Overview and Positioning
Overview and Positioning SAP SEM
CPM
Business Planning & Simulation
Corporate Performance Monitor
SAP BW Retract Data from SAP BW into Your Source System
Extract Data From the Source System Into a SAP BW InfoCube
Others
Funds Management Budgeting
Funds Accounting
Public Sector Management SAP France 2003, Solution Secteur Public, page 2
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)
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Former Budgeting (FBS)
Functional Overview and Positioning
Budget Preparation
Budget Execution
•
FM account assignment / Totals-oriented
Budget changes documented by entry documents
•
Active Availability Control
Budget Planning •
•
Copy
•
Status Management
Budget Consistency Checks •
•
Reporting
•
Authorizations
•
SAP France 2003, Solution Secteur Public, page 4
Carry over
Overview and Positioning: Former Budgeting System Accounting
Master Data
Commitment Items
Budget Structure Plan Fund Centers
Former Budget System
Actual / Commitments
Original Budget
Eamarked Funds
Transfer
Availability Control
Request
Supplement
Funds Transfer
Return
Payment Transfert
Release
Payment Cash
Funds
Funds Management SAP France 2003, Solution Secteur Public, page 5
Overview and Positioning: Budget Control System Accounting
Master Data
Budget Control System
Actual / Commitments
Planning
Eamarked Funds
Budget Entry Docunents
Request
Commitment Items
Fund Centers
Funds Funds Transfer Functional Area Funded Programs
New Availability Control Budget Structure
Payment Cash
Grant
Funds Management SAP France 2003, Solution Secteur Public, page 6
Payment Transfert
Overview and Positioning: BCS General Features
Availability Control Planning Process
Status Maintenance
Mass Processes Budget Structure
Authorization
Budget Processor
Reporting
Key Figures
Consistency Check
Badis Bapis
SAP France 2003, Solution Secteur Public, page 7
Budgeting Work Bench
BW
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 BCS n Activation of BCS
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Key design Features of BCS
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)
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Budget Structure: Graphical Overview l Commitment item l Funds center
Availability Control
l Fund l Functional Area l Grant l Program
Budgeting
AVC Ledger l Commitment item l Funds center l Fund l Functional Area l Grant l Program
Budget Structure
Commitment/Actual
Precommitments Commitments
l Commitment item l Funds center l Fund
Payment - Payroll
l Functional Area l Grant
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Key design Features of BCS
BCS-Specific Features: Process The “process” in BCS is used to distinguish between different ways 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.
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BCS-Specific Features: Budget Type Budget types are used to classify the budget according to the individual needs of your organization n Subdivision of processes u
Example: distinction between different types of supplements
n Classification of budget independent of the process u u
Example: keep original budget classification (budget type) during a transfer Example: contingency versus operational budget
n Differentiation of different steps in budgeting cycle u
Example: appropriation apportionment allotment
n Separation of relevant and non-relevant budget for availability control
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Planning Processor
Overview of Planning Processor
Positioning of the Planning Processor with respect to the Budgeting Workbench:
Planning Processor Budget preparation phase l For totals record table l
Budgeting Workbench Budget execution phase l For documents l
Planning Processor and Budgeting Workbench to be seen as complementary tools SAP France 2003, Solution Secteur Public, page 16
Overview of Planning Processor Flexible definition of Planning Layouts n User-defined definition of header and spreadsheet n Additional display columns n Definition of formulas and inverse formulas
Definition of Planner Profiles n Definition of default parameters n Grouping of planning tasks (Planning Layout)
Excel spreadsheet integration
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Budgeting Workbench
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 a workflow 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)
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BCS-Specific Features: Process
User friendly layouts
Document Management
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Key Figures
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 AVC data
u
n The result of the evaluation of a key figure is the key figure value. n The evaluation takes into account: u u
Input data (e.g. budget lines to be posted) Database values
Budget lines
DB SAP France 2003, Solution Secteur Public, page 22
Key Figure value
Key figure evaluation
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 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
Application of Key Figures Key figures are used for: n Consistency checks u
Definition of the check operands
n Budgeting Workbench u
Display of database values
n Reporting u
Display of database values
n Year-end closing process u
Calculation of residual budget
Depending on the specified use, different attribute combinations are offered for maintenance.
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Application of Key Figures : example n Budgeting Workbench u
Display of database values
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Application of Key Figures : example n Reporting u
Display of database values
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Application of Key Figures : example n Year-end closing process u
Calculation of residual budget
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Consistency Checks
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)
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Document Consistency Checks - Examples n Document consistency checks u
u
Check within a transfer posting that -- for each fund -the sum of the sender values equals the sum of the receiver values Restrict the absolute amount within a transfer for a certain document type
n Budget object consistency checks u u
Current budget > 0 Budget for a certain budget type should not exceed 10 % of the budget of another budget type
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Consistency Checks – Example n No transfer possible TO Personal Expenditures STEP 0
: Pre requisite, data selection
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Consistency Checks – Example n No transfer possible TO Personal Expenditures STEP 1
: Condition of the rule
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Consistency Checks – Example n No transfer possible TO Personal Expenditures STEP 2
: Control based on ratios (=Budget can not increase on the address)
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Consistency Checks – Example n No transfer possible TO Personal Expenditures STEP 3
: Message
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Simple Availability Control
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
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Principal Goals of the New Tool
n Flexibility u
Definition of rules for deriving the “check” objects (= control objects)
u
Definition of consumable budget (e.g. “active” version)
n Simplified rules u u
Centralized Customizing No implicit rules
n Usability u
Activation rules
u
Performance
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AVC Ledger The AVC writes data to an availability control ledger n 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 Budget Objects
AVC Ledger
Derivation Strategy
Filter
Tolerance profile
Availability Control Budget Address Consumable Budget SAP France 2003, Solution Secteur Public, page 38
Consumed Budget
BCS Availability Control l Commitment item l Funds center
Availability Control
l Fund l Functional Area l Grant l Program
Budgeting
AVC Ledger l Commitment item l Funds center l Fund l Functional Area l Grant l Program
Budget Structure
Commitment/Actual
Precommitments Commitments
l Commitment item l Funds center l Fund
Payment - Payroll
l Functional Area l Grant
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Multi-Level Availability Control
Multi-Level Availability Control AVC Standard Ledger 9H
AVC Customer Ledger $2
AVC Customer Ledger $1
Control object 4
Control object 3
Control object 2
Strategies AVC Customer Ledger C1
Control object 1
Payroll posting Budget object Posting object Post budget Post actuals/commitments SAP France 2003, Solution Secteur Public, page 41
Agenda
OECD Introduction GM
Grants Management
Packaging Entreprise
è
BCS
Budget Control System
BW
Business Datawarehouse
Q/A - Conclusion
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