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Functional Design

BUDGET NFA

Functional Design
Funds Management Improvement NFA

Prepared By: Achal Rajpal

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Functional Design
BUDGET NFA

Table of Contents
1.

SIGN-OFF, REVISION HISTORY & QA CHECKLIST ............................................................... 3

2.

FUNCTIONAL DESIGN ............................................................................................................. 4


2.1 OVERVIEW ................................................................................................................................ 4
2.1.1 Priority .............................................................................................................................. 4
2.1.2 Complexity ........................................................................................................................ 4
2.2 ASSUMPTIONS ........................................................................................................................... 4
2.3 DETAILED FUNCTIONAL REQUIREMENTS ..................................................................................... 4
2.3.1 Detailed Process Overview ............................................................................................... 4
2.3.2 Screens ............................................................................................................................ 8
2.3.3 Approval Hierarchy ......................................................................................................... 10
2.3.4 Post Document ............................................................................................................... 10
2.3.5 Reports ........................................................................................................................... 11
2.3.6 Processing ...................................................................................................................... 13
2.3.7 SAP Transaction and/or scenario.................................................................................... 13
2.3.8 SAP Standard/Custom Tables ........................................................................................ 14
2.3.9 Dependencies ................................................................................................................. 14
2.3.10 3rd Party Impact Considerations .................................................................................... 14
2.3.11 Historical Data Requirements........................................................................................ 15
2.3.12 Reusability Considerations ............................................................................................ 15
2.3.13 Security and Authorization Considerations .................................................................... 15
2.3.14 Performance Considerations ......................................................................................... 15
2.3.15 Other Considerations .................................................................................................... 15
2.3.16 Known Exceptions ........................................................................................................ 15
2.3.17 Reconciliation ............................................................................................................... 15
2.4 UNIT TEST CONDITIONS FOR DEVELOPERS ............................................................................... 15

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Functional Design
BUDGET NFA

1. Sign-off, Revision History & QA Checklist


Document:
Team:

PS
Plant Maintenance
Material Management
Finance

Revisions
List all revisions in this section. The details of each revision should be clearly marked and
indicated in the appropriate section.
# Date
Author
Sections Revised
1 14/11/2014 Achal Rajpal
Initial Draft

QA Checklist
1.
2.
3.
4.
5.

Have all sections been completed or marked with N/A?


Have all considerations been documented?
Have all outstanding design issues been resolved?
Have all working assumptions been documented?
Have all revisions been properly documented in the Revisions section?

FD Status
Status:

In Progress, Completed, Signed off, Dated

FD Sign-off
Responsibility

Name

Functional Designer

Achal Rajpal

____________

13-11-2014

Process Owner

Nitesh Malani

____________

13-11-2014

Team Lead

Sridhar Mandadi

____________

14-11-2014

Prepared By: Achal Rajpal

Signature

Date

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Functional Design
BUDGET NFA

2. Functional Design
2.1 Overview
HZL is using SAP Funds Management Budget control System (BCS) for the purpose of
managing their operational budgeting.
HZL management would like to enhance controls in the budgeting process by
1. Having a simplified and unified application for approval process for the budgeting
NFA
2. Approval and release process for Budgetary NFA as per HZL DOFP policy captured
in SAP
3. Adequate controls and checks with audit trails for budget approvals

2.1.1 Priority

High
2.1.2 Complexity

High
2.2 Assumptions
NA

2.3 Detailed Functional Requirements

2.3.1 Detailed Process Overview


Through NFA Cockpit:
a. We will be able to create NFA based on FM Area(FIKRS), Fiscal Year (GJAHR), Fund
(GEBER), Location (LOCATION), Unit (UNIT), NFA Type(NFA_TYPE) and Period(PERIOD)
combination and send it for Approval.
b.

We will be able to Display NFA based on NFA Document Number.

c. According to the Approval Rights and NFA Document Number we will be able to Send for
Approval, Approve, Reject, or Send it for Modification through Change mode.
d. We will be able to Adopt Rejected NFAs based on NFA Document Number.
e. We will have Custom reports.

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Functional Design
BUDGET NFA

NFA Cockpit - Initial Mode:

NFA Cockpit Create Mode:

Under the create mode, we will be able to create NFA for three Budget Types as follow:
a. Additional Budget: In this we will be able to create NFA for Additional Budget for a Location
(LOCATION), Unit (UNIT), NFA Type(NFA_TYPE) and Period(PERIOD) combination under
which we can have Multiple Line Items for different combination of Commitment Item
(FIPEX) and Fund Center (FISTL). Under the section 2.3.2 and 2.3.3 we will be able to see
the screen logic for Line Items for Additional Budget and Approval Hierarchy respectively.

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Functional Design
BUDGET NFA

b. Transfer Budget: In this we will be able to create NFA for Intra/Inter Fund Centre
transferring of Budget for a Location (LOCATION), Unit (UNIT), NFA Type(NFA_TYPE) and
Period(PERIOD) combination under which we can have Multiple line items for various
Transfer Budget. Under the section 2.3.2 and 2.3.3 we will be able to see the screen logic for
Line Items for Transfer Budget and Approval Hierarchy respectively.
c. Supplementary Budget: In this we will be able to create NFA for Supplementary Budget for
a Location (LOCATION), Unit (UNIT), NFA Type(NFA_TYPE) and Period(PERIOD)
combination under which we can have Multiple Line Items for different combination of
Commitment Item (FIPEX) and Fund Center (FISTL), and transfer the budget from the other
period to Header Period. Under the section 2.3.2 and 2.3.3 we will be able to see the screen
logic for Line Items for supplementary Budget and Approval Hierarchy respectively.
NFA Cockpit Display Mode:

Under the display mode, we will be having following options:


a. We will have Post NFA Detail option, where we will be post the NFA document after
approval. This will work based on the posting authorization.
b. We will have Pass to Higher option, where on the basis of authorization user will be able to
pass the document to Higher Level if the user of Current Level is unavailable due to any
reason.
c. We will have Remark option, where we will be able to see the remark history for the
particular NFA document.
d. We will be able to check the NFA Document status. For the status refer to the below code:

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Functional Design
BUDGET NFA

Status

Description

Created

Sent for Approval

Under Approval

Sent for Modification

Rejected

Ad-Hocly Posted but pending for Approval

Approved from all stakeholders

Posted

NFA Cockpit Change Mode (for Initiator):

Under the Change Mode, we will be having following options:


a. We will have Sent for Approval option where Initiator can send the document for approval
after the creation of NFA based on NFA document number.
b. We will have Delete option where Initiator can delete the NFA Document.
c. We will have Sent for Modification option where approver can enter their remarks and send
the NFA Document to Initiator for Modification.
d. We will have Approve option where approver can approve the NFA Document.
e. We will have Reject option where approver can enter their remarks and reject the NFA
Document.

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Functional Design
BUDGET NFA

NFA Cockpit Change Mode (for Approver):

2.3.2 Screens
Create the following NFA budget screens:
1) Additional Budget (Permanent Budget increase):
1

10

11

11

12

Com
mit
men
t
Item

Fund
Centr
e

Amo
unt

Original
Budget
(Annual)

Plann
ed
YTD

Additio
nal
YTD

Transf
erred
YTD
(RecvSend)

Supple
mentar
y YTD

Actual
Consu
med

Bal
avail

%
Vari
atio
n

Rem
ark
Code

Rem
arks

FMBLsum of
TVAL01
to
TVAL12
entered for
Process
ENTR

FMBLsum of
TVAL0
1 to
period
entered
for
Proces
s
ENTR

FMBLsum of
TVAL0
1 to
period
entered
for
Process
SUPL
and
Docume
nt Type
Z1

FMBLsum of
TVAL01
to
period
entered
for
Process
RECV
Less
process
SEND

FMBLsum of
TVAL01
to
period
entered
for
Process
SUPL
and
Docume
nt Type
Z2

FMIFIITFKBTR
sum of
all value
till to
period
for
RLDNR
9A

=5+6+
7+8-9

=(3+
6)*10
0/5

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Functional Design
BUDGET NFA

2) Transfer Budget:
1
2
3
Tran Transfer Fund
Type Type
Center
From

4
Fund
Center
To

5
6
7
Commit. Commit. Amount
Item
Item To
From

8
Bal avail
(From
FC and
CI)

9
Bal avail
(To FC
and CI)

Planned +
Addl +
Suppl +
Trf Actual

Planned +
Addl +
Suppl +
Trf Actual

10
11
Remark Remark
Code

3) Supplementary Budget (Current Budget increase from future):


1

10

11

12

13

14

15

Fun
d
Ce
nte
r

Co
mm
it.
Ite
m

Fr
o
m
Pe
rio
d

A
m
ou
nt

Fro
m
Per
iod

Plann
ed
Budg
et
(YTD)

Additio
nal
Budget
(YTD)

Supple
mentar
y
Budget
(YTD)

Transfer
red
Budget
(RecvSend)

Actu
al
Con
sum
ed

Bal
anc
e
Bu
dge
t

Balanc
e in
Supp.
period

%
vari
atio
n

Rem
ark
cod
e

Re
mar
k

FMBLsum of
TVAL0
1 to
to
period
entered
for
Proces
s
ENTR

FMBLsum of
TVAL0
1 to
Period
Entered
for
Process
SUPL
with
docume
nt type
Z1

FMBLsum of
TVAL0
1 to to
period
entered
for
Process
SUPL
with
docume
nt type
Z2

FMBLsum of
TVAL01
to to
period
entered
for
Process
RECV
Less
process
SEND

FMIF
IITFKB
TR
sum
of all
value
till to
perio
d for
RLD
NR
9A

=6+
7+8
+910

(Planned
for from
period +
addl for
from
period Suppl
given
from
period +
transferr
ed from
period
consume
d from
period)

=(4+
8)*10
0/6

Once data is save it is processed through the below mentioned approval hierarchy. After approval
the NFA is posted.

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Functional Design
BUDGET NFA

2.3.3 Approval Hierarchy


Approval Hierarchy would be determined as follows:
A) For NFA amount <= Rs. 50,000 for each line item, NFA requires approval from Cost-center
head, Unit Finance, UFH and UH.
B) For NFA amount > Rs. 50,000 the NFA approval strategy for deriving the Approval Hierarchy
will be as below:
1) For Supplementary Budget i.e. borrow from future months :
(A) For NFA amount <= 110% of YTD budget: Approval from Cost-center Head, Unit Finance,
UFH and UH
(B) For NFA amount > 110% and <= 125% of YTD budget: Additional approval of LFH and LH
(C) For NFA amount > 125% and <= 150% of YTD budget: Additional approval of DCFO
(D) For NFA amount > 150% of YTD budget: Additional approval of COO and CFO required
2) For Additional Budget :
(A) For NFA amount <= 105% of YTD budget: Approval from Cost-center Head, Unit finance,
UFH and UH
(B) For NFA amount > 105% and <=110% of YTD budget: Additional approval of LFH and LH
(C) For NFA amount > 110% and <= 120% of YTD budget: Additional approval of DCFO
(D) For NFA amount > 120% of YTD budget: Additional approval of COO and CFO required
3) For Transfer Budget :
Cost center transfer: Required approval from Cost-center head, Unit finance, UFH
& UH.
Inter head transfer: Required approval from Cost-center head, Unit Finance, UFH ,
UH , LFH ,LH & DCFO.
2.3.4 Post Document
The Document Posting will happen if one of the following conditions are met:
a. If the document is in Approved status then the User within the Approval Strategy derived
for the particular NFA who is having authority to post can post the document.
b. In the cases of Emergency Key identified users in the Finance department will have an
option to post the Budget even if the NFA has not been approved completely.
Note: In case of Ad-Hoc posting if the NFA is rejected at a later stage then Key identified user
will be responsible to reverse the NFA manually through FMBB.
The Document type and Process used for posting in various Budget scenarios are as follow:
a. Additional Budget : The document type will be Z1 and process used will be SUPL.

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Functional Design
BUDGET NFA

b. Transfer Budget : The document type will be ZA and process used will be TRAN.
TRANS process will be further posting in FMBL each line item as two line item under
SEND and RECV process each.
c. Supplementary Budget : The document type will be Z2 and process used will be SUPL
Note: While reversing the NFA document manually above document type and Process will be
used.
2.3.5 Reports

1) Budget Availability Report: This report will give us the Available Budget Details on till
period basis. We will be giving drill down option to user for better understanding.
Selection Screen:

Output Screen:
1

Fund
Cente
r

Commi
tment
Item

Planned
Budget

Supplem
Additional entary
Budget
Budget

Transf
er
Budget

FMBL sum of
TVAL01
to
Period
entered
for
Process
ENTR
and
Document
Type ZA

FMBLsum of
TVAL01
to Period
entered
for
Process
SUPL
with
document
type Z2

FMBLsum of
TVAL0
1 to
Period
entered
for
Process
RECV
Less
process
SEND

Prepared By: Achal Rajpal

FMBL-sum
of TVAL01
to Period
Entered for
Process
SUPL with
document
type Z1

7
Total
Availabl
e
Budget

3+4+5+6

Consumpti
on

Annual
Budget
Balance

FMIFIITFKBTR sum
of all value till
Period for
RLDNR 9A

7+8(As 8
is
negative
)

10
Original
Budget

FMBL sum of
TVAL01
to
TVAL12
entered
for
Process
ENTR
and
Document
Type ZA

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Functional Design
BUDGET NFA

2) NFA Summary Report: This report will show the summary of all the NFA documents
created.

Selection Screen:

Output Screen:
1

NF
A
Nu
mb
er

Post
ed
Doc
ume
nt

Fisc
al
Year

Com
pan
y
Cod
e

19

20

21

22

23

24

Fun
d
Cent
er

Com
mit
men
t
Item

Fro
m
Fun
d
Cent
er

To
Fun
d
Cent
er

From
Com
mitme
nt
Item

To
Com
mit
men
t
Item

Prepared By: Achal Rajpal

5
Bus
ine
ss
Jus
tific
atio
n

NF
A
Typ
e

NF
A
Su
b
Ty
pe

Sta
tus

25

Amo
unt

10

11

12

13

Item
Num
ber

Ite
m
Re
ma
rk

14

15

16

17

18

Nam
e of
Pers
on

Pen
ding
NFA

Date
of
Crea
tion

Peri
od

Fro
m
Per
iod

To
Peri
od

Lo
cat
ion

Uni
t

26

27

28

29

30

31

32

33

34

35

36

Curr
ency

Mar
ked
for
Dele
tion

C
o
m
m
en
t1

C
o
m
m
en
t2

C
o
m
m
en
t3

C
o
m
m
en
t4

C
o
m
m
en
t5

C
o
m
m
en
t6

C
o
m
m
en
t7

C
o
m
m
en
t8

C
o
m
m
en
t9

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Functional Design
BUDGET NFA

3) Ad-Hoc Posting Report: This report will show the status and summary of NFA Document
which are Ad-Hocly posted.
Selection Screen:

Output Screen:
1
User Name

2
Document
Number

3
NFA
Number

Status

Location

Unit

7
Created
Date

8
Status
Description

2.3.6 Processing
Running Mode
Batch

Interactive
Background

Foreground

Frequency
Scheduled

Ad Hoc

Period: daily/monthly/annually/
Other __________
2.3.7 SAP Transaction and/or scenario
Transaction Name

Description

ZNFA
ZNFA_USER
ZNFA_SUPER
ZNFA_REL
ZNFA_REL_PER
ZNFA_REM
ZNFA_COMM
ZNFA_LOCATION
ZNFA_CI

Main transaction for NFA Cockpit


To maintain the user role for NFA Approval
To maintain the super user for Ad-Hoc Posting and Pass to Higher
To maintain the release strategy for NFA Amount<=50000
To maintain the release strategy for NFA Amount>50000
To maintain the remark code and their description
To maintain the Location, Unit and Fund Centre
To maintain the Fund Centre Mapping
To maintain the Commitment Item and their Fund Centre Mapping

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Functional Design
BUDGET NFA

ZNFA_HISTORY
ZFMBUDGET
ZNFA_OPEX
ZNFA_ADHOC
ZNFA_PENDING

NFA History Report


Budget Availability Report
NFA-Opex Report
Ad-Hoc Posting Report
NFA Pending for the User Approval

2.3.8 SAP Standard/Custom Tables


Table Name

Description

ZBUD_USER_ROLE
ZBUD_USER_SUPER
ZBUD_REL_PLAN

User role for budget planning for maintaining user role and approval
Super User role for Ad-Hoc Posting and Pass to Higher
Release strategy for NPA
User role for budget approval hierarchy no maintenance obtained from
ZBUD_USER_ROLE
Remarks
NFA Header for location, unit, fund center and commitment item
NFA Document Header
NFA Document Item
Remarks History
Remarks table
To maintain the User and NFA number of documents posted Ad-Hocly
Plant
Fund Tax
Fund Center Master
Fund Center Text
Commitment Item Master
Budget data
Budget Consumption

ZNFA_OPEX_APP
ZFAGL_REM_MST
ZNFA_OPEX_COMM
ZNFA_OPEX_HDR
ZNFA_OPEX_ITM
ZNFA_REM_HISTORY
ZFAGL_NFA_REM
ZBUD_USER_UPDATE
T001W
FMFINT
FMFCTR
FMFCTRT
FMCIT
FMBL
FMIFIIT

2.3.9 Dependencies
Impact to Configuration
None
Impact to Development
None
Impact on Testing
None.
Impact on Organization / Job Design
None.
2.3.10 3rd Party Impact Considerations
None

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Functional Design
BUDGET NFA

2.3.11 Historical Data Requirements

None
2.3.12 Reusability Considerations
None
2.3.13 Security and Authorization Considerations
Authorization to budgeting team
2.3.14 Performance Considerations
None
2.3.15 Other Considerations
NA
2.3.16 Known Exceptions
NA
List known exceptions in the above process flow. Specify the column (in the report
layout) that this exception impacts
Exception
Action
N/A
2.3.17 Reconciliation
Specify if any part of the form must reconcile with any other part of the form or other
forms/ reports. Include details of what is being reconciled and how is it being reconciled
Reconcile From Reconcile To
Details

2.4 Unit Test Conditions for Developers


Below is the list of sample input values along with 4 valid functional locations (10 to 13):
No.

Test Condition

Expected Result

1.

Prepared By: Achal Rajpal

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