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System Requirements Specification

Customer Master Integration

Customer Maser Integration
System Requirements Specification

Project Revision History

Version Name Date Reason For Changes
1.0 SUMIT NAIR 6/05/2011 New document

System Requirements Specification Template Doc. Version 1.0

System Requirements Specification
Customer Master Integration

Table of Contents
1 SYSTEM OVERVIEW..................................................................................................................3
1.1 SYSTEM PERSPECTIVE.................................................................................................................5
1.2 OPERATING ENVIRONMENT...........................................................................................................7
2 USE CASES................................................................................................................................7
2.1 USE CASE DIAGRAM..................................................................................................................8
2.2 USE CASES............................................................................................................................11
3 FUNCTIONAL REQUIREMENTS..............................................................................................13
3.1 BEHAVIORAL REQUIREMENTS......................................................................................................13
3.2 DATA REQUIREMENTS...............................................................................................................14
3.3 INTERFACE REQUIREMENTS.........................................................................................................14
4 NON-FUNCTIONAL REQUIREMENTS.....................................................................................15
4.1 LANGUAGE FOR IT SYSTEMS.......................................................................................................15
4.2 DOCUMENTATION REQUIREMENTS.................................................................................................16
4.3 LEGAL REQUIREMENTS..............................................................................................................17
4.4 HARDWARE REQUIREMENTS........................................................................................................17
4.5 SOFTWARE REQUIREMENTS........................................................................................................17
4.6 DISASTER RECOVERY REQUIREMENTS...........................................................................................17
4.7 SECURITY MANAGEMENT REQUIREMENTS.......................................................................................17
5 ASSUMPTIONS, CONSTRAINTS AND DEPENDENCIES.......................................................20
6 CONCLUSION...........................................................................................................................20
THE PROPOSED SOLUTION MEETS THE OBJECTIVE OF INTERFACING LEGACY
APPLICATION DEALER INFORMATION DATABASE WITH SAP SOLUTION. THIS
SOLUTION SHALL FACILITATE THE CENTRALIZED CUSTOMER MASTER DATABASE
SYSTEM.......................................................................................................................................20
IMPLEMENTATION OPTIONS FOR THIS SOLUTION HAVE BEEN DETAILED IN THE
RESPECTIVE DOCUMENTS IN THE “PROJECT DELIVERABLE DOCUMENT LIST VER
1.0.XLS” FILE..............................................................................................................................20
APPENDIX A – SYSTEM REQUIREMENTS INFORMATION GATHERING TEMPLATE..........21

System Requirements Specification Template Doc. Version 1.0

ABAP (Advanced Business Application Programming) is the programming language used in SAP. with each application representing a specific business area. Following are the status used to determine DID customers: a) History . Data from Legacy system (Dealer Information Database) is going to be merged into SAP. System Requirements Specification Template Doc.completely done customers b) Pending .Dealer Information Database (DID): DID is an Auto industry Dealer Information Database system that stored customers/Dealers information. thus allowing seemingly. Version 1.Currently active d) Terminate .CDC) It is a Mainframe DB2 database that stores dealers’ customer master data. These applications update and process transactions in real time. A brief overview of the Legacy system. not an active dealer. It consists of customers who are primarily classified as dealers and non-dealers.out of business. SAP is an enterprise resource planning (ERP) software product capable of integrating multiple business applications. but still financially active Here is a brief on what SAP is: SAP stands for Systems. Applications and Products in Data Processing. They are a) Ship-to locations b) Warranty repair stations c) Fleet companies d) Auto Industry sub organizations e) Plants f) Government g) Financial organizations h) Distribution Centers (RDC. System Requirements Specification Customer Master Integration 1 System Overview This project is scoped on creating a centralized customer master Database.0 . SAP will be the Core Master Maintenance system. effortless integration and communication between areas of a business.they are creating the site c) Active .

Here is a context diagram of SAP landscape that will be used for this project. 3 Tier System Landscape Database Server Application Server Application Server PC PC PC PC System Requirements Specification Template Doc. System Requirements Specification Customer Master Integration A figure below that depicts SAP’s integration across different processes.0 . Version 1. function silos.

The interface will bring in all the changes to the customer master on a daily basis to keep the systems in sync. However. DID. System Requirements Specification Customer Master Integration 1. It is intended to capture Logical and convey the significant Architecture architectural of DID decisions that have to on the system.1 System Perspective Given the volume of the DID data and the need for a stable. Manually modifying the customers would be tedious and error prone and may result in data inconsistency between the two systems.0 . been made SAP SAP Add. Delete Customer Master Data SAP Applications Landscape . being the Gold System for dealer information. repeatable process of creating. UPLOAD FILE DID Change. controlled manual intervention would be required to an extent (for SAP specific fields) once the interface is up and running. July 2007 18 System Requirements Specification Template Doc. Version 1. The purpose of the on-going interface is to maintain data consistency between DID and SAP customer masters. manual creation or change to the customer master data is not an option. 1. is one of the main source systems for customer master. changing and deleting customer master records.1.1 High-level architecture diagram The objective here is to have a global customer master repository in SAP for the purpose of billing and accounts receivables. Here is a comprehensive architectural overview of the system.

Version 1.2 Major system features Benefits of implementing SAP Solutions: System Requirements Specification Template Doc.0 .1. System Requirements Specification Customer Master Integration 1.

2 Use Cases Create/Change Customer in SAP by Trigger from Legacy Systems Use Case Identification and History Use Case ID: CMI_INT_001 Create/Change Customer Master Record In Use Case Name: Version No: 1.0 .0 The Legacy Gold Source Systems Purpose: The purpose is to create/change a customer master record in the SAP system whenever a request for creation/change of a customer is sent from a legacy system Below are the features specific to SAP – System Requirements Specification Template Doc. System Requirements Specification Customer Master Integration Increase revenue: Access real-time data fast with SAP Reduce costs: Gone are the days of costly and recurring customization Adaptable: React quickly whenever your business needs to change and adjust to new market conditions Complete solution: Run your entire business effectively with just the one solution Personalized: Improve your employees’ productivity with a role-based user experience. built-in learning.2 Operating Environment Dealer Information Database is a Mainframe DB2 database that stores dealers’ customer master data. Excel and Outlook 1. UNIX is going to be the operating system on which SAP is installed and functions. analytics and collaboration Improve customer relationships: Integral CRM arms your team with relevant information Maintain IT solution as you grow: SAP will not hold your business back from growth Clear. Version 1. instantaneous insights: Create up-to-the minute dashboards Business Critical alerts: Powerful alerts system Improve efficiency: One centralized data repository Support Multi-currency transactions: Multi-currency transaction and report capabilities Multi-lingual capabilities: Available in 27 languages and 40 countries Integrate with Microsoft Office: Word.

• Existing customer master records are changed as requested.1.Trigger Customer Master Interface . The account groups and the actual number ranges will not be affected by this decision. Last Update by: SUMIT NAIR On (date): 06/05/2011 User/Actor: Interface Business Owner Contact Key business users Name: Details: Trigger: Request for creation/change of customer from upstream system References: N/A Frequency of Frequent – daily Use: Preconditions: Customer created/changed in the legacy system Post Conditions: Customer masters are created/changed in SAP Non-functional None Requirements . System Requirements Specification Customer Master Integration • DID – source system for dealerships. Approximately. • The number assignment will be internal to local SAP instance. 2.0 . Version 1.1 CMI_INT_001-1: Create Customer Master Record in SAP System Requirements Specification Template Doc.Create request in legacy system to create/change customers in SAP .1 Use Case Diagram Use Case 2.Create/change customer master record in the SAP Steps: System: SAP ECC . • New customers are created in SAP from the data received from the interface by internal number 3 assignment. 90% of the customers will come from DID. DID Step User Actions System Actions Create request in legacy system to 1 create/change customers in SAP N/A – Legacy • Legacy system feeds data file to the GIF (Global Trigger Customer Master Interface Integration Factory) 2 • The GIF passes on the data file to SAP through an IDoc.

System Requirements Specification Customer Master Integration Create Customer Master Record in SAP Requestor Request New Start Yes Customer No SAP System Decision Request Does Customer Yes Approved? Already Exist? No SAP action Create New End Customer Decision Predefined Terminator Process Box Process Dynamic Connector Use Case 2.2 CMI_INT_001-2: Change Customer Master Record in SAP System Requirements Specification Template Doc. Version 1.1.0 .

0 . Version 1. System Requirements Specification Customer Master Integration Change Existing Customer Master Record in SAP Requestor Request to Modify Start No Existing Customer No SAP System Decison Request Does Customer Yes Approved? Exist? Yes SAP action Apply Changes to Existing E Customer Decision Predefined Terminator Process Box Process Dynamic Connector System Requirements Specification Template Doc.

DID will send data file as mentioned in the mapping document. SAP will be the Gold Source for DID customers.1: CMI_INT_001-1 Use Case Name: Create Customer Master in SAP Version No: 1. Version 1.Create customer master record in the SAP system System: SAP Transaction – XD01 Step User Actions System Actions 1 Create customer master record in the • New customers are created in SAP SAP System Requirements Specification Template Doc. • The request is approved Issues: • The customer does not already exist. Last Update by: SUMIT NAIR On (date): 06/05/2011 User/Actor: Interface Business Owner Key Business user Contact Name: Details: Trigger: Request for creation of DID into SAP References: N/A Frequency of Frequent – daily Use: Preconditions: Request for new customer is approved. validate and then create the customer master in SAP system. Post Conditions: Customer masters are created in SAP Non-functional None Requirements Assumptions.0 . Steps: .2 Use Cases Use Case Identification and History Use Case ID: 2. System Requirements Specification Customer Master Integration 2. SAP will read the data.0 Purpose: Creation of SAP customer master records directly in SAP - Going forward.2.

Steps: . validate and then change the customer master in SAP system.2. SAP will be the Gold Source for DID customers. DID will send data file as mentioned in the mapping document.0 Purpose: Change an existing SAP customer master record in SAP - The customer masters for which SAP is the gold source can be changed in SAP. SAP will read the data.0 .Change customer master record in the SAP System: SAP Transaction – XD02 Step User Actions System Actions 1 Change customer master record in • Existing customer is changed the SAP System Requirements Specification Template Doc. Non-functional None Requirements Assumptions: • The request is approved • The customer already exists. Version 1. Going forward. Last Update by: SUMIT NAIR On (date): 06/05/2011 User/Actor: Business Owner Key business user Contact Name: Details: Trigger: Request to change a customers in SAP References: N/A Frequency of Frequent – daily Use: Preconditions: Customer exists in SAP Post Conditions: SAP customer masters are changed as requested.2. System Requirements Specification Customer Master Integration Use Case Identification and History Use Case ID: 2. CMI_INT_001_2 Use Case Name: Change Existing Customer Master in SAP Version No: 1.

System Requirements Specification Customer Master Integration 3 Functional Requirements All the functional requirements are covered in the respective Deliverable objects list. There is no editing or correction done at the source file level in SAP. then these failed records in SAP will be archived first before reprocessing the file containing the erred data records.1 Behavioral Requirements 3. If the interface was aborted in middle due to different technical reason. But. The requirements will be gathered through the WORKSHOPS conducted with the business. If a job does not run due to file accessing errors or technical reasons. Before processing the Legacy source file in a Regular job run.0 . System Requirements Specification Template Doc. before loading to SAP during validation and in the processing of the record in SAP. if there is a need to correct the failed data records at the Legacy source and resend them in a file to SAP. but those that fail in the validation checks will not be loaded to SAP.1 Failed Transaction Handling/Error Handling for Interfaces System/communication Errors: The interface is run in scheduled background jobs. Data Errors: While processing the Legacy source file in SAP. 3. which will be a Regular job run. The data records that fail in the validation will be stored in a custom table in SAP for later error correction and reprocessing in a job run called ‘Suspense run’. the support team monitors the jobs and takes follow up actions as per the established procedures.1. the interface is executed in a Suspense job run to load the corrected data records found in the previous Regular job. The data records that pass through these checks will be loaded to SAP. data records are validated at field level for consistency with mapping rules and data related checks. There are two stages where errors can occur. Refer to the Workshop document for details. Version 1. error is analyzed and if required the job is rescheduled. or terminates while running the job.

xDaily. xWeekly. • Responsible person for Legacy system: o Who owns from the deployment team and can answer mapping and technical questions? o Answer: Mona Kaushal • Data Transaction Volumes o How many records are coming per transmission? o Answer: Approximately 10 customer 3.3 Interface Requirements Following are the Requirements that need to be gathered for the Interfaces • Frequency (realtime.SAP Details of the how the data will be translated to be covered in the Mapping document of the Functional Specification document.3. System Requirements Specification Customer Master Integration 3. or manually upload/download a file like a spreadsheet o Answer: both manual and automated • Responsible Business Owner o Who from the business owns the process and interface? o Answer: Owned by the business Customer master team. 3. Version 1.0 .1 Reporting Requirements System Requirements Specification Template Doc. review the file beforehand.2 Data Requirements Here is the list of the Source system data elements: .DID Here is the list of the Destination system data elements: . xMinutes. xMonthly) o How many files are we going to receive and when? o Answer: Every hour • Automated or Manual o Manual if someone has to kickoff the process.

s Within each data range. master data which is needed in the area of financial accounting. are displayed for the following entries.1 Language for IT systems System Requirements Specification Template Doc. System Requirements Specification Customer Master Integration Report Description/Use Freque Name ncy S_ALR_8 • The customer list is used for displaying and for printing customer Adhoc 7012179 .0 . the company code. the change date. Additionally. you can set limits according to the organizational form S_ALR_8 • A program is used for displaying and changing the customer's Adhoc 7012183 confirmation status. or an interval for the selection criteria. a search term. • Only customers for whom company-code-dependent master data exists. Display • Select options exist concerning the customer. S_ALR_8 • The address list report displays customer address from the Adhoc 7012180 General view of the customer master record. the company code data or the sales area data. the account number of the customer. Customer Changes 4 Non-Functional Requirements 4. to you can choose whether you want to see the changes for the Customer general data. Address List S_ALR_8 • You can use this report to display changes to the customer Adhoc 7012182 master record. Customer The list can be used for information and documentation. List • You can narrow down the number of customers to be printed using selection criteria. Display/C • The confirmation status provides information as to whether onfirm sensitive fields have been changed in the customer master Critical record. This includes. for example. Changes the name of the person changing and the field group. Version 1.

2 Training Requirements Training documents will be detailed in the Training manual.2 Documentation Requirements Following are the list of documents that will be needed to be delivered at various stages of the project.No Description 1 Project Planning document 2 Project methodology document 3 Project milestones document 4 System Requirement document 5 Work-shop documents Functional specification 6 document 7 Mapping document 8 Technical specification document 9 Test Cases/scripts 10 Training manual 11 Minutes of Meeting 4. avoiding data duplicity.com/p/customer-master-integration/ S.google. Link below to go into the details.2. Version 1. System Requirements Specification Template Doc. 4. System Requirements Specification Customer Master Integration English will be the only language of communication for documentation. presentation. ABAP will be the programming language that will be used for SAP. The training document will provide details on how to use the system in details with snapshots and step by step instructions.2. meeting. consistency. http://code.0 .1 Safety Requirements The documents will be loaded in a safe and secure location for uniqueness. Backup of needed data will be maintained. 4. Access to the system will be restricted to the privileged group. deliverable documents and workshops.

6 Disaster Recovery Requirements Backup of the data. 4.7 Security Management Requirements 4. 4. system will be maintained as scheduled. MS Office. 4.2 Data Security Requirements System Requirements Specification Template Doc.7.5 Software Requirements The project system will be run on UNIX platform The user community will use Windows.3 Legal Requirements This project will be governed by HGU rules and regulations and in accordance with the US legal rules/regulatory code. 4.1 User Security Requirements User privacy. Version 1. HP UNIX Network.3.7. System Requirements Specification Customer Master Integration 4. access will be controlled by the System administrator and per the security norms.4 Hardware Requirements Laptops. and other infrastructure needs to be installed before moving into the “Realization” mode of the project.0 . Desktop. 4.1 Software Licensing Requirements None 4. security. SAP and other required tools to work on the project.

Define time frames when secure data cannot be published to non-secure staff. Version 1. etc. Identify data privacy laws that must be adhered to (e.g. confidential) or by user role. disconnections. such as data encryption/decryption and routing restrictions. or by individual.g. restricted. System Requirements Specification Customer Master Integration Data security will be maintained as per standard security norms baselined below: Define Access Requirements The data can be classified by its sensitivity (e. Define Audit Requirements Define audit requirements. Consider gathering information on connections. "trusted" versions of operating systems. most countries require that companies that hold data on customers must make this data available to the customer on demand). Define Network Requirements Identify network requirements. and data changes.0 . Define data movement security requirements. and secure facilities. System Requirements Specification Template Doc. Users can be classified by organizational unit.. Identify restrictions by data and user classification. employees.. by user role. To meet legal restrictions it may be necessary to store summarized data so that individual entities (e. employees. companies) cannot be identified. The following should be considered: · Can data be transferred to a diskette? · Can data be stored on a PC? · Who might have access to data transferred to a diskette or a PC? · Do back-ups have to be encrypted? · Where should back-ups be kept? · Who might have access to the back-ups? Define High-Security Requirements If high levels of security are required. Define Data Requirements Identify any legal restrictions that apply to data kept on customers. such as "trusted" versions of database management systems. data accesses.. define the requirements.g.

System Requirements Specification Customer Master Integration System Requirements Specification Template Doc. Version 1.0 .

o Converting. o Processing source flat files. file format.0 . • The SAP team is responsible for: o Receiving valid Customer Master Data in SAP. • Only active customers will be extracted from the legacy systems. Constraints and Dependencies The assumptions and dependencies considered are: • DID will continue to be the Gold Source System for dealers and will provide the customer master for conversion. changes to SAP specific data would be possible directly in SAP.XLS” file. • SAP will serve as a tool to facilitate the on-going interface processes and objects like mapping source & destination system fields. • All changes to customer master records (DID data) will be initiated from DID system. System Requirements Specification Customer Master Integration 5 Assumptions. and provide the customer data under the required structure. • The Legacy System team is responsible for: o Extracting. file structure etc. • Dealers will not be created directly in SAP. However.0. This solution shall facilitate the Centralized Customer Master database system. o Extending additional SAP values as necessary. Version 1. • The Legacy system owners (DID) will ‘cleanse’ and ‘download’ the legacy data as appropriate. mapping source fields as necessary. System Requirements Specification Template Doc. translating Legacy data into SAP required format as per the required guidelines 6 Conclusion The Proposed solution meets the objective of interfacing legacy application Dealer information Database with SAP solution. Implementation options for this solution have been detailed in the respective documents in the “Project deliverable document list ver 1. converting.

Version 1.com/p/customer-master-integration/ System Requirements Specification Template Doc. System Requirements Specification Customer Master Integration Appendix A – System Requirements Information Gathering Template Click the following link to get details of the documents pertaining to this project: http://code.0 .google.