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Process documentation Collaborating with Team Members  Locate the document in its SAP Library structure

Use

This IT process describes how the members of a project team organize their work in a virtual room. The room contains all functions that are defined in the corresponding room template, for example, online communication in real-time, project planning with a shared team calendar, managing the team members’ tasks, shared use of information stored in the room, and so on.

Using the Process

This IT process is part of the following IT scenario:

IT Scenario

Scenario Variant

Enabling User Collaboration

Collaboration in Virtual Rooms

Prerequisites

●     The analysis integrated in the room is created as described in the Enterprise Reporting, Query and Analysis (BI usage type) IT scenario. 

●     All team members have permission to use virtual rooms by being assigned to the Collaboration portal role.

●     All team members have been registered as members of the room with specific room roles.

Process Flow

The following IT process is incorporated in the Enterprise Portal (EP) and BI Java Components (BI-Java) usage types:

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       1.      Plan online meetings.

The team lead plans online meetings in the team calendar in the room. The system synchronizes the meeting series in the groupware calendar (for example, the Outlook calendar) for the team members.

       2.      System generates a BI analysis (BI-Java).

For example: Because the sales figures in a sales territory have reached a threshold value, the system transfers the corresponding BI analysis to the team room (see the Broadcasting IT process).

       3.      Conduct online meeting.

The team lead sets up a WebEx online meeting in the room to discuss the issue. When it is time for the meeting, the team members dial in to the meeting using the telephone number specified. All team members can follow the team lead’s presentation on their own desktops. The discussion is held by telephone.
One team member records the points discussed and the results of the meeting.

       4.      Assign tasks to team members.

During the meeting, the team lead enters tasks for the individual team members. Users can track the status of task processing in task management. Team members can also enter tasks.

Result

From their desks, the team members have participated in the meeting, exchanged relevant information, and discussed important issues together. At the same time, the latest analysis results were used to decide on the steps required, which were then assigned to the team members responsible for these tasks. After the meeting, users can read the minutes and the documents used at any time in the room.

 

 

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