Documentation of Businesss Process Procedures (BPP)
Standard practice during all SAP implementations is to take the time to create detailed documentation of all business processes. Some consultants are required to document even the process used to make configuration changes so that someone else can come back behind them and make additional changes when needed. These documents are sometimes called BPPs or Business Process Procedures.
It is important to include in these documents specific SAP screen shots so that fields, field values and field location can be shown explicitly. This minimizes misunderstandings and provides sufficient detail so that knowledge transfer can take place. It is also common, towards the end of implementation, for end users to be trained using these documents.
What are my options?
There are many 3rd party programs available on the internet, several of which are free, that can be used to take SAP screen snapshots. Simply go to www.google.com and enter the words ‘snapshot’ or ‘capture screen’ and you will find plenty of programs that you can try using.
Taking SAP screen shots using Snagit
One of the best programs available to take SAP screen snapshots is called Snagit from www.TechSmith.com. It contains a robust set of features that allow you to take screen snapshots of specific areas of your screen and then add additional text, pointers and other anotations to them.
Additionally, one of the nice things about Snagit is that the images are smaller than those created using the Windows PrtScn key.
You can get Snagit for a 30 day trial period and then if you like it, it will cost about $50.
Taking SAP Screen Shots using the PrtScn key, MS Word and Paint
However, you can capture screen images of SAP by simply using the built in PrtScn key on your keyboard. While displaying the SAP screen, simply push the PrtScn key and an current image of your screen wil be saved to the clipboard buffer.
If your SAP screen was maximized and you want the entire SAP screen included in your document, you can simply press Ctrl-V to paste the image from the clipboard into you document and save it.
Most of the time, you will have to crop out the surrounding parts of the captured image before it can be used in your documentation. This can be done successfully using two programs available on most business computers.
Image cropping using Microsoft Word
After taking the screen shot, paste the image into a blank MS Word document and use the cropping tool to edit the image and cut out only the part that you want to display in your document. This can be either the whole SAP screen or a small segment of the screen. With the image selected, press Ctrl-C to copy the edited image to the clipboard buffer.
Create a JPEG file using MS Paint
Switch to the MS Paint program and press Ctrl-V to paste the image into the program. Remove any part of the paint canvase that is not occupied by the image. Save the image to disk using the JPEG file format.
You can copy this image into your document or reference it as needed.
Note: If you try to resize the image in MS Word the text may become distorted and you may not be able to read the text in the image due to the image size changes.