SAP Workflow - transparently depicting business processes

A business process is usually influenced by various factors. These can be temporal and/or related to data systems. In many areas of work, SAP solutions are being used to map this complex functionality with one or several reports. This approach has several disadvantages:

  • Subsequent changes are complex and expensive to implement
  • The process is not transparent and is difficult to track
  • Errors may only be detected at the end of the business process
  • Timed tasks are difficult if not impossible to implement. They must be manually monitored – often from outside of the system.
  • At least one administrator is responsible for executing the individual steps.
  • Administrative tasks cannot be forwarded without further editing.
  • Process tracking is hardly possible

SAP offers a good basis for technical support as well as the expansion of all kinds of business processes. The workflow is broken down into sub-processes/tasks, which are automatically processed if possible. In addition, individual tasks for decisions or processing are passed on to different employees, who can carry out their tasks in parallel or in a hierarchically organised manner and forward them if necessary. The workflow thus coordinates spatially and/or temporally distributed work groups and simultaneously simplifies communication.

An intelligently designed workflow system supports the business optimisation and process adaptation through user-friendly tools and templates. As a result of the modularisation, the process is more transparent, and errors can be quickly identified and resolved. Likewise, cross-system interactions can be easily performed and evaluated.

The following processes are well suited for an automated workflow:

  • Repeatedly occurring processes e.g. incoming or outgoing employees
  • All kinds of approval processes e.g. invoice approvals, leave requests, and orders
  • Tasks subject to an examination or which require evidence of execution.

S&N has enriched the basic SAP framework with additional comfort functions in order to facilitate configuration. By using this S&N workflow tool kit, process control can be readily customised, adapted in a time-slot-controlled manner, and conveniently managed.

Process example:

SAP Workflow

The administrator can open the necessary transactions directly from the task. Using customisation, it can also be determined whether one or more users receive an informational e-mail with the ability to lift off into the SAP system (including related transaction). This ensures that even users who are not permanently registered in SAP obtain the necessary information for processing and can open this with a single click.

Texts and transactions for informational emails can also be maintained directly via the S&N workflow tool kit. Here it is possible to simply enter this information or leave a text block with the data. The approach to be used can be determined via the customisation.

SAP WorkflowOnce the "Send informational email" has been ticked, the corresponding email is sent to the recipient. To ensure that the agent handles the task in a timely manner, an escalation time can be entered. The employee will thus be reminded to execute the task within the given time.

With the support of the S&N work flow tool kit, the procedural integration of tasks is not only faster (by using the standard blocks and sub-processes) but also more convenient and transparent. The included configuration tool enables the quick and clear maintenance of process flows with the integrated evaluation of ongoing/completed or faulty processes.

With the S&N workflow tool kit, different configurations can be created and managed for one process. It is thus possible to individually maintain certain tasks, deadlines, and agents for each configuration. This can be used if a process has different call options, which may require different or additional tasks/agents. For example, a process is created directly in the system by an agent, and the corresponding process is started. Or the process is reported via the web form. In this case, the agent must additionally check the data. At the same time, an informational email about the status of the operation is sent to the creator.

If the SAP organisational structure cannot be used or is not desired, the integrated, optionally available S&N tool kit user group organisation can be used. Of course, it is possible to use both SAP positions/organisational units/persons and tool kit user groups simultaneously.

SAP WorkflowProcesses that exceed the defined maximum duration are visually highlighted in the process overview.

If the agent icon is displayed, the process is currently being handled by an agent. This can then be accepted by predefined employees. Clicking on the symbol will lead you directly to the work item.

By clicking on the work flow status, you can access and follow the process sequence. Using the green line, you can see which steps have been implemented as well as the current status of the process.

SAP WorkflowThe S&N work flow tool kit integrates can be easily integrated into every work flow, which suggests a process-driven approach. Of course, S&N provides the work flow tool kit as an extension module for the certified S&N products insTRA (for insurance management) and fleet (for fleet management).

By using the supplied modules a uniform approach is predefined, thereby simplifying error analysis and ensuring the transparency of the processes. All processes created with the tool kit are managed at a central point. Thus, even small or infrequently used processes are recognised and not forgotten.

Our workflow specialists will assist you in designing and implementing processes.

Contact: Reiko Rill; Turn on Javascript!