Integrating SAP Fiori and Microsoft Teams for Local Government

⇨ Organizations using SAP face challenges related to dependency on specialized resources, such as SAP Fiori developers, which can hinder agility and efficiency.

⇨ The Looply platform, developed by Arch Consulting and integrated with Microsoft Teams, streamlines SAP communication by funneling notifications and approvals directly into Teams, providing real-time visibility into workflows.

⇨ Sunderland City Council successfully implemented the Looply app to enhance the Time Related Payments process, allowing managers to approve requests conveniently through Teams, improving workflow efficiency and manager accessibility.

In Microsoft-power-platform-and-sap-better-together/">a recent whitepaper, SAPinsider CCO Mark Vigoroso reports that organizations using SAP encounter several challenges that can impede their agility and efficiency. One major issue is the dependency on specialized resources such as SAP Fiori developers, with solutions to this problem of keen interest to SAP Insiders. This is especially so if a case study suitably demonstrates a solution in action.

This year we have reported on Looply, a cloud platform developed by Arch Consulting for streamlining communications within complex SAP systems. The Looply platform is integrated with Microsoft Teams so that SAP notifications and approvals are funneled directly into Microsoft Teams channels, giving users real-time visibility into SAP events and approval workflows without needing to leave the Teams app.

Arch recently partnered with Sunderland City Council (SCC), a branch of local government in the UK to create a new Looply app, delivering notifications in Teams for Time Related payments, with both parties working together to embed Looply into the SAP infrastructure, with all security protocols respected. 

Sunderland City Council delivers around 600 services including Housing Support, Waste Management and Social Care to the 277,000 residents of Sunderland, situated in the north east of England. In 2021, the Council implemented SAP-standard Fiori Time Related Payments, Leave Requests and Expenses, and today over 3,000 employees currently use self-service. These apps play a major role in managing day-to-day interactions between employees and their managers with over 100,000 submissions each year. With such high numbers of submissions, SCC has looked for ways to improve convenience and access for managers to review and approve requests.

SAP Fiori / Microsoft Teams Integration in Action

In 2023, the Council embarked on a new program of improvement to deliver efficiencies, focused on giving managers more options to process workflows by rethinking their internal employee communication. The aim was to help deliver better, more effective ways of working, giving managers more time to concentrate on their daily tasks. Specifically, the Looply collaboration was an opportunity to utilize the Microsoft Teams platform to channel approvals into one convenient place. 

The Time Related Payments process was selected for the initial design proof of concept using Looply, with the Looply workflow engine used to mirror the existing SAP Fiori app workflow.

The cards received by managers their Teams chat are designed to include all relevant information so an immediate decision to approve or reject a request can be made. Notification cards are sent to the employee raising the request, keeping them informed of any action taken by the manager. The app allows for both a group approval process and approvals in either Teams or Fiori. Example screenshots below of the solution in action:

Outcomes SAPinsiders need to know

• Improved internal communications and operations
• Higher efficiency from quick and easy decision making via Teams
• Interchangeable actions facilitated as both Teams and My Inbox in SAP Fiori can be used with Looply.

With less time spent chasing or following up on requests, front-line staff at the Council are able to focus on the important work of delivering services for Sunderland residents.

Through 2024, the Council rolled out self-service on mobiles for all employees. With Teams already installed on devices, it is hoped the transition will be much easier using Looply apps on mobiles to help deliver on the potential of truly mobile working.

“It allows people to stay in one place to view, reject and approve [items] more quickly, and I believe it will save managers time and effort in their working life,” said David Freedman, IT Solutions Manager, Sunderland City Council.