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11/20/2015

Questions:

Q: 1) What information from existing reports do you need in the new project reports?

A:Sponsored projects, agency, and gift funds: Too much to list here. Gail will need to
supply separately.

Centers/Chairs: Budget, Expenditures, and Remaining Balance
Loans: additions and deductions and fund balances and assets by loan fund.
Plant: Additions (revenues) by type of revenue. Deductions (expenditures) based on type of
expenditure: i.e. building, land, equipment, improvement, and expense.

Endowment/Life Income: Activity reports of additions and deletions. Attribute information.
Monthly Treasurer's Report schedules. (Life Income: Monthly - Schedule A, Schedule J, and
P ledgers are used to reconcile balances of trust accounts in the UT trust accounting
software; Yearend - Schedule 6 to which trust officer format and adds notes for inclusion on
year-end Treasurer Report.)

A new report needed if FM collects the Pool Unit Market Price is a report for each pooled
endowment account that lists by month the number of shares purchased, the unit price per
share, and the book value of shares purchased. Also, the report would include Year-To-Date
totals that accumulate the number of shares purchased and the book value of new shares
purchased.

Q: 2) Who is responsible for project analysis?

A:Sponsored projects and agency funds: The PI, departmental bookkeeper, Controller's
Office accountant, and Campus Business Office.

Gifts: The PI, departmental bookkeeper, Controller’s Office accountant, campus business
office.

Centers/Chairs: The PI, departmental Business Officer, campus business officer.
Endowments/Life Income: The only individuals who are involved in the project accounting
including analysis are the Treasurer's Office Investment group. (Life Income: Trust Officer &
assistant) Endowments (Investment Officer and Financial Specialist)

Loans: N/ A

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Plant: Treasurer's office and Facilities Planning.

Q: 3) For whom do you run project analyses and reports?

A:Sponsored projects and agency funds: The PI, departmental bookkeeper, Controller's
Office accountant, and Campus Business Office.

Gifts: The PI, departmental bookkeeper, Controller’s Office accountant, campus business
office.

Centers/Chairs: The PI, departmental Business Officer, campus business officer.
Endowment/Life Income: Treasurer's Office Investment Group reports on all of College's
endowments and reports on single endowments for bookkeepers or other individuals.

Loans: N/ A

Plant: Treasurer's office and Facilities Planning.

Q: 4) Workflow, downloads, embedding reports in e-mails are all possible distribution
methods for reports. How do you distribute project reports?

A:Sponsored projects and agency funds: We currently distribute all reports manually.

Gifts: Same as sponsored projects.

Endowments/Life Income: manual distributions of printed reports; over the phone for on-
screen query data. In additions, there is a Web Site that contains some of the Pooled
Endowment information such as Market price per unit.

CI Template:

1.Requirements/Expectations

Reporting will be limited in PS. PS reports will primarily be used for cost planning and
comparing plan to actuals.

UT's reporting requirement is to sort and report on PS attributes combined with FM
budget/actuals/balances.

2.General Explanations

Project Summarization using Classification Characteristics

In this section you learn about the preconditions for managing projects using the
classification system. The classification of your projects is necessary if you want to
summarize projects using classification.
In the classification system you specify characteristics, which you use to classify your
projects.
If classification has been activated for a project, the project will automatically be classified
during basic data maintenance. The characteristics are evaluated using the values in the
project basic data (for example name of person creating project, controlling area).
You can define additional characteristics that do not refer to fields in basic data
maintenance. You maintain these characteristics during basic data maintenance.
You can summarize data along freely definable hierarchy structures using values
assigned to characteristics.

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Proceed in the following manner to classify projects:
1. Display a list of classification data delivered by R/3 and choose the data you want
to use. Generate the selected characteristics in the relevant client.
During the generation process, the system creates classification characteristics that
reference fields in the project master record. You must generate these characteristics in
every client where you want to select a project using classification or define
summarization hierarchy structures using classification.
1. Create user-defined characteristics.
In this step, you branch to the classification system and create the characteristics that
you want to evaluate.
To be able to use classification to summarize projects, you create hierarchy IDs that
define the setup of the summarization hierarchies in your client. Enter one characteristic
per hierarchy level.
During the summarization run, projects are selected using these characteristics, and the
individual values are added together. In the information system, you can access a report
for every hierarchy node.
A project may arise in more than one summarization hierarchy.
After the summarization run, you can display the summarization run online in the
cost/revenue/payment information system. To this end, you must first define an
appropriate data view and a database profile.

Further notes

As of Release 4.5A, the new facility for summarizing using master data characteristics is
available. Summarization using classification remains available for compatibility reasons
only; support will be withdrawn in the medium term.

We recommend that you do not use summarization using classification any longer.

For the projects summarized using classification, convert the user- defined characteristics
into the additional fields for the new summarization. Summarization using master data
characteristics is activated after the conversion.

3.Explanations of Functions and Events

Laurie is collecting current UT reports in a binder. Gail is drafting a list of true reporting
requirements in R/3. We will need to have a team meeting (FM/PS, etc.) to discuss
which types of reports are necessary. * Attach Gail's draft list of report requests here.*

5.Special Organizational Considerations

Reporting now has the potential to be done more decentralized than currently.

6.Changes to Existing Organization

7.Description of Improvements

End users will be able to view data relevant to their projects/funds in a real time
integrated system.

8.Description of Functional Deficits

A. UT's reporting requirement is to sort and report on PS attributes combined with FM
budget/actuals/balances. Only Standard reports in R/3 are in scope. However, there are
several options and design consideration to help UT to meet this requirement.

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B. Standard PS reports (if there is much use for them) do not have authorization objects
(for example profit center) in which to tie user access. See authorization and user roles
below.

9.Approaches to Covering Functional Deficits

A1. PS attributes will be maintained in newly created field in PS. Every effort will be
made to keep attributes in FM first, then PS because the majority of reporting will come
from FM.

A2. Sorting and query of data could be set up for project reports with classification. But -
this would only apply to PS standard reports (ex: cost planning vs. actuals). And - using
classification in PS reports will NOT be sufficient to meet the need.

A3. Custom reports can be created combining PS attributes and FM data or any other
data as required/defined. UT ABAPers would develop these reports.

A4. Once BW (Business Warehouse) is running we can explore creating info cubes for
the new PS fields along with an FM info cube. To be explored in realization phase.

B1. See authorization and user roles below.

10.Notes on Further Improvements

In the future, as UT ABAPers have the skill set and has the experience creating custom
reports the Controller's Office will have the ability to define any reporting needs and have
them met.

11.System Configuration Considerations

See approaches to covering functional deficits above. Likely BW info cubes or
customized reports will need to be created in the realization phase.

12.Authorization and User Roles

Authorization for PS Reports:

The PS report type reports are created in drill down reporting which doesn't allow for
many restrictions. Reports are not tied to fund so you either have access to a standard
report or you do not. And, if you are in the report you can call up any project. For
example if authorization is given to the report transaction (T code) then once in the report
there is no additional control like a profit center check to control which projects can be
queried. However, since we are creating new attributes (new fields we are creating to
collect data on the project) this data will likely need to be shown in customized reports.
Authorization restriction on customized reports is manageable in ABAP.

For standard PS cost reports below are a few ideas to restrict access:
1. Create a copy of the standard PS report in report painter, modify, change name then
tie authorization by fund.
2. Create a node with Variants and restrict.
3. Report groups by cost center (30 different reports by cost center – hard coded) then
you get access to your specific report.

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