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, the system is intended to automatically maintain only those positions mapped to predefined Security Roles avoiding manual maintenance. This means-

• HR positions assigned to specific roles will be designated as the responsible entities at the Project Definition and WBS element levels.
• This enables a role-based project system, allowing for greater flexibility and scalability in project governance. 
• 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 SAP batch job that extracts HR positions based on their Job assignment role relationships and updates-

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

Objective- The key objective are to improve data accuracy and timeliness in project and financial role assignments and reduce manual intervention in HR-Role mapping updates.

N/A

Process steps are-

Assumptions

• The system will have predefined Job and stable Security Role. Security Roles like ‘Person Responsible – Project’, ‘Person Responsible – WBS’, and ‘Project Financial Controller’ are expected to be consistently active available. These Job role name can vary based on Syensqo's role nomenclature standards. 
• Role Job-to-Position relationships are maintained in standard HR Infotype. 
• Given that HR position is Tier-1 master data, it will be replicated across all instances along with its associated infotypes.

Dependencies

• HR master data must be up to date i.e. applicable Jobs must be assigned to project management specific Position.
• Table structures for Person Responsible No. and Applicant No. must allow maintenance via Batch Job without creating Transport Request.

Security, Integrity and Controls

• Authorization Checks: Batch job runs under a technical user with restricted write access to Person Responsible No. and Applicant No. tables.
• Data Validation: Security Role and position IDs are validated before update.

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, Job Security Role based HR Positions are available for the project governance. First, the system must extract HR positions from standard infotypes by evaluating their relationship to predefined Job Security Roles i.e. "Person Responsible- Project", "Person Responsible- WBS" and Project Financial Controller. 

Once extracted, the batch logic must filter positions based on their Job role mapping: positions linked to "Person Responsible- Project", "Person Responsible- WBS" jobs roles must be inserted or updated in the Person Responsible table, while those linked to the Project Financial Controller job 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

N/A

Custom Tables

N/A

Master Data

N/A

Configuration Table

N/A

Selection Screen Enhancement

N/A

Processing Logic

This enhancement is initiated through a daily batch job to ensure that Security Role based positions are consistently maintained within the OPS6 and OPS7 transactions, sequence is-

1. Identify Person Responsible Positions

           Pass Personnel Area defined in the selection screen and pick all active Positions i.e. pass Personnel Area in HRP1008-PERSA and pick all active HRP1008- OBJID. Get only those positions which are assigned to specified Jobs Person Responsible- Project" or "Person Responsible- WBS"-  Security Roles i.e. HRP1001-SOBID = Security Role Code of "Person Responsible- Project" or Security Role Code of "Person Responsible- WBS" where

1. 1. Object Type = S (Position)
   2. Relationship type/relationship = B and Relationship object= 007
   3. Position with future end date are Active Positions, Positions with past End Dates are Inactive Positions.
   4. Infotype =1001, Subtype B007, Type of related object = C i.e. Job AG i.e. Role
   5. Retrieve the latest position description from HRP1001 using the end date logic.
   6. If a Position is found having both the roles then continue with single record with job role "Person Responsible- Project".

        2. Identify Applicant Positions

          Pick all active Positions based on Job "Project Financial Controller" Security Roles i.e. HRP1001-SOBID = Security Role Code of "Project Financial Controller" where

1. 1. Object Type = S (Position)
   2. Relationship type/relationship = B and Relationship object= 007
   3. Positions with future end date are Active Positions, Positions with past End Dates are Inactive Positions.
   4. Infotype =1001, Subtype B007, Type of related object =C i.e. Job AG i.e. Role
   5. Retrieve the latest position description from HRP1001 using the end date logic.

       3. Select action-

• Create
  • Person Responsible table

                      For Job Security Roles i.e. HRP1001-SOBID = "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 Position text in VERNA.

• • Applicant table

                     For Job Security Roles i.e. HRP1001-SOBID = "Project Financial Controller", Compare TCJ04 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 Position text in ASTNA.

• Change-
  • Person Responsible table

                      For Job Security Roles i.e. HRP1001-SOBID = "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 Security Roles 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

                    Inactive Positions found in step-1 & 2 should be deleted from TCJ04 & TCJ05 tables if exist.

                 Note: SAP has provided Blocked option in both TCJ04 & TCJ05 tables, how to use it? SAP incident raised.

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 multiple Jobs roles i.e. "Person Responsible- Project" and/or "Person Responsible- WBS" and "Project Financial Controller", show error that "Position "00000" with multiple Jobs Security Roles "Role 1" and "Role 2" and "Role 3" "Job 1" and "Job 2" and "Job 3""

Testing

How to Test

Some HR Positions are required which are assigned to respective Job Security Role/s. 

Test Conditions and Expected Results

Test Considerations/Dependencies

• Security roles should be established by the Security team and must conform to Syensqo's standardized role naming conventions.
• The H2R team to allocate 10 positions to support the execution of the various tests outlined above.

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

Change log