Step 3: Searching for the Agent Responsible: Organizational Plan

As a reaction to the change in the material master data, an employee in the design office responsible for that particular material is informed. This is implemented as a (still to be created) customer task (see chapter entitled Step 5: Defining Single-Step Tasks).

Due to the fact that the assignment of agents in the Workflow system can only occur via organizational management objects (organizational units, jobs, positions), it is necessary to:

Prerequisites

Information which may be required when searching for the agent responsible is to be found in the original status of the system but still without any links:

In this chapter, you will map the various design offices which exist within the company onto the corresponding objects in the organizational plan. Design offices are typically modeled as organizational units.

Procedure

You are going to 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 their appropriate positions and to assign employees to these positions.

You should now work through the steps described in the following sections.

Creating organizational units

Identify the design offices available in the system and created by customizing:

  1. In IDES, call transaction SM30 from the initial screen, and then enter V_024L in the Table/view entry field and click Display. As you can see, design offices 001, 002, KB1 and PM1 have been created in IDES.

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

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

    3. From the R/3 initial screen, select Tools ® Business Workflow ® Development ® Development tools ® Organizational Plan ® Create.

    This takes you to the Create Organizational Plan initial screen.

  3. Create a new organizational unit:

    4. Enter ZXX_K1 as the abbreviation and Design office 1 as the description.

    Select Organizational plan ® Create.

    This takes you to the Organizational Structure / Change screen.

  4. Leave this screen and repeat steps 1-7 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 a company's organizational plan, the organizational units are usually all linked in a hierarchical fashion.

Position occupancy

For the purposes of this demo scenario, you should assign one position to each of the organizational units, which you derive from the same job - Specialist: design.

  1. To change the position occupancy of an organizational unit, you must maintain the organizational plan:

    2. From the Business Workflow: Development Workbench screen, select Definition tools ® Organizational plan ® Change.

    This takes you to the Change Organizational Plan screen.

  2. Enter the abbreviation ZXX_K1 for the organizational unit to be changed.

    3. Select Organizational plan ® Change.

    This takes you to the Organizational Structure / Change screen.

  3. Now select Goto ® Staff assignments.

    4. This takes you to the Staff Assignments / Change - Organizational unit screen.

  4. To set up a description of the job for the position to be created, select Edit ® Create ® Jobs.

    5. This takes you to the Job Create screen.

  5. In the Basic data section, enter ZXX_FAK as the abbreviation and Specialist: design as the description.

    6. Save your entries.

    Leave the Job Create screen. This takes you back to the Staff Assignments / Change - Organizational unit screen.

  6. To derive a position from the job description, select Edit ® Create ® Positions.
  7. Click on the Create Positions button and under Choose job description enter ZXX_FAK as the abbreviation.

    8. Overwrite the proposed abbreviation for the position with ZXX_FAK_1 and enter Specialist: design 1 as the description.

    Click on Create Position to derive a position from the job description.

  8. To assign an employee to the position, click on the position created previously and select Edit ® Assign ® Holder.
  9. In the Assign Holder window, under Holder enter your user name as the name.

    10. Save your entries.

  10. Return to the initial organizational plan maintenance screen (Change Organizational Plan) and repeat steps 2-9 for the organizational unit Design office 2 making the appropriate text changes. Enter any other user name for the holder of the position.

While repeating steps 2-9, steps 4 and 5 should not be necessary because the positions in the two organizational units refer to the same job.

Maintaining relationships

In order to link the two organizational units you have created to the corresponding design offices, follow these steps:

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

    2. This takes you to the Assignment of SAP organizational objects initial screen.

  2. Enter ZXX K1 as the organizational unit to be maintained.
  3. Select Organizational object type as the view and enter object type T024L. Only object types which have been maintained in the Business Object Repository and which exist in table T7791 can be entered here.
  4. Select Assignment ® Change.

    5. The organizational structure beginning with the organizational unit entered in the initial screen is displayed, with all the assigned organizational units and positions at the next level. This structure can be further expanded if required.

  5. Navigate through the organizational structure 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 select Assignment ® Create.
  7. Specify the key field KB1 for object type T024L.
  8. Repeat the steps for organizational unit ZXX_K2 Design office 2 and Design office PM1.

Result

In this chapter you firstly created two organizational units and then mapped these units, which are PD organizational management objects, onto design offices available in the system.

You then assigned a position to each of the organizational units and a holder to each of the positions, which were both derived from the same job.

It is necessary to follow the procedure described above because the assignment of agents in SAP Business Workflow is always dependent upon organizational management objects.

Note that in this tutorial only the aspects of organizational management which are vital for the scenario are touched upon.