SE 5.

1 Functional SPECIFICATIONS
RICEFW (Workflow)
EQUIPMENT PHASE-OUT PROCESS
W-PM-120-020

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PROJECT IDENTIFICATION

Project Name Project Code

Hilmar Cheese Business Transformation Program –
HILMAR-SAPIMPL-BBPHASE
Business Blueprint phase
Customer Name Customer Number
Hilmar Cheese Company
Wipro Project Manager Customer Project Manager
Amit Jain Carina Hernandez

DOCUMENT IDENTIFICATION

Author Document Location (repository/path/name)

Yang Yang <Document location>
Version Status Date (YYYY-MM-DD) Document Classification
0.1 Final <Date> Confidential

REVISION HISTORY

Version Date Description

0.1 02.27.2014 Initial Draft

0.2 08.14.2014 Revision based on the Technical Development requirment

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REVIEW AND APPROVAL

Name Date (YYYY-MM-DD)

Customer Project Manager

Name Date (YYYY-MM-DD)

Wipro Project Manager

Name Date (YYYY-MM-DD)

Key Stakeholder

Name Date (YYYY-MM-DD)

Key Stakeholder

Table of Contents

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1. How to use the Template...................................................................................................4
2. General Object Overview...................................................................................................5
3. Workflow Specific Design...................................................................................................6
3.1. Current Functionality.........................................................................................................6
3.2. Required Functionality.......................................................................................................6
3.3. Workflow Process Flow Diagram........................................................................................6
3.4. Workflow steps description...............................................................................................6
3.5. Workflow Details...............................................................................................................6
3.6. User Exit/ Workflow Details Description............................................................................7
3.7. Security Requirements and Authorization Details..............................................................7
3.8. Dependencies....................................................................................................................7
4. Assumptions......................................................................................................................8
5. Use Cases..........................................................................................................................8
6. Issues................................................................................................................................8
7. Additional information and attachments...........................................................................9
8. Part B – Additional Details to be filled by Hilmar Cheese IS................................................9
8.1. Custom Screen Design (if any)............................................................................................9
8.2. Custom Tables/ Structured in SAP......................................................................................9
9. Validation and Testing Scenarios......................................................................................10

1. How to use the Template

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This document is intended to specify RICEFW object from a functional perspective. It will be followed by a technical
specification during Realization. A Functional Specification has three main sections with the purpose of describing the
expected behavior of the development object.
 Object information, to be filled in for all RICEFW objects
 Object specific details (Processing, calculations, and business logic for the development object)
 Object specific requirements

This document builds and refers to three preceding documents

 Business Process Design Document – BPD document
 Fit Gap Analysis – FGA
 Requirement Traceability Matrix - RTM

2. General Object Overview

Area (SAP System components) ECC EHP7

Program Transaction code IE02

Short description Equipment Phase-out process

Transaction ID / Demand Number PM.120.20

Priority Medium / Recommended Complexity Low

General information

What is the approximate duration of

See development estimate    
development work (in man days)?

Is there an alternative in the standard Yes No

system? If yes, describe the alternative:      

Performance problems Complexity

Why is the alternative not acceptable?
Others (Specify): There is no alternative solution

Reference Document(s) BPDD => SE 3.3 PM_120 Equipment Definition

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3. Workflow Specific Design
3.1. Current Functionality
Mention a brief over view of the process.
The process of equipment retirement is done manually via email communication between maintenance and finance
teams.

3.2. Required Functionality

Mention Specify the detail functionality expected out of the development here. When should the workflow run
(starting condition?)
Equipment Phase-Out process starts from the request of the equipment being retired. Maintenance employee will
manually set the equipment status to “To Be Retried”. This will automatically trigger the workflow notification to be
sent to the respective finance team (Asset Accountant) to inform them that an equipment will be scrapped.

3.3. Workflow Process Flow Diagram

Provide the business process flow diagram

Maintenance Master Set Equipment Workflow Notification Asset Accountant

Data Gatekeeper Status to “To be Retired” to Asset Accountant

3.4. Workflow steps description

Process steps should be descriptive in nature. The aim of the process step is to describe the overall business
process.
When an EQUIPMENT is changed and saved in IE02, an email notification should be triggered along with the standard
one.
Standard Template: WS 3100100 (Change equip.in foregrnd: synch.to)
Business Object to be used: EQUI
Transaction used: IE02

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In the equipment master, the user status should be set to “To Be Retired” or “To Be Scrapped” at equipment header
then the email will be triggered to the Finance user (Asset Accountant, for testing purpose use the email id c-
rchakravarthy@hilmarcheese.com , the actual selection logic is pending on the HR Mini master structure).

Memo Content:

E-Mail Subject: Asset Retirement: Equipment has been scrapped

Body: Dear Asset Accountant,

This is an automated email sent out to inform you that one or several equipment have been scrapped.

Equipment No. Description Cost Center Site Serial No. Asset No.
10006818 Actuator 4300 Hilmar 12345

If need clarification, you should directly contact Maintenance Manager for further details of
scrapping.
Or, you can log into SAP and use transaction code IE03 to display in details of each equipment.

Thanks,
From: SAP IS Team

Steps:
a. Workflow should be triggered upon user status change at equipment header (tcode IE02)
b. Change user status to ‘To be retired’ or “To Be screapped” in the equipment master.(You can use READ_STATUS
function module or the status can be read using Business object method PieceOfEquipment.GetStatus)
c. Email Notification needs to send to the Finance user when saving the equipment.

Screen shot with Status change:

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Fields for Email Notification:
Table /
Default
Structure Field Name Format Column Name
Value
Name
EQUI EQUNR - - Equipment No
EQKT EQKTX - - Description
ILOA KOSTL - - Cost Center
ILOA SWERK - - Site

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 EQUI SERNR - - Serial No
AUFK ANLNR - - Asset No
Table Join Conditions:
Table Field Name Table Field Name
EQUI MANDT = EQUZ MANDT
EQUI EQUNR = EQUZ EQUNR
EQUI MANDT = EQKT MANDT
EQUI EQUNR = EQKT EQUNR
ILOA MANDT = EQUZ MANDT
ILOA ILOAN = EQUZ ILOAN

3.5. Workflow Details

Enter the requested information for each group.

Mention the start condition for the workflow, e.g. on

Trigger Mechanism creation of a purchase document, batch program etc.

ON CHANGING OF A EQUIPMENT USER STATUS SET TO 'TO BE RETIRED'

Example – The workflow should start only for certain document
type, work flow should start only if credit amount is greater than
Start Condition 250000, etc.
USER STATUS TO BE CHANGED TO 'TO BE RETIRED' OR “TO BE SCRAPPED”
Mention the SAP business object, if possible. Otherwise
SAP Business Object indicate the object in general terms (e.g., Purchase Requisition)
EQUIPMENT
In case of enhancement required for SAP delivery workflow is
SAP Standard Workflow Task / required.
Template
WS 3100100

Level of Approval Required

Select Value
N/A
Agent Determination Technique
If the agent determination technique is different for each foreground step then
please repeat this section.

Notification Destination Internal SAP User - SAP Inbox

If any specific work item text/work item subject to be used.

Workflow Notifications Text
Pls refer section 3.4

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Escalation Handling (if any)
Error Handling (if any)
If any deadline monitoring is to be done. Example: If approver
does not approve for 3 business days notify his supervisor.
N/A
An exception situation could occur if workflow routes to a one
position is vacant/not available (i.e. no user is assigned to that
position.) If a specific report or additional information is
required. Add attachment if necessary.
Give the error message if the execution is not successful. Error
handling should be taken care during the development.

3.6. User Exit/ Workflow Details Description

If workflow to be triggered from user exit or if any modification required using user exit.
N/A

3.7. Security Requirements and Authorization Details

Enter Authorization objects/ fields to be used and Specific user Groups.

Security Requirements and Authorization Details

<Details on the Security & Authorization>

<Every authorization object needs to be documented to provide the security administrator information on the
purpose and use of the object. The following sections are the minimal documentation requirements.>
Master Data Gatekeeper – IE02

3.8. Dependencies
If there are any dependencies on the workflow process, provide the details.
1. The email recipients (FICO Asset Accountant Business role) must be setup and updated with their email id.
2. The setting up of Roles, Names and IDs will be determined in SAM process.

4. Assumptions
These are a very important part of the specification as they ensure that no unnecessary development work is
undertaken.
It is normal for assumptions to be thought up at the technical development stage as well as the functional
specification stage as development and testing may throw up more obscure scenarios than thought out at a
business level. These should be discussed during the development stage and added to the spec when
agreed.
1. Notification has to be sent to the Internal SAP User – Inbox and email associated with the user ID.

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5. Use Cases

Use case - How the RICEFW object will be used by the user or system

<A use case is series of steps showing how user will use this object>

Use case 1 Change the equipment using the t-code IE02. While
changing/saving the user status to ‘To be retried’,
the work flow should be triggered to the concerned
person in the Finance team.

Business process (steps) a. Workflow should be triggered upon event

“changed” for the equipment.
b. Change user status to ‘to be retired’ in the
equipment master.
c. Workflow Notification needs to send to the Finance
user when saving the equipment.

Rules N/A

Solution Approach Trigger Workflow to Asset Accountant when

equipment is updated to status “To be Retired”.

Standard(Y/N) N

Enhancement Type (RICEFW) Workflow

6. Issues
This section should be used like a log during the creation of this document to outline any outstanding issues
that need to be resolved prior to continuing with the development work. Prior to sign-off there should be no
open issues remaining.

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 Issue Issue Date Issue Description Issue Resolution Resolved By &
# Owner Raised Date
 N/A     N/A     N/A     N/A     N/A     N/A   

7. Additional information and attachments

Any information the designer believes to be of benefit to the developer should be attached here. Custom
reports or any other dictionary objects necessary for the correct running of the enhancement should also
appear here.
N/A

8. Part B – Additional Details to be filled by Hilmar Cheese IS

Fill in any details the designer believes to be of benefit to the developer here.

8.1. Custom Screen Design (if any)

Functional details of custom transaction can be incorporated here. Number of screens required and flow
diagram can be included, provide the selection screen shot along with the table name and field name and
screen shot for the required output.
N/A

8.2. Custom Tables/ Structured in SAP

This section should detail the attributes of any custom table used, and the properties of its fields.
Note: Existing SAP Data Elements and/or Domains should be used whenever possible when creating custom
table fields, in order to avoid unnecessary typos.
 N/A   
Table Name
 N/A   
Short text
 N/A   
Size category
 N/A   
Table maintenance
allowed
 N/A   
Data class
 N/A   
Buffering
 N/A   
Table maintenance
generation

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Authorization Group  N/A   

Field Data Domain Type Length Check Key Foreign Description

Name Element Table- Field Key
Field
 N/A     N/A     N/A       N/A     N/A     N/A     N/A     N/A   
N/A 
  

Comments
None

9. Validation and Testing Scenarios

Validation Requirements
<List the data, totals, exceptions, etc. to be used for Report Validation.>

Validate equipment number if it is corresponding for scrapping

Validate cost center number if it is corresponding for scrapping
Validate cost serial number if it is corresponding for scrapping
Validate email template is correct for Subject line, Body and From
Validate if email is sent to an asset accountant on the email list

Test Scenarios
ID Description
Normal Functionality – test cases that ensure the conversion requirement as it should
1 Set user status of equipment to “To Be Retired“
2 Set user status to other statuses without calling to trigger the work flow
3 Adding and removing the recipients of the work flow

Exception - special logic or exceptions

5 N/A

Error Handling - functionality in case of errors

7 N/A

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