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Function documentation Status and Tracking System 

Use

The BW-BPS Status and Tracking System helps you to monitor the processing progress within the different planning tasks of your company. The system keeps a record of the iterations, which run through a specific planning task in practice (requisition note bottom-up, resource assignment top-down) and brings together the planning objects created in the planning environment with the employees, who edit the actual planning tasks with these objects.

The planning process in the Status and Tracking System is divided into the following elements:

·  Subplan:
A specific business subarea of business planning, for example profit planning, balance sheet planning, cost center planning.

·  Planning session:
A single program run of the iterative planning process where with every iteration a better adjustment of deviating plan values is aimed for (for example, requisition note vs. resource assignment, sales key figures vs. sales targets).
A planning session is used in the Status and Tracking System for the versioning of the different planning cycles so that the approximation process is documented in the system and can be understood. A particular subtask can change status several times (for example new, for approval, rejected, for approval, approved) within a planning session. A planning session is completed when all the subtasks contained in it have got the status “approved”.

·  Organizational hierarchy:
Part of the hierarchical organizational structure of your company, which describes the employees involved in the planning process and their corporate relations. Every hierarchy node represents an area of responsibility for a specific subplan within the planning process. At the same time, the hierarchy serves as a guiding line for the approval process of a subplan and for performing status-dependent notification management.

The Status and Tracking System is a Web-based application, which is exclusively designed for execution in a Web browser. As a result, you can execute the work where the system supports you, wherever you are and without any special installations on your PC. On the other hand, you make the Customizing of subplans and the planning sessions belonging to them in the BW System.

Integration

The Status and Tracking System places an organizational layer over the planning objects (planning areas, planning levels, planning functions) created in the BW-BPS planning environment. While the planning environment makes the required basic elements of planning available, the Status and Tracking System answers the question what happens with these objects and what status they have from a business view.

From the hierarchical levels of a subplan, you can branch directly into a planning application entered in Customizing, provided that this has the status of a Web application. For example, this is the case with planning applications which you create with the BW-BPS Structure linkWeb Interface Builder.

Prerequisites

·  You have created planning objects in the Structure linkplanning environment that you connect organizationally using the Status and Tracking System.

·  Activate the Web services used by the Status and Tracking System. You can find further information under Maintaining Web Services for STS.

·  The status administration of the Status and Tracking System contains an automatic notification system which is controlled by the current status of a subplan. Notification takes place by e-mail. Therefore, the e-mail addresses of the persons to be notified must be maintained in the user data in the system.

·  In order to work with the Status and Tracking System the necessary notification must be entered in your authorization profile. For more general information, see Structure linkAuthorizations. For more specific information, see Authorization Objects in the STS.

Functions

You can define any subplans and planning sessions freely.  Every subplan is assigned to exactly one planning area in which you find the relevant data for the respective subplan. You can also assign several subplans to the same planning area. In this way, you often achieve the general aim of integrated planning more easily than with a large number of planning areas, which demonstrate a strongly specialized record of key figures and characteristics. 

You now make the following entries for every unit relevant to your organizational structure (for example, along a cost center hierarchy you have determined, which is provided in the SAP Business Warehouse) within a subplan and a planning session to be completed within it:

·  Person responsible:
A person who is responsible for planning within the respective organizational unit (for example, a cost center manager). If the required data is maintained in the system and the corresponding Business Add-In designed to read this data is implemented, the Status and Tracking System can also automatically determine the person responsible. For more information on this, see Determining Hierarchies for Subplans and Authorization Objects in the STS.

·  Completion time:
The time by which planning in the corresponding planning session must be completed and reported to the next higher unit.

·  Planning transaction:
URL of the Web planning application, which is executed by the respective organizational unit within the planning session.

·  Control report:
URL of a Web report stored in the intranet that allows you to check the current planning status.

Furthermore, you maintain a record of header characteristics for every planning session within a subplan. The values that you define as a selection for the header characteristics determine the limits of the dataspace within which the respective planning session is planned.

Example

You can restrict a planning session to a certain version, to a certain time frame (for example, 001.2002 to 006.2002), or to a subquantity of the article groups to be planned (for example, dairy products, desserts) using the header characteristics. As soon as the planning session is completed, the Status and Tracking System locks the plan data entered for the selection of header characteristics against further changes.

Once configured, you make the Status and Tracking System available for the person responsible for planning. When the status of a subtask is confirmed, the system automatically generates an e-mail to the persons responsible for the next higher unit. When the reported plan data is rejected, an appropriate e-mail is also sent automatically with the request for revision to the lower-level unit. You can adjust the texts delivered by SAP which are used for these notifications or replace them with your own texts. See Adjusting Notification Texts.

 

See also:

Customizing the Status and Tracking System

Overview: Planning with the Status and Tracking System

 

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