Solution Documentation with Solution Documentation Assistant
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1 Application Life-Cycle Management Solution Documentation with Solution Documentation Assistant Solution Management Application Life-Cycle Management SAP AG
2 Solution Documentation Assistant Overview Solution Documentation Assistant verifies and rates customers business process documentation. Data basis is the usage frequency of technical objects related to the business process structure. The usage frequency gives transparency about potentially obsolete and clarity about mission-critical objects and is an excellent starting point for initial documentation as well. Scope Analysis of template, implementation and maintenance projects Analyzes usage of technical objects like transactions, reports, BADIs and custom developments SQL statement analysis enables live system analysis from a business perspective Uses the existing SAP Solution Manager infrastructure like system connections and technical statistical data Benefits Accelerates initial Solution Documentation Enhanced solution and usage transparency Enables simple and fast system consolidation Facilitates business improvements Standardization through comparison of business processes at different locations Basis for optimized test planning Cost-efficient through automated verification of Solution Documentation
3 Solution Documentation Usage of Solution Documentation Assistant (SoDocA) Where is SoDocA used in Solution Documentation? Solution Documentation means having documented the following key elements: core business processes related technical objects, such as transactions, programs, custom code, background jobs, interfaces related (non-sap) system and software components Recommended project language is English The correct usage of implementation projects automatically leads to sufficient solution documentation in the operations and optimization phase. If you start with the documentation in the operations phase, you should make the documentation of your core business processes available in SAP Solution Manager. In relation to a complete implementation project only a subset of information is needed, then. Main tools: Business Blueprint Solution Configuration Solution Documentation Assistant Focus Re-Documentation Upgrades -> verify documentation System Landscape Maintenance/Directory (SMSY/SLD) Operations -> re-document Solution Documentation life-cycle Requirements Optimize Application Management Operate Deploy Design Build & Test Focus Initial Documentation Template Management -> ceate global documentaion Implementation -> create or locally adjust documentation Configuration -> extend documentation
4 How to implement Solution Documentation Use Cases - Decision tree Decision Tree: How to come to a central and reliable business process structure with related documents in SAP Solution Manager Documentation available somewhere no Discover Create process structure with predefined business content and SoDocA* Verify results with business process expert Adjust process structure Upload/link documents Sign-off by business process expert Continuous verification with SoDocA* yes Tool based process structure compatible to SolMan** no Reuse Check completeness of process structure and adjust to 3 levels Manual transfer of process Structure Upload/link documents Sign-off by business process expert Continuous verification with SoDocA* yes Process structure available in SolMan *** no Transfer Verify process structure and prepare transfer to SolMan Automated transfer of process structure Upload/link documents Sign-off by business process expert Continuous verification with SoDocA* Verify Verify process structure with SoDocA* Verify results with business process expert Adjust process structure Upload/link documents Sign-off by business process expert Continuous verification with SoDocA Note: The correct usage of implementation projects automatically leads to Solution Documentation * = SoDocA = Solution Documentation Assistant ** = XLS/XML Upload, ARIS, RBE Plus *** = in Projects or Solutions
5 How to implement Solution Documentation Use cases in detail How do I get my Business Process Documentation into SAP Solution Manager? Discover - no documentation available at all Use BPR as template and verify structures through Solution Documentation Assistant Manually adjust business process structure and related objects in business blueprint Reuse - current documentation available Manually transfer business process structure and related objects in business blueprint Maintain business process structure and related objects in XLS, Lotus Notes and transfer it via XML upload (as this procedure requires expertise this is currently an consultant solution, only) Transfer - current and compatible tool based documentation available Automatically transfer business process structure and related objects in business blueprint ARIS: adjust to required 3 level hierarchy and transfer XML upload: select content, structure it, and transfer via XML (see above) Verify documentation available in SAP Solution Manager Project: copy project, verify it, update original or create new project Solution: copy solution, verify it, create new maintenance project and update solution
6 Main Use Case 1 Discover Verify implementation content or initial solution documentation Verify your core and critical businesses using Solution Documentation Assistant. Implementation Content (BPR) can be verified with (SoDocA) to extend an initial business process documentation. Customer situation No business process documentation available SAP Solution Get familiar with the business process structure using implementation content (BPR) Document core business processes and verify using SoDocA Extend the documentation with critical processes and verify using SoDocA Extend the documentation with selected scenarios using BPR Automatically and regularly verify to keep the documentation reliable and up-to-date Activities Transfer data from the BPR into an implementation project Generate an analysis project in SoDocA Define rules Run the analyses and verify results Use analysis results to update or create a new implementation project
7 Customer Example: Global Oil Company Question: How to discover documentation? We want to perfom an upgrade for our ERP system. We don t have any documented processes for our current system. How to start? SAP 2008 / Page 7
8 Customer Example: Global Oil Company Question: How to start? We want to perfom a upgrade for our ERP system. We don t have any documented processes for our current system. How to start? Answer: Analyze your system usage to identify and redocument your core business processes. All available BPR scenarios were loaded into an implementation project. Implementation project was analyzed by using SoDocA Finalize / redocument core processes Verify documentation of core processes by using SoDocA Required effort for analysis: 2 Days Key advantages: - Getting a starting point - Enable priorization of business processes by system usage - Be able to verify progess of documentation Results: 60% of standard scenarios have not been used during the last 3 month 8 standard transactions and 5 customer transactions have been used more than times Most used transactions are/can be assigned to 4 scenarios More than customer objects are in place customer objects have not been used during the last 4 month SAP 2008 / Page 8
9 Main Use Case 2 Verify Verify solution documentation Based on self-defined rules, solutions can be automatically and regularly verified keeping the solution documentation up-to date Customer situation Solution documentation in SAP Solution Manager available SAP Solution Reuse SAP Solution Manager solution as starting point for solution documentation analysis Verify the solution documentation and analyze performance of, e.g. country specific, process variants Based on rules automatically and regularly verify to keep the documentation reliable and up-to-date Activities Import a SAP Solution Manager solution in an analysis project Define rules Run the analyses and verify results In case of first analysis, align with process expert. Adjust rules, until it s ensured they are defined adequately Use analysis results to update solution or create a new implementation project
10 How to implement Solution Documentation Use cases in detail How do I get my Business Process Documentation into SAP Solution Manager? Discover - no documentation available at all Use BPR as template and verify structures through Solution Documentation Assistant Manually adjust business process structure and related objects in business blueprint Reuse - current documentation available Manually transfer business process structure and related objects in business blueprint Maintain business process structure and related objects in XLS, Lotus Notes and transfer it via XML upload (as this procedure requires expertise this is currently an consultant solution, only) Transfer - current and compatible tool based documentation available Automatically transfer business process structure and related objects in business blueprint ARIS: adjust to required 3 level hierarchy and transfer XML upload: select content, structure it, and transfer via XML (see above) Verify documentation available in SAP Solution Manager Project: copy project, verify it, update original or create new project Solution: copy solution, verify it, create new maintenance project and update solution
11 Business Process Structure: Potential Sources Verify SAP Solution Manager Projects Business process structures of other SAP Solution Manager projects can be used as template or draft to serve as the basis for adjusted or renewed business process documentation Example: Business scenario imported from project ZCHI into project ICSALES Functionality Choose Project as documentation source F4 help to access other projects Structure elements can be copied from all types of projects including implementation, template, upgrade and maintenance projects Business process structure elements can be imported at business scenario, process, process step level Structure element can be copied or inserted as shortcuts referring to the original projects Benefits Select previously documented process structure with project selection help Copy options including crossproject shortcut Ensures consistent structures and wording across current projects Promotes re-use of existing documentation in later projects, e.g. in case of upgrades
12 Business Process Structure: Potential Sources Verify - SAP Solution Manager Solutions Business process structures of other SAP Solution Manager solutions can serve as the basis for adjusted or renewed business process documentation Example: Business scenario imported from solution ICSales_01 into project ICSALES BPR as documentation source Choose Solution as documentation source F4 help to access BPR F4 help to access other solutions Functionality Business process structure elements can be imported at business scenario, process, process step level Structure element can be copied or inserted as shortcuts referring to the original solution Benefits Select previously documented process structure with solution selection help Ensures consistent structures and wording across current projects and solutions Promotes re-use of existing documentation in later projects, e.g. in case of upgrades Various copy option including cross-solution shortcut
13 Analysis Results Usage Report Verification of used objects incl. custom code The display of usage frequency of technical objects gives you transparency about potentially obsolete and clarity about mission-critical objects Customer situation Solution documentation to be updated before an upgrade Housekeeping needed to ensure performance and more cost efficient maintenance SAP Solution Identify obsolete objects, incl. custom code Verify the technical objects solution documentation Linked to rule database allows further check step enhancements Activities Import a SAP Solution Manager dummy project in an analysis project Run the analyses Check usage frequency and identify potentially obsolete objects Verify results with business process objects Use analysis results to update technical object in your solution documentation
14 Update the Business Process Structure Automated rating of business process structure scope flag Main task of Solution Documentation Assistant is to analyze and rate business process structures documented in SAP Solution Manager. Process Verification of business process structure is based on usage frequency and self-defined rules Creates new Solution Manager Project (blueprint structure) based on automated and regular analysis Updates scope flags in existing structure. Insert missing technical objects Flags active nodes in scope and inactive nodes out of scope
15 Solution Documentation Assistant (SoDocA) Data Sources and Data Flow Template & impl. project SAP Solution Manager Solution Maintenance project New template or implementation project with updated structure Business process structure EWA Solution Documentation Assistant New maintenance project with updated structure Statistical records based on transaction ST03 in managed systems = SoDocA data sources SQL statement analysis BADIs SAP ERP SAP CRM SAP SCM Other SAP Solution Landscape
16 Customer Example: German Energy Company Question: How to check for completeness? Our implementation partner just finalized the new implementation. He wants us to approve the documentation. How to check for completeness? SAP 2008 / Page 16
17 Customer Example: German Energy Company Question: How to check for completeness? Our implementation partner just finalized the new implementation. He wants us to approve the documentation. How to check for completness? Answer: Analyze the implementation projects that has been used for documentation. Implementation project was analyzed by using SoDocA Create list of objects to document Finalize documentation Recheck completeness by using SoDocA Required effort for analysis: 2 hours Key advantages: - Fastest completeness check ever - Results contains very helpfull information for management (e.g. usage of customer objects vs. standard objects) Results: Some processes have no object assignment Documentation of customer objects not complete SAP 2008 / Page 17
18 Main Use Case 3 Verify Question: How to check business process variants? I have two business process variants. How can I check how often they are used? SAP 2008 / Page 18
19 Analyze Business Process Variants Process Variants in Business Process Structure SQL statement analysis of SoDocA can be used to identify and analyze business process variants helping customers gain key insight on their as-is business processes Question: How many standard orders and promotion orders have been created in the last 3 months? Order to Cash with variants
20 Analyze Business Process Variants SQL Check Analysis Process SQL check step attached to SoDocA analysis project Process SQL VBAK AUART attached to Create Sales order process step Identify tables, columns and values related to the process step requiring usage analysis Example: Create sales order process step Transaction : VA01 Table: VBAK table Column: AUART column Value : OR ( standard type) Value: AA ( promotion type) SQL check step details for identifying standard order usage VBAK Table and AUART column for order type identification Create SQL check step Table Entry Count based on identified Table, Column entry Example: Table: VBAK table Column: AUART column Column: ERDAT column for period information Create SoDocA analysis project and attach SQL check step to the appropriate process step Run analysis and check result to gain insight on the usage statistics
21 Analyze Business Process Variants SQL Statement Analysis - Result SQL statement analysis of SoDocA can be used to identify and analyze business process variants helping customers gain key insight on their as-is business processes Question: How many standard orders and promotion orders have been created in the last 3 months? SoDocA SQL analysis results: only standard orders are generated in last three months Order to Cash with variants Standard order - Active Promotion order - Inactive Standard order Promotion order - 0
22 Additional Use Cases - Governance for Global Projects Management and Solution Documentation Assistant SAP Solution Manager Template (Definition of global processes, examples for local processes) Project (Implementation of global and local processes) Solution (Execution of processes) Global Rollout Cut Over Compare and Adjust (Verification that all global processes are implemented locally) Solution Documentation Assistant (Verification that all global processes are executed locally) Single source of the truth (Process description and execution) SAP Solution Manager delivers End-to-End governance of global processes
23 Additional Use Cases Testing Mitigate Risk of Changes with Test Management, SoDocA and BPCA Who Business Process Expert Steps Business Blueprint creation Analyze and verify business process structure Details Create an implementation project, link systems Create the business process hierarchy using business blueprint Associate supporting technical objects, e.g. transactions, programs Using Solution Documentation Assistant analyze the managed systems, verify process structure and prioritize business process steps Test Preparation Based on this prioritization, create dynamic technical bills of material (TBOMs) for critical business process steps Add test cases to business process structure Test Coordinator Test Scope Identification Review the change event Perform change impact analysis using Business Process Change Analyzer (BPCA) Create regression test plan Tester Test Execution Execute regression test for the change event Test Coordinator Project Status Monitor project status in SAP Solution Manager Use SoDocA to check the test progress, if test objects really have been touched
24 RBE Plus for Solution Documentation Assistent Who should use RBE Plus Content for SAP SoDocA RBE Plus is a service offered by IBIS Prof. Thome AG. It helps you to establish an initial documentation in SAP Solution Manager and offers content (rules) for SoDocA to verify your managed systems. You can use RBE Plus Content for SoDocA, if you need support for creating your initial blueprint and analysis structure want additional analysis content based on master data, document data and customizing data need additional SAP transactions assigned to the BPR need additional predefined processes need support in assigning your customer specific transactions and not assigned SAP transactions to your process structure want to have very experienced analysis experts in your project you do not have any experience in analyzing SAP systems regarding its usage, situation or potentials 24
25 RBE Plus and SoDocA Integration Interaction between RBE Plus and SoDocA Import of additional (customer specific) analysis content Initial Blueprint Populating SAP Solution Manager Fast initial blueprinting Additional service offerings (e.g training, assignment of transactions) Transfer Scoping Re-Evaluation 25
26 Summary SAP AG All rights reserved. / Page 26
27 Solution Documentation / Business Processes Definition What is Business Process Documentation? Solution Documentation means having documented the following key elements ( minimum documentation ): core business processes related technical objects, such as transactions, programs, custom code, background jobs, interfaces related (non-sap) system and software components recommended project language is English The correct usage of implementation projects automatically leads to sufficient solution documentation in the operations and optimization phase. If you start with the documentation in the operations phase, you should make the documentation of your core business processes available in SAP Solution Manager. In relation to a complete implementation project only a subset of information is needed, then. Main tools: Business Blueprint Solution Configuration Solution Documentation Assistant Focus Re-Documentation Upgrades -> verify documentation Operations -> re-document Solution Documentation life-cycle Requirements Optimize Application Management Operate Deploy Design Build & Test Focus Initial Documentation Template Management -> ceate global documentaion Implementation -> create or locally adjust documentation Configuration -> extend documentation
28 Solution Documentation Summary My Business Process Documentation was: Now it is: 1 Hard to understand for non-experts Clearly structured 3-level bus. process hierarchy with detailed process information 2 Outdated and not reliable 3 Not related to supporting software Check-in/Check-out functionality ensures controlled maintenance Relates business process with system and interface information 4 Not centrally accessible Central accessibility allows efficient in- and external collaboration 5 Very costly to maintain Solution Documentation Assistant enables efficient and automated verification -> Basis for all SAP Solution Manager capabilities along the application lifecycle
29 Application Life-Cycle Management Reuse of Solution Documentation in nearly all ALM processes and capabilities All ALM processes base on the technical landscape and business process information provided through the solution documentation. Change Management Upgrade Management Upgrade Roadmap Upgrade Dependency Analyzer Change Request Management Quality Gate Management Extended Change and Transport Management Technical Operations System Administration System Monitoring Business Process Operations Business Process & Interface Monitoring Job Scheduling Management Incident & Problem Management Incident Management Root Cause Analysis Optimize Operate Requirements Application Life-Cycle Management Deploy Solution Documentation Business Blueprint, Configuration Solution Documentation Assistant System Landscape Maintenance/Directory (SMSY/SLD) Design Build & Test Maintenance Management Maintenance Optimizer Installation Tools Innovation Management Implementation Project Management Implementation Content Test Management Business Process Change Analyzer Test Planning, Execution & Reporting
30 Additional Information Information Sources Overview: Solution Documentation and Application Life-Cycle Management >> Processes >> Solution Documentation Technical Papers: SAP Solution Manager Media Library >> SAP Solution Manager and Tools >> Media Library Learning maps: Documentation of Core Business Processes and Solution Documentation Assistant >> SAP Solution Manager Enhancement Package 1 (EHP1) >> Requirements and Design Phases with SAP Solution Manager Onsite training: Implementation Projects with SAP Solution Manager >> Training Catalog >> Course Search >> SMI310 Consulting Services: Quick start for projects in SAP Solution Manager solutionmanager.consulting@sap.com
31 Thank you! SAP 2009 / Page 32
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