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Efficient Implementation

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Efficient Implementation: Key Points

Authorization concept in Funds Management

Preparing for the production start-up

SAP methods and tools for implementation

Activating Funds Management

Success factors for a FM implementation project


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Efficient Implementation: Unit Objectives

State which authorizations are checked inBudget Management and in what order

Prepare for the production startup

Take over data form the feeder systems whenyou start to use Funds Management

State which functions are only available ifFunds Management is active and which youcan use before it is active

At the conclusion of this unit, you will be ableto:


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Checking Authorizations1. Activity allowed for version XXX1. Activity allowed for version XXX

YesYesNoNo RefusedRefused

2. Activity allowed for budget object2. Activity allowed for budget object

NoNoYesYes Allowed without further checksAllowed without further checks

3. Activity allowed for FM area3. Activity allowed for FM area


4. Activity allowed for fund4. Activity allowed for fund


5. Activity allowed for funds center5. Activity allowed for funds center


6. Activity for Activity withinall funds funds centercenters (if (if not top item)top item)

6. Activity for Activity withinall funds funds centercenters (if (if not top item)top item)

NoNo RefusedRefused


7. Activity allowed for commitment item7. Activity allowed for commitment item


Processing allowedProcessing allowed

If you are not authorized to use a combination of funds center, commitment item and fund, the authorization check results in the following system reactions:

Master dataYou cannot create, change, or display the master data.

BudgetingThe combination in question is merely displayed (if you have display authorization). You can make entries in all other combinations.

Posting Commitment and Actual ValuesYou cannot enter the posting in Materials Management, Financial Accounting, or Funds Management.

Reporting

Drill-downThe report is not displayed for combinations for which you are not fully authorized.

Line-item reportsReports based on the logical database (such as line-item reports in Funds Management) do not show the data records for which you are not authorized. Other combinations are displayed as normal.


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S_IMG_ALL All Customizing

S_ENT_IMG_GE Generate Enterprise IMG

S_PROJ_ALL Authorizations for projects

S_TABU_ALL Maintain tables

S_TABU_JOB Transport request management

Customizing: Authorizations

Authorizations grant or deny permission to users to work in specific tasks.

You need the authorizations referred to above before you can carry out Customizing work.

Transaction SU56 displays the authorizations valid for the logged-on user.


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Preparing for Production StartupObjective: Delete test data

(transaction data)

Means: Delete actual dataDelete budget data(Delete budget structure)

Result: Posting is possible as before -that is, master data andCustomizing are not deleted

Objective: Reset Funds Management to thebeginning of the project (masterdata and transaction data)

Means: Delete actual dataDelete budget dataDelete master dataDelete commitment item from G/Laccount(Delete budget structure)

Result: Customizing is not deleted. Youcannot make postings until youcreate the master data again.

Objective: Prepare an additional company code for Funds Management

Means: Copy the commitment item in the G/L account

Result: You can attach the company code to Funds Management by activating thecompany code.

Before starting productive use of an FM area, you may need to reset data created in the test phase.

Depending on how far this reset is to go, you will need to work through a number of steps:

If your structure is OK and you only want to delete the budget, commitment, and actual data posted, you must delete the test data. Postings are possible immediately afterward.

You delete master data if the funds center/commitment item structure is not sufficient for your requirements. You must create new structures before you can use Funds Management. As transaction data is always based on the current structure, you must delete that too.

If you want to create an additional company code with the same commitment item control setup, you can copy the commitment item-G/L account assignment.

When the reset process is finished, you can use the data migration tools to re-enter any existing data into Funds Management.


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Data Migration to Funds Management

Data transfer

- Materials Management

- Financial Accounting

Other SAPcomponents werealready active

When FundsManagement isactive, the transfertakes place as part ofmigration toMaterialsManagement andFinancial Accounting

Start FundsManagement at thesame time as otherSAP components

Restart

Data transfer

- MaterialsManagement

- Funds reservation

- Financial Acctg

- Payment transfers

The procedure you use for taking over data from previous systems into Funds Management varies, depending on the scenario which applies to you:

If other SAP components were already active, you can take over data from them directly. However, you must ensure that the existing data includes the account assignments for Funds Management. If it does not, you can derive the funds center and fund from the existing cost accounting assignments (cost center, order, WBS element), provided the relevant assignments have been made.You use the same procedure is also available for commitment items. Alternatively, you can always derive them from the G/L accounts.

If you are starting Funds Management at the same time as other modules, you must fulfill the Funds Management detailing and posting logic requirements in the data transfer for the other modules. In this case, Funds Management receives the data indirectly, via Materials Management and Financial Accounting.

If you need to repeat the data transfer after starting the system, you can post all the Funds Management transaction data, including reservations and payment transfers.


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Activating Funds Management

Active•Postings

• Materials Management• Financial Accounting• Manual reservation

Not active•Maintain master data•Budgeting

As you can see from the overview, certain Funds Management functions are dependent on activation. You can then set up the structures in Funds Management in parallel with ongoing posting activities and, once preparations are complete, activate the Funds Management functions for this new company code.

Activation is not dependent on time. It applies to all future postings, regardless of whether the period affected is in the past or the future.


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Methods and Tools for Implementation

Introduction

You have several SAP methods and tools available toyou to help support your implementation project andtherefore be able to implement the SAP FundsManagement module efficiently.

The following section provides you with an overview ofthe range of activities of the individual tools.

Presentation


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Customizing Objectives

Implement system efficiently and at reasonable cost

Adapt standard functionality to customer-specificrequirements

Minimize required implementation activities

Support project control and documentation, and setting transport

Provide system configuration procedure

This unit provides details of key SAP tools that are available to assist project team members in the achievement of their customizing objectives.

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R/3 Procedure Model

R/3 Business NavigatorR/3 Reference Model

Global Settings

Setting countries

Currencies

Maintain calendar

R/3 R/3 Implementation Guide

Implementation Guide

Implementation Project: Methods and Tools

When implementing SAP software in an enterprise, the enterprise-wide standard application functions must be adapted to the requirements of the enterprise.There are various methods and tools available to do this.

These methods and tools consist of the Procedure Model, the Business Navigator (Reference Model) and the Implementation Guide.

The Procedure Model provides the basis for planning the implementation project. It describes the phases for cross-application implementation of the R/3 System.

The Business Navigator consists of a complete Reference Model with business processes. The functionality and integration of the standard SAP applications within the R/3 System are portrayed in the Reference Model.

The Implementation Guide (IMG) contains the functions with which you can make customizing settings. It provides a functional breakdown of the configuration activities. In addition, it is an integral part of a project management system in which the implementation project is managed and documented with regard to time and resources while referring to concrete customizing steps.

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Implementation Tools Integration

SAPDocumentation

CD-Rom

Customizing

SAPR/3 Applications

Data model

Workflow

Process model

Winword 6.0Lotus

Screencam

The Procedure Model is integrated with both the Reference Model and the IMG. By drilling down on a work package in the Procedure Model (such as Project Preparation), the system will display a vertical structure of the Procedure Model.

Users can then execute the function, Project Preparation, which will launch the Reference Model.

Users can expand the section on Funds Management, choose a functional area such as Basic Functions and view further information.

When users create a customized project in the IMG, the system automatically creates a customized project view in the Reference Model that contains the same elements as the IMG project.

Upon entry to the Reference Model, users can set the project filter in the Reference Model to the IMG project number.

This project filter allows a link back to the IMG by activity type (such as mandatory, critical).

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Procedure Model

TargetconceptTarget

concept

QualityQuality

checkcheck

Organizeproject

Organizeproject

Set up test environmentSet up test

environment

Train project team

Train project team

Define functions/processes

Define functions/processes

Designinterfaces andenhancements

Designinterfaces andenhancements

Enter global settings

Enter global settings

Reproduce enterprise

organization

Reproduce enterprise

organization

Define basic/master

data

Define basic/master

data

Reproducefunctions/processes

Reproducefunctions/processes

Prepare forproduction

startup

Prepare forproduction

startup

Createuser

documentation

Createuser

documentation

Set upproduction

environment

Set upproduction

environment

Organizesystem

administration

Organizesystem

administration

TrainusersTrainusers

Transferdata to

productivesystem

Transferdata to

productivesystem

Optimizesystem

operations

Optimizesystem

operations

Supportproductiveoperations

Supportproductiveoperations

Project planning / Project administration / Project control

Maintenance /Release change

Analyzerequirements

Analyzerequirements

QualityQuality

checkcheck

Appl-icationsystem

Appl-icationsystem

QualityQuality

checkcheck

Produc-tive

system

Produc-tive

system

Executeinterfaces

andenhancements

Executeinterfaces

andenhancements

DefinereportingDefine

reporting

Defineauthorizationmanagement

Defineauthorizationmanagement

Definearchive

management

Definearchive

management

Carry outfinal test

Carry outfinal test

Organizationand Design

Detailing and execution

Productionpreparation

Productionoperation

The R/3 Procedure Model is a four-phase guide that can be utilized to plan an implementation process.

Work packages assist users in determining sequence of activities and time lines. Results can be recorded and monitored.

The Procedure Model can be displayed in either a graphic format or vertical hierarchical structure.

(C) SAP AG AC100 6-13

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The R/3 Reference Model

The R/3 Reference Model represents thefunctionality and the integration of the SAPstandard applications in the R/3 System

You can use the R/3 Reference Model to: Recognize requirements and gaps more quickly Implement the R/3 System more efficiently Continually optimize business processes Create a structured business process

documentation Improve user trainingSDSD

MMMMPPPP

QMQMPMPM

HRHR

FIFICOCO

AMAM

PSPSWFWF

ISIS

R/3Reference

Model

R/3Reference

Model

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R/3 Reference Model Views from within an application

PD

FI SD

CO QM PA

MM PS PP

TR

PM IM

Application view

Data view

Process flow view

System

Organizationview

Information flowview

Communicationsview

Structure of the R/3 Reference Model

Business processes are considered from different viewpoints in the SAP R/3 Reference Model.

The Reference Model is used during the implementation project to:

Identify the business process requirements and the options that the R/3 System provides.

Compare the business process requirements with the SAP applications.

Create and document the solution for the individual organization in an iterative process.

(C) SAP AG AC100 6-15

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Implementation Guide: Structure Variants

FM

FI

SAP Reference IMG

Enterprise IMG

Project IMG

Project 001Project 002

Project 001

PS

FM

.......

HR

CO MM

FI SD

FI

MM

FM

CO

MM

CO

FM

FI

Project viewReqd activities

You can use various IMG structures and produce them step-by-step.

SAP Reference IMG = All applications

Enterprise IMG = Selection of applications and countries, based on the SAP IMG.

Project IMG = Selection based on the enterprise IMG

Project views = Selection based on the project IMG

You can define and use different views for each project, such as by activity type: mandatory, optional, critical, and non-critical.

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Heading

Step

Edit object(run transaction)

Maintain status

Create projectdocumentation

SAP documentation(winhelp)

31 2431 2431 2

31 2431 2431 2

Implementation Guide Icons

You can extend the Implementation Guide at any time by adding your own modules (at the end of a hierarchy tree).

Extensions can have attributes and be inserted in views.

Status management enables you to define and use a user-specific status.

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Example of a Structure for Customizing Projects

Project 001: TR-FM and FI

Project 002: CO and MM

Project 003: PS

Start P001 Start P003 End P001 End P003Start P002 End P002

Customizing Projects

Customizing projects can be used for:

Controlling complex implementation plans

Structuring implementation projects

Deadline and status management

Project documentation

Projects are cross-client

Integration with Microsoft Project possible via upload / download

Deadlines, duration in days, resources.

(C) SAP AG AC100 6-18

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Delivery System

Client 000Client 000 Client 001Client 001

Tables preconfigured to a large degreeOnly one org.structure enteredNot a working clientNo master data (G/L accounts, funds centers)No transaction data(budget, purchase orders)New releases overwrite theclientUsed as the SAP reference clientDo not change tables

Standard country: Germany

Contents identical to client 000Not a working clientNo dataNew releases do not overwrite the clientUsed as thecustomizing clientStandard country: Germany

The system is delivered with two clients (000, 001). A client is a technical entity.

Data entered at the client level is available for all company codes and other organizational structures.

There is only one sample entry per organizational unit.

The contents of the two clients are identical initially.

You must not change client 000, but can use it as a base for comparisons.

SAP recommends the separation of your productive and test systems.

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IDES Demonstration Company

Client 800 / 801Client 800 / 801

Used for: TrainingDemonstrationsTest scenarios

Model processes documentedonlineDelivered as separate systemNew releases overwrite client 800

Integrated model company Org. structures in the example of a multinational company structure Standard countries: DE (CCd 1000)

USA (CCd 3000)Ready for immediate useSample data oriented aroundbusiness processesComplete integration of individual applications

The demonstration company "IDES" is delivered as a self-contained system.

It must be installed separately.

The system is regarded as a training system, running in parallel with the test and production systems.

The IDES demonstration company does not currently include a Funds Management example. This is planned for a later release.

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Transporting Customizing Objects (1)

Source system

Customizing transport between two systems

Target system

UNIXfile

Carry outtransport

control program(UNIX)

Source client

Customizing transport between two clients (one system)

Target clientCopy per

transport request

ImportTransport requestRelease

ImportTransport request

The Customizing transactions are linked to the automatic transport.

There are different transport programs, depending on whether you are copying within a system or between systems.

The system administrator starts the central transport program (export/import tables) for cross-system transports.

There is a program for copying whole clients. You can use it between systems.

The master data for FM cannot be transported. SAP recommends that master data be re-entered into separate systems manually.

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Transporting Customizing Objects (2)

Save

Maintainentries

Enter request number or

use standard request

Updatedatabase

Update customizing or workbench

request

- Maintenance allowed ?- Authorization ?

- Working client/system ?- ALE object changes possible ?

Transport connection active ?(Client table)

CustomizingTransaction

Customizing changes are automatically recorded in a transport request.

This procedure is client-specific.

The order is released and exported online.

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Release Customizing

User systemClient 000 Customizing client

New ReleaseNew Release

Release project/view

Carry out function

Enterprise /Project (IMG)

Generate release project /view

Release Information

Work

The following happens with each Release:

Client 000 is updated.

You receive information on new releases and settings (in release notes).

Individual standard settings are updated in other clients (table changes only in the SAP name range)

If you have created an enterprise IMG or project IMG:

You must create a release-specific project IMG or project views (new and / or change functions).

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Enhancement Options

IMGIMG

IMGIMG

The ABAP/4 Workbench consists of various tools that enable users to create enhancements to their systems.

These tools include the ABAP/4 Editor, the SAP Screen Painter, and the SAP Menu Painter.

Please refer to our current education catalogue for the ABAP/4 development curriculum.

Funds Management offers user exits from R3.0F for:

external document number assignment for funds reservation

additional field availability during funds reservation

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Success Factors for a Funds ManagementImplementation Project

Introduction

Knowing both the critical factors and influencingfactors makes it easier to implement the SAP FundsManagement component successfully.

Therefore the following section reviews someimportant aspects which are to be taken intoconsideration in your implementation project.

Presentation

Exercise

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Master Data Design

Your organization is represented in the R/3 System by thethree master data dimensions of funds center / commitmentitem / fund. When working out your master data design, youshould take the following factors into consideration: The way you set up the revenue/expenditure hierarchies influences the

structure and options available in budgeting, recording and availabilitycontrol.

The funds center defines the area of responsibility for budgets.

Budget values and actual values are managed separately for eachfund, yet all funds have the same funds center and commitment itemstructures.

Budget values and actual values are always assigned to funds center /commitment item or to funds center / commitment item / fund andnever to individual dimensions.

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Recording Procedure

Based on the intended representation of businessprocesses within the R/3 System and the analysis ofrequirements regarding the information system, thefollowing are among the central decisions to be made:

Recording on an accrual or on a cash basis. Choice of warehousing scenario when using the Materials

Management component.

Taxes on sales/purchases procedure.

Defining the default commitment item in the G/L account masterrecord (FI-FM integration).

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Design When Using Both CO/PS and TR-FM

When using both the CO/PS and TR-FM components, youshould analyze in detail the requirements in both areasregarding the information content needed.

You should therefore consider the following central questions: What CO/PS account assignment objects should be used?

Should the structures in both areas be "parallel" to one another or bedifferent?

Should CO/PS objects function as possible entries for TR-FM, or is aposting integration required?

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Order in which you Implement the SAPComponents

When implementing SAP, it can be that the individualcomponents "become productive" at different times.Therefore in the case of Funds Management, youshould note the following:

FM can be implemented both at the beginning of afinancial year as well as during it. In both cases,reporting requirements concerning legacy data mustbe considered

If you become productive with other componentsbefore FM, then you must make sure that whenbecoming productive with FM all relevant documentscontain currently valid FM account assignments

Examples of documents from other modules which are relevant for the Funds Management component include:

Materials Management (MM):Open purchase requisitions and purchase orders.

Financial Accounting (FI):Invoices and payments from the current fiscal year.

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Efficient Implementation: Unit Summary

In this unit you were introduced to important factorsthat lead to successful and efficient implementation.

Implementation tools that support an orderly,methodical procedure and detailed projectdocumentation form the framework for the project tobe run efficiently.

You can use authorizations to regulate access toFunds Management data.

You can use the production startup tools to resetFunds Management to different stages of systemconfiguration and usage.

You can use the data migration tools to transfer datafrom existing systems to Funds Management.

You must activate Funds Management to be able topost commitment and actual data.

(C) SAP AG AC100 6-30

Documents

SAP FM7