Table of contents
1 Objective and Scope
1.1 Objective of this Procedure
1.2 Scope
2 Abbreviations
3 Responsibility
4 Budget approval and budgeting
4.1 Target process for Projects
4.2 Project Creation
4.2.1 The Standard Project definition
5 Projects types that could be managed for PF1 and WP1
6 Standard Project Definition Creation for PF1 only
6.1 Standard Project Definition (SPD) with country Specificities
7 Demolition Project Creation
7.1 Demolition Project Creation:
7.2 Changing Project – CJ02:
7.3 Project deletion
8 BUDGETING
8.1 Original Budget- CJ30
8.2 Transfer of Original Budget - CJ34
8.3 Change Supplement - CJ37
8.4 Change Return - CJ38
9 Project creation using transaction ZZJ01
9.1 Create PS projects before COLMAR-Start transaction ZZJ01
9.2 Complete the following fields :
9.3 Create Budget and Planned costs-Start transaction ZZJ01 for file before COLMAR
9.4 Complete the following fields :
10 Uploading COLMAR file format
10.1 Create PS projects for COLMAR-Start transaction ZZJ01
10.2 Complete the following fields :
10.3 Create/Change Authorized Budget for COLMAR-Start transaction ZZJ01
10.4 Complete the following fields :
11 Plan Versions only for PF1
12 Cost Planning - CJ40
13 Reports for Budget and Planned costs
13.1 Report CJE0 for PF1
13.2 Report S_ALR_87013558 for WP1

Objective and Scope

Objective of this Procedure

The purpose of this document is to describe the transactions related to the process of investment budget requirement and approval as well as depreciation planning

Scope

This operating procedure (OP) applies to the necessary transactions for approval and planning process of the current PF1 & WP1.

Abbreviations

SU MAC - Service Unit - Management accounting

SPD - Standard Project Definition

PS   - Project System (SAP module)

Capex/COLMAR Team - Department that manage and approve the Budget

BDG - Budget

Responsibility

Budget approval and budgeting

Target process for Projects

Project Creation

The Standard Project definition

Responsibility

Projects types that could be managed for PF1 and WP1

Project types which could be managed are:
N: Normal
C : Current
M: Medium
J: Major
D: Demolition
P: Preliminary/Approach/Test

Standard Project Definition Creation for PF1 only

Note: For Germany, please refer to the Country Specificity topic, on this operational procedure.
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Standard Project Definition (SPD) with country Specificities

Demolition Project Creation

Demolition Project Creation:

There are two situations that might occur with Demolition Project Creation:

1. The demolition project corresponds to a construction project. In this case, the demolition project should get the same numbering (YYAAA) of an existing normal or special project and this demolition project should be created as a WBS under the project XXX/NYYAAA or XXX/SYYAAA, under the following steps:

• Check if the WBS is already added in the WBS structure of the normal or special project, if not SU MAC has to add it using transaction CJ02;
• Insert the budget and cost planning values in the demolition WBS level (CJ30 and CJ40).
  
  
  2) The demolition project is not connected to any further construction. In this case, the demolition project should be created as a new project in transaction CJ01 with the codification sent in the request by Capex/COLMAR team.
  After the creation, the budget and cost planning values should be inserted using CJ30 and CJ40.
  
  
  Demolition Project Remark:
  
  To create a new Project Demolition it is used a SPD as reference. If the SPD used is related to a Investment project you should check the Demolition WBS properties, because it can assume the Investment properties of this SPD.
  
  The WBS Demolition should have the following data.
  
  a) Select the Level 1 Demolition WBS and click in detail :
  
  
  
  b) In Tab Basic Data:
  In ERP:

• Insert in the field Proj. Type - DEMOLITION (ERP)
  
  
  
  
  Then go to Tab Assignments and check the Field Object Class inserting OCOST Overhead.
  
  
  
  
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  Changing Project – CJ02:

  
  

The project update is performed in transaction CJ02.

Before update any project SU MAC has to check if there is any posting amount on WBS Project:

In case of:

• 
  

  1. No posting amount on WBS:
     
     
     SU MAC can proceed in changing the Business Area, Profit Center and Texts fields of general and WBS data.
  2. Posting amount on WBS :
• SU MAC can proceed in changing the Business Area, Profit Center and Texts fields of general data and WBS " level 4 " without any amounts posted data.
• How to proceed regarding WBS "level 4" with posting amounts:
  
  Send a communication to Local Accountants explaining the need to change the original data and informing that they should:
  
  a) Create another WBS " level 4 " for the ones already with value,
  b) Transfer the amounts from the old WBS to the new one.
  c) And block the first one.
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  Project deletion

  
  

  Deletion of projects without budget or planning values

  
  If projects have been created by mistake and the status is still "Created" and neither budget nor planning values have been maintained, it is possible to delete such projects.
  First step is always to check the project status and budgeting. Call up transaction CJ02, enter the project number and push "Enter":
  
  
  
  
  
  
  
  
  
  
  
  
  

  Scroll to the right an check system status: In this case the project could not be deleted directly; you have to set the deletion flag (see SAP description below). If you want to reuse the project number in a new project, you have to rename your project before setting the deletion flag.

  
  
  Call up CJ02. Replace 550 by XXX and click on project definition button :
  
  Replace 550 by XXX like in WBS element:
  
  Click on "Edit", "Status", "Deletion Flag":
  
  Save your data .

  	Deletion of projects with a budget assigned If a project was created by mistake and a budget was already assigned to it, it is not possible to simply delete the project. However, if there are no costs associated to the project, there is a way to correct it. First, go to transaction CJ30 and set the annual and the overview budget values to zero: Save the changes made in the original budget. Then, go to transaction CJ02 and set the status to technically complete (TECO):
  	To have the status set, save the project. After that, set the status closed for the project created incorrectly (CLSD): Save the project. You will have the following system status: Remark: If you want to reuse the project number in a new project, you have to rename your project before setting the deletion flag.
  	Deleting WBS elements ( SAP documentation ) Use Under certain prerequisites you can delete WBS elements directly, that is, delete physically. You cannot undo the physical deletion of WBS elements. You can give WBS elements that cannot be deleted directly the Deletion flag status. They are deleted from the project logically. Prerequisites You can only delete WBS elements directly, if they have the status Created or Released and no postings or assignments to other objects exist. Integrated planning WBS elements can be deleted as long as no planned costs or revenues have been posted. You cannot delete WBS elements with the status Released. Features Set the Deletion flag status for WBS elements if they have any other status than Created or Released. As long as the WBS elements have the status Deletion flag and deletion indicators have not been set, you can cancel the deletion flag. Activities
  Function	Menu Path
  Delete WBS elements directly	Edit → Delete → Delete object or
  Provide the WBS element with a deletion flag.	Edit → Status → Deletion flag
  Canceling Deletion Flags	Edit → Status → Revoke deletion flag

  
  If you delete WBS elements or set a deletion flag for them, subordinate WBS elements, and assignments are also deleted or have a deletion flag set.
  
  
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  To be able to revoke the deletion flag, you must first show the WBS elements that have been flagged for deletion. To do this, choose Edit → Object → _Display deleted → Disp._ The WBS elements with deletion flags are highlighted in grey. You can now cancel the deletion flag for the required WBS elements.

  BUDGETING

  Original Budget- CJ30

  The original budget has to be recorded after approval, release and creation of a new project in the system.
  Call up transaction CJ30.
  Insert Project Definition and click on "Original Budget":
  
  
  First step is the total amount on top WBS element level:
  
  Second step is the annual overview:
  
  Finally: save your data !
  
  For Subsidies Projects you must enter the budget with negative values.
  
  
  To save you have to it without checking:
  
  
  If for some reason the system doesn't allow you to do that, you have to change the budget profile in CJ02:

• To ZZ2003 – Investment w/o ATB-check

Transfer of Original Budget - CJ34

The original budget is never changed with CJ30. To transfer amounts from project or to project or from year to year use CJ34. Call up CJ34 and enter "sender year", "receiver year" and "text".

Enter the "sender WBS element", the "receiver WBS element", "currency" and "amount to be transferred (always use the thousand format , for instance if the related amount is 30 K Eur, it should be inserted the amount 30.000,00 Eur)" and click on button "check (F9)" and save.

Change Supplement - CJ37

This transaction is used to increase the budget amount. Call up CJ37, make the required entry project definition:

Enter the amount to be added in the budget:

Click button "Annual Overview" and enter the annual amounts (only the value to be added in the budget):

Click button "Check (Shift + F4)" and "Save (Ctrl + S)".

Change Return - CJ38

This transaction is used to return unnecessary budget amounts. The screens are similar to CJ37.

Project creation using transaction ZZJ01

For each Project to be created, the program selects the Standard Project created in the corresponding Company/Plant/Business Area, and uses it as template to create the WBS elements.
Notes:

• it is supposed that there is only one standard Project per (company code/plant/business area). The same standard Project is used as template to create WBS for Normal and Special Projects. For all the rest specific Standard project is needed
• If investment reason is B4 (major repair, turn around), the program will select a standard project with investment profile xx0002.

Preliminary:
The file used by CAPEX/COLMAR to exchange data related to CAPEX budgets must be checked and converted to a format accepted by the program:

1. Check the file is correctly completed (especially lines corresponding to Projects to be created). Here are the columns used by the program:

• Column C: Appropriation Request (=code of the Budget in IM: eg MAC-N09001)
• Column D: Budget description
• Column E: Status (only budget with status REL will be treated by the program)
• Column L: currency
• Column N: Total amount
• Columns O to W: yearly amounts. (The year is shifted left every year. For new budgets, column R corresponds to the year of the Approval Year (specified in column AK).Example: End 2008/begin 2009 (= approval year 2009), columns O to W range from <= 2006 till >=2013; column R contains amount for 2009).
• Column AD: plant code (2 or 3 digits plant code)
• Column AF: company code
• Column AK: Approval year
• Column AN: Business area
• Column AS: Investment profile
• Column AT: Person Respons (ID Code)

1. Format the file as required by the program:

• Format cells with budget figures (columns N to W) as numeric with 2 decimals,
• In column N, if cells contains characters ">>>" remove them.
• Delete the title line,
• Save the file as text file (format Text Tab delimited).

Example attached in Excel format:

Create PS projects before COLMAR-Start transaction ZZJ01

You get the following screen:

Complete the following fields :

Click on   to start the program.
Output of the transaction:
1. If executed in test mode, the program will:

• upload the file, check its content and report mistakes in records corresponding to Projects to be created (missing data: plant, business area; project already created)
• list Projects that will be created with reference of Standard project to will be copied.

No SBDC is created.
2. If not run in "Test mode", the program will:

• upload the file
• for each project to be created, search for the standard Project to be copied (in ERP, the plant code (column AD) and Business area (column AN) are used to determine the standard PS Project to be used as template to create the Project).
• Display a list with PS projects and WBS to be created
• Create a SBDC session with related data for CJ01 transactions.

Check the list issued by the program; if the Projects and WBS are correct, then execute the SBDC session with transaction SM35 (background mode).
When the SBDC has finished to run, check its status and correct errors if any.

Create Budget and Planned costs-Start transaction ZZJ01 for file before COLMAR

You get the following screen:

Complete the following fields :

Click on   to start the program.
Output of the transction:
If flag "Test run" not set, the program will:

• upload the file,
• create 2 SBDC sessions for transactions CJ30 (Create Budget) and CJ40 (Create Planned Costs – version AFC).
• list Projects that have been treated.

Then, execute the SBDC sessions with transaction SM35 (background mode).
When the SBDC has finished to run, check its status and correct errors if any.


Remark: PS Projects created by the program, with their budget planned costs can be listed using transaction CN41 and PSIS report CJE0 – 12KST1A.

Uploading COLMAR file format

COLMAR format could be uploading only for the following three options:

• To create PS Projects + WBS level 1 for investment budgets.
• To create/update Budget for these PS projects
• To change Project status to Technical complete (TECO)

A PS project will be created for each type of Project mentioned below that is accepted (status FA or AB) in an Approval Year.
If the PS Project already exists in SAP, the program will give Warning message that the Project already exists.
Project types which could be managed are:
N: Normal
C : Current
M: Medium
J: Major
D: Demolition
P: Preliminary/Approach/Test
For each Project to be created, the program selects the Standard Project created in the corresponding Company/Plant/Business Area, and uses it as template to create the WBS elements.
Notes:

• it is supposed that there is only one standard Project per (company code/plant/business area). The same standard Project is used as template to create WBS for Normal and Special Projects. For all the rest specific Standard project is needed
• If investment reason is B4 (major repair, turn around), the program will select a standard project with investment profile xx0002.

Preliminary:
The file used should be downloading of proper Query in COLMAR application. It must be checked by BO team and converted to a format accepted by the program:

1. Check the file is correctly completed (especially lines corresponding to Projects to be created). Here are the columns used by the program:

• Column C: Approval year
• Column D: PS Project ID
• Column E: PS Project description
• Column F: Status (only budget with status FA or AB will be treated by the program for Project creation and Status TC for Change Project status)
• Column O: Plant code (2 or 3 digits plant code)
• Column U: company code
• Column W: BFC GBU
• Column Y: Family Inv. Project
• Column AC: Investment reason
• Column AE: Investment type (in PF1 called Scale)
• Column AG: Forecaster (in PF1 linked to Responsible person) - it is the user ID of Project forecaster in COLMAR which we are linked to field Responsible person
• Column AH: Currency
• Column AI: Project group
• Column AJ : Profit center/Business Area
• Column AK: Authorized (Total) amount (should be w/o Currency format)
• Columns AL to AQ: yearly amounts. (The year is shifted left every year (Y+1). For new budgets, column C corresponds to the year of the Approval Year (specified in column AM).Example: End 2015/begin 2016 (= approval year 2016), columns AM to AR range from = 2016 till >=2021; column AM contains amount for 2016).

Notes:
Field Family Inv. Project (Column Y):
In the table below we have possible entries for field Family Inv. Project. As we have difference between values in COLMAR and PS PF1 system, we use table ZZS_T900 to make the mapping between both:
*in yellow color are entries in the table ZZS_T900

Field: Investment type – Scale
In the table below we have possible entries for field Investment type in COLMAR application which corresponds to field Scale in PS module. As we have difference between values in both systems, we use table ZZS_T900 to make the mapping between both.

Field Responsible person: As in COLMAR we do not support the Responsible Persons numbers we can link another field called Forecaster User ID to the proper person in PS. To find the proper Responsible person code in PS module we have accurately to update current table to manage both fields.
Transaction: OPS6
Table: TCJ04, access with transaction SM30
System: PF1_020

1. Format the file as required by the program:

• Amount in Budget figures (columns AL to AQ ) are in Unit Currency and No decimals
• Delete the title line,
• Save the file as text file (format Text Tab delimited) without Header line.

Example for all the options attached in Excel format:

Create PS projects for COLMAR-Start transaction ZZJ01

You get the following screen:

Complete the following fields :

Click on   to start the program.
Output of the transaction:
1. If executed in test mode, the program will:

• upload the file, check its content and report mistakes in records corresponding to Projects to be created (missing data: plant, business area; project already created)
• list Projects that will be created with reference of Standard project to will be copied.

No SBDC is created.
2. If not run in "Test mode", the program will:

• upload the file
• for each project to be created, search for the standard Project to be copied (in ERP, the plant code (column O) and Business area (column AJ) are used to determine the standard PS Project to be used as template to create the Project).
• Display a list with PS projects and WBS to be created
• Create a SBDC session with related data for CJ01 transactions.

Check the list issued by the program; if the Projects and WBS are correct, then execute the SBDC session with transaction SM35 (background mode).
When the SBDC has finished, check its status and correct errors if any.

Create/Change Authorized Budget for COLMAR-Start transaction ZZJ01

You get the following screen:

Complete the following fields :

Click on   to start the program.
Output of the transction:
If flag "Test run" not set, the program will:

• upload the file,
• create 1 SBDC sessions for transactions CJ30 (Create Budget)
• list Projects that have been treated.

Then, execute the SBDC sessions with transaction SM35 (background mode).
When the SBDC has finished, check its status and correct errors if any.

Plan Versions only for PF1

0 Initial cost estimate (SAP standard version for CO objects)

AFC Anticipated Final Cost (up to date best forecast) is the Solvay version for revision of plan data.

Cost Planning - CJ40

This transaction includes initial cost estimate as well as changes (supplements, returns etc.). Entries are possible on all levels of WBS element. Call up the transaction, enter a project definition or WBS element and select the wanted version:


CJ40
Similar to transactions for budgeting, entries for overall and annual overview are possible:



For Subsidies Projects, the values must be negative!

The report includes the most important figures: plan, budget, actual cost and down payments, commitments, assigned and available amount

Report S_ALR_87013558 for WP1

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The report includes the most important figures: plan, budget, actual cost and down payments, commitments, assigned and available amount





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