Everything You Need to Know About Offline Forms and SAP Process Control

  • by Jan Gardiner, Senior Director, GRC Solutions, SAP Labs, LLC
  • Matt Hartnett, SAP Security and SAP Process Control Consultant
  • August 28, 2017
SAP Process Control provides a popular alternative to online completion of assessment surveys, tests of effectiveness, and other surveys—SAP Interactive Forms by Adobe. These offline forms are easy to use but can be initially challenging to set up and test. The following article presents an end-to-end guide that will help you configure, deploy, and manage the offline forms.
Learning Objectives

Reading this article, you will learn:

  • The benefits of using SAP Interactive Forms by Adobe with SAP Process Control for a variety of assessment, monitoring, and testing activities
  • End-to-end configuration of the offline forms including prerequisites such as availability of Adobe Document Services (ADS), outbound and inbound email client setup, job scheduling, related Process Control configuration to enable use of offline workflow processing (OWP), and much more
  • Testing and troubleshooting tips throughout the configuration process, plus best practice suggestions to manage the forms after deployment
Key Concept

SAP Interactive Forms by Adobe, referred to here as offline forms or offline workflow processing (OWP), uses Adobe’s interactive .PDF forms with Process Control’s content to make it easy to send offline forms via email to Process Control users. The users complete the forms and send them back to Process Control. Because this is done offline from their email inbox, users do not need to learn much about Process Control to use the forms.

What if your SAP Process Control 10.1 users could do their evaluations, surveys, issue management, and other tasks without ever having to physically log in to SAP Process Control?  In fact, what if users could have an offline form delivered directly to them via email, and all they would need to do is complete the form and submit it, also via email. That’s right—minimal training, easy to do, and no need to learn how to navigate any part of the SAP Process Control system. Of course, it is also useful to work offline whenever network connectivity is uncertain or unavailable.

SAP Interactive Forms by Adobe with SAP Process Control make that a reality, and they are included with your SAP Process Control license. With these offline forms, licensed SAP Process Control users can perform these evaluations:

  • Control design assessment
  • Sub-process design assessment
  • Manual test of effectiveness
  • Continuous control monitoring and automated testing (as of Support Package 14)
  • Indirect entity-level control assessment
  • Indirect entity-level control test of effectiveness
  • Related review and approval, if enabled
  • Related issue and remediation activities

They can also perform these surveys:

  • Disclosure surveys
  • Policy acknowledgments, surveys, and quizzes
  • Ad hoc organization surveys (as of Support Package 13)

These surveys have some targeted functionality that behaves somewhat differently from evaluations, so they are not treated specifically in this article. 

Jan Gardiner

Jan Gardiner, CPA, is a senior director in GRC Solutions at SAP Labs, LLC. She is the solution owner of SAP Process Control for compliance and control management, responsible for product direction and go-to-market activities. She is a frequent speaker at the SAPinsider GRC conference and an active blogger for SAP GRC Tuesdays. Jan has been involved with compliance software at SAP for more than 12 years and has worked closely with customers in a variety of industries and geographies. You can follow her on Twitter @Gardiner_AZ.

Jan will be presenting at the upcoming SAPinsider GRC 2018 conference October 16-18 in Prague. For information on the event, click here.

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Matt Hartnett

Matt Hartnett is an SAP security and SAP Process Control consultant with over 18 years of experience. He has worked with multiple Fortune 500 companies designing and implementing SAP security strategies and SAP Process Control compliance initiatives (with use of SAP Interactive Forms by Adobe).  He has successfully completed several Process Control implementations and upgrades.

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