2.0 Business Process

3.0 Data Catalogue

N/A (this should be redirect to a link with the information for each field and contains some columns with functional and technical information)

4.0 Application Feature Overview

N/A

5.0 Functional Specification

5.1 General Data/Calculations 

For these reports, it’s important to understand some general concepts which are transversal to all the reports which allows the users to work with the reports in the same way as the SAP system and BFC tool.

The query takes the integration rate of the company and the partner from a table managed by GAR (Group Accounting Reporting).

• If Conso method = 50 (Equity) , 20 (Not Conso.) or 60 (Not Equity), Rate = 0%; 
• If Conso method = 10 (Fully Conso), Rate = 100%; 
• If Conso method = 30 (Prop), Rate = Integration percentage

The formula to retrieve the consolidated sales is in line with BFC:

Consolidated Sales  = Amount * Max [ 0, Integration Rate of CY (tingsoc) -  Integration Rate of Partner (tingpart) ]

Internal Sales  = Amount * Min [ Integration Rate of CY (tingsoc), Integration Rate of Partner (tingpart) ]

The integration rate of the partner is managed on the TRADING PARTNER. For specific cases some external customer must be considered as internal for certain company code (joint venture for example) . For cases the Partner integration rate is taken at the crossing Sold To/Company code. 

In this way, the user has 4 options:

• Option 0 - Legal view: No intercompany eliminations are taking into account;
• Option 1 - Consolidated view (for Solvay group): Takes into account the intercompany eliminations (using company code master data);
• Option 2 - same logic as option 1 but the data is the consolidated view for Eco Companies
• Option 3 - same logic as option 1 but the data is the consolidated view for Sco Companies

The concept for GBU doesn't exist in SAP but it’s a requirement to have in BW since in BFC we have this definition.

WP1 Logic: (to be completed)

PF1 Logic: (to be completed)

All the PS queries use the same type of currency conversion: 

• Rate used : CAR3 (See Exchange rates page for details)
• Time : Fiscal Period

This means that each document will be converted with the rate available for the posting date of that document.

IE : Documents posted in January will be converted with the January rate, even if you run the report in february.

Depending on the key figure, the "Period" will be different :

Budget : the date will be the start of the project (WBS Creation date)

Commitments : Rate available at the theoretical reception date if the date is in the past, or current rate if date in the future.

Plan : Rate available at the month of the plan data.

PEC : Rate available at the reception date.

Cash – Payments : Rate available at the invoice reception date.

Cash – Down payment : Rate available at the down payment posting date.Cash – Non-Purchase requests (Stocks, Hours) : Rate available at the cost reception date

The PRS is one dedicated SAP environment (based on PF1) whose aim is to unify some structural information as Master Data information for customers, vendors, company codes, etc. For this, depending on each master data we are referring to, we have specific tables created to maintain the data and have the configuration from source systems to BFC definition and alignment. 

5.2 Process Detail 

5.2.1.  Report/Process Definition 

PS - Project System (WBP)

BW RTR - PS Project Costs (WBP)

3.0 Application Feature Overview

For this application we have the main workbook New Cum. Project Costs & Cash Out (Core Workbook) the other workbooks are just a different display of this main data. Below we have all the workbooks available:

4.0 Functional Specification

4.1 General Data/Calculations 

For these reports, it’s important to understand some general concepts which are transversal to all the reports which allows the users to work with the reports in the same way as the SAP system and BFC tool.

Key Figures Definitions

For this process we have different moments where the key figures will show different information depending on which time we are checking the data and in which step we are in the process. See below the steps and how the key figures are calculated depending on the moment we are reporting and how the steps impact on this calculations:

Project Reporting by WBSE:

For the actual costs/PeC we have the information through the costs posted (values or quantities) directly to the WBSE or the information can be from a PM Order first. As we saw in the example above in the PO document we can assign the data to a different CO objects. With this, depending on the assignment, we can have the following distribution:

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When the costs are assigned to a PM Order, we can have some limitations:

• Only in the month end it’s possible to see the values in the WBSE (due to the settlements which is a process in the end of each month to transfer the values from a CO object to another CO object);
• When the settlement is done, the information assigned to the PM Order is lost (e.g.: PO number, vendor information, etc).

Since it’s possible to have the costs from two different ways to be allocated to the WBSE, in the BW we have two views to facilitate the information to the users and they can see what is the best fit for their analysis.

In the reports we can have the variable “Project enlarg. To PM (1=Yes/0=No)” in the prompts:

Value 0: contains PS + PM entries on WBSE where we have all the data but without the details from the primary posting on PM Orders; 

Value 1: Value 0: contains PS + PM Orders with the most detailed information related to primary posting on PM Order (PO, Vendor…) on a daily basis.

Cash Out calculation:

The cash out represents the net of tax paid on WBSE (calculated according to BFC CAPEX definition), including Down payments.

Previously, we saw the process to have the key figures information depending on the moment of the postings and how this influenced the value of Cash Out (CAPEX).

Since in the SAP FI module (vendor/GL) postings doesn’t contain the information for the CO objects (WBS, cost center, order, etc) so in BW the assignment (and sometimes the split) of an SAP single entry is performed according to the assignment of counterpart P&L entries in the same FI document (GR entry) or in FI related document (invoice entry).  

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Additionally, as in working capital we have the factoring part, where due to specific conditions we have some cases where the postings are transferred to the CICC company and the data in the SAP systems (PF1/WP1) will be cleared.

With this, when the invoices are transferred to CICC according to CAMS process are considered to be paid when they are cleared in CICC (PI1 Legal company 0231/4044), and not when they are cleared in the original company (ex. WP1 Affiliate ZFR3) at the time of the transfer. Also the cash out is displayed in the Affiliate (and not in the CICC) point of view.

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Cash Future calculation:

The cash future key figure is the amount which is still to be paid on WBSE where we have two splits:

• Cash Due: when the Due Date > Current Date
• Cash Overdue: when the Due Date =< Current Date

The due date represents the date which is expected that a customer/vendor will be paid. The amounts can be classified as overdue (not paid in the time defined) or due (still in time to be paid). SAP doesn't store due date in database tables but stores the baseline date. In this way, the due date is calculated based on baseline date plus the payment terms defined in the posting or in the vendor master data.

For the cash future the Nnt due date is issued from SAP (Vendor entries) or estimated in BW (Commitments/GL entries):

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5.2.2. KPI's/Calculations/Indicators 

Indicators available: 

• Budget
• Assigned
• Commitments
• Actual Costs (PEC)
• Cash Out (CAPEX)
• Cash Future
• Fixed Asset Supplier (FAS)

4.2

Process

The update of the data is on a daily basis.

5.2.4 BW Queries/Reports

For this application we have the main workbook New Cum. Project Costs & Cash Out (Core Workbook) the other workbooks are just a different display of this main data. Below we have all the workbooks available:

Reference workbook, with all characteristics/key figures listed above, in a multi year/periodic view. It should be executed by Project resp. in Conso. view? = 0 and Project enlarg. to PM? = 1.

Focused on (valuated) quantity postings in hours (H/HR) and days (D/DAYS).

NB: In PF1 area, it also includes Network settlements on WBSE (PS entries with Partner Object Type 0NWA).

Detail 

4.2.1.  Report/Process Definition 

PS Characteristics  

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PS Characteristics PS Characteristics

 

WBS/Project Master Data (CJ20N)

The "responsible" structure

• • Global Business Unit Responsible of WBS
  • Business Unit Responsible of WBS
  • CGU Responsible of WBS
  • Responsible Cost Center of WBS
  • Profit Center of the WBS: This is the responsible profit center. It is NOT the profit center from the WBS found in CJ20N, but the profit center linked to the Responsible cost center

The responsible structure is all based on the Responsible Cost Center of the WBS. It corresponds to the organisation that is actually running the project. From the Responsible CC, BW determines the Profit center and then the CGU/BU/GBU structure from the standard hierarchy.

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In addition, there are also 4 characteristics from the standard costt center hierarchy based on the Responsible Cost center :

• 1 Organisation of WBS
• 2 Function of WBS
• 3 Sub-Funct Grouping of WBS
• 4 Sub-Function of WBS

The WBS Family

*WBS Family : This is the family of the WBS found in the "Customer Enhancement" tab in RCS CJ20N. It corresponds to the professional family of the project.

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WBS/Project Basic Data tab

• Requesting Cost center of the WBS : Req Cost Center from the WBS (Directly from CJ20N)
• Project Type: Classification of the project (used to differentiate investments vs non-invst
• Project Status : Not directly the system status from RCS, but a simplifed status based on it.
• Person Responsible of WBS : Person Respons. in CJ20N (in WBS)
• Person Responsible of Project : Person Respons in CJ20N (in project)
• Priority PS of WBS : Priority in CJ20N.
• Est. Auth. Date (Project) : Start date of the project (for project only)

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WBS/Project Dates tab

• Project Start Date
• Project Finish Date

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WBS/Project Assignments tab

• Controlling Area of the WBS : CO area in CJ20N
• Company code
• Object Class of the WBS : Object Class in CJ20N*Plant
• Location of the WBS: Location in CJ20N

WBS User Fields tab

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Group Code PS : Code of group of the WBS from the user fields tab in CJ20N. This a code used to regroup several WBS. It is used mostly by IT and R&amp;D to group under a single code several projects handled in different companies/controlling areas

WBS/Project Administration tab

• Creation Date (Project) : Creation of the Project object in RCS
• Created By (WBS) : User that created the WBS object in RCS

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WBS/Project Control tab

• investment Reason of WBS
• Investment Reason of Project
• Investment Measure Profile of WBS : Investment profile in CJ20N
• Scale (IM) of WBS : Scale in CJ20N (WBS)
• Scale (IM) of Project : Scale in CJ20N (Project)

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Transaction Characteristics

Document Characteristics

• Key Figure Type : Indicator used to split the data in 3 categories. Field is calculated by BW (doesnt exist in RCS)
  Costs and relevant quantities : PEC & Commitments
  • Down Payment as Operating Expenses : Downpayments
  • Payables Variation : Invoices and GNRI data (FIGL/FIAP)

• Indicator: Cap Goods : Flag from the Invoice that defines if the invoice is related to an investment (Capitalized Goods) or not.
• G/L Account : General Ledger Account.
• Supplier RCS Code : Number and description of the supplier (usually from the PO but could also be from the invoice when there is no PO).
• Purchase Order Number : Contains both the Purchase Order number (45XXXX) and the Purchase Requisition (40XXXX)
• Purchase Order Item Number

Note: The Purchase Order (PO) number and item will only show if the cost is directly coming from a purchased linked to the WBS element. EX : In the case of the PO done on a Project Maintenance Order, the cost will be shown in the report but with no PO number (the information is lost when the cost is transferred from PM Order to WBS)

Note:The Open Invoices and CASH key figures may present issues when displayed at the PO and PO item level. See below about "Invoice Split".Time/Date characteristics

• Calendar fields (Quarter + Year/Month+ Month + Year/Quarter) : This corresponds to the Posting date of the documents.

• Clearing fields (Year/Month + Year + Month + Clearing) : This corresponds to the current clearing date of the documents (Clearing being the date itself).
• Net Due Date + Net Due Month : This corresponds to the Net Due Date of the document.

For the invoices data (FIAP) it's the actual net due date from the invoice. 
For the commitments and GNRI (FIGL) the date is estimated by BW based on the net due date of purchase order (see below "Net due date estimation")

• Date of last PEC of WBS : This is the posting date of the last cost (debit) on each WBS. This field doesn't exist in RCS and is updated by BW each time a new CO document is posted on a WBS.

Miscellaneous characteristics

• Infoprovider : This is a technical field which contains the source database in BW. It's only used by IT as debug information.
• Source System : Technical field to be used in the case of several source systems. Currently un-used since data coming only from RCS
• Currency : This is the local currency. Even if the amounts are converted, this will still show the local currency.

PS Key Figures   

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PS Key Figures PS Key Figures

Overview - Simple example

In this example we consider the case where a purchase order with a value of 100$ w/o tax (116$ with tax) was created and assigned on the project.

Definitions

Commitments (Current)

Definition : It’s the current amount of the purchase requests and orders not yet received. Amount is without tax and in local currency. In the purchase order (ME23N) it corresponds to the "To be delivered"  in the PO header :

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Calculation: None. Amount comes directly from SAP. You can see the details/documents via the CJI5 transaction

About the Posting date for commitments: For the commitment data, the posting date (and all linked characteristics : year, quarter, month) is based on the expected delivery date of the PO/PR : 

Note: This is the present (previous day or current day) value. It doesn't take into account the period selected in the query prompt (it is not possible to get the commitments at a selected date due to the way SAP manages that data)

PEC

Definition : The PEC (Capital Spend) is the actual costs (received costs). This includes the downpayments. The cost can correspond to :

• Purchase orders, the reception of services/goods (at GR date)
• Stock issue : value of the material (at stock issue date)
• Hours : standard cost defined for each hour.
• Transfers (from Maintenance orders etc...)
• Manual entries (CO document) and other adjustments.
• Downpayments

In the purchase order header this corresponds to the "Delivered" value + Downpayments :

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Calculation : None. Data comes directly from RCS and can be checked by transaction CJI6.

Project Reporting by WBSE:

For the actual costs/PeC we have the information through the costs posted (values or quantities) directly to the WBSE or the information can be from a PM Order first. As we saw in the example above in the PO document we can assign the data to a different CO objects. With this, depending on the assignment, we can have the following distribution:

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When the costs are assigned to a PM Order, we can have some limitations:

• Only in the month end it’s possible to see the values in the WBSE (due to the settlements which is a process in the end of each month to transfer the values from a CO object to another CO object);
• When the settlement is done, the information assigned to the PM Order is lost (e.g.: PO number, vendor information, etc).

Since it’s possible to have the costs from two different ways to be allocated to the WBSE, in the BW we have two views to facilitate the information to the users and they can see what is the best fit for their analysis.

In the reports we can have the variable “Project enlarg. To PM (1=Yes/0=No)” in the prompts:

Value 0: contains PS + PM entries on WBSE where we have all the data but without the details from the primary posting on PM Orders; 

Value 1: Value 0: contains PS + PM Orders with the most detailed information related to primary posting on PM Order (PO, Vendor…) on a daily basis.

Downpayments

Definition : The down-payment is the value of the advanced payments done to the supplier. It is also included in the PEC.

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Calculation : None. The data comes directly from RCS and can be checked by transaction CJI6, or directly on the purchase order history (ME23N).

Cash

Cash (or "Cash Out") is the amount paid (Without tax).

• If cost is linked to a purchase order, then it's the amount once the invoice has been paid.
• If cost is not related a purchase order, then it's equal to the PEC (GR).

Formula is  CASH = PEC + Variation of the payables balance. In other words : 

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Where :

• Balance = Amount of all open documents (documents not cleared)
• FIAP = Payables ledger = Invoices.payments, Excluding Downpayments (as DP are already included in the PEC).
• FIGL = General ledger = Provisions/GRNI

Cash Out - About Invoices split by WBS element

In some cases, a Purchase Order (PO) can be assigned to several costing elements (Cost Centers, WBS elements, Orders). 

This happens in two ways :

• Different items in the PO are assigned to different costing elements (Ex : Item 1 on WBS A, Item 2 on Cost Center B)
• There is a settlement rule to share the cost of the item (Ex : 40% on WBS A, 60% on Cost center B).

In this case, the GR will be correctly split and the cost assigned to each element but as there will be only one invoice, SAP will not split the value of the invoice (Payable - FIAP) into each assigned element. 

The result is that by default, the full amount of the invoice will be assigned on the first element found by SAP and the CASH will not reflect the reality.

In order to avoid this, the BW system will split the invoice by WBS/CostCenter/Order in the BW reports.

Case 1 - 1 PO with multiple items assigned to several elements - But 1 single invoice

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In this case BW will split proportional the amount of the invoice by element. In this example, the CASH will reflect only 115$ on WBS1 even though the full value of the invoice (1160$) is assigned on WBS1 in SAP.

Case 2 - 1 PO with 1 item, 1 settlement rule with 2 objects, 1 invoice

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BW will split the amount of the invoice based on the settlement rule.

Simple example (PO - No downpayment)

Additionally, as in working capital we have the factoring part, where due to specific conditions we have some cases where the postings are transferred to the CICC company and the data in the SAP systems (PF1/WP1) will be cleared.

With this, when the invoices are transferred to CICC according to CAMS process are considered to be paid when they are cleared in CICC (PI1 Legal company 0231/4044), and not when they are cleared in the original company (ex. WP1 Affiliate ZFR3) at the time of the transfer. Also the cash out is displayed in the Affiliate (and not in the CICC) point of view.

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Cash Future (and details)

CASH Future is the amount that at some point will have to be paid. This includes :

• Amount of PO's not yet received
• Amount of invoices not yet paid
• Amount received but yet invoiced.

The Cash Future is then split into 2 parts:

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• Cash Due  : amounts that are estimated to be due in the future. This is then split by month : Due M (this month), Due M+1 etc...
• Cash Overdue : amounts that are estimated to be overdue already. 

Due/Overdue are determined by looking at the Net Due Date of the document. Either the actual one (for invoices), or a estimated one (when there is no invoice yet) :

Cash Due and Cash Overdue can be then split into the different types : 

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Cash Due (Actual or estimated Net due Date is in the future): 

• Ordered but Receipt Late : Order exists, but no GR or invoice yet and the requested delivery date is in the past. Net due date is calculated based on the requested delivery date + Terms of payment.
• Ordered,  Receipt in Future : Order exists, but no GR or invoice and the requested delivery date is in the future.Net due date is calculated based on the requested delivery date + Terms of payment.
• Received : GR is done, but no invoice and the estimated net due date is in the future. Net due date is calculated based on the GR date + Terms of payment..
• Invoiced : Invoice has been received but not yet cleared. The net due date is coming from the invoice and is a future date.

Cash Overdue (Actual or estimated Net due Date is in the past): 

• Received : GR is done, but no invoice and the estimated net due date is in the past. Net due date is calculated based on the GR date + Terms of payment..
• Invoiced : Invoice has been received but not yet cleared. The net due date is coming from the invoice and is a past date. 

The Cash Due can also be split by month :

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The period (M for current month, M+1 for next month etc...) is based on the Net Due date. Depending on the case the Net Due date is the actual one from the invoice, or an estimated one based on a date + the payment erms :

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Quantity

It's the quantity received in the costs :

• If the cost is related to a purchase order, then it's the goods receipt quantity
• If the cost is related to a stock issue, then it's the quantity issued
• If the cost is related to hours/days worked, then it's the number of hours.

Hours

Definition : Number of Hours allocated to the WBS. The value associated is included in the PEC.

Calculation : None. The data comes directly from RCS and can be checked in transaction CJI3.

Assigned / Commited

It’s the sum of the current received costs (PEC, excluding Downpayments) and to be received costs from purchase orders (Commitment) 

Budget

Definition : Global authorized amount for the project. The amount is not time-dependant (it's a global amount for the overall duration of the project). Amount is in local currency.

Calculation : None. The data comes directly from RCS and can be checked CJ31.

Group code PS Budget

Definition : Budget for the PS Group code projects grouping. This is currently mostly used by IT and R&amp;D to allocate an overall budget to multi-company projects. Amount is always in EUR

Calculation : None. The amount comes directly from transaction ZWPST004.

PEC Forecast

Obsolete Key Figure - No longer used.

CASH Forecast

Obsolete Key Figure - No longer used..

BW - Cumulated PEC & CASH,  BW - Project Cost detail, BW - Projects PEC & Cash -  This will be checked to see if we need to maintain this documentation or not.

PS - Project costs - Troubleshooting   

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PS - Project costs - Troubleshooting PS - Project costs - Troubleshooting

Enter the GBU in the prompt 

Frequently Asked Questions

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.

5.9 Refresh of the Data

The load of the data into BW is on a daily basis at 4 a.m Paris Time.

6.0 Non-functional Descriptions 

6.1 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.

6.2 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.

6.3 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.

6.4 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. 

6.5 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.   

6.6 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.  

6.7 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).

6.8 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).

6.9 Refresh of the Data

Frequency, data, and time of the data refresh in the data product.