1 SAP SOLUTIONS FOR GOVERNANCE, RISK, AND COMPLIANCE How-To Guide How to Configure and Trouble Shoot Workflow for Process Control 2.5 SAP GRC Regional Implementation Group Applicable Releases: SAP GRC Process Control 2.5 IT Practice / Topic Area: GRC GRC / Process Control IT Scenario / Capability: GRC / Process Control September 2008
3 Document History Document Version Description 1.10 Update to use the template 1.00 Document created
4 Typographic Conventions Icons Type Style Description Icon Description Example Text Words or characters quoted from the screen. These include field names, screen titles, pushbuttons labels, menu names, menu paths, and menu options. Caution Note or Important Example Recommendation or Tip Cross-references to other documentation Example text Emphasized words or phrases in body text, graphic titles, and table titles Example text File and directory names and their paths, messages, names of variables and parameters, source text, and names of installation, upgrade and database tools. Example text User entry texts. These are words or characters that you enter in the system exactly as they appear in the documentation. <Example text> Variable user entry. Angle brackets indicate that you replace these words and characters with appropriate entries to make entries in the system. EXAMPLE TEXT Keys on the keyboard, for example, F2 orenter.
5 Table of Contents 1. Business Scenario and Background Information Prerequisites Step-by-Step Procedure Perform Automatic Workflow Customizing Perform Task-Specific Customizing Manage Event Queue Change Event Type Linkage for Object Type GRPC* Register Workflow System in qrfc Monitor Transfer Work Items to Replacement Set Up Reminders and Escalations Specify Fallback Receiver for Work Items Configure POWL for GRC Inbox Notifications Trouble Shoot Transaction SWI1: Work Item list Transaction SWIA: Process Work Item as Administrator Transaction SWI1_RULE: Execute Agent Rules for Work Item Transaction SWI2_ADM1: Work Items Without Agents Transaction SWPR: Workflow Restart After Error Transaction SWPC: Continue Workflows After System Crash Comments and Feedback... 29
6 1. Business Scenario and Background Information When preconfigured for SAP GRC Process Control, SAP Workflow ensures that the right users get the right tasks in the right order at the right time. For purposes of compliance, workflow can help ensure that required evaluations are performed and issues are remediated on a timely basis. You can use the IMG to control how workflow is routed without requiring time-consuming workflow customization. Key functions of the application that control the workflow include: Application role assignment This function determines who receives the workflow tasks. The Planner and Monitoring Scheduler These functions control selection of objects (for example, subprocesses, controls) and release of the workflow tasks with related start and due dates. When workflow tasks are completed, follow-on tasks are routed based upon role assignments or specific user assignment until the cycle is complete. For example, in the case of a failed manual test of effectiveness, the workflow continues until all remediation activities are complete, all issues are closed, and a successful retest has been performed. Throughout this cycle, the status of the test, issues and remediation plans are maintained automatically by the system. 2. Prerequisites This How-to Guide explains how to trouble shoot workflow issues for GRC Process Control 2.5. It assumes that you have a functioning GRC PC environment installed and configured.
7 Step-by-Step Procedure There are several factors that cause workflow items not being delivered correctly into users inbox. The following steps guide you through the basic IMG configuration for workflow and provide you the tips to trouble shoot the errors. 3.1 Perform Automatic Workflow Customizing The SAP Business Workflow forms the basis for assessing and testing internal controls. In this activity, you Perform Automatic Workflow Customizing. Only the top section, Maintain Runtime Environment, needs to have every task marked with a green check within the section. For detail, see Process Controls 2.5_Workflow Customizing.doc, section Perform Task-Specific Customizing In the Perform Task-Specific Customizing activity you make all the settings required to adapt the SAP tasks and SAP workflows supplied. This IMG activity gives you the opportunity to set up all the tasks and workflows that you want to use in the implementation phase. For detail, see Process Controls 2.5_Workflow Customizing.doc, section 3.2 and Manage Event Queue In this IMG activity, you can make specific settings towards improving performance for workflow processing. For background information on event queue administration, see the SAP Library for the SAP Business Workflow under Reference Documentation -> Workflow System Administration -> Event Manager Administration. Independently of these settings, we recommend generating a large amount of workflows overnight. For detail, see Process Controls 2.5_Workflow Customizing.doc, section Change Event Type Linkage for Object Type GRPC* In the Change Event Type Linkage for Object Type GRPC activity, you change the event type linkage for the delivered object type SCASE, if it appears in the selection. This will be necessary if there is a conflict between the delivered event type linkage and the Process Control workflow. If the object type SCASE does not appear, this task can be disregarded. 1. Execute Change Event Type Linkage for Object Type GRPC*
8 2. Select the line with the BOR object type SCASE* and choose Details.
9 You can deactivate the linkage by clearing the Activate Linkage checkbox. 3.5 Register Workflow System in qrfc Monitor To improve the performance of workflow processing, you can register the logical RFC destination used by the workflow (WORKFLOW_LOCAL_<client>) in the qrfc outbound queue in the qrfc monitor. For detail, see Process Controls 2.5_Workflow Customizing.doc, section Transfer Work Items to Replacement In this IMG activity, you schedule the program Transfer Work Items to Replacement (GRPC_REPLACEMENT_MASS_ACTIVATE). The program transfers work items from persons that are no longer working in Process Control to the replacement persons entered in the system for these persons. For more information, see the documentation on program Transfer Work Items to Replacement. 1. Execute Transfer Work Items to Replacement.
10 Click on Continue.
11 Job name: GRPC_REPLACEMENT_DAILY Job class: C - Low priority Click Continue Choose ABAP Program Step. Click Continue.
12 ABAP program name: GRPC_REPLACEMENT_MASS_ACTIVATE Click Continue. Click Continue.
13 Click Continue. Choose Date/Time.
14 Click Continue. Enter the day on which the job should start and the time at which it should be run each day and set the Period indicator.
15 Click Continue. Choose Daily.
16 Click Continue. Click complete.
17 ... Note: You ar e r equi red t o have a uthorizati on f or t he develo pment a nd workflow mai nten ance of Pr ocess C ont rol in order t o p erfo rm the s teps below Set Up Reminders and Escalations Setting up reminders and escalations in Process Control is a valuable monitoring tool for stakeholders and workflow owners (recipients) to ensure that their control objects are processed appropriately. Please refer to Process Controls 2.5_How to Set Up Reminders and Escalations.doc for detail information. 3.8 Specify Fallback Receiver for Work Items In this IMG activity, you specify which user receives a work item when the system fails, for whatever reason, to determine a receiver for this work item via the usual channels. The fallback recipient should have power user authorization and should be able to determine who the correct receiver should be. 1. Execute Specify Fallback Receiver for Work Items
18 You can specify more than 1 fall back receiver. When there is a work item triggered without agent, all fall back receivers will receive this work item. Whoever picks up the work item, the work item is reserved by him and will be disappeared from the other fall back receivers inbox. 3.9 Configure POWL for GRC Inbox You could skip this configuration unless you want to extend the Process Control menu with your own entries or create portal iviews, using the specific POWL applications. You can link the Process Control application and Personal Object Work List (POWL) type to the PFCG role Notifications Please refer to Process Controls 2.5_How to Configure and Trouble Shoot Notification.doc for detail information.
19 Trouble Shoot There are so many factors caused the workflow items not delivered to the right user s inbox. When conducting trouble shooting, please check all possible reasons. For example: - IMG workflow configuration not successfully completed - Master Data setup not correct, such as control without control owner assigned - Operation error, schedule a plan for non completed manual test plan - Don t understand the process flow, such as turn on or off for the review. 4.1 Transaction SWI1: Work Item list If a workflow was been correctly triggered and started, at least one work item should be created. You can view the work items here. By default all the work items of the last hour will be displayed. 1. Go to Transaction SWI1. 2. Put in the selection criteria. For example, enter the creation date information. Execute the selection. You will find in this transaction the work item number, the status of the work item, and the workflow task that has created the work item.
20 3. Furthermore, (in the technical workitem display) you can have a look at the container by selecting a work item and using the menu Goto -> Display Container.
21 4. To display the work item details double click on the item. From the details you can see the selected/ possible/excluded agents for this work item by using the menu Goto -> Agent -> selected/ possible/excluded agents. Double click or click on Display button.
22 5. When the status of the work item shows an error you should have a look at the workflow log using the menu EDIT -> DISPLAY WORKFLOW LOG. Or select the work item and click on the icon. Here you can see errors that have occurred.
23 Click on Details to see the details for steps.
24 You could also click to list the technical details.
25 Transaction SWIA: Process Work Item as Administrator You can use this report to execute work items for which you are not a possible agent. 1. Using this work item selection, you can select the necessary work items and then execute them, complete them or make them available again to the recipients.
26 2. You could also use Execute Without Agent to fix a problem by selecting the work item and clicking on Execute without Check.
27 Transaction SWI1_RULE: Execute Agent Rules for Work Item You can use this function to repeat the step of defining the recipients for a work item. 1. Transaction SWI1_RULE. 2. Execute.
28 3. Select the work item that needs to assign the agent. Click on (Execute Agent Rule) to resolve the agent.
29 Transaction SWI2_ADM1: Work Items Without Agents This report finds all work items that have no agent at all. 1. Execute Transaction SWI2_ADM1 and enter the selection criteria for Monitoring period. Then Execute.
30 Transaction SWPR: Workflow Restart After Error This report can be used to display a list of workflows with errors for a particular selection period, and then restart them. The benefit of this report is that it allows you to perform a mass restart of workflows. 1. Execute transaction SWPR 2. You could restart the workflow by clicking on the Restart Workflow button. Note: Before restart the workflow items, please find the root cause for the problem and correct it.
31 Click on refresh.
32 Transaction SWPC: Continue Workflows After System Crash You can use this report to select and continue workflows that have had the status STARTED for longer than a day. This means that workflow that has come to a halt after system errors can be continued. 1. Go to the transaction. 2. Select the work item and click Continue workflow button.
33 3. Refresh.
34 5. Comments and Feedback Both comments and feedback are very welcome. Please send them to: Jennifer Cha RIG Process Control Raj Behera RIG Manager
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