High- Level Specification

Functional Overview

Standard fields "Person Responsible No." and "Applicant No." are utilized in Project Definition and Work Breakdown Structure (WBS) elements of a project to track accountability and facilitate project-related notifications & workflows. Given that standard fields are maintained through manual configuration. In Syway design , it is intended to use Position numbers in this table based on the roles assigned. This means-

• HR positions assigned to specific Security Roles via SAP User IDs will be designated as the responsible entities at the PPM Initiative, PPM Item, Project Definition and WBS element levels.
• It supports organizational continuity, as responsibilities are tied to HR Position rather than individuals- reducing the need for manual updates when personnel changes occur.

Scope and Objectives

Scope- This enhancement defines a scheduled batch job that extracts HR positions based on their Security Role assignment and updates-

1. Person Responsible No. Table: Populated with positions linked to Security Roles ‘Person Responsible - Project’, ‘Person Responsible - WBS’
2. Applicant No. Table: Populated with positions linked to Security Role ‘Project Financial Controller’.

Objective- The key objective is to auto populate the Person Responsible and Applicant tables with relevant Positions based on relevant Security Roles.

Process steps are-

Assumptions

• The system will have predefined and stable Security Role. Security Roles like ‘Person Responsible – Project’, ‘Person Responsible – WBS’, and ‘Project Financial Controller’ are expected to be consistently active. These Security Role name could vary based on Syensqo's nomenclature standards. 
• One Position will be assigned to a single user.
• HR positions do not have direct security role assignments.
• HR position master data will be maintained in SAP S/4HANA with defined validity periods.

Dependencies

• HR master data must be up to date i.e. Positions must be assigned to relevant Personnel Nos.
• Table structures for Person Responsible No. and Applicant No. must allow maintenance via Batch Job without creating Transport Request.
• Given that HR Position is Tier-1 master data, they will be replicated across all instances along with its associated infotypes.
• An interface will be developed to replicate entries from the Person Responsible and Applicant tables into cross-instance tables.

Security, Integrity and Controls

• Authorization Checks: Batch job runs under a technical user with write access to Person Responsible No. and Applicant No. tables.

Configuration Requirements

N/A

Language Requirements

N/A

Special Requirements

N/A

Design Rationale

Functional Requirements

The proposed batch job must fulfill functional requirement to ensure accurate, Security Role based HR Positions via SAP User ID are available and extracted for the project governance.

Once extracted, the batch logic must filter positions based on Security Role: positions linked to "Person Responsible- Project", "Person Responsible- WBS" Security Roles must be inserted or updated in the Person Responsible table, while those linked to the Project Financial Controller Security Role must populate the Applicant table. 

Additionally, the batch job must log all successful and failed updates, capturing metadata such as timestamp, record ID, and error type to support audit traceability. 

Proposed Technology to Use

N/A

Data Source Considerations

N/A

Data Validation Considerations

• Data Validation: Position IDs are validated for active status before update.

Custom Tables

N/A

Master Data

N/A

Configuration Table

Configuration tables TCJ04 (for Person Responsible No.) and TCJ05 (Applicant No.) will be maintained via Batch Job without creating Transport Request.

Selection Screen Enhancement

Processing Logic

This enhancement is initiated through a daily batch job to ensure that Job based positions are consistently maintained within the TCJ04 & TCJ05 tables, sequence is-

1. Identify Person Responsible Positions

           Pick all active Positions based on Security Roles  “Person Responsible - Project” and “Person Responsible - WBS” 

a. Assign the security roles “Person Responsible - Project” and “Person Responsible - WBS” to the field AGR_USERS-AGR_NAME, and retrieve all SAP users AGR_USERS-UNAME whose validity period is active i.e., the current date falls between the latest start date (AGR_USERS-FROM_DAT) and end date (AGR_USERS-TO_DAT).

b. Retrieve the User ID and determine the active Personnel Number from table PA0105. Pass the User ID to field PA0105-USRID where PA0105-USRTY = 0001.

Ensure that the Personnel Number is active, i.e., the current date falls within the validity period defined by start date (PA0105-BEGDA) and end date (PA0105-ENDDA). Finally, and select the Personnel Numbers from field PA0105-PERNR.

c. Pass the Personal nos. to HRP1001-OBJID to get the active Position. Pass below information to HRP1001 to pick active position i.e. HRP1001-SOBID

OTYPE = P
OBJID = Personnel No.
PLVAR = 01
RSIGN = 008
Current date between Latest Start (BEGDA) and End date (ENDDA) to ensure Person to Position mapping is active
SCLAS = S
Pick SOBID

Pass the selected position to table HRP1014 and verify that the obsolete check is inactive i.e., field REDUN is blank or no corresponding record exists in HRP1014. Ignore Position if entry found.

d. Pick Position description from HRP1000- where     

OTYPE= S
OBJID= Position no.
Current date between Latest Start (BEGDA) and End date (ENDDA) to ensure Person to Position mapping is active
Pick MC_STEXT

List of Position IDs with Description will be collected, remove the duplicate entries if found.

        2. Identify Applicant Positions

          Pick all active Positions based on Security Role "Project Financial Controller" where

1. 1. Follow same steps as above for Security Role "Project Financial Controller" and collect Position IDs with Description.

          Note for step 1 & 2 : Alternatively, Find the Jobs assigned to the role and find the corresponding position of the jobs. ( logic to be determined post HR and Security role design)

       3. Select action-

• Create
  • Person Responsible table

                      For Security Roles "Person Responsible- Project" or "Person Responsible- WBS", Compare TCJ04 table entry with Step-1 data.

                      If new Positions are found in Step-1 data, then insert them as new Records in TCJ04 i.e. Position in VERNR and respective Position text in VERNA.

• • Applicant table

                     For Security Role "Project Financial Controller", Compare TCJ05 table entry with Step-2 data.

                     If new Positions are found in Step-1 data, then insert them as new Records in TCJ05 i.e. Position in ASTNR and respective Position text in ASTNA.

• Change-
  • Person Responsible table

                      For Security Roles "Person Responsible- Project" or "Person Responsible- WBS", Compare TCJ04 table entry with Step-1 data.

                      If same Positions are found in both the tables, then update each Position text i.e. TCJ04-VERNA.

• • Applicant table

                     For Job i.e. HRP1001-SOBID = "Project Financial Controller", Compare TCJ04 table entry with Step-2 data.

                     If same Positions are found in both the tables, then update each Position text i.e. TCJ05-ASTNA.

• Delete- Inactive Position

                     Get list of Positions from TCJ04 & TCJ05 tables and pass to HRP1000 to check inactive positions-

OTYPE = S
OBJID = Position
ENDDA is before system date

Also, get list of Positions from TCJ04 & TCJ05 tables and pass to HRP1014 to get obsolete positions-

OTYPE = S
OBJID = Position
REDUN = X

       Collect all positions from above 2 steps and delete the records from respective TCJ04 & TCJ05 tables.

Volumetrics

N/A

Performance Considerations

N/A

Error Handling

Monitoring and tracking of batch job (success or failure) and the ability to retrigger the batch job if needed.

Failed Batch jobs must be identifiable with exact reason of failure.

1. If one Position has been derived from security roles i.e. "Person Responsible- Project" and/or "Person Responsible- WBS" and "Project Financial Controller", show error that "Position "00000000" have multiple Security Roles "Role 1", "Role 2", "Role 3"."

Testing

How to Test

Specific HR positions are required, and these positions are associated with SAP User IDs to which defined security roles are assigned.

Test Conditions and Expected Results

Test Considerations/Dependencies

• The H2R team to allocate 10 positions to support the execution of the various tests outlined above.

• The Security team to share user lists reflecting assignments to the roles "Person Responsible – Project", "Person Responsible – WBS", and "Project Financial Controller", in varying combinations for test validation.

Other Information

N/A

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