Overview and Positioning

Transcription

1 Overview and Positioning

2 Overview and Positioning SAP SEM Business Planning & Simulation CPM Corporate Performance Monitor SAP BW Extract Data From the Source System Into a SAP BW InfoCube Retract Data from SAP BW into Your Source System Others Funds Management Budgeting Funds Accounting Public Sector Management SAP France 2003, Solution Secteur Public, page 2

3 R/3 Entreprise New Naming R/3 4.6 FI-FM IS-PS 4.62 R/3 4.7 PSM including EA-PS 1.10 EA-PS 2.0 (Jan 04) Budget Control System (BCS) Former Budgeting (FBS) SAP France 2003, Solution Secteur Public, page 3

4 Functional Overview and Positioning Budget Preparation Budget Execution FM account assignment / Totals-oriented Budget changes documented by entry documents Budget Planning Active Availability Control Status Management Copy Budget Consistency Checks Reporting Authorizations Carry over SAP France 2003, Solution Secteur Public, page 4

5 Overview and Positioning: Former Budgeting System Accounting Master Data Former Budget System Actual / Commitments Commitment Items Original Budget Eamarked Funds Budget Structure Plan Transfer Availability Control Request Fund Centers Supplement Funds Transfer Return Payment Transfert Funds Release Payment Cash Funds Management SAP France 2003, Solution Secteur Public, page 5

6 Overview and Positioning: Budget Control System Accounting Master Data Commitment Items Fund Centers Funds Functional Area Funded Programs Grant Budget Control System Planning Budget Entry Docunents New Availability Control Budget Structure Actual / Commitments Eamarked Funds Request Funds Transfer Payment Transfert Payment Cash Funds Management SAP France 2003, Solution Secteur Public, page 6

7 Overview and Positioning: BCS General Features Planning Process Key Figures Availability Control Budget Structure Budget Processor Mass Processes Status Maintenance Authorization Reporting Consistency Check Badis Bapis Budgeting Work Bench BW SAP France 2003, Solution Secteur Public, page 7

8 Release Enterprise EA-PS 2.0 (GA January04) FBS and BCS are both available. Use FBS if: You cannot use BCS! u Release restriction Use BCS for: For Grant Management integration with FM budgeting New master data dimensions (grant, funded program) New architecture (no hierarchy as previously) New functionalities (US) If there is no special need to use FBS How to use BCS Activation of BCS SAP France 2003, Solution Secteur Public, page 8

9 Key design Features of BCS

10 Master Data: Details Master data used in budgeting u Funds Center u Commitment item u Fund u Functional Area (optional) u Funded Program (optional) u Grant (optional) SAP France 2003, Solution Secteur Public, page 10

11 Budget Structure: Graphical Overview Availability Control Commitment item Funds center Fund Functional Area Grant Program Budgeting Commitment/Actual Commitment item Funds center Fund Functional Area Grant Program AVC Ledger Budget Structure Precommitments Commitments Payment - Payroll Commitment item Funds center Fund Functional Area Grant SAP France 2003, Solution Secteur Public, page 11

12 Key design Features of BCS

13 BCS-Specific Features: Process The process in BCS is used to distinguish between different ways of changing the budget: Prepare (creates no entry documents) Enter Return Transfer (Send, Receive) Supplement Carry over (transfer between different fiscal years) Together with a process, you must specify a budget type. SAP France 2003, Solution Secteur Public, page 13

14 BCS-Specific Features: Budget Type Budget types are used to classify the budget according to the individual needs of your organization Subdivision of processes u Example: distinction between different types of supplements Classification of budget independent of the process u Example: keep original budget classification (budget type) during a transfer u Example: contingency versus operational budget Differentiation of different steps in budgeting cycle u Example: appropriation apportionment allotment Separation of relevant and non-relevant budget for availability control SAP France 2003, Solution Secteur Public, page 14

15 Planning Processor

16 Overview of Planning Processor Positioning of the Planning Processor with respect to the Budgeting Workbench: Planning Processor Budgeting Workbench Budget preparation phase For totals record table Budget execution phase For documents Planning Processor and Budgeting Workbench to be seen as complementary tools SAP France 2003, Solution Secteur Public, page 16

17 Overview of Planning Processor Flexible definition of Planning Layouts User-defined definition of header and spreadsheet Additional display columns Definition of formulas and inverse formulas Definition of Planner Profiles Definition of default parameters Grouping of planning tasks (Planning Layout) Excel spreadsheet integration SAP France 2003, Solution Secteur Public, page 17

18 Budgeting Workbench

19 Budgeting Workbench The Budgeting Workbench provides two main features: Entry of budget modification (create a document) u multi-funds documents Management of existing FM budget documents It supports a two-step process (prepost/post) with or without a workflow setting and the ability to handle drafts (hold) The design offers: Screen layout flexibility (layouts) Single-entry screen for all business procedures Data selection (budget address, held & posted documents) Informational data (key figures) SAP France 2003, Solution Secteur Public, page 19

20 BCS-Specific Features: Process User friendly layouts Document Management SAP France 2003, Solution Secteur Public, page 20

21 Key Figures

22 Key Figure Concept A key figure defines a formula for aggregating data values Possible data values (or data sources) are: u Budget values u Actual/commitments u AVC data The result of the evaluation of a key figure is the key figure value. The evaluation takes into account: u Input data (e.g. budget lines to be posted) u Database values Budget lines Key Figure value DB Key figure evaluation SAP France 2003, Solution Secteur Public, page 22

23 Key Figure Details Each key figure is composed of a number of lines or terms. The key figure value is defined as the sum of these terms. Each term acts as a filter on the values of the selected data source. The available fields of this filter depend on the data source. Example : «Commitments» key figure Made from posting data : -Fund commitments (65) -Purchase orders (51) Meta values # : same value as in parameter * : all values added together -1, +1, -2, (...) : relative values SAP France 2003, Solution Secteur Public, page 23

24 Application of Key Figures Key figures are used for: Consistency checks u Definition of the check operands Budgeting Workbench u Display of database values Reporting u Display of database values Year-end closing process u Calculation of residual budget Depending on the specified use, different attribute combinations are offered for maintenance. SAP France 2003, Solution Secteur Public, page 24

25 Application of Key Figures : example Budgeting Workbench u Display of database values SAP France 2003, Solution Secteur Public, page 25

26 Application of Key Figures : example Reporting u Display of database values SAP France 2003, Solution Secteur Public, page 26

27 Application of Key Figures : example Year-end closing process u Calculation of residual budget SAP France 2003, Solution Secteur Public, page 27

28 Consistency Checks

29 Consistency Checks Basic Principles A consistency check rule is the check unit which consists of u a prerequisite (defined using the formula builder) u a comparison between two key figures or one key figure against a fixed value u a message, added to the application log if the check is not valid (warning, error) SAP France 2003, Solution Secteur Public, page 29

30 Document Consistency Checks - Examples Document consistency checks u Check within a transfer posting that -- for each fund -- the sum of the sender values equals the sum of the receiver values u Restrict the absolute amount within a transfer for a certain document type Budget object consistency checks u Current budget > 0 u Budget for a certain budget type should not exceed 10 % of the budget of another budget type SAP France 2003, Solution Secteur Public, page 30

31 Consistency Checks Example No transfer possible TO Personal Expenditures STEP 0 : Pre requisite, data selection SAP France 2003, Solution Secteur Public, page 31

32 Consistency Checks Example No transfer possible TO Personal Expenditures STEP 1 : Condition of the rule SAP France 2003, Solution Secteur Public, page 32

33 Consistency Checks Example No transfer possible TO Personal Expenditures STEP 2 : Control based on ratios (=Budget can not increase on the address) SAP France 2003, Solution Secteur Public, page 33

34 Consistency Checks Example No transfer possible TO Personal Expenditures STEP 3 : Message SAP France 2003, Solution Secteur Public, page 34

35 Simple Availability Control

36 Basics of Availability Control (2) Questions to be addressed by Availability Control: What kind of budget has to be checked? Where is the budget for the consumptions? u Budgeting: Which elements contribute to the consumable budget? u Posting: Which element has the consumable budget? How must the check be performed? Answer: What? Filters ( consumable budget ) Where? Derivation rules for control objects How? Tolerance profiles SAP France 2003, Solution Secteur Public, page 36

37 Principal Goals of the New Tool Flexibility u Definition of rules for deriving the check objects (= control objects) u Definition of consumable budget (e.g. active version) Simplified rules u Centralized Customizing u No implicit rules Usability u Activation rules u Performance SAP France 2003, Solution Secteur Public, page 37

38 AVC Ledger The AVC writes data to an availability control ledger An availability control ledger is a specific view of (or aggregation of) a complete budget and the assigned budget consumptions. Posting object BS Budget object Objects AVC Ledger Derivation Strategy Filter Tolerance profile Availability Control Budget Address Consumable Budget Consumed Budget SAP France 2003, Solution Secteur Public, page 38

39 BCS Availability Control Availability Control Commitment item Funds center Fund Functional Area Grant Program Budgeting Commitment/Actual Commitment item Funds center Fund Functional Area Grant Program AVC Ledger Budget Structure Precommitments Commitments Payment - Payroll Commitment item Funds center Fund Functional Area Grant SAP France 2003, Solution Secteur Public, page 39

40 Multi-Level Availability Control

41 Multi-Level Availability Control AVC Standard Ledger 9H Control object 4 AVC Customer Ledger $2 Control object 3 AVC Customer Ledger $1 Control object 2 Strategies AVC Customer Ledger C1 Control object 1 Payroll posting Budget object Post budget Posting object Post actuals/commitments SAP France 2003, Solution Secteur Public, page 41

42 Agenda OECD Introduction GM Grants Management Packaging Entreprise BCS Budget Control System Ł BW Business Datawarehouse Q/A - Conclusion SAP France 2003, Solution Secteur Public, page 42