9 SAP features we have at home

SAP left, and with it a lot of tools for monitoring indicators and automating processes. But some modules have alternatives in Russian solutions! I will show you something using the example of the “First Form” system, in which I work myself.

Navigation through modules for which there is an alternative:

Managing employee career growth like in SAP SuccessFactors

Briefly about the SAP SuccessFactors (SF) module. He is responsible for the development of the team and allows you to set milestones in achieving a new grade, track progress, collect the opinions of colleagues and conduct training sessions.

The company where I work pays a lot of attention to team development. That’s why we assess everyone’s hard and soft skills, map out a career path, form a personnel reserve, and collect feedback—all this happens in one system.

I am a leader myself. When my subordinates gain the required number of points in hard and soft skills to move to the next grade, the system sends me a report and creates a task for me to consider a promotion.

Once a year we all undergo a 360 degree assessment. The system automatically selects the colleagues with whom you interact most often and sends them a questionnaire.

Our department regularly conducts internal training. We organize them simply – we gather in our video conferencing center, then we save the recording and transcript in the knowledge base.

HR processes like in SAP Human Capital Management

Briefly about the SAP Human Capital Management (HCM) software module. Automates all HR processes related to the employee life cycle in the company. It consists of many submodules that are responsible for development, EDC and discipline.

Our system automates all HR processes: from the appearance of a vacancy and the selection of a specialist to the daily routine such as requesting certificates or planning business trips. In this sense, it is a complete alternative to SAP.

When our HR initiates the process of hiring an employee, “First Form” then does everything itself: it sets up tasks, connects those responsible, creates an account for the candidate and requests documents from the candidate.

The situation is similar with onboarding. The system automatically sets tasks for the newcomer to become familiar with corporate regulations, schedules meetings with an HR specialist and manager, and collects feedback at the end of the probationary period.

When I need to go on vacation, I don’t write a statement on paper and don’t carry it around to offices for signature. You just need to mark the desired dates in the system and agree with the manager. At the right time, the system itself will make a note about the employee’s absence in the employee’s calendar and transfer access to his tasks to his deputy.

To calculate salaries and remaining vacation days, we have set up the integration of “First Form” with the accounting system. The system receives and sends data, collects it into dashboards and displays it in each employee’s personal account.

Electronic document management as in SAP Document Management System

SAP Document Management System (DMS) module allows you to manage corporate documentation, control access to it and sign it electronically.

Our alternative to SAP DMS is a built-in EDMS, which also has an additional digital signature integrated into it. There is no need to fill out documents manually. They are formed according to a template. Part of the data is loaded from Kontur. Diadoka, 1C or other systems – integration with them is configured.

We also edit files in the system, in the built-in editor P7. This is the Russian analogue of Word.

When the document is ready, all that remains is to start approving it. The system requests signature from all those responsible, and deadlines are noted in their calendars. When improvements are required, I and other responsible employees are notified.

Control of requests for corporate purchases as in SAP Advanced Planner and Optimizer

SAP Advanced Planner and Optimizer (APO) module designed to analyze demand for goods, plan deliveries and payments, and track the movement of goods. It allows you to control logistics operations and predict changes in demand.

Of course, it is very difficult to replace this entire module. But we implemented similar functions for the client, Sportmaster, – we created a portal where employees can submit requests for the purchase of non-trade products.

On the corporate portal, Sportmaster employees look at the available products, select the quantity, and create an urgent or non-urgent request. The system itself consolidates them and starts approval processes. And the employee can control the status in his personal account.

Another example: for another client, we integrated a robot into the CRM system to track the movement of cargo.

Based on delivery data, he searches for information on dozens of logistics sites and collects it in the system. There you can set priority for cargo and track the payment schedule for it.

Product lifecycle tracking like in SAP Product Lifecycle Management

SAP Product Lifecycle Management (PLM) automates processes at all stages of product creation: from concept development to collecting feedback and improvements. With its help, you can discuss and agree on documents remotely, create a knowledge base with instructions for assembly and maintenance, connect external contractors and monitor their work.

Here I will again rely on client projects. In my memory, there were at least three examples of the actual replacement of SAP PLM for three large Russian companies: manufacturers of clothing, medicines and PVC pipes.

Each step in the development process has clear deadlines that are tracked by the system. All communications are transparent, which is especially important for pharmaceutical production.

Work on creating a product is carried out in tasks, where employees can discuss each stage, return the product for revision, attach and approve documents.

All data on a specific product is stored in its card. You can access it to track the life cycle or view documentation.

Due to the fact that the system supports integration with 1C and other accounting systems, it is possible to avoid double data entry, obtain detailed analytics and optimize routine work.

Labor cost accounting as in SAP Cross Application Time Sheet

Cross Application Time Sheet (CATS) module Responsible for monitoring working hours. This is a time sheet that records how many hours an employee spent on tasks. Based on this data, the manager can evaluate the progress of the project, calculate bonuses and analyze labor productivity.

In our system, an alternative to SAP CATS is our timesheet. When creating a project, she analyzes the workload of specialists, deadlines and budget, and then distributes work time so as to avoid overtrading and downtime of resources. This plan can be adjusted.

Then you need to record the actual time spent. It is pulled into the project passport, where the system makes a recalculation. If one of my employees exceeds the standard hours worked, the system will signal me about it.

The system calculates the percentage of KPI fulfillment and calculates our bonuses based on the same labor costs. But, as they say, you still need to earn a bonus, and for this you need to get onto the project. We make bookings in the system: we form an application, indicate the project, booking period and required hours. After this, the system evaluates the specialist’s workload, taking into account holidays in different regions and the floating work schedule of some colleagues. An interactive summary schedule is generated from all bookings.

By the way, if you are a business analyst, pay attention to We have open vacancies. Maybe we can become colleagues 🙂

Control of communication with customers as in SAP Customer Relationship Management

SAP Customer Relationship Management (CRM) unites managers, clients and partners in a complete, closed sales cycle. The module helps control relationships with customers from the first touch to the conclusion of a contract and other interactions.

Our alternative to SAP CRM is implemented directly on the basis of the First Form. We customized it for ourselves, and automate it for our clients the way they need, including even the most atypical processes.

Here you can quickly fill and segment your customer base, track the status of transactions on the Kanban board, and analyze the sales funnel.

Sales have all the trump cards in their hands – they have tips on filling out cards and results of touches, checklists for preparing for negotiations and a knowledge base.

Colleagues call clients using integrated telephony. And if they miss an incoming call or documents do not arrive on time, the system will promptly report this.

The result of KPI implementation for the entire department and each sales team is included in the summary dashboard. This is how the ROP sees whether the department will fulfill the plan.

Process automation and integration of external services as in SAP NetWeaver BPM

SAP NetWeaver — a platform for the rapid development of business processes, which can include both other SAP modules and external services connected via API. It works using BPMN notation and allows you to automate the creation of corporate tasks, connecting specialists, and approvals.

Our processes are configured in a visual editor. What’s good is that the process model is simpler than BPMN, but at the same time more flexible.

You can configure: fields, process life cycle routes, parallel and sequential approvals, assigning deadlines and responsibilities, notifications and much more.

Processes in the system are implemented using an event-driven architecture. Translation into human -> the administrator can set a reaction to any event without programming. For example, if the deadline for a task has passed, the manager will receive a notification, and if the employee has signed the document, the system itself will send it to 1C.

Like SAP NetWeaver, First Form can be integrated with external services via API: Contour. Focus, 1C: ZUP, weather determination service, smart barriers, any cards, CryptoPro and much more.

Analytics of business indicators as in SAP Business Intelligence

SAP Business Intelligence (BI) — module for business data analysis. He aggregates indicators from all SAP modules, produces detailed reports and allows you to predict future company results. BI is purchased and installed separately, without it you cannot achieve full process analytics

An alternative to SAP BI is implemented in the system without purchasing additional modules, which our finder is very happy about. “First Form” can collect all the data that falls into it into reports and dashboards.

We have set up a dashboard based on department indicators, where we monitor the implementation of the plan and available resources.

Additional features: mobile application and interface design

To work from anywhere, SAP has a mobile solution, SAP Business One. It allows you to control finances, manage sales processes, and track analytical indicators. There is also a separate SAP Work Manager application for remote maintenance monitoring.

Everything that can be configured in the web version of the BPM system is available in the mobile application. Agree on documents – please, enter hours worked – please, write something in the work chat – please.

The mobile application is as flexible as the web version. I was just leading a project for the Skolkovo Foundation, where they created a super app. We have set up standard automated workstations for different users of the SkolCity application.

Parents of students at the Skolkovo International Gymnasium can view their child’s report card. Tenants can pay for apartments and call cleaning services. Residents can book meeting rooms, equipment and services of outsourced teams.

That's all! Thanks for reading. I will be glad to answer your questions and find out which SAP modules you imported and with what solution.