Integration of SAP R/3 with the fieldux Agent
Table of Contents
1. The strategic importance of integrating SAP and fieldux
2. Necessary data and modules for integrating fieldux and SAP
3. The technical concept of the interface: Integration via fieldux Agent
Who is this whitepaper particularly interesting for?
-
IT managers and technical directors who need to understand and oversee the technical aspects of integration.
-
CEOs and operations managers who make strategic decisions about optimizing their service processes and IT landscape.
-
Project managers and system integrators involved in the planning and implementation of the integration.
What specific questions are answered?
-
How does the integration of ERP and FSM improve your data management and utilization?
-
What operational challenges are addressed by the integration?
-
How is efficiency in your service processes maximized through the integration?
-
What technical requirements and setup options are necessary for implementation?
1. The strategic importance of integrating SAP and fieldux
Essential data integration
In the dynamic world of service management, data plays a crucial role in success. Efficient management of customer data, service orders, and material orders is essential. Traditionally, this important data is maintained within an ERP system. But what happens when specialized Field Service Management software is added to the mix?
Challenges without integration
The true strength of our software unfolds when it is connected to an ERP system. The challenge is to ensure smooth data availability and currency in the ERP system even after implementing an FSM solution. Without seamless integration, companies often find themselves in a scenario where inefficient duplicate data entry, lack of process transparency, and unnecessary media breaks are the norm. The question that arises is: Does it have to be this way?
Advantages of seamless networking
The integration of ERP systems and Field Service Management software offers an elegant solution to this problem. By seamlessly synchronizing master data between both systems, the need for manual data entry is eliminated. Sources of error are minimized, processes are accelerated, and bidirectional data synchronization is realized.
Maximizing IT efficiency through integration
The true strength of our software unfolds when it is connected to your ERP system. By using standard interfaces, our solution integrates seamlessly into your IT infrastructure, enabling central and transparent master data management. All data is synchronized in real-time, saving time and resources and increasing efficiency.
The ERP system as the central business hub
ERP systems often remain the heart of a company's IT landscape as they serve as a central source of reliable information and control all business processes. By integrating our FSM solution into your ERP system, you can take advantage of both worlds: comprehensive data management and process control of the ERP system and the specialized functions of our FSM software for optimized service management.
- Flexible deployment options for our FSM solution
Our FSM solution offers the flexibility to be used either as a standalone solution or in conjunction with your existing ERP system. As a standalone solution, it efficiently manages master data and order data without relying on external systems. This is particularly attractive for smaller companies or those with specific requirements.
)
2. Necessary data and modules for integrating fieldux and SAP
Data quality and necessary modules for integration
Efficient use of our service solution requires an optimal data basis in the SAP ERP system. Master data plays a key role as it is essential for supporting various business processes. Incomplete or faulty master data maintenance leads to process deficits, lack of transparency, and errors in critical operations. To query and transfer data relevant to fieldux, we use the SAP modules "Sales & Distribution" (SD), "Customer Service" (CS), and "Plant Maintenance" (PM). By connecting to these SAP modules, fieldux can retrieve precise information critical for planning and executing service and installation tasks. This integration enables the creation of a comprehensive and error-free data foundation that not only increases efficiency but also allows for a clean history of customers and equipment.
Essential master data
The essential master data that should be correctly and fully present in your system includes:
-
Customer data: Names, addresses, contact details
-
Contacts: Specific contact persons for service matters
-
Equipment data: Details of devices and systems to be maintained
-
Service orders and notifications: Information on planned and completed maintenance
Quality of master data
The quality of this data is crucial for the success of the integrated solution. The principle of "Garbage In, Garbage Out" emphasizes that only high-quality master data can lead to efficient and error-free service processes and analyses.
Scenarios and use cases
The integration based on our standard interface covers four scenarios and use cases for optimal operational planning. Each of these use cases shows how the integration goes deeper into the operational and administrative processes to increase efficiency, transparency and reliability in the planning and execution of service assignments.
-
Provisional planning: This enables the provisional planning of assignments before a notification or order is created in the ERP system. Particularly useful for larger projects, this use case enables the blocking of resources based on customer and equipment master data, which are mirrored directly from SAP and can be selected via drop-down menus in fieldux.
-
Plan operations: The operational resource planning process begins with a service notification (SM) in the ERP. This integration enables the automatic transfer of all planning-relevant data, including customer, contact person and equipment information, to fieldux. A trigger based on a defined status in the ERP automatically generates the order in fieldux or marries it to a previously provisionally planned operation, whereby the transferred data can be write-protected.
-
Restore services to the order: Once a timesheet has been created and approved by a supervisor, the services are fed back to the corresponding service order in the ERP. This data forms the basis for invoicing the customer, which takes place independently of fieldux as a commercial process in the ERP system. Checked timesheets are marked as “checked”, while those that require adjustments are marked as “open” and remain excluded from data exchange.
-
Report hours to HR: Verified timesheets can be transmitted to the HR module in the ERP to support employee payroll. This integration ensures that payroll is calculated efficiently and accurately based on the actual hours worked.
)
3. The technical concept of the interface: Integration via fieldux Agent
Integration via BAPI function modules
In close cooperation with our customers, we develop customized interfaces to ensure smooth communication between fieldux and SAP. The data exchange, which includes both the import and export of data, is based on RFC-capable BAPI function modules as well as customer-specific Z function modules.
The role of the fieldux middleware
For the integration of our FSM solution with your on-premise SAP system, we use the fieldux Agent, a special middleware operated in a Java runtime environment. The fieldux Agent is installed on a virtual machine in the customer network. This enables it to access SAP data directly via the SAP Java Connector. Through this connector, the agent calls standard BAPIs of the SAP modules "Sales & Distribution," "Customer Service," and "Plant Maintenance" to query data relevant to fieldux, such as customers with contacts, assets, and operations. This data is then periodically sent to the fieldux cloud and is visible in the fieldux Planner. For the setup and operation of the fieldux Agent, administrative SSH access from certain IP networks and outgoing HTTPS connections for communication with the fieldux API are required. Customer credentials must be stored in the agent's operational environment to ensure secure and efficient data transfer. The frequency of data transfer is configured individually according to customer needs. It is also important to be able to customize the structural details of the data transfer to the customer’s specifications. This includes setting up filters that determine which data is transferred, such as assigning specific number ranges to equipment or assigning customers and orders to specific sales organizations. Additionally, it can be configured which specific data fields should be extracted from SAP, such as the transfer of the priority of service notifications, if maintained in SAP.
)
Advantages of integration
The implementation of this technology has been carried out in close cooperation with our customers and has led to an effective and powerful integration. This not only enables optimized business processes and smooth data exchange but also ensures that all data is updated and synchronized in real-time, ensuring data consistency and integrity across both systems.
Flexible integration options through customer-specific middleware
In addition to the standard use of the fieldux Agent for integration, our solution also offers the flexibility for customers to use their own middleware. This allows companies to create a customized connection to their specific IT infrastructures and business processes. By accessing the public fieldux API, which offers comprehensive and detailed documentation on the Swagger UI platform (fieldux.de), customers can configure and control the communication between their systems and the fieldux solution independently. The use of the public API enables deep integration and personalization of data exchange, so specific requirements and preferences in data handling can be taken into account. This option expands the flexibility and control of customers over their service management processes and opens up the possibility of developing and implementing innovative, tailored functions to meet their needs.
)
4. Integration process steps
Phase 1
Definition der Use Cases
The integration process begins with a detailed discussion with the department to define the use cases for data exchange. This phase includes an analysis of data flows and the definition of use cases, with recommended standard use cases that have proven successful in practice.
Phase 2
Kick-off meeting with IT managers
An initial kick-off meeting with IT managers aims to clearly define the project goals and bring together the involved parties.
2.1 Understanding the system landscape In this step, the existing system landscape is recorded to determine which systems function as development, test, and production systems.
2.2 Clarifying network requirements and unlocking access The technical and network requirements are clarified in consultation with the IT managers, including unlocking necessary access.
2.3 SAP setup The SAP setup includes collecting relevant data source information, providing user access with the required permissions, and technical configuration such as the hostname and system number of the SAP system.
Phase 3
Implementation of the first use cases and initial data transfer tests
he first use cases are implemented and tested in collaboration with IT and the relevant department to ensure that all technical functions are correctly implemented and that the data flow meets the requirements.
Phase 4
Full implementation
After successful initial tests, the complete implementation of all planned use cases takes place. This includes setting up all necessary interfaces and extending system functions for seamless data transfer.
Phase 5
Testing and completion
A comprehensive testing phase validates the functionality and performance of the entire integration. After successfully completing these tests, the project goes live, accompanied by final documentation and handover to the responsible departments.
Don't want to miss any more blog posts?
Sign up for our newsletter and stay up to date!