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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