| Status | |
|---|---|
| Owner | FRUTEAU-ext, Sabrina |
| Stakeholders | |
| Jira Request ID | |
| Jira Development ID |
High- Level Specification
| Parameter | Value |
|---|---|
| Application System | S/4HANA - China instance SAP S/4HANA - Rest of World instance |
| Business Process Reference | 10.02.02.02. Manage Project Budget and Forecasts |
Functional Overview
Project budget is approved through the Stage Gate Approval and Variation Approval workflows. After approval, the budget is automatically assigned to the PS project, at level 1 (L1) WBS element as the overall project budget. Users can re distribute the budget over the different level 2 WBS elements created underneath the L1. However, users should not be able to modify in PS the total amount of total budget at L1.
Scope and Objectives
The Fiori app Edit Original Budget is used to re distribute the budget. The approved budget on the PPM item is transferred to the PS project and is available at L1 WBS element. The same budget can be re distributed throughout the lower WBS elements with the app. The purpose of this enhancement is to prevent any manual change of the approved overall project budget at L1 on the SAP PS project, while still allowing budget distribution and transfers below L1 (L2, L3, L4).
The standard application allows the user to edit the budget assigned at the L1. This goes against our approval process. This custom development will ensure the approved budget baseline cannot be altered outside the governance workflows. This is an authorization enhancement to grey out the L1 budget field and prevent any direct and indirect modifications to the L1 budget through the app’s Total-Up and Copy functions.
The user will still be able to display the budget on L1 and distribute it across the lower levels.
The authorization restriction will apply to all PS projects, regardless of whether they are linked to a PPM Item. Since budgets are not managed for PS projects that are not associated with a PPM Item, this change will not cause any issues.
Insert the flowchart and fill in the steps
Step | Description | Comment |
|---|---|---|
| 1 | The user enters financial data in the SG Funding Request view for a specific PPM item within the PPM application. | This step initiates a budget request for a project. |
| 2 | The user submits the stage gate for approval in the PPM application, which starts an approval workflow involving multiple stakeholders. | This ensures that all relevant parties review the funding request. |
| 3 | Because the stage gate approval includes a funding request, the Delegation of Authority (DOA) approver is included in the approval process. | The DOA approver is responsible for authorizing budget allocations. |
| 4 | Once approved, the SG Funding Request is transferred to the Approved Budget financial view in PPM. | The Approved Budget view displays the total budget authorized for the project. Users can request additional funds via the stage gate or through a variation process. |
| 5 | After full stage gate approval, the Approved Budget is transferred from the PPM item to the Level 1 (L1) of the PS project. | This step ensures the approved budget is reflected in the project’s SAP structure. |
| 6 | Based on the project’s type and complexity, the budget may be further allocated to lower-level WBS elements using the Edit Original Budget app. | Budget distribution across WBS elements is allowed, but the total assigned to L1 must remain unchanged. A standard control ensures that the sum of distributed budgets does not exceed the L1 allocation. |
| 7 | Users are not permitted to modify the budget at L1. To request additional funds, a variation or a new stage gate approval must be initiated. | This maintains budget control and ensures all increases follow the proper approval process. |
Assumptions
PS projects that are not associated with a PPM Item have no budget assigned and therefore do not require any budget distribution.
Dependencies
Stage Gate Approval Workflow - Enhancement: Secure that the budget is approved and transferred from the PPM item to the PS project.
Security, Integrity and Controls
This is an authorization restriction applicable for all roles/users involving the Fiori application Edit Original Budget, backend transaction code CJ30.
Configuration Requirements
N/A
Language Requirements
N/A
Special Requirements
N/A
Design Rationale
Functional Requirements
- The Edit Original Budget app is used for distributing the project budget across WBS elements. The backend transaction code is CJ30.
- Currently, this app allows users to change the budget at the L1 WBS Element, both directly and indirectly (via Copy functions or Total Up).
- While it makes sense for the lower levels to remain editable, the L1 (highlighted in the above print screen) should not be editable.
- Enhancement Requirements:
- The budget field for the L1 WBS Element must be set to display-only, preventing any direct manual updates.
- The authorizations must also block any indirect changes to the L1 budget through the Copy functionalities.
- Users must still be able to distribute the budget to lower-level WBS Elements (L2, L3, L4) as needed.
- Any requests for additional budget at L1 must continue to follow the established Stage Gate or Variation Approval workflows, from the PPM item.
Proposed Technology to Use
Typically, an enhancement will be based on an existing SAP BADI / user exit. If this is the case, please provide the proposed details of the BADI / user exit.
Data Source Considerations
N/A
| Table | Field Name | Comments/Calculation/Field Manipulation |
|---|---|---|
Data Validation Considerations
N/A
| Table | Field Name | Comments/Calculation/Field Manipulation |
|---|---|---|
Custom Tables
N/A
Master Data
N/A
| Field | Description | Data Type/Length | Validation rule/ Value Help |
|---|---|---|---|
Configuration Table
N/A
| Field | Description | Data Type/Length | Validation rule/ Value Help |
|---|---|---|---|
Selection Screen Enhancement
N/A
| Field Name | Description | Select: Option or Parameter Check box or Radio button Import or Export | Data Type/Length | Default Value/ Validation rule/ Value Help | Selection Logic |
|---|---|---|---|---|---|
Processing Logic
- The solution will be implemented as an authorization enhancement using:
- Enhancement: CNEX0002
- Exit: EXIT_SAPLCNAU_002
- Authorization Control: Restrict Activity 27 (Change), Allow Activity 28 (Display)
- This approach has been tested and confirmed to prevent both direct edits and changes via the copy and Total Up functionality which will cause a change at the L1 WBS Element.
- This restriction is applicable to all roles/users with access to the FIORI app Edit Original Budget and the backend t-code CJ30.
Volumetrics
N/A
Performance Considerations
N/A
Error Handling
N/A
Testing
How to Test
The solution shall be tested from a PPM item with assigned approved budget.
From the Fiori app My Portfolio Items, a PPM item created. The PPM item allows to request or assign a budget to PS project via the Stage Gate approval or variation approval. It is recommended to use a PPM item already approved to validate the authorization restriction.
Test Conditions and Expected Results
| ID | Condition | Expected Result |
|---|---|---|
| 1 | Select a PPM Item already approved (first Stage Gate approved) with Approved Budget assigned. | In the Financial plan, the view Approved Budget must have some figures populated. |
| 2 | Open the app Edit Original Budget and enter the PPM item id, which corresponds to the SAP PS id. | The total budget approved and displayed on the PPM item is assigned to the L1 structure (Project level) in the app. The L1 Budget should be greyed out and not possible for direct edit. |
| 3 | Distribute the amount amongst the lower levels of the project structure. | The app allows budget distribution. |
| 4 | Distribute an amount > Budget displayed on L1. | A standard error prevents the saving. |
| 5 | Distribute an amount > Budget displayed on L1. Go to Menu → Edit→ Total-Up. Save. | The saving is not allowed, as Total Up changes the original L1 figure. |
| 6 | Select a line and go to Go to Menu → Edit→ Total Up. Select Current Budget and Add 100%. Save. | The saving is not allowed, as Total Up changes the original L1 figure. |
Test Considerations/Dependencies
N/A
Other Information
Development Details
Package
| Package Name | Parent Package |
|---|---|
Enhancement Implementation
| Enhancement Type | Standard Definition Name | Custom Implementation Name | Design Rationale Reference |
|---|---|---|---|
Other Development Objects
| Object Type | Object Name | Purpose/High Level Logic | Design 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 | ZFI | ZMM | ZPS | ZCO | ZSD | ZBC | ZFI | ZCA |
|---|---|---|---|---|---|---|---|---|
| TABLES | ZFIT | ZMMT | ZPST | ZCOT | ZSDT | ZBCT | ZFIT | ZCAT |
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.
