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OverviewandPositioning

SAP France 2003, Solution Secteur Public, page 2

Overview and Positioning

SAP BW

Funds AccountingFunds Management

Budgeting

Public SectorManagement

Others

SAP SEMBusiness Planning

& Simulation

CPMCorporate

Performance Monitor

Extract DataFrom the Source SystemInto a SAP BW InfoCube

Retract Data fromSAP BW into

Your Source System

SAP France 2003, Solution Secteur Public, page 3

R/3 Entreprise – New Naming

Budget ControlSystem (BCS)

FormerBudgeting(FBS)

R/3 4.7 PSM including EA-PS 1.10 EA-PS 2.0 (Jan 04)

R/3 4.6 FI-FM

IS-PS 4.62

SAP France 2003, Solution Secteur Public, page 4

Budget ExecutionBudget Preparation

Functional Overview and Positioning

FM account assignment /Totals-oriented

•Active Availability Control

•Status Management

•Budget Consistency• Checks

•Authorizations

•Carry over

Budget Planning

•Copy

•Reporting

•Budget changes documentedby

entry documents

SAP France 2003, Solution Secteur Public, page 5

Overview and Positioning: Former Budgeting System

Master Data

CommitmentItems

Former BudgetSystem

Actual /Commitments

Fund Centers

Funds

Original Budget

Transfer

Supplement

Return

Release

Eamarked Funds

Request

Funds Transfer

Payment Transfert

Payment Cash

Availability ControlBudget

Structure Plan

Funds Management

Accounting

SAP France 2003, Solution Secteur Public, page 6

Overview and Positioning: Budget Control System

Master Data

CommitmentItems

Budget Control System

Actual /Commitments

Fund Centers

Funds

Planning

Budget EntryDocunents

Eamarked Funds

Request

Funds Transfer

Payment Transfert

Payment Cash

New Availability Control

Budget Structure

Funds Management

Accounting

Funded Programs

Functional Area

Grant

SAP France 2003, Solution Secteur Public, page 7

Availability Control

Budgeting Work Bench

Mass Processes

Budget Structure

Overview and Positioning: BCS General Features

BudgetProcessor

Key Figures

PlanningProcess

ConsistencyCheck

BadisBapis

StatusMaintenance

Authorization

Reporting

BW

SAP France 2003, Solution Secteur Public, page 8

Release Enterprise EA-PS 2.0 (GA January04)

FBS and BCS are both available.

Use FBS if:n You cannot use BCS !

u Release restriction

Use BCS for:n For Grant Management integration with FM budgeting

n New master data dimensions (grant, funded program)

n New architecture (no hierarchy as previously)

n New functionalities (US)

n If there is no special need to use FBS

How to use BCSn Activation of BCS

Key designFeatures of BCS

SAP France 2003, Solution Secteur Public, page 10

Master Data: Details

n 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 11

Budget Structure: Graphical Overview

Availability Control

Commitment/Actual

BudgetStructure

l Commitment item

l Funds center

l Fund

l Functional Area

l Grant

l Commitment item

l Funds center

l Fund

l Functional Area

l Grant

l Program

l Commitment item

l Funds center

l Fund

l Functional Area

l Grant

l Program

Precommitments

Commitments

Payment - Payroll

AVCLedger

Budgeting

Key designFeatures of BCS

SAP France 2003, Solution Secteur Public, page 13

BCS-Specific Features: Process

The “process” in BCS is used to distinguish between differentways of changing the budget:

n Prepare (creates no entry documents)

n Enter

n Return

n Transfer (Send, Receive)

n Supplement

n Carry over (transfer between different fiscal years)

Together with a process, you must specify a budget type.

SAP France 2003, Solution Secteur Public, page 14

BCS-Specific Features: Budget Type

Budget types are used to classify the budget according to theindividual needs of your organization

n Subdivision of processesu Example: distinction between different types of supplements

n Classification of budget independent of the processu Example: keep original budget classification (budget type) during

a transferu Example: contingency versus operational budget

n Differentiation of different steps in budgeting cycleu Example: appropriation apportionment allotment

n Separation of relevant and non-relevant budget for availability control

PlanningProcessor

SAP France 2003, Solution Secteur Public, page 16

Overview of Planning Processor

Positioning of the Planning Processor with respect tothe Budgeting Workbench:

Budgeting Workbench

l Budget execution phase

l For documents

Planning Processor

l Budget preparation phase

l For totals record table

Planning Processor and Budgeting Workbenchto be seen as complementary tools

SAP France 2003, Solution Secteur Public, page 17

Overview of Planning Processor

Flexible definition of Planning Layoutsn User-defined definition of header and spreadsheet

n Additional display columns

n Definition of formulas and inverse formulas

Definition of Planner Profilesn Definition of default parameters

n Grouping of planning tasks (Planning Layout)

Excel spreadsheet integration

BudgetingWorkbench

SAP France 2003, Solution Secteur Public, page 19

Budgeting Workbench

The Budgeting Workbench provides two main features:n Entry of budget modification (create a document)

u multi-funds documents

n Management of existing FM budget documents

It supports a two-step process (prepost/post) with or without aworkflow setting and the ability to handle drafts (hold)

The design offers:n Screen layout flexibility (layouts)

n Single-entry screen for all business procedures

n Data selection (budget address, held & posted documents)

n Informational data (key figures)

SAP France 2003, Solution Secteur Public, page 20

BCS-Specific Features: Process

User friendlylayouts

DocumentManagement

Key Figures

SAP France 2003, Solution Secteur Public, page 22

Key Figure Concept

n A key figure defines a formula for aggregating data values

n Possible data values (or data sources) are:u Budget values

u Actual/commitments

u AVC data

n The result of the evaluation of a key figure is the key figure value.

n The evaluation takes into account:u Input data (e.g. budget lines to be posted)

u Database values

Key Figurevalue

Budgetlines

DB Key figureevaluation

SAP France 2003, Solution Secteur Public, page 23

Key Figure Details

n Each key figure is composed of a number of lines or terms.

n The key figure value is defined as the sum of these terms.

n Each term acts as a “filter” on the values of the selected data source.

n The available fields of this “filter” depend on the data source.

Example :« Commitments » key figureMade 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 24

Application of Key Figures

Key figures are used for:

n Consistency checksu Definition of the check operands

n Budgeting Workbenchu Display of database values

n Reportingu Display of database values

n Year-end closing processu Calculation of residual budget

Depending on the specified use, different attribute combinationsare offered for maintenance.

SAP France 2003, Solution Secteur Public, page 25

Application of Key Figures : example

n Budgeting Workbenchu Display of database values

SAP France 2003, Solution Secteur Public, page 26

Application of Key Figures : example

n Reportingu Display of database values

SAP France 2003, Solution Secteur Public, page 27

Application of Key Figures : example

n Year-end closing processu Calculation of residual budget

ConsistencyChecks

SAP France 2003, Solution Secteur Public, page 29

Consistency Checks – Basic Principles

n 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 30

Document Consistency Checks - Examples

n Document consistency checksu 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

n Budget object consistency checksu 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 31

Consistency Checks – Example

n No transfer possible TO Personal Expenditures

STEP 0 : Pre requisite, data selection

SAP France 2003, Solution Secteur Public, page 32

Consistency Checks – Example

n No transfer possible TO Personal Expenditures

STEP 1 : Condition of the rule

SAP France 2003, Solution Secteur Public, page 33

Consistency Checks – Example

n 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 34

Consistency Checks – Example

n No transfer possible TO Personal Expenditures

STEP 3 : Message

SimpleAvailabilityControl

SAP France 2003, Solution Secteur Public, page 36

Basics of Availability Control (2)

Questions to be addressed by Availability Control:n What kind of budget has to be checked?

n Where is the budget for the consumptions?u Budgeting: Which elements contribute to the consumable budget?

u Posting: Which element has the consumable budget?

n How must the check be performed?

Answer:n What ? à Filters (à consumable budget …)

n Where ? à Derivation rules for control objects

n How ? à Tolerance profiles

SAP France 2003, Solution Secteur Public, page 37

Principal Goals of the New Tool

n Flexibilityu Definition of rules for deriving the “check” objects (= control objects)

u Definition of consumable budget (e.g. “active” version)

n Simplified rulesu Centralized Customizing

u No implicit rules

n Usabilityu Activation rules

u Performance

SAP France 2003, Solution Secteur Public, page 38

AVC Ledger

FilterTolerance

profileDerivationStrategy

Availability ControlBudget Address

Budget Objects

Consumable Budget

ConsumedBudget

AVC Ledger

Posting object

Budget object

BS

The AVC writes data to an availability control ledgern An availability control ledger is a specific view of (or aggregation of) a

complete budget and the assigned budget consumptions.

SAP France 2003, Solution Secteur Public, page 39

BCS Availability Control

Availability Control

Commitment/Actual

BudgetStructure

l Commitment item

l Funds center

l Fund

l Functional Area

l Grant

l Commitment item

l Funds center

l Fund

l Functional Area

l Grant

l Program

l Commitment item

l Funds center

l Fund

l Functional Area

l Grant

l Program

Precommitments

Commitments

Payment - Payroll

AVCLedger

Budgeting

Multi-LevelAvailabilityControl

SAP France 2003, Solution Secteur Public, page 41

Multi-Level Availability Control

Control object 1

Budget object

Post budget

Control object 2

Control object 3

Control object 4

Strategies

AVC StandardLedger 9H

AVC CustomerLedger $2

AVC CustomerLedger $1

AVC CustomerLedger C1

Posting object

Post actuals/commitments

Payroll posting

SAP France 2003, Solution Secteur Public, page 42

Agenda

è

OECD Introduction

GM Grants Management

BW Business Datawarehouse

Q/A - Conclusion

Packaging Entreprise

BCS Budget Control System