Fs Bayan Bi Procurement Kpi Pr003 - Order Processing Time v02 (1) Updated

TASNEE BI Project -
BAYAN
Functional Specification
Document

Dec2010
Author : Navin Kishore Prasad
Version : V 1.0
Date : 29-Dec-2010
Status : Created
Procurement Department
- Order Processing Time
BAYAN BI : Functional Specifications For Reports/KPIs

QMS@GDC BAYAN Procurement KPI Functional Specs 2 of 18

Report
Procurement: Order Processing Time

Revision History

Version Date Author Derivation/Comments
01 29-Dec-2010 Navin Kishore Prasad Created

Review History

Version Date Reviewer Remarks

Approval History

Version Date Approver Remarks

This document is effective from the Approval date



Functional Specification
SAP BO Report

PROJECT IDENTIFICATION
Project Name Customer Name Customer Manager
TASNEE BO
IMPLEMENTATION
TASNEE Mansoor Siddiqui
Technical Project Lead Project Manager
Balan Srinivasan Sandeep Anand

OBJECT OVERVIEW
Object ID
BAYAN_BI_PROC
UREMENT_KPI_P
R003
Business
Process
Procurement
SAP Release
To be taken
from Project
Schedule
SAP Module Procurement
Object Title
Order Processing Time
Object Description
Order Processing Time
Cycle of Testing
Three (Unit, Integration
/ Functional, User
Acceptence)
Required
Development
Completion Date
To be taken from Project
Schedule
Complexity of Object
Medium
Report run
Daily
Report Style/Type
Report / KPI
Priority High
SAP Transaction Name
Report will be available
through SAP BO Infoview
Area Menu
KPI -> Procurement -> Order
Processing Time
Similar SAP Transaction
zmm5, ME5A, Me2n Similar SAP
Program
N.A.
Other Contact and
Phone Number
N.A. Other Contact and
Phone Number
N.A.



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 the
form of KPI. This will give management a near real time understanding on how much time its taking
for 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 parameter
screen.
4. From EKKO AEDAT, 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 power
users).
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 consider
PR Creation date. If Creation date is not there in that case Purchase Requisition date need to
be considered.
7. For other document type consider release date. Consider the last release date, the case may
be that we have more than one modification and release to PR, in that case please consider
the 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 or
Foreign PO. In case of Material PO time limit to process Local PO is 15 working days, and time


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 having
value 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. Below
is 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 of
PR 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 chart
corresponding to each buyer, one for domestic and another for international. For Services we
will have single set of Bar Chart corresponding to each Buyer (Within time, exceeding the time
limit defined).
17. For Reference of the scenario in production environment we have a sample PR: 16012744
18. 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 (EKKO BEDAT), Item Category need to be maintained.
19. Buyer is not maintained in anywhere in the PR Document, whereas we do have Purchasing
Group associated with the PR Document. In current system Relation between Purchasing
Group and Buyer is not maintained anywhere. Relation between Purchasing Group and Buyer
would require to be maintained in system. Tasnee to provide the relation between Purchasing
Group 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 Type
associated with the PR Document. In current system Relation between Document Type and
Department is not maintained anywhere. Relation between Document Type and Department
would require to be maintained in system. Tasnee to provide the relation between Document
Type and Department, which will be maintained in ERP system in the form of Transparent
Table, 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 query
EKPO-LIFNR - Vendor
EKKO-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,


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 requisitions
EBAN-LOEKZ - Deletion indicator in purchasing document
EBAN-FRGDT - Purchase requisition release date
EBAN-ERDAT - Date of Last Change
Business units that will
use this report
TASNEE Management Team
Process Area: Procurement
Name of Current Legacy
Report
ZMM5, ME5A
Created by: Date Created:
Navin Kishore Prasad 29
th
of December 2010

Report Required in Specific Languages

Country Report Required in Specific Languages /Comments
KSA English



TECHNICAL REPORTING FIELDS, KEY FIGURES , KPIS AND THEIR CALCULATIONS

Reporting Characteristics:

#
Field Name Data
Type
Len Deci
mals
Notes
1
Processing status of purchase
requisition
CHAR 1 0
EBAN-STATU
2 Document Type CHAR 4 0
EKKO- BSART
3 Deletion Indicator CHAR 1 0
EKKO- LOEKZ
5
Item category in purchasing
document
CHAR 1 0
EBAN-PSTYP
6 Buyer CHAR 12 0
Mapping from Purchasing Group
(EBAN-EKGRP) to Buyer to be
provided by Tasnee.
7 Purchasing Group CHAR 3 0
EBAN-EKGRP
8 Department 0
Mapping from Document Type to
(EKKO- BSART) Department to be
provided 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
1
Purchase Order
Creation Date
DATE 8 EKKO AEDAT
2 Purchase Order Date DATE 8 EKKO BEDAT
3
Purchase requisition
release date
DATE 8 EBAN-FRGDT


Required KPIS / Calculated Key Figures (CKF)
Description Calculations
KP1 % Material
Count of Purchase Order Item Document Type (Whether its Material PO Or Service PO, it will be
determined from Item Category) wise, If Item Category is 9 or D its service PO, otherwise its
material PO.
KP2 % Service
Count of Purchase Order Item Document Type (Whether its Material PO Or Service PO, it will be
determined from Item Category) wise, If Item Category is 9 or D its service PO, otherwise its
material PO.
KP3
Buyer wise Count of Purchase Order
Line Item Processed within Time for
Material PO
Within Time = 0
Beyond Time = 0
If Purchase Requisition Item Category <> D or 9 Then
If EBAN - ERDAT is not Initial
Processing Time = (EKKO-AEDAT) (EBAN ERDAT)
Else
Processing Time = (EKKO-AEDAT) (EBAN BEDAT)
End If.
Else
Processing Time = (EKKO-AEDAT) (EBAN- FRGDT)
End If.
End If.

If Vendor-Country <> KSA Then
If Processing Time <= 21 Then
Within Time = Within Time + 1.
Else
Beyond Time = Beyond Time + 1.
EndIf.
Else
Else
EndIf.
EndIf.
4 Date of Last Change DATE 8 EBAN-ERDAT


KP4
Line Item Processed within Time for
Service PO
Within Time = 0
Beyond Time = 0
If Purchase Requisition Item Category = D or 9 Then
Else
End If.
Else
End If.
End If.

IF EBAN-EKGRP = 023, 019, 030, EPS, ARC Then
Else
EndIf.
ELSEIF EBAN-EKGRP = 031, 035, 025, 026, 028, 024
Else
EndIf.
ELSEIF EBAN-EKGRP = 020, 029, 034, 021, 022, 034, 027
Else
EndIf.
EndIf.
KP5
Line Item Processed beyond Time
Limit for Material PO
Within Time = 0
Beyond Time = 0
If Purchase Requisition Item Category <> D or 9 Then
Else
End If.
Else
Processing Time = (EKKO-AEDAT) (EBAN - FRGDT)
End If.
End If.

If Vendor-Country <> KSA Then
Else
EndIf.
Else
Else
EndIf.
EndIf.


KP6
Line Item Processed beyond Time
Limit for Service PO
Within Time = 0
Beyond Time = 0
If Purchase Requisition Item Category = D or 9 Then
Else
End If.
Else
End If.
End If.

IF EBAN-EKGRP = 023, 019, 030, EPS, ARC Then
Else
EndIf.
ELSEIF EBAN-EKGRP = 031, 035, 025, 026, 028, 024
Else
EndIf.
ELSEIF EBAN-EKGRP = 020, 029, 034, 021, 022, 034, 027
Else
EndIf.
EndIf.

How often does this
report run?
The report will be run as and when users need to have an overview of
Purchase Order Created against buyer and will be up to date to the last
working day
Presentation

User Mode of Access
Business Analyst SAP BO Infoview
System Admin SAP BO Infoview
Power Users SAP BO Infoview
End Users SAP BO Infoview
Periodic Processing

Daily
SLA Parameters Report should be available during regular work hours.



SELECTION CRITERIA
Fields Selection
Criteria
Required
Y/N
Comments
Purchase Order Creation
Date
Single Value Y
EKKO AEDAT

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 Processing
Time
FS Created by:
Navin Kishore Praad



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


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 Limit


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 Time
% Beyond Time



Order Processing Time Buyer 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



Order Processing Time Buyer 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


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 the
output.
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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