High- Level Specification

Functional Overview

Project budget is approved through the Stage Gate Approval and Variation Approval workflows. After approval, the budget is automatically assigned to the PS project, at level 1 (L1) WBS element as the overall project budget, and at L2 when the PPM decision point is mapped with the PS project L2 (representing a phase). Users can re distribute the budget over the different lower WBS elements. However, users should not be able to modify in PS the total amount of total budget at L1.

Scope and Objectives

The Fiori app Edit Original Budget is used to re distribute the budget. The approved budget on the PPM item is transferred to the PS project and is available at L1/L2 WBS element. The same budget can be re distributed throughout the lower WBS elements with the app. The purpose of this enhancement is to prevent any manual change of the approved overall project budget at L1 on the SAP PS project, while still allowing budget distribution and transfers below L1 (L2, L3, L4).

The standard application allows the user to edit the budget assigned at the L1. This goes against our approval process. This custom development will ensure the approved budget baseline cannot be altered outside the governance workflows. This is an authorization enhancement to grey out the L1 budget field and prevent any direct and indirect modifications to the L1 budget through the app’s Total-Up and Copy functions.

The user will still be able to display the budget on L1 and distribute it across the lower levels. 

The authorization restriction will apply to all PS projects, regardless of whether they are linked to a PPM Item. Since budgets are not managed for PS projects that are not associated with a PPM Item, this change will not cause any issues.

Assumptions

PS projects that are not associated with a PPM Item have no budget assigned and therefore do not require any budget distribution. 

Dependencies

ERP-655 - Getting issue details... STATUS Stage Gate Approval Workflow - Enhancement: Secure that the budget is approved and transferred from the PPM item to the PS project. 

ERP-166 - Getting issue details... STATUS Variation Funding Approval - Additional budget requested outside of the Stage Gate approval is approved and transferred to the PS project. 

Security, Integrity and Controls

This is an authorization restriction applicable for all roles/users involving the Fiori application Edit Original Budget, backend transaction code CJ30.

Configuration Requirements

N/A

Language Requirements

N/A

Special Requirements

N/A

Design Rationale

Functional Requirements

• The Edit Original Budget app is used for distributing the project budget across WBS elements. The backend transaction code is CJ30. 

• Currently, this app allows users to change the budget at the L1 WBS Element, both directly and indirectly (via Copy functions or Total Up). 
• While it makes sense for the lower levels to remain editable, the L1 (highlighted in the above print screen) should not be editable. 
• Enhancement Requirements:
  • Check if the SAP PS project is linked to a PPM item.
  • If so, the budget field for the L1 WBS Element must be set to display-only, preventing any direct manual updates.
  • The authorizations must also block any indirect changes to the L1 budget through the Copy functionalities.
  • Users must still be able to distribute the budget to lower-level WBS Elements (L2, L3, L4) as needed.
  • Any requests for additional budget at L1 must continue to follow the established Stage Gate or Variation Approval workflows, from the PPM item.

Proposed Technology to Use

Data Source Considerations

N/A

Data Validation Considerations

N/A

Custom Tables

N/A

Master Data

N/A

Configuration Table

N/A

Selection Screen Enhancement

N/A

Processing Logic

• The solution will be implemented as an authorization enhancement using:
  • Check that the PS project is connected to a PPM item:
    • If the project id exists in table /RPM/ITEM_D, then apply the below authorization restriction.
    • If not, no authorizations restriction
  • Enhancement: CNEX0002
  • Exit: EXIT_SAPLCNAU_002
  • Authorization Control: Restrict Activity 27 (Change), Allow Activity 28 (Display)
  • Only applied to the L1 in the PS project structure:

• This approach has been tested and confirmed to prevent both direct edits and changes via the copy and Total Up functionality which will cause a change at the L1 WBS Element.
• This restriction is applicable to all roles/users with access to the FIORI app Edit Original Budget and the backend t-code CJ30. 

Volumetrics

N/A

Performance Considerations

N/A

Error Handling

N/A

Testing

How to Test

To be tested with a PS project linked to a PPM item with approved budget and a PS project not linked to a PPM item, with assigned budget. 

From the Fiori app My Portfolio Items, a PPM item created. The PPM item allows to request or assign a budget to PS project via the Stage Gate approval or variation approval. It is recommended to use a PPM item already approved to validate the authorization restriction. 

Test Conditions and Expected Results

Test Considerations/Dependencies

N/A

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