Status

OwnerFRUTEAU-ext, Sabrina 
Stakeholders

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

Jira Request ID


Jira Development ID

High- Level Specification

ParameterValue
Application System

SAP S/4HANA - CUI instanceSAP S/4HANA - China instance

SAP S/4HANA - Rest of World instance
Business Process Reference10.02.04.01. Manage Project Settlement and Closure

Functional Overview

This functional specification defines the custom development required to automatically replicate specific PPM Item User Statuses to linked PS Project and WBS Element User Statuses.
The enhancement ensures that when an Item in PPM is updated to statuses: TECO/Cancelled, Closed/Cancelled or On Hold, the corresponding PS User Status is automatically set on the associated Project Definition. 


Scope and Objectives

Standard PPM to PS integration (via DFM configuration) supports mapping PPM Item Status to PS System Status only.
Since Cancelled and On Hold are User Statuses in PS, standard functionality cannot be used, requiring custom development.

The objectives of this Functional Specification are to ensure consistency between PPM and PS project status management by synchronizing User Statuses across both modules whenever a relevant status change occurs in PPM.


Process Flow Diagram


Step

Description

Comment

1

Trigger: User changes of PPM Item Status to:

    • TECO/Cancelled or
    • Closed/Cancelled or
    • On Hold
Upon saving, the PPM item status is updated. 
2

System triggers the status change on the corresponding SAP PS project to Cancelled or On Hold. 

Item changed to status On Hold => PS project status changed to On Hold

Item changed to status TECO/Cancelled =>

  • PS project system status updated to TECO via DFM
  • Event is created when PPM item status is changed to TECO/Cancelled, triggering the PS project status change to Cancelled.

Item changed to status Closed/Cancelled =>

  • PS project system status updated to Closed via DFM
  • Event is created when PPM item status is changed to Closed/Cancelled, triggering the PS project status change to Cancelled.

The statuses Cancelled and On Hold are assigned to the related WBS element of the same project. 

3

User changes the PPM item status from On hold to Approved. 

The system removed status On Hold on the corresponding PS project. 


4

User changes the PPM item status from TECO/Cancelled  to Closed/Cancelled.

PS project system status updated to Closed via DFM


Not in the scope of this FS.
5

User changes the PPM item status from TECO/Cancelled  to TECO.

The system removed status Cancelled on the corresponding PS project. 


6

User changes the PPM item status from Closed/Cancelled  to TECO/Cancelled.

PS project system status updated to TECO via DFM.

Not in the scope of this FS.


Assumptions

N/A

Dependencies

PPM item status configuration defined.

DFM configuration to synchronize PPM item status with SAP PS project system status.

SAP PS user statuses Cancelled and On Hold defined. 

Security, Integrity and Controls

N/A

Configuration Requirements

N/A

Language Requirements

N/A

Special Requirements

N/A



Design Rationale

Functional Requirements

  1. Automatic Synchronization

When a user sets the Item Status in PPM to one of the below statuses:

  • TECO/Cancelled 
  • Closed/Cancelled
  • On Hold

The corresponding PS Project and its WBS Elements must automatically receive the corresponding PS User Status. 

PPM is the controlling application. Users must not manually adjust the PS status for these cases.

The solution must ensure aligned user statuses between PPM and PS at all times.

The update must occur:

  • Immediately upon Item status change
  • With error logging and alerting in case of failures

2. Update related WBS elements with Cancelled or On hold statuses

When the status "Cancelled" or "On Hold" is assigned to a project definition, the same status must be automatically assigned to all underlying WBS elements. The replication should occur immediately upon status assignment at the project level.

3. Reversibility

If the PPM item status is changed from On Hold, TECO/Cancelled or Closed/Cancelled to another allowed status as per PPM configuration, the status change must be reflected on the SAP PS project, and removed from all dependent WBS elements.: 

From ToExpected behavior
On HoldApproveddeactivate user status On Hold on PS Project
On HoldTECOdeactivate user status On Hold on PS Project
TECO/CancelledTECOdeactivate user status Cancelled on PS Project
TECO/CancelledClosed/CancelledTECO system status handled by DFM configuration. User status Cancelled is already assigned to PS project. 
Closed/CancelledTECO/CancelledClosed system status handled by DFM configuration. User status Cancelled is already assigned to PS project. 

4 If corresponding SAP PS status is locked for edit by a user, do not allow the change on the PPM item. Error message in PPM stating that the SAP PS project is currently being used by user id, and therefore the status change is not allowed. 

Proposed Technology to Use

Implement BADI RPM_PROJ_CUST_FIELDS to trigger synchronisation and update the PS using BAPI.

Data Source Considerations

Include an overview of the source. Can be deleted if not needed.

TableField NameComments/Calculation/Field Manipulation
/RPM/ITEM_DSTATUSCheck PPM item status assigned
TJ30ESTAT, TXT04, TXT30SAP PS user statuses definition table
/RPM/STATUS_TSTATUS, TEXTPPM item status definition table
PRPS PSPHICheck WBS elements related to project



Data Validation Considerations

N/A

TableField NameComments/Calculation/Field Manipulation













Custom Tables

N/A

Master Data

N/A

FieldDescriptionData Type/LengthValidation rule/ Value Help









Configuration Table

N/A

FieldDescriptionData Type/LengthValidation rule/ Value Help








Selection Screen Enhancement

N/A

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. Detect change in Item Status.

If the field STATUS on the PPM item (table /RPM/ITEM_D) is changed to values On Hold, TECO/Cancelled, Closed/Cancelled:


    • Identify related SAP PS Project definition: PPM item id = PS Project definition id.
    • Set PS User Status on the SAP PS Project definition to the corresponding PS user status:

PPM Status

PPM status id

Corresponding SAP PS User status

PS - TXT04 status text 

On Hold

Z006

On Hold

HOLD

TECO/Cancelled

Z007

Cancelled

CNCLD

Closed/Cancelled

Z008

Cancelled

CNCLD


    • Set/remove User Status accordingly using: STATUS_CHANGE_IN_PROJECT or BAPI_BUS2001_SETSTATUS

2. Automatic Replication of User Statuses "Cancelled" and "On Hold" from Project to WBS Elements

For each WBS element, if the status is being set on the project, set the same status on the WBS element (if not already set). 

If the status is removed from the project definition, it should also be removed from the WBS elements. 

    • Identify the related WBS elements: 

Table PRPS field PSPHI = Project id

    • Use standard SAP function modules or BAPIs for status updates, such as BAPI_BUS2054_SET_STATUS for WBS elements.

3. If status is changed from On Hold, TECO/Cancelled, Closed/Cancelled to another value:

    • Identify related SAP PS Project definition: PPM item id = PS Project definition id.
    • Set/remove User Status accordingly using: STATUS_CHANGE_IN_PROJECT or BAPI_BUS2001_SETSTATUS

From

PPM status id from

To

PPM status id To

Expected results

On Hold

Z006

Approved

Z002

Deactivate user status On Hold on PS Project

On Hold

Z006

TECO

Z006

Deactivate user status On Hold on PS Project

TECO/Cancelled

Z007

TECO

Z006

Deactivate user status Cancelled on PS Project

TECO/Cancelled

Z007

Closed/Cancelled

Z007

Check that user status Cancelled is already assigned to PS project. If not, Set.

Closed/Cancelled

Z008

TECO/Cancelled

Z008

Check that user status Cancelled is already assigned to PS project. If not, Set.


4. If the status update fails because the PS Project is locked:

  • Display a meaningful error message to the PPM user: “Status update cannot be applied because Project <Project ID> is currently locked in SAP PS by user <username>. Please try again later.”

  • The status change is not saved on the PPM item. 

  • Log the failure in the PPM log or message queue.



Volumetrics

Unknown.


Performance Considerations

N/A



Error Handling

All failures logged in SLG1.

In case of failure the status change will not save. So the user will receive an error message, and can re iterate the status change save. 


Testing

How to Test

To test the solution, open the PPM application and update the PPM item status to the relevant statuses (On Hold, TECO/Cancelled, and Closed/Cancelled). After saving, verify that the corresponding SAP PS project and its associated WBS elements reflect the same status changes. Additionally, confirm that reversing these statuses in the PPM item also reverses the statuses in the corresponding SAP PS project and WBS elements.

Test Conditions and Expected Results

IDConditionExpected Result
1Create 3 PPM items and approve the first Stage Gate to trigger the PS Project creation. SAP PS project created with same id as PPM item.
2

Change the projects status to: 

  • On Hold
  • TECO/Cancelled
  • Closed/Cancelled

Statuses are replicated to the corresponding SAP PS projects.

Related WBS elements are updated with the same.

3

Change again the statuses on the 3 projects: 

  • From On Hold to approved
  • From TECO/Cancelled to TECO
  • From TECO/Cancelled to Closed/Cancelled
  • From Closed/Cancelled to TECO/Cancelled

Changes are reflected to the SAP PS project.

Related WBS elements are updated with the same.

4

Open the SAP PS project and the PPM item in edit mode simultaneously. 

Change the PPM item with any of the above mentioned statuses. Save. 

PS project lock error message and status change is not saved on the PPM item. 


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