Purpose

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

In SAP PS, the project definition acts as a framework that provides a binding structure for organizational element of a project, such as Work Breakdown Structures. It serves as the top-level element for creating a project, defining default values for company code, plant, and responsible persons, and is essential for structuring, planning, and controlling all aspects of a project, from initiation to closure.

Conversion Scope

The scope of this document covers the approach for converting active Project Definition from Legacy Source Systems into S/4HANA following the Master Data Design Standard- Project Definition.

As per SyWay design, there are two ways to create an Operative Project definition based on the scenarios,

Scenario 1: PS Project definition with WBS element hierarchy (Level 1 & 2) can be automatically created from the approved PPM item once stage-gate 1 is approved. This process involves mapping the PPM item type to a                  predefined PS template project (created as per CVN-1019 Template Projects) with the Decision Flow Management settings in the SAP system. 

A project definition is automatically created for the specified PPM item types, using the corresponding project profile and applicable project coding mask. The conversion approach is dealt with in CNV-1022 Portfolio Item.

All project definition (new project profile ZPS0001, ZPS0002) relevant to PPM item type linking will be created from PPM items and is excluded from this conversion scope.

Scenario 2:  A project definition created manually independent of the PPM item, with the data being sourced using a DCT (Data Collection Template).

These projects are:

• Statistical Expense Projects: Used for tracking non-capital costs. These are statistical project without Budget, created by GBS and no PPM item is required.
• Intercompany Recharges: Used for Inter company service recharge cost allocations. These are operational projects have billing WBS element without Budget, created by GBS and no PPM item is required.
• Provisional Expense: Used for expense provision. These are operational projects without Budget, created by GBS and no PPM item is required.

Conversion scope includes all projects that belong to Scenario 2.

The conversion will ensure all projects are aligned to the defined project coding mask and relevant Organizational Units as designed for the target S/4HANA landscape.

Below project profiles are configured to allow the creation of a project definition directly in the Project System, without requiring integration with a Portfolio and Project Management (PPM) item. 

 Scope include:

• Extracting existing active Project Definition from SAP ECC systems WP2 and PF2.
• Extracting existing active Internal order having status Created / Release from SAP ECC systems WP2 and PF2.
• Applying transformation and cleansing logic via Syniti to conform with the S/4HANA data model.
• Loading the transformed Project definition into SAP S/4HANA while ensuring data integrity, correct assignment to project profile as per the project scenarios.

The data from legacy system includes:

All the projects below will be migrated from legacy source systems (PF2 and WP2) into S/4HANA (Within agreed timeframe)

1. Open Projects WBS from in scope company codes.

Proj elements not in closed status

Table PROJ

Key in field "Company Code" in scope.

Field project profile not in excluded project profile.

Result: Object numbers of WBS that are in company codes in scope.

Table JEST:

Field "Object number" = Key in the object numbers of WBS (from Step A), Field "Status Inactive" = blank, Then filter object number that do not have status I0046 (Closed)

    2. Closed Project from in scope company codes with postings in migration relevant financial year (Within agreed timeframe).  The postings technically does not occur directly against the project definition but against objects within the project therefore, postings against a WBS element is used as a proxy for determination of postings against the project.

   Closed Project that have WBS element with cost in current year (Within agreed timeframe) must also be migrated.

Logic: 

Table PROJ, Field "Company Code" in scope.

Field project profile in scope project profile.

Result: Object numbers of WBS that are in company codes in scope.

Table JEST, Field "Object number" = Key in the object numbers of Project 

Field "Status Inactive" = blank, Then filter object number that has status I0046 (Closed).

Result closed projects.

Table PRPS

Field PSPHI For closed projects numbers, Result WBS numbers for 

Table RPSCO / COSP: Field "Object number" = Key in the object numbers of WBS

Field "Fiscal Year" = Current year, Field "Value Type" = 4

Result = Object numbers that have cost in current year.

These WBS needs to be migrated.

In addition to the migration of existing Project definitions from ECC there are also some internal orders in ECC which will be migrated to WBS elements in S4 Hana.  As the project definition is a requirement for the creation of WBS elements, project definitions which does not exist in ECC will be required, these Project definitions will be defined in a DCT..

The data from legacy system excludes:

1. Project not in scope company code.
2. Project not in scope plant.
3. Project marked as closed / deletion flag set.

Also exclude, project with project profile is ZPS0001 or ZPS0002 linked to PPM item type.

List of source systems and approximate number of records

Additional Information

Multi-language Requirement

Project definition, the following four language keys must be maintained 

  - English (EN)
 - French (FR)
 - Italian (IT)
 - Chinese (ZN)

Document Management

Not Applicable

Legal Requirement

Not Applicable

Special Requirements

Not Applicable

Target Design

The technical design of the target for this conversion approach.

Data Cleansing

Mapping relevancy for active internal order to Projects.  Look for settlement rule assigned to the internal order in ECC WP2/PF2.

Conversion Process

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

Data Privacy and Sensitivity

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

Selection Screen

Data Collection Template (DCT)

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

Delta Data Management: Initial collection will be done via the report and one-time load to the DCT will be performed. Any delta after the initial collection within the DCT will require business to take due diligence to ensure any subsequent delta cleansing is verified and aligned within the DCT.

Note: All rules specified below should be documented as a tooltip in the DC Page

DCT applicable to project created manually, with project profile, PROJ-PROFL

 - Expense Cost Collector - Statistical Project Project Profile ZPS0003 
-  Recharge Cost Collectors - Expense Project - Project profile ZPS0004
-  Provision Cost collectors - Expense Projects - Project Profile ZPS0005

Extraction Dependencies

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 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.
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

Transformation Rules

Transformation Mapping

Transformation Dependencies

Pre-Load Validation

Project Team

Completeness

Accuracy

Business

Completeness

Accuracy

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

Load Phase and Dependencies

Configuration

Conversion Objects

Error Handling

Post-Load Validation

Project Team

Completeness

Accuracy

Business

Completeness

Accuracy

Key Assumptions

• Master Data Standard is up to date as on the date of documenting this conversion approach and data load.
• Project Definition is in scope based on data design and any exception requested by business.

See also

Change log