High- Level Specification

Functional Overview

In a typical SAP Project, budget control serves as a foundational mechanism to ensure financial discipline across capital and operational projects. When a WBS element surpasses its assigned budget threshold, based on the configured budget tolerance limits, the system automatically initiates an email notification to the designated Person Responsible for that WBS element (standard functionality).

However, SAP e-mail is old technology and is to be replaced with a Launchpad Notification for Syensqo. Notifications are required to ensure the Project Manager can proactively prevent overspend of the project budget and delays by timely request for supplementary budget approval. This is especially important for capex budgets which are constrained at a GBU level.

Scope and Objectives

Scope: This enhancement aims to proactively notify users of budget overruns by identifying WBS elements with insufficient budget and delivering alerts directly to their SAP "My Inbox" application. This enhancement will be applicable to all budget-controlled projects i.e. projects with project profile ZPS0001.

Objective: The key objectives of implementing this enhancement are:

    Enhanced Visibility: Notifications appear directly in the Fiori Launchpad (bell icon), where users already perform daily tasks. It reduces reliance on external email systems and avoids missed alerts.

    Real-Time Action: Speeds up response time to budget breaches, improving governance and control.

    Scalability & Futureproofing: Easier to extend with push notifications to mobile devices.

N/A

Assumptions

It is assumed that CAPEX project will be budgeted, and availability control status will be active.

The WBS element must possess appropriate system status and user statuses to enable financial postings.

Monitoring and tracking of all budget overrun events should enable notification status checks (success or failure) and the ability to resend notifications if needed.

Dependencies

Person Responsible will be maintained against all WBS elements of a capex project with correct position id. Position ID must be mapped to active resource, and resource must possess valid SAP user credential.

Security, Integrity and Controls

Users must have access to SAP Fiori Launchpad and My Inbox.

Configuration Requirements

The following configurations are pre-requisites for this enhancement:

1. Budget profile must be configured for availability control activation and assigned to Project Profile ZPS0001.
2. Tolerance Limit must be Configured for the budget profile.

Language Requirements

The notification content dispatched to the Fiori Launchpad will be displayed in English.

Special Requirements

N/A

Design Rationale

Functional Requirements

For capital projects in SAP PS, exceeding the defined budget tolerance limit in standard SAP sends an email alert to the designated Person Responsible.

To streamline communication and align with SAP Fiori-based notifications, standard email notifications will not be used. There is requirement for an enhancement that:

• Read the WBS Elements that have insufficient budget status
• Calculate both the assigned cost and total budget of the WBS element and report the available budget by subtracting the assigned cost from the budget.
• Routes insufficient budget alerts to the SAP My Inbox application

Proposed Technology to Use

Data Source Considerations

Data Validation Considerations

Custom Tables

Master Data

Configuration Table

Selection Screen Enhancement

Processing Logic

This enhancement is triggered when a Capex-funded project exists within S/4HANA and a financial posting causes the defined budget tolerance threshold to be exceeded. The following sequence outlines the actions executed by the proposed enhancement:

Steps-

1. Identify budget overrun event and remaining budget: 

A scheduled batch job will be triggered every day to identify WBS elements having system status AVAC + ISBD and user status “In Progress” but excluding WBS elements having any of the system status like Closed, Account Assignment Locked and Deletion Flag.

To identify WBS elements, pass statuses I0005 & I0093 & E0001 in JEST-STAT where JEST-INACT= Blank i.e. status is active for highest change number JEST-CHGNR. (I0005             AVAC Availability Control Active, I0093 ISBD Insufficient budgeting, E0001 IWIP In Progress).

Exclude records where any of statuses i.e. JEST-STAT=I0046 or I0064 or I0076 is active i.e. JEST-INACT= Blank for highest change number JEST-CHGNR (I0046 CLSD Closed, I0064 AALK Account Assignment Locked, I0076 DLFL Deletion flag)

Collect all WBS elements object numbers i.e. JEST-OBJNR and pass it to PRPS-OBJNR to get the WBS element ID PRPS-POSID. 

Ensure that the WBS element is the leaf WBSE i.e. no child WBS element. If child WBS element is found, then exclude this WBS element from the list. Update Logic for Assigned Cost

For each WBS element calculate the Assigned Cost & budget value and compile and derive value Budget- Assigned Cost and currency. 

2. Identify launchpad notification recipients:

Program will identify the posting WBS element in the step 1. For the WBS elements identify corresponding “No. of Person Responsible” assigned. As per design solution “No. of Person Responsible” represent Position ID of a user. Identify the Personnel ID/s of the active person associated with the Position ID/s (refer table HRP1001).

Pass Person Responsible Position in HRP1001-OBJID, where HRP1001-OTYPE= S (Position), system date must be between HRP1001-BEGDA & HRP1001-ENDDA, HRP1001-SCLAS=P (Person) and pick HRP1001-SOBID (Personal ID).

Pass HRP1001-SOBID in PA0105-PERSNO, system date must be between BEGDA & ENDDA. Pick XXXXXX

Derive the SAP login user id from the identified Personal ID (refer table PA0105).

3. Build Notification Payload:

Inside the program, assemble a structured payload containing WBS Element ID, overrun amount and Person Responsible user ID.

For each WBS element compile below message-

Subject: - WBS element A.000000.00 budget almost exhausted

Body: - Diagnosis

The assigned funds are Value=Budget- Assigned Cost "Currency" (identified in step 2) less than budget in WBS element A.000000.00

 4. Trigger notification:

Fiori launchpad notification will be triggered with payload to identified user from step-2.

Volumetrics

N/A

Performance Considerations

N/A

Error Handling

In cases notifications are initiated by the batch job but not received by designated recipient/s, the issue may lie in the sender service's processing or transmission logic. To ensure timely escalation, administrators must have the capability to detect such delivery failures and re-initiate the notification process to the appropriate recipient/s.

Testing

How to Test

Person Responsible must be assigned on each level of WBS elements, ensure that the Person Responsible is Position ID assigned to an user, ideally using the tester’s own user ID. Availability Control will be automatically activated on budget allocation to monitor budget consumption and trigger system responses accordingly. 

Proceed with the following test conditions, ensuring that each WBS element is used for a distinct type of posting.

Test Conditions and Expected Results

Test Considerations/Dependencies

Enhancement E-ERP-167 must be in-place to ensure Person Responsible field is filled by Position ID.

3-4 test position IDs & assigned Personal IDs must be created by the H2R team within the testing organizational units.

Assign tester’s SAP Office User ID to the personal ids. This ensures that system-generated notifications for budget overrun are correctly routed to the tester during execution and validation.

Other Information

Development Details

Package

Enhancement Implementation

Other Development Objects

Appendix

Custom Authorization Group Naming Convention

This table is based on the Syensqo development standards document. It provides the naming conventions for authorization groups to associated with custom reports and tables to comply with security requirements.

See also

Change log