Complete Guide to Learn Organizational Plan & Role Resolution in Workflow

Transcription

1 Complete Guide to Learn Organizational Plan & Role Resolution in Workflow Applies to: SAP ECC 6.0 and onwards. Summary Through this document the reader will be able to get a basic idea about the Organizational Plan involved in business organization to run the business efficiently and also the concept of role resolution to run the total business work process is clearly mentioned through this document. Authors: Saumik Bhattacharya, Sunil Ojha and Truptimaya Mishra Company: Capgemini Consulting India Pvt. Ltd. Created on: 3 January 2008 Author Bio Saumik Bhattacharya is currently working in Capgemini Consulting India Pvt. Ltd. as a Consultant. He has experience in SAP ABAP & Workflow. Sunil Ojha is a XI certified workflow consultant. His current engagement is with Capgemini Consulting India Pvt. Ltd. Truptimaya Mishra is an ABAP/Workflow consultant. He is currently working with Capgemini Consulting India Pvt. Ltd SAP AG 1

2 Table of Contents Organizational Plan Overview...3 Organizational Unit:...5 Position:...7 Job:...8 Person:...9 User:...9 Role Resolution...9 References:...13 Disclaimer and Liability Notice SAP AG 2

3 Organizational Plan Overview An organizational plan in SAP describes the organizational structure of a company. It represents the taskrelated, functional structure of your enterprise, created using tools from the Organizational Management component. The functions to create and maintain organizational plans are part of the Personnel Planning and Development (PD) part of the SAP HR module, but we do not need to implement HR to use them in Workflow. Any organizational plan consists of five kinds of classifications: Organizational units: Positions Jobs Users Persons Go to the transaction PROCE to create the Organization Plan. Following screen will appear where we have to define the validity period for the Root organizational object SAP AG 3

4 Now the next screen appears where we can create the organization and staffing SAP AG 4

5 Organizational Unit: Organizational unit represents a functional unit in your enterprise, marketing department, for example. According to how tasks are divided up within an enterprise, this could be a department, group or project team, for example. It differs from other units in an enterprise such as personnel areas, company codes, business areas etc. These are used to depict structures (administration or accounting, for example) in the corresponding components. To define characteristics of an organizational unit, we can store time-specific data for the following areas in the Organization and Staffing view: Basic Data Account Assignment Cost distribution Address Work schedule Quota planning Go To transaction PO10 to create the Organizational Unit. Fill the Plan version SAP AG 5

6 Select an info type and define the time period. Now click on Create button. Fill the required information like object abbreviation, Object name etc and Click on the save button to bring the newly created Organizational unit SAP AG 6

7 Position: Position represents a post that can be occupied by a person (employee) in the staff assignments of an organizational unit, purchasing administrator, for example. It differs from jobs. A job is not concrete but rather the basis for the creation of various positions with similar tasks and characteristics. We represent the personnel capacity (headcount) of an organizational unit using positions. Positions can have the following statuses: Occupied: if a person (employee) or user is assigned to it Vacant: if a person (employee) is being found for it the position is marked as vacant in applicant administration in the Recruitment component. Unoccupied: and not vacant, if no person (employee) is being found for it Obsolete: if the position will no longer be required in the future To define characteristics of a position, we can store time-specific data for the following areas in the Organization and Staffing view: Basic Data account assignments Address Cost distribution Work schedule In the Organization and Staffing (Workflow) view, we can store basic data. Go to transaction code PO13. Fill the Plan version. Select an info type and define the time period. Now click on Create button. Click on the create button SAP AG 7

8 Fill the required information like object abbreviation, Object name etc and Click on the save button to bring the newly created Position. Job: Jobs serve as job descriptions that apply to several positions with similar tasks or characteristics. When creating a new position (purchasing administrator, for example), we can relate it to a job that already exists (administrator, for example). The position then automatically inherits the tasks and characteristics of the job. If there is no corresponding job, create one and assign it tasks and characteristics. This will then be available when we add new positions. We can store basic data for a job. Go to transaction code PO03. Fill the Plan version. Select an info type and define the time period. Now click on Create button. Click on the create button SAP AG 8

9 Fill the required information like object abbreviation, Object name etc and Click on the save button to bring the newly created Job. Person: An individual, who is listed as an employee in Personnel Administration. A person (employee) can have tasks assigned to them. In the Organization and Staffing view, we can display data on the following: Basic Data Qualifications User: By assigning a user to a position, we determine, Where a user is organizationally (functionally) assigned in enterprise Which tasks are assigned to a user Which users are to be forwarded tasks in a workflow Role Resolution SAP Business Workflow can be used on the basis of roles and a number of roles are supplied for this purpose. The roles supplied cover the activity fields of the groups of people that work with SAP Business Workflow. A role defines rules by which selected agents can be determined at runtime through role resolution. Role resolution restricts the number of possible agents. When a default role is specified at the task definition level, or a standard role is specified for responsibility at the workflow step level, role resolution occurs at runtime. For example, a default role for approving a vacation request would be the supervisor of the user submitting the request. At runtime, role resolution would determine, from the set of all possible supervisors, the specific supervisor of the user submitting the request. This specific supervisor would be the selected agent for approving the request. Role resolution is performed through function modules or organizational objects. The input values to the role resolution function module consist of role parameters. Role parameters create elements in the role parameter container. At runtime, the role container is filled with all necessary information through the binding definition from the workflow container or task container to the role container. The role container is a parameter of the roles function module. The role resolution process executes the function module. The algorithm in the function module determines selected agents and inserts them in an internal table that is a parameter of the function module. This is returned directly to the workflow runtime system SAP AG 9

10 The following workflow roles are defined: Process consultant Workflow developer Workflow system administrator Workflow agent Process controller The role-based procedure model The process consultant identifies the business processes in an organization, which are to be mapped with workflow technology. The workflow developer then implements these processes using the definition tools of SAP Business Workflow. At runtime, the workflow is evaluated and managed from a technical perspective by the workflow system administrator. The process controller caters for this from a business perspective. The end user in the workflow context is the workflow agent, who processes the tasks assigned to them in their workflow inbox. Process Consultant: A process consultant is the person within the system of workflow roles, who analyses the existing business processes, identifies those that are suitable for SAP Business Workflow and maps them onto a business process model. For this purpose following roles has to be assigned to the user- SAP_BC_SRV_USER SAP_BC_BMT_WFM_PROCESS Workflow Developer: Workflow developer implements the workflow based on the business process model developed by the process consultant and using the SAP Business Workflow definition tools. For this purpose following roles has to be assigned to the user- SAP_BC_BMT_WFM_DEVELOPER Workflow System Administrator: Workflow system administrator is responsible for the technical maintenance of the development environment and the runtime behavior after automatic Customizing. For this purpose following roles has to be assigned to the user- SAP_BC_ENDUSER SAP_BC_SRV_USER SAP_BC_BMT_WFM_ADMIN 2008 SAP AG 10

11 Workflow Agent: Workflow agent is the end user in productive workflows. Workflow agent s starts workflows and processes work items. Their work area is the Business Workplace. For this purpose following roles has to be assigned to the user- SAP_BC_SRV_USER Process Controller: Process controller evaluates the workflow from a business perspective at runtime, and is also responsible for suggesting improvements. For this purpose following roles has to be assigned to the user- SAP_BC_SRV_USER SAP_BC_BMT_WFM_CONTROLLER Enter the transaction code SU01 and click on enter. The next screen appears like following. Fill the user name as required i.e. here we have used WF_DEVELOPER and click on create button SAP AG 11

12 Here we can assign the various roles as per requirement. For example, we are assigning the user WF_DEVELOPER developer role SAP_BC_BMT_WFM_DEVELOPER SAP AG 12

13 References: SAP AG 13

14 Disclaimer and Liability Notice This document may discuss sample coding or other information that does not include SAP official interfaces and therefore is not supported by SAP. Changes made based on this information are not supported and can be overwritten during an upgrade. SAP will not be held liable for any damages caused by using or misusing the information, code or methods suggested in this document, and anyone using these methods does so at his/her own risk. SAP offers no guarantees and assumes no responsibility or liability of any type with respect to the content of this technical article or code sample, including any liability resulting from incompatibility between the content within this document and the materials and services offered by SAP. You agree that you will not hold, or seek to hold, SAP responsible or liable with respect to the content of this document SAP AG 14

15 Disclaimer and Liability Notice This document may discuss sample coding or other information that does not include SAP official interfaces and therefore is not supported by SAP. Changes made based on this information are not supported and can be overwritten during an upgrade. SAP will not be held liable for any damages caused by using or misusing the information, code or methods suggested in this document, and anyone using these methods does so at his/her own risk. SAP offers no guarantees and assumes no responsibility or liability of any type with respect to the content of this technical article or code sample, including any liability resulting from incompatibility between the content within this document and the materials and services offered by SAP. You agree that you will not hold, or seek to hold, SAP responsible or liable with respect to the content of this document SAP AG 15