High- Level Specification

Parameter	Value
Application System	SAP S/4HANA - CUI instanceSAP S/4HANA - China instance SAP S/4HANA - Rest of World instance
Business Process Reference	10.02.04.01. Manage Project Settlement and Closure

Functional Overview

This functional specification defines the custom development required to automatically replicate specific PPM Item User Statuses to linked PS Project and WBS Element User Statuses.
The enhancement ensures that when an Item in PPM is updated to statuses: TECO/Cancelled, Closed/Cancelled or On Hold, the corresponding PS User Status is automatically set on the associated Project Definition. 

Scope and Objectives

Standard PPM to PS integration (via DFM configuration) supports mapping PPM Item Status to PS System Status only.
Since Cancelled and On Hold are User Statuses in PS, standard functionality cannot be used, requiring custom development.

The objectives of this Functional Specification are to ensure consistency between PPM and PS project status management by synchronizing User Statuses across both modules whenever a relevant status change occurs in PPM.

Assumptions

N/A

Dependencies

PPM item status configuration defined.

DFM configuration to synchronize PPM item status with SAP PS project system status.

SAP PS user statuses Cancelled and On Hold defined. 

Security, Integrity and Controls

N/A

Configuration Requirements

N/A

Language Requirements

N/A

Special Requirements

N/A

Design Rationale

Functional Requirements

1. Automatic Synchronization

When a user sets the Item Status in PPM to one of the below statuses:

• TECO/Cancelled 
• Closed/Cancelled
• On Hold

The corresponding PS Project and its WBS Elements must automatically receive the corresponding PS User Status. 

PPM is the controlling application. Users must not manually adjust the PS status for these cases.

The solution must ensure aligned user statuses between PPM and PS at all times.

The update must occur:

• Immediately upon Item status change
• With error logging and alerting in case of failures

2. Update related WBS elements with Cancelled or On hold statuses

When the status "Cancelled" or "On Hold" is assigned to a project definition, the same status must be automatically assigned to all underlying WBS elements. The replication should occur immediately upon status assignment at the project level.

3. Reversibility

If the PPM item status is changed from On Hold, TECO/Cancelled or Closed/Cancelled to another allowed status as per PPM configuration, the status change must be reflected on the SAP PS project, and removed from all dependent WBS elements.: 

4 If corresponding SAP PS status is locked for edit by a user, do not allow the change on the PPM item. Error message in PPM stating that the SAP PS project is currently being used by user id, and therefore the status change is not allowed. 

Proposed Technology to Use

Implement BADI RPM_PROJ_CUST_FIELDS to trigger synchronisation and update the PS using BAPI.

Data Source Considerations

Data Validation Considerations

N/A

Custom Tables

N/A

Master Data

N/A

Configuration Table

N/A

Selection Screen Enhancement

N/A

Processing Logic

1. Detect change in Item Status.

If the field STATUS on the PPM item (table /RPM/ITEM_D) is changed to values On Hold, TECO/Cancelled, Closed/Cancelled:

• Identify related SAP PS Project definition: PPM item id = PS Project definition id.
• Set PS User Status on the SAP PS Project definition to the corresponding PS user status:

• • Set/remove User Status accordingly using: STATUS_CHANGE_IN_PROJECT or BAPI_BUS2001_SETSTATUS

2. Automatic Replication of User Statuses "Cancelled" and "On Hold" from Project to WBS Elements

For each WBS element, if the status is being set on the project, set the same status on the WBS element (if not already set). 

If the status is removed from the project definition, it should also be removed from the WBS elements. 

• • Identify the related WBS elements: 

Table PRPS field PSPHI = Project id

• • Use standard SAP function modules or BAPIs for status updates, such as BAPI_BUS2054_SET_STATUS for WBS elements.

3. If status is changed from On Hold, TECO/Cancelled, Closed/Cancelled to another value:

• Identify related SAP PS Project definition: PPM item id = PS Project definition id.

• Set/remove User Status accordingly using: STATUS_CHANGE_IN_PROJECT or BAPI_BUS2001_SETSTATUS

4. If the status update fails because the PS Project is locked:

• Display a meaningful error message to the PPM user: “Status update cannot be applied because Project <Project ID> is currently locked in SAP PS by user <username>. Please try again later.”

• The status change is not saved on the PPM item. 

• Log the failure in the PPM log or message queue.

Volumetrics

Unknown.

Performance Considerations

N/A

Error Handling

All failures logged in SLG1.

In case of failure the status change will not save. So the user will receive an error message, and can re iterate the status change save. 

Testing

How to Test

To test the solution, open the PPM application and update the PPM item status to the relevant statuses (On Hold, TECO/Cancelled, and Closed/Cancelled). After saving, verify that the corresponding SAP PS project and its associated WBS elements reflect the same status changes. Additionally, confirm that reversing these statuses in the PPM item also reverses the statuses in the corresponding SAP PS project and WBS elements.

Test Conditions and Expected Results

Test Considerations/Dependencies

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