fs bayan bi procurement kpi pr003 - order processing time v02[1]updated

8/11/2019 Fs Bayan Bi Procurement Kpi Pr003 - Order Processing Time v02[1]Updated

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TASNEE BI Project -

BAYAN

Functional Specification

Document

Author : Navin Kishore Prasad

Version : V 1.0

Date : 29-Dec-2010

Status : Created

Procurement Department

- Order Processing Time


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BAYAN BI : Functional Specifications For Reports/KPIs

QMS@GDC BAYAN Procurement KPIFunctional Specs 3 of 18

Functional SpecificationSAP BO Report

PROJECT IDENTIFICATION

Project Name Customer Name Customer Manager

TASNEE BOIMPLEMENTATION

TASNEE Mansoor Siddiqui

Technical Project Lead Project Manager

Balan Srinivasan Sandeep Anand

OBJECT OVERVIEW

Object ID

BAYAN_BI_PROCUREMENT_KPI_PR003

BusinessProcess

Procurement

SAP Release

To be takenfrom ProjectSchedule

SAP Module Procurement

Object Title Order Processing Time

Object Description Order Processing Time

Cycle of Testing

Three (Unit, Integration/ Functional, UserAcceptence)

RequiredDevelopmentCompletion Date

To be taken from ProjectSchedule

Complexity of ObjectMedium

Report run Daily

Report Style/TypeReport / KPI

Priority High

SAP Transaction Name

Report will be available

through SAP BO Infoview Area MenuKPI -> Procurement -> Order

Processing Time

Similar SAP Transactionzmm5, ME5A, Me2n Similar SAP

ProgramN.A.

Other Contact andPhone Number

N.A. Other Contact andPhone Number

N.A.


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JUSTIFICATION

FS Number: FS_BAYAN_BI_PROCUREMENT_KPI_PR003

Report/KPI Title : PO Line Items by PO Type (Service / Material) / Buyer

FUNCTIONAL DESCRIPTION

Detailed Description Including Intended Business Purpose:

Intended Business Purpose:

This KPI will analyze the performance in conversion of a PR into PO, and present it in theform of KPI. This will give management a near real time understanding on how much time its takingfor PR to get converted into a PO.

Detailed Description:

1. This aggregated KPI will be displayed as Grid and Pie chart.2. This KPI will be based out of R/3 Table EBAN (Purchase Requisition), and EKKO (PO Line

Item).3. This KPI will consider the entire POs which has been created (Created On date (AEDAT) of

Table EKKO to be taken here) during the date Range specified in the user entry parameterscreen.

4. From EKKOAEDAT, Calendar week, Calendar Month, Calendar Quarter, need to be derived

and made available in the data pool (which can later be used in queries created by powerusers).5. This KPI will consider only PRs with Processing Status = B. Meaning there by Purchase

requisition, corresponding to which Purchase Order has been created.6. Where Document Type is NB (MRP Related PR, where PR is generated by System), there is

no release date for PR (Its released by system immediately), and hence we need to considerPR Creation date. If Creation date is not there in that case Purchase Requisition date need tobe considered.

7. For other document type consider release date. Consider the last release date, the case maybe that we have more than one modification and release to PR, in that case please considerthe last release date.

8. Logic to calculate Processing Time:If Document Type is NB

If EBAN - ERDAT is not Initial (EKKO-AEDAT)(EBAN - ERDAT)Else (EKKO-AEDAT)(EBAN - BEDAT)

Else (EKKO-AEDAT)(EBAN- FRGDT).9. This report is at Purchase Order Line Item level.10. Deleted Purchase Order / Deleted Purchase Order Line Item Level should not be considered.11. This report is at PO Line Item level, meaning there by one PO can have more than one PR,

and hence each PR line item will have different time period it took to get converted to PO.Report will be on the basis or PR Line Item (Which has been converted to PO).

12. For Material PO: We need to consider country of the vendor to classify whether its a local orForeign PO. In case of Material PO time limit to process Local PO is 15 working days, and time


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limit to process foreign supplies is 21 working days. We need to consider factory calendar.Material PO Can be identified by using field EBAN / EKKO PSTYP. If this field is havingvalue 9 or D in this case its Service PO, Otherwise its a Material PO.

13. For services PO: Purchasing group will specify how long it should take to Process a PR. Belowis the table with Purchasing Group and Time it should take to Process a PR.

Cluster Purchasing Groups (EKGRP) Processing Time (in Days)

Short Term 023, 019, 030, EPS, ARC 15

Mid Term 031, 035, 025, 026, 028, 024 30

Long Term 020, 029, 034, 021, 022, 034, 027 90

14. In this KPI, we need Total number of PR line item processed within time and total number ofPR line item processed beyond time limit specified in case of both services and Material PO.

15. In the initial layout we should have one Pie chart with the %Material PO and % Service PO.16. Upon drill down on any of these two initial KPIs (Material / Services), we should have buyer

wise bar chart specifying how much has been processed within time and how much beyond

time for both material and Services. For material POs we will have two set of bar chartcorresponding to each buyer, one for domestic and another for international. For Services wewill have single set of Bar Chart corresponding to each Buyer (Within time, exceeding the timelimit defined).

17. For Reference of the scenario in production environment we have a sample PR: 1601274418. Within Dataset Purchase Order Number, Purchase Order Item, Deletion Indicator, Document

Type, Buyer, Purchasing Group, Department, Purchase Order Creation Date (EKKO AEDAT), Purchase Order Date (EKKOBEDAT), Item Category need to be maintained.

19. Buyer is not maintained in anywhere in the PR Document, whereas we do have PurchasingGroup associated with the PR Document. In current system Relation between PurchasingGroup and Buyer is not maintained anywhere. Relation between Purchasing Group and Buyerwould require to be maintained in system. Tasnee to provide the relation between PurchasingGroup and Buyer, which will be maintained in ERP system in the form of Transparent Table,Which can be edited / updated in future (if needed so).

20. Department is not maintained in the PR Document, whereas we do have Document Typeassociated with the PR Document. In current system Relation between Document Type andDepartment is not maintained anywhere. Relation between Document Type and Departmentwould require to be maintained in system. Tasnee to provide the relation between DocumentType and Department, which will be maintained in ERP system in the form of TransparentTable, Which can be edited/updated in future (if needed so).

21. This Report will be defaulted to Company Codes 2000 and 3000 in a user input variable.22. This Report will be defaulted to Plant 2000, 2100, and 3000 in a user input variable.23. Below mentioned fields needs to be maintained in the pool, so that it can be used in future for

power user to create / modify queryEKPO-LIFNR - VendorEKKO-EBELN - Purchase Order Number,EKKO-EBELP - Purchase Order Line Item,

EKKO-BEDAT - Date of Purchasing Document,EKKO-BSART - Purchasing Document Category,EKKO-BSTYP - Purchasing Document Type,EKKO-BUKRS - Company Code,EKKO-EKGRP - Purchasing Group,EKKO-EKORG - Purchasing Organization,EKKO-PSTYP - Item Category in Purchasing Document,EKKO-STATU - Status of Purchasing Document,EKKO-AEDAT - Purchasing Document Creation Date,


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EBAN-BANFN - Purchase requisition number,EBAN-BNFPO - Item number of purchase requisition,EBAN-BSART - Purchase requisition document type,EBAN-BSTYP - Purchasing document category,EBAN-LOEKZ - Deletion indicator in purchasing document,EBAN-STATU - Processing status of purchase requisition,EBAN-FRGKZ - Release Indicator,EBAN-FRGZU - Release status,EBAN-EKGRP - Purchasing group,EBAN-ERNAM - Name of Person who Created the Object,EBAN-ERDAT - Date of Last Change,EBAN-AFNAM - Name of requisitioner/requester,EBAN-MATNR - Material Number,EBAN-WERKS - Plant,EBAN-MATKL - Material Group,EBAN-MENGE - Purchase requisition quantity,EBAN-MEINS - Purchase requisition unit of measure,

EBAN-FRGDT - Purchase requisition release date,EBAN-PSTYP - Item category in purchasing document,EBAN-EKORG - Purchasing Organization,EBAN-VRTYP - Purchasing document category,EBAN-GSFRG - Overall release of purchase requisitionsEBAN-LOEKZ - Deletion indicator in purchasing documentEBAN-FRGDT - Purchase requisition release dateEBAN-ERDAT - Date of Last Change

Business units that willuse this report

TASNEE Management Team

Process Area: Procurement

Name of Current LegacyReport

ZMM5, ME5A

Created by: Date Created:Navin Kishore Prasad 29thof December 2010

Report Required in Specific Languages

Country Report Required in Specific Languages /Comments

KSA English


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TECHNICAL REPORTING FIELDS,KEY FIGURES,KPISAND THEIR CALCULATIONS

Reporting Characteristics:

#Field Name Data

TypeLen Deci

malsNotes

1Processing status of purchaserequisition

CHAR 1 0EBAN-STATU

2 Document Type CHAR 4 0 EKKO- BSART

3 Deletion Indicator CHAR 1 0 EKKO- LOEKZ

5Item category in purchasingdocument

CHAR 1 0EBAN-PSTYP

6 Buyer CHAR 12 0Mapping from Purchasing Group(EBAN-EKGRP) to Buyer to beprovided by Tasnee.

7 Purchasing Group CHAR 3 0 EBAN-EKGRP

8 Department 0Mapping from Document Type to(EKKO- BSART) Department to beprovided by Tasnee.

9 Item Category CHAR 1 0 EKKO-PSTYP

10 Vendor CHAR 10 0 EKPO-LIFNR

Reporting Hierarchy:

Hierarchy Name Data Type Length Notes

None

Required Time Characteristics:

# Field Name Data Type Length Notes

1Purchase OrderCreation Date

DATE 8 EKKOAEDAT

2 Purchase Order Date DATE 8 EKKOBEDAT

3Purchase requisitionrelease date

DATE 8 EBAN-FRGDT


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Required KPIS / Calculated Key Figures (CKF)

Description Calculations

KP1 % MaterialCount of Purchase Order Item Document Type (Whether its Material PO Or Service PO, it will bedetermined from Item Category) wise, If Item Category is 9 or D its service PO, otherwise itsmaterial PO.

KP2 % ServiceCount of Purchase Order Item Document Type (Whether its Material PO Or Service PO, it will bedetermined from Item Category) wise, If Item Category is 9 or D its service PO, otherwise itsmaterial PO.

KP3

Buyer wise Count of Purchase OrderLine Item Processed within Time forMaterial PO

Within Time = 0Beyond Time = 0If Purchase Requisition Item Category D or 9 Then

If Document Type is NBIf EBAN - ERDAT is not Initial

Processing Time = (EKKO-AEDAT)(EBANERDAT)Else

Processing Time = (EKKO-AEDAT)(EBANBEDAT)End If.

ElseProcessing Time = (EKKO-AEDAT)(EBAN- FRGDT)

End If.End If.

If Vendor-Country KSA ThenIf Processing Time


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KP4

Buyer wise Count of Purchase OrderLine Item Processed within Time for

Service PO

Within Time = 0Beyond Time = 0If Purchase Requisition Item Category = D or 9 Then

If Document Type is NB

If EBAN - ERDAT is not InitialProcessing Time = (EKKO-AEDAT)(EBANERDAT)Else

Processing Time = (EKKO-AEDAT)(EBANBEDAT)End If.

ElseProcessing Time = (EKKO-AEDAT)(EBAN- FRGDT)

End If.End If.

IF EBAN-EKGRP =023,019,030,EPS,ARC ThenIf Processing Time


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SELECTION CRITERIA

Fields SelectionCriteria

RequiredY/N

Comments

Purchase Order CreationDate

Single Value YEKKOAEDAT

VALIDATION OF SELECTION CRITERIA

Any Authorization Check required for running report?

Authorization is based on the User-Group. The report is available to users that belong to the

Group that is authorized to view the report.

Any Authorization check required on specific fields?

No authorization check at the Field level

FUNCTIONAL SPECIFICATION DOCUMENT

FS Document Id: FS_BAYAN_BI_PROCUREMENT_KPI_PR003 Order ProcessingTime

FS Created by: Navin Kishore Praad


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REPORT OUTPUT -INITIAL SCREEN

Order Processing Time (Initial Screen)Material PO Processing Status

77.4%

22.6%

Material PO Processing Status

%On Time

% Beyond Time Limit


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REPORT OUTPUT -INITIAL SCREEN

Order Processing Time (Initial Screen)Service PO Processing Status

71.6%

28.4%

Service PO Processing Status

%On Time

% Beyond Time Lim


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REPORT OUTPUT -FIRST NAVIGATION /DRILL DOWN

Buyer wise Material PO Li Processed (For Domestic Vendor)

0.00%

10.00%

20.00%

30.00%

40.00%

50.00%

60.00%

70.00%

80.00%

90.00%

Syed

M.Zulfiqar

Abdul

Rehman S.

Al-Ghamdi

Mohammad

Khalifa Al-

Binali

Ahmed S. Al-

Ghamdi

Marvin L.

Molina

Moosa

Arrakal

77.78%73.81%

85.94% 86.67%88.46%

34.48%

22.22%26.19%

14.06% 13.33%11.54%

65.52%

% PO Li

Buyer

Buyer wise Material PO Li Processed (For Domestic Vendor)

% On Tim

% Beyond


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Order Processing TimeBuyer wise Material PO Li Processed (For International Vendor)

0.00%

10.00%

20.00%

30.00%

40.00%

50.00%

60.00%

70.00%

80.00%

90.00%

100.00%

Syed

M.Zulfiqar

Abdul

Rehman S.

Al-Ghamdi

Mohammad

Khalifa Al-

Binali

Ahmed S.

Al-Ghamdi

Marvin L.

Molina

Moosa

Arrakal

69.44%

72.22%

55.26%

82.14%

88.00%

96.61%

30.56%27.78%

44.74%

17.86%

12.00%

3.39%

% PO Li

Buyer

Buyer wise Material PO Li Processed (For International

Vendor)

% On Time

% Beyond Time


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Order Processing TimeBuyer wise Service PO Li Processed

0.00%

10.00%

20.00%

30.00%

40.00%

50.00%

60.00%

70.00%

80.00%

90.00%

71.62%

63.51%

80.30%

62.71%60.58% 62.07%

28.38%

36.49%

19.70%

37.29%39.42% 37.93%% PO Li

Buyer

Buyer wise Service PO Li Processed

% On Time

% Beyond Time


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Reporting Key figures /KPI Formatting

Decimal Places 0 decimal places

Rounding N.A.

Variances N.A.

Formulas N.A.

Currencies N.A.

Language English

Statutory Reporting N.A.

Sorting Requirement for the report:Users will be able to sort in either ascending or descending or by any of the columns available in theoutput.

Character/KeyFigure Sort Details

None

Reporting Drill Down Requirement:

Drill-Down Field Navigation Path

None

Reporting Totaling Requirement:

Sl No Details

None

ERROR HANDLING[Include potential errors, notification procedures, and contingency procedures.]

Typical errors include: No data found for given selection criteria.


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RELATED DOCUMENTATION (ATTACH OSSNOTES,EMAILS,DOWNLOAD OF EXISTINGREPORT

,ETC

)

fs bayan bi procurement kpi pr003 - order processing time v02[1]updated

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