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SAP Workflow SWAT (WF-SWAT)Accelerated Automation
1www.logicaconsulting.ca
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WF-SWAT Accelerated Automation 2
Have you heard of SAP automation projects in your organization such as MyTravel or
Procure-to-Pay?
Are you concerned about how these automation initiatives will affect your job?
This is your chance to learn about SAP workflow automation projects and how they may
affect you.
After this presentation you will understand: Business Process Evolution / Re-engineering
SAP Workflow
SAP Procure-to-Pay
SAP MyTravel automation
How SAP automation projects affect you
What your role could be in these types of projects
There will be plenty of time to answer any questions you may have.
Let the work flow.
FMI Presentation
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Business Process EvolutionSAP scenarioBusiness process re-engineering
1
2
4
What is SAP workflow?How do I get it?Dispelling the myths
3
Let the work flow.
SAP Automation ExamplesProcure-to-Pay (P2P) / MyTravelHow they may affect you?
www.logicaconsulting.ca 3
Automation Approach/MethodologyIs there a proven or packaged methodology?Best practices
http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/8/12/2019 Leanne Spurrell En
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Your SAP scenario
youve invested in a powerful ERP system
youve upgraded to the latest version
youve implemented new modules
youve done some reporting
improvements, solution manager, BI etc
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Its time to
leverage your investment in SAP
transform your business
take your SAP business processes to the nextlevel of performance
tap into the power of an integrated system
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Its time for
your business process evolution
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Business process evolution
automate manual processes
perform electronic approvals
ensure segregation of duties
verify financial signing authority
provide transparency
increase audit ability
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automate work routing
impose greater financial controls
provide a full audit trail and log implement accountability (Federal
Accountability Act)
generate email notifications automatically
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Business process evolution
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your SAP evolution
Business Process vs. Product evolution
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Its time to
Tap into the power of an integrated
system with SAP and let your workFLOW.
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How?
Start the powerful SAP Workflowengine and use the SAP workflows
that have been delivered by SAP withyour system!
The road has already been paved by
SAP
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Business Process EvolutionSAP scenarioBusiness process re-engineering
1
2
4
What is SAP workflow?How do I get it?Dispelling the myths
3
Let the work flow.
SAP Automation ExamplesProcure-to-Pay (P2P) / MyTravelHow they may affect you?
www.logicaconsulting.ca 12
Automation Approach/MethodologyIs there a proven or packaged methodology?Best practices
http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/8/12/2019 Leanne Spurrell En
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What is SAP Workflow?
an automated representation of a BusinessProcess
tool for managing business processes within
and between SAP modules (& web) Simply put - SAP Workflow means
the right data,
at the right time, for the right people.
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Automated Work Routing
Approval Process Email notification through SAP Business
Workplace & external mail systems
(ex: MS Outlook, Lotus Notes)
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What is SAP Workflow?
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How to get SAP Workflow?
You already have it ! It is an SAP delivered tool
When you buy SAP, you get the SAP Workflowengine automatically
Delivered with the SAP Netweaver system
You have over 250 workflow templates available foruse in your SAP system right now!
No additional licensing costs
You can also create/configure your own customworkflows using SAPs Workflow Builder
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SAP Workflow Facts
You do NOT need the SAP HR module to workflowenable your SAP system
You do NOT need an HR license
SAP delivered transaction code PPOMW for
Organization Structures is delivered with the
Netweaver system
You can use it to leverage existing (or create new)
Organizational Structure for your workflow purposes You can implement Workflow without anyHR
Module Organizational Structure (ex. Financial Signing Authority (FSA))
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Why SAP Workflow?
vs. other products that have workflow?
SAP Workflow is the most appropriate tool toautomate your business process
tightly integrated, its in SAP already
provides ready access to your organizations
financial model and/or human resourcemodel
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Which is the correct tool to use? SAP Workflow is part of a larger suite of
capabilities collectively known as SAP NetweaverBusiness Process Management (BPM)
SAP Workflow is an embedded capability of SAPapplications; it is a natural choice for automatingmany processes with a single SAP ERP instance.
SAP Netweaver BPMenables you to compose
processes at the edge of the application core andis recommended for SOA mature organizations
According to SAPs Ginger Gatling and the team of authors of Practical Workflow for SAP, 2ndedition, 2011, SAP Press.
SAP Workflow and BPM
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Business Process EvolutionSAP scenarioBusiness process re-engineering
1
2
4
What is SAP workflow?How do I get it?Dispelling the myths
3
Let the work flow.
SAP Automation ExamplesProcure-to-Pay (P2P) / MyTravelHow they may affect you?
www.logicaconsulting.ca 19
Automation Approach/MethodologyIs there a proven or packaged methodology?Best practices
http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/8/12/2019 Leanne Spurrell En
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What is P2P Automation?
Automation of the following procurement andaccounts payable business processes:
Purchase Requisitions
Purchase Orders
Goods Receipt
Service Entry Sheets
E-Invoice (or scanning)
Accounts Payable Invoices
Storage of supporting documentation
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Ottawa area P2P initiatives:
Canada Post
CBC
Canada Blood Services
Natural Resources Canada
The City of Ottawa
Bank of Canada
(WF-SWAT)
Health Canada (WF-SWAT)
22
P2P in Ottawa
IFMS
DFAIT
NRC (WF-SWAT)
Canada Border Service
Agency (WF-SWAT)
PWGSC (WF-SWAT)
TBS (WF-SWAT)
Justice (WF-SWAT)
WF-SWAT Accelerated Automation
WF-SWAT: means either WF-SWAT performed the automation or a member of WF-SWAT was involved in the
automation project.
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Case Study, U.S. Department of Defence: Large consumer of off-the-shelf finished goods
Switched to automated process to connect with
over 30,000 vendors Reduced cost per transaction from $140 to $11
Achieved maximum benefit from adopting a
holistic end-to-end process approach for
managing P2P activities
23
P2P Example
Source: Conchi, Garcia. Using a Procure-to-Pay Process Framework to Streamline Government Agencies' Operations. Software AG. Feb. 2008: 5, Print.
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P2P / MyTravel
Automation of SAP business processes leverage:SAPgui
SAP portal
Employee Self Serve (ESS)
Manager Self Serve (MSS)
Universal Work List (UWL)
External email system (ex. MS Outlook,
Lotus Notes)
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Top factors driving P2P efforts
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Why P2P Automation?
Source: Electronic Payments: Streamline P2P, Reduce Costs, A White Pater on Bottomline Technologies' Paymode-X Solution, 2010, p.4.
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Why P2P Automation?
There are numerous benefits with automated invoice processing.Below are some of the most cited benefits:
Improved control of cash flow and invoices
Increased control of delivered and invoiced
Compliance with legislation
Decreased manual work
Shorter total processing time
Decreased costs for invoice handling
Early notification of errors
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Why P2P Automation?
Manual processes: Require staff to physically transfer documents obtaining
approvals from management in person
Keying of invoice information into legacy systems is costly
in time and resources Ad hoc procurement activities
Matching invoices timely and resource intensive
Prohibitive storing and retrieval costs
Greater chance of human error No real-time view of cash flows
27
Source: Linking Purchasing, AP Suppliers Key to Reengineering the P2P Network," Controller's Report. Feb 2012: 14-15. Print.
WF-SWAT Accelerated Automation
Show me the money?
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Automated processes: PO processing time reduced from 20 to 1 min
PO processing costs reduced by $1 per PO
400 labour hours are saved per year
Payment cycle reduced from 45 days to less
than 10 days on average
Vendor invoice processing time cut by 75%
28
Source: Linking Purchasing, AP Suppliers Key to Reengineering the P2P Network." Controller's Report. Feb 2012: 14-15. Print.
WF-SWAT Accelerated Automation
Show me the money?
Sample P2P ROI
Show me the money?
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Automated processes: Manual invoice processing costs $15.60-13.00,
Automated invoice processing costs $9.00-8.60,
a reduction in cost of approximately 60%
Potential savings of $2-3 million for average
organization
Provide improvements across all areas, while
providing a return on investment within 1-2years
29
Show me the money?
Sample P2P ROI
Sources: Paper-Free AP, Automated Processing of Vendor Invoices. Esker, Document Process Automation. 2009: 6, Print.
Stanmore, Roger. Capturing the Essence of Accounts Payable Automation, ReadSoft. 2007: 16, Print.
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Note that employee time and effort spent onmanually intensive processes can be used for
more meaningful tasks like:
consistency/quality of key RFPs
data analysis of spend etc.
review/audit functions
30
How does it affect me?
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Automated routing and electronic approvals: Self-serve employee data entry
System applied/enforced policy
System applied/enforced delegated financialsigning authority
On-line approvals vs. ink
On-line approve/reject capability (with rationale)
Less time spent chasing paper and soliciting
approvals
31WF-SWAT Accelerated Automation
How does it affect me?
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User Acceptance Testing (UAT) Subject Matter Expert (SME)
Train-the-Trainer
Helpdesk Tier 2
32
How can I participate?
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Business Process EvolutionSAP scenarioBusiness process re-engineering
1
2
4
What is SAP workflow?How do I get it?Dispelling the myths
3
Let the work flow.
SAP Automation ExamplesProcure-to-Pay (P2P) / MyTravelHow they may affect you?
www.logicaconsulting.ca 33
Automation Approach/MethodologyIs there a proven or packaged methodology?Best practices
http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/8/12/2019 Leanne Spurrell En
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Automation Approach
Based on the maturity level of the organization with
automation projects and SAP Workflow enablement
APhased Approach is often recommended for
automation initiatives.
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Phased Approach
A Phased Approach will: introduce SAP workflow to the organization in
incremental steps in a well-paced manner
provide the appropriate time to facilitate changemanagement, cascading roll-out and training
Tip!
The initial workflow implemented at an organization
takes the most time and effort from technical, change
management and training perspectives.
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Phased Approach
All work done in the initial Phase sets thefoundation for future workflow-enabled SAP
business processes within an organization
Details on Phase release dates are based on project
start dates and resources available
Project planning dates are considered estimates
until the WF-SWAT Blueprint exercise is complete
WF-SWAT Accelerated Automation sample projectplan for your informationnext slide
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Automation Team
SAP Workflow SWAT Team (WF-SWAT) a dream team of elite SAP consultants
senior SAP consultants
WF-SWAT team members are handpicked all consultants have worked together in the past
confident in each others ability to perform their piece
of the collective work deliverables in an acceleratedmanner
tag-team work deliverables on automation projects
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Automation Methodology
The WF-SWAT team has devised a unique project
planning methodology for automation projects
WF-SWAT Accelerated Automation new methodology for project implementation and
management
facilitates delivery in tight timeframes
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Methodology
WF-SWAT Accelerated Automation Methodology Considering the clients strategic goals and timelines, an
accelerated implementation methodology can be used to
successfully accomplish automation in a short timeframe.
To accomplish automation in a short timeframe, the uniqueAccelerated WF-SWAT Implementation methodology is critical.
The Accelerated WF-SWAT Implementation methodology
(WF-SWAT) uses the following high level project phases as
outlined in the roadmap diagram below. Note, WF-SWAT project phases align with the SAP ASAP project
phases.
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Methodology
40
WF-SWAT
PlanWF-SWATBlueprint
WF-SWAT
Build
WF-SWAT
Finish
Line
WF-SWAT
Go Live
WF-SWATSupport
WF-SWAT
Enhance
WF-SWAT Accelerated Automation Roadmap
WF-SWAT Accelerated Automation methodologyensures an efficient tag team of work hand off
between very experienced resources on site at the
appropriate times during each phase to accomplish
their specific piece of the work deliverables withintight timelines.
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Methodology
WF-SWAT integrates several components that work inconjunction to support the rapid and efficient
implementation of SAP automation projects.
The components that make up the Accelerated WF-SWAT
Implementation approach (WF-SWAT) are:
Methodology
Resources
Tools and accelerators
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WF-SWAT Approach
Tag-Team in...
1. Assess
2. Design
3. Deliver
4. Train
Tag-Team out...
4. Support (remote or on-site)
5. Re-Assess for ROI
We tag-team work; within tight timelines; with no
compromise; until our automation solution is delivered.
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What we do
Introduce workflow to your organization
Start your SAP Workflow engine
Automate (workflow enable) your businessprocesses
Manage your workflow project
Train your staff
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Workflow proof-of-concept
proof-of-concept delivery (5days): turn-on/configure your WF engine
activate SAP delivered demo WF
configure external email gateway
provide WF demo and overview
proof-of-concept in your system
WF-SWAT Accelerated Automation 44
kfl
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SAP Workflow ROI
How can this be measured? work item delivery is monitored and performance
measured
SAP delivered Workflow reports
Facilitate building of statistics for business process
Facilitate statistical sampling
Work breakdown & time analysis
Ability to determine average time spend onWorkflow-enabled business processes
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In conclusion
SAP Workflow is
an enormously powerful tool
empowering technology
already in your SAP systemwaiting to be activated!
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Questions
47www.logicaconsulting.ca
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Optional (time permitting)
Appendix A
Procure-to-Pay (P2P)
Demo print-screens
48www.logicaconsulting.ca
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49
Purchase Requisition
Need for Goods or Services Identified1
2
4
Purchase Order3
P2P Demo Integrated into SAP Portal
AP Processing (E-Invoice to Payment)
http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/8/12/2019 Leanne Spurrell En
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50
P2P Demo Integrated into SAP Portal
P2P Demo SAP Portal
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51
P2P Demo SAP Portal
Purchasing Homepage
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52
Purchase Requisition
Need for Goods or Services Identified1
2
4
Purchase Order3
AP Processing (E-Invoice to Payment)
P2P Demo Integrated into SAP Portal
P2P Demo SAP Portal
http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/8/12/2019 Leanne Spurrell En
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P2P Demo SAP Portal
Create Purchase Requisitions
P2P Demo - SAP Portal
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P2P Demo - SAP Portal
Purchase Requisition Query
P2P Demo SAP Portal
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P2P Demo SAP Portal
MSS Approve Purchase Requisition
P2P D A P h
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P2P Demo Approve Purchase
Requisition email notification
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Purchase Requisition
Need for Goods or Services Identified1
2
4
Purchase Order3
AP Processing (E-Invoice to Payment)
P2P Demo Integrated into SAP Portal
http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/8/12/2019 Leanne Spurrell En
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P2P Demo Purchase order display
(portal)
P2P Demo Purchase Order Display
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P2P Demo Purchase Order Display
(SAPgui)
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P2P Demo MSS Approve Purchase Order
P2P Demo Approve Purchase Order
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P2P Demo - Approve Purchase Order
email notification
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62
Purchase Requisition
Need for Goods or Services Identified1
2
4
Purchase Order3
AP Processing (E-Invoice to Payment)
P2P Demo Integrated into SAP Portal
P2P Demo e-Invoice Processing
http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/http://www.texaco.com/8/12/2019 Leanne Spurrell En
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P2P Demo e-Invoice Processing
Ex. .pdf via email
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P2P Demo Invoice Display (portal)
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P2P Demo Invoice Display (SAPgui)
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P2P Demo MSS Approve Invoice
P2P Demo Approve Invoice email
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P2P Demo Approve Invoice email
notification (SAPgui)
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Procure-to-Pay (P2P) Demo
Q & A(extra print-screens to followoptional)
68www.logicaconsulting.ca
P2P D D t t i f ti lit
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Document tracing
P2P Demo Document tracing functionality
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Enter Document
number & click
Display
P2P Demo Document tracing
P2P D D t t i
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Select line item &
choose type of
document for tracing
P2P Demo Document tracing
P2P D R t Li t f V d
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Click Vendor
Information to display
suppliers list
P2P Demo Reports: List of Vendors
P2P D R t Li t f i ti
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Click Source of Supply for
Vendor to display Outline
agreements
P2P Demo Reports: List of existing
Outline agreements