The user interface and web-based technology of SAP Fiori combines various applications and transactions and makes them available as browser-based apps. The bundling of applications that were distributed in SAP GUI ensures considerable simplification, as it is possible to jump directly to other apps from a central location. Compared to SAP GUI, SAP Fiori also has a much stronger process orientation. The advantage: By grouping the catalogs that contain the apps, entire processes can be run through completely.
New functionalities and innovations are no longer implemented in the SAP GUI transactions, but delivered as SAP Fiori apps. These use new technologies such as CDS views in the background to increase performance. Another feature of SAP Fiori is its extensibility: SAP Fiori apps can be customized and made available to employees. The simple in-app navigation offers numerous links to other apps in order to obtain further information. Exactly which links are possible and displayed can be controlled via the authorizations.
If a company wants to use SAP Fiori as a UI technology, the first step is to check whether the existing authorization concept is up to date and whether it still meets the company’s requirements. Typical elements of an authorization concept include topics such as processes, organization, responsibilities, quality of authorizations, technology, default values and derivations. The switch to SAP Fiori offers a suitable opportunity to put the authorization concept to the test and adapt it if necessary.
When introducing SAP Fiori, three scenarios can be distinguished for the authorization concept – depending on its status. If the existing concept already has clean, function-related roles, the SAP Fiori roles can be easily integrated with the associated applications. If the quality of the authorizations in the existing concept is in need of improvement, it is advisable to set up a new concept (redesign). The hybrid approach represents the middle ground between the two options mentioned. It aims to create new roles that can run on their own and replace the existing concept in the long term.
How exactly can the hybrid approach be implemented? The first step is to define the requirements for a role from a business department and identify the applications required for this role. Various tools are available for this: Companies can use the existing roles as a guide – including a comparison with the suggestions from the SAP Fiori Apps Reference Library – and analyze the SAP GUI transactions used to date. It is also important to consider the functional requirements when designing the business role.
This procedure ultimately results in the business roles and the job role for the respective position. A role consists of the single role, which contains the functions, and catalogs with the required applications. The catalogs are anchored in the Spaces, which are displayed on the SAP Fiori Launchpad. Finally, the employee is assigned the business role, which includes all the authorizations they need to perform their job.
A catalog contains several apps that are to be made available for a role. It can be created bottom-up or top-down. With the bottom-up method, the required apps are added to a newly created catalog. This approach makes sense if a catalog should only contain a few applications, no or only a few links to other apps are required and the focus is on security. This is because the apps are assigned according to a strict need-to-know principle.
The top-down structure uses the SAP catalog in accordance with the SAP standard roles. The apps that are not required are then removed. This procedure is recommended if a catalog is to contain many apps, many links need to be taken into account and efficient administration is a priority.
Ideally, apps are displayed in the SAP Fiori Launchpad with the help of Spaces and Pages. This allows individual employees to see at a glance which Spaces they are assigned to. A Space contains one or more Pages, which display the content of the Spaces in a structured way. The start page of the SAP Fiori Launchpad can be customized. For example, the employee can sort by function or display the most frequently used apps. The fact that users can design the SAP Fiori Launchpad according to their own wishes has a positive effect on user experience and satisfaction. Since the SAP S/4HANA FPS01 release, the personalization of the start page can be exchanged between employees via upload and download.
When it comes to the introduction of SAP Fiori roles, the employee is usually assigned the new SAP Fiori role in addition to the existing old SAP GUI role. This is followed by an extensive test phase with the opportunity for adjustments and rework. After the go-live of the new roles, the user initially has the choice of working in SAP GUI or with the SAP Fiori Launchpad during a transition phase. At some point, the old role will be removed and only the new role will be active. Such a seamless, smooth transition ensures that users can familiarize themselves with the new features and don’t feel overwhelmed. However, it is important that the function of the new roles is tested without assigned old roles, as these would falsify the test results.
There are some basic rules for the creation, maintenance and administration of SAP Fiori roles that companies should follow to ensure smooth implementation. These include, for example, grouping the catalogs by function so that they contain all the links that an app requires. A catalog should not contain more than 50 apps so that performance remains stable and users are not slowed down by long SAP Fiori Launchpad loading times.
It is still possible to maintain groups via the SAP Fiori Launchpad Designer. However, the clear recommendation is to use the display with Spaces and Pages, because only in this case the new SAP Fiori Launchpad start page can be used. The Spaces should be structured according to areas or higher-level functions, for example jobs. However, this must be decided on a case-by-case basis and according to the organization in the company.
The SAP Fiori Apps Reference Library is suitable for identifying the relevant apps for an SAP Fiori role. The analysis should be based on the applications actually used and not on the authorizations assigned. A smooth transition with extended parallel operation of SAP GUI and SAP Fiori is also important for a successful introduction of SAP Fiori. Comprehensive training ensures that all employees are taken along on the journey to SAP Fiori.