| Status | Approved |
|---|---|
| Owner | |
| Stakeholders |
Purpose
The purpose of this document is to define the conversion approach to create Operative Project Definition in S/4 HANA.
In SAP PS, the project definition acts as a framework that provides a binding structure for organizational element of a project, such as Work Breakdown Structures. It serves as the top-level element for creating a project, defining default values for company code, plant, and responsible persons, and is essential for structuring, planning, and controlling all aspects of a project, from initiation to closure.
Conversion Scope
The scope of this document covers the approach for converting active Project Definition from Legacy Source Systems into S/4HANA following the Master Data Design Standard- Project Definition.
As per SyWay design, there are two ways to create an Operative Project definition based on the scenarios,
Scenario 1: PS Project definition with WBS element hierarchy (Level 1 & 2) can be automatically created from the approved PPM item once stage-gate 1 is approved. This process involves mapping the PPM item type to a predefined PS template project (created as per CVN-1019 Template Projects) with the Decision Flow Management settings in the SAP system.
A project definition is automatically created for the specified PPM item types, using the corresponding project profile and applicable project coding mask. The conversion approach is defined with in CNV-1022 Portfolio Item.
All project definition (new project profile ZPS0001, ZPS0002) relevant to PPM item type linking will be created from PPM items and is excluded from this conversion scope.
Scenario 2: A project definition created manually independent of the PPM item, with the data being sourced using a DCT (Data Collection Template).
Conversion scope includes all projects that belong to Scenario 2, except statistical expense project. Statistical projects (with project profile ZPS0003 - Statistical Expense) are created as needed in S/4 Hana
Below project profiles are configured to allow the creation of a project definition directly in the Project System, without requiring integration with a Portfolio and Project Management (PPM) item.
| PS Project Profile | PRJID | PS Coding Mask | DCT |
ZPS0004 - Intercompany Recharges | F | -000000-00-00-XX-XX-XX | One Project per CoCode |
ZPS0005 - Provisional Expense | F | -000000-00-00-XX-XX-XX | One project per company code per GBU(profit centre) |
The conversion will ensure all projects are aligned to the defined project coding mask and relevant Organizational Units as designed for the target S/4 Hana landscape.
List of source systems and approximate number of records
| Source | Scope | Source Approx No. of Records | Target System | Target Approx No. of Records |
|---|---|---|---|---|
| DCT | S/4 Hana | TBD |
Additional Information
Multi-language Requirement
Project definition, should be maintained in if available:
- English (EN)
- French (FR)
- Italian (IT)
- Chinese (ZN)
Document Management
Not Applicable
Legal Requirement
Not Applicable
Special Requirements
Not Applicable
Target Design
The technical design of the target for this conversion approach.
| Table | Field | Data Element | Field Description | Data Type | Length | Requirement |
|---|---|---|---|---|---|---|
| PROJ | PSPID | PS_PSPID | Project definition | CHAR | 24 | Mandatory |
| PROJ | POST1 | PS_POST1 | Description | CHAR | 40 | Mandatory |
| PROJ | STSPR | PS_STSPR | WBS status profile | CHAR | 8 | System Generated |
| PROJ | VERNR | PS_VERNR | No. of Person Resp. | NUM | 8 | Mandatory |
| PROJ | ASTNR | PS_ASTNR | Applicant no. | CHAR | 25 | Mandatory |
| PROJ | VBUKR | PS_VBUKR | Company code | CHAR | 4 | Mandatory |
| PROJ | VKOKR | PS_VKOKR | Controlling area | CHAR | 4 | System Generated |
PROJ | PRCTR | PRCTR | Profit Center | CHAR | 10 | Mandatory |
| PROJ | PWHIE | PS_PWHIE | Project Currency | CHAR | 5 | System Generated |
| PROJ | PLFAZ | PS_PLFAZ_CHG | Start date | DATS | 8 | Mandatory |
| PROJ | PLSEZ | PS_PLSEZ_CHG | Finish date | DATS | 8 | Conditional |
| PROJ | WERKS | WERKS_D | Plant | CHAR | 4 | Conditional |
PROJ | KALID | FABKL | Factory Calendar | CHAR | 2 | System Generated |
| PROJ | PROFL | PROFIDPROJ | Project Profile | CHAR | 7 | Mandatory |
| PROJ | BPROF | BP_BPROFIL | Budget Profile | CHAR | 6 | System Generated |
| PROJ | BESTA | PS_BESTAND | Project stock | CHAR | 1 | System Generated |
| PROJ- | XSTAT | PS_XSTAT | Statistical | CHAR | 1 | Conditional |
| PROJ | PPROF | BP_PPROFIL | Planning Profile | CHAR | 6 | System generated |
| PROJ | PLINT | PLINT | Integrated Planning | CHAR | 1 | System generated |
| PROJ | FUNC_AREA | FKBER | Functional Area | CHAR | 16 | Mandatory |
| PROJ | USR00 | USRCHAR20 | Legacy Project ID | CHAR | 20 | Blank |
| PROJ | USR02 | USRCHAR10 | Item Type | CHAR | 10 | Blank |
Data Cleansing
| ID | Criticality | Error Message/Report Description | Rule | Output | Source System |
|---|---|---|---|---|---|
C2 | All active internal orders to be closed | Report | WP2/PF2 |
Conversion Process
The high-level process is represented by the diagram below:
Data Privacy and Sensitivity
Not ApplicableExtraction
The data is manually collected by the business directly in Syniti Migrate. This is to be conducted using DCT (Data Collection Template) in Syniti Migrate
The agreed Relevancy criteria is applied to the extracted records to identify the records that are applicable for the Target loads
Extraction Run Sheet
| Req # | Requirement Description | Team Responsible |
|---|---|---|
1 | Ensure DCT is collected for Project Definition | Data Team (I2M), Data Team (Syniti) |
2 | Perform preliminary completeness check | Technical / Basis Team, Data Team (Syniti) |
3 | Raise issues as defects if Req # 1 to 2 are not met | Data Team (Syniti) |
4 | Repeat Req # 1 to 3 if required) | Data Team (I2M), Data Team (Syniti) |
Selection Screen
Not Applicable| Selection Ref Screen | Parameter Name | Selection Type | Requirement | Value to be entered/set |
|---|---|---|---|---|
| Not applicable |
Data Collection Template (DCT)
Target Ready Data Collection Template will be created for Project Definitions data with exception of some fields which require transformation as mentioned in the transformation rule.
DCT applicable to project created manually, with project profile, PROJ-PROFL
- Recharge Cost Collectors - Expense Project - Project profile ZPS0004
- Provision Cost collectors - Expense Projects - Project Profile ZPS0005
| Field Name | Field Description | Rule |
|---|---|---|
| PSPID | Project definition | Unique Identifier for the project definition via coding mask starting with "F-000000". 1. Recharge Cost Collectors - Expense Project wth Project profile ZPS0004 2. Provision Cost collectors - Expense Projects with Project Profile ZPS0005 It is a Required Field: Preload Check to be done to confirm that this is field in the Data Collection Template |
| POST1 | Description | Short description, Name of the Project It is a Required Field: Preload Check to be done to confirm that this is field in the Data Collection Template |
| STSPR | WBS status profile | Profile used to Control User Statuses. Automatically Inherited from the Project Profile. Change not allowed. |
| VERNR | No. of Person Resp. | Project Owner Position number Refer configuration table field TCJ04-PS_VERNR for data validation. |
| ASTNR | Applicant no. | This field represent the position of the Project Financial Controller. Refer configuration table field TCJ05-ASTNR for data validation. It is a Required Field: Preload Check to be done to confirm that this is field in the Data Collection Template |
| VBUKR | Company code | Represents legal entity . Refer configuration table field T001-BURKS for data validation. One project per company code per GBU(profit centre) for Provisional Project with profile ZPS0005 One project per company code for Recharge project with profile ZPS0004 It is a Required Field: Preload Check to be done to confirm that this is field in the Data Collection Template |
| PRCTR | Profit Center | Profit Center represent a plant or a site or generic for GBU. Refer master data table field CEPC-PRCTR for allowed values. |
| PLFAZ | Start date | Planned Start date of the Project. , It is a Required Field: Preload Check to be done to confirm that this is field in the Data Collection Template |
| PLSEZ | Finish date | Planned finish date of the Project, Conditional |
| WERKS | Plant | Plant represent a site of Project. Conditional |
| PROFL | Project Profile | The profiles contain default values and control parameters for processing objects and functions in the Project System. Allowed Project Profiles for creation of Project definition: It is a Required Field: Preload Check to be done to confirm that this is field in the Data Collection Template |
| FUNC_AREA | Functional Area | Refer configuration table field TFKB-FKBER for allowed values." It is a Required Field: Preload Check to be done to confirm that this is field in the Data Collection Template |
| USR00 | Legacy Project ID | It remains blank for Project Profiles ZPS0004 & ZPS0005 |
| USR02 | Item Type | It remains blank for Project Profiles ZPS0004 & ZPS0005 PROJ-USR02 = Blank. |
| Instance | Instance where the project definition is to be loaded. (Field required in DCT) |
In conjunction with DCT business user will be provided with Person Responsible / Applicant list for reference.
Extraction Dependencies
| Item # | Step Description | Team Responsible |
|---|---|---|
Not Applicable | Data Team |
Transformation
Prepare target-ready data in the structure and format that is required for loading via prescribed Load Tool. This step also produces the load data ready for business to perform Pre-load Data Validation
Transformation Run Sheet
| Item # | Step Description | Team Responsible |
|---|---|---|
1 | Obtain DCT Sign-off from Business | Data Team |
2 | Execute and Load and perform Transformation | Data Team |
3 | Monitor the transformation progress and ensure performance and completion is within allowed timeframe | Data Team |
4 | Review and Validate Error and Preload Reports | Data Team |
5 | Generate data load count. | Data Team |
6 | Generate Load Files | Data Team |
7 | Log errors as defects, if any and address resolutions. Close defects. | Data Team |
| 8 | Re-transform and re-validate the Pre-load reports if necessary. | Data Team |
| 9 | Validate the transformed file as part of pre-load validation, raise data defects or provide the pre-load sign-off. | Business |
| 10 | Analyze and resolve any pre-load defects logged by business. | Data Team |
| 11 | Repeat steps 7 to 10 if necessary | Data Team |
| 12 | Proceed to pre-load validations | Data Team |
Transformation Rules
| Rule # | Source system | Source Table | Source Field | Source Description | Target System | Target Table | Target Field | Target Description | Transformation Logic |
|---|---|---|---|---|---|---|---|---|---|
| DCT | PSPID | Project definition | S/4 | PROJ | PSPID | Project ID | Mapping from source | ||
| DCT | USR00 | Legacy Project ID | S/4 | PROJ | USR00 | Legacy Project ID | Blank | ||
| DCT | POST1 | Description | S/4 | PROJ | POST1 | Description | Copy from source | ||
| DCT | S/4 | PROJ | STSPR | WBS status profile | Inherit from Project Profile | ||||
| DCT | VERNR | No. of Person Resp. | S/4 | PROJ | VERNR | No. of Person Resp. | Copy from source | ||
| DCT | ASTNR | Applicant no. | S/4 | PROJ | ASTNR | Applicant no. | Copy from source | ||
| DCT | VBUKR | Company code | S/4 | PROJ | VBUKR | Company code | Mapping from source: Company Code Old to new | ||
| DCT | S/4 | PROJ | VKOKR | Controlling area | Default from project profile | ||||
| DCT | PRCTR | Profit Center | S/4 | PROJ | PRCTR | Profit Center | Mapping from source: Profit Center Old to new | ||
| DCT | S/4 | PROJ | PWHIE | Project Currency | Mapping from Company Code | ||||
| DCT | PLFAZ | Start date | S/4 | PROJ | PLFAZ | Start date | Copy from source | ||
| DCT | PLSEZ | Finish date | S/4 | PROJ | PLSEZ | Finish date | Copy from source | ||
| DCT | S/4 | PROJ | KALID | Factory Calendar | Mapping from Plant | ||||
| DCT | PROFL | Project Profile | S/4 | PROJ | PROFL | Project Profile | Copy from source | ||
| DCT | S/4 | PROJ | BPROF | Budget Profile | Inherit from Project Profile | ||||
| DCT | S/4 | PROJ | BESTA | Project stock | Inherit from Project Profile | ||||
| DCT | S/4 | PROJ | PPROF | Planning Profile | Inherit from Project Profile | ||||
| DCT | S/4 | PROJ | PLINT | Integrated Planning | Inherit from Project Profile | ||||
| DCT | FUNC_AREA | Functional Area | S/4 | PROJ | FUNC_AREA | Functional Area | Copy from source |
List of Custom Target Reports for this object is maintained here: Conversion Specification - Custom Reports Register.
The standard upload template to be used for Project Definition (Project Details template) upload in S/4 Hana.
Transformation Mapping
| Mapping Table Name | Mapping Table Description |
|---|---|
| Company Code | Value Mapping: Old to New Company Code |
| T001 | Value Mapping: Currency From Company Code |
| Plant | Value Mapping: Old Plant to New |
| Profit Center | Value Mapping: Profit Center Old to New |
Person Responsible / Applicant | New Position to person name |
Transformation Dependencies
List the steps that need to occur before transformation can commence| Item # | Step Description | Team Responsible |
|---|---|---|
| Ensure all the fields and values are imported into ADM Construction page correctly | Data Team | |
| Profit centers has been created (CEPC) |
Pre-Load Validation
Project Team
Completeness
| Task | Action |
|---|---|
| Generation of Pre-load report | Check all the required fields |
Verify Record Count | SyWay I2M Data Team to verify that the total number of relevant records from the DCT is equal to the total number of records in the Preload and Load Sheets. |
Accuracy
| Task | Action |
|---|---|
Conversion Accuracy | SyWay I2M Data Team to verify that all fields below meet pass the checks:
|
Review Error Reports | Review and correct the errors. Achieve a zero-error record count as much as possible. Raise defects for data remediated and requiring a correction in the source (DCT) data. |
Business
Completeness
| Task | Action |
|---|---|
Verify Record Count | Business Data Owner/s to verify that the total number of relevant records from the DCT is equal to the total number of records in the Preload and Load Sheets. |
Accuracy
| Task | Action |
|---|---|
Conversion Accuracy | Business Data Owner/s to verify that all the data in the load table/file is accurate as per endorsed transformation/mapping rules (and signed-off DCT data). |
Load
The load process includes:
- Execute the automated data load into target system using load tool or product the load file if the load must be done manually
- Once the data is loaded to the target system, it will be extracted and prepared for Post Load Data Validation
Load Run Sheet
| Item # | Step Description | Team Responsible |
|---|---|---|
1 | Load using transaction CNMASSCREATE or Migration cockpit | Data Team |
2 | Load 3 records for < > to validate if data is loaded successfully without errors | Data Team |
3 | Load 3 records for < > to validate if data is loaded successfully without errors | Data Team |
4 | Proceed with full load if steps 2 and 3 are validated | Data Team |
5 | Validate few records loaded by accessing CN41N report | Data Team |
6 | Generate post load report if step 5 is validated | Data Team |
Load Phase and Dependencies
Configuration
| Item # | Configuration Item |
|---|---|
| 1 | Controlling Area |
| 2 | Company Code |
| 3 | Factory Calendar |
| 4 | Currency Code |
| 5 | Project Profile |
| 6 | Budget Profile |
| 7 | Planning Profile |
| 8 | Functional Area |
| 9 | Profile for WBS scheduling |
| 10 | Project Coding Mask |
| 11 | Settlement Profile |
Conversion Objects
| Object # | Preceding Object Conversion Approach |
|---|---|
| 1073 | Profit Centre |
Error Handling
| Error Type | Error Description | Action Taken |
|---|---|---|
| Invalid Data | Project Definition already exist | Correct upload data |
| Invalid Data | No. of Person Resp. does not exist | Correct upload data |
| Invalid Data | Applicant no. does not exist | Correct upload data |
| Invalid Data | Profit Centre does not exist | Correct upload data |
| Invalid Data | Company Code does not exist | Correct upload data |
| Invalid Data | Functional area does not exist | Correct upload data |
| Invalid Data | Two projects per company code not allowed for project with project profile ZPS0004 - Intercompany Recharges | Correct upload data |
Post-Load Validation
Project Team
Completeness
| Task | Action |
|---|---|
Verify Count | SyWay I2M Data Team to verify the record count created in target S/4 HANA by accessing post load reports or standard reports from S/4 HANA. |
Verify Logs | Check if there is data that failed to load and perform the necessary actions (e.g. register as post load issue or attempt to load the record again, etc.). |
Accuracy
| Task | Action |
|---|---|
Conversion Accuracy | Verify that the Project Definition in target S/4 HANA were loaded correctly via Project Builder display and table PROJ |
Business
Completeness
| Task | Action |
|---|---|
| Verify template Project data - Project Definition | Extract data from PS report CN41N in S/4 Hana |
Accuracy
| Task | Action |
|---|---|
| Verify template Project data - Project Definition | Extract data from PS report CN41N in S/4 Hana |
Key Assumptions
- Master Data Standard is up to date as on the date of documenting this conversion approach and data load.
- Project Definition is in scope based on data design and any exception requested by business.
- The DCT should validate the project coding mask numbering as per the SAP instance config.
- Validation / substitution might required to switched off at the time of load