Ruum by SAP Process Management FAQs

About the Beta Program

What is the SAP Ruum beta program?

Our SAP Ruum Beta for Process Management is a unique opportunity for selected customers to try out modelling and integrating lightweight processes without coding in Ruum and then share feedback around the new functionalities directly with SAP Ruum‘s product team.

What does it include?

In addition to the current collaboration and project management capabilities, the Beta for Process Management includes a new feature set that empowers end-users the power to build, automate, and run their departmental processes without any code. The feature set includes:

– Simple forms
– Transitions between process steps
– Approvals
– Roles
– Process notifications
– Simple views for process monitoring
– System connectors to write information that you collect in SAP Ruum into another system (available in phase 2 of the beta program in September)
– Value helpers to lookup information from a connected system (available in phase 2 of the beta program in September)

Participants of the program will get access to a dedicated beta workspace that has process functionalities enabled and will get to experiment with modelling and publishing as well as integrating their processes into their business systems.

Feedback is an essential part of this: During the program, our participants will provide feedback via surveys, dedicated open feedback channels and in feedback calls directly with our product team.

What’s in it for me? Why should I participate?

Participants of the program are one among the first to get early access to our new and revolutionary feature set that gives business users the power to build, automate, and run their departmental processes without any code.

Our Beta customers will experience the full potential of process automation and discover a lightweight and intuitive way of modelling processes.

Participants will have the chance to communicate directly with the product team and shape the future of SAP Ruum with your feedback.

Who can participate?

The Beta program is limited to selected customers. Customers will need to apply and incoming requests will be reviewed based on selection criteria.  One customer can nominate several Ruum users.

What are the criteria to be selected for the program?

We ask our participants to test our new feature set with real use cases that they are looking to find a solution for. If you apply for the program, you are ideally already looking for a solution that helps business users automate departmental processes in a self-service manner.

As feedback is essential for us, we appreciate if our participants take time to actively engage in our feedback activities. This includes completing the surveys, reporting open feedback, and sharing more detailed feedback in calls with our product team.

We expect our participants to model, integrate, and test-run at least 1 process during the beta time.

When does the beta program start and how long does it run for?

The program will officially start August 3rd. The program will last 8 weeks, running until September 25th. The deadline to apply is July 26th.

Do I have to pay a fee to join the program or pay for software?

The Beta program is free to join for the selected customers. Upon completion, beta customers must convert to the enterprise package if they want to keep the process management functionalities in SAP Ruum.

Do I have to sign a contract to be able to join? What is the legal basis of this program?

Participants need to accept SAP Ruum’s Terms & Conditions and be open to sign a simple agreement for testing and sharing feedback (a so called Test and Evaluation Agreement).

How much effort from our side is expected? How many people need to be involved?

The Ruum team will support all beta customers closely during the beta program. However, there are a few elements that we expect the participants to work on:

– We ask our participants model at least 1 process(es) in Ruum and test-run it with relevant stakeholders in your organization (e.g. process owner, collaborators, approvers);

– As feedback is an essential part of this program, we expect participants to fill out two surveys and provide open feedback about ideas, bugs and feature requests through dedicated feedback channels;

– To simplify collaboration, every customer needs to define a single point of contact who will be taking care of communicating feedback and coordinating the business and IT stakeholders to model and test the process setup & integration.

– For testing the integration setup, participants will most probably need support from their IT teams who can help configure the SAP Cloud Platform environment and test the integration setup.

What will happen to my template once the beta is over?

Participants who would like to keep using SAP Ruum’s process functionalities after the beta period is over will need to transition to an enterprise license. We will of course make sure all participants have sufficient transition time to transfer the template and relevant data if required.

Onboarding, support & communication

What will support and onboarding look like?

We will make sure all our participants are onboarded on how to use SAP Ruum in our Welcome Session on August 3rd. There will also be a recorded session and our team will be available for those people who could not attend and still have questions. During the program, SAP Ruum’s Customer Success & Support team will be working closely with all participants and will be available during business hours via email.

How to contact the team if I need help / if I have to report a bug / if I want a new feature?

We will have dedicated feedback channels for participants of our beta program. All selected customers will receive all necessary information during our welcome session on August 3rd.

How do I provide feedback?

There are three different ways of how we will collect feedback during the beta program.

Open Feedback: For all ideas, bugs, feature requests that come up while you are testing SAP Ruum;

Surveys: We will send out two surveys to all participants, one at the end of August and one at the end of the program;

Feedback calls: We may setup feedback calls with our product team to get an even more detailed feedback on use cases and the overall user experience;

We will introduce the different feedback channels in more detail during our welcome session on August 3rd.

How will SAP Ruum contact me?

We will primarily contact participants via email on a regular basis during the communicated timelines.

Integrations & Security

What does integration mean? How does it work and how much effort do we have to plan for?

The first half of our beta is designed to model and complete the process without integrations. In the second half, we will be jointly exploring integration capabilities. This includes setting up a test connection to the target system(s), such as S/4HANA. Our development team will support each customer closely. The support requirement from our beta customers’ IT teams is expected to be low.

SAP Ruum is a cloud solution. Any integration will be done via SAP Cloud Platform. Having an instance of SAP Cloud Platform is required to leverage Ruum’s System Connectors to connect SAP Ruum to On-Premise or other cloud systems. We will deploy a SAP Ruum connector in the SAP Cloud Platform Foundry Subaccount. If customers want to connect to an on-premise system, they will need to have a cloud connector installed that is ideally already connected to the target system.

How does SAP Ruum work with RPA?

Existing RPA bots can be easily embedded into a process in SAP Ruum so that collaborators can trigger the bot execution by clicking a button or approving an item.

What architecture do I need to have to integrate with SAP products?

SAP Ruum is a cloud solution. Any integration will be done via SAP Cloud Platform, so having an instance of SAP Cloud Platform is required to leverage SAP Ruums System Connector to connect SAP Ruum to On-Premise or other cloud systems. We will deploy a SAP Ruum connector in the SAP Cloud Platform Foundry Subaccount. If customers want to connect to an on-premise system, they will need to have a cloud connector installed that is ideally already connected to the target system.

How can I experiment with SAP Ruum’s API?

To trigger the creation of a SAP Ruum from another system or to export SAP Ruum data into a BI tool to build a dashboard, the Ruum ODATA API can be leveraged. During the beta program, we will be able to provide with a technical user to test the setup (upon request).

Can I put confidential data in SAP Ruum beta? Is Ruum GDPR compliant? Can you share more details about security?

SAP Ruum is fully GDPR compliant as every standard SAP product. You can check out our website to get more details about Data Privacy & Security. However, while the data is secure in SAP Ruum, the beta is designed for testing  and non-productive purposes only.

Is the beta version stable?

Yes, the beta version is stable; However, as this is a beta version and SAP Ruum is a cloud solution, the feature set will continuously evolve, and participants are expected to report any bugs or feature requests.

About SAP Ruum

What is SAP Ruum? Is it part of SAP?

SAP Ruum is a work management platform - known for lightweight project management in the past - that now allows business users to easily build, automate, and execute processes on top of their existing architecture without the need to invest in coding. This solution helps to significantly decrease IT development costs, leading to faster results and more efficient processes.

Does it replace other SAP solutions such as Workflow Management?

SAP Ruum offers a secure and intuitive environment that integrates with other SAP systems such as S/4HANA, SAP Cloud Platform Workflow Management, and SAP Intelligent Robotic Process Automation (RPA). Ruum is not meant to replace other SAP solutions, but rather, integrate with these solutions to eliminate the shadow IT processes that revolve around them.