Process Overview & Business Scenario Why this process has to be implemented in BPM

Process KPIs / parameters that needs to be measured through implementation of this process in BPM and what is needed in BPM reporting

Example:

FG Request Process: Overview & Business scenario

This process in BPM would enable the XYZ Teams to request for new Materials from Warehouse with suitable approvals from the managers.

Why this process needs to be implemented in BPM:

Execution of this process in BPM would reduce the manual work involved in co-ordinating the various approvals involved & the creation of Transfer Order reference for a Material in SAP ECC for the FG request processing.

Building this process in BPM would provide complete visibility to the process stakeholders on what is going on in a given process.

Example:Reporting parameters:Following are the KPIs / parameters which are to be measured in through the execution of this process in BPM. The user should be able to see/ measure1. Status of the request for a given FG request number.2. Time taken to complete each step in the process for a given FG request number.3. Status of each task in the FG request process for a given FG request number.4. Time taken to complete a FG request5. No of FG requests completed in the last week etc.,BPM should provide reports as shown in reporting sheet Reporting_WF_FGR.

Process Step Step type (Automated / Human)

Human Step in BPM

Human Step in BPM

Process Step Overview (with business event and trigger point details)

Example:

Request a Material from Warehouse

Example:

The requester should be able to request a Material from warehouse.

Example:

Approve / Reject Request

Example:

BPM should provide the approver the options to approve or reject the request with comments. On rejection the request should be sent back to the requester with suitable email notification. On Approval BPM should move the workflow / process to the next step.

User / Task Owner Determination User Interface Details Step owner

Example:

Fixed set of requesters with role WF_REQ_CH_XXX. No specific logic required.

Example:UI_Definition_WF_FGR_Step_1

Example:

Requester (XYZ Team)

Example:The approver has to be determined based on the approver matrix given in User_Matrix_WF_FGRExample:UI_Definition_WF_FGR_Step_2

Example:

Approver (BU XYZ Team)

Actions required in UI with details Document Management requirements in the process step

Example:

1. Save button to save data temporarily in BPM2. Submit button to save data in SAP

Example:

The requester MUST attach atleast one document to this workflow step (supported document types: PDF, DOC, XLS only) and the size of any document attached shouldn't exceed 2 MB. If the user doesn't attach a document show error on the screen and don't allow the user to submit the request / form.

Example:

1. Approve button to approve the request 2. Reject button to reject the request in BPM and send back to the requester with comments

Example:

All documents attached by the requester should be visible to the approver in this workflow step. The approver may add additional documents or remove certain documents in this step. On approval, all documents should be sent to SAP along with the FG request.

Alerts and Notifications for the process step Exceptions in the process step and how system should handle it?

Example:

On submit an email with below message should be sent to approver.************************************************Dear Approver,

A new workflow task WF_FGR_XXXXXXX for Material XXXX is waiting for your approval.

Click here to access the task.

This is an auto-generated email and donot reply to this email.

Example:

Cases where the users don't have required authorization to create requests, the system should provide an option for the user to create a ticket / message to the user administration team about the issue.

Example:

On reject an email with below message should be sent to Requester. ************************************************Dear Requester.

Your request WF_FGR_XXXXXXX for Material XXXX has been rejected. Reason: "XXXXXX". Please correct the request and re-submit.

This is an auto-generated email and donot reply to this email.

Other conditions, if anyService Level Agreements (SLA) for the process step and what the system should do on SLA breach?

Example:

Cases where the approvers don't approver the tasks within the stipulated deadlines, the system should auto-escalate the task to the next level of authority by using the organization hierarchy available in SAP HR system.

View Name Field Group Field Sequence Field Name in BPM UI Field Name in Backend System

Example:

Requester Form

Example:

Header Data

Example:

1

Example:

Request Number

Example:

None

Example:

General Data

Example:

2

Example:

Material Number

Example:

MAT_NR

Field Description Field Data Type Field Type Field Length

Example:

Request Number

Example:

STRING

Example:

Text

Example:

10

Example:

Material Number

Example:

CHAR

Example:

Lookup

Example:

10

Field Validation Rule Field Default Value Rules Field Accessbility

Example:

BPM system generated. No specific validation.

Example:

BPM should auto generate the field value using the logic given below:

All request numbers should be the format WF_FG_XXXXXXXXX where X is a 9 digit running number

Example:

1. Read only 2. Non- Editable

Examples:

1. Mandatory field - User can't submit the form without providing the data for this field. If the user submit the data without providing the Material No, BPM should show a error message "Please enter a valid Material No.".

2. Value entered by user shouldn't be a plain string

3. BPM should check with SAP if the entered Material No is valid or not. If not valid, BPM should show the message "Material No: XXX doesn't exist in SAP. Please provide a valid material number".

Example:

No default value

Example:

Editable / Data entry

View Name Field Group Field Group Sequence Field Name in BPM UI Field Name in Backend System

Example:

Approver Form

Example:

Header Data

Example:

1

Example:

Request Number

Example:

None

Example:

General Data

Example:

2

Example:

Material No.

Example:

MAT_NR

Field Description Field Data Type Field Type Field Length Field Validation Rule

Example:

Request Number

Example:

STRING

Example:

Text

Example:

10

Example:

No specific validation

Example:

Material Number

Example:

CHAR

Example:

Lookup

Example:

10

Example:

No specific validation

Field Default Value Rules Field Accessbility

Example:

Value generated by BPM in the previous workflow step

Example:

1. Read only 2. Non-editable

Example:

Value entered by the requester in the previous workflow step

Example:

1. Read only 2. Non-editable

Condition 1 Condition 2Approver 1 Role Approver 2 Role

Material Type Material Quantity Example: Example: Example: Example:

FERT > 1000 AABBCCDD EEBBCCDDBetween 500 to 1000 XXYYZZAA UUYYZZAA

HALB < 500 EEBBCCDD UUBBCCDDBetween 500 to 1000 RRYYZZAA TTYYZZAA

> 1000 AABBCCDD RRFBCCDD

Example reporting for FG request process

Request Status: Completed

Workflow Step Task Owner Status Start Date Start TimeApproval AABBCCDD COMPLETED 2/1/2013 11:00 AMRequester Check Stock Status XXQQWWEE IN PROGRESS 3/1/2013 9:45 AMSubmit Order NOT STARTED

WF_FG_12132890Enter FG Request No: Submit

End Date End Time2/1/2013 11:03 AM

Common requirements across all process steps, if any