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Table of content1 HCM Processes and Forms (Technical Overview)1.1 Process Flow with One Form Scenario1.2 Process Flow with Two Form Scenarios1.3 Overview: Data Processing in HCM Processes and Forms

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1 HCM Processes and Forms (Technical Overview)

Use

Architecture

The component is made up of the following architectural elements:

ProcessThe process groups together the following elements: ISR scenario, form scenario, and workflow template. A process can include one or more form scenarios.

For more information, see Process .

ISR ScenarioThe ISR scenario is used to select the form and to define the form layout. It is part of the cross-application Internal Service Request function.

For more information, see ISR Scenario .

Form scenarioThe form scenario answers the following questions regarding the following properties:

Which fields are used in a form?How are these fields linked with the infotype fields in the backend system?Which scenario steps exist?Which types of attachments can be uploaded?Which services are used?The services determine the logic used to process form fields in the backend system. The following types of service are available:

PA Service (enables Personnel Administration infotypes to be created, changed, and deleted)PT Service (enables Time Management infotypes to be created, changed, and deleted)Generic Services FrameworkThe standard system includes the generic service S_MGR_POSITIONS (Positions in Manager’s Area of Responsibility), for example. Youcan use this service to ensure that a manager is offered only those jobs for selection in the Positions form field that belong to his or her area ofresponsibility.Each form scenario has exactly one ISR scenario.For more information, see Form Scenario .

Workflow templateYou use a workflow template to define the process flow, define agent determination, and to control the form application in a process.For each process there is a workflow template that defines the process flow.For more information, see Business Workflow for HCM Processes and Forms .Process ObjectThe process object represents the persistence layer of runtime data that results from the execution of a form-based process.The system creates a process object if the user triggers the process in the start application. The system saves the following data and elements in thisprocess object:

Data that a user entered in the form (for each process step)Attachments that a user included in the process while the process was being executedThe process object is created and the data is saved using the Case Management component.

For more information, see Process Object .

Start ApplicationThe start application enables processes to be started. Depending on the portal role, the start application can be structured differently. It displays theprocesses to be executed and the steps required to start a process (for example, displaying the Employee Selection function on the user interface of thestart application).For more information, see Start Application .Form ApplicationThe form application enables forms to be called in different scenario steps that are modeled in the workflow template.For more information, see Form Application .

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Digital Personnel File (DPF)You can use the DPF together with HCM Processes and Forms . If you integrate the personnel file , the system automatically saves any forms andattachments in the employee's Digital Personnel File that are created when the process is executed.

NoteThe permanent saving of processes is fulfilled using the process object; however, the DPF provides an optional enhancement to the HCM Processesand Forms functions.

IntegrationHCM Processes and Forms uses the following components and their technologies:

Internal Service Request (ISR)The ISR Framework (including Interactive Forms based on Adobe software / Adobe Document Services ) provides the technical basis for defining an ISRscenario and defining the graphical layout of the forms.HR Master Data (PA-PA) and Data from Time Management (PA-PT)The fields of forms in HCM Processes and Forms can be linked with the fields in Personnel Administration (PA) infotypes or Time Management (PT)infotypes. When the process is executed, the system updates the data in the infotypes with the entries made in the form fields.SAP Business WorkflowSAP Business Workflow provides the technical basis for modeling the process steps that depict the process flow after the process is started.

In the workflow, you specify the following information for the individual process steps:The order of the individual process stepsThe functions that are provided to the users in the form applicationThe users that are to execute a process stepHow and where the data is to be saved

SAP Enterprise PortalThe portal provides all users integrated in a process with the iViews needed to execute the process on the user interface:

Start ApplicationThe start application enables the user to start processes.Universal Worklist (UWL)The UWL provides the work items with which the user can call the forms for which he or she is the intended agent.

Manager Self-Service (MSS)The manager obtains access to the HCM Processes and Forms functions intended for him or her using the Manager Self-Service .Employee Self-Service (ESS)The employee obtains access to the HCM Processes and Forms functions intended for him or her using the Employee Self-Service .Records and Case ManagementRecords and Case Management provides the following underlying technology:

Storage of process instances (for more information, see Process Object )The interface and data storage for the Digital Personnel File (DPF) and the process documents (forms and attachments) stored there.

1.1 Process Flow with One Form Scenario

PurposeDuring a process flow, database entries are created and updated in the various HCM Processes and Forms components. The following process flow descriptionillustrates how the various components work together using the example of a transfer process. This process uses one form scenario.

Process FlowThe following assumptions have been made in the description of the process:

Role 1: User in the role of Manager (sending manager)

Role 2: User in the role of Manager (receiving manager)

Role 3: User in the role of HR Administrator

When setting up the workflow template, you specify that the entries in the form are saved to the backend system only after the third process step has beenperformed. The Send function triggers the data storage.

Process step 1 – Starting the process with the start application

In the portal, the sending manager navigates to the start application that is set up for his or her role.

The start application offers managers the relevant processes for which they have authorization.

The manager selects the required employee.

The manager selects the transfer process.

The system calls the relevant form for processing.

The manager enters the relevant data in the form fields.

Depending on the Customizing settings, the system provides input help for certain input fields.

The manager chooses the Review and Send function.

The system checks the entries against data in the backend system. If necessary, the manager corrects any data that was entered incorrectly.

Once the data is correct, the Review and Send view appears.

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The sending manager checks the entered data once again and chooses the Send function.

A confirmation view appears in which the manager is informed that the data entry was successfully completed. The process reference number is specified in theconfirmation view.

When the Send function is executed, the system creates the following technical objects for the process in the specified order:

The system creates a range of objects in Case Management for the process object .

These include files that are referenced by the process object, such as attachments or data containers for the form data.

The system saves the data entered as a draft in the process object.

The process object is assigned the status Processed .

You can now view the process in the Process Browser and trace its status.

The system creates the instance of the workflow template that is assigned to the process and the instance of the first workflow template step that is executed.

The workflow runtime environment determines the required agent for the first workflow step based on the agent determination rules stored in the workflow templatefor this step. In our transfer process example, this is the receiving manager.

The system enters a work item in the Universal Worklist (UWL) of the receiving manager.

Process step 2 – Approval of the requested transfer

In the portal, the receiving manager navigates to his or her UWL and calls the relevant work item.

The system displays the form. The system dynamically merges the form layout that you stored in the Customizing settings for the ISR scenario and the form datafrom the process object that was specified by the sending manager.

At this time, the form does not yet exist as a PDF file.

The receiving manager checks the data entered and chooses Approve .

In the following view, the manager receives confirmation that the approval was executed successfully.

The system updates the technical instances of the process.

The system updates the process object. Based on the information specified in the workflow step for saving data, the system saves the data at the end of processstep 2 not only in the infotypes of the application database, but also as a draft in the process object.

The system updates the workflow instance. The system sets the status of the work item to Completed and performs the agent determination as described inprocess step 1.

The system enters a work item in the UWL of the responsible HR administrator.

Process step 3 – Further processing and saving of data by the HR administrator

In the portal, the HR administrator navigates to his or her UWL and calls the relevant work item.

As in process step 2, the system combines the layout of the form to be displayed and the data.

The HR administrator edits the form.

He or she enters additional data that is required for a transfer. More fields are provided in addition to the fields that were available to the receiving manager in theform.

The availability of the form fields in the various process steps depends on the assignments of the fields to the scenario steps in Customizing. For more information,see Form Scenario under Scenario Steps .

The HR administrator chooses Continue .

The system checks the data entered.

Once the data is correct, the Review and Send view appears.

If the system finds errors, the HR administrator must first check the data that was entered incorrectly.

The HR administrator is an expert in the processing of employee data. Therefore, the data entered by the HR administrator can be saved in the infotypes of theapplication database. For this reason, the HR administrator must correct any entries that have triggered an error message. Only after the HR administrator hascorrected any errors can the processing of the form be completed.

The HR administrator checks the data entered and chooses the Send function.

A confirmation view appears informing the HR administrator that the data was entered successfully.

The system ends the process.

The system updates the infotypes.

The system sends an information e-mail to the employee who is to be transferred.

The system sets the status of the work item of the HR administrator and the workflow template to Completed .

If you use the Digital Personnel File (DPF), the system creates a PDF file with the data contained in the form.

The following graphic illustrates the described process flow for the transfer process example using one form scenario.

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1.2 Process Flow with Two Form Scenarios

PurposeArchitecture of HCM Processes and Forms when using two form scenarios

The graphic shows the structure of a process in which two form scenarios are used.

Process FlowThe process flow is essentially the same as for a process with one form scenario . The system can transfer the field values and attachments from the first formscenario to the second form scenario. In Customizing for the form scenarios, you can define how and whether data is to be transferred.

For more information, see the Implementation Guide (IMG) for HR Administrative Services under Configuration of Forms/Processes Configuration of Forms Specify Data Transfer Between Form Scenarios of Process.

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1.3 Overview: Data Processing in HCM Processes and Forms

UseSeveral components of the HCM Processes and Forms application are involved in processing the data. The following overview shows you how the individualcomponents work together to check and save the data.

Features

Link between form data and infotype fields in Customizing

In order for the system to be able to process the data in the application database of the infotypes, you must make the appropriate Customizing settings to link thefields that are included in the form application with the infotype fields of the application.

In Customizing, you enter for each form scenario the Personnel Administration and Time Management infotypes that are affected by operations such asChange, Create, and so on.You specify which field in the form scenario represents a specific field in the relevant infotype. In other words, you specify the relationships between formfields of the form application and the infotype fields.When setting up the form scenario, you specify which fields in the form are relevant for which form scenario step, that is, which data is relevant in whichstep for checking or saving.When setting up the workflow, you specify which form scenario step is executed for a specific workflow step.

For more detailed information, see the Implementation Guide for HR Administrative Services under Configuration of Forms/Processes and Business Workflow forHCM Processes and Forms .

Processing of data when executing a process

If a user uses the Check function in the form application or navigates to the Check and Send view, the system checks the plausibility of the values in thefields that were specified for the relevant form scenario step. This applies to the start application and all other process steps.

The backend layer for the form scenarios determines the relationships based on the data specified in Customizing for the form.The backend layer calls the business logic of the application for the infotypes and checks the entered data depending on the operation that is to beexecuted (Change, Create, and so on).

If a user executes the Send function in the form application, the system saves all data changed, deleted, or created by the user in the form data containerof the process object. This also happens when the start application is used and when executing individual process steps.The system performs an update of the infotypes only if it is specified in the workflow for a workflow step that the data is to be saved in the infotypes of theapplication database.

NoteIf you have a process that consists solely of a start application, the data can be saved in the infotypes only if you created a workflow template with aworkflow step with which the data is saved in the infotypes.A standard task, with which the data is automatically saved, is provided for this. An additional form scenario step in which the data is saved by the useris therefore not required. For an example, see the demo workflow template WS17900037.

The following diagram provides an overview of how the components work together, as described above.

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