
Position:
HoD: Sales
 SAP AG

 Once you have created a job, you must define the number of positions required at your enterprise.
 A position inherits the job’s tasks, and can also be assigned its own additional tasks.
 Positions can be 100% staffed, partially staffed, or vacant.
 Example:
Jobs are not staffed by employees. That is the role of positions. If jobs must be performed by more
than one person, more than one position must be created to meet this requirement. A position can
also be shared by more than one employee, each of them assigned in part to the position. For
example, one employee can be 60% assigned, and another 40% assigned to the same position.
 Tasks can be considered as
 Workflow elements used to monitor cross-applicational processes
 Human Resource tools used to describe positions and jobs (this will be discussed further)
 As far as HR is concerned, tasks are individual duties and responsibilities that must be undertaken by
employees.
 All tasks are included in a task catalog. The task catalog lists all of the tasks that exist in a particular
period. If task groups have been defined, the catalog also illustrates how the various tasks are linked
to each other.
 If you intend to relate tasks with positions, you must first relate the tasks that are common to all
positions with the appropriate job. If you then create positions using jobs, the tasks are assigned
automatically to the positions. This method saves you lots of time and energy because individual
tasks do not have to be related with individual positions.
 Note:
If you assign the same tasks to different jobs, you can apply different weightings. This provides
you with more information when analyzing job descriptions.
 Work Centers
 Restrictions
Work centers describe the
 Health examination
physical locations where
tasks are performed requirements
 Examples:
 Word processing,
21st floor
 Welding,
central plant

 SAP AG

 Work centers describe specific physical locations where work is performed. They are equipped for
this purpose.
 A work center can be a general location, such as a branch office in Philadelphia or subsidiary in
Singapore, or a precisely defined location, such as a specific work center with specific equipment in a
specific building. This kind of work center definition is useful in a factory or plant, for example.
 Several positions can share one work center. For example, the reception work center can be assigned
to two positions held be employees assigned to different shifts.
 Once you have created work centers, you can describe their characteristics. For example, you can
assign restrictions such as this work center is not suitable for physically challenged persons, or
determine that specific health examinations must be carried out on a regular basis.
 Note:
If you also want to use a work center in Logistics, its characteristics specific to production are
assigned within the Logistics application component.
Additional Object Types
Once you have created your organizational plan using
the five basic object types, you can create additional
object types to complete the representation of
your enterprise

 Cost center
 Person
 Qualifications Cost center

 User
Qualifications
 Business event type
 etc.... R

Person
 SAP AG
 Relationships Between Basic Object Types

 Organizational units O C Job

 Jobs C
 Positions S S S
Position S Position
 Tasks T Position
 Work centers A
O Org. unit

S O Org. unit
Position
S Position
C Job

S Position T T
Task Task

S S R

Position Position

 SAP AG

 The relationships between basic object types are defined in the standard system and should not be
changed.
 Each standard relationship has a three-digit code. The customer namespace is from AAA to ZZZ.
 Relationships between objects are reciprocal. If a job describes a position, for example, then the position
is described by the job. When you assign a relationship, the system automatically creates its inverse
relationship. This enables you to carry out reporting from either perspective.
Relationships Between Organizational Units
An organizational unit “reports to” another organizational unit
Example: finance “reports to” administration
An organizational unit “is the line manager of” other
organizational units
Example: the executive board “is the line manager of” administration,
production, and sales

Board Relationship
A/B 002

Administration Production Sales

Finance Controlling HR
R

 SAP AG
Relationship Between Jobs and Positions
The job “describes” the position.
The position “is described by” the job.

Relationship
Administrative assistant
A/B 007
for marketing department

Administrative assistant
for executive board
Job:
administrative
assistant
Administrative assistant
for research department
R

 SAP AG
 Relationship Between Organizational Unit
and Position

Positions are linked

to organizational
units by relationships

Relationship
A/B 003 R

 SAP AG

 Positions must be linked to an organizational unit. However, if you want to view the position hierarchy,
you must create a reporting structure by relating positions to each other.
 An organizational unit can incorporate one or more positions. A position belongs to an organizational
unit.
 Example:
The organizational unit "Personnel" incorporates the positions "Head of Department" and
"Secretary".
The position "Secretary" belongs to the organizational unit "Personnel".
 The relationships between positions form the reporting structure, which can be evaluated independently
of the organizational structure.
 Note:
It is a good idea to create a reporting structure if it differs from the hierarchical structure of the
departments at your enterprise.
 Relationship to Person and R/3 User

The holder relationship assigns a person or user

to a position

Person
Holder
relationship

Position

User
 SAP AG

 There are two ways of assigning a user to a position:

The user is related directly with the position. This method must be used if Human Resources has
not been implemented.
The user is maintained in infotype 0105 "Communication" of HR master data. By relating the
person with a position, the user is related with the position automatically.
 The position-user-relationship is used by workflow for the distribution of work items.
 You can enhance the existing data model in Customizing. For example, you can define new
relationships between object types.
 Infotypes
Object characteristics are maintained in infotypes

s
mppllees
Exxaam
E
MMaaiinn icss
tc
ctteerriissti
 Object cchhaarraac  Organizational unit, position,
job
 Relationships  belongs to, reports to

tioonnaall
AAddddiiti rissttiiccss
ctteeri
cchhaarraac
 Description  General text

 Work schedule  Planned working hours

 Cost planning  Cost elements

 Address  First address, second addressR

 SAP AG

 Objects consist of three components:

 The first component is the ID number, a short and long text defining the existence of the object.
 The second component is the structural relationship or relationships between the object and other
objects.
 The third component is the object characteristics.
 Relationships are a descriptive and functional link between objects. For example:
 A person is the holder of a position
 A position belongs to an organizational unit
 An organizational unit is assigned to a cost center in CO
 Some infotypes can only be assigned to certain objects. For example, the Vacancy infotype is only
allowed for positions, and the Restrictions infotype is only allowed for work centers. Not all infotypes
are mandatory. However, they can contain important, detailed information on objects.
 You can maintain any number of plan versions. One of these plan versions represents the active
organizational plan, and is flagged as the active integration plan version.
 Plan versions exist independently of each other. They can be created as copies of the original plan,
which you then change and re-evaluate without modifying the valid plan.
 Each new plan version is assigned a unique, two-character, alphanumeric identification code.
 You can determine the current plan version for each individual session, or generally using the user
parameters (POP).
 Examples of organizational structure scenarios:
 Restructuring
 Downsizing
 Expansion
 Outsourcing
 Methods - Additional Planning Aids
In Organizational Management, information is always
assigned a status and a validity period.
Time constraints are used to determine rules on
how long the information exists.

Status Validity period Time constraint

Planned Jan. 1999

1
Active Submitted Time

Rejected
Approved
Dec. 2002

31 R

 SAP AG

 The status indicator enables you to optimize your planning process. Objects in plan versions can pass
through a planning cycle that finally activates or rejects them.
 The validity period enables you to determine, for example, that a position only exists for a specific
length of time. If an object is delimited, its relationships and characteristics are also delimited
automatically.
 Time constraints enable you to control system reactions in accordance with the requirements of your
enterprise. If you want a position to report to more than one superior, for example, you can adjust the
time constraint so that more than one relationship is allowed.
 The following time constraint classes are available:
0: The information must be available for the entire duration of an object's existence, and it
cannot be changed.
1: The information must be available for the entire duration of an object's existence, but it can
be changed.
2: The information is optional, but can only exist once within any period.
3: The information is optional, and more than one record can exist simultaneously within any
period.
 Methods - Planning
Organizational Management enables you to get a clear
picture of your organization in the past, present,
and future. Using this information, you can prepare for
and react to future HR requirements and changes.

Present Future
 SAP AG

 An enterprise’s organizational structure is displayed on the left side of the graphic as it currently exists.
Using the Organizational Management application component, any type of enterprise restructuring or
reorganization can be planned and then reproduced in the system.
Section 2: Simple Maintenance

 SAP AG
 Features of Simple Maintenance
Tree structure Initial screens Views
Board

Manufacturing
Organizational HR
Production plan Overall view view
Marketing
SAP Business
Sales: USA
Workflow HR
Sales: Europe users users
Account Enter notification of absence

Sales: Mexico assignment Notification of

absence created

Approve notification of absence

Approved Rejected

HR Set flag Revise notification of absence?

Set No Yes

Delete notification of Revise notification of

absence absence

Deleted Revised

Planning
Resubmit for approval?

No Yes

Administration Complete workflow

Characteristics Workflow
completed

Finance

 SAP AG

 Simple maintenance uses a tree structure, which enables you to quickly and easily create a basic
framework for your organizational plan.
 When you use simple maintenance, different initial screens enable you to access different functions.
 The Organizational Plan window enables you to
 Create and maintain your organizational structure
 Add jobs and positions to the organizational structure
 Assign tasks to jobs and positions
 Create a reporting structure
 In the Account Assignment window, you assign cost centers to your organizational units and
positions.
 In the Characteristics window, you can assign the most important information to your objects.
 Simple maintenance is intended for workflow users and HR users, which means you have a choice of
two views. The overall view enables users to access all functions required by workflow. The HR view
restricts access to the areas relevant to Human Resources.
 If you want to create an organizational plan in Simple Maintenance, the first step is to create a root
organizational unit. You can then create all of the subordinate organizational units.
 You can create organizational units and jobs in any order. However, they must exist before you can
create their positions.
 Tasks are assigned on the basis of jobs and positions.
 You assign cost centers to organizational units and positions.
 In the final step, you assign holders to positions, not to jobs.
 Step 1: Create the Root Organizational Unit

Executive
Board

Organizational unit Abbr. Executive

Name Executive Board
Validity period 04.01.1998 to 12.31.9999

 SAP AG

 If you want to create a new organizational plan, you start by creating a root organizational unit. This is
the highest unit within an organizational structure, such as the Executive Board. You then build the
organizational structure below the root organizational unit, that is, downwards.
 The date entered on the initial screen is used as the default validity period for all of the objects and
relationships you create.
 Step 2: Create Additional Organizational Units
Executive
Board

Manufacturing Sales Human

Resources Finance
and Production and Marketing

Validity period for

organizational unit
Board Executive Board
04.01.1998 - 12.31.9999
Abbr. Name
Manufac. Manufacturing and Production Relationship
Marketing Marketing and Sales 04.01.1998 - 12.31.9999
HR Human Resources
Finance Finance R

 SAP AG

 Starting from the root organizational unit, you create additional subordinate organizational units. In the
above example, the Executive Board is the superordinate object, and the Manufacturing and Production,
Marketing and Sales, Human Resources, and Finance departments are the subordinate objects.
 If you create organizational units in Simple Maintenance, the system determines the appropriate
relationship depending on where you place the organizational unit in the structure. The relationship
record is created automatically.
 Step 2: Edit the Organizational Structure
Executive
Board

Manufacturing Marketing Human

Resources Finance
and Production and Sales

Personnel Dev.

You can make changes

Payroll
to the individual
organizational units
within your Recruitment
organizational structure R

 SAP AG

 If you want to change the assignment of an organizational unit within the organizational structure, you
can move it. Moving an organizational unit changes the relationships between the organizational units.
In other words, you change relationship infotype records by delimiting the current record and creating a
new one.
 If you want to change the short or long text, use the Rename function.
 The following functions are also available:
 Delete objects and relationships
 Delimit objects and relationships
 Determine the sequence of organizational units
 You can display or hide further information such as the object abbreviation, validity period, and ID.
 Step 3: Create Jobs

Administrative
Staff
assistant
assignments

Validity period

04.01.1998 - 12.31.9999

Abbreviation Admin Assist.

Name Administrative Assistant

 SAP AG

 You create jobs in the Staff Assignments window.

 Step 4: Create Positions

Organizational unit
u Sales: Mexico

Choose defining job

Abbr. Admin Assist Create job

Name Administrative Assistant

Position

Abbr. Admin Assist

Name Administrative Assistant

Administrative assistant Number of required positions 3

for sales: Mexico
Validity period of positions 04.01.1998 to 12.31.9999

 SAP AG

 A fundamental concept in Organizational Management is that all positions must be related with a
job.This enables a position to inherit the attributes of the job, which considerably reduces the amount of
time required for data entry.
 Once a job has been created, it can be used as a template for positions. The system automatically creates
the relationship records between the positions and jobs. The name of the job is used as the default name
of the position.
 You can create more than one position at the same time. The same name is assigned to all of the
positions created this way.
 Unlike jobs, positions are assigned directly to organizational units.
 Step 4: Edit Positions

Marketing and Sales Existing positions

can be changed and
+ Sales: USA assigned additional
characteristics
Chief
- Sales: Mexico
position
Regional Sales Manager (Manager) Defining
relationships
Administrative Assistant Mexico
Regional Sales Manager
Administrative Assistant Mexico

Administrative Assistant Mexico

Administrative
Assistant
+ Sales: Europe
R

 SAP AG

 A chief position is a position designated as the leader of a particular organizational unit. You are not
obliged to designate chief positions. If you decide to designate chief positions, the system creates a
relationship between the organizational unit and position.
 The following functions are available:
 Rename
 Move
 Delete and delimit objects and relationships
 Determine the order of positions
 Note:
Designating a position as the chief position is for information purposes only. Chief positions can be
evaluated in Structural Graphics. If you want to create a reporting structure, you must access Detail
Maintenance or use the reporting structure function within Simple Maintenance.
 Tip:
If you intend to create a reporting structure for your positions, you must define the chief position
in the reporting structure.
 Step 4: Create Reporting Structure

Positions are related

with each other to form
a reporting structure

 SAP AG

 You can relate positions with each other to create a reporting structure.
 The reporting structure can be created within an organizational unit or across a number of organizational
units.
 Step 5: Assign Tasks
Position

Job
Task
Administrative Organizational unit
Task
assistant,
sales: Mexico
Task

Task

Task

Task
WF
HR

Task catalog
R

 SAP AG

 For the purposes of Human Resource Management, tasks are individual duties and responsibilities
carried out by employees.
 All tasks are included in a task catalog. You can create individual tasks, or task groups. Individual tasks
are single activities, such as 'answer telephone calls', 'create departmental budget', 'check equipment' and
so on. Task groups describe activities that are regularly performed together.
 The tasks assigned to a job are inherited by its position. The task profile enables you to display all of the
tasks assigned to a position.
 If necessary, you can assign a weighting to your tasks. Weightings enable you to enter recommended
time divisions for a job. For example, the job of secretary could be subdivided as follows: word
processing 75%; answering the telephone 10%; filing 10%; organizing business trips 5%.
 Special tasks are used for workflow. They represent executable activities in the R/3 System, such as
entering an employee's payroll data. They always relate to an SAP business object.
 If necessary, tasks can also be assigned directly to users.
 Step 6: Assign Cost Center

Cost center:
Executive executive
board
Board
Cost center:
admin./HR

Administration Sales Production

Human
Finance
Resources Cost center:
Cost center: production
sales

Cost center:
finance
 SAP AG

 You assign cost centers to your organizational units. Subordinate organizational units automatically
inherit the cost center assigned to the superordinate organizational unit unless you maintain different
cost centers specifically for them.
 The cost center assignment is also inherited by the positions and, therefore, by all of the employees
assigned to this organizational unit.
 In exceptional circumstances, a cost center can be assigned directly to a position.
 Note:
If integration with HR master data is active, the cost center is only ever maintained using the
organizational plan.
 Step 7: Assign Holders

A person is Position Administrative Assistant

an employee Mexico
already entered
in the system Holder

Type P Person

Name 7777 Lisa Thompson

A user can be
assigned using
Simple Position
Maintenance
Staffing percentage 100.00 %

Validity period 10.01.1998 - 12.31.9999

 SAP AG

 Positions can be staffed by persons or users.

 Information on the person object type is maintained in HR master data. Persons are employees
at the organization.
 R/3 users, on the other hand, are not necessarily employees. Users are specific individuals who
are authorized to access the R/3 System. These persons can staff positions without being
employees. This assignment is relevant to workflow.
 Step 7: Assign Staffing Percentages to Holders

40 hrs. 40 hrs.
100% staffed

12 hrs.
20 hrs..

100% = 20 hrs.

30% = 12 hrs.

40 hrs. 20 hrs.

20 hrs. 100% = 20 hrs. 70% = 28 hrs.

40 hrs. Position is
R

“overstaffed”

 SAP AG

 Persons can staff a position in full or in part, depending on the number of working hours assigned to the
position and the work capacity of the person.
 The staffing percentage refers to the percentage of the person’s work capacity that is assigned to a
position.
 If the percentage of a person’s work capacity exceeds the requirements of the position, the position is
overstaffed. If the working hours required by the position are not provided by one or more persons, the
position is understaffed.
 Master Data Integration
Job
is
Person defined
by
Position

occupies
Org. unit

belongs to

Cost center
assignment

Cost Center

 SAP AG

 When an employee is assigned to a position, it automatically determines the employee's assignment to

an organizational unit, job, and cost center in infotype 0001 Organizational Assignment of master data.
 Organizational Management Integration Points

Organizational Management interfaces

with the following components:

Recruitment
Capacity Planning Shift Planning

Training and Event Personnel

Management Organizational Development
Management
Master Data Workflow

Personnel Cost
HRIS R

Planning

 SAP AG

 The Organizational Management application component is an integral part of the R/3 System.
 For example, you must create an organizational plan in Organizational Management before using the
Personnel Cost Planning application component. The Personnel Cost Planning application component
is a planning tool used to project personnel costs on the basis of existing and planned organizational
units.
 Shift Planning is used to schedule the optimum number of appropriately qualified personnel on the
basis of job requirements.
 Capacity Planning - which is a Logistics application component - is used to schedule persons on the
basis of their availability and qualifications to complete work for specific work centers.
 Training and Event Management enables enterprises to organize and schedule training events and
conventions. Employees and organizational units, for example, can be booked as internal attendees.
 Personnel Development enables you to plan and execute training and job-related activities on the basis
of your enterprise's personnel requirements and your employees' training needs and aspirations. Such
activities help to promote the personnel development of individual employees.
 The organizational assignment of an employee is derived from his or her situation within the
organizational plan and related cost center assignment.
 The Human Resources Information System (HRIS) enables you to perform simplified reporting for
employee data in the organizational plan.
 Vacant positions in the organizational plan trigger the recruitment process.
Organizational Plan: Summary

 You now understand the importance

of organizational units, positions, jobs,
and tasks.
 You know how these objects are related
with each other in the organizational plan,
and you can use Simple Maintenance.

 SAP AG
The Process Structure

 Architecture of SAP Business

Workflow
 The integrated inbox
 Definition of workflow

 SAP AG
Process Structure: Objectives

At the conclusion of this unit, you will understand

 The basic terms used in SAP Business Workflow
 The connection between the organizational
plan and the process structure

 SAP AG
Process Structure: Business Scenario

 You are the head of the project team responsible

for implementing workflow at your enterprise.
For this reason, you need to understand the
workflow architecture.

 SAP AG
 SAP Business Workflow Terminology

Objects Agents
Events

Work items Single-step Roles

tasks

Multistep Workflow Inbox

tasks definition

 SAP AG

 To help you understand the terminology used in workflow, please see the workflow glossary included in
the online documentation.
 Workflow Management Architecture

Human
Resources Person Job Org. unit

Organizational Role
Role Task
level

Process level WF definition WF step

Data Data

Business Events Attributes Methods

Object
Repository Object definition R

 SAP AG

 SAP Business Workflow is characterized by its three-level architecture. The modular design of its
components provides the basis required for a high degree of flexibility.
 The Business Object Repository is situated on the lowest level. It contains a definition of all of the
business objects and their methods, attributes, and events that can be used in workflow definitions. R/3
functions, such as hiring employees, are accessible via business objects.
 The order in which tasks are executed, and the rules used to determine how tasks are executed, are
defined on the process level. Each task represents a step within workflow. Object data and information
added during the process are forwarded from step to step, or are available to agents during the entire
workflow procedure. Process control facilitates the sequential, parallel, alternative, and hierarchically
nested execution of steps.
 The organizational level provides information on responsibilities and the personnel structure of the
enterprise. This ensures that tasks are forwarded to the right agents during runtime.
 Workflow System Components
Development
Analysis, modeling and
Process design definition tools
and definition

Workflow
definition
Runtime
Instantiation,
process control Workflow Manager

Runtime
Interface to Integrated
user inbox
R

 SAP AG

 During runtime, the Workflow Manager starts and controls processes on the basis of the workflow
definition, and provides the users with work items.
 The Work Item Manager
 Evaluates conditions
 Creates work items
 Assigns agents
 Organizes binding
 Processes events
 Monitors deadlines
 Synchronizes processing
 Records the data history
 Process management usually covers complex activities performed by more than one person at different
times. The Workflow Manager can localize information effectively, assign tasks, create the required
procedural logs, monitor deadlines, and so on. These activities are necessary, but do not add value to the
process itself.
 The Workflow Manager is completely reliable, available around the clock on every day of the year, and
never sick or demotivated. What’s more, the Workflow Manager has an excellent memory. The
knowledge that it acquires can be evaluated so that processes can be improved even further.
 SAP has grouped all of the most important business objects together in the Business Object Repository
(BOR), the design of which is object-oriented.
 An object’s key gives it a unique identity.
 Attributes constitute information on and the characteristics of an object. Attributes can be objects
themselves. For example, the “employee group/subgroup” object type is referenced by the “employee”
object type’s attribute of the same name.
 Methods are the functions used to access an object. In actual fact, methods are simply customary R/3
functions in the form of dialogs, function modules, reports, and so on.
 Events can be used to publicize an object’s change of status in the system.
 Design and Process I
Definition time

Single-step
Single-step
Single-step
task
task

what?

Object type

Method
Method

Desktop SAP External

application functions applications
 SAP AG

 Single-step tasks are defined on the basis of object types. Each single-step task consists of just one
object method.
 When a single-step task is defined, the object method is put in a business context. For example, it can be
used to store the work item text that is subsequently written to the integrated inbox of the task’s agent.
 Design and Process II
Definition time

Single-step
Single-step
Single-step
task
task
Organizational who
plan from?
what?

Object type

Method
Method

Desktop SAP External

application functions applications
 SAP AG

 The possible agents of a task are determined by assigning a single-step task to an object in the
organizational plan, such as a job.
 Design and Process III
Definition time
Multistep task
role

Workflow
Workflow
Organizational who definition
definition
plan from?
when?
in what order?
by when?

Single-step
Single-step
Single-step
task
task
Organizational who
plan from?
what?

Object type

Method
Method

Desktop SAP External

application functions applications
 SAP AG

 The workflow definition contains the business process. Single-step tasks constitute the most important
elements of the workflow definition.
 The workflow definition determines the agents responsible for a task with reference to the
organizational plan.
 Roles are used to determine responsible agents dynamically during workflow runtime. In this context,
“dynamically” means depending on information that is not available until runtime.
 Design and Process IV
Triggering event
Definition time Runtime
Multistep task

Workflow
Workflow Workflow
Workflow
definition
definition
role when? Workflow Manager
in what order?
by when?

Single-step
Single-step
Single-step
task
task
Organizational who
plan from?
what?

Object type

Method
Method

Desktop SAP External

application functions applications
 SAP AG

 A workflow constitutes the instantiation of a multistep task.

 Workflows can be started manually, or by one or more triggering events.
 Design and Process V
Triggering event
Definition time Runtime
Multistep task

Workflow
Workflow Workflow
Workflow
definition
definition
role when? Workflow Manager
in what order? Integrated
by when? inbox

Single-step
Single-step
Single-step Work
Work item
item
task
task
Organizational who
plan from? execute
what? Work Item Manager display
forward

Object type
Execution
Execution of
of
Method
Method object
object method
method

Data-
base R

Desktop SAP External

application functions applications
 SAP AG

 Work items are the runtime representation of a single-step task.

 They are assigned by the Workflow Manager to the agents responsible.
 When an agent accepts a work item for processing, it disappears from the inboxes of other agents.
 When a work item is executed, its object method is accessed.
 Organizational Management, which is part of the HR System, is one of the main elements of SAP
Business Workflow.
 It is used to define task profiles and assign jobs, positions, employees, and organizational units.
 This assignment can be used to determine the possible agents of a workflow step automatically.
 Possible and Responsible Agents

Organizational plan Workflow definition

Possible agents Responsible agents

Workflow Manager
Actual agents
Selected agents

 SAP AG

 The employees who can be regarded as possible agents of a single-step task are determined in the
organizational plan when tasks are assigned. This gives rise to possible agents.
 When a single-step task is included in a workflow definition, the responsible agents must be specified.
This means that the agents responsible for a single-step task can differ from one workflow to another.
 During workflow runtime, the Workflow Manager evaluates the current status of the organizational plan
and determines where the groups of possible and responsible agents intersect. These are the selected
agents, who receive a work item in their integrated inbox.
 The actual agent is the agent who accepts the work item for processing.
 Who Can Be A Responsible Agent?
Workflow definition Organization Inbox

Org. unit
Prio Tasks Date
Job 1 Issue approval 6.1.1999
2 Submit order 6.4.1999
3 Check trip 6.9.1999
Position
Task
Task Responsible
agent
User

Role The work item list is

created dynamically at
Expression logon. Work items are
runtime versions of
tasks.
R

 SAP AG

 Responsible agents
 Organizational unit: all of the users assigned to the organizational unit via a position.
 Job: all of the users who staff a position described by this job.
 Position: the user or users who staff the position.
 Users: you should try to avoid assigning a user directly because, for example, the assignment would
need to be changed manually if the user were transferred.
 Role: a role must have been defined already. The definition of a role contains the rules that give rise
to an object within Organizational Management (job, position, user, organizational unit) when role
resolution takes place. This object can then be used to determine the users.
 Expression: this is a variable that defines an object within Organizational Management. During
workflow, the variable is assigned a value. This enables the responsible agents to be determined
dynamically.
 When agents are determined in the workflow definition, it is also possible to exclude specific agents.
 Roles and Role Resolution

 Using a function
Example: Determining a superior
 Using an SAP organizational object
Example: Position in the shipping point
for office materials
 Using responsibilities
Example: The “trips to North
America” organizational unit is
responsible for flights booked to
Canada and the USA

 SAP AG

 If the group of responsible agents depends on information that is still unknown when the workflow is
defined, you can use roles to enter an extremely general definition of a workflow. The degree of
reusability increases.
 During workflow runtime, the role is supplied with the data it requires to determine the responsible
agents. For example, when an employee’s superior is determined, his or her personnel number is
required.
 SAP supplies you with a series of standard roles.
Change Management Using HR
New
 Modern companies are
dynamic organizations Team
with dynamic processes.
 SAP Business Workflow
uses one integrated Internal
change
organizational model for all
applications.
 All organizational changes
are taken into account by
the Workflow Manager
automatically. Leave Sickness

External
projects

Leaving Retirement
 SAP AG
 Tasks - Definition 1

Process
invoice

Calculate Release
trip costs who? invoice

Task what?

Release
Process
absence
form
when? correspondence

Check leave
entitlement R

 SAP AG

 From an organizational perspective, tasks represent the central element of the workflow system.
 Tasks assign organizational processes to the organizational structure.
 Tasks determine who does the work, how the work must be done, and when the work must be
completed.
 Tasks - Definition 2
Single-step
tasks
Standard task (TS)
Object method or
manual activity

Customer task (T)

Multistep
tasks Workflow template (WS)
time & client
Workflow definition
dependent

Workflow task (WF)

 SAP AG

 Single-step tasks are workflow modules.

 Customer tasks and workflow tasks are time and client dependent. They must have a validity date.
 Standard tasks and workflow templates are time and client independent.
 Single-Step Task: Examples

 Post invoice
 Release document
 Change material master
 Check routing
 Execute report
 Approve leave
 Phone customers
 …Who? What?

 SAP AG

 Standard tasks are single-step tasks supplied by SAP in its workflow templates.
 Standard tasks are predefined for the SAP standard object types in the Business Object Repository.
These objects are defined using several optional activities known as “methods”, which can be executed
with reference to the object type.
 A customer task is client dependent, which means that the task is only known to and accessible from the
client in which it was defined. If you want to use a customer task in clients other than the one in which it
was defined, you must use client copy or transport procedures.
 SAP standard tasks are client independent and can be accessed by any client included in a particular R/3
System.
 Therefore, customer tasks and standard tasks are single-step tasks that describe an enterprise procedure.
 Single-Step Tasks

Standard task
Object type with Organizational
 What executes  Who will be
object method the task? responsible plan
for the task?

Features

Texts Events Published

event
 Work item text: title of work  Terminating events
item in work list
 Long texts:  Triggering events
 Description Only if the single-step
task is not used in a
 Notification
workflow R

 Missed deadlines

 SAP AG

 A single-step task characterizes a processing activity that must be performed.

 In a workflow environment, a single-step task is a process that starts a work step by transferring a
requirement to the responsible application process, or that transfers the requirement to individual
persons responsible for executing a work order.
 A single-step task is assigned to a logical work unit within a multistep workflow definition of a specific
work sequence. This can include different applications and employees from different departments.
 The work item text is stored in the “Description” column of the integrated inbox.
 The long text can be a task description, or a notification text for addressees/recipients when deadlines
are missed.
 The variable parts of the text are replaced automatically during runtime by the system accessing the
attributes of the processed objects.
 Work Item Text
 A description of the work item in the integrated
inbox
 Replacement of variables by runtime values

_WI_Object_Id
_WI_Actual_Agent
_WI_Object_Id.Number
...
Maintain Work Item Text

Work Item Text

Absence notification no. & rejected

Assign text variable

 SAP AG

 The work item text is defined on the task level (customer or standard task). It is used as a description to
provide information on selected agents who receive work items in their integrated inbox.
 The information defined for the work item text is displayed for each work item in the user’s work list.
 Variable information fields can be defined for the work item text to supplement the appropriate fields
with the current runtime data. For example, system information - such as the current date and time, or
the user who initiated the workflow - can be entered in these variable fields to specify actual data for the
executed task. This data is then displayed in the appropriate fields, which are displayed for the work
item in the integrated inbox.
 Single-Step Tasks: Long Text

 General description, processing notes,

information on environment, etc.
 Text for completion

 Text for missed deadlines

 Add variables (even indirectly using object reference)

Example:
Employee &_WI_Object_ID.CreatedBy& has created an absence
notification using the number
&_WI_Object_ID.Number& on &_WI_Object_ID.CreateDate&.
Please decide on whether to issue approval.

 SAP AG

 Just like the work item text, the long text can contain additional information.
 It provides the possible agent with detailed instructions on how to execute the appropriate work item.
 Multistep Tasks
Workflow task
Workflow template

 Reference to
workflow definition

 Specification of
 The graphical editor is the point
triggering events
of access for displaying or
 Definition of changing the workflow definition
interface
(import and
export parameters)
 Assignment of
initial values

 SAP AG

 Basic data on the workflow task.

 Triggering events are the events that start a workflow’s execution.
 Binding characterizes the relevant data required for the workflow’s execution. It constitutes the link
between the data required as input for executing a task, and the output resulting from the task that must
be forwarded to subsequent steps within the workflow procedure.
 Steps in Workflow Definition
Workflow task Workflow definition Step
Workflow template

 Reference to  Activity (task

workflow definition reference)

 Specification of  Condition
triggering events  Multiple condition
 Definition of  Event creator
interface  Waiting for event
(import and  Process control
export parameters)  Container operation
 User decision
 Assignment of
initial values  Loop (until)
 Loop (during)
 Parallel section
R

 SAP AG

 You cannot access a workflow definition directly. Instead, you must always access the definition of a
workflow task or workflow template first.
 Important: If you want to use an element for an object reference, it must be included in the workflow
container.
 Business processes in the R/3 System can be represented technically as a workflow definition. The
starting point and basis of every workflow definition is the workflow task that you create as a customer,
or the workflow template provided by SAP.
The workflow definition includes the following steps:
 A workflow definition is modular and consists of single steps. When a step is created in a workflow
definition, the step type must be specified first.
 Some steps refer to business activities (activities and user decisions), while others are used for internal
process control and monitoring (condition, multiple condition, loop, etc.)
 The order in which steps are processed depends on the result of each previous step. The successors for
all of the possible results of a step are determined in the workflow definition. The possible results of a
step are usually derived from the functions on which it is based, and are available to the workflow
definition.
 Logical Diagram of a Workflow Definition
Triggering
Activity events

User Parallel
decision sections


XOR
IF Loop

XOR

XOR

XOR

Activity with
deadline

 SAP AG

 Steps can be arranged in sequential or parallel processing. Each step is the decisive element of “its”
block. The operations contained in individual steps always affect the entire block in which the step is
contained.
 Events in the workflow definition:
As illustrated by the graphic of event-controlled process chains, each step must be followed by at least
one event.
 Internal events:
Internal events describe the result of processing, or the status set by the end of the step. This determines
the branch of the workflow definition that is executed next. These events are used for internal workflow
process control. They have no effect on anything other than workflow.
 Example: Events after a condition or user decision
Start and end of a workflow
 Published events:
These are used to make an object’s changes of status known to the entire system. They can also have an
effect beyond workflow.
Example: Terminating events for a customer task/standard task
Start and end of a workflow by triggering/terminating events
Wait step, event creator
 Workflow Definition: Graphical Editor
Workflow definition

Event
Graphical editor:
Step  Navigation and display area
 Block-oriented modeling
 Top-down modeling possible
Block
 Special functions such as cut,
paste, move, copy
 Print: locally / R/3 spool / file
 Check and activate
 “Drag-and-drop” function

 SAP AG

 When a multistep task is processed, you create the workflow definition that is processed when the
multistep task is executed. The definition of the multistep task represents an “external link” (interface
for access, triggering events), whereas the workflow definition describes the actual introduction of a
business scenario as the consequence of related steps.
 Steps, events, and operators are defined and displayed as a graphic in a network using the graphical
editor, which is a workflow definition tool.
 Steps, events, and operators are displayed as a graphic in a network. On the right side of the screen
(navigation area), you see an overview of the workflow definition. On the left side of the screen (display
area), you can access the workflow definition and then modify or define it in accordance with the actual
business scenario.
 The following icons are used on the graphical display screen:
 Step: green rectangle with rounded corners
 Internal events: red hexagons
 Published events: red hexagons
 Operators: white circles
 Data Containers
Role parameter
container
Event parameter Task
container container

Binding

Binding Binding

Workflow container R

 SAP AG

 Data containers are used to ensure the flow of information within workflow.
 Integrated Inbox in R/3

Decide Integrated inbox Process

Received
Type Description Status
on
WORK ITEM:
Dec. 5 1997 Ready
Release item 1705
Answer WORK ITEM: Forward
Dec. 6 1997 Ready
Check invoice 4711
MAIL: Meeting
Dec. 6 1997 Viewed
Dec. 7, 3 p.m. room 12
FAX: Project Reply
Dec. 7 1997
Status - InCom required
Exceptions Resubmit

Ad hoc
workflow R

 SAP AG

 The contents of a work list are set up for specific users so that the displayed work list always
corresponds to the activity profile, which can change in accordance with the employee’s organizational
assignment. For this reason, the work list is not generated until the user accesses the integrated inbox.
 The integrated inbox includes a variety of functions for processing work items. It enables them to be
forwarded within defined responsibilities, or resubmitted. It enables substitutes to be created and
activated. It also provides views of work items that have been assigned to other employees. Such views
can be used by superiors as a means of checking the current situation.
 Ad hoc processing via the integrated inbox is also supported.
 You can supplement work items with attachments.
 Application objects can be related with work items so that the next agent can also process the objects
by clicking on them.
 Work items can be processed directly using the integrated inbox. The appropriate applications are
started directly by means of a double-click. They are then supplied with the data they require.
 The fact that SAP Business Workflow is database-oriented means that a work item can be viewed and
executed in the integrated inboxes of more than one employee with the same authorization. However, a
work item can only be reserved for processing and executed by one employee at a time.
 Mail and Work Items in Inbox
Mail and work items in a list
Process mail
- Read
- Reply
- Delete
Integrated inbox - Save
- Forward
- Create attachments

Process work items

- Display
- Forward
- Return
- Execute
- Set to complete
- Change dates R

- Change priority
- Create attachments
 SAP AG

 The integrated inbox is a central point of reference for all activities used to access and process standard
SAPoffice E-mail functions. Users defined in the R/3 System can send and receive E-mails internally
and externally via the Internet.
 Processing work items - You can access the work item display screen by double clicking on the text of a
work item displayed in the work list of the integrated inbox.
 You can forward a work item to another possible agent for him or her to process. You can only forward
a work item to agents to whom the appropriate single-step task has been assigned (possible agents).
 The “return” function releases a work item from its reserved status, which means it can be accessed once
again by any of the selected agents. The status of the work item is reset to “ready”.
 Set to complete - You can determine that the end of processing for a single-step task must be confirmed
explicitly. Until such confirmation has been given, the work item can be executed several times or
forwarded. This function is generally offered as a dialog box.
 Work items of type D or N must always be confirmed explicitly. Once they have been executed, their
status remains set to “in process” until it is changed to “complete”.
 Alternative User Interfaces

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 SAP AG

 You can use MAPI clients (such as MS Exchange, Outlook, cc: Mail) as an inbox for your work items.
 The SAP MAPI Service Provider is included in the SAP presentation CD.
 During runtime, work item notifications are written to your inbox. When you open a message, a mail
window is displayed with two attachments. Double-click on the “execute” key. Once you have
completed the SAP logon procedure for your SAP user ID, you directly access the SAP transaction used
by this workflow step.
 Configuration of Integrated Inbox
Workflow Inbox (Workflow)
Work item Edit Goto Extras Settings Folder System Help
Configuration
Standard
Office
Number of entries 6
Office unviewed
ST EX Description Missed deadline AT Received on
Incorrect
Fill out notification of absence 02.19.1998
Test configuration
Fill out complaint form # 02.19.1998
Change notification 02.19.1998
Order part no. p-3539 02.19.1998
Check customer order #7654 02.19.1998
Check customer order #7789 02.19.1998

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 You can configure your inbox to meet your requirements (for example, additional columns, field length,
order in which columns appear, etc.)
The Process Structure: Summary

 Business object methods constitute the

basis of single-step tasks.
 The workflow definition reflects the
business process using single-step
tasks.
 Agents are determined dynamically by the
Workflow Manager using the organizational
structure that is currently valid.
 The integrated inbox is the interface with
the agent.

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