Suresh Ramajeyam

November 13, 2013 8 minute read

SAP SRM (PPS) Workflow – BW Reporting.

Business Scenario

In order to manage and optimize the procurement process in Public sector area a detailed reporting on the Workflow Process is needed. To be able to measure and analyze how long the process takes, where roadblocks may be occurring, and where there may be opportunities for improvement.

The following types of workflow data required in BW to do reporting on the workflow statuses.

For each RFx, RFx Response and Contract:

When the document was created and who created

For each step in the approval process, who submitted it, who received it, what the outcome was, and how long it took to accomplish the approval step (measured by the elapsed time between when it was first submitted and when a decision was made)Total amount of time taken to process the document.

In addition, it is desirable to be able to incorporate relationships between documents into the workflow data, so that workflow across all of the documents related to procurement can be analyzed. Ex:To know what RFx Responses were tied to an RFx, as well as any contracts or POs that resulted from the responses so that we can measure and analyze how long it takes to go from an RFx through to one or more POs or contracts

The implementation needs to address the complexity of the process, in that there are several different scenarios that can occur, including

The most common scenario, which is one RFx leading to 1 or more responses, with each response leading to 0 to many POs or contracts

A contract can be entered without an RFx having been done in the system

A contract can be tied to more than one RFx

An RFx may result in a follow-up RFx .

To achieve the above business requirement, ccBPM integration with BW is required.All the below data modeling is done based on the requirement mentioned above.

Data Sources
0BPM_WIHEAD
0BPM_LOGHIST
0BPM_OBJREL
ZWF_REL_DOCS –Generic Extractor based on Function Module
ZSRM_DOC_GETDETAIL – Generic Extractor based on Function Module

Data Store Objects

ZWF_DS01 Work Flow Items
ZWF_DS02 Work Flow Details
ZWF_DS03 Work item object relation information
ZWF_RDOC WF Related Documents (Newly Created DSO)
ZSRM_DET SRM Document Details (Newly Created DSO)

Info Sets

ZWF_IS01

This info set will be used to create queries to find the workflow execution timings for each single document with the departmental approvals, approver name, purchase org, etc. Execution timings can be converted to Hours, minutes and seconds based on the client need.

ZWF_DS01 Work Flow Items
ZWF_DS03 Work item object relation information
ZSRM_DET SRM Document Details

ZWF_IS02

ZWF_DS01 Work Flow Items

ZWF_DS03 Work item object relation information

ZSRM_DET SRM Document Details

ZWF_RDOC WF Related Documents

This Infoset will be used to create queries to find the workflow execution timings for the related documents with the departmental approvals, approver name, purchase org, etc. Execution timings can be converted to Hours, minutes and seconds based on the client need.

Ex : Rfx – RFx’s response — Contract.

Data Model

Data source Enhancements

Following data sources can be enhanced based on the requirement and the fields needed in the report.

0BPM_WIHEAD – Enhancement can be done to get the approver name of the work item by calling the Function Module SUSR_USER_ADDRESS_READ

0BPM_OBJREL – Enhancement can be done to find the approving department based on the business object by reading the workflow configuration table. We made the customization as such to pull the approval steps of the workflow not all the workflow steps.

Generic Extractors

1. ZWF_REL_DOCS (Custom FM extractor, any nomenclature can be used)

This extractor is based on the function module RSAX_BBP_PROCDOC_GETDETAIL to extract related documents for a given RFx/Response/Contract.

Inputs

Create an extract structure ZWF_REL_EXTRACT with the following fields:

Component	Component Type	Data Type	Length

GUID_A	BBP_GUID	RAW	16
OBJID_A	BE_OBJECT_ID	CHAR	20
DOCDATE_A	BBP_DOC_DATE	DATS	8
OBJTYPE_A	SWO_OBJTYP	CHAR	10
LOGSYS_A	LOGSYS	CHAR	10
ROLETYPE_A	ROLETYPE	CHAR	10
GUID_B	BBP_GUID	RAW	16
OBJID_B	BE_OBJECT_ID	CHAR	20
DOCDATE_B	BBP_DOC_DATE	DATS	8
OBJTYPE_B	SWO_OBJTYP	CHAR	10
LOGSYS_B	LOGSYS	CHAR	10
ROLETYPE_B	ROLETYPE	CHAR	10
RELATED_RFX	BE_OBJECT_ID	CHAR	20
RELATED_RESPONSE	BE_OBJECT_ID	CHAR	20

Create a function module ZRSAX_BBP_PROCDOC_GETDETAIL with the following interface:

IMPORTING

Parameter Name	Associated Type	Default Value

I_REQUNR	SRSC_S_IF_SIMPLE-REQUNR
I_DSOURCE	SRSC_S_IF_SIMPLE-DSOURCE
I_MAXSIZE	SRSC_S_IF_SIMPLE-MAXSIZE
I_INITFLAG	SRSC_S_IF_SIMPLE-INITFLAG
I_READ_ONLY	SRSC_S_IF_SIMPLE-READONLY
I_REMOTE_CALL	SBIWA_FLAG	SBIWA_C_FLAG_OFF

TABLES

Parameter	Associated Type

I_T_SELECT	SRSC_S_IF_SIMPLE-T_SELECT
I_T_FIELDS	SRSC_S_IF_SIMPLE-T_FIELDS
E_T_DATA	ZWF_REL_EXTRACT

Processing (pseudo code)

Read all the documents from crmd_orderadm_h into table lt_head
Loop through lt_head into ls_head

a. Call function module ‘BBP_PROCDOC_GETDETAIL’ to get the related documents into lt_header_rel for ls_head-guid

b. Append entries from lt_header_rel into e_t_data
a. If <fs_header_rel>-objtype_a EQ ‘BUS2200’ (RFx)
i. Assign <fs_header_rel>-objid_a to <fs_header_rel>-related_rfx
ii. Assign blank to <fs_header_rel>-related_response
b. If <fs_header_rel>-objtype_a EQ ‘BUS2202’ (RFx Response)
i. Read table lt_e_t_data where guid_b = <fs_header_rel>-guid_a and objtype_a = ‘BUS2200’. This will return the preceding document (RFx).
ii. Assign <fs_header_rel>-related_rfx = lt_e_t_data-objid_a
iii. Assign <fs_header_rel>-related_response = <fs_header_rel>-objid_a
c. If <fs_header_rel>-objtype_b EQ ‘BUS2000113’ (Contract)
i. <fs_header_rel>-related_response = <fs_header_rel>-objid_a.
ii. Read table lt_e_t_data where guid_b = <fs_header_rel>-guid_a and objtype_a = ‘BUS2200’.
iii. Assign <fs_header_rel>-related_rfx = lt_e_t_data-objid_a.

Copy e_t_data to lt_e_t_data
Loop through e_t_data assigning <fs_header_rel>

2. ZSRM_DOC_GETDETAIL (Custom FM extractor, any nomenclature can be used)

This extractor is based on the function module RSAX_SRM_DOC_GETDETAIL to extract the following details for an SRM document.

Created date and time
Object Type
Purchasing Organization
Purchasing Group
Process type
Process subtype
Smart Number
Bidder
Bidder name
Version

Inputs (attach record layout if applicable)

1. Create an extract structure ZSRM_DOC_DETAILS with the following fields:

Component	Component Type	Data Type	Length

GUID	CRMT_OBJECT_GUID	RAW	16
OBJECT_ID	CRMT_OBJECT_ID_DB	CHAR	10
CREATED_ON	SYSTDATLO	DATS	8
CREATED_AT	SYSTTIMLO	TIMS	6
CREATED_BY	CRMT_CREATED_BY	CHAR	12
OBJECT_TYPE	CRMT_SUBOBJECT_CATEGORY_DB	CHAR	10
PROC_ORG	BBP_PROC_ORG_ID	CHAR	12
PROC_GROUP	BBP_PROC_GROUP_ID	CHAR	12
PROCESS_TYPE	CRMT_PROCESS_TYPE_DB	CHAR	4
PROCESS_SUBTYPE	ZZHELPDESK	CHAR	15
SMART_NUMBER	CRMT_PROCESS_DESCRIPTION	CHAR	40
BIDDER_ID	BU_PARTNER	CHAR	10
BIDDER_NAME	BU_NAMEOR1	CHAR	40
VERSION_NO	BBP_VERSION_NO	CHAR	8

2. Create a function module ZRSAX_SRM_DOC_GETDETAIL with the following interface.

IMPORTING

Parameter Name	Associated Type	Default Value

I_REQUNR	SRSC_S_IF_SIMPLE-REQUNR
I_DSOURCE	SRSC_S_IF_SIMPLE-DSOURCE
I_MAXSIZE	SRSC_S_IF_SIMPLE-MAXSIZE
I_INITFLAG	SRSC_S_IF_SIMPLE-INITFLAG
I_READ_ONLY	SRSC_S_IF_SIMPLE-READONLY
I_REMOTE_CALL	SBIWA_FLAG	SBIWA_C_FLAG_OFF

TABLES

Parameter Name	Associated Type

I_T_SELECT	SRSC_S_IF_SIMPLE-T_SELECT
I_T_FIELDS	SRSC_S_IF_SIMPLE-T_FIELDS
E_T_DATA	ZSRM_DOC_DETAILS

Processing (pseudo code)

Select guid, object_id, created_at, created_by and object_type from crmd_orderadm_h into table lt_head.
Read crmd_link table into t_link_h for all guid in lt_head, objtype_hi = ’05’ and objtype_set = ‘07’ to get the partners
Get Partner Functions for Vendor (Partner Type: 0012) and Bidder (Partner Type: 0011) through function module call BBP_PARTNER_TYPE_TO_FUNCTION
Move entries from t_link_h to lt_link where objtype_set = ‘07’
Select guid partner_fct, partner_no and partner_guid into table lt_part_link from table crmd_partner for all guid in lt_link, partner_fct = ‘00000018’ or ‘00000019’ and disabled = ‘’.
Select partner_guid, valid_from and valid_to into table lt_relevant_part_t from table bbp_pdbgp for all partner_guid in lt_part_link.
Delete invalid/expired partners from lt_part_link comparing lt_relevant_part
Select partner, partner_guid and name_org1 from but000 into table lt_but000 for all partner_no in lt_part_link.
Loop through lt_but000 and populate table t_bup_h with partner, partner_guid and name_org1.
Loop through lt_head into ls_head

a. Call function module BBP_PROCDOC_GETDETAIL exporting ls_head-guid and import header data (s_header) and org data (table lt_orgdata)

b. Assign lt_orgdata-proc_org_id to e_t_data-proc_org
c. Assign lt_orgdata-proc_group_id to e_t_data-proc_group_id
d. Read table t_bup_h where guid_hi = ls_head-guid
e. If ls_head-object_type = ‘BUS2202’
i. Assign t_bup_h-partner-bidder_id to e_t_data-bidder_id.
ii. Assign t_bup_h-partner_name to e_t_data-bidder_name.
f. If ls_head-object_type = ‘BUS2000113’

Assign t_bup_h-partner-vendor_id to e_t_data-bidder_id.

Assign t_bup_h-partner-partner_name to e_t_data-bidder_name.

g. Assign s_header-version_no to e_t_data-version_no
h. Assign s_header-description to e_t_data-smart_number
i. Assign s_header-process_type to e_t_data-process_type
j. Assign s_header-helpdesk_number to e_t_data-process_subtype
k. Assign ls_head-guid to e_t_data-guid
l. Assign ls_head-object_id to e_t_data-object_id
m. Assign ls_head-created_by to e_t_data-created_by
n. Assign ls_head-object_type to e_t_data-object_type

o. Convert timestamp ls_head-created_at into date and time through function module IB_CONVERT_FROM_TIMESTAMP and assign to e_t_data-created_on and e_t_data-created_at.