Partner :

Client :
Date: 11.08.2014
Team: IM and PS
Author(s) : RSVR Murthy /
Venugopal N

Portal Integration (SAP-Portal-SAP)

FUNCTIONAL DESIGN DOCUMENT

Presented to:

USL

Prepared by:

JK Technosoft

Document Title:

FDD Portal Integration

Document Version:

1.0

Security Classification:

Customer Confidential

JK Technosoft proprietary document

Information contained within this document is confidential and proprietary to JK
Technosoft, and should not be disclosed to anyone other than the recipients and
reviewers of this document. JK Technosoft supplies this document on the express
understanding that it may not be copied, used or disclosed to others in whole or in part
for any purpose except as authorized in writing by JK Technosoft.

Contents
1.

OVERVIEW..................................................................................... 3

PURPOSE 3
ENVIRONMENT
3
COMMON FUNCTIONAL SPECIFICATIONS

2.

SAP-TO-PORTAL.............................................................................. 5

INTRODUCTION
5
BUSINESS SCENARIOS LIST 5
ERROR LOG LIST 10
ERROR HANDLING PROCEDURE
OPEN POINTS LIST 10

3.

10

PORTAL-TO-SAP............................................................................ 10

INTRODUCTION
10
BUSINESS SCENARIOS LIST 10
ERROR LOG LIST 13
ERROR HANDLING PROCEDURE
OPEN POINTS LIST 13

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1. OVERVIEW
PURPOSE

The purpose of this integration > Key Points

o

Capture the Budget Input Details from SAP and Move to USL Portal

Capture the CIR Details from USL Portal and Move to SAP

SCOPE

JKT to design and develop data interface to handle below process

o

Collection data from SAP through BAPI and provide same data as input to
portal interface to move the data in to portal.

Based on the data provided by portal interface, Projects will be created.

JKT to assist RCS (Web Developer) on integration of data movement (Input and
Output movement)

ENVIRONMENT

SAP Version : ECC 4.6

Patch :
Data Transmission Method : SAP Standard BAPI Identified

COMMON UNDERSTANDING
USL using web portal to maintain Offline approved annual budget. (Budget value will be
imported through Excel)
Key Activities done at portal

Import Offline Approved Annual Budget

Release of budget

CIR against released budget

Approval Procedure are in place to handle above activities.

By introducing IMPS module in SAP, USL want to keep a control on Actual V/s Budget. USL
still want to continue their present activities on portal.
After Introducing IMPS module in SAP, USL will fallow below process.

SAP - Budget Creation (Structure Creation based on Offline Excel)

SAP Budget Allocation

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Integration > Budget Allocation Value will be moved to Portal through automation

Portal CIR Creation (Request to release for part or full budgeted value)

Portal On Approval of CIR (Release CIR)

Integration > On Release of CIR, Project Definition and WBS Elements (Project) will be
created with budget value (Released CIR Value =Project Budget Value) in SAP.

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2. SAP-TO-PORTAL
SCENARIO 1: ADD / UPDATE - ALLOCATION OF BUDGET (TCODE : IM32)

INTRODUCTION
Data movement BAPI will be triggered based on below transaction event / Conditions

Add / Creation Supplement of budget to unit (Allocating Additional budget) (TCODE : IM30)

Update / Change Transfer of Budget for one project to another (TCODE : IM38) (Due to unused or
excess budget on the plant)

Deletion Deletion of Allocation of Budget (TCODE : IM32) Deletion option not allowed if budget
utilized) (Note : Deletion of Allocation Of Budget and Supplement of Budget will be happen from
IM32 screen only)

BUSINESS

SCENARIOS

DETIALS

Business Event: User will create Budget structure and allocation based on excel sheet approved Offline.
Screen Name / TCode Used: IM32
SAP Screen Layout: Base Screen Name > Change Original Program Budget

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Key Data Captured in SAP:

SAP
Create Investment
Program Definition

Field
Type

Field Name
Investment Program
PRNAM

Alphanum
eric (8)

Create Investment
Program Position/
Change Investment
Program Structure

Alphanum
eric (24)
Position ID

Change Original
Program Budget

Budget amount (Overall &

Annual Budget)

Amount

Create Investment
Program Definition

Investment Program
Description

Alphanum
eric (40)

Create Investment
Program Definition

Financial year

Year

Missing Field List to be created in Portal:

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Example
Investment
Program - 1000
Position
ID/Location 1006/Kombulgud
Budget amount Rs. 1000000
Game Changer
Financial year2014

Portal screen
Name
Master > Capital
Budget Master

Field
Type

Field Name
Inv.Program

Alphanum
eric (8)

Example
Investment
Program - 1000

Field Mapping Table: SAP-To-Portal:

Base Fields : SAP

SAP
Screen

Field Name

Target Fields : Portal

Portal Screen

Field Name

Inv.program

Inv.program

Inv.program Desc.

Capital
Investment
Proposed

Example
Entry Field : Investment Program 1000
Entry Fields : USL Investment
Program 2014
Selection field : 2014 (Fiscal year)

Period
Change
Original
Program
Budget :
Item
Overvie
w (IM32)

Lev Program Item

Master > Capital

Budget Master

Budget amount

Financial Year

Year Format from SAP to Portal

differs need to be discuss

Region

Selection Field : Condition : Based

on Program Item No. i.e Location
ID, Pick up the Region Code from
the Location Master table from
Portal

Location

Selection Field : Program Item

Code = Location Code in Portal

Amount in
lacs

Formula to be applied to move

data to portal. Since in portal
amount is stored in lakhs and in
SAP at actual, formula to be
applied to convert actual to lakhs
or at portal level amount fields to
be captured at actuals. Logic to be
finalized

Expense Type

Blank

Portal Screen Layout: Target Screen Name > Capital Budget Master

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Prerequisites in Target System (Portal)

Region Master should be available

Location Master should be available (Plant List)

Financial Year should be available

BEHAVIORAL SPECIFICATION
Add or Update Record

System to check the combination of below listed fields are available in system or not:

Combination Fields : Inv. Program, Location ID, Financial year

If record not available with above combination then system will create budget record

If record is already available then system will trace the budget and overwrite the
value

INTEGRATION

DETAILS

THOUGHT PROCESS

Data Log Sheet will be maintained in portal, which list all the transaction requested
moved from SAP to Portal with the movement status Add or Updated.

User will check and confirm the transaction request at portal to move the data from
Data Log Sheet to portal.

Once data movement confirmed by user, data will be validated by portal for error
analysis.

If system not found any error, data will be moved portal. Line status against
transaction request will be updated as Handled = Yes and Error = No

If System found any error regarding data analysis while moving to portal, then Line
Status against transaction request will be updated as Handled = Yes, Error = Yes

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along with Error Description.

Transaction request which has not moved to portal due to error, will be shown on the
open list in Data Log Sheet. So that user can repost the transaction request once
again.

ERROR LOG LIST

Data Log Sheet will be provided to user which list all the open/pending transaction request from
SAP.

Option will be provided in to user to select the list of transaction request to be moved to Portal.

Based on Transaction request selected by user, data validation will be done at portal by keeping
transaction request by each record.

At the end of processing, information message will be provided with below details
o

No. Of Records requested to post = XXXX

No. of Records Successfully posted = XXX

NO. Of Records Not posted = XXXX

Details Error Log Sheet for the non-posted records

Warning and Error Message

Warning Message : Not Applicable

Error Message : Possible Error Message

o

Location Code missing and Fiscal Year Missing in Portal

ERROR HANDLING PROCEDURE

RCS to track the list records request raised by SAP BAPI and the document processed/ handed in
Portal with the status.

Error Log Sheet to be developed where record status to be traced. (Added or Pending with error)

Option should be provided in error sheet to check the error message and reprocess the error record
list once again to create or update the document. (After doing required correction based on error
message)

USER CONTROL

Any Location creation and Deletion to be handled manually by user, both In SAP and Portal.

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PORTAL LEVEL CONTROL

Manual Creation / Change / Deletion Of Capital Budget Master Screen to be blocked through User
Authorization, Any manual addition and Updation will be controlled through 1 super user ID (Just to
handle, unexpected inconsistence errors).

In case of any changes made by super user manually at portal to be tracked manually and same
changes need to be done at SAP. (If permits)

OPEN POINTS LIST

Year End Activities: Process to be discussed. In SAP, TCode available to move balance
available budget to next year.

SCENARION 2 : DELETION

OF

ALLOCATION

OF

BUDGET (TCODE : IM32)

INTRODUCTION
Data movement BAPI will be triggered based on below transaction event / Conditions

Add / Creation Supplement of budget to unit (Allocating Additional budget) (TCODE : IM30)

Update / Change Transfer of Budget for one project to another (TCODE : IM38) (Due to unused or
excess budget on the plant)

Deletion Deletion of Allocation of Budget (TCODE : IM32)

BUSINESS

SCENARIOS

DETIALS

Business Event: Option is available in SAP to delete the Budget allocated by budget is not utilized.
Deletion option not allowed if budget utilized

Note : Deletion of Allocation Of Budget and Supplement of Budget will be happen from IM32 screen
only

Screen Name / TCode Used: IM32

SAP Screen Layout: Base Screen

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Prerequisites in Base System (SAP)

SAP keeps internal control on deleting / changes Allocation of Budget. If budget is not
utilized then only sap will allow the delete.

BEHAVIORAL SPECIFICATION
Delete Record

System to check the combination of this fields are available in portal against delete
line items , Competition Fields : Inv. Program, Location ID, Financial year

System to trace the record with above combination and delete the records form the

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portal.

ERROR LOG LIST

Warning and Error Message

Warning Message : Not Applicable

Error Message : Possible Error Message

o

Business Scenario 1: Assume Budget has created in Portal through SAP and
CIR has created against respective budget code but waiting for approval or
release , in portal whether system will allow to delete budget or not to be
checked.

If System not allowed to delete the budget master, error message to

be triggered and necessary action to be taken manually.

Business Scenario 2: Assume Budget has created in Portal through SAP and
CIR has created and approved or released based on which project has
created in SAP, in SAP whether system will allow to delete budget or not to be
checked.

If System not allowed to delete the budget master, error message to

be triggered and necessary action to be taken manually.

ERROR HANDLING PROCEDURE

RCS to track the list records request raised by SAP BAPI and the document processed/ handed in
Portal with the status.

Error Log Sheet to be developed where record status to be traced. (Added or Pending with error)

Option should be provided in error sheet to check the error message and reprocess the error record
list once again to create or update the document. (After doing required correction based on error
message)

OPEN POINTS LIST

Year End activities

Process to be discussed. In SAP, TCode available to move balance available budget to

next year.

3. PORTAL-TO-SAP

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INTRODUCTION
BUSINESS

SCENARIOS

LIST

ERROR LOG LIST

ERROR HANDLING PROCEDURE
OPEN POINTS LIST

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