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The introduction of SAP S/4HANA has been completed, core processes are running stably, and users are working routinely in the SAP GUI. In many companies, the question then arises: when and how should we introduce SAP Fiori?
Especially within business departments, hesitation is often high. New user interfaces are perceived as introducing new risks, additional training effort, and potential productivity losses. However, this is where a common misconception lies: SAP Fiori does not have to be a large-scale project.
When implemented correctly, SAP Fiori can be introduced step by step — use case–based, in parallel with the SAP GUI, and driven by business needs.
This guide shows how business departments can introduce SAP Fiori in a pragmatic, controlled way, with measurable benefits.
Why many companies are not yet using SAP FIORI after S/4HANA
After a conversion to or new implementation of SAP S/4HANA, the initial focus is on stability. Typical reasons against an immediate Fiori introduction include:
- focus on process stability,
- limited business department capacity,
- established use of SAP GUI,
- concerns about training effort,
- lack of transparency regarding concrete Fiori use cases,
- perception as “UI modernization without business impact.”
These arguments are understandable, but they do not speak against Fiori, rather, they highlight the importance of setting the right focus when introducing SAP Fiori.
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What is FIORI, and what is it not?
SAP FIORI is SAP’s new user interface, offering modern applications that can be used both in traditional desktop environments and on mobile devices such as smartphones and tablets. These applications, also known as FIORI apps, are designed to support specific tasks and roles. There are three different groups of apps:
- Transactional apps for simplifying transactions.
- Analytical apps for analysis.
- Overview apps with specific information and reports for a specific role.
The design of these apps is inspired by online shops and social media.
The design principles of FIORI are:
- Role-based: Only apps defined for the user’s role can be used
- Adaptive: Can be used across all operating systems and on mobile devices
- Simple: Focus on core tasks and functions
- Consistent: Can be applied to all business scenarios
- Appealing: Intuitive and user-friendly design
At this point, it already becomes clear that SAP FIORI is not a system conversion, but a role-based user experience layer for S/4HANA. This layer can be activated selectively and can also be used in parallel with the SAP GUI. This makes SAP FIORI ideal for frequent, approval-related, and KPI-driven tasks. For the transition to SAP FIORI, this means that business departments retain full control over the scope and pace.
The best starting point: small, low-risk use cases
Successful FIORI introductions start with central but low-risk application scenarios where the FIORI introduction creates high business value. To narrow down the selection of possible scenarios, the following questions can be helpful:
- Does the FIORI app offer extended functionality?
- Will the app improve efficiency or speed?
- Does the app support mobile use cases or remote processing?
- Does the FIORI app offer meaningful improvements compared to the corresponding SAP GUI transaction?
Typical starting points can be processes where friction occurs today, as they are time-critical processes with an approval step:
Approval processes and workflows
- Purchase order approvals
- Invoice approvals
- Budget approvals
- Leave and HR approvals
The added value here comes from the ability to perform approvals on mobile devices, reducing processing times.
In addition, KPI and reporting apps provide an immediate overview of business performance, without the need to open transactions in the SAP GUI, export data to Excel, or navigate through complex reports.
KPI and reporting apps
We distinguish between four different types of analytical apps:
- KPI tiles: These display a central numerical value on a tile, with color-based warnings when targets are exceeded.
- Analytical List Page: This combines charts, visual filters, and tables on one page.
- Overview Page: This type of app provides an overview using different cards.
- Drilldown reports: These allow users to move from an aggregated view, such as revenue by region, to detailed information, such as revenue by customer.
Self-Services
Implementing self-services with FIORI apps is especially valuable for companies with employees who do not have a fixed PC workstation, as it gives them secure digital access to HR processes. The FIORI apps in this area cover both ESS, for employees, and MSS, for managers.
The added value is clear:
- HR is relieved of support and back-office processes.
- Mobile use provides more flexibility, as employees and managers can complete processes regardless of location or time.
- Data quality is improved, as the error rate decreases through direct employee input.
- Transparency increases, and with it employee satisfaction, as employees can immediately see the status of their requests, for example.
Click-intensive individual transactions
Click-intensive individual transactions can be drastically simplified with modern SAP FIORI apps, as these often combine several steps, display context-related data directly, and are intuitive to use. This increases efficiency, especially for tasks involving intensive data entry. Below are some examples of top candidates for the transition.
Finance (FI/CO):
- FB01 / F-02, Enter accounting document: Replacement with Post General Journal Entries. This app enables simplified document entry, often with fewer fields and direct account assignment.
- MIRO, Incoming invoice: Replacement with Create Supplier Invoices.
- FBL1N / FBL3N / FBL5N, Display open items: Replacement with Manage Supplier/Customer/GL Line Items.
- KS01 / KS02 / KA01, Master data maintenance: Replacement with Manage Cost Centers.
Logistics (MM/SD):
- ME21N / ME22N / ME23N, Purchase orders: Replacement with Manage Purchase Orders. FIORI provides a better overview of purchase order status and attachments.
- MIGO, Goods movement: Replacement with Post Goods Movement. This is especially efficient due to scanning functions on mobile devices.
- VA01 / VA02 / VA03, Sales order: Replacement with Manage Sales Orders.
Master data:
- BP, Business partner: Replacement with various Manage Business Partner apps, which reduce the complexity of the BP transaction.
Governance: Why business departments should take the lead in introducing FIORI
FIORI introductions are most successful when they are driven by business needs rather than purely technical considerations, as the value does not come from modern design, but from reducing workload.
When this is taken into account in the approach to introducing FIORI, the following benefits can be achieved:
- shorter approval times,
- fewer user errors,
- less training effort for new employees,
- faster decision-making,
- greater transparency,
- better mobile usability,
- fewer clicks.
To achieve this goal, the following governance principles have proven effective:
- App selection should be shaped jointly by the business departments and IT.
- The SAP GUI transactions to be replaced should be assessed based on frequency of use and pain level.
- UX testing should be carried out with key users.
- Clear success criteria should be defined before the rollout.
The introduction of FIORI should be understood as a tool, not as a programme.
Specific considerations in Change Management
- Clear communication of the strategy and objectives by management, e.g. everyone should use FIORI and why. The strategy should be actively supported by all stakeholders, such as process owners and consultants. Contradictory statements, such as “we’ll see” or “you can probably still use the GUI,” can lead to confusion.
- Stakeholder analysis: important stakeholders, such as managers, process owners, key users, and well-connected employees, should be explicitly asked about their previous SAP experience, their current level of satisfaction, high satisfaction or dissatisfaction with the SAP GUI, and their openness to change.
- Expectation management: create transparency regarding the advantages and disadvantages of FIORI, and be careful not to create unrealistic expectations.
- Involvement of key users: key users act as multipliers and can positively influence other users. However, their concerns and skepticism can also spread. For this reason, it makes sense to involve key users in the design of the individual roles.
- Training and demos in FIORI: this has the advantage that users are enabled at an early stage to set up the FIORI Launchpad, for example.
- Stakeholder management: use evaluations, surveys, and/or individual discussions in cases of skepticism or resistance to ensure project success.
Step-by-step introduction of FIORI: tips and tricks
The following tips and tricks have proven effective for the step-by-step introduction of SAP FIORI:
- It is important to choose a complementary approach from the start, not either SAP GUI or FIORI, but FIORI where it makes sense and provides work relief. For all other processes, the use of SAP GUI remains in place.
- It is advisable to involve users in the project from the beginning.
- It is essential to define suitable strategies before the project starts and, for example, to develop a Spaces and Pages concept together with the users, see info box.
- It has proven effective to limit the number of roles per user to 1 to 5 and to use catalogs with SAP standard roles as a template.
- It has also proven effective to use the SAP Model Company demo system with best practices and to check the SAP FIORI lighthouse apps for business fit.
Infobox: Spaces & Pages in SAP FIORI, explained in 60 seconds
Key takeaway: Spaces are structured by work area, Pages by task, and Sections by topic.
Space = work area
A Space groups a business context or role.
Examples: Purchasing, Controlling, Sales, Production.
→ Users only see the content relevant to their work area.
Page = task page
Pages structure specific activities within a Space.
Examples in the “Purchasing” Space:
- Create purchase orders
- Approve purchase orders
- Monitor suppliers
→ Focus on typical work tasks instead of transaction lists.
Sections = topic blocks
Pages are divided into Sections. These contain apps, KPI tiles, or cards.
Examples: Approvals, KPIs, master data, monitoring.
Practical benefits for business departments
- less UI overload
- role-based view instead of a flood of tiles
- faster orientation
- ideal for pilot roles when introducing FIORI step by step
- scope can be clearly limited per role
Conclusion: FIORI is not a project, but a toolbox
FIORI does not have to be “implemented” like a system. It can be explored, step by step, use case by use case.
For business departments, this means:
- no risk to stable processes,
- no forced transition,
- no big bang,
- measurable added value is possible,
- the pace can be chosen freely.
Starting small quickly creates clarity and builds acceptance where it matters most, in day-to-day business.
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