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Document Title

FUNCTIONAL SPECIFICATION – INTERFACE

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 Functional Specification – Interface Customer Name

[How to use the Template: This chapter gives only explanations on the template. Remove it before
completing the template.
Blue text is always intended as instructions, guidelines, explanations, hints, and tips. It should always
be removed from the template for the project.
Update Fields in Document: If you want to update all fields, press "CTRL+A," then "F9". You will get
pop-ups sequentially, which ask you for the new values. Afterwards go to the footer area, then press
"CTRL+A" and "F9" again.
Top-level chapters may not be deleted or inserted; required additions should be made as sub-
chapters to existing chapters to provide a consistent representation of this document to the customer.
To keep the numbering of the chapters consistent over all specifications (of the project), do NOT
delete top-level chapters that are not relevant in a concrete document; only mark them as not relevant
(that is, add “not relevant” or “not applicable”).]
[Document Version Status has four values: Draft, Ready for Review, Reviewed with Comments and
Final. If the document send by an Author(s) without an intention of a Review should have a status as
Draft. A Draft document may have some incomplete sections.
If the document send by an Author(s) with an intention of a Review should have a status as Ready for
Review. All the sections in the document are expected to be completed in this case.
Reviewer(s) should set only two statuses:
 Reviewed with Comments – if documents needs to send the document to Author(s).
 Final – marks the acceptance of reviewer for the document.]
You can for example number the appropriate versions as follows:
0.1 Draft
0.2 Ready for Review
0.3 Reviewed with Comments (in case document is send back to author(s)
0.3 Ready for Review (in case of major changes)
1.0 Final

In case of fundamental changes:

1.1 Draft (new draft version that has to pass a review again)
1.2 Ready for internal review
1.3 Ready for Review
2.0 Final

In larger projects there is a specific integration team taking care about the design and implementation
of all interfaces. Nevertheless, it is recommended, that the functional experts fill out this functional
specification for each interface required and then hand over this document to the integration team.

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Functional Specification – Interface Customer Name

Contents

1 Document Organization................................................................................5
1.1............................................................................................................ Document Log
...................................................................................................................................... 5
1.2............................................................................... Integration, Document Reference
...................................................................................................................................... 5

2 Functional Description.................................................................................5
2.1.................................................... Functional Flow Diagram of the Business Process
...................................................................................................................................... 6
2.2....................................................................................... Authorization Requirements
...................................................................................................................................... 6
2.2.1 Definition 6
2.2.2 Defined Fields 6
2.2.3 Procedure 6
2.3....................................................................................... Dependencies / Constraints
...................................................................................................................................... 6
2.4............................................................................................................... Assumptions
...................................................................................................................................... 6
2.5............................................................................................... Security Requirements
...................................................................................................................................... 6
2.6......................................................................................... System Details & Direction
...................................................................................................................................... 7
2.7................................................................................................... Transaction Volume
...................................................................................................................................... 7
2.8................................................................................................... Frequency & Timing
...................................................................................................................................... 7
2.9.................................................................. Initiating Process / Transaction / Program
...................................................................................................................................... 7
2.10....................................................................................................... Processing Type
7

3 Detailed Description......................................................................................7
3.1............................................................................................. Functional Requirement
...................................................................................................................................... 7
3.2................................................................................ Interface Process Flow Diagram
...................................................................................................................................... 7
3.3........................................................................ Proposed Transfer Method / Program
...................................................................................................................................... 7
3.4.............................................................................................................. File Specifics
...................................................................................................................................... 7
3.5................................................................................... Validation of Selection Criteria
...................................................................................................................................... 7

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3.6...................................................................................................................... Variants
...................................................................................................................................... 8
3.7...................................................................................... Target / Source Data Layout
...................................................................................................................................... 8
3.8..................................................................... Mapping SAP Fields to Source / Target
...................................................................................................................................... 8
3.9................................................................................... Transaction Screen Sequence
...................................................................................................................................... 9
3.10.......................................................................................................... Dependencies
9
3.11............................................................................................ Post Interface Activities
9
3.12....................................................................... Source Data Archiving Requirements
9
3.13.................................................................................................. Network Integration
9
3.14.................................................................................................................. Reporting
9
3.15.......................................................................................................... Error Handling
9

4 Reconciliation Procedures & Audit Requirements....................................9

5 Processing & Operational Considerations.................................................9

5.1............................................................................................................... Performance
...................................................................................................................................... 9
5.2................................................................................................... Batch Requirements
...................................................................................................................................... 9
5.3............................................................................... Data Maintenance Requirements
.................................................................................................................................... 10
5.4........................................................................................................... Re-Use Details
.................................................................................................................................... 10
5.5...................................................... Multi-Company, Multi-Jurisdiction Considerations
.................................................................................................................................... 10

6 Assumptions in Functional Design...........................................................10

7 Open Issues in Functional Design.............................................................10

8 Business Test Conditions..........................................................................10

9 Related Documentation..............................................................................11

10 Review Checklist.........................................................................................12

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1 Document Organization
This section provides details about this document, previous version(s) of this document and the
document(s) referred.

1.1 Document Log

[Please specify information about Version changes in the following table. The first version should be
specified in the first row and the current (latest) version should be specified in the last row]
[The Version Created by details should be specified as:
First Name followed by Last Name
Email
Company]
Following table mentions the version changes and the processer(s):

Version Created
Versio
Status Date by (Name/E- Role Comments
n
Mail/Company)

Click here Choos

Choose
to enter a e an
an item.
date. item.

Click here Choos

Choose
to enter a e an
an item.
date. item.

1.2 Integration, Document Reference

[Reference to other content-related documents. For example:
Reference to solution proposal or business process description,
References to other specifications of the same project,
References to documents of earlier project phases,
Following documents are

Referred Document Referred Document Referred Document

S. No.
Name Version URL (Optional)

The documents listed here are explicitly not part of this Functional Specification. They are not
automatically accepted together with this Specification, but may be subject to a separate
customer/SAP acceptance.

2 Functional Description
[Please provide a high level description of the interface and the business requirement that will be
addressed. Also include the related inventory ID (s)]

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 Functional Specification – Interface Customer Name

Example: Details of annual salary changes for a given employee are currently sent to the appropriate
pension scheme system via an automated interface. A new interface will be required to transfer this
information from SAP HR-PY module to the Pensions Office System.
Annual salary changes refer to any changes made from the previous April to the following April.
Transfer should occur at the end of this period.
Example: The standard approval workflow process for Leave Requests must be adapted to fit the org
structure used in]

2.1 Functional Flow Diagram of the Business Process

[Please insert a flow diagram and any description of the workflow]

2.2 Authorization Requirements

[Please fill this section if there are special Authorization Requirements; else mention N/A. Every
authorization object needs to be documented to provide the security administrator information on the
purpose and use of the object. The following sections are the minimal documentation requirements]

2.2.1 Definition
[The definition establishes the purpose and or use for the object. Mention a standard object available
to be used or custom authorization object to be created (if needed).]

2.2.2 Defined Fields

[The defined fields should be listed with the valid values to be used. (Like Activity 01/02/03)]

2.2.3 Procedure
[The procedure section helps to explain how this object is to be used. Examples with field values and
explanations should be provided.]

2.3 Dependencies / Constraints

[Please indicate any constraints that may impact the interface development, such as limited access to
legacy system, time constraints or data restrictions etc.]
[Please indicate any dependencies that may impact development, in terms of requirements from
internal or external applications or teams
Also, please specify any interface or batch jobs that must be run prior to execution and dependent
jobs/ operations.]

2.4 Assumptions
[Describe any assumptions that have been made in the process of completing this design. What
functionality is expected of configuration or other developments that pass information to this
development and/or retrieve the information processed by it (performance, triggers, exceptions, etc.)?]

2.5 Security Requirements

[Please describe any security requirements or system checks that should be performed to ensure
complete and accurate operation of this interface]
Example: Data transferred across this interface will be sensitive HR information and should be
scrambled where possible for security purposes
The pension office system will produce a confirmation report on receiving of the outbound file from
SAP]

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2.6 System Details & Direction

[Please identify the Sending and Receiving systems and the direction of interface]
Example:
 Receiving System: Pensions Office System
 Sending System: SAP-PY
 Direction: Outbound

2.7 Transaction Volume

[Please provide an indication of the expected number of records that will need to be transferred using
this interface]
Example: The expected number of records transferred will range between 100 and 300 per day.

2.8 Frequency & Timing

[Please indicate the frequency that the Interface should run; i.e.) Ad Hoc, Daily, Weekly, Quarterly
etc., and any timing considerations that should be applied; i.e.) must be run before 7am Monday
morning]

2.9 Initiating Process / Transaction / Program

[Please describe the triggering process for this interface, which could be a fixed time schedule or a
specific event / action. Also describe the initiating SAP Transaction and Program where applicable.]

2.10 Processing Type

[Please indicate the type of processing used by the Interface; i.e. Batch, Real Time etc.]

3 Detailed Description

3.1 Functional Requirement

[Please provide a detailed description of the Interface. Please provide additional details for custom
development requirements (Process flow diagram, detailed description of data manipulations,
transactions required, screen flows) where appropriate.]

3.2 Interface Process Flow Diagram

[Please insert an interface flow diagram showing source and target systems with directions
This will include the screen flow diagram]

3.3 Proposed Transfer Method / Program

[Please specify the proposed load method (e.g. IDOC, batch transaction processing), and the
proposed transfer program name and the inbound/outbound file format (e.g. .TXT, .XLS)]

3.4 File Specifics

[Filenames, delivery method, file type (ASCII, comma-delimited, etc.)

3.5 Validation of Selection Criteria

[Please enter the selection criteria that should be available to users before running the report. Indicate
if the criteria are optional or mandatory and if any data restrictions should apply]

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 Functional Specification – Interface Customer Name

Table
Value/
Checkbox/ Select
Table/
Default Radio Option or Mandatory
Structur Field Name Format Field Labels
Value Button/ Paramete or Optional
e Name r
Radio
Button
Group

[Any grouping of selection screen fields into blocks? Title of Selection Screen Block?
Any preferred layout of the Selection Screen? ]

3.6 Variants
[Selection profiles for pick list of pre-defined options for the end user.]

3.7 Target / Source Data Layout

[Please supply details of the Non-SAP Source/Target Data]

File Name / Field

Field ID. Field Name Type Size
Table Description

3.8 Mapping SAP Fields to Source / Target

[Please provide details of the expected mapping between the Source and Target systems and SAP
fields. This can either be done within a table in this document or as an attached Mapping Document.
Specifications for the following elements should be present on the Mapping document (where
applicable):
 SAP Transaction
 SAP Screen number
 SAP Table name
 SAP Field name (functional)
 SAP Field name (technical)
 SAP field length
 SAP field type

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 Mandatory / Optional flag

 Source / Target Field ID
 Source / Target Field Name (functional / technical)
 Source / Target Field length
 Source / Target Field type
 Mapping Details
 Implementation Comments]

3.9 Transaction Screen Sequence

3.10 Dependencies
[Predecessors and successors]

3.11 Post Interface Activities

3.12 Source Data Archiving Requirements

3.13 Network Integration

[Please provide details of any network integration considerations}

3.14 Reporting
[Please describe any reporting that is expected to be provided in support of this interface]

3.15 Error Handling

[Include potential errors, notification procedures, and contingency procedures.]

4 Reconciliation Procedures & Audit Requirements

[Approach: Detail the method of data reconciliation e.g. reports produced in SAP
Metrics: Provide details on the metrics used to facilitate reconciliation e.g. Record Count]

5 Processing & Operational Considerations

5.1 Performance
[Please highlight any performance considerations that should be considered during the design, such
as restrictions to expected execution time]

5.2 Batch Requirements

[Include details required for batch processing (i.e. variant set-up, reconciliation requirements, etc.)
 Submission

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 Scheduling Considerations
 Run Frequency
 Start Date
 Start Time
 Estimated Volume Per Run
 Parameters / File Dependencies
 Job Dependencies
 Constraints
 Variant Required
 Field Text
 Suggested Value
 Description]

5.3 Data Maintenance Requirements

[List any requirements for the maintenance of data - if required]

5.4 Re-Use Details

[Include any information regarding the re-use of code from other developments on other projects or
even within the same project, such as sample code or relevant documents/references]

5.5 Multi-Company, Multi-Jurisdiction Considerations

6 Assumptions in Functional Design

[Describe any assumptions that have been made in the process of completing this design.]

7 Open Issues in Functional Design

[Please specify any open issues like missing functional information, users, details etc. which should
be discussed in in subsequent phases of the project. Any open issues when cleared should be added
to the relevant sections of this document in a new version.]

8 Business Test Conditions

[Please indicate the business level test conditions that should be used to verify successful operations
of the Interface]
[Document all technical scenarios associated with this development. Examples would include 1)
testing an error-free run; 2) testing the exception processes; 3) testing the error handling.]
[Document all control scenarios associated with this development. Examples would include 1)
Rounding of dollars and cents; 2) Audit trail processing; 3) Reconciliation reporting]
IMPORTANT: The developer will need to test repeatedly, so where appropriate provide instructions to
reverse the actions performed so the test may be run again, or explain how to create new input data
to the test.

Scenario # Input Selection Criteria Expected Result

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 Functional Specification – Interface Customer Name

9 Related Documentation
[Attach OSS notes, emails, download of existing report, etc.]

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10 Review Checklist
Latest Customer Check Performed By

Latest Customer Check Date Click here to enter a date.

Latest SAP Check Performed By

Latest SAP Check Date Click here to enter a date.

Custom
SAP
Sl # Category /Check Criticality er Comments
Check
Check

1. General

Business process context

and the purpose of the
1.1 Medium
development within that
context is provided?

Has the direction of the

1.2 High
Interface been specified?

Source / Target(s) of the

1.3 Interface been specified High
with appropriate details?

Interface Trigger / initiation

details specified such as
1.4 which system triggers the High
interface and how is it
triggered?

What is the type of

1.5 High
Interface? File, IDoc, etc.?

Will the interface be run in

1.6 High
foreground/background?

What is the frequency of

1.7 Medium
the interface run?

Timing - Any specific time

1.8 when the interface should Medium
be run?

Has the expected volume

1.9 of data been specified in Medium
the FS?

2. Interface Particulars

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2.1 General - All Interfaces

Detailed Mapping and

Transformation Rules from
2.1.1 Source Structure(s) to High
Target Structure(s)
specified?

Program Selection-Screen
2.1.2 details where applicable
such as: -

Field-list including
2.1.2.1 Medium
mandatory fields?

Selection-Screen
2.1.2.2 validations where Medium
applicable?

Details of the source /

target SAP application with
2.1.3 High
appropriate screenshots
where applicable?

Business Processes that

2.1.4 are impacted as a result of High
this Interface?

Dependencies and/or Pre-

Requisites for running this
2.1.5 interface such as High
configuration / previous or
subsequent jobs, etc.?

Inbound Interfaces -->

Validations that must
2.1.6 Medium
occur prior to posting the
data in SAP?

Outbound Interfaces -->

2.1.7 Filtering of data prior to Medium
distribution from SAP?

Interface to distribute or
process complete
snapshot of application
2.1.8 data within a time period High
(Full Extract) or only
changes to the data (Delta
Extract)?

Expected Program Output

2.1.9 or Report Layout after Low
interface run?

2.1.10 Custom Dependent Medium

objects setup detailed as

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required for the interface?

2.2 For File based interface

Location of files: Desktop /

2.2.1 Application / File Server or High
both?

Type of Input/output File

(CSV, TAB, etc.), Number
2.2.2 of Files to be read/written Medium
with description regarding
the purpose of these files?

Is the file structure clearly

2.2.3 High
defined?

Sample data file(s)

2.2.4 Low
attached?

2.3 For IDoc based interface

Message type and/or

2.3.1 Medium
Basic Type?

If custom fields are

required to be sent, have
2.3.2 they been mentioned as High
they involve IDoc
extension?

Has it been mentioned

how IDocs will be
2.3.3 High
processed? Processing by
batch job or online?

3. Error Handling

Errors captured by the

3.1 interface - How are they to High
be treated?

Any specific program

behavior depending upon
3.2 High
the type of
error/exception?

Re-processing capability
3.3 High
specified if applicable

Details on Notifications /
Workflow processes to be
3.4 High
triggered to resolve the
errors?

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File Management details

are specified in response
to errors exceptions? I.e.
3.5 High
handling / processing of
Input / Error / Archive / Log
Files?

4. Security and Authorization

Data Security
4.1 requirements are specified Medium
if applicable?

Authorization requirements
4.2 Medium
are specified?

5. Testing Requirement

Optional - Test
Preparations and specific
5.1 Medium
instructions for testing the
interface embedded?

Optional - Test scenarios

5.2 added (with step by step Low
instructions)

Check Successful?

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