How to Become A Hero-Part Two: Use Cases

By Eric Moore on June 28, 2014

In my last post, I covered the various personas of a company–the representation of the goals and behavior of a hypothesized groups that interacts with SAP. In this post, we will explore those personas and their common, yet varying, use cases. A use case is a list of steps, typically defining interactions between a persona and a system, namely SAP, to achieve a goal. In most cases the goal for each persona varies greatly.

It is important to remember that each persona will approach solving their SAP problem through their own SAP use case(s). Oftentimes, this leads to the lack of consideration of the other persona goals. We will also explore why all use cases must be considered before implementing a solution.

Super User use cases

The Super User plays an important role in ensuring that clean data is uploaded into SAP. In addition, the Super User must ensure the data stays clean once in the system. The goal for most super users is to automate labor-intensive SAP activities:

  • Test-scenario creation
  • Data-cleansing activities
  • Training guide development
  • Federated data entries
  • The manager persona can take on many responsibilities and roles. From data management to functional reporting, this role is in a unique position to ensure all moving parts are working efficiently and effectively. The goal for most Manager personas involves: Man assisting woman in computer room

Management use cases

  • Data integrity
  • KPIs and reporting
  • Operation metrics
  • Approval requests

End user use cases

The end user can closely emulates a super user, but he or she might not possess the deeper technical knowledge or might not interact directly with SP. End users are responsible for supplying data for SAP in these areas:

  • Master Data element creation
  • Timesheet entry
  • Travel and expenses
  • General maintenance

IT operations use cases

For IT operations, the overarching use case is to support the other personas with their SAP use cases. To be effective, IT teams need to fully understand what each use case is trying to solve. This persona is on the lookout for performance, security and governance policies. The following represent some use cases IT should be aware of:

  • Governance and security
  • User license management
  • Auditing and reporting
  • High Performance and availability

From use cases to solution

Each team or persona must participate in continuous planning and goal meetings. No single persona will possess the skillsets required to create a proper solution, so it’s important to consider each persona’s use case.

productivity doodles smallLet’s examine a vendor master solution at a high-level. Typically, a vendor would supply you their information in email form, which would then need to be created in your SAP systems (i.e. billing address, payment terms, etc.). Compound this by several vendor requests and you now have a large amount of work that has to be transcribed to SAP. A viable option would be to provide a web-based form to allow your vendors a way to enter their own data, submit it for review and then upload it into SAP.

In this scenario, we need to involve the super user to create the underlying SAP script; the manager to provide the approval process and the end user to submit it into SAP. Lastly, IT would provide the infrastructure, security and performance needed for this solution. You may even consider interviewing a few vendors, in this process to understand key data elements they would need to provide. Ultimately, the take-away is that each persona plays a role and must be involved in the process.

For maximum performance, each of the aforementioned use cases needs to be executed swiftly and simply. Winshuttle Studio and Foundation, allows each use case can be addressed in this manner. Using Studio, the super user can create clean data templates and provide a user-friendly front-end for the end User persona. With Foundation, IT operations and management can easily access reports and security metrics

Watch this quick video to learn how Maersk saw their investment paid back 9 months into the project.

In part three, we will cover the design phase, how to build and support a solution for our use cases.

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