High- Level Specification

Parameter	Value
Application System	SAP S/4HANA - China instance SAP S/4HANA - Rest of World instance
Business Process Reference	10.02.03.04. Manage Project Time Allocation

Functional Overview

The Functional Specification ERP-164 defines the requirements for enabling an additional WBS element fields to be used in My Timesheet and for time entry records to be saved in CATS.

This specification addresses the creation and management of the custom table that will serve as the source table for Posting WBS elements, the field used by users to book time in CATS..

Scope and Objectives

The objective of this document is to define the requirements for creating and maintaining a custom table that controls which WBS elements can be used for time posting in CATS. The table will contain WBS elements created locally and consolidate WBS elements from all three SAP instances flagged as Cross system. In addition to the WBS identifier, the table will be enriched with attributes which will be used to facilitate the time booking process.

3 major steps: 

• Custom Table Creation: Designed based on WBS element' standard master data table (PRPS) and enriched with validation attributes.

• Population & Maintenance Logic: A program , executed as a scheduled batch job, will regularly update, add, or remove WBS entries based on their current status and attributes.

• Cross-System Synchronization: Ensures consistent replication of relevant WBS elements across the three SAP instances, including locally created and cross-system flagged entries.

Assumptions

• WBS element and Project descriptions are maintained in a single language only and are not translated. The language used by the user to create or maintain the descriptions is the one that applies to the WBS element and project description.
• WBS elements id number ranges are different on each instances. No duplication is possible. 

Dependencies

Related Jiras: 

• ERP-511 WBS element search help

• ERP-512 Sync Project Person Responsible & Applicant with HR Positions
• ERP-164 UI - CATS Enhancement for Intercompany Recharge
• ERP-64 PPM Custom Fields for Scoring & Reporting
• ERP-65 PS Custom Fields for Reporting & Controls

Security, Integrity and Controls

The custom table /SYQ/T_CATSIC is maintained by a custom program. 

The CATS/My Timesheet and SAP PS support teams should have Business Configuration Maintenance in all instances to manually correct entries in the custom table when required.

Configuration Requirements

N/A

Language Requirements

N/A

Special Requirements

N/A

Design Rationale

Functional Requirements

To support intercompany (IC) recharge and enable time booking against WBS elements created in other SAP instances, without confusing end users, a custom table, a supporting programs and a synchronization between instances are required.

The CATS / My Timesheet application will reference this custom table when users select a WBS element for time booking, ensuring that only eligible and active WBS elements are available for selection.

1. Posting WBS Element Custom Table

The value help in CATS / My Timesheet will read exclusively from this custom table.

The table will contain the key information needed to:

• Support search and selection of WBS elements in time entry,

• Control time posting based on status,

• Enable IC recharge based on company code logic described in FS ERP-164 UI - CATS Enhancement for Intercompany Recharge.

• Synchronize WBS entries across SAP instances, using the Cross System flag. 

(Refer to the Custom Table Definition section for detailed field descriptions.)

2. Custom Program to Feed and Update the Custom Table

A batch program will be developed and scheduled to automatically populate and maintain the table.

2.1 Identify and Add New WBS Elements in the same instance

The program will compare the custom table with the standard table PRPS to identify new WBS elements that should be added to the local custom table. 

Selection criteria:

• Account Assignment = X

• System/User status is not Created, On Hold, Template locked, Closed, or Cancelled

• Deletion Indicator set to X in PRPS

• Project Type ≠ 11 (Direct Asset Purchase), 35 (Capital Spares), 16 (Capital Lease), 15 (Intercompany Recharge), 20 (Contingency), 25 (Waste)

Entries meeting these criteria will be copied to the custom table, with Source System = the system where the program is executed.

2.2 Update Existing Entries

The following fields will be updated when changes occur in the standard WBS data:

• WBS Element Description

• Related Project ID / Description

• Cross-System Flag

• Responsible Position ID

• Project type
• Plant
• Profit center
• CAPEX/OPEX
• Item type id
• Item type Description
• Cluster id
• Cluster description
• Statistical

2.3 Update Status-Related Fields

For all entries where Source System = Current System, the program will:

• Refresh System and User Status,

• Set the Inactive Flag = X if the WBS status includes Closed, On Hold, Locked, Lock Timesheet or Cancelled,

• Capture the Last Status Change Date when the WBS status includes Closed or Cancelled, as these entries may later be deleted.

For all entries where Source System = NOT Current System and Cross System is not activated, the program will:

• Set the Inactive Flag = X

2.4 Delete Obsolete Entries

The program will include an input parameter for the retention period.
If a WBS element is Closed or Cancelled and its Last Status Change Date is older than the retention period, the entry will be deleted from the custom table.

3. Synchronization Across Instances

• Entries flagged as Cross-System = X will be replicated to the other SAP instances.

All attributes of the entry will be replicated to ensure consistency across systems. 
The Source System field identifies where each entry was originally created and determines the replication direction.

Target systems will reflect all changes in real time (or per scheduled synchronization), ensuring consistent data availability for time booking across all instances.

• When the Cross System flag is updated in the source system from ‘X’ to blank, this change will be replicated to all other instances. The entry will then have Cross System = Blank in all the instances. 

Proposed Technology to Use

Data Source Considerations

Include an overview of the source

Data Validation Considerations

Include an overview of the data validation requirement

Custom Tables

Master Data

Posting WBS element

The custom table will serve as the central repository of Posting WBS elements eligible for time posting in CATS. It contains all WBS element created locally as Account assigned, and it consolidates WBS elements from all three SAP instances flagged as Cross System, along with attributes needed for validation and reporting such as company code, system and user statuses, responsible person, and related project information. 

Configuration Table

Title Configuration Table 1

Include an overview of the table and what it’s used for

Selection Screen Enhancement

This section will give the details on the selection screen parameters, parameter type and whether it’s obligatory or not. This section can be used to define the Import Export parameters for Function Module or User Exit or Screens.

Processing Logic

1. Create custom table

• • Table id: /SYQ/T_CATSIC
  • Table name: Posting WBS elements
  • Field catalog: see Custom table section below. 

2.  Custom program to maintain Posting WBS elements /SYQ/T_CATSIC table:

2.1 Add new entries:

The program will compare PRPS with /SYQ/T_CATSIC.

Identify the entries existing in PRPS but missing in /SYQ/T_CATSIC, responding to the below conditions :

• • the WBS elements with Account Assignment BELKZ activate
  • for each entries identified, check System/User status. The statuses retrieved must not contain Template Locked TLCK, Created CRTD, Closed CLSD, On Hold HOLD or Cancelled CANCELLED.
  • Exclude the WBS elements which are assigned to project type PRART = 11 Direct Asset Purchase, 35 Capital spares, 16 Capital lease, 15 Intercompany recharge, 20 Contingency, 25 Waste
  • Exclude WBS elements with deletion flag LOEVM (PRPS) set to X 
  • Last run date of the program is stored in DB (TBD by Development team). Select the WBS elements with Last changed date in PRPS field AEDAT > or = to Last run date. 

Entries identified responding to above conditions and which do not already existing in /SYQ/T_CATSIC are copied from PRPS to /SYQ/T_CATSIC. 

The copy includes the below fields from PRPS: 

Update the field Source system SOURSYS = Current system and client id. 

Update the field CATSRPROJD Related project description by: 

• read value copied in CATSRPROJ Related Project id
• insert in PROJ as POSID
• the value for field POST1 is the Related project description - CATSRPROJD

Update the fields Item type and Cluster id: 

In table /RPM/ITEM_D insert the Related Project id CATSRPROJ in /RPM/ITEM_D field EXTERNAL_ID. Then obtain the Item type and Cluster id:

Update CATSITEM_TYPED: Insert value obtained in CATSITEM_TYPE Item type id into /RPM/ITEM_TYPE to obtain ITEM_TYPE_T.

Update the field Cluster description using FM  /RPM/ITEM_DISPLAY

2.2 Update attributes on existing entries

Some WBS attributes can be changed only before the WBS element gets released and some can be changed at any stage.

To ensure that we hold the latest information in /SYQ/T_CATSIC, the program will update the fields mentioned 2.1 for the existing entries, for which SOURSYS = Current system and client id. 

• Update the existing WBS elements: Select the WBS elements with Last changed date in PRPS field AEDAT > or = to Last run date (date at which the program was last executed). Run the program on these WBS elements to update the below fields in /SYQ/T_CATSIC: 

• Update the Related project description, if it has been changed: 

For all the project ids contained in /SYQ/T_CATSIC under the field CATSRPROJ Related project id:  Select the projects with Last changed date in PROJ field AEDAT > or = to Last run date (date at which the program was last executed). Update the field CATSRPROJD - Related project description.

• Update Cluster id and description:

For all the PPM items ids contained in /SYQ/T_CATSIC under the field CATSCLUS Cluster id: table /RPM/ITEM_D insert the Related Project id CATSRPROJ in /RPM/ITEM_D field EXTERNAL_ID. Then obtain Cluster id CATSCLUS.

Cluster Description CATSCLUSD: from the value obtained CATSCLUS Cluster id, update the description with FM /RPM/ITEM_DISPLAY.

Since Item type cannot be changed once the item is created, there is no need to update the Item type once inserted in the custom table. 

 2.3 Update Posting WBS element status

For all the entries in /SYQ/T_CATSIC with Source system = Current system, the status fields below need to be updated. This update will cover new entries added in step 2.1 and existing entries. 

• • CATSSTAT - System/User status  
  • CATSSTATLC - Status last changed
  • CATSINAC - Inactive flag

2.4 Update status and Inactive flag :

2.4.1 For all the entries in /SYQ/T_CATSIC with Source system = Current system

• • For each Posting WBS element id, Get OBJNR from PRPS
  • Use FM BAPI_BUS2054_GET_STATUS to obtain System and User statuses assigned and currently valid. It returns a table of statuses for the requested objects.

This includes:

• • • System statuses in format TXT04-TJ02 (e.g. CRTD, REL, CLSD, TECO, etc.)
    • User statuses TXT04-TJ30 ( e.g. “HOLD”, “”, etc.)

• • Concatenate all the statuses values received in the field CATSSTAT, with space in between. 

Example: If for a given WBS element the FM BAPI_BUS2054_GET_STATUS returns the below statuses:

• • • System statuses : REL AUC
    • User status: ON_HOLD

Then the field System/User status CATSSTAT will be updated with: REL AUC ON_HOLD

• • If CATSSTAT contains CLSD, CNCL cancelled, LTIM Lock Timesheet or HOLD On-Hold, then set the field CATSINAC to X.

2.4.2 For all entries in /SYQ/T_CATSIC where Source System ≠ Current System and the corresponding record in CATSCS has Cross System = blank

Set field CATSINAC to X.

2.5 Last change date

For all the entries in /SYQ/T_CATSIC with Source system = Current system

If the field System/User status CATSSTAT contain CLSD - Closed or Cancelled, the field CATSSTATLC - Status last changed date should be updated with:

Last change date for these statuses in table JCDS field UDATE. 

Entries with System/User status containing Closed or Cancelled entries are eligible for deletion, 1 year after their closure or cancelation date. This date will be used by the program to identify these entries.

2.6 Delete obsolete entries 

If the field System/User status CATSSTAT contain CLSD - Closed or Cancelled and CATSSTATLC - Status last changed date > Retention Period*, then delete the entry from /SYQ/T_CATSIC. If the entry is flagged as Cross System CATSCS = Yes, then it should also delete the entries in the other systems.  

*Retention Period = Instead of hardcoded, the retention period can be read by the program as an input parameter available in the selection screen. 

2.5 Synchronize entries with other instances

For all the entries in /SYQ/T_CATSIC with Source system = Current system

• • The entries with CATSCS Cross system = X, are to be synchronized with other systems. 
  • When the CATSCS Cross System flag is updated in the source system from ‘X’ to blank, this change will be replicated to all other instances. The entry will then have Cross System = Blank in all the instances. 

Remote enabled function module will be created for the synchronization. 

Volumetrics

The volume for WBS elements is currently unknown. 

Performance Considerations

N/A

Error Handling

Application Log

There will be an Application Log to monitor outcomes and diagnose issues, the job produces an execution summary after each run, highlighting new inserts, updates, deletions, replications triggered, and errors/skips.

Sections 

• Inserted from PRPS

  • • Shows WBS entries detected in PRPS but missing in the custom table.

    • Indicates whether each entry was successfully inserted into the custom table; if not, displays the reason.

• Changed (Updates to Existing Records)

  • • Lists entries where attributes were updated, with old → new values per field.

    • Indicates whether each update succeeded; if not, shows the reason.

• Deleted Entries

  • • Lists entries removed due to retention rules or status (e.g., Closed/Cancelled beyond cutoff).

    • Confirms successful deletion or provides error details.

• Replications Triggered

  • • Shows entries sent for cross-system synchronization with action type (Create/Update/Delete).

    • Records the message/queue/IDoc number (if relevant) and the result (Success/Failed/Pending).

• Errors & Skips

• • • For any entry where processing fails, logs the attempted action, error message, and standardized reason code.

    • The job skips to the next entry; the run continues without global termination.

Testing

How to Test

Test Conditions and Expected Results

Test Considerations/Dependencies

List any considerations essential for application test planning (e.g., test this before ABC along with DEF separate from GHI). If the development encompasses a user interface, explain how to test it. List any insights as to how this component could be tested the most efficiently.

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

Insert links and references to other documents which are relevant when trying to understand this decision and its implications. Other decisions are often impacted, so it's good to list them here with links. Attachments are also possible but dangerous as they are static documents and not updated by their authors.

Change log