Status

OwnerFRUTEAU-ext, Sabrina 
Stakeholders

CONNELLY-ext, Delia BIDALIA-ext, Kuldeep UPADHYAY-ext, Anjali STRICKX-ext, Matthias 

Jira Request ID

Jira Development ID

High- Level Specification

ParameterValue
Application System

SAP S/4HANA - CUI instance

SAP S/4HANA - China instance
SAP S/4HANA - Rest of World instance
Business Process Reference10.02.03.04. Manage Project Time Allocation

Functional Overview

The Functional Specification ERP-164 defines the requirements for enabling 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 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 such as company code, system and user status, responsible project and other information which will be used to facilitate the time booking process. This central repository will also support the IC recharge process. 

3 major steps: 

  1. Creation of the custom table

The table will be populated from PRPS and enriched with attributes required for validation such as WBS element system and user status, responsible person, and related project information.

2. Population and maintenance logic

A program will be developed to feed the table with selectable time-booking WBS elements, update the relevant attributes on the existing entries, and remove entries that are no longer valid. This program will be scheduled to run as a regular batch job.

3. Cross-system synchronization

Because time entry and projects exist in 3 SAP instances, the solution must ensure consistent availability of relevant WBS elements across all of them. The synchronization will cover both WBS created locally and WBS received from other instances that are flagged as Cross System.


Process Flow Diagram



Step

Description

Comment

1

WBS elements are created and released in one instance.

  • flagged as "Account Assignment assigned".
  • WBS system status is not Closed or Cancelled
  • Project type is not: 11 Direct Asset Purchase, 35 Capital spares, 16 Capital lease, 15 Intercompany recharge, 20 Contingency, 25 Waste

2

The custom table Posting WBS element is updated with the WBS elements created locally. Additional WBS element information are copied along such as WBS element description, project type, Company code, Responsible person, Related project, Cross system flag ect... 

Cross system is a custom field maintained on the WBS element. It is set to YES if the WBS element should welcome time entry postings from other instances. 

3

The WBS elements with Cross System = Yes will be replicated to the same custom table in the other instances. 


4

When booking time, user can select: 

  • the WBS elements created locally, eligible for time entry
  • the WBS elements created in different instances and flagged as Cross System. 

 

This allows the user to book time against a WBS element created in another instance. An IC recharge logic will the be applied, as explained in FS ERP-164. 

5

The custom table containing the Posting WBS elements is regularly updated:

  • WBS elements status (system and user status)
  • WBS element description
  • Related project description
  • Cross system
  • Update status last change date: 
  • Active/Inactive flag is also updated to prevent the WBS elements with status Closed, Cancelled, On Hold from being used for postings. 
  • Update status last change date: For statuses Closed and Cancelled, the status changed date is also recorded. The program will later delete these entries based on the closure/cancellation date.

 

These additional WBS element information allow the user to search for WBS element, based on various attributes. 

It is also used to control the WBS element selected and ensure that time is not posted on inactive WBS element. 

7

Delete obsolete WBS elements:

The WBS elements with status = Closed and Cancelled with a status last changed date > a defined retention period are deleted from the custom table. 

 

The deleted entries in one instance with Cross System = YES, should also delete the entry in other instances via synchronization (next step).


8

Synchronize the entries with Source system :

Source system =  Current system and Cross system= Yes

all entries with the 




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.

Dependencies

Related Jiras: 

  • ERP-610 WBS element search help

  • ERP-167 Sync Project Person Responsible & Applicant with HR Positions

Security, Integrity and Controls

The custom table /SYQ/T_CATSIC is maintained by a custom program. No manual update is required. 

The CATS/My Timesheet and SAP PS support team should have access to display the table in all instances. 

Configuration Requirements

N/A

Language Requirements

N/A

Special Requirements

N/A


Design Rationale

Functional Requirements


Proposed Technology to Use




Data Source Considerations

Include an overview of the source

TableField NameComments/Calculation/Field Manipulation
PRPS

POSID

OBJNR

POST1

PBUKR

PSPHI

VERNR

PRART

Field values copied from PRPS to custom table by the program. 
JEST

OBJNR

STAT

INACT

Table used by the FM BAPI_BUS2054_GET_STATUS to return currently active statuses for each WBS elements. The OBJNR is obtained from PRPS. 
JCDS

OBJNR

STAT

UDATE

Table used to retrieved WBS element status last change date. 
TJ30

ESTAT

TXT04

Table used to get the user status text.
TJ02

ISTAT

TXT04

Table used to get the system status text.
PROJ

POSID

POST1

Read the Related project description from this table



Data Validation Considerations

Include an overview of the data validation requirement

TableField NameComments/Calculation/Field Manipulation













Custom Tables

If any custom configuration tables are required, which will be read by the enhancement logic, then specify them here.

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 IC-relevant, along with attributes needed for validation and reporting such as company code, system and user statuses, responsible person, and related project information. 

FieldDescriptionData Type/LengthValidation rule/ Value Help
/SYQ/CATSWBSPosting WBS element idSimilar to field POSID in table PRPS

Primary Key

Entries copied from PRPS with Account Assignment = YES 

/SYQ/CATSWBSDESCPosting WBS element descriptionSimilar to field POST1 in table PRPSTaken from PRPS-POST1
/SYQ/CATSCOMPCODCompany codeSimilar to field PBUKR in table PRPS.Taken from PRPS-PBUKR
/SYQ/CATSPTYPEProject TypeSimilar to PRART in PRPS
/SYQ/CATSRPROJRelated project idSimilar to field PSPHI table PRPSTaken from PRPS-PSPHI
/SYQ/CATSRPROJDRelated project descriptionSimilar to field POST1 in table PROJTaken from PROJ-POST1
/SYQ/CATSRESPPOSResponsible position idSimilar to field VERNR in table PRPSTaken from PRPS-VERNR
/SYQ/CATSSTATSystem/User statusText field - CHAR 80Obtain system and user statuses as described in Functional requirement section. All the active status retrieved are concatenated in the field. 
/SYQ/CATSSTATLCStatus last changedDate Obtain the status last change date if status = Closed or Cancelled. 
/SYQ/CATSINACInactive flagTrue / False type - Boolean ?Set to yes if the status retrieved in /SYQ/CATSSTAT contains CLSD Closed, CNCL cancelled, or HOLD On-Hold
/SYQ/CATSCSCross SystemSimilar to field USR10 in table PRPS

Taken from PRPS-USR10. 

Only the entries with this field set to Yes will be synchronized with other systems. 

/SYQ/SOURSYSSource system

Logical system id - BD54 

LOGSYS

This field will hold the system id where the entry was originally created in PRPS and copied to the table. 

If the entry needs to be synchronized to other systems (IC Relevant = Yes) this field will be used to identify the systems it should be sent to.   


Configuration Table

Title Configuration Table 1

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

FieldDescriptionData Type/LengthValidation rule/ Value Help








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.

Field NameDescription

Select:

Option or Parameter

Check box or Radio button

Import or Export

Data Type/LengthDefault Value/ Validation rule/ Value HelpSelection Logic













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 active statuses retrieved must not contain Created, Closed or 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

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: 

PRPS fields/SYQ/T_CATSIC fields/SYQ/T_CATSIC Field label
POSID/SYQ/CATSWBSPosting WBS element id
POST1/SYQ/CATSWBSDESCPosting WBS element description
PBUKR/SYQ/CATSBUKRCompany code

PSPHI

/SYQ/CATSRPROJRelated project id
VERNR/SYQ/CATSRESPPOSResponsible position id
USR10/SYQ/CATSCSCross System
PRART/SYQ/CATSPTYPEProject Type


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

Update the field /SYQ/CATSRPROJD Related project description by: 

  • read value copied in /SYQ/CATSRPROJ Related Project id
  • insert in PROJ as POSID
  • the value for field POST1 is the Related project description - /SYQ/CATSRPROJD
PRPS fields/SYQ/T_CATSIC fields/SYQ/T_CATSIC Field label
POST1/SYQ/CATSRPROJDRelated project description

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 /SYQ/SOURSYS = Current system and client id. 

 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. 

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

2.4 Update status and Inactive flag :

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 /SYQ/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 /SYQ/CATSSTAT will be updated with: REL AUC ON_HOLD

    • If /SYQ/CATSSTAT contains CLSD, CNCL cancelled or HOLD On-Hold, then set the field /SYQ/CATSINAC to Yes.

2.5 Last change date

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

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

*Retention Period = Instead of hardcoded, the retention period can be stored and read by the program from a standard parameter table (TVARVC) or set 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 /SYQ/CATSCS Cross system = Yes, are to be synchronized with other systems. 


Volumetrics

The volume for WBS elements is currently unknown. 


Performance Considerations

Specify if there are any specific performance factors that need to be taken into consideration during development i.e. enhancement must be able to be executed by 10 users at the same time, etc.



Error Handling

Detail how errors will be handled: Notification, Restart/ Recovery and Re-Processing Procedures


Testing

How to Test

Test Conditions and Expected Results

IDConditionExpected Result
1

Create a set of projects in SAP PS with WBS elements, if possible in the 3 instances: 

  • WBS element with Cross system activated and some without
  • Account Assignment = yes
WBS element created.
2

Change the statuses on the WBS elements to obtain different cases: 

  • System status contains Closed 
  • User status contains Cancelled, On hold
  • WBS element only with active status
WBS element statuses updated. 
3Manually execute the program.

Check the custom table after execution: 

  • WBS elements not closed / cancelled are added to the table. 
  • All fields in custom tables correspond to the value in PRPS
  • WBS element statuses are updated 
  • If 3 instances are available, WBS elements with Cross System flagged are replicated to other systems
5

Change the below attributes on the WBS elements: 

  • Related project description
  • system status to Closed
  • user status to Cancelled
  • Responsible person 
  • Cross system flag

Manually execute the program.

The changes must be reflected in the custom table: 

  •  Inactive flag is set on WBS elements which status has been changed to Closed, Cancelled or On hold
  • Other fields are updated according to changes
  • Changes on WBS elements with Cross system flagged are replicated to other instances



















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

Package NameParent Package




Enhancement Implementation

Enhancement TypeStandard Definition NameCustom Implementation NameDesign Rationale Reference









Other Development Objects

Object TypeObject NamePurpose/High Level LogicDesign Rationale Reference








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.

ABAP

ZFIZMMZPSZCOZSDZBCZFIZCA
TABLESZFITZMMTZPSTZCOTZSDTZBCTZFITZCAT

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