2.0 Business Process

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.

4.2 Process Detail 

4.2.1.  Report/Process Definition 

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:

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).  

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.

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):

4.2.2. KPI's/Calculations/Indicators 

Indicators available: 

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

5.0 Non-functional Descriptions 

5.1 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.

5.2 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.

5.3 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.

5.4 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. 

5.5 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.   

5.6 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.  

5.7 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).

5.8 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).

5.9 Refresh of the Data

The load of the data into BW is on a daily basis.