Status	In Progress
Owner	NADAR-ext, Parvati
Stakeholders	KOHN-ext, Jacob

Purpose

The purpose of this document is to define the conversion approach to create Project Definition in S/4 HANA.

Project Definition is the framework of the Work breakdown structure in SAP. Project Definition holds the default, header information such as Start and end date and scope of the Projects.

 As per Syensqo design below are the list of project scenarios, each with a project profile that contains default values and control parameters for processing objects and functions in the Project System.

ZPS0001	Capital/ Operational Expense
ZPS0002	Operational Expense
ZPS0003	Statistical Expense
ZPS0004	Intercompany Recharges
ZPS0005	Provisional Expense

Based on scenarios, PS Project can be automatically created from PPM item once stage-gate 1 is approved or created manually independent of PPM.  Where the Project is created from PPM the project ID is copied from the PPM item.

Below Project Profiles will be allowed for creation of Project definition directly without PPM item integration and the coding mask assigned during transformation.

ZPS0003	Statistical Expense	F	-000000-00-00-XX-XX-XX
ZPS0004	Intercompany Recharges	F	-000000-00-00-XX-XX-XX
ZPS0005	Provisional Expense	F	-000000-00-00-XX-XX-XX

Conversion Scope

The scope of this document covers the approach for converting active Project Definition from Legacy Source Systems into S/4HANA following the Master Data Design Standard- Project Definition.

Scope include:

• Extracting existing active Project Definition from SAP ECC systems WP2 and PF2.
• Applying transformation and cleansing logic via Syniti to conform with the S/4HANA data model.
• Loading the transformed Project definition into SAP S/4HANA while ensuring data integrity, correct assignment to project profile as per project scenarios.
• Linking the relevant Projects to PPM items.

The conversion will ensure all projects are aligned to the defined project coding mask and relevant Organizational Units as designed for the target S/4HANA landscape.

All project definition (new project profile ZPS0001, ZPS0002) relevant to PPM linking will be created from PPM items and is excluded from this conversion scope.

The data from legacy system includes:

All the projects below will be migrated from legacy source systems (PF2 and WP2) into S/4HANA –

1. Open Projects from in scope company codes
2. Closed Project from in scope company codes with postings in migration relevant financial year (currently migration relevant is 2028).   The postings technically does not occur directly against the project definition but against objects within the project therefore, postings against a WBS element is used as a proxy for determination of postings against the project.

The data from legacy system excludes:

1. Where the mapped  project profile is ZPS0001 or ZPS0002.

Logic:

1. Proj elements not in closed status
2. Table PROJ

Key in field "Company Code" in scope.

Field project profile not in excluded project profile.

Result: Object numbers of WBS that are in company codes in scope.

1. Table JEST:

Field "Object number" = Key in the object numbers of WBS (from Step A)

Field "Status Inactive" = blank

Then filter object number that do not have status I0046 (Closed)

These Project Profile need to be migrated dependent on project profile mapping.

1. Closed Project that have WBS element with cost in current year must also be migrated.

Logic:

Table PROJ

Field "Company Code" in scope.

Field project profile in scope project profile.

Result: Object numbers of WBS that are in company codes in scope.

Table JEST:

Field "Object number" = Key in the object numbers of Project 

Field "Status Inactive" = blank

Then filter object number that has status I0046 (Closed).

Result closed projects.

Table PRPS

Field PSPHI For closed projects numbers

Result WBS numbers for 

Table RPSCO:

Field "Object number" = Key in the object numbers of WBS

Field "Fiscal Year" = Current year

Field "Value Type" = 4

Result = Object numbers that have cost in current year.

These WBS needs to be migrated.

In addition to the migration of existing Project definitions from ECC there are also some internal orders in ECC which will be migrated to WBS elements in S4 Hana.  As the project definition is a requirement for the creation of WBS elements, project definitions which does not exist in ECC will be required, these Project definitions will be defined in a DCT.

The 

List of source systems and approximate number of records

Source	Scope	Source Approx No. of Records	Target System	Target Approx No. of Records
WP2		14500	S/4HANA
PF2

Additional Information

Multi-language Requirement

Summarize Multi-language Requirement/s, if any

Document Management

As per CNV-1025

Legal Requirement

Summarize Legal Requirement/s, if any

Special Requirements

Target Design

The technical design of the target for this conversion approach.

Table	Field	Data Element	Field Description	Data Type	Length	Requirement
PROJ	PSPID	PS_PSPID	Project definition	CHAR	24	Mandatory
PROJ	POST1	PS_POST1	Description	CHAR	40	Mandatory
PROJ	STSPR	PS_STSPR	WBS status profile	CHAR	8	System Generated
PROJ	VERNR	PS_VERNR	No. of Person Resp.	NUM	8	Mandatory
PROJ	ASTNR	PS_ASTNR	Applicant no.	CHAR	25	Mandatory
PROJ	VBUKR	PS_VBUKR	Company code	CHAR	4	Mandatory
PROJ	VKOKR	PS_VKOKR	Controlling area	CHAR	4	Mandatory
PROJ	PRCTR	PRCTR	Profit Center	CHAR	10	Mandatory
PROJ	PWHIE	PS_PWHIE	Project Currency	CHAR	5	Mandatory
PROJ	PLFAZ	PS_PLFAZ_CHG	Start date	DATS	8	Mandatory
PROJ	PLSEZ	PS_PLSEZ_CHG	Finish date	DATS	8	Conditional
PROJ	WERKS	WERKS_D	Plant	CHAR	4	Conditional
PROJ	KALID	FABKL	Factory Calendar	CHAR	2	System Generated
PROJ	PROFL	PROFIDPROJ	Project Profile	CHAR	7	Mandatory
PROJ	BPROF	BP_BPROFIL	Budget Profile	CHAR	6	Mandatory
PROJ	BESTA	PS_BESTAND	Project stock	CHAR	1	Mandatory
PROJ-	XSTAT	PS_XSTAT	Statistical	CHAR	1	Conditional
PROJ	PPROF	BP_PPROFIL	Planning Profile	CHAR	6	System generated
PROJ	PLINT	PLINT	Integrated Planning	CHAR	1	Mandatory
PROJ	FUNC_AREA	FKBER	Functional Area	CHAR	16	Mandatory
PROJ	ZLEGACYID	?	Legacy Project ID	CHAR		Conditional
/RPM/OBJ_LINK	ITEM_D	/RPM/TV_EXTID	PPM Item	CHAR	16	Conditional
/RPM/OBJ_LINK	PSPID	PS_PSPID	Project Definition	CHAR	24	Conditional

Data Cleansing

Closing of projects

ID	Criticality	Error Message/Report Description	Rule	Output	Source System
1024-001	C1	Active project in current year	Active projects in needs to be reflected in SAP S/4	Active projects	WP2/PF2
1024-002	C2	Closed project that have cost in current year
1024-003	C3	Old projects with no actuals / commitment	If the old projects do not have any actual (and/or) commitments in the past year, set the project to status CLSD (CJ20N)	Old project set to closed	WP2/PF2
1024-004	C4	Project with AUC that created <= 2017 there's no movement in FY2023 - FY2024 and haven't been capitalized for long period	- Review AUC asset that there's no movement (changes) for the year 2023-2024 - Review Project with WBS that linked to the asset. If there's no further cost expected, TECO WBS - Run settlement to capitalized AUC(CJ88)	Only genuine Project WBS with AUC is outstanding and no AUC not capitalized for closed/TECO Capex Project WBS	WP2/PF2

Conversion Process

The high-level process is represented by the diagram below:

Data Privacy and Sensitivity

Summarize Data Privacy and Sensitivity Requirements, if any

Extraction

Extract data from a source into Syniti Migrate.
. There are 2 possibilities:

1. The data exists. Syniti Migrate connects to the source and loads the data into Syniti Migrate. There are 3 methods:
   1. Perform full data extraction from relevant tables in the source system(s).
   2. Perform extraction through the application layer.
   3. Only if Syniti Migrate; cannot connect to the source, data is loaded to the repository from the provided source system extract/report.
2. The data does not exist (or cannot be converted from its current state).  The data is manually collected by the business directly in Syniti Migrate. This is to be conducted using DCT (Data Collection Template) in Syniti Migrate

The agreed Relevancy criteria is applied to the extracted records to identify the records that are applicable for the Target loads

Extraction Run Sheet

Req #	Requirement Description	Team Responsible
1024-001	Confirm scope and extraction approach for each ECC source systems WP2, PF2 (direct DB or manual extract)	Data Team (I2M), Data Team (Syniti)
1024-002	Establish and validate Syniti connectivity to both ECC source systems	Technical / Basis Team, Data Team (Syniti)
1024-003	Perform full data extraction from relevant SAP PROJ from both source systems WP2, PF2	Data Team (Syniti)
1024-004	Extract Project Definition via the application layer for additional validations for Manual Data Collection using DCTs	Data Team (I2M)
1024-005	Apply agreed Relevancy Criteria to filter only applicable Project records for S/4HANA	Data Team (I2M), Data Team (Syniti)
1024-006	In case of restricted access or connectivity issues, receive pre-extracted reports/files from source system team and upload to Syniti Migrate manually	Data Team (I2M), Data Team (Syniti)
1024-008	Perform data quality checks on extracted records (e.g., missing fields, invalid dates, incorrect formats)	Data Team (I2M), Data Team (Syniti)
1024-009	Review and approve extracted data sample sets from each source system before transformation begins	Business / Functional Team

Selection Screen

If applicable, this section will give the details on any selection screen parameters, including the parameter type, that are required to be entered to ensure consistent data extracts.

Selection Ref Screen	Parameter Name	Selection Type	Requirement	Value to be entered/set

Data Collection Template (DCT)

Target Ready Data Collection Template will be created for Project Definitions
data with exception of some fields which require transformation as mentioned in the transformation rule.

Project Definition DCT Rules

Field Name	Field Description	Rule
PSPID	Project definition	Unique Identifier for the Project, system generated number.  In SyWay,  Projects which are created without PPM item will have Prefix, "F" denotes Operational Expense Projects. Separate MDS for Project Templates. Ones created via PPM item will inherit its number from PPM item
POST1	Description	Short description, Name of the Project If Created via PPM Item, this field will be copied from PPM item
STSPR	WBS status profile	Profile used to Control User Statuses. This will be derived from the Investment Profile configuration
VERNR	No. of Person Resp.	Project Owner Position number Refer configuration table field TCJ04-PS_VERNR for data validation. Inherited if created Project is created via PPM item field Person Responsible Position ID
ASTNR	Applicant no.	This field represent the position of the Project Financial Controller. Refer configuration table field TCJ05-ASTNR for data validation. Inherited if the project is created via PPM item field - Project Financial Controller Position ID.
VBUKR	Company code	Represents legal entity . Refer configuration table field T001-BURKS for data validation. Inherited if created Project is created via PPM item field Area
VKOKR	Controlling area	Controlling Area is a self-contained organizational unit used for internal cost accounting, Default from Project Profile
PRCTR	Profit Center	Profit Center represent a plant or a site or generic for GBU. Refer master data table field CEPC-PRCTR for allowed values. Inherited if Project is created via PPM item field Profit Centre
PWHIE	Project Currency	Currency of the Project derived from the Company code
PLFAZ	Start date	Planned Start date of the Project. Inherited if created Project is created via PPM item
PLSEZ	Finish date	Planned finish date of the Project, Entered if known. Inherited if created Project is created via PPM item
WERKS	Plant	Plant represent a site of Project.  Not need for the groupwide expense projects Inherited if created Project is created via PPM item field Plant
KALID	Factory Calendar	Derived from the Plant. Refer configuration table field TFACD-IDENT for allowed values.
PROFL	Project Profile	The profiles contain default values and control parameters for processing objects and functions in the Project System. Below Project Profiles will be allowed for creation of Project definition directly without PPM item ZPS0003 ZPS0004 ZPS0005 Inherited from Template if created Project is created via PPM item
BPROF	Budget Profile	The budget profile brings together the control parameters for budgeting Such as Time horizon, Currency Translation, availability control. This will be inherited from the Project profile
BESTA	Project stock	This field determines the behavior of the stock for Project. The Field will be automatically determined from Project Profile. Once set it cannot be changed. No Project Stock will be used
XSTAT	Statistical	Indicator to specify whether a WBS element is only for statistical purposes or whether it may carry actual costs. Mandatory for Statistical Projects with Project profile ZPS0003
PROFL	Planning Profile	Profile which control parameters for cost planning. This is derived from Project profile
PLINT	Integrated Planning	This indicator specifies whether an order/project participates in integrated planning or not. Derived from project profile.
FUNC_AREA	Functional Area	Functional Area will be maintained manually Refer configuration table field TFKB-FKBER for allowed values." Default from Template where applicable
ZLEGACYID	Legacy Project ID	Legacy system Project ID, updated for migrated Projects Otherwise must be blank Inherited if created Project is created via PPM item

Extraction Dependencies

List the steps that need to occur before extraction can commence

Item #	Step Description	Team Responsible
1	Ensure DCT is collected for Project Definition	Data Team
2	Perform preliminary completeness check	Data Team
3	Raise issues as defects if Req # 1 to 2 are not met	Data Team
4	Repeat Req # 1 to 3 if required	Data Team

Transformation

The Target fields are mapped to the applicable Legacy field that will be its source, this is a 3-way activity involving the Business, Functional team and Data team. This identifies the transformation activity required to allow Syniti Migrate to make the data Target ready:

1. Perform value mapping and data transformation rules.
   1. Legacy values are mapped to the to-be values (this could include a default value)
   2. Values are transformed according to the rules defined in Syniti Migrate
2. Prepare target-ready data in the structure and format that is required for loading via prescribed Load Tool. This step also produces the load data ready for business to perform Pre-load Data Validation

Transformation Run Sheet

Item #	Step Description	Team Responsible

Transformation Rules

Rule #	Source system	Source Table	Source Field	Source Description	Target System	Target Table	Target Field	Target Description	Transformation Logic
	DCT		PSPID	Project definition	S/4	PROJ	PSPID	Project definition	Copy from source
	DCT		POST1	Description	S/4	PROJ	POST1	Description	Copy from source
	DCT				S/4	PROJ	STSPR	WBS status profile	Inherit from Project Profile
	DCT		VERNR	No. of Person Resp.	S/4	PROJ	VERNR	No. of Person Resp.	Copy from source
	DCT		ASTNR	Applicant no.	S/4	PROJ	ASTNR	Applicant no.	Copy from source
	DCT		VBUKR	Company code	S/4	PROJ	VBUKR	Company code	Mapping from source:  Company Code  Old to new
	DCT				S/4	PROJ	VKOKR	Controlling area	Default to
	DCT		PRCTR	Profit Center	S/4	PROJ	PRCTR	Profit Center	Mapping from source:  Profit Center Old to new
	DCT				S/4	PROJ	PWHIE	Project Currency	Mapping from Company Code
	DCT		PLFAZ	Start date	S/4	PROJ	PLFAZ	Start date	Copy from source
	DCT		PLSEZ	Finish date	S/4	PROJ	PLSEZ	Finish date	Copy from source
	DCT		WERKS	Plant	S/4	PROJ	WERKS	Plant	Mapping from Source:  Plant Old to new
	DCT				S/4	PROJ	KALID	Factory Calendar	Mapping from Plant
	DCT		PROFL	Project Profile	S/4	PROJ	PROFL	Project Profile	Copy from source
	DCT				S/4	PROJ	BPROF	Budget Profile	Inherit from Project Profile
	DCT				S/4	PROJ	BESTA	Project stock	Default to blank
	DCT				S/4	PROJ-	XSTAT	Statistical	Inherit from Project Profile
	DCT				S/4	PROJ	PPROF	Planning Profile	Inherit from Project Profile
	DCT		PLINT	Integrated Planning	S/4	PROJ	PLINT	Integrated Planning	Copy from source
	DCT		FUNC_AREA	Functional Area	S/4	PROJ	FUNC_AREA	Functional Area	Copy from source
	DCT		ZLEGACYID	Legacy Project ID	S/4	PROJ	ZLEGACYID	Legacy Project ID	Copy from source

Transformation Mapping

Use the exact name and reference this section in the “Transformation rules” above

Mapping Table Name	Mapping Table Description

Transformation Dependencies

List the steps that need to occur before transformation can commence

Item #	Step Description	Team Responsible

Pre-Load Validation

Project Team

The following pre-load validations will be performed by the Project Team.

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Business

The following pre-load validations will be performed by the business.

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Load

The load process includes:

1. Execute the automated data load into target system using load tool or product the load file if the load must be done manually
2. Once the data is loaded to the target system, it will be extracted and prepared for Post Load Data Validation

Load Run Sheet

Item #	Step Description	Team Responsible

Load Phase and Dependencies

Identify the phase as to “when” the load for this object will occur. <Pre-Cutover, Cutover, Post Cutover> and list the steps that need to occur before the load can commence

Configuration

List the Configurations required before loading can commence

Item #	Configuration Item

Conversion Objects

Object #	Preceding Object Conversion Approach
	list the exact title of the conversion object of only the immediate predecessor – this will then confirm the DDD (Data Dependency Diagram)

Error Handling

The table below depicts some possible system errors for this data object during data load. All data load error is to be logged as defect and managed within the Defect Management

Error Type	Error Description	Action Taken

Post-Load Validation

Project Team

The following post-load validations will be performed by the Project Team.

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Business

The following post-load validations will be performed by the business.

Completeness

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Accuracy

Task	Action
title	specific details of what and how the task needs to be performed e.g. which reports are being used etc.

Key Assumptions

• Master Data Standard is up to date as on the date of documenting this conversion approach and data load.
• Data Object is in scope based on data design and any exception requested by business.

Any additional key assumptions.

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.

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