SAP provides a number of functions in Business Planning and Simulation (BW-PLA-BPS) to make the planning process easier. For example, you can copy reference data to the plan data. All positions or only the occupied position can be used as reference data for the current year.
To simplify the following description, it is assumed that the budget data is planned for the year following the current year. Therefore, the default values from the current year are used for the position plan. However, you can also select a different year as the plan year or for the default values.
This reference data is read from the position plan InfoCube (0PSM_C41) that is used for position plan reporting. This ensures that the position plan is planned on the basis of current data and everyone involved in the planning process accesses the same data.
You have to connect the two standard planning areas to the InfoCubes delivered as Business Content so that you can plan the position plan. The following assignments are required:
Assignment of Planning Area to InfoCube
Public Sector: Position Plan Actual
Public Sector: Position Plan Planning
You make these assignments by entering the RFC destination of the planning area in the tab page attributes. The connection is made to the SAP-SW system using these destinations.
If you use Business Planning and Simulation (BW-PLA-BPS) in the same system that is used as the SAP BW in your system landscape, select the option Local as the BW installation type instead.
The following description of the procedure for planning the position plan takes the roles of the participants in the planning process into account.
Before the first planning is carried out, the organizational variables of the planning area Position Plan Multi-Planning Area (4PSMSTPM) have to be adjusted. For the variable of the organizational unit ORGUNIT, we recommend that you either maintain user values or use the SPBW authorizations. The worklist for department entry is generated using these variables.
Before you create a new plan, it is necessary to adjust the variables for the key dates of the planning PLANDATE and the comparison values COMPDATE in accordance with the planning period.
The departments enter the plan values for the individual organizational units. The comparison values are displayed in separate columns. To make the planning easier, the departments can copy either all positions or only the occupied positions of the current year to the plan year as default values.
Call up the planning folder position plan entry under Business Planning and Simulation ® Planning Folders ® Execute.
Call either the function Create Proposal from Actual or Create Proposal from Occupied Position depending on whether you want to use all positions or only the occupied positions of the current year as default values.
Choose the layout Notification of Requirements to adjust the default values.
The notification of requirements of the position plan is saved in version 10 of the feature Version Position Plan Planning (0PSM_SPV).
When the department has finished entering the plan values and the data has to approved by the person responsible for the position plan, call up the planning folder enter position plan under Business Planning and Simulation ® Planning Folders ® Execute and execute the function Transfer Entries for Approval.
Once the notification of requirements is copied for approval, the data is copied into three different versions of the feature Version Planning of Position Plan (0PSM_SPV).
· The requirements of the plan year are copied to version 40.
· The requirements that have changed from the current year are copied to version 30.
· The requirements that have not changed from the current year are copied to version 20.
The person responsible for the position plan approves the position plans of the departments.
Call up the planning folder - position plan approval under Business Planning and Simulation ® Planning Folders ® Execute.
There are three planning layouts available that provide different views of the data:
· In the layout Approval FTE, only the full-time equivalents that are different in the plan year (compared with the current year) are displayed.
· In the layout Approval FTE unchanged, only the full-time equivalents that are have not changed in the plan year are displayed.
· In the layout Approval All FTEs, the full-time equivalents that have changed and those that are unchanged are displayed.
If the number of full-time equivalents is changed in one of the layouts, this value is automatically adjusted in the other layouts.
The queries of the plan/actual comparison of the multiprovider Position Plan: Plan/Actual Comparison can be used to support the approval process. They contain the features organizational unit, position, controlling area and cost center. This information is contained in the columns that display which department entered full-time equivalents. The person responsible can use this information to decide whether the full-time equivalents should be approved or not.
Note that the values for the feature Version Position Plan Plan (0PSM_SPV) is changed from # to 40.
When the person responsible has approved the position plan, call up the planning folder Position Plan Approval under Business Planning and Simulation ® Planning Folders ® Execute and execute the function Planning Completed.
Once the position plan is approved, the plan data is copied from version 40 to version # .
At the end of this planning process, you have the saved the position plan for the plan year. You can compare this plan data with the actual data using the multiprovider Position Plan: Plan /Actual Comparison as soon as it is sent to the SAP BW for the plan year.