SAP Schedule Manager

SAP Schedule Manager
Best Practice for Solution Management
Version Date: June 2003

The newest version of this Best Practice can always be
obtained through the SAP Solution Manager
Contents
APPLICABILITY, GOALS, AND REQUIREMENTS ......................................................................2
BEST PRACTICE PROCEDURE........................................................................................................2

PROCESSING FOR PERIOD-END CLOSING ...............................................................................................3
STEPS IN SETTING UP THE SCHEDULE MANAGER ..................................................................................4
CASE STUDY: PERIOD-END CLOSING IN PRODUCT COST CONTROLLING ............................................22
FURTHER INFORMATION..............................................................................................................28
TERMS AND DEFINITIONS.....................................................................................................................28
TECHNICAL INFORMATION ..................................................................................................................33
SUPPORT PACKAGE STATUS OF THE SYSTEM ......................................................................................35
TRANSPORTS .......................................................................................................................................35
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Best Practice: SAP Schedule Manager 2
Applicability, Goals, and Requirements

To ensure that this Best Practice is the one you need, consider the following goals and
requirements.
Goal of Using This Service

This Best Practice is intended as an introductory guide to the Schedule Manager. In this
document, we will use a case study to illustrate how to set up and handle the Schedule
Manager.
Staff and Skills Requirements

One IT or application staff member who is familiar with the period-end closing your company
wants to schedule, monitor and execute with the Schedule Manager.
System Requirements
Release 46A and higher
Best Practice Procedure

The Schedule Manager was originally designed to give users a clear and efficient overview of
monthly period-end closing tasks. Due to its generic functionality, however, the Schedule
Manager can be used by any application to schedule and monitor background jobs,
workflows, and manual tasks. Since a users daily work not only consists of SAP programs
and transactions, customer-specific programs and transactions can also be integrated in the
Schedule Manager. The basic procedure for this is described in SAPNet Note 325118.
The Best Practice is intended as an introductory guide to the Schedule Manager and to
outline initial steps. SAP offers course AC690 for customers wishing to acquire a more in-
depth knowledge of the Schedule Manager.
See below for list of important Terms and definitions.
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Processing for Period-End Closing

The Schedule Manager enables you to map the entire period-end closing process that is
carried out in a company in FI, CO, MM, and so on. The following detailed table of the
processing steps in period-end closing is useful:
ID Proc. R/3 Task Name TA / Report Responsible Date

1 FI-GL Clearing run SAPF124 Peter
RFHABU00,
2 FI-GL Verify Balances on Accounts RFKKBU00 ... Peter
3 FI-AA Depreciation Run RABUCH00 Simon
4 CO-OM-CCA Cost Center Allocation: Distribution KSV5 Renate
5 CO-OM-OPA Settle Overhead cost collectors KO8G Renate
6 CO-OM-CCA Activity Allocation KSC5 Renate
7 CO-OM-CCA Activity Price Calculation KSII Mike
8 PP-SFC Set Deletion Flag CORM Ronaldo
9 CO-PC Overhead Calculation CO43 Richard
10 CO-PC Work in Process KKAQ Richard
11 CO-PC Variance Calculation KKS1 Cindy
12 CO-PC Production Order Settlement CO88 Cindy
13 CO-PC Data Collection: Production drill-down report KKRV Richard
14 FI-GL Create Balance Sheet and Profit & Loss Statement RFBILA00 Peter
15 EC-PCA Transfer FI Account Balances 1KEK Ruth
16 EC-PCA Profit Center Allocation: Distribution 4KE5 Ruth
17 CO-PA External Data Transfer KEFC Mike
18 CO-PA Subsequent transfer of billing Documents VA88 Cindy
19 CO-PA Cost Center Assessment KEU5 Mike
20 CO-PA Top-Down Distribution KE28 Mike
21 CO-PA Periodic Revaluation KE27 Mike
22 CO-PA Realignment KEND Mike
23 CO-PA Update Summarization Levels and Summarization Data KEDU Mike
24 CO-PA Reporting KE30 Mike
Remarks/Recommendations:
A detailed list of the processing steps gives you an overview of the activities that are
carried out as part of period-end closing. If a great deal of activities need to be carried out,
we recommend that you divide the processing steps into packages and integrate the
package that you consider particularly time-critical or performance-intensive first.
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Steps in Setting Up the Schedule Manager

The following steps should be followed in order to set up the Schedule Manager which can be
accessed in the SAP Easy Access menu with the relevant period-end closing tasks, or via
transaction SCMA. An extract from period-end closing illustrates how the Schedule Manager
is implemented and handled.
ID Proc. R/3 Task Name TA / Report Responsible Date

8 PP-SFC Set Deletion Flag CORM Ronaldo
9 CO-PC Overhead Calculation CO43 Richard
10 CO-PC Work in Process KKAQ Richard
11 CO-PC Variance Calculation KKS1 Cindy
12 CO-PC Production Order Settlement CO88 Cindy
13 CO-PC Data Collection: Production drill-down report KKRV Richard
Step 1: Create a Task List

The task list is intended to represent the processing steps and the period-end closing process
flow. Creating this list will involve creating Transaction tasks such as the Set Deletion Flag
transaction and defining or customizing Flow Definitions.
First, you have to create a task list by choosing the menu option Task List > Create. In the
task list header, you also have to make general settings for the calendar (daily
overview/monthly overview):
Which calendar is to be used?
Which time steps are to be displayed in the daily overview?
Under General Calendar Settings, you should choose the Gregorian Calendar option.
You can redefine the Configuration of the Daily View at any time.
Once you have made the basic settings, you can compile the task list. You have to define all
the processing steps in period-end closing as tasks in the task list. You then use the
relevant task for subsequent processing (online or background).
Include the Set Deletion Flag Transaction

To execute the Set Deletion Flag processing step in the scheduler, you have to
create a task in the task list. Use the Transaction task type for this purpose.
Include a Transaction:
You can choose the Transaction

radio button to make the field
ready for input. You can then enter
the transaction.
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When you include a transaction in the task list, you can then call up this transaction online
when you select the task from the scheduler and you can specify the required selection
data. The system then executes the task online. You CANNOT schedule the task in the
calendar.
Instead of including a transaction, you can define the transaction program as a task
(Program task type) with a corresponding variant. This has the benefit that it enables
you to schedule the task in the calendar by making the appropriate additional settings.
A task list should subsequently contain all the period-end closing tasks; these also include
manual tasks that you can include as notes, for example, in the task list.
To ensure that substitutions can complete the tasks smoothly in the case of illness or
vacation, we recommend that you include documentation in the Schedule Manager. The
documents are added to the nodes.
Include the Period-End Closing Programs (Linear Flow Definition)

Period-end closing consists of overhead calculation, work in process, variance calculation,
and settlement. To effectively utilize the benefits of the Schedule Manager, you should use
the Flow Definition task type to include the period-end closing programs as a package in the
task list. A detailed description of how to create a Flow Definition follows:
A: Define or Customize a Flow Definition

SAP provides a variety of predefined flow definitions for the R/3 components, which you can
use as the basis for your own flow definition. Choose Extras Flow Definition
Administration of Flow Definitions to display an overview of the flow definitions available in
the system.
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All the flow definitions

defined in the system
are displayed on the
Flow Definition
Management screen.
The Appl.
(application) column
specifies the
application for which
the flow definition has
been created and
which programs are
included.
The Worklist
column displays which
flow definition uses a
worklist.
The above example of period-end closing, 1-CM-OBJ-1, contains all the period-end closing
tasks for production orders/process orders with a worklist and will be used as an example.
First, make a copy of the SAP flow definition 1-CM-OBJ-1. When you select the relevant row
and choose Copy, the system displays a message asking you to assign a name. Once you
have confirmed this information, an additional column appears in the table on the Flow
Definition Management screen, in which you can assign the new name. When you save the
new name, the system displays the following message: Do you want to copy the selected
rows? Choose Yes to copy the processing steps that are stored in the flow definition being
copied. The system displays the new, copied flow definition, which you can now edit.
Some of the processing steps listed in the new flow definition, such as Preliminary
Settlement for Co-Products, might be redundant, since these are not to be executed. To
customize the flow definition, you first need to switch to edit mode. You can delete processing
steps from the flow definition by clicking the processing step you want to delete and choosing
Cut Block.
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To define your own flow definition, you can copy an SAP flow definition to a separate
customer namespace by choosing Extras Flow Definition Administration of Flow
Definitions, and customizing the flow definition to meet your own requirements. Never
customize a SAP flow definition.
Depending on the flow definition selected, the following processing steps may be
included; these processing steps cannot be deleted from the flow definition:
Workflow started
Internal task: Do not change
Selection of processing objects in WL
Check the objects in the worklist
Renew worklist processing?
The system requires these processing steps in order to execute the processes correctly.
Processing steps are deleted from the graphic.
You can undo the deletion of processing steps by choosing Undo .
B: Customizing the Processing Steps

Once you have customized the flow definition, you have to customize the definitions in the
processing steps. Variants for background processing and mail recipients, for example, are
recorded in the processing steps. These processing steps are required fields and contain
default entries, which must be edited to match your system.
You can customize the processing steps in the graphic or the navigation area by double-
clicking the relevant processing step. In order to enable you to customize the processing
steps correctly, the flow chart below illustrates the resulting flow definition and describes how
it is processed in the system:
The first two processing steps are required by

the system so that the process can be carried
out correctly: these steps do not require editing
and cannot be deleted. The job chain is started
and controlled by SAP Business Workflow
processing step Workflow Started. The next
processing step is a system-internal task that
the system requires to process the job chain.
You need the third processing step if you use

worklists. When you create a variant, you
specify which objects (in this case, production
orders) you want to include in the worklist. Only
the orders selected in the worklist are
processed in the subsequent processing steps.
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You use the processing step Overhead to

actually begin processing the objects; the
overhead calculation should be carried out for
the objects selected in the worklist (production
orders). You can also define a selection profile
and a selection variable in the variant you have
created (for more information, refer to the Use
of Selection Variables in Variants section).
The processing steps Work in Process,

Variance Calculation, and Settlement
are edited at the same time.
In each sub-step, you have to enter the user or

user group responsible (for example,
distribution list) that is to be contacted via the
workflow if any problems occur in this step.
Once the objects have been processed, a user

decision is made. This decision sends a
workflow decision mail after the job chain has
been run. Double-click this processing step
again to enter a user or user group that is
responsible for making this decision.
If the user decides to renew the processing

steps, the Renew Worklist Processing step is
activated. Processing starts again at the
Overhead step and only the revised objects
are processed. In other words, the system no
longer selects objects that have been
processed correctly. The system also
considers whether the object only has to be
reprocessed in the settlement step or in the
overhead calculation step as well.
If the user decision is Complete, the

Workflow Completed step is carried out.
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You have to define the following information for each individual processing step:
Name You can enter any name in this field. This name later appears in the
worklist monitor.
Message Title This short text appears as a message title in the mail inbox of the
user or user group (for example, distribution list) specified as the
Message Recipient.
Message The recipient of the message.
Recipient
Priority of You can prioritize mail. If you choose Highest-Express, an express
Message mail is immediately displayed on the screen in addition to the mail.
Program You cannot change the entry in this field, since you have copied this
processing step from the SAP flow definition. The programs that
SAP created for the Schedule Manager are displayed.
Variant For background processing, the system requires a variant with the
selection data. Since this involves required entry fields, SAP
provides pre-settings. These variants, however, do not exist in the
system. You can define the variants for the relevant program either
directly using the processing step or in transaction SE38.
Job This name is assigned to the job during scheduling. You can display
it using the job control (transaction SM37).
Authorization WF-BATCH has been set as the default user. The WF-BATCH user
Check With has all the necessary authorizations and should, therefore, be left as
the entry in this field.
If Errors, Mail To In the event of an error occurring during background processing, for
example, if the job is canceled, the relevant user or group of users
receives a mail containing information on the error. You should,
therefore, specify the relevant user.
The WF-BATCH user is shipped by SAP. This user has all the authorizations required for
the Workflow and Schedule Manager and, therefore, should be included in the
authorization check (Authorization Check With field). This user is used to schedule jobs,
which means that you can only display the jobs in the job control (transaction SM37)
using the WF-BATCH user. Since you can call up the job for each processing step in the
worklist monitor, this is not so important. For more information on using the WF-BATCH
user, refer to SAPNet Note 373650.
When transporting variants, ensure that all the included information (for example,
selection variants) exists in the target system. The safest option is not to transport the
variants, but to define them in the target system using transaction SE38. Note that you
assign a name in the processing step itself (you can find more information about
transports in the Technical Information section).
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In general, you should enter a Message Title to provide an overview of your Workflow
inbox.
If you want to use a distribution list as the mail recipient, refer to SAPNet Note 435695.
Once you have made the changes, you have to save and activate the flow
definition. You always have to activate the flow definitions to make the
Workflow definitions accessible for the system.
C: Include the Flow Definition in the Task List

To carry out the flow definition in the scheduler, you have to create a task in the task list. Use
the Flow Definition task type for this purpose:
This procedure is the

same as that described in
Step 2.2.
Optional: Use Selection Variables in the Variants

You can use selection variables to define variants for the Flow Definition, which can be used
to make predefined or default settings for specific fields. This means you do not have to
customize the variants for each period-end closing step. This concerns the Period and
Fiscal Year fields in particular. Our example illustrates how a variant is selected in the
worklist.
To use a selection variable, you first have to create it using transaction STVARV. When you
execute the transaction, you first go to display mode. To create or change a variable, switch
to change mode where additional icons are displayed, for example, Create and Change.
The naming convention used

here is BEST_PRAC_; this
enables a distinction to be
made.
The transaction accesses table

TVARV, which is cross-client.
Depending on the definition of a

field, you can define variables
as Parameters or Selection
Options.
On the screen above, the selection variables have first been defined for the period and fiscal
year. These variables can now be used in variants.
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You first have to assign

a new name to the
variant. To make the
selection screen ready
for input, choose
Create.
You have to make the

appropriate settings on
the selection screen.
The defined selection
variables are to be
used for the Period
and Fiscal Year
parameters. Since the
Period and Fiscal
Year fields are
required entry fields,
you first have to make
a manual entry.
You can define which fields will use

the selection variables by choosing
Attributes.
In this case, selection variables are

used for the Period and Fiscal
Year fields.
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1
2
You can set the selection variables in the

Attributes by saving or by choosing
Selection Variables.
The fields that are activated for the

3 selection variables are listed. To call up a
list of all the selection variables defined in
table TVARV = transaction STVARV,
choose . Choose a selection variable
to set it as the selection variable in the
variant
Result:
The parameter on the selection screen is
locked and can now only be maintained
in transaction STVARV
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You can use selection variables for each variant. The background job can be called up
using the Schedule Manager or the SAP Easy Access menu.
Always define your own selection variables using STVARV. As these variables apply to all
clients, the presetting might otherwise overlap with those of other users.
You should observe a naming convention when assigning a name to a selection variable.
Use transaction STVARV to customize the pre-settings or default settings for a field in a
variant before each period-end closing step. This means that you do not have to
customize the variant periodically. When you use selection variables, we recommend that
you include transaction STVARV as a task in the task list (Transaction task type).
To avoid using transaction STVARV to manually customize the selection fields each
month, you could automatically customize them using a Z program (customer-specific
development). The Z program uses the current date to determine which period is to be
processed. This period is updated in table TVARV. You could also include the Z program
in the flow definition as the first processing step.
Step 2: Scheduling Processing

The period-end closing is scheduled in the scheduler. You can drag a task to the daily
overview for scheduling using the left mouse button.
You can also schedule flow definitions and background jobs by choosing Schedule
Task.
The calendar displays all the tasks that have been scheduled and carried out together with
their status.
Step 3: End of Processing Workflow

After the background jobs of a flow definition have been ended, the Workflow sends an
express mail to the user(s) in line with the definition in the processing step Check the Objects
in the Worklist. A Workflow mail is also sent to the Office inbox with the user decision.
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To call up the processors

Business Workplace, choose
the Inbox pushbutton.
The mail provides a list of

alternatives for you to decide
how processing is to continue.
You can call up the worklist

monitor by clicking the link.
The system starts a new
session for this purpose. In the
worklist monitor, a list of all the
objects with errors is
generated for the task (flow
Remarks/Recommendations: definition).
Using a distribution list as recipient sends all of the users in the list a mail. The FIRST
user to open the workflow mail is responsible for making the user decision. When the mail
is opened, it is removed from ALL other inboxes that have received it. This ensures that
only one user is responsible for checking at any given time. Other users can be included
in the error correction procedure by, for example, being sent a part of the object list.
Generating an additional express mail (at the end of processing) provides the user with
real-time information. The user is now responsible for checking.
The workflow mail must not be deleted as it contains the user decision, which enables
processing to be repeated after correction of errors. Mail deletion means that processing
of the task (in this case the period-end closing for production orders) must be rescheduled
and started using the scheduler.
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Step 4: Analysis and Error Handling

The object list in the worklist monitor displays all objects with errors. Double click on the
object to call up the short texts for the generated error/warning/information messages,
The messages enable further analysis of objects. Other transactions can then be called up,
such as Customizing, where errors can be corrected.
If you double-click the

short text, the system calls
up the long text. Links from
long texts to other
transactions (such as
Customizing) are also
active, since the standard
error text is used.
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After correcting the error(s), you have to tell the worklist which objects have to be processed
again or which objects are to be excluded from the next processing run. To do so, set the
status for the object to Repeat Processing or Skip Processing (for further information, see
Step 6: Set the Object Status).
The worklist monitor provides further options for analyzing and processing objects with errors:
Call up the order report for the object: In the case of production orders, this
report is the cost analysis.
Call up the master record for the object: In the case of production orders, this
master record is called up using transaction CO02. Since the relevant change
transaction is called up, a change can be made from the worklist monitor.
Send objects: Any objects that are to be checked by other colleagues or by

colleagues from other departments can be sent by mail. The objects are not
physically sent - a link to particular objects in the worklist monitor is sent: The
recipient receives a workflow mail with a link to the worklist monitor. The worklist
monitor that has been called up only displays the objects that have been sent. The
recipient has access to all the functions of the Schedule Manager in order to check
and process the objects.
When a report or the master record for the object is called up, a new session is started.
Ensure that the system is always able to start at least one more session. From a
technical perspective, the system cannot display an error message indicating that no free
sessions are available.
The error/warning/information messages that are displayed are the same as the
messages from the spool.
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Step 5: Setting the Object Status

To enable the system to recognize the objects for which processing has to be repeated, you
have to assign a status for each object with errors and for each processing step. You set the
object status in the object list of the worklist monitor.
Set status for

the object
You can set the status for

the object or for individual
processing steps for the
object:
Repeat Processing
Skip Processing
In a subsequent processing run, the system only processes the objects that have been
assigned the status Repeat Processing.
For the sake of clarity, the Object Checked indicator should also be set. Technically
speaking, this indicator is invalid and does not affect processing. It simply helps the user
to keep track of objects that have already been checked. This is particularly necessary if a
worklist contains a large number of objects with errors or if objects are sent to other
colleagues. When objects are sent, a link to particular objects in the worklist is sent. The
sender can still see all the objects in the object list for the worklist. To enable the sender
to keep track of objects that have already been analyzed, the recipient(s) should set the
Object Checked indicator after the analysis has been carried out and the error has been
corrected. Once the object list has been refreshed by the sender, it contains all the
information including the status assigned by the recipient.
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Step 6: Repeating the Processing

You can only repeat processing from the workflow mail.
If you choose Repeat Processing of Objects

with Errors, the repeated processing run is
started from the workflow mail. Once the
flow definition process has been completed,
another mail is sent with a user decision. The
system repeats processing until you choose
End Worklist Processing.
Each new processing run is

displayed in the monitor.
The number of objects with
errors is also updated.
Due to the multi-level structure of the worklist, processing is only repeated for the objects that
you have released for repeat by assigning the Repeat Processing status. Reprocessing the
objects that encountered errors is not very time consuming and does not have a negative
effect on performance. If a worklist had not been used, the task would have to be
rescheduled. In this case, processing would take as long as in the first run and require the
same level of system performance.
If the flow definition was repeated in a further run, the system sends another message
(user decision) to the user(s) responsible via workflow. If you call up the worklist monitor,
a second run is also displayed. Each repeated processing run generates an additional
run.
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Step 7: Active Tracking and Analysis

During processing, you can actively start to track and analyze processing, and correct any
errors that have occurred. The Schedule Manager provides various functions for actively
tracking and analyzing processing.
Step 8: Calendar
The calendar of the scheduler can be used for rough tracking. The monthly overview provides
an overview of the days on which tasks have been carried out.
Green day:
Tasks processed correctly
Yellow day:
Tasks still active or
processed with warnings
Red day:
Tasks incorrect
The daily overview displays the scheduled tasks for the day and their progress on the basis of
the status.
You can call up the daily overview by

double-clicking the day in the monthly
overview.
Three tasks have been scheduled for the

day. The precise start time is displayed
together with the user who has scheduled
the task. Information on the type of task
and the status set by the system is also
displayed.
The status for tasks that are transactions

cannot be set by the system. You have to
set the status manually.
The processing progress for a flow definition can be tracked in more detail in the Schedule
Manager monitor.
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Step 9: Schedule Manager Monitor

The Schedule Manager monitor provides precise information on the processing progress of
the processing steps (such as the settlement). You can call up the Schedule Manager monitor
by clicking in the scheduler = General overview of the day

or by clicking in the calendar = Overview of the task
You are also provided with information on the runtime and number of objects (with and
without errors), for example. This information enables you to predict how much processing
time will be required for processing in future periods.
The status displays the

processing status of a
processing step.
In this example, 4411 objects (production orders) were selected for processing in the worklist
in the first processing step Object Selection in Worklist.
The processing step Actual Overhead was then carried out without errors status
Processing without errors (green traffic light). 4411 objects were marked in the worklist as
without errors and are included in the next processing step for further processing.
In the processing step Automat.WIP/Results Analysis, 44 of the 4411 objects could not be
processed correctly. The system, therefore, sets the status Processing with errors (red
traffic light) for the processing step. Objects that were marked in the worklist as having errors
are not included in the next processing step. This means that only 4366 objects are available
for further processing in the next processing step Variance Calculation.
The processing steps Variance Calculation and Actual Settlement were also marked by the
system as having the status Processing with errors. These processing steps also contain
objects that the system was unable to process correctly.
As well as the overview of the processing steps, the Schedule Manager monitor provides an
option for showing technical information about the individual processing steps. You can
display this information in the right-hand part of the screen in the Job Monitor of the Schedule
Manager by double-clicking the run.
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The Spool and Job Log pushbuttons are linked to the standard transactions SP01 and
SM37. The log for the run is also shown with an overview of the objects and the existing
messages.
Since the information mapped in the Schedule Manager is kept, it can be used as a
history. However, the information from the spool or job log is deleted after 8 days,
depending on the configuration.
In a very detailed flow definition, you have the option of only showing the processing
steps that have the status with errors, for example, by setting a filter in the Schedule
Manager monitor.
Step 10: Worklist Monitor

You call up the worklist monitor from the Schedule Manager monitor. It provides you with an
object list for the worklist, which you can use to analyze processing, and enables you to call
up the information, warning, and error messages for the object.
You can call up the

worklist monitor in the
right-hand area of the
Schedule Manager by
double-clicking the
processing step
Automat.WIP/Results
Analysis. This creates
an object list for the
processing step.
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If you double-click
the task, the system
creates an object list
for the task.
The system
automatically
displays this object
list from the workflow
mail.
You can show the

messages for an
object and their short
texts by double-
clicking the relevant
object.
When processing of a processing step begins, you can start to analyze the objects
marked as having errors in the worklist monitor. This does not affect processing. Note
that the objects with errors are not included in processing in the next processing step.
This means that objects with errors can be corrected without affecting the next processing
step and assigned the object status Repeat Processing. Processing is not repeated for
these objects until the run (processing) is repeated and, provided that no errors have
occurred, is processed by the system in the next processing step.
When you call up the worklist monitor for the first time, a filter is shown in a separate
dialog box. The filter enables particular objects, such as error-free objects, to be hidden
from the display. This means that the filter is set for you the next time you call up the
monitor. You can change the definitions made in the filter at any time by calling up the
filter from the application toolbar in the object list for the worklist monitor. When you make
a new definition, the object list is refreshed by the system.
If you double-click the short text, the system calls up the long text. Links from long texts to
other transactions (such as Customizing) are also active, since the standard error text is
used.
Case Study: Period-End Closing in Product Cost

Controlling
Background
(with Flow Definitions that are Processed Manually in Parallel).
A flow definition has several processing steps, which access a worklist. The objects for
subsequent processing are defined with the selection for the worklist. If the data volume to be
processed cannot be processed in the time slot available, or the lack of clarity will impede
subsequent checks, the flow definition can be processed manually in parallel. For this reason,
various flow definitions are defined in the system. The only difference between the flow
definitions is the selection data for the worklist.
The company uses several order types for the handling of production orders. These order
types correspond to the four divisions in the company. You could carry out processing
manually in parallel using the order type, for example, to reduce the data volume. You have to
define four flow definitions, each with the order type as a fixed entry in the selection for the
worklist.
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The fixed entry has to be

defined in the selection variant
for the worklist. This means
that four variants have to be
defined for four flow definitions
(= four worklists).
fix entry for

order type
You only have to define different variants for the program for selecting the objects in the
worklist. For the remaining processing steps, you do not have to define different variants
for the programs used. Therefore, you can set a flow definition as a template, which you
can then copy three times. You then have to adjust the four identical flow definitions in the
Selection of Processing Objects in WL processing step in line with the required
selection.
A standard SAP flow definition with a worklist (1-CM-OBJ-1) can be copied and used as
the basis for the flow definition. Once you have copied, deleted, and adjusted the
processing steps, you can use the new flow definition as a template for the three
remaining flow definitions. Do not delete the processing step Checks the Objects in the
Worklist. This user decision is required to repeat the processing steps of the flow
definition - not of the flow chart.
For flow definitions that are processed manually in parallel, you can use Schedule
Manager TVARV variables. This option was programmed specially for the Schedule
Manager and has nothing to do with the selection variables that have already been
described. For a detailed description of this option, see SAPNet Note 502482.
Flow Chart
To ensure that the jobs are scheduled and started together, the four flow definitions are
grouped together in a flow chart. The flow chart must be created in the Schedule Manager as
a flow definition WITHOUT a worklist.
You create the flow chart by choosing Extras

Flow Definition Administration of Flow
Definitions.
The system specifies the application and also

displays the Without Worklist/With
Worklist radio buttons. The application
determines whether the radio buttons are
displayed. Apart from the component CO-PC,
only very few applications use a worklist.
Without Worklist has to be selected for the
general flow chart.
2003 SAP AG
Initially, the flow chart comprises just one internal task (which must not be deleted) and one
undefined task. You have to specify how many flow definitions are grouped in the flow chart
and which flow definitions. To do so, double-click the undefined task in order to open and
define it.
The system provides various tasks for selection.

To define flow definitions to be processed
manually in parallel, start by choosing the Fork
task.
In the Fork task, you have to specify a name and the number of flow definitions to be
included. If processing is carried out manually in parallel for four flow definitions, 4 must be
defined as the number of parallel branches.
The system then includes four parallel branches in the flow chart. Each branch contains an
undefined task, which you have to open by double-clicking.
2003 SAP AG
A flow definition for processing the order types is

to be included in each branch.
Once all four flow definitions have been included in the flow chart, the definition of the flow
chart has been completed. The flow chart can be included in a task in the task list.
2003 SAP AG
The task is scheduled again in the calendar. The flow definitions that are included are started
by the system in parallel.
Each flow definition contains its own user decision. This means that the user decision is
sent to the relevant person responsible via workflow mail after the processing steps have
been completed.
An information mail can also be included in each branch as a further step after the flow
definition. This provides the option of sending another person who was not involved in the
checking process a message indicating that an order type has been completed (as in this
example). To enable this option in Release 4.6, follow the instructions in SAPNet Note
509889.
2003 SAP AG
In the Scheduler Manager monitor, the flow chart clearly demonstrates the difference between
a linear flow definition and the flow definition processed manually in parallel. Dividing the data
volume into several flow definitions reduces the processing time. A further advantage is the
fact that each flow definition can be checked separately. While one flow definition is still being
processed, completed flow definitions can be checked and corrected.
The Schedule Manager monitor shows that a clear overview of the flow definitions and the
flow definitions they contain can only be provided if the names of the definitions are clear.
When you assign the

message title (= short text),
you should pay attention to
the name.
The tracking, analysis, and error correction procedures vary depending on whether the
flow definition is linear or processed in parallel.
2003 SAP AG
Further Information
Terms and Definitions

Automated Parallel Processing
Flow Definition
Flow Chart
Schedule Manager Monitor
Scheduler
Task List
Task Types
Workflow
Worklist
Worklist Monitor

You can implement automated parallel processing to reduce the runtime of various
processes. In parallel processing, the system creates small data packages from an overall
package of objects (for example, internal orders), which are then all processed at the same
time. To use automated parallel processing, you have to set up server groups using
transaction RZ12, after consultation with the IT/Basis department. For more information about
setting up server groups, refer to SAPNet Note 386508. You can also find more information in
the Technical Information section.
Flow Definition
The flow definition is the task type in the task list. It can contain a concatenation of
background jobs, a linear or parallel structure, and user decisions. There are two types of flow
definition:
The flow definition with a worklist depends on the scenario used and contains standard
examples proposed by SAP, which can be customized. This type of flow definition is
always linear and can only use the programs that support the use of a worklist. User
decisions can also be added.
The flow definition without a worklist can be linear or contain parallel branches. The
worklist and the programs that support the use of the worklist are not used here.
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Worklist Monitor
The worklist monitor is the most important tool for troubleshooting and post-processing the
objects processed in the flow definitions. You can call up the worklist monitor from the
Schedule Manager monitor or from the SAP Business Workflow.
The worklist monitor generates an object list for the worklist, which determines the display of
the information depending on how you call it up:
If you double-click a processing step, the object list is generated for the processing step.
This means that only the objects that were processed in the processing step are displayed
in the object list.
If you double-click a task, the object list is generated for the task. This means that only
the objects that were processed in the task are displayed in the object list. (If the object
list is called up from the workflow mail, the first step always involves generating the object
list for the task.)
The way you called up the worklist monitor determines how the messages are displayed. You
call up the messages by double-clicking an object in the object list. The short text for the
message appears first. If you called up the worklist monitor for the processing step, the
system can only display the message for the processing step. If you called up the worklist
monitor for the task, however, ALL the messages for the object that were generated by the
system when processing the object in the task are displayed.
2003 SAP AG
If you double-click the short text, the system calls up the long text. Links from long texts to
other transactions (such as Customizing) are also active, since the standard error text is
used.
The objects that are listed in the object list are

determined by means of a filter, which enables
you to call up the objects according to processing
status.
Task List
The task list comprises tasks structured into task groups in chronological order, which are
executed periodically, possibly by more than one user to complete a certain process. A task
here can comprise a transaction, a program (such as variance calculation), a note, or a flow
definition (chain of programs). Only the task can be scheduled later in the daily overview.
Task Types
The following task types are used in the Schedule Manager:
Flow Chart
A flow chart is a flow definition without a worklist, which includes further flow definitions with
or without worklists.
2003 SAP AG
Scheduler
The scheduler includes the task list, the daily overview, and the monthly overview. In the
scheduler, you can execute and monitor complex business processes, such as period-end
closing. You call up the scheduler using transaction SCMA. If you have the relevant
authorization, you can carry out the following tasks in the scheduler:
Define task lists
Define tasks for period-end closing, for example, in the task list
Carry out scheduling in the daily overview
The left-hand part of the screen contains the actual task list, which contains the tasks for
period-end closing, for example. The right-hand part of the screen contains the calendar,
which comprises a monthly overview (top right) and a daily overview (bottom right). The daily
overview provides an overview for todays date of the planned/running tasks or the tasks that
have already been carried out. The task types background job and flow definition can also
be scheduled in the daily overview.
Schedule Manager Monitor

The Schedule Manager monitor contains all the important status information about the tasks
or background jobs that have been scheduled/are running/have already been completed in
the calendar. The status of current tasks or background jobs is available any time. You can
call up the Schedule Manager monitor
From an individual transaction (SCMO)
From SAP Business Workflow
by clicking in the scheduler = General overview of the day

or by clicking in the calendar = Overview of the task
The way you call up the Schedule Manager monitor determines how the information is
displayed. The views are linked to the task list, which means that only the tasks scheduled or
carried out using a particular task list can be displayed at any given time. The day chosen in
the calendar for displaying the tasks is also important here.
If the Schedule Manager monitor is called up from the scheduler, an overview is
generated of all the tasks scheduled or carried out for that day = daily view.
2003 SAP AG
Daily view
If the Schedule Manager monitor is called up from the calendar, an overview of the task is
generated = task view.
Task view
You can set the display of the processing steps using the filter.
This is useful in the case of a very large number of processing
steps or called tasks, in order to restrict the display to the
processing steps that were completed with errors.
Workflow
Flow definitions and worklists can be used, for example, in the SAP Schedule Manager to
carry out period-end closing tasks. If you use flow definitions and worklists, you also have to
use the Workflow, which is contained in every SAP R/3 System. In the Schedule Manager,
the Workflow assumes the control functions in a flow definition and notifies the persons
responsible for checking. Use of the Workflow is restricted to basic settings that you can
implement using SAPNet Note 332149. Experience shows that setting up the Workflow is not
very time-consuming.
2003 SAP AG
Worklist
Technically speaking, the worklist in the Schedule Manager is a selection list containing all
the objects that are processed in a flow definition. It is used for all the steps in the flow
definition in question (= multi-level worklist). The worklist, therefore, reduces the runtime of
each individual processing step, since the objects to be processed do not have to be
completely reselected. At the same time, the worklist manages the current status of the
objects to be processed and the objects that have already been processed. Any objects in a
step that encountered errors are not processed in the subsequent processing steps of a flow
definition.
Technical Information
Authorizations
The technical user WF-BATCH has all the necessary authorizations. The jobs in the flow
definitions are always started with the WF-BATCH user. For more information about using the
WF-BATCH user, refer to SAPNet Note 373650.
Task List: Create and Change

Authorization Object Authorization Fields Settings/Values
B_SMAN_WPL WORKPLAN Name of task list
ACTVT 02 Change
03 Display
16 Execute
S_BDS_DS CLASSNAME SCHEDMANTASK
CLASSTYPE OT
ACTVT 01 Add or Generate
03 Display
30 Determine
S_GUI ACTVT 61 Export
S_ALV_LAYO ACTVT 23 Maintain
Execute Batch Job

S_BTCH_ADM BTCADMIN Y
S_BTCH_JOB JOBGROUP space
JOBACTION RELE
S_ADMI_FCD S_ADMI_FCD STOR
Monitor Display
B_SMAN_WPL WORKPLAN Name of task list
ACTVT 03 Display
Message Display
S_TABU_DIS ACTVT 02 Change
DISBERCLS KKK
2003 SAP AG
Flow Definition
PLOG PPFCODE DISP
AEND
INSE
PLVAR 01
OTYPE WS
Worklist
PLOG PPFCODE DISP
AEND
PLVAR 01
OTYPE RY, T, AC, O, S, A, P, $$, C
INFOTYPE 1000, 1240, 1001, 1218
SUBTYP B240, A007, B003, A008, B208,
A003
ISTAT 1 Active
How does automated parallel processing work?

Asynchronous Remote Function Calls (aRFCs) are executed as parallel processes from the
transaction or the background job (the main process). Each aRFC is executed in a separate
work process and always in a dialog process even if the function was started as a
background job. Each parallel process handles a small group of objects (settles 50 orders, for
example). If the aRFC has processed its objects, it returns the results and the main program
starts a new parallel process, providing that there are still objects to be processed. The more
dialog processes are available for parallel processing, the more parallel processes can be
executed at the same time. However, this also increases the load on the server.
The Server Group - Example

System U9C contains three instances: PWDF0483_U9C_60, PWDF0284_U9C_60, and
PWDF0381_U9C_60 (transaction SM51). These instances are grouped together into a server
group (parallel_generators) for automated parallel processing. The system must be able to
use dialog processes from all three instances when it carries out processing.
2003 SAP AG
The number of dialog processes available is a decisive factor in processing. For this reason, a
parameter is defined for each instance. The parameter values shown above are set by the
system as default settings when the parameter is defined. Two parameters are important for
automated parallel processing: Max.No.of WPs Used and Min.No.of Free WPs. They
assign the available resources (dialog processes) to processing.
To carry out a calculation, an overview of the number of dialog processes is required for each
instance transaction RZ10: PWDF0483_U9C_60 = 18 Dialog processes
PWDF0284_U9C_60 = 18 Dialog processes
PWDF0381_U9C_6 = 20 Dialog processes
Instances Dialog Max.No.of WPs Min.No.of Dialog

Processes Used Free WPs Processes Used
RZ10
PWDF0483_U9C_60 18 75% 1 12
PWDF0284_U9C_60 18 75% 1 12
PWDF0381_U9C_60 20 75% 1 14
Total 56 38
When the parallel_generators server group is used, the system attempts to assign 38 dialog
processes to processing. Out of a total of 56 dialog processes, this would make 18 dialog
processes freely available to other users. If the server group is used in normal business
activities, performance problems are to be expected for the other users.
The parameterization of an instance is always unique, although each instance can be
parameterized differently. When applying parameters to the instance, note the defined
number of dialog processes for the instance. You can call up this number using
transaction RZ10.
The server group is a freely definable concept, which contains a list of instances and
their parameterization as regards parallel processing. A system can contain several
server groups that contain different instances. An instance is always unique, however.
This means that the parameterization is always the same, regardless of the server group
to which an instance is assigned. If an instance in a server group is changed, this change
affects the other server groups that contain this instance.
Max.No.of WPs Used (= rdisp/rfc_max_own_used_wp): Quota for the number of
dialog work processes that the user can use at the same time. If this value is exceeded,
no further resources are returned to the callers, as the server should be protected from
overload. The value is specified as a percentage, that is, it depends on the current value
set in the profile. The total number of dialog work processes is specified by parameter
%%rdisp/wp_no_dia%%.
Min.No.of Free WPs (= rdisp/rfc_min_wait_dia_wp): Number of dialog work processes
that should remain free for the other users. If no dialog work process is free, no further
resources are returned to the caller, as the server should be protected from overload. The
total number of dialog work processes is specified by parameter %%rdisp/wp_no_dia%%.
For more information, refer to SAPNet Notes 386508 and 74141.
Support Package Status of the System

You should refer to any valid/relevant SAPNet Notes in order to keep well informed about the
Support Package status of the system. A large number of subsequent changes and
corrections have been made in Release 4.6C, for example. Decide whether the SAPNet
Notes have to be incorporated on the basis of the processing step to be implemented.
Transports
Since, for security reasons, the production system is locked against direct changes in the R/3
Repository or Customizing, data must be transported from the test system to the production
2003 SAP AG
system. The system transports data in different ways, depending on the type of data to be
transported:
Flow Definition
A flow definition is a Repository object. When you save a flow definition for the first time, the
system asks for a development class for transporting the information from the test or quality
assurance system to the production system.
If you save the flow definition as a

local object, no data can be
transported. Remember to ask the
IT or Basis department for a
development class before creating
a flow definition.
Task List
The task list is a Customizing object. When it is saved for the first time, the system asks for
a Customizing transport request.
The task list has a hierarchical structure. Each node defined in the task list contains a task,
which contains a flow definition, for example. When the task list is transported, the nodes are
transferred together with the appropriate information, such as the flow definition (name)
defined for this node. The definition of the flow definition is not transported. This is transferred
as a Repository object in a separate transport request.
Documentation
Documentation (in Microsoft Excel or Word, for example) can be added to a node in the task
list. This documentation is not included automatically in the transport request for the task list,
since the required function is not provided. To ensure that the documentation is transported,
create a transport request by choosing Task List > Transport in the menu for changing the
task list or enter the information in an existing order.
Variant
The variants created for the programs are not automatically included in the transport of
Schedule Manager objects. This aims to prevent existing variants in the target system being
overwritten. Variants for background programs can be transported using transaction SE38. To
do so, start by calling up the ABAP variants in transaction SE38 by choosing Goto >
Variants. You can then create a transport request for the variants by choosing Utilities >
Transport Request.... Ensure that all the values that are used in the variants are also
contained in the target system (such as cycles, selection variants, organizational units).
Workflow
The implementation is usually made in a test system. The settings are transferred to the
target system(s) by transporting the Customizing objects. You are advised to create a
separate transport request for the Customizing object. However, you should still check the
settings in the target system(s) using SAPNet Note 332149.
Remarks/Recommendations - Transports:
After the information has been transported, the transported data should be checked and
tested in the relevant target system.
2003 SAP AG
In some cases, maintaining the flow definitions does not initiate a transport request in
table SCMASEQUENCES. This entry is required, however, in order to link the workbench
objects and the Customizing entries. If you maintain the flow definitions in the menu entry
(Extras > Flow Definition > Administration of Flow Definitions), the system asks you to
specify a transport request for the transport when you make changes. Table
SCMASEQUENCES is not added to the transport request for the Repository objects until
you exit the maintenance transaction (by choosing Back (F3)) after you have saved your
data. You should assign the task list again to the appropriate transport request by
choosing Task List > Transport from the menu.
Feedback and Questions

Send any feedback by formulating an SAP customer message to component SV-GST-SMC.
You can do this at http://service.sap.com/message.
Copyright 2001 SAP AG. All rights reserved.

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SAP Schedule Manager

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SAP Schedule Manager

Best Practice for Solution Management

Version Date: June 2003

APPLICABILITY, GOALS, AND REQUIREMENTS ......................................................................2

BEST PRACTICE PROCEDURE........................................................................................................2

Applicability, Goals, and Requirements

Goal of Using This Service

Staff and Skills Requirements

Best Practice Procedure

Processing for Period-End Closing

ID Proc. R/3 Task Name TA / Report Responsible Date

Steps in Setting Up the Schedule Manager

ID Proc. R/3 Task Name TA / Report Responsible Date

Step 1: Create a Task List

Include the Set Deletion Flag Transaction

You can choose the Transaction

Include the Period-End Closing Programs (Linear Flow Definition)

A: Define or Customize a Flow Definition

All the flow definitions

B: Customizing the Processing Steps

The first two processing steps are required by

You need the third processing step if you use

You use the processing step Overhead to

The processing steps Work in Process,

In each sub-step, you have to enter the user or

Once the objects have been processed, a user

If the user decides to renew the processing

If the user decision is Complete, the

C: Include the Flow Definition in the Task List

This procedure is the

Optional: Use Selection Variables in the Variants

The naming convention used

The transaction accesses table

Depending on the definition of a

You first have to assign

You have to make the

You can define which fields will use

In this case, selection variables are

You can set the selection variables in the

The fields that are activated for the

Step 2: Scheduling Processing

Step 3: End of Processing Workflow

To call up the processors

The mail provides a list of

You can call up the worklist

Step 4: Analysis and Error Handling

If you double-click the

Send objects: Any objects that are to be checked by other colleagues or by

Step 5: Setting the Object Status

Set status for

You can set the status for

Step 6: Repeating the Processing

If you choose Repeat Processing of Objects

Each new processing run is

Step 7: Active Tracking and Analysis

You can call up the daily overview by

Three tasks have been scheduled for the

The status for tasks that are transactions

Step 9: Schedule Manager Monitor

by clicking in the scheduler = General overview of the day

The status displays the

Step 10: Worklist Monitor

You can call up the

You can show the