Orange County Convention Center Orlando, Florida May 15-18, 2011 Simplify & accelerate approval processes using Workflow, UWL, Extended notifications and Mobile Approvals Jim Frick Tejas Shah ]
Agenda Introduction Existing Bentley Systems SAP Landscape Existing Outlook tools Workflows in SAP Extended Notifications Mobile Approvals Learning Points Return on Investments 2
Introduction - Presenters Jim Frick SAP ERP Manager 14+ years SAP experience Tejas Shah Senior SAP Netweaver Developer 7+ years SAP and SAP development experience 3
Introduction (cont) 4
Introduction (cont) Bentley Systems The Company Privately held company Founding brothers actively manage Surpassed $476m Revenues in 2010 Sales driven company Highly distributed work force 5
Introduction (cont) Presence in over 45 Countries (many colleagues report to manager in another country) 113 Offices, 54 Currencies, 19 Languages 6
ProjectWise AutoPLANT promis e SUPERLO AutoPIPE AD M X R O A D sishyd PondPack ConstructSim WaterGEMS HAMMER GEOPAK speedikon AXSYS CADScript InRoads MicroStation Design++ ProSteel D e s c a r t e s PowerCivil for Country Bentley Rail Track OPTRAM
Agenda Introduction Existing Bentley Systems SAP Landscape Workflows in SAP Extended Notifications Mobile Approvals Learning Points Return on Investments 8
Existing Bentley Systems Landscape
Existing Bentley systems Landscape (cont) Finance General Ledger Accounts Payable Accounts Receivable Controlling Profit Center Accounting ECCS Consolidations Treasury Cash Management Vertex QSUT Tax Engine (US and Canada) FSCM Unicode 10
Existing Bentley systems Landscape (cont) Human Resources Personnel Administration Organizational Management Org Plus w/ integration into HR Org Mgt Compensation ESS/MSS Appraisals Processes and Forms 11
Existing Bentley systems Landscape (cont) Project Systems Project Administration Integration with MS Project Server for scheduling and resource planning Timesheets Expense Reporting Sales and Distribution / Materials Management Order to Cash for Consulting and Training Credit Card Integration Purchasing Materials Management for part numbers and pricing. 12
Existing Bentley systems Landscape (cont) Microsoft Outlook Forms for Purchase Request approvals and Personnel Change Requests No defined workflow each user determined next approver No dollar limits tied to approvers Stability issues Stand alone system all data rekeyed manually into SAP No data validation at initial data entry Microsoft Excel used for expense reporting Stand alone system all data rekeyed manually into SAP No dollar limits tied to approvers No data validation at initial data entry 13
Agenda Introduction Existing Bentley Systems SAP Landscape Workflows in SAP Extended Notifications Mobile Approvals Learning Points Return on Investments 14
Workflows in SAP Redesign, Simplify, Better Control, Avoid Redundancy Created new forms in SAP to replace outlook forms Tied into SAP workflow for approval process Increased transparency of process flow Tie into SAP org. structure for financial control Better Control on information, deadlines, process costs Generate reporting on effectiveness of process Built intuitive and easy to use user interface. Used SAP recommended technologies such as WD ABAP, Adobe Forms, UWL. Used standard views wherever possible 15
Workflows in SAP (cont) 16
Agenda Introduction Existing Bentley Systems SAP Landscape Workflows in SAP Extended Notifications Mobile Approvals Learning Points Return on Investments 17
Why Extended Notifications? Notify users of actions items. Avoids complex groupware integration issues. Easy to include the relevant task details in the email. Include links to launch the UWL or mobile app. Maintain consistency in workflow notification format. Easy to configure & control the day & time when each notification should be sent. 18
Extended Notification (cont) Email Notification UWL Task Details 19
Agenda Introduction Existing Bentley Systems SAP Landscape Workflows in SAP Extended Notifications Mobile Approvals Learning Points Return on Investments 20
Mobile Approvals Motivators Managers on the move. Unable or difficult to access the system. Time Critical Requests. Revenue impact due to delays in approval process. Challenges Mobile solution to integrate existing process. Use existing infrastructure. Keep it simple & secure. How Create web apps. ( device independent) Integrate with existing email notifications. Use SAP provided RIMLoginModule for authentication. 21
Mobile Approvals (cont).. 22
Agenda Introduction Existing Bentley Systems SAP Landscape Workflows in SAP Extended Notifications Mobile Approvals Learning Points Return on Investments 23
Learning Points User defined workflow vs. structured workflow Using spending limits as part of workflow forces valid approvals Structured workflow based on SAP HR organization data provides virtuous feedback loop on HR data Improved data quality from SAP validations at initial data entry Workflow strengthens integration between modules and delivers added master data cross checking UWL is big win once have more than one workflow process Supporting mobile platforms shows SAP is current and with it 24
Learning Points (cont) Some users are resistant to change need to remove excuses Status reporting of in process workflows ready at go live Named and trained champions to help Managers and others at start of go live Tell users in several different channels what we are doing and why Clearly understand, test, and communicate how SAP workflow is different that Outlook forms (forwarding) Added workflow complexity due to billable project work 25
Learning Points (cont) Global SAP footprint with phased roll-out of workflow Challenge to define mobile platforms and operating systems to be supported Using latest SAP tools requires all platforms upgraded in concert. 26
Agenda Introduction Existing Bentley Systems SAP Landscape Workflows in SAP Extended Notifications Mobile Approvals Learning Points Return on Investment 27
Return on Investment Using workflow and Portal eliminates the need to roll out SAP GUI to most colleagues Data validation in SAP at time of initial entry eliminates charges to non-existent cost centers, company codes, GL accounts, and WBS elements & significantly reduces rework and journal entries to correct incorrect codes. Improved Sr. Management acceptance of SAP using mobile tools UWL provides a consolidated TTD list for managers Replacing stand-alone legacy solutions with integrated SAP tools 28
Contact Info Jim Frick SAP ERP Manager Bentley Systems. jim.frick@bentley.com Tejas Shah Senior SAP Netweaver Developer tejas.shah@bentley.com 29
Thank you for participating. ] Please remember to complete and return your evaluation form following this session. For ongoing education in this area of focus, visit www.asug.com. SESSION CODE: 814