Status
Owner	KOHN-ext, Jacob
Stakeholders	NADAR-ext, Parvati BIDALIA-ext, Kuldeep FRUTEAU-ext, Sabrina

Purpose

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

In the Syway Project budget is used to assign active availability control on Capital Projects while providing a binding financial plan for budget managed Operating Projects.

Conversion Scope

The scope of this document covers the approach for converting Project Budgets from Legacy Source Systems into Project in S/4HANA.

A report is executed to transfer budget from the PPM item, migrated as per CNV-9035 Portfolio Item - Financial Plan,  to Level 1 WBS elements while a DCT provides the distribution of budget to Phase Level WBS elements should this be required.

Relevancy

The data from legacy system includes:

1. PPM Items with Level 1 WBS elements in S/4 Hana

The data from legacy system excludes:

  

List of source systems and approximate number of records

Source	Scope	Source Approx No. of Records	Target System	Target Approx No. of Records
S/4	PPM items with level 1 WBS elements	10000	S/4 Hana	10000
DCT	Budget for level 2 WBS elements	TBD	S/4 Hana	TBD

Selection Logic

RPM_OBJECT

Additional Information

Multi-language Requirement

Not Applicable

Document Management

Not Applicable

Legal Requirement

Not Applicable

Special Requirements

Not Applicable

If the data conversion involves third-party systems or external data sources, such as Icertis, describe any additional requirements related to data mapping, transformation logic, validation rules or security measures that must be followed.

Target Design

With Functional input, document the technical design of the target fields that are in the scope of this document.

The technical design of the target for this conversion approach.

Table	Field	Data Element	Field Description	Data Type	Length	Requirement
BPGE	OBJNR	BP_OBJEKT	Object number	CHAR	22	Mandatory
BPGE	WRTTP	CO_WRTTP	Value Type	CHAR	2	Mandatory
BPGE	GJAHR	GJAHR	Fiscal Year	NUMC	4	Mandatory
BPGE	VORGA	BP_VORGANG	Budget Type	CHAR	4	Mandatory
BPGE	TWAER	TWAER	Transaction Currency	CUKY	5	Mandatory
BPGE	WTJHR	BP_WJT	Annual value	CURR	21	Mandatory

Data Cleansing

Cleansing is done on the master data objects to which the budgets relate, no specific budget cleansing is required.

If data cleansing is managed outside of the source system (e.g. Syniti Migrate, 3rd Party Vendor, DCT), the necessary documentation must be produced and appended to this deliverable for sign-off.

ID	Criticality	Error Message/Report Description	Rule	Output	Source System

Conversion Process

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

Data Privacy and Sensitivity

N/A

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
1	Extract data from source system	SyWay Data Team
1	Ensure DCT is collected	Data Team
2	Perform preliminary completeness check, data quality 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

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
Not Applicable

Data Collection Template (DCT)

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

Project Budget DCT Rules

WBS Level

Field Name	Field Description	Rule
PARENT	Level 1 WBS Element	The Level 1 WBS elements budget is assigned from the PPM item. The values are restricted to the Level 1 WBS created in CNV-1022, for selection both the item number and Name is to be displayed. This is a required field for capturing but not relevant for Preload validations.
PARENT_BUDGET	Level 1 Budget	The field displays the budget assigned to the Parent WBS element. This is a calculated field assisting user with understanding the value available for assignment to the lower levels and is used in the preload validation of the Amount field.
POSID	WBS Element	This is a dropdown field of Phase level WBS Elements of the project selected. The values are restricted to the Level 2 WBS elements created in CNV-1022 and further restricted by the PARENT selected.   For selection both the item number and Name is to be displayed. This is a required field.
WTJHR	Amount	The budget assigned to the phase Preload validation the Sum of Amount fields for all POSID's linked to the same PARENT may not be more than the PARENT_BUDGET

Extraction Dependencies

List the steps that need to occur before extraction can commence

Item #	Step Description	Team Responsible
	Execute report to transfer budget from PPM to PS	Syway I2M Data Team
	Run Extraction Report on S/4

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
1	Execute Extract and perform Transformation	Data Team
2	Monitor the transformation progress and ensure performance and completion is within allowed timeframe	Data team
3	Review and Validate Error and Preload Reports	Data Team
4	Generate data load count.	Data team
5	Generate Load Files	Data Team
6	Log errors as defects, if any and address resolutions. Close defects.	Data team
7	Re-transform and re-validate the Pre-load reports if necessary.	Data team
8	Validate the transformed file as part of pre-load validation, raise data defects or provide the pre-load sign-off.	Business
9	Analyze and resolve any pre-load defects logged by business.	Data team
10	Repeat steps 7 to 10 if necessary	Data team
11	Proceed to pre-load validations	Data team

Transformation Rules

Rule #	Source system	Source Table	Source Field	Source Description	Target System	Target Table	Target Field	Target Description	Transformation Logic

List of Custom Target Reports for this object is maintained here: Conversion Specification - Custom Reports Register.

The Standard template for the upload of Item financials that can be used for the upload of project budget, this includes ability to upload of custom fields, into S/4 Hana:  Item Budget Load File.xlsx - Google Sheets

Transfer Item Budget to the Level 1 WBS element via a report which is run /RPM/CO_DOWNLOAD, execution of report is restricted By Portfolio ID and  Lowest level bucket ID.

Rule #	Source system	Source Table	Source Field	Source Description	Target System	Target Table	Target Field	Target Description	Transformation Logic
	DCT	WBS	PSPID	WBS Element	S/4 Hana	BPGE	PSPID		Manually copy from Non ECC source
	DCT	WBS	WTJHR	Amount	S/4 Hana	BPGE	WTJHR		Manually copy from Non ECC source

Once the above report has been execute the distribution of the budget to Level 2 WBS elements can be performed. 

Rule #	Source system	Source Table	Source Field	Source Description	Target System	Target Table	Target Field	Target Description	Transformation Logic
	DCT	WBS	PSPID	WBS Element	S/4 Hana	BPGE	PSPID		Manually copy from Non ECC source
	DCT	WBS	WTJHR	Amount	S/4 Hana	BPGE	WTJHR		Manually copy from Non ECC 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
	Ensure all the fields that require value mapping, as stipulated. Mapping tables, have the correct values mapped and imported into tool.	Syway Data Team

Pre-Load Validation

Project Team

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

Completeness

Task	Action
Verify Record Count	SyWay I2M Data Team to verify that the total number of relevant records in the Preload and Load Sheets.

Accuracy

Task	Action
Conversion Accuracy	SyWay I2M Data Team to verify that all fields below meet pass the checks: Mandatory Fields Field and Value Mapping Correctness Null Checks Text Length Checks
Review Error Reports	Review and correct the errors.  Achieve a zero-error record count as much as possible.

Business

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

Completeness

Task	Action
Verify Record Count	Business Data Owner/s to verify that the total number of records in the Preload and Load Sheets.

Accuracy

Task	Action
Conversion Accuracy	Business Data Owner/s to verify that all the data in the load table/file is accurate as per endorsed transformation/mapping rules.

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
1	Execute standard program for transfer from PPM to PS	SyWay I2M Data Team
2	Validate few records loaded by accessing WBS Budget App	SyWay I2M Data Team
3	Generate post load report if step 2 is validated	SyWay I2M Data Team
4	Load WBS level 2 budget using custom or standard upload	SyWay I2M Data Team
5	Validate few records loaded by accessing WBS Budget App	SyWay I2M Data Team
6	Generate post load report if step 5 is validated	SyWay I2M Data Team

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
1	PS Budget Profile

Conversion Objects

Object #	Preceding Object Conversion Approach
1022	Portfolio Item
1026	WBS Element CAPEX/OPEX/STATISTICAL

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
Invalid Data	WBS element does not exist	Correct DCT values
Invalid Data	Budget Assigned to Lower level is greater than the Parent Budget	Investigate the reason for error and update DCT values accordingly

Post-Load Validation

Project Team

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

Completeness

Task	Action
Verify Count WBS	SyWay I2M Data Team to verify the record count created in target S/4 HANA by accessing post load reports or standard reports from S/4 HANA.
Verify Logs WBS	Check if there is data that failed to load for PPM Item and perform the necessary actions (e.g. register as post load issue or attempt to the record again, etc.).

Accuracy

Task	Action
Conversion Accuracy	Verify that the budget were loaded to S/4 HANA correctly via table BPGE

Business

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

Completeness

Task	Action
Verify WBS element Budget	Extract budget from PS report.

Accuracy

Task	Action
Verify Accuracy	Verify budget for level 1 WBS elements align with related PPM items.
Verify Accuracy	Verify distributed budget for level 2 WBS elements align with expected values

Key Assumptions

• Project Budget 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.

Change log