Workflow Documentation Template (Thanks Gretchen and Dan!)
Susan R. Keohan
skeohan at MIT.EDU
Wed Nov 1 14:20:46 EST 2000
Hey group,
Dan Harmon, Workflow Group leader of SPS Information Technology, sent me a
copy of the much-sought-after Workflow Documentation Template, which was
presented by Gretchen Roberts of N2 Consulting at the Spring 2000 ASUG. I
attempted to send this document off to you all as Word document, but
apparently the Listserv does not want to handle such a large file. So, I
have cut and pasted the entire template into this mail message. Apologies
to all for the loss of formatting, but I think you will find this helpful
anyway.
Hopefully, all interested parties will be able to receive this attachment.
If not, send email to skeohan at mit.edu, and I will figure out how to get it
to you.
Many thanks to Gretchen and Dan.
Sue
PS: ASUG is has restored Gretchen's full Powerpoint presentation to the web
site. To get there, go to http://www.asug.com, and enter your ID and
password,
then find the links to the conference info, and try a 'search by track' to
obtain the presentation. Good luck!
>_____________________________________________________
>
>Workflow Application WS90000001
>Process: Notify Sales Rep when Dropship PO Not Created
>
>
>May 8, 2000
>Documentation Version 1.0
>
>Gretchen Roberts
>
>
>1. Workflow Overview 3
>1.1. Business Reason 3
>1.2. Workflow Triggering Process 3
>1.3. Workflow Process 3
>2. Workflow Process Contacts 4
>3. Statistics - How often this workflow will run 4
>4. Training Requirements 5
>5. Workflow Maintenance Requirements 5
>6. Triggering Events 6
>6.1. Event =B4Workflow Binding 6
>6.2. VBAP-ZDropShipCreated 6
>6.2.1. Event Publishing Method FM: SWE_Event_Create. 6
>6.2.2. User-Exit MV45AFZZ which calls ZWFSOEVT. 6
>6.3. BUS2032-ZChangedtoHOT 6
>6.3.1. Event Publishing Method - Change Document Object VERKBELEG 6
>6.3.2. Check Function Module: Z_CHECKFUNCT_GEN_EVENT_BUS2032 6
>6.4. BUS2032-ZCreditHoldRelease 6
>6.4.1. Event Publishing Method - Change Document Object VERKBELEG 6
>6.4.2. Check Function Module: Z_CHECKFUNCT_GEN_EVENT_BUS2032 7
>6.5. BUS2032-ZChanged 7
>6.5.1. Event Publishing Method - Change Document Object VERKBELEG 7
>6.5.2. Check Function Module: Z_CHECKFUNCT_GEN_EVENT_BUS2032 7
>6.6. Event Linkage 7
>7. Terminating Events 7
>7.1. BUS2012-ZPOCreated 8
>7.1.1. Event Publishing Method - Change Document Object EINKBELEG 8
>7.1.2. Check Function Module: Z_CHECKFUNCT_GEN_EVENT_BUS2012 8
>7.2. BUS2012-ZNoLongerHOT 8
>7.2.1. Event Publishing Method - Change Document Object EINKBELEG 8
>7.2.2. Check Function Module: Z_CHECKFUNCT_GEN_EVENT_BUS2012 8
>8. Workflow Definition WS90000001 9
>8.1. Workflow Flowchart 9
>8.2. Task T 50001201 - Obtain Purchase Req Data from SalesOrder 10
>8.2.1. Task Information 10
>8.2.2. Workflow =B4Task Binding 10
>8.2.3. Task =B4 Object Method Binding 10
>8.3. Task T 50001203 - Send Purchase Req to Buyer 10
>8.3.1. Task Information 10
>8.3.2. Email sent for Task T 50001203 11
>8.3.3. Workflow =B4Task Binding 11
>8.3.4. Task =B4 Object Method Binding 11
>8.4. Task T 50001205 - Send Purchase Req to ALL Buyers 11
>8.4.1. Task Information 11
>8.4.2. Email sent for Task T 50001205 11
>8.4.3. Workflow =B4Task Binding 12
>8.4.4. Task =B4 Object Method Binding 12
>8.5. Task T 50001175 - Notify Sales Rep that PO Not Created 12
>8.5.1. Task Information 12
>8.5.2. Email sent for Task T 50001175 13
>8.5.3. Workflow =B4Task Binding 13
>8.5.4. Task =B4 Object Method Binding 13
>9. Agents for this workflow 13
>9.1. Sales Order Creator - The user that creates a Hot Sales Order 13
>9.1.1. Role Resolution: 90000001 13
>9.1.2. Role Container 13
>9.1.3. Function Module for Role Resolution 14
>9.2. Purchasing Agent responsible for Dropship material. Determined by
>reading custom table ZT024. 14
>9.2.2. Role Container 14
>9.2.3. Function Module for Role Resolution 14
>10. Testing Script for Workflow WS90000001 -Notify Sales Rep when HOT
>Dropship PO Not Created 15
>
> 1. Workflow Overview
>1.1. Business Reason
>It is necessary for an automated process to notify buyers of hot sales
>orders that require drop ship items to be purchased. This process will
>obviously improve customer relations because it will increase turnaround
>time for hot orders.
>1.2. Workflow Triggering Process
>This workflow is based at the sales order line item level, meaning that a
>sales order with 3 line items on it may trigger as many as 3 workflows.
>
>This workflow will trigger when the following events take place:
>a) The creation of a HOT sales order item with an item category of TAS or
>ZTAS.
>b) Hot Sales order that has items with an item category of TAS or ZTAS is
>released from credit hold.
>c) A sales order with an item category of TAS or ZTAS has been changed to H=
OT.
>
>=FD At anytime, if the sales order is removed from HOT status, all workflow=
s
>will terminate and all workitems sent will be deleted.
>v Additional criteria
>=FF Workflow only triggers for items from plants P001 & ULT3 & ULT7.
>=FF Workflow only triggers for Sales Document type of ZOR, ZLD, KE or KB.
>1.3. Workflow Process
>a) Once the workflow is triggered it will be in a wait state for 30
>minutes. This wait is to allow the buyer 30 minutes to create a Purchase
>Order before receiving any notification. The buyer is determined by
>reading the material master table using the sales order material and
>plant.
>=FF If 30 minutes goes by and the buyer has not created the PO then the
>buyer will be notified by way of a workitem. When the buyer executes the
>workitem, he/she will see the requisition that was generated by the Sales
>Order.
>=FF If the buyer does create the PO before the 30 minutes then no
>notification will be sent and the workflow will be terminated.
>b) The buyer has 30 minutes to respond to the work item.
>=FF If the buyer creates a PO within 30 minutes of receiving the
>notification then the workflow is terminated and no other notifications
>will be sent out.
>=FF If the buyer does not create a PO within 30 minutes then workflow will
>be escalated to next level.
>c) After 1 Hour and still no PO has been created (30 minutes before 1st
>notification sent to buyer and then 30 minutes for buyer to respond)
>1. A Work item is sent to ALL buyers listed for the listed plants in the
>new table ZT024 (transaction ZWF2) including the original buyer. This
>work item will also display the purchase requisition that was generated by
>the sales order.
>=FF All buyers will receive this work item, HOWEVER, the work item will be
>deleted from everyone's inbox as soon as someone deletes it from their
>inbox. (Click on the "Complete WorkItem" button.)
>=FF If no one "Completes" the workitem, it will still be deleted from
>everyone's inbox once the PO is created.
>2. A Workitem is also sent to the Sales Order Creator. This work item
>will show the sales order and give information on the requisition that was
>created.
>=FF The workitem will automatically disappear once it has been "Completed"
>or once the PO has been created.
>=FF The workitem sent to the sales order creator is independent of the
>workitem sent to the buyers. If the buyers complete their workitem, the
>sales order creator will still have their workitem.
> 2. Workflow Process Contacts
>Listing of the individuals who helped design workflow process
>
>Contact Role Phone
>Gretchen Roberts Consultant 888-431-9733
>
>
>
>
>3. Statistics - How often this workflow will run
>
>Time Reference Number Dropship POs
>1999 Actual Document Count 1324
>Average Monthly Amount 110
>Average Weekly Amount 22
>
> 4. Training Requirements
>
>Department requiring Training Training Required
>Purchasing 1. Must know how to go to the SAP Inbox and read messages.
>2. Must know when to expect work item and how long they have to take
>action before all buyers are sent a workitem.
>
>Sales 1. Must know how to set a Sales Order as a "HOT" order.
>2. Must know how to go to the SAP Inbox and read messages.
>3. Understand that nothing happens until credit hold is removed.
>4. Understand that No notification will happen if their order is not set
>to HOT.
>5. Understand that their notification will come after 1 hour of the PO not
>being created.
>6. Understand that the workitem will stay in their inbox until they answer
>Yes to delete it or the PO is created.
>
>
>5. Workflow Maintenance Requirements
>Department Responsible Required Maintenance
>Purchasing Maintenance of New Purchasing Group Table ZT024 via
>transaction ZWF2. This table assigns a userid to a Purchasing Group.
>
>Sales Maintenance of Sales Organizational Structure, via transaction code
>PPOM.
>Path: Tools =FD Business Engineering =FD Business Workflow =FD Development =
=FD
>Definition Tools =FD Organizational Plan =FD Change.
>Organization Structure: 'Sales' O10001000
>
>Assign sales order creator user ids to the position held by the
>appropriate team leader or admin.
>
>
> 6. Triggering Events
>6.1. Event =B4Workflow Binding
>This binding is maintained in the Workflow WF90000006.
>
>Event Container Direction Workflow Container
>Business Object ZVBAP =FD Business Object ZVBAP
>
>
>6.2. VBAP-ZDropShipCreated
>Hot Sales Order is Created with a drop ship item.
>6.2.1. Event Publishing Method FM: SWE_Event_Create.
>6.2.2. User-Exit MV45AFZZ which calls ZWFSOEVT.
>Program Include ZWFSOEVT.
>
>
>
>6.3. BUS2032-ZChangedtoHOT
>Sales Order is changed to HOT status.
>6.3.1. Event Publishing Method - Change Document Object VERKBELEG
>Field Restrictions: Field VBAK-SUBMI contents change to 'HOT'.
>This event actually triggers a dummy workflow WF90000010 which, inside the
>event linkage table, the check function, Z_CHECKFUNCT_GEN_EVENT_BUS2032,
>generates via SWE_Event_Create the event VBAP-ZDropShipCreated.
>
>6.3.2. Check Function Module: Z_CHECKFUNCT_GEN_EVENT_BUS2032
>
>
>
>
>6.4. BUS2032-ZCreditHoldRelease
>Once a credit hold is released, workflow starts if sales order is HOT and
>there is a drop ship item.
>6.4.1. Event Publishing Method - Change Document Object VERKBELEG
>Field Restrictions: Field VBAK -CMGST - Field from 'B' to 'D'
>This event actually triggers a dummy workflow WF90000010 which, inside the
>event linkage table, the check function, Z_CHECKFUNCT_GEN_EVENT_BUS2032,
>generates via SWE_Event_Create the event VBAP-ZDropShipCreated.
>
>6.4.2. Check Function Module: Z_CHECKFUNCT_GEN_EVENT_BUS2032
>See Code in Section Above.
>6.5. BUS2032-ZChanged
>Once a credit hold is released, workflow starts if sales order is HOT and
>there is a drop ship item.
>6.5.1. Event Publishing Method - Change Document Object VERKBELEG
>Field Restrictions: Field VBAK -CMGST - Field from 'B' to 'D'
>This event actually triggers a dummy workflow WF90000010 which, inside the
>event linkage table, the check function, Z_CHECKFUNCT_GEN_EVENT_BUS2032,
>generates via SWE_Event_Create the event VBAP-ZDropShipCreated.
>
>6.5.2. Check Function Module: Z_CHECKFUNCT_GEN_EVENT_BUS2032
>See Code in Section Above.
>
>6.6. Event Linkage
>
>This table is maintained via transaction SWE2
>Path: Tools =FD Business Engineering =FD Business Workflow =FD Development=
=FD
>Utilities =FD Other tools =FD Event Linkage
>
>Object Type Event Receiver Receiver FM Check Function
>ZVBAP ZDropShipCreated WF90000006 SWW_WI_CREATE_VIA_EVENT
>ZBUS2032 ZCreditHoldRelease WF90000010
> SWW_WI_CREATE_VIA_EVENT Z_CHECKFUNCT_GEN_EVENT_BUS2032
>ZBUS2032 ZChangedtoHOT WF90000010 SWW_WI_CREATE_VIA_EVENT
> Z_CHECKFUNCT_GEN_EVENT_BUS2032
>ZBUS2032 ZChanged WF90000010 SWW_WI_CREATE_VIA_EVENT
> Z_CHECKFUNCT_GEN_EVENT_BUS2032
>
>7. Terminating Events
>Terminating Events will actually retrieve any existing workitems from this
>workflow from agent's inboxes.
>
>7.1. BUS2012-ZPOCreated
>7.1.1. Event Publishing Method - Change Document Object EINKBELEG
>This event actually triggers a dummy workflow WF90000010 which, inside the
>event linkage table, the check function, Z_CHECKFUNCT_GEN_EVENT_BUS2012,
>generates via SWE_Event_Create the event VBAP-ZPOCreated.
>7.1.2. Check Function Module: Z_CHECKFUNCT_GEN_EVENT_BUS2012
>
>
>
>
>7.2. BUS2012-ZNoLongerHOT
>7.2.1. Event Publishing Method - Change Document Object EINKBELEG
>This event actually triggers a dummy workflow WF90000010 which, inside the
>event linkage table, the check function, Z_CHECKFUNCT_GEN_EVENT_BUS2012,
>generates via SWE_Event_Create the event VBAP-ZPOCreated.
>7.2.2. Check Function Module: Z_CHECKFUNCT_GEN_EVENT_BUS2012
>See Code in Section above.
> 8. Workflow Definition WS90000001
>8.1. Workflow Flowchart
>The flowchart does not represent the fact that if at any time the Drop
>Ship PO is created, the workflow will terminate.
>
>8.2. Task T 50001201 - Obtain Purchase Req Data from SalesOrder
>8.2.1. Task Information
>8.2.1.1. Business Object - ZVBAP
>8.2.1.2. Object Method - ZgetPurchaseReqInfo
>8.2.1.3. Task: Background Status
>8.2.1.4. Confirm end of processing - No
>8.2.1.5. Terminating Events
>8.2.1.5.1. VBAP:ZPOCreated (see terminating event section)
>8.2.1.5.2. VBAP:ZNoLongerHot (see terminating event section)
>8.2.1.6. Synchronous Object Method - Yes (obtained from obj. method.)
>
>8.2.2. Workflow =B4Task Binding
>
>Workflow Container Direction Task Container
>
>Sales Document Item =FD Object ZVBAP
>EBAN-BANFN =FE Purchase requisition
>EBAN-BNFPO =FE Preq Item
>MARC-EKGRP =FE Purchasing group
>
>8.2.3. Task =B4 Object Method Binding
>
>Task Container Direction Object Method Container
>
>Sales Document Item =FD Object ZVBAP
>EBAN-BANFN =FE Purchase requisition
>EBAN-BNFPO =FE Preq Item
>MARC-EKGRP =FE Purchasing group
>8.3. Task T 50001203 - Send Purchase Req to Buyer
>8.3.1. Task Information
>8.3.1.1. Business Object - ZVBAP
>8.3.1.2. Object Method - ZDisplayRelatedPurchaseReq
>8.3.1.3. Task: Dialog Status
>8.3.1.4. Confirm end of processing - No
>8.3.1.5. Terminating Events
>8.3.1.5.1. VBAP:ZPOCreated (see terminating event section)
>8.3.1.5.2. VBAP:ZNoLongerHot (see terminating event section)
>8.3.1.6. Deadline Monitoring - Yes, based on creation time of workitem.
>Monitoring 30 Minutes past creation time.
>8.3.1.7. Role Resolution - 90000002: Obtain Buyer's Userid from custom
>table. See section on Agent Determination.
>8.3.1.8. Synchronous Object Method - Yes (obtained from obj. method.)
>8.3.2. Email sent for Task T 50001203
>Subject:
>Need Dropship PO for Purch Req &PURCHASEREQUISITION& Item &PREQITEM&
>
>Body:
>**Drop Ship PO Needs to be created from the following Requisition**
>Purchase Requisition &PurchaseRequisition& Item &PreqItem&. This
>requisition was generated from Sales Order
>&_WI_OBJECT_ID.SALESDOCUMENTNO& Item &_WI_OBJECT_ID.itemno&.
>8.3.3. Workflow =B4Task Binding
>
>Workflow Container Direction Task Container
>
>Sales Document Item =FD Object ZVBAP
>EBAN-BANFN =FD Purchase requisition
>EBAN-BNFPO =FD Preq Item
>MARC-EKGRP =FD Purchasing group
>MARC-WERKS =FD Plant
>
>8.3.4. Task =B4 Object Method Binding
>
>Task Container Direction Object Method Container
>EBAN-BANFN =FD Purchase requisition
>
>8.4. Task T 50001205 - Send Purchase Req to ALL Buyers
>8.4.1. Task Information
>8.4.1.1. Business Object - ZVBAP
>8.4.1.2. Object Method - ZDisplayRelatedPurchaseReq
>8.4.1.3. Task: Dialog Status
>8.4.1.4. Confirm end of processing - No
>8.4.1.5. Terminating Events
>8.4.1.5.1. VBAP:ZPOCreated (see terminating event section)
>8.4.1.5.2. VBAP:ZNoLongerHot (see terminating event section)
>8.4.1.6. Role Resolution - 90000002: Obtain Buyer's Userid from custom
>table, See section on Agent Determination
>8.4.1.7. Synchronous Object Method - Yes (obtained from obj. method.)
>8.4.2. Email sent for Task T 50001205
>Subject:
>Need Dropship PO for Purch Req &PURCHASEREQUISITION& Item &PREQITEM&
>
>Body:
>***This notification is being sent to all buyers of plant P001.***
>HOWEVER, IT WILL DISAPPEAR FROM EVERYONE ELSE'S SAP INBOX ONCE THE
>FIRST BUYER "EXECUTES" THE WORKIEM (to execute the workitem you hit the
>execute button, you will then have the purchase requisition displayed
>for you.)
>One Hour ago a purchase requisition was generated from a HOT Sales
>Order. The purchasing group assigned to this material is
>&PURCHASINGGROUP&. This buyer is unavailable to create a PO for this
>document. **Drop Ship PO Needs to be created from the following
>Requisition** Purchase Requisition &PurchaseRequisition& Item
>&PreqItem&. This requisition was generated from Sales Order
>&_WI_OBJECT_ID.SALESDOCUMENTNO& Item &_WI_OBJECT_ID.itemno&.
>8.4.3. Workflow =B4Task Binding
>
>Workflow Container Direction Task Container
>
>Sales Document Item =FD Object ZVBAP
>EBAN-BANFN =FD Purchase requisition
>EBAN-BNFPO =FD Preq Item
>MARC-EKGRP =FD Purchasing group
>MARC-WERKS =FD Plant
>
>8.4.4. Task =B4 Object Method Binding
>
>Task Container Direction Object Method Container
>EBAN-BANFN =FD Purchase requisition
>
>8.5. Task T 50001175 - Notify Sales Rep that PO Not Created
>8.5.1. Task Information
>8.5.1.1. Business Object - ZVBAP
>8.5.1.2. Object Method - ZDisplaySalesOrder
>
>BEGIN_METHOD ZDISPLAYSALESORDER CHANGING CONTAINER.
> SET PARAMETER ID 'AUN' FIELD OBJECT-KEY-SALESDOCUMENTNO.
> SET PARAMETER ID 'APO' FIELD OBJECT-KEY-ITEMNO.
> CALL TRANSACTION 'VA03' AND SKIP FIRST SCREEN.
>END_METHOD.
>
>8.5.1.3. Task: Dialog Status
>8.5.1.4. Confirm end of processing - No
>8.5.1.5. Terminating Events
>8.5.1.5.1. VBAP:ZPOCreated (see terminating event section)
>8.5.1.5.2. VBAP:ZNoLongerHot (see terminating event section)
>8.5.1.6. Role Resolution - 90000001: Sales Order Creator, See section on
>Agent Determination.
>8.5.1.7. Synchronous Object Method - Yes (obtained from obj. method.)
>8.5.2. Email sent for Task T 50001175
>Subject:
>No Dropship PO for Sales Order &_WI_OBJECT_ID.SALESDOCUMENTNO& Item
>&_WI_OBJECT_ID.ITEMNO&
>
>Body:
>Purchase Requisition &PURCHASEREQUISITION& Item &PREQITEM& was created an
>hour ago from Sales Order &_WI_OBJECT_ID.SALESDOCUMENTNO& Item
>&_WI_OBJECT_ID.ITEMNO&.
>There is no Purchase Order Created for it yet.
>
>8.5.3. Workflow =B4Task Binding
>
>Workflow Container Direction Task Container
>
>Sales Document Item =FD Object ZVBAP
>EBAN-BANFN =FD Purchase requisition
>EBAN-BNFPO =FD Preq Item
>
>8.5.4. Task =B4 Object Method Binding
>
>Task Container Direction Object Method Container
>Sales Document Item =FD Object ZVBAP
>
>9. Agents for this workflow
>9.1. Sales Order Creator - The user that creates a Hot Sales Order
>9.1.1. Role Resolution: 90000001
>9.1.2. Role Container
>Sales Order Creator is passed to function module
>9.1.3. Function Module for Role Resolution
>
>FUNCTION ZWF_SALES_ORDER_CREATOR. "Gretchen Roberts May 1999
>*"----------------------------------------------------------------------
>9.2. Purchasing Agent responsible for Dropship material. Determined by
>reading custom table ZT024.
>9.2.1. Role Resolution: 90000002 - Obtain Buyer's Userid from Custom Table
>ZT024, transaction ZWF1 for modifying. This table assigns a userid to a
>purchasing group + plant combination.
>9.2.2. Role Container
>Purchasing group and plant are passed to function module
>9.2.3. Function Module for Role Resolution
>=FF Z_WF_ROLE_FIND_BUYERID
>.
>
> 10. Testing Script for Workflow WS90000001 -Notify Sales Rep when HOT
>Dropship PO Not Created
>Test No. Testing Procedure Documents Created Notes if
>outcome was different than expected
>1 1) Create Sales Order that is HOT and not on Credit Hold
>=FF To Denote "HOT", type "HOT" in the RFQ field on the Sales Order Header.
>=FF Make sure the sales order has at least 2 line items on it
>=FF Make sure to order at least 1 Dropship item.
>
>2) The PO should NOT be generated. Wait to see what notifications take
>place.
>=FF The assigned buyer should be notified in 2 minutes (setting for test
>system, actual time in production will be 30 minutes)
>=FF After 2 more minutes all the other buyers (transaction ZWF2 to see
>listing of buyers) with the same plant) will be notified
>In addition to other buyers being notified, the Sales Order Creator should
>be notified
>Sales Order ___________
>2 1) Create a Sales Order that is HOT and IS on Credit Hold
>
>2) Remove Sales Order From Credit Hold.
>The assigned buyer should create the PO immediately after sales order is
>created. In testing environment the buyer has 2 minutes before they are
>notified and then 2 minutes more before every other buyer is notified.
> Sales Order ___________
>PO
>------___________
>3 1) Create a Sales Order that is HOT and IS Not on Credit Hold
>
>2) The assigned buyer should ignore the first notification.
>
>3) After the 2nd notification which goes to all the buyers (including the
>original one) Have any buyer create the PO.
>Note how all the work items disappear. Sales Order ___________
>PO
>------___________
>4 1) Create an Order that is NOT Hot.
>=FF No Notifications should be sent.
>2) Change the Order to HOT.
>=FF Workflow should begin as normal.
> Sales Order ___________
>PO
>------___________
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