FI_FM_W_001 Budget v8

Colorado Department of Transportation (CDOT)

Functional Specification - EnhancementScript# FI_FM_W_001Priority MediumShort Description BudgetAuthor Name: Steve ButcherAuthor Phone: 303-757-9369Email address: [email protected]

Updated On 4/10/2023 1 of 16Created On 4/10/2023 Document

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Contents

1 ENHANCEMENT FUNCTIONAL SPECIFICATION DETAILS.......................................................4

1.1 DEVELOPMENT IDENTIFICATION...........................................................................................................41.2 AS-IS BUSINESS PROCESS.....................................................................................................................41.3 AS-IS BUSINESS PROCESS FLOW DIAGRAM..........................................................................................41.4 TO-BE BUSINESS PROCESS....................................................................................................................41.5 TO-BE BUSINESS PROCESS FLOW DIAGRAM........................................................................................41.6 ENHANCEMENT FUNCTIONALITY..........................................................................................................61.7 AUDIT AND CONTROL REQUIREMENTS.................................................................................................81.8 USER AUTHORIZATION REQUIREMENTS...............................................................................................91.9 INTEGRATION........................................................................................................................................91.10 KEY BUSINESS TEST CONDITIONS........................................................................................................91.11 ASSUMPTIONS.....................................................................................................................................111.12 Comments...........................................................................................................................................12


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Document Control

Document HistoryVersion

No.Date of Change

Author Location of Change

Description of the Change

1.0 4/5/2006 S. Butcher Initial Version2.0 6/27/2006 S. Butcher Revised document types in section

1.6. Added changes needed for version 2 to the bottom of section 1.12.

3.0 7/19/2006 D. Mailman Substituted custom field added to the pop-up box to populate document type, rather than adding custom code to launch FMBB.

4.0 7/27/2006 D. Mailman Exclude document type P006 from workflow through Configuration Change. No development is required for this change.

5.0 8/29/2006 D. Mailman Copy Standard SAP Object to Custom Object and change method for posting to accommodate dialog box warnings.

6.0 10/2/06 M Cherny Updated email notification requirements

7.0 8/13/2007 D. Chapman 8/13/2007 Changes Update for DEMO ID table and field changes

8.0 04/26/2011 D Chapman 8) pg 15 Update for display of workflow to include Project number and Region


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1 ENHANCEMENT FUNCTIONAL SPECIFICATION DETAILS

1.1 Development Identification

CR # FI_FM_W_001CR Description Budget

Contacts Name E-Mail id SAP Mail idFunctional Analyst: Steve Butcher

Donna [email protected]@dot.state.co.us

Technical Analyst: TBD

1.2 As-Is Business Process

Manual approvals with paper flow.

1.3 As-Is Business Process Flow Diagram

N/A

1.4 To-Be Business Process

CDOT will leverage automated workflow capabilities to assist in routing and tracking approvals for budget requests that will be entered by project engineers and business managers. CDOT will also leverage workflow capabilities to perform double checks within OFMB when another OFMB resource performs original entry.

1.5 To-Be Business Process Flow Diagram

Refer to the inserted Vision diagram. The process flow shows the two step approval process. For some budget types, a single approval level will be used (no Commission approval).


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mailto:[email protected]


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1.6 Enhancement Functionality

All processes where project engineers or business managers perform original entry of budget will be subject to subsequent approvals before the budget can be posted.

CDOT will use template WS12300026 as the basis for workflow.

In this workflow event, the user determined by the role definition receives the provisionally posted budget for approval. If this budget application is accepted, the document is posted. The person who sent the application is informed about the approval via e-mail.

If the application is rejected, the applicant is asked to restart the provisional posting of the budget document in their inbox. The rejected document can be used as a template for this.

Workflow will be triggered based on the document type selected for a budget posting. For budget document types where OFMB is the originator of the posting, no workflow procedures will be used. The settings for workflow are included within the configuration activity for definition of document types.

7/27/2006: Note: Document Type P006 will be disabled from workflow so that the FMIS interface can complete the posting cycle. No development is anticipated from this change

The following table describes the workflow levels, actions, authorized approvers, and position IDs for workflow.

Document Type

Level Level Description Approval Action

Authorized Approvers

Positions for Approvers

C001 1 OFMB Peer Approval

AcceptReject

Darrell A JohnsonPam ThompsonEric EhrbarTBD

03496051690271800051


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AcceptReject


03496051690271800051


AcceptReject


03496051690271800051


AcceptReject


03496051690271800051

L001 1 OFMB Peer Approval

AcceptReject


03496051690271800051

P001 1 OFMB AcceptReject


03496051690271800051

2 Commission AcceptReject


03496051690271800051



03496051690271800051



03496051690271800051



03496051690271800051



03496051690271800051



03496051690271800051



03496051690271800051

R001 1 OFMB AcceptReject


03496051690271800051


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V001 1 OFMB AcceptReject


03496051690271800051

Although SAP offers the ability to define different approvals based on the account assignments (fund, funds centers, etc) in the role definition, the approvals for CDOT will not be broken down at this level.

Because OFMB is authorized to approve documents on behalf of the Commission in certain circumstances, the approvers identified for level 1 should be allowed to immediately click the approval for level 2 while processing the level 1 approval.

To support other business processes such as Form 65 reporting, this workflow event needs to update custom fields on the budget document header. This will make the information more easily accessible for reports, interfaces, and user validations. The custom fields are defined in the functional specifications “FI_FM_E_006 FMBW CUSTOMER Budget Header Fields”.

The following fields need to be updated:

CI_FMBH - Customer Fields in FMBHField Type Length Description Valid ValuesZZAPPRVL1 CHAR 1 Approval Indicator ‘A’ – Approved

‘R’ – RejectedZZAPPRVLUSER1 CHAR 12 OFMB Approver

ZZAPPRVLDATE1 DATS 8 Date

ZZAPPRVLTIME1 TIMS 6 Time

ZZAPPRVL2 CHAR 1 Approval Indicator ‘A’ – Approved‘R’ – Rejected

ZZAPPRVLUSER2 CHAR 12 Commission Approver

ZZAPPRVLDATE2 DATS 8 DateZZARRPVLUSER2 TIMS 6 Time

The ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields need to be updated when an OFMB action for approval is taken.

The ZZAPPRVL2, ZZAPPRVLUSER2, ZZAPPRVLDATE2, and ZZAPPRVLTIME2 fields need to be updated when a Commission action for approval is taken.

1.7 Audit and Control Requirements

None.

1.8 User Authorization Requirements

All authorizations to support workflow approval are needed for users who will be part of the approval process.


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Project engineers and business managers should only be allowed to prepost budget documents using transaction code FMBB.

1.9 Integration

Functionality affected: FM Budget CreationDevelopments affected: FI_FM_E_006 FMBW_CUSTOMER Budget Header FieldsJob Stream predecessors:

N/A

Job Stream Successors: N/A

1.10 Key Business Test Conditions

Num Test Condition Expected Results1 Create a budget request with document type

C001 in a ‘preposted’ status.SAP Inbox message generated for OFMB users.

2 Create a budget request with document type C002 in a ‘preposted’ status.

SAP Inbox message generated for OFMB users.





5 Create a budget request with document type L001 in a ‘preposted’ status.


6 Create a budget request with document type P001 in a ‘preposted’ status.










11 Create a budget request with document type R001 in a ‘preposted’ status.


12 Create a budget request with document type V001 in a ‘preposted’ status.


13 Reject a budget request with document type C001 at approval step 1.

Message returned to requester with link to original document.







17 Reject a budget request with document type L001 at approval step 1.



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18

Reject a budget request with document type P001 at approval step 1.


19 Reject a budget request with document type P002 at approval step 1.








23 Reject a budget request with document type R001 at approval step 1.


24 Reject a budget request with document type V001 at approval step 1.


25 Approve a budget request with document type C001 at approval step 1.

ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields updated in FMBH table. Document posted.







29 Approve a budget request with document type L001 at approval step 1.


30 Approve a budget request with document type P001 at approval step 1.

Message routed to OFMB users for level 2 approval. ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields updated in FMBH table.










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35

Approve a budget request with document type R001 at approval step 1.


36 Approve a budget request with document type V001 at approval step 1.









ZZAPPRVL2, ZZAPPRVLUSER2, ZZAPPRVLDATE2, and ZZAPPRVLTIME2 fields updated in FMBH table. Document is posted.





44 Approve a budget request with document type P001 at approval step 1. Also indicate approval for step 2.

ZZAPPRVL1, ZZAPPRVLUSER1, ZZAPPRVLDATE1, and ZZAPPRVLTIME1 fields updated in FMBH table. ZZAPPRVL2, ZZAPPRVLUSER2, ZZAPPRVLDATE2, and ZZAPPRVLTIME2 fields updated in FMBH table. Document is posted.





47 Create a new budget request from a rejected budget document returned in an email.

New document inherits all settings from prior document and begins a new approval process.

1.11 Assumptions

1) The text in the workflow messages will need to be revised after CDOT resources can view a working prototype (i.e. descriptions made more relevant to CDOT).

2) Notifications of approval may be turned off in the future if business managers and project managers determine that the success messages are overkill and only rejections need notification.


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1.12 Comments

1) The standard workflow configuration does not appear to allow variations in settings based on the document type. The workflow will need to accommodate variations outside of the context of configuration.

2) The following configuration has been put in place to support workflow:

SAP Customizing Implementation Guide>Public Sector Management>Funds Management Government>Workflow>Role Definition>Stipulate Document Classes

The SAP-delivered document class “BCSBU” will be used at CDOT.

SAP Customizing Implementation Guide>Public Sector Management>Funds Management Government>Workflow>Role Definition>Assigned Document Category to Document Class

The SAP-delivered document category/document class assignment will be used at CDOT.

SAP Customizing Implementation Guide>Public Sector Management>Funds Management Government>Workflow>Role Definition>Define FM Account Assignment Groups

CDOT will not base workflow decisions based on individual values of commitment items, funds centers, or funds.


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SAP Customizing Implementation Guide>Public Sector Management>Funds Management Government>Workflow>Role Definition>Define FM Amount Groups

All CDOT approvers will be authorized for any dollar amount.

SAP Customizing Implementation Guide>Public Sector Management>Funds Management Government>Workflow>Role Definition>Define FM Amount Groups

Defined two workflow levels of approvals. The following actions are allowed at each level: approve, change, display and reject.


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For each of the workflow activities, the OFMB positions specified have been assigned corresponding agent ids. Validity is for the account assignment group that allows all FM commitment item, funds center, and fund assignments, as well as all amount levels.

VERSION 2 UPDATES:

1) Update Method FM_BUDGET.FIND_MAX_LEVEL to use all document types and levels as indicated in the revised table in the specifications above.

2) Version 3 Updates: Add a custom field that will be mandatory to the pop-up box that is used to enter Budget Approval Comments that will allow the user to select the valid values for the Budget Supplement Type. When selected, pass this value into the budget header custom field of the same name.

3) Remove standard task TS92000033 SENDEMAIL. Because the same approvers will be receiving numerous emails per day, CDOT has concluded that multiple messages asking them to log into their workplace and process workflow items are redundant. CDOT resources will make checking their SAP inbox a part of their normal daily


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routine.

4) Change standard task TS12300020 to remove sending of approval messages for all document types other than P001, P002, and P002. Approval messages should be sent to the originators of document types P001, P002, and P003 as the originators are business managers in the regions. All other document types are entered by OFMB resources and are double-checked by another OFMB resource. Unless a reject message is received, the OFMB resources can assume that their colleagues approved their budget request.

5) Change the description of the message for the SAP inbox from “Dear Sir or Mam, please have a look to the attached preposted document and approve or reject it.” to “Please review the preposted document and indicate your approval or rejection.”8/29/2006ChangesUpon discovering that when documents in SAP standard workflow that received warning messages were not processing to completion upon approval, we identified the need to create a custom workflow object (as a copy of the standard provided workflow object) and change the posting method to accommodate posting documents that receive a warning message.

8/13/2007 ChangesWhere field lookup zd_fd_id_01, zd_fd_id_02 or zd_fd_id_03 in table PROJ. Change to table ZTP_FEDDEMO for field FEDDEMOID and SEQNR for each budget type reported in work flow. Workflow recreates the budget documents this will point to the new table for the DEMOID’s

8) Enhance the workflow display to include the project and region of the document

From lines of Budget document display the Funded Program (Measure) and take the Funded program look to PRPS for ZZMN_RGN1


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FI_FM_W_001 Budget v8

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