As promised, we are here with our next article, Understanding The Workflow Part II – 5W’s Of Workflow, which will explain the 5Ws of SAP Workflow. Unfortunately, this one will also be a theoretical post, but believe me, you won’t get bored because we have incorporated many creative elements to explain the 5Ws of SAP Workflow concept. Learning through animation is always fun!
Understanding The Workflow Part II – 5W’s Of Workflow
I trust you are now clear on the workflow concept after reading our first articles, which explained the workflow idea in a very imaginative manner using animations. Yet, as we delve into “Understanding The Workflow Part II – 5W’s Of Workflow,” I have a fundamental question for you all:
Can you start building a workflow now?
Simply envision, Your client comes to your office and lets you know that bla bla is our business interaction of any business that should be robotized with the assist with draining work process.
On the off chance that you haven’t grasped the necessities then how will you respond?
Its Basic, You will clarify some things!
In any case, Which Questions ?
What Questions will assist you with changing over the client business process into a Work process:
Don’t Worry We have the answer – 5W’s of Workflow
Indeed, Folks, These are the initial 5 inquiries you ought to posture to change over the manual business process into a work process one. Presently Without Burning through our time gives up through each question individually and we should figure out what answer these inquiries truly care about
Assuming somebody asks you, Could you at any point draw your business cycle stream with the goal that we can grasp the entire progression of your business? What you generally do is you take a piece of paper and pen and afterward you simply attract the interaction a consecutive way, making sense of that this step will start things out after this part will come and so on.
With regards to Drain Work process, Characterizing the business cycle bit by bit in the framework is called as “Work process Definition”. The main contrast is that we are drawing the business cycle by means of the exchange SWDD (pen) inside the SAP System(Notepad).
Introducing you a basic Work process Definition for Buy Request endorsement business CycleA business interaction is the blend of little steps.Let’s take the model from our most memorable work process article, Buy request endorsement business process that contains business steps.
This is the way the means should be in PO endorsement business process :
- Making of Procurement Request.
- Investigating the Request i.e Supporting/Dismissing Buy Request.
- Inform Purchaser about the audit result.
In any case, accept since you are currently mindful of the specific request of the PO endorsement cycle and You have planned the work process definition for this buy request endorsement business process like this
You can not attract the work process definition wrong request if not all things are going to screwed up
Thus, folks, To this end the principal significant inquiry you ought to constantly be posing to somebody “In What Request you, Your business cycle stream ?”
Subsequent to understanding the right request of the business cycle stream you ought to continue further to draw the work process meaning of the business interaction. This is the means by which the right work process definition will be drawn from our above buy request endorsement business process.
- What Movement is being performed?
- With What something is executed?
What Activity is being performed? What is Executed?
In our day to day exercises, we perform different activities(task) for instance understanding books, eating, shutting entryway and so on. Yet, with regards to some business that is upheld by SAP these activities(task) are unique.
An undertaking may be executing a report, Executing an exchange, update a bookkeeping sheet or just go about as an update that something is to be done.
So the point here is, We really want to ask the business folks that what exercises/task you perform at each step so we can dole out those undertaking/exercises to our work process task. On the off chance that we don’t have the foggiest idea what will be the following exercises/task in the business stream I don’t feel that we will actually want to draw the work process definition and allot the undertaking to our work process.
For example in our mention purchase order approval workflow business processes, Reviewing a Purchase Order (Approve/Reject ) is a task, Sending notification to the user about the review result is also a task.
Task represents the steps in the business process, The process to be mapped must be divided into individual tasks during workflow definition. At workflow runtime, a task is represented by a work item.The work item appears in the recipient workflow inbox.
A task can be used as a mini workflow itself.
If a task is executed by a person, An agent must be assigned.
With What something is executed?
Folks assuming that somebody gives me an undertaking and let me know that your errand is to eat .I’m consistently prepared to do that task since I love eating however pause, What is it that I really want to eat ? you ought to let me know first I can’t eat Nov-veg since I’m vegan.
Same in a business cycle in the event that somebody’s undertaking is to play out some activity for instance – Checking on a buy request then the business ought to give a buy request number, Delivery level and so on.
A work process engineer ought to know about the information that should be pass to the dependable specialist of the undertaking so they can use that information and execute the manual interaction.
Eventually, work process necessities to pass the right information, at perfect opportunity to the ideal individuals.
Right Information ( With What Something is executed Ex. PO)
Ideal individuals ( Who will execute the errand Ex. Chief )
Ideal Opportunity ( When we really want to pass the Work thing to the Specialist Ex. At the point when Material Expert got changed in the framework)
But How ?
We will see that in our upcoming articles. Don’t worry We won’t miss that.
This one is the main inquiry you ought to present prior to beginning creating work process definition.
Recollect as we let you know before work process is simply robotizing the business stream, It isn’t computerizing the specific work for instance Work process won’t support or reject a PO, This errand will be physically finished by some client. In this way, the right information must ought to be conveyed to the perfect individual however who ought to be the ideal individual/specialist for some assignment.
Money managers need to respond to that assuming this is the undertaking it ought to be conveyed to X individual or gathering of people
Who Will be the recipient of the TASK?
Those people groups who will get the work things are called specialists of the undertaking.
The task of specialists is expected for an undertaking .in the event that everything is great, agent(user) gets the work thing in their work process inbox and have a place with the beneficiary of the work thing. when he/she double taps on the work thing they will be steered to the ideal exchange with definite necessary information to play out the errand.
On the off chance that a work thing is steering to a position X, all the users(A, B, C) that are doled out to the position X will get the work thing.
Comparative Model: On the off chance that an Email is shipped off DL, all individuals whose ID’s are available in the DL will get the duplicate of the Email
This is how Agent’s are displayed in the workflow log for a particular work item.
Last yet not the least!
At the point when you maintain that your work process should be begun, There ought to be a particular time when the work process will begin and the work things connected with work process definition undertakings will be conveyed to the Specialists
When Something is going to Executed is called Occasions in SAP work process Language.
Example of Events :
- Park Document posted
- Purchase requisition released
- Material master change
- leave approved
- customer created
- purchase order deleted
Occasion illuminates the framework that something has occurred for instance – Buy request made. The work process can respond to an occasion assuming it is connected to the event.So At whatever point PO will be made in the framework that implies material expert gets change, Occasion connected with PO will be awaken the connected Work process to respond, etc.
A result is the conceivable consequence of an undertaking or step.Possible results of the errand “Endorse Buy Request ” might be supported, dismissed.
We can use the conceivable result of a stage/task as an occasion to end any work process . for instance – On the off chance that a PO gets supported, end the work process.
Putting the Pieces Together
- Your business can be converted into a workflow
- The workflow builder is the tool for building/editing workflows
- A workflow step contains a task/Activity
- Agents are assigned to every task
- At runtime, The Agent determined to receive the work item in their inbox.
- The Recipient who actually execute the work item the calls the function stored in the task.
Workflow
- The Right Work
- At the right Time
- For the right agent
Workflow(5W)
- Who Does
- What ?
- When ?
- With What Object?
- And in what Sequence?
Here comes the end of this article. I hope you enjoyed this imaginative piece on “Understanding The Workflow Part II – 5W’s Of Workflow,” which explains the 5Ws of workflow. If you have grasped the concepts discussed, you should now appreciate how crucial these five questions are for a workflow engineer before they can start building a workflow.
See you soon guys!
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