Introduction to Workflow/Webflow Strategy and Work Item Delivery Presentation Title Introduction to Workflow/Webflow Strategy and Work Item Delivery Subtitle Dan Harmon Motorola Semiconductor Products Sector Session 1013

Agenda SAP GUI Business Workplace ITS Work Center SAP MAPI Forwarding SAP GUI for HTML Business Workplace Lotus Notes Integration mySAP.com Workplace What is it? What does it require? Why use it? What we did. Possible downside?

Motorola Semiconductor Products Sector (SPS) #1 producer of embedded processors $4.9 billion total sales in 2001 26,000 employees worldwide Networking & Computing Systems Group (NCSG) Wireless & Broadband Systems Group (WBSG) Transportation & Standard Products Group (TSPG) Technology & Manufacturing

Motorola SPS and SAP Live on R/3 4.6c since 8/28/2000 8000+ users worldwide All or parts of FI, PS, PM, AM, CO, WF, PP, and MM Phased implementation Live on APO 3.0 since 7/2001 200+ users worldwide Live on BW 2.0b since 4/28/2002 400+ users worldwide

Terminology work•flow (werk´flo) n. - the automation of a business process, in whole or part during which documents, information or tasks are passed from one participant to another for action, according to a set of procedural rules. no•ti•fi•ca•tion (nōt fi kā´sh n) n. – 1. notifying or being notified. 2. information, announcement, or warning. work it•em (werk īt´um) n. – a specific instance of a workflow task directed to a user or group of users that requires an action. e e

Questions to consider… What are the REAL requirements? Cost of implementation and support User accessibility Ease of use

Agenda SAP GUI Business Workplace What is it? What does it require? Why use it? What we did. Possible downside?

SAP GUI Business Workplace What is it? AKA the Universal Inbox Tcode sbwp or so01 Used to process work items Execute, display, print, reserve, resubmit, forward, manage substitutes, view logs Can be used to process messages (notification) Internet email, intranet email, FAX

SAP GUI Business Workplace What does it require? R/3 account

SAP GUI Business Workplace Why use it? Works out of the box Configurable displays Process work items Arguably the most important feature for a user involved in R/3 workflow ONE STOP SHOPPING!!!

Message and work item list SAP GUI Business Workplace Activity Buttons Message and work item list Work item data Attachments

SAP GUI Business Workplace What we did. Implemented on 4/21/2002 Supports 4000+ users worldwide 6 workflow templates Average 4000 dialogue work items/month

SAP GUI Business Workplace Possible downside? Will you use the Workplace for all your communication? How to handle the very casual R/3 user? Increased training

Agenda ITS Work Center What is it? What does it require? Why use it? What we did. Possible downside?

ITS Work Center What is it? An Internet Application Component (IAC) provided by SAP that allows you to execute Business Workplace functions on the Internet Service BWSP Allows you to process R/3 work items and communications from a web browser

ITS Work Center What does it require? Internet Transaction Server (ITS) software Windows NT or 2000 Certain Unix platforms HTML 3.0 browser (?) R/3 account R/3 3.1 or greater

ITS Work Center Why use it? Support external users Needs less hardware than the R/3 GUI Easy remote access Easy to use Easy to train It’s on the WEB!!!

ITS Work Center HELP Link Click to display folder contents Click to display data for workitem Message dependent icons

ITS Work Center Action Buttons Work item Description

ITS Work Center What we did. Implemented on 8/28/2000 Customized slightly to meet client needs Four production NT 4.0 servers for ITS Compaq Proliant 550Mhz with quad processors Supports 4000+ worldwide users 7 workflow templates Average 22,000 work items/month

Click to display data for work item ITS Work Center Click to display data for work item

ITS Work Center Work item Data and Description

ITS Work Center Potential downside? Work item must be executable on the web which may require extra development Does not fully support all browsers Does not support all functionality found in SAP GUI Business Workplace Execute multiple tasks Will you use the Work Center for all your communication? May impose additional security requirements

Agenda SAP MAPI What is it? What does it require? Why use it? What we did. Possible downside?

SAP MAPI What is it? MAPI – mail application programming interface, provided by Microsoft® SAP MAPI – an email service that allows a user to process work items and notifications directly from a MAPI compliant email system

SAP MAPI What does it require? SAP GUI Installation/configuration of SAP MAPI Windows 95 or greater MAPI compliant mail application Outlook, ccMail R/3 account Installation and publication of SAPforms

SAP MAPI Why use it? Casual R/3 user Easy remote access Offline execution Simplified training Improve notification Work items and email processed from one application Easy execution of work items

SAP MAPI What we did. Currently rolling out to appropriation request approvers (WS00300022) 150+ users, mostly VP types Using Windows 2000 and Outlook 2000

Message and work item list SAP MAPI Message and work item list SAP MAPI folders Work item description

SAP MAPI Activity Buttons Attachments

SAP MAPI Possible downside? Creates extra R/3 sessions which may affect system performance May have to install SAPforms to execute certain types of work items Deadlines?

Agenda Forwarding What is it? What does it require? Why use it? What we did. Possible downside?

Forwarding What is it? Email notification to a user that they have a work item to execute Work items are NOT forwarded – only a notification that you have a work item

Forwarding What does it require? SAP GUI R/3 account Forwarding from Business Workplace Configuring an address to forward to Configuration of batch program RSWUWFML Configuration of the mail interface in R/3

Forwarding Why use it? Users that do not frequently access the R/3 system Batch job configuration allows for multiple executions

Forwarding Why use it? Users that do not frequently access the R/3 system Batch job configuration allows for multiple executions

Forwarding What we did. Configured RSWUWFML to process only IDOC errors Really is a notification – IDOC admin must go into R/3 and fix the problem

Forwarding Possible downside? Lots of forwarding will affect system performance User must go to R/3 to execute work item

Agenda - SAP GUI for HTML Business Workplace What is it? What does it require? Why use it? What we did. Possible downside?

SAP GUI for HTML Business Workplace - What is it? Essentially the same thing as the SAP GUI Business Workplace, but is accessed through the SAP GUI for HTML using a web browser (IE) Tcode sbwp or so01 Used to process work items Execute, display, print, reserve, resubmit, forward, manage substitutes, view logs Can be used to process messages (notifications) Internet email, intranet email, FAX

SAP GUI for HTML Business Workplace - What does it require? Internet Transaction Server (ITS) software Windows NT and 2000 Certain Unix platforms Internet Explorer 4.0 or higher R/3 account R/3 3.1 or greater

SAP GUI for HTML Business Workplace - Why use it? Web access Some platform independency Client acceptance of web functionality Lighter install than SAP GUI Faster remote access than SAP GUI

SAP GUI for HTML Business Workplace - What we did. Evaluated for implementation Decided against it Does not support all R/3 functions Why support 2 GUIs? Very slow for international users

Message and work item list SAP GUI for HTML Business Workplace Folder Structure Activity Buttons Message and work item list

SAP GUI for HTML Business Workplace - Possible downside? Performance issues Not all SAP GUI functionality available Only supported on IE 4.0 or higher Will you use the Workplace for all your communication?

Agenda Lotus Notes Integration What is it? What does it require? Why use it? What we did. Possible downside?

Lotus Notes Integration What is it? Similar to the SAP MAPI solution, this allows you to process work items from a Lotus Notes mail client Three different solutions Lotus Integration for SAP Business Workflow - SAP solution Domino Access to SAP Business Workflow - IBM solution PushEngine - Chorus solution

Lotus Notes Integration What does it require? R/3 account Lotus Notes or Domino email account SAP GUI Installation/configuration of chosen solution Each solution requires specific operating system, Lotus Notes, and R/3 versions

Lotus Notes Integration Why use it? Casual R/3 user Easy remote access Offline execution Simplified training Execute work items from email application Single source for email messaging and work item execution

Lotus Notes Integration What we did with it.

Lotus Notes Integration Possible downside? SAP solution can only support ≈ 200 users Use Chorus solution for > 200 users Creates extra R/3 sessions which could affect system performance

Agenda mySAP.com Workplace What is it? What does it require? Why use it? What we did. Possible downside?

mySAP.com Workplace What is it? Role based enterprise web portal solution Over 300 existing roles Used for work item processing Used for email processing (Outlook) Access to other applications, systems, or services Non SAP Non web ONE STOP SHOPPING!!!

mySAP.com Workplace What does it require? ITS server Windows NT and 2000 Certain Unix platforms Web browser (IE 5.0) Workplace server (4.6b Basis system) Workplace middleware (NT) mySAP.com log in account

mySAP.com Workplace Why use it? Access work items from multiple SAP systems Single sign on Hundreds of existing iViews (MiniApps) User configurable Drag&Relate feature Mobile access via Mobile Workplace Internal and external access 130 predefined collaborative business maps

mySAP.com Workplace WorkSpace - Transactions - iViews LaunchPad

mySAP.com Workplace What we did.

mySAP.com Workplace Possible downside? Will you use the Workplace for all your communication? Workplace middleware only on Windows NT Can’t perform some basic Workplace functions

Summary SAP GUI Business Workplace ITS Work Center SAP MAPI Forwarding SAP GUI for HTML Business Workplace Lotus Notes Integration mySAP.com Workplace

Summary  Business Workplace ITS Work Center Outlook Lotus Notes mySAP.com Workplace Execute  Attachments Resubmit Substitution Outbox Auto-Refresh Forward Logs Multi-System Offline

Reference Material OSS Notes (Partial List) 77099 - Workflow interfaces 63480 - R/3 and MS Exchange linking 131795 – Email notification of workflow work items (forwarding) 454845 - Lotus Integration for SAP Business Workflow 187752 - mySAP.com Workplace

Reference Material SAP Online Documentation 4.6c Business Workplace (BC-SRV-GBT) – SAP LibraryBasis ComponentsBasis Services/Communication InterfacesBusiness Workplace and Services HTML GUI– SAP LibraryBasis ComponentsFrontend ServicesITS/SAP@Web StudioITS Implementation ModelsSAP GUI for HTML Internet Transaction Server (BC-FES-ITS) – SAP LibraryBasis ComponentsFrontend ServicesITS/SAP@Web Studio SAP MAPI (BC-SRV-GBT) – SAP LibraryBasis ComponentsBasis Services/Communication InterfacesBusiness Workplace and ServicesSAP MAPI Service Provider

Reference Material URLs SAP Workflow/Webflow - http://service.sap.com/webflow mySAP.com Workplace – http://service.sap.com/workplace SAP OSS Notes - http://service.sap.com/support ITS information - http://service.sap.com/sap-its Lotus Notes Integration - http://www.lotus.com/products/eibu_knowbase.nsf/eipages/homeprosap Chorus Lotus Notes Integration - http://www.chorus.de

Reference Material Books Practical Workflow for SAP ISBN 59 229-006-X SAP R/3 on the Internet ISBN 0-201-34303-7

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