Utilize Low-Code/No-Code Applications and Automations for Citizen Developers

Getting Visibility Into Your Processes

Objectives
After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Explain the benefits you gain with process visibility
  • Create a visibility scenario on your own

Gaining Process Visibility

Wow, you have created your first process, defined several forms, included an automation to extract data, used a condition to control the flow and even improved the process with some decision logic. Now it’s time to measure success and improvements.

In this lesson you will learn why and how you can gain visibility into your processes to measure performance with SAP Process Automation.

What’s going on with your process?

Congratulations, we have done it. The formerly paper-based, error-prone, manual sales order management approval process has been automated and even improved.

But now let us ensure it stays at this optimized level.

How could you do this? Measure the performance.

Sounds easy? It is quite easy with SAP Process Automation. You will gain end-to-end process visibility. There is a comprehensive dashboard with several process performance indicators, like process cycle time, duration of individual steps or status of the running processes – and this view is created automatically, in real time.

Furthermore, you can drill down into every single process instance to check what’s going on. You have a customer on the phone who is urgently asking for the status of the sales order? No problem, you get all the details containing all the necessary business-related information.

It’s good to have these insights. But it is even better if you can act on them. SAP Process Automation enables you to act as well.

Now you understand current and past performance, you can ensure everything is on track and even trigger the right actions, if necessary.

To Prepare the Process

Let us now start to create the process visibility scenario. In fact, before we do that we need to "prepare" our process a little bit. Don’t be scared, just a few clicks and it’s done.

Steps

  1. In the Process Builder open your process and on the right-hand side select the tab Visibility. Here you define the connection between the process context and the soon to be created visibility scenario.

  2. Click on the plus sign to add the relevant attributes from your process. In fact, the ones you want to use in your visibility dashboard, so everything you could use to measure, calculate, or derive some meaningful information. It is better to select more than less. But for this exercise, select these and save your work

    • expectedDeliveryDate
    • orderAmount
    • orderDate
    • orderNumber
    • shippingCountry
    • Customer Name
  3. The selected attributes:

To Create a Visibility Scenario

Now we are ready to create the visibility scenario and also automatically the related dashboard.

Steps

  1. Move back to the Overview of your project and select CreateVisibility Scenario.

  2. In the upcoming wizard maintain the required information. Ensure you use a unique Name, to make it easier to identify this scenario later.

    And here we are in the scenario editor.

  3. Now add a new process to your visibility scenario, start this by clicking the plus sign and selecting Add Process.

  4. You should find the process we created earlier here, select it.

  5. And now you should have something like this. All the events which could potentially occur during the process execution but also the context data – you remember – the attributes we have selected before, are now there.

  6. Next, we want to change some of the context data, to be more precise and adapt the data types. Change within the following context data the data types, click the pencil icon, make the changes, and have this result:

    Now you could adapt several things for the scenario and then also for the related dashboard, but we want to focus just on a few things here.

  7. Move to the tab Status and change the Target Type from None to Constant. Here you can define under which circumstance a process instance, in our example the processing of the sales order approval, should change the status from On Track to At Risk to Critical.

  8. Also change the Target Value to 10 Min and the Threshold to 50%. This means, your process, once executed, will change to the status "At Risk" after 5 minutes. And it will turn to "Critical" once 10 minutes are passed.

  9. Let us check the predefined Performance indicators. Move to the respective tab. Feel free to adapt them or leave them as is. Save your work.

Result

You have now configured a visibility scenario which is related to your process. Based on this configuration a dashboard will be created which you can use to measure the performance, but to also get deep insights into single instances and even trigger actions.

The creation of actions have not been covered here.

To Release and Deploy the Project

You are already an expert, so release release and deploy the project as you have done it before in the former lessons.

Steps

  1. Select the Release button and afterwards Deploy.

  2. Maintain the version information

  3. And finally Deploy your project.

Result

To Configure the Schedule

Before you can see some results of your measurements, you would need to schedule the processing of the events. In fact, you tell the system in which timeframe the events created during the process execution should be checked and updated in your dashboard. We will use therefore an interval of 5 minutes.

Steps

  1. Move back to the entry screen and select the SAP logo, then select the tab Monitor.

    There move to Manage and select Visibility Scenarios.

  2. Now select your visibility scenario and change the switch from OFFto ON and confirm the upcoming note by selecting OK.

    Every 5 minutes the system will now check whether there have been any changes and provide the updates to your dashboard. You will see this in a moment.

To Run the Process and get Insights

Again, you know what to do. Run the process again, as done before in the former lessons.

Open the Order Processing Form in the browser, enter an Order Number from the Excel sheet and submit. Go to My Inbox and work on the tasks.

Important prerequisite: to get insights, follow the steps described here: SAP Help Portal to setup SAP Launchpad service for SAP Process Automation

From there, to get the insights:

Steps

  1. Open the link to go to your site.

  2. In the launchpad you will see the created tile. Select Process Workspace.

  3. Now select the visibility scenario you have created before.

    The dashboard is there. The performance indicators are filling up, depending on the time it has taken, there might be different results. Feel free to explore the details and discover what is included in each tile.

    You could even navigate into single instances.

Getting Visibility Into Your Processes: Lesson Recap

Isn’t it interesting, which information you can get from your business processes? You are now ready to measure the performance, get insights into your processes and even be able to go into the details of every single process instance.

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