1.0 Overview
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Provide an overview of the app (e.g Domain, key processes, purpose of the app, etc)This application is part of the Finance domain and its based on SAP CO Order postings, including Actual postings and Commitments from 2015 and describe the Environmental & Rehabilitation (ER) expenses. |
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For this Application the access is provided based on the BW menu "ER - Environamental & Rehabilitation Expenses Analysis" and it's done via Service one. Fill the form In SAP system select the "WBP - BW Business Warehouse" In WBP - BW Business Warehouse : Select the Business Role select the "ER - Environamental & Rehabilitation Expenses Analysis" Describe the key User profiles that exist for the application. General role/Viewer role: Approver role: |
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Target Users:As examples: Controllers / Accountants Teams from HSER for the Industrial - Environmental and Rehabilitation scope (approximately 10 users). |
VERSION | DATE | MODIFIED BY | DESCRIPTION |
0.01 | dd15.mm09.yyyy2023 | Inês Vilares<Insert name> | Initial draft |
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2.0 Business Process
The responsible team for this process is actively engaged in monitoring data from closed sites (where production has stopped) and providing support to operational sites in effectively managing their environmental obligations in compliance with regulations related to ground pollution.
At these sites, substantial financial resources are allocated, and budgets need to be prepared for the upcoming years (10/15 or even 20 years ahead) since exist recurrent activities and specific projects, such as site decontamination, may arise. Considerable financial resources are expended globally on these endeavors, it's important to have a track expenditures. It is crucial to generate precise reports for each site, detailing expenses and allocating charges to the appropriate accounts.
Biannually, in May and October/November, updates are performed on environmental provisions, and these updates are integrated into the financial department and the group's accounts. Additionally, quick assessments are conducted in February and September to identify if something significant can change, since these changes can have a direct impact on the figures provided to the finance department. Consequently, monthly monitoring of expenses in this context becomes particularly vital.
The analysis is done approximately on 330 sites.Capture the business process that the application supports . This can be describe through a process diagram or a business capability model
3.0 Application Feature Overview
Information about the existent Workbooks and the respective BW queries.For this application find below all the workbooks available:
| Reports | Definition | Prompts | BW Workbook Query | Query Technical Name |
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4.0 Functional Specification
4.1 General Data/Calculations
This section will approach the concepts/definitions that will be used in all the reports and required to understand the data from the reports.
Could be specific fields, closing activities, additional information to work and understand the reports.
4.2 Process Detail
4.2.1. Report/Process Definition
<insert link>
This section represents the process with detail information for the application. Can include specific or special cases, complex logics , calculations, flows, among others.
4.2.2. KPI's/Calculations/Indicators
Indicators available:
- XXXX
- XXXX
Indicatores/KPI's
Definition
Calculation/Extraction of data
Can be a field, a program, something that was created or the report
What are we looking for ? Why has this KPI been created/developed? What is the goal of monitoring this data ?
How is the calculation, or if it's a program what are the steps or how the data is extracted if it's by files
BW - Environ. & Rehab. database (Core Workbook) | This report shows the amounts regarding the costs with the environmental and rehabilition expenses for all orders in the scope for the following measures:
| Mandatory:
Optional:
| BW_WBK_ER_0002 | BW_QRY_MVCOOP01_0002 |
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| BW - Environ. & Rehabilition expenses analysis (Core Workbook) | This workbook contains the same information as the "BW - Environ. & Rehab. database (Core Workbook)" splitted by time frequency:
| Mandatory:
Optional:
| BW_WBK_ER_0001 | BW_QRY_MVCOOP01_0001 |
4.0 Functional Specification
4.1 General Data/Calculations
For these reports, it’s important to understand some concepts which will allow the user to work with the reports and analyze the data.
| Consolidation View | The query takes the integration rate of the company and the partner from a table managed by GAR.
In this way, the user has 4 options:
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| BFC site | Order attribute entered as External number in SAP Ex.: LIVOU, HALIF, LILLE… NB: relevant for authorizations |
| Orders | Refers to a cost object used for tracking and controlling costs related to specific activities, projects, or production processes within an organization and we have this information through the postings in SAP CO document. Ex.: 900100 CUBAT-BIOSOL PROJECT (WP1), 5900160 THOROF-GROUNDWATER (PF1)… NB: codification is quite different between WP1 and PF1 areas |
| Order Type | Are used to categorize various cost objects and represent specific business processes within the Controlling module. These order types are used for cost tracking, budgeting, and monitoring purposes. For this scope the order attribute entered in SAP to distinguish Recurring (Y998) and Non Recurring (Y999) Environmental Cash-out orders. |
| Object class | Specific order attribute entered in SAP to distinguish CAPEX (invest.) from OPEX. In the Process Detail we explained how we have this data. Ex.: OC is for CAPEX |
| Cost element | It's a categorization used to track and classify expenses incurred by an organization. It represents a specific type of cost, such as wages, materials, rent, or utilities, and serves as a fundamental building block for cost accounting and reporting. Cost elements are essential for allocating and analyzing costs within the SAP CO module. It's the P&L account used to post the amounts in SAP CO document. Ex.: 98300207 MAINTENANCE (WP1), 6122040000 Waste treatment (PF1) NB: codification is quite different between WP1 and PF1 areas |
| 1/2/3 - CE grouping | Hierarchy based on Cost elements and Object class combinations. In the Process Detail we explained how we have this data. Below an example of one CE grouping hierarchy: 1 - CE grouping: ER (Environmental & Rehabilitation) 2 - CE grouping: Z-ENVEXP (expenses) and Z-ENVREV (revenues) 3 - CE grouping: Z-DISMT, Z-ENVLEG, Z-REMEDO… |
| Period | Derived from Posting date (Actual) or Scheduled delivery date (Commitments) in SAP CO document Ex.: 1, 2… |
| PO number/item | The PO (Purchase Order) number is a unique identifier assigned to a specific procurement transaction. It is used to track and reference the details of a purchase, including the items, quantities, prices, and delivery schedules associated with the order. Each line item within a purchase order is identified by a "PO item" or "Purchase Order item," which provides a detailed breakdown of the products or services being acquired. Costs incurred through purchase orders can be allocated to specific cost centers, internal orders, or projects. This PO document and item in SAP, including text of item. Ex.: 4502341051/20 Zone I site investig, 4201086557/20 PINCEL RETROPROJ PT… |
| Profit Center | It is a specific organizational unit or segment within a company that is used for tracking and managing financial performance. It is designed to analyze and report on the profitability of individual parts of the organization, such as business units, product lines, geographic regions, or departments. Profit Centers enable businesses to assess their financial results, allocate costs, and make informed decisions to optimize profitability and resource allocation. Order attribute entered in SAP (to determine GBU in WP1 area): |
| Resp. cost center | Refers to a specific cost center that has been assigned responsibility for managing and controlling certain costs within an organization. Cost centers are used to track and manage expenses related to specific departments, teams, or functions, and a responsible cost center often plays a key role in overseeing and controlling these expenses. Order attribute entered in SAP: |
| Vendor | Vendor information as number and name entered in SAP in the PO header. See the examples below: Ex.: 55171 ETABLISSEMENTS KAISER (WP1), 2110192 THE BRIGGS COMPANY (PF1)… NB: codification is quite different between WP1 and PF1 areas |
4.2 Process Detail
4.2.1. Report/Process Definition
| Domain | Finance |
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| Application | BW reports under ER - Environmental & Rehabilition expenses analysis |
| Provider | MVCOOP01 |
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For this scope to analyze the costs it's only relevant the orders with type Y998 (Environmental cash-out (Recurring) and Y999 (Environmental cash-out (Non-Recurring). Please see below a more detail information for each workbook. |
BW - Environ. & Rehab. database (Core Workbook)
As mentioned this workbook show all the information for the ER expenses based on the order types Y998 and Y999 in only one report/sheet.
In the report it's possible to add several dimensions depending on the analysis on this costs. It's possible to check the data on PO number level or just checking the data analyzing only the orders envolved in the expenses.
For this report it was enhanced the "CE grouping fields" and they are attributes for the combination of "Object Class" and "Cost Element" fields. The maintenance of this combinations are from a flat file where we have all the required combinantions between these two fields and the CE grouping are attributes of the combination. This is uploaded directly in BW side and the business is responsible for the list of combinations and if it's needed to add or change they need to create a ticket and in DT team the technical colleagues will do this in BW side.
BW side table: /BIC/MC_CE_SCOP
BW - Environ. & Rehabilition expenses analysis (Core Workbook)
This workbook contains the same information as the "BW - Environ. & Rehab. database (Core Workbook)" splitted by time frequency:
Periodic View
- Only periods up to Fiscal year/Period entered in prompt are displayed (followings are empty);
- Commitments are only shown in reporting if period entered in prompt is the current one (otherwise, corresponding columns are empty); this is the whole amount of current Commitments, not dependent from Fiscal year/Period entered in prompt;
- Amounts in CO area curr. can be converted in EUR if entered in prompt;
- YtD calculation is the sump of amounts from January to Fiscal year/Period entered in prompt; YtD variance calculation is based on CO area / EUR currency.
Selected Quarter View
- P1Q is the 1rst month of quarter defined according to Fiscal year/Period entered in query prompt, P2Q the 2nd and P3Q the 3rd
ex.: for 05.2015 = 2nd quarter of 2015 → P1Q = 04.2015, PQ2 = 05.2015 and P3Q = # (empty); - Commitments: idem Periodic view;
- Amounts in CO area curr. conversion in EUR: idem Periodic view;
- YtD calculation/variance: idem Periodic view
Quarterly View
- Q1 is the 1rst quarter of the year defined according to Fiscal year/Period entered in prompt, Q2 the 2nd, Q3 the 3rd and Q4 the 4th. Only quarters less or equal than the one derived from Fiscal year / Period entered by user are valuated;
i.e.: for 05.2015 entry = 2nd quarter 2015 → Q1 = 01 to 03.2015, Q2 = 04 to 05.2015, Q3 = # (empty) and Q4 = # (empty); - Commitments: idem Periodic view;
- Amounts in CO area curr. conversion in EUR: idem Periodic view;
- YtD calculation/variance: idem Periodic view
5.0 Non-functional Descriptions
5.1 Usability
as per standard.
5.2 Regulatory Compliance
as per standard.
5.3 Security
as per standard.
5.4 Performance
as per standard.
5.5 Reliability
as per standard.
5.6 Scalability
as per standard.
5.7 Compatibility
as per standard.
5.8 Availability
as per standard
5.0 Non-functional Descriptions
Please populate the relevant section and delete those that are not applicable.5.1 Usability
Usability is about the ease with which a User can learn to start using the solution and the ease with which they can use the system. In addition to ease of learning and ease of use, usability also includes areas such as ease of recall, error avoidance and handling, accessibility among others e.g., 99% of metadata entry Users who have use the Maintenance Dashboard should be able to change filters, extract etc., when required. Maintenance data will be centrally stored in the Google Cloud platform, which will be available to other applications e.g., and Dashboards if needed.
5.2 Regulatory Compliance
Software systems must comply with legal and regulatory e.g., GDPR requirements, this can change depending on country, organisation industry and / or region. The software systems must be secure from unauthorized access. The Maintenance Dashboard will comply with Solvay’s regulations and compliance e.g., access only granted to authorized Users.
5.3 Security
Security refers to essential aspects that assure a solution and its components will be protected against unauthorized access or malware attacks. Important considerations related to security aspects of a system are User authentication, User authorization or User access privileges, data theft, malware attacks, data encryption, and maintaining audit trails, e.g., only Users with administrator access shall be able to create new accounts and assign data access privileges to the new accounts e.g.,
- All data will be encrypted in the dashboard
- Only authorised Users / Administrative Users will be able to access data.
- Maintenance data will be split between either SCO or ECO, and Users will only have authority to one Entity data.
5.4 Performance
Performance defines how fast a software system or a particular section of it responds to certain User actions under a certain workload. In most cases, this metric explains how long a User must wait before the target operation happens e.g., the page renders, a transaction is processed, etc., given the overall number of Users now. Performance requirements may describe background processes invisible to Users, e.g., backup and speed of data transfers.
5.5 Reliability
Reliability is the ability of a solution or its component to perform its required functions without failure under predefined conditions for a specified time / period. Reliability can possibly be specified in terms of average time system runs before failure occurs, percentage of operations completed successfully within a time / period, maximum acceptable failure probability, or number of failures within a period. Reliability aspects are in reference to (but not limited to) evaluation of the system to be considered as reliable, classification of reliability defining failures vs. regular failures, and the impact of failure on business operations. The Maintenance Dashboard will display data from the previous refresh of data.
5.6 Scalability
Scalability refers to the degree to which a solution can evolve to handle increased amounts of work. The increased amount of work could be in terms of the user base, transactions, data, network traffic, or other factors e.g., the system should be able to handle an additional load of a maximum of 5,000 Users every month for the next 6 months without any noticeable performance impacts.
5.7 Compatibility
Interoperability is the degree to which the solution is compatible with other components. It is a measure of how effectively the system interoperates with other software systems and how easily it integrates with external hardware devices.
Interoperability aspects to be discussed during elicitation are in reference to (but not limited to) software systems to be interfaced with along with data / messages to be exchanged and any standard data formats, hardware components to be integrated with, and any standard communication protocols to be followed e.g., Order Management system will push the order file into a secured file transfer protocol server from where it will be loaded into the system through a daily job. To guarantee between Google Cloud platform and SAP BW Queries e.g., BW_QRY_MVPMOR01_0002, Solvay has introduced a new tool called Xtract (Xtract).
5.8 Availability
Availability is the degree to which the solution is operable and accessible when required. It is a measure of time during which the system is fully operational e.g., available for use and sometimes included as a Service Level Agreement (SLA) considering its criticality to the business, e.g., the system shall be at least 99% available on weekdays between 09:00 to 18:30 Central European Time (CET).
5.9 Refresh of the Data
Frequency, data, and time of the data refresh in the data productThe data load is once per day in the early morning..