Automated Workflow monitoring

Automated Workflow Monitoring

ABAP
VERSION: 1.0

IBM Confidential

Table of Contents
Purpose of the Document
Document Control Section
Benefits to Business
Development Detail
Test Results
Sign Off for PRD(30)
Reference Documents

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Purpose of the Document

This documentation contains specifications, development details, and test results of the
Automated Workflow Monitoring Program developed in SR5.

Benefits to business
Currently we do workflow monitoring by using standard tcodes SWPR, SWPC, SWI1,
SWI2_ADM1 . Determining the corresponding action and performing the action requires a
Significant amount of time. There are also errors that require separate checks and effort gets
Multiplied when there are a hundred or more of this specific error.
Automated Workflow Monitoring will save time to manually monitoring tcodes. This send auto
Generated mail to Client Support Center team for creating Service order against correct service
Group based on the error occurring in the workflow. This will save a lot of manual effort and human
Mistake. This will save monthly 40 to 60hrs of work

Document Control Section

Design & Developed
Role
IBM Developer - ABAP

Reviewed
Role
IBM Team Lead - ABAP

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Name
Christine Villaflores

Name
Susanta Sahoo

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Report Developed
Automated Workflow Monitoring

Topic

Description

Automates daily workflow monitoring using standard transactions with

added custom functions.

Client
Release Id
Problem / Issue

Suncor
SAP 6.0
The manual process of consolidating WF errors using SWPR, SWPC,
SWI1, SWI2_ADM1 transactions, determining the corresponding action,
and performing it requires a significant amount of time. There are also
errors that require separate checks and effort gets multiplied when there
are a hundred or more of this specific error.
Apart from this activity being time consuming, it is important that the WF
errors are accurately handled i.e. determining irrelevant errors, team
responsible, etc.

Status

Available in SR5

Development Details
Specifications:
Automate WF monitoring using transactions: SWPR, SWPC, SWI1,
SWI2_ADM1
Enable email function to raise Service Order to CSC. The maximum
workitems that can be included in an email is set to 6.
Perform required actions, e.g. For error Order Cancelled and
TECOed, check if status is TECO, refer to testing section.

Limitation:

Logically delete of WIs is not included

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Table Created: ZCA_WFMONITOR

Transaction for table maintenance: ZTAB_WFMONITOR
This will contain the details on SAP Workflow Production Monitoring file FAQ
sheet. (See Reference Document Section)

Field

Use

WENUM

WF error ID, increments in value from 1 to nnnn. This value

will be used within the program to perform the required
actions before raising an SO.
Important: WF IDs 1 and 3 are already allocated,see
table entries below. For the required checking to be
executed accurately these number assignment to
errors should not be altered.

WETXT

Error text / Workitem text

PREACTION

Indicates that there is a required action to perform for this

error before raising an SO.
Note: Only WF IDs 1 and 3 contain the necessary
action to perform before raising an SO. This process
which is identified by the WF monitoring team will be
executed by the program.

SOTEAM

Team that will handle the error/ service order.

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See entries below (captured from FAQ tab of monitoring file).

FAQ tab of monitoring file:

Standard text: ZCA_WF_SOEMAIL

This text contains the email template when raising an SO to the CSC team.
Variable values (&) will be replaced upon executing the WF monitoring program.
The maximum workitems that can be included in an email is set to 6.

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Program: ZCA_WF_MONITORING
Transaction: Z_WF_MONITORING

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Selection screen details:

Field

Use

Creation date

Creation date range for input.

Transaction

Checkbox to indicate which WF monitoring tcode/s to

perform.

Send Email

Send email to raise SO based on ZCA_WFMONITOR table

entries.

Perform action
required

Perform required actions before raising an SO.

Email

Recepient of SO email to CSC team

Sender

Name of sender

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Test Results
Test Scenario 1
Transaction Code
used
Test System

SWI1 with send email function

Z_WF_MONITORING
SR5 Client 310

Results are displayed in ALV.

Error PM60 : Notification 900138111 exceeded Expend. Limit is maintained in
the WF error table, the program identified which team handles the SO and email
was sent. If the error is not found in the table then Result column is blank.

The count of errors are displayed in the header, it will only include items with
Result Email sent.

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Email in SOST transaction and suncor mail. This email can now be forwarded to
CSC team.

Upon checking SWI1, program was able to retrieve the same errors given the
same creation date. Only main workitem ids are processed in the program.

Test Scenario 2
Transaction Code
used
Test System

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SWI1 with action required for error - Order Cancelled and TECOed.
Z_WF_MONITORING
SR5 Client 310

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Results are displayed in ALV.

For errors Order Cancelled and TECOed, the status of the orders were checked
(required action = X) and results are displayed TECO status, logically delete
this workitem.
The count of errors are displayed in the header, it will only include items with
Result Email sent.

Email from SOST transaction and suncor mail:

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Upon checking SWI1, program was able to retrieve the same errors given the
same creation date. Only main workitem ids are processed in the program.

Test Scenario 3
Transaction Code
used
Test System

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All tranasctions for WF monitoring

Z_WF_MONITORING
SR5 Client 310

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Results are displayed in ALV.

The count of errors are displayed in the header, it will only include items with
Result Email sent.

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Email form SOST transaction and suncor mail:

SWI1 errors from monitoring program:

Upon checking SWI1, program was able to retrieve the same errors given the
same creation date. Only main workitem ids are processed in the program, SWI1
has 46 entries, not all of these are main WI ids.
When the same errors are returned by the other transactions, it will not be
processed.

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SWPC workitems from monitoring program:

SWPC tcode, program was able to retrieve the same error given the same
creation date.

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There are no SWPR workitems from monitoring program.

SWPR tcode, in the program there are 0 errors from SWPR since all of these errors
are already returned by SWI1.

SWI2_ADM1 items from monitoring program:

SWI2_ADM1 tcode, program was able to retrieve 4 errors.

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Test Scenario 4
Transaction Code
used
Test System

SWPR monitoring
Z_WF_MONITORING
SR5 Client 310

Results are displayed in ALV.

The count of errors are displayed in the header, it will only include items with
Result Email sent.

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Email form SOST transaction and suncor mail:

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Upon checking SWPR tcode, program was able to retrieve the same errors given
the same creation date.

Test Scenario 5
Transaction Code
used
Test System

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SWPC monitoring
Z_WF_MONITORING
SR5 Client 310

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Results are displayed in ALV.

There are no errors from SWPC transaction, all of the work item texts retrieved
are not maintaned in ZCA_WFMONITOR table, no action was done by the

program (Result column is blank).

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Check workitems from SWPC tcode, same items were retrieved in monitoring
program.

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Test Scenario 6
Transaction Code
used
Test System

SWI2_ADM1 monitoring
Z_WF_MONITORING
SR5 Client 310

Results are displayed in ALV.

There are no errors from SWI2_ADM1 in monitoring program, since work item
texts below is not maintained in ZCA_WFMONITOR table.

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SWI2_ADM1 tcode workitems, given the same date interval the results match
with monitoring program.

Test Scenario 7

SWI2_ADM1, adding of new error in ZCA_WFMONITOR

table

Transaction Code
used
Test System

Z_WF_MONITORING
SR5 Client 310

From scenario 6, there are no errors retrieved and the program did no action
since the error text is not maintained in ZCA_WFMONITOR table. But going to the
SAP WF Production Support file, in FAQ sheet this error is logged.

Maintain this new error in the table, go to transaction code ZTAB_WFMONITOR.

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Use the next available WF ID, enter error text, action required and team
responsible. Save this entry.

The table now has new error.

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Run the WF monitoring program again with details same with Scenario 6
SWI2_ADM1.

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Results are displayed in ALV.
There are 3 errors now from SWI2_ADM1 and an email was sent to raise SO.

Email from SOST and suncor mail.

SWI2_ADM1 tcode workitems, given the same date interval the results match
with monitoring program.

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Reference Documents :
SAP Workflow Production Monitoring file FAQ sheet.

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