Submissions under control at all times:Fiori apps for managing tenders

The previous method of maintaining and managing submissions via Excel made integration into S/4HANA impossible – important data such as payment terms, delivery conditions, and documents could not be transferred automatically. The necessary manual steps led to errors and delays. In addition, it was difficult to keep track of the numerous submissions, their status, and utilization, and to generate meaningful statistics.

Goals for the development and implementation of a new, integrated, and fully digitized solution:

• Seamless integration into S/4HANA Sourcing & Procurement (MM)
• Simple, media-break-free creation and management of submissions
• Monitoring and automatic notification of utilization and deadlines for submissions
• Cost transparency for project purchasing and project managers
• Compliance with the legal requirements of the Submissions Ordinance
• Modern user experience through color-coded, graphical representation of KPIs such as utilization rates

We developed two custom Fiori apps: one app for management and one app for monitoring and analyzing submissions.

The apps are designed so that all submission-specific information, including payment and delivery terms, texts, and documents, is automatically transferred to S/4HANA Sourcing & Procurement (MM). Currently, the business objects purchase order, purchase requisition, contract, and lean request are supported. This not only saves time but also minimizes the risk of errors and manual effort.

For the development, we used state-of-the-art SAP technologies such as RESTful ABAP Programming Model (RAP), analytical CDS views, and Fiori Elements. When creating customer-specific fields for integration into S/4HANA Sourcing & Procurement (MM), we adhered to the clean core approach.

The key figures in the monitoring app were very well received, so we also included these KPIs in the management app, which led to even higher user acceptance.

In addition to creating, editing, and monitoring submissions, the apps offer the following additional functions:

• Appointment reminder function via notifications
• The app automatically sends appointment reminders and notifications via the Fiori Launchpad and by email. This function can be flexibly adapted for each tender and enables smooth communication between the parties involved. Responsible employees are thus notified of important appointments and deadlines in good time.
• Automatic status monitoring of submissions
• The submission dossiers are automatically closed and opened according to defined business rules.
• Role-based authorization concept
• Each application user only has access to the data and functions that are relevant to their role.

By implementing the two new Fiori apps, ewz was able to significantly optimize its procurement processes. Seamless integration with SAP S/4HANA has led to a considerable reduction in errors, media breaks, and necessary manual interventions. Efficiency and transparency have been significantly increased, as all submissions can now be monitored and controlled in real time. The solution benefits not only project purchasing, but also those with requirements, project managers, operational purchasing, and suppliers.