Step 3: Finding Agents - Organizational Plan

As a reaction to a change in the material master data, an employee in the design office responsible for the material is notified. This notification is implemented as a (still to be created) standard task (see section entitled Step 5: Defining a Single-Step Task).

Since agent assignment in the workflow system can only occur via Organizational Management objects (organizational units, jobs, positions), it is necessary to:

  • Set up an organizational plan, and
  • Create a link between the design offices and actual organizational units.

Prerequisites

Information that may be used to find agents is unlinked when the system is in its original status:

  • On the one hand, there are the design offices maintained in table T024L and linked to a material via the field MARA-LABOR in the material master data.
  • On the other hand, there are the Organizational Management objects (organizational units, jobs, positions), whose assignment to a single-step task determines the possible agents (recipients) of such a task.

In this section, you will map the various design offices within the enterprise onto the corresponding objects in the organizational plan. Design offices are usually mapped onto organizational units.

Procedure

Assign the design offices defined in the system to their corresponding organizational units. To ensure that you have an executable scenario at the end of the tutorial, it is necessary to create the organizational units with positions and assign holders to these positions.

Now carry out the steps described in the following sections.

Creating organizational units

Identify the design offices in the system and created in Customizing:

1. Look at view V_024L via view maintenance SM30.

As you can see, design offices 001, 002, KB1 and PM1 have been created in IDES.

The last two design offices are to correspond to organizational units Design 1 and Design 2:

1. To create the two organizational units required, call organizational plan maintenance:

To do this, choose Definition tools ® Organizational plan ® Create from one of the workflow area menus.

You are on the initial screen Create organizational unit.

2. Make the following entries:

Abbreviation: ZXX_K1

Name: Design office 1

3. Choose Organizational plan ® Create.

You are now on the input screen Organizational Structure / Change.

4. Exit this screen and repeat the steps to create organizational unit ZXX_K2 Design office 2.

There are no links between the two organizational units. This is sufficient for the purposes of this scenario. In an enterprise's organizational plan, the organizational units are usually all linked together in a hierarchy.

Position occupancy

For the purposes of this demo scenario, assign a position to each of the organizational units, which you derive from the same job - design specialist.

1. To change the position occupancy of an organizational unit, call organizational plan maintenance:

To do this, choose Definition tools ® Organizational plan ® Change from one of the workflow area menus.

You are on the initial screen Change organizational plan.

2. Enter the abbreviation:

ZXX_K1 of the organizational unit to be changed.

Choose Organizational plan ® Change.

You are now on the input screen Organizational Structure / Change.

3. Now choose Goto ® Staff assignments.

You are now on the input screen Staff Assignments / Change.

4. To set up the describing job for the positions to be created, choose Edit ® Create ® Jobs...

You are now on the input screen Create jobs.

5. Make the following entries:

Abbreviation: ZXX_FAK

Name: Design specialist

6. Select Create.

You are now on the input screen Staff Assignments / Change again.

7. To derive a position from the describing job, choose Edit ® Create ® Positions...

8. On the input screen Create positions under Choose describing job, enter:

ZXX_FAK as abbreviation, and select Enter.

9. Overwrite the default values for the position as follows:

Abbreviation: ZXX_FAK_1

Name: Design specialist 1

10. Select Save to derive a position from the describing job.

11. To assign an employee to the position, place the cursor on the position previously created and choose Edit ® Assign ® Holder...

12. On the input screen Assign holder, enter:

your user name under Holder.

Save your entries.

13. Return to the beginning of organizational plan maintenance (input screen Organizational Plan / Change), and repeat the above procedure from step 2 for the organizational unit Design office 2 making the appropriate text changes. Enter a user name of our choice as holder of the position.

Note that steps 4 and 5 are not required in the second run-through, since the positions in the two organizational units refer to the same job.

Maintaining relationships

To link the two organizational units created to the corresponding design offices, proceed as follows:

1. Choose Definition tools ® SAP org. objects ® Create assignments from the area menu SAP Business Workflow (Development).

You are on the Initial screen: Assignment to SAP organizational objects.

2. To commence maintenance of the assignment, enter the organizational unit:

ZXX_K1 .

3. Select the view Organizational object type and specify the object type:

T024L .

Only object types that are maintained in the object repository and exist in table T7791 can be specified here.

4. Choose Assignment ® Change.

The organizational plan beginning with the organizational unit entered in the initial screen is displayed with all the subordinate organizational units and positions on the next level. If desired, you can expand the structure further.

5. Navigate through the organizational plan and find the organizational unit to which the SAP organizational object is to be linked.

6. Position the cursor on the organizational unit Design office 1 and choose Assignment ® Create.

You go to the dialog box Choose design office.

7. In the field Laboratory, enter:

KB1 , and select Continue.

8. Repeat the steps for organizational unit ZXX_K2 Design office 2 and Design office PM1.

Result

You have created two organizational units in this section. You then assigned a position to each of the organizational units and a holder to each of the positions. The positions were derived from the same job.

You then mapped these organizational units, which are PD Organizational Management objects, onto the design offices available in the system.

It is necessary to follow the procedure described above because agent assignment in SAP Business Workflow is always dependent upon Organizational Management objects.

Note that in this tutorial only the aspects of Organizational Management that are vital for the scenario are touched upon.