Name: Situation Handling Usage for Budget of Enterprise Portfolio and Project Management (EPPM) Projects - SAP S/4HANA Cloud Finance and Risk
Uploaded: 2023-2-1
Duration: 561 s

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<div><div>In this video, you'll learn how to make use of the situation handling functionality for the budget of enterprise portfolio and project management projects. <br>First off, the general benefits of using situation handling and why SAP has delivered standard situation handling scenarios are explained in a brief summary. Next, we'll take a specific look at the EPPM scenario and will conclude the microlearning with a step-by-step description including prerequisites and process steps as well as a system demo.<br></div></div>

Situation Handling Usage for Budget of Enterprise Portfolio and Project Management (EPPM) Projects - SAP S/4HANA Cloud Finance and Risk

Hello and welcome to this microlearning for SAP S/4HANA Cloud for Finance. My name is Johannes Haselmayer and I work as a consultant in the S/4HANA Cloud MEE team. In this video I will show you how you can make use of situation handling functionality for the budget of enterprise portfolio and project management projects. Today, the agenda will cover four parts. First, I want to quickly explain again the general benefits of using situation handling and why SAP has delivered standard situation handling scenarios. Then we will specifically look at the EPPM scenario and analyze why it is useful to use situation handling in this scenario. This microlearning will also cover a step-by-step description including prerequisites and process steps as well as a system demo. I want to start today's microlearning with a quote from help.sap.com. It defines situation handling as a tool which automatically informs the right users about situations that need their attention. The overall goal of situation handling is that with the situations which you are using, you support the customer's business to run smoothly. Speaking of situation handling in general, we need to distinguish between standard and custom situations. The example which we're covering today is part of a standard situation template which SAP delivers. Standard situations can be used as a copy, which will be the fundament for the customer to use situation handling. But without going too much into the details of situation handling in general, let's now move to the standard template which we're covering today. Situation handling for budget usage of EPPM projects. Let's take a moment together and think about why situation handling might help here. With a standard functionality of S/4HANA Cloud, the budget profile is set up in the maintain budget availability control profile for projects configuration step. In this configuration step, I can define the threshold percentage after which I want the system to trigger a warning or error message. Using standard functionality, the warning or error messages only send to the person who posts the document. The person who is responsible for the project budget will not be informed, even though he or she might be the one who is most interested in knowing about the budget exceedance. Using situation handling, we can trigger an additional notification to the budget responsible of that project. Let's continue with a step-by-step explanation of what steps you need to perform to set up situation handling. There are three prerequisite steps as well as three process steps. First of all, even though situation handling is an additional step, on top of general budget availability control, you still need to use the standard configuration step to set up the budget threshold for your situation handling scenario. Furthermore, you need to assign the users who need to be notified to the team which is maintained in the situation type. This step is performed in the Manage Teams and Responsibilities application. The last prerequisite step is, of course, setting up the details for your situation handling scenarios in the Manage Situation Types application. In terms of process steps, you generally need to follow the standard steps of creating and releasing an EPPM project. Project budget needs to be uploaded as well using the respective planning category. This ensures that the product responsible persons will be informed about budget exceedance as per the situation handling scenario defined. Now, please don't worry about the step-by-step setup being explained too quick, because we will now jump into the system to show exactly this explained setup. Our demo starts with the first prerequisite step which is the configuration step for the project budget. For the situation handling example, I have already set up Z001 project budget to show you where you need to maintain what. Using the standard budget functionality, you set up your budget thresholds as part of the tolerance limits folder. But if you want to use situation handling for the project budget, you define the budget thresholds in the semantic tags folder. In this case, I have defined that the project responsible gets informed after 80% of the budget is exceeded. Incremental notifications will be triggered with every additional 10% of budget exceedance. As a second step, I have navigated to the Manage Teams and Responsibilities application and filtered for the EPPM budget team already. Here, I need to assign all potential users, which might need to receive notifications because they are responsible for projects. In our example, the team only has one team member, which is me, but for a realistic example, all project controllers would need to be maintained here. Now, let's finally set up the situation handling scenario in the Manage Situation Types application. The scenario needs to be copied from the standard template for the budget threshold. I need to give my situation type an ID first before I can move to the situation display area. Here, you would be able to customize the message which will be sent to the inbox of the project responsible. In our case, I am fine with the issued situation message, so I won't change anything for now, and move on to the conditions area. In the conditions area, I will first tick the checkbox to send notifications. Furthermore, I'm going to select the budget profile, which we previously saw to be the respective budget profile for situation handling. I could also use further filters to specify the usage of the situation type. But for this purpose, we don't need to specify anything else. What we do need to select is the monitor instances chat box to be able to monitor how many times the situation has been triggered. On the recipients area I will just finally double check if the assigned team is the team which has my user as an assigned team member. Finally, I click on Create to set up the situation type. The system will then ask me if I want to enable the situation type, which I will confirm. And that's it already. My prerequisite steps have been performed, my situation type is enabled and ready to be tested. Now I just need an existing EPPM project with exceeded budget to check if the messages will actually be sent to my inbox. To prove that my situation handling scenario is working, I have created and released the project in the Project Control application. I have added the Budget Availability Control profile as you can see on the bottom of the screen. And I have uploaded 10,000 USD of budget as per the standard process in the Import Financial Plan Data application. What we need to do now is issue a posting which will exceed the budget threshold of 80% of the project budget. And I have already prepared this posting in the post-general journal entries application. We will now post 9000 US dollars of project costs against the project which we just saw. Just a couple of seconds after I have posted a journal entry, my inbox shows a new notification. If I click on this notification, the notification will tell me for which project the thresholds have been exceeded and it will remind me to review the project budget report for this project. This concludes my demo, back to the presentation. Let's summarize the key learnings. After this microlearning, you know the root cause how situation handling can be beneficiary for you as a customer. Furthermore, you know why it might be important for the usage of budget availability control of EPPM projects. Lastly, you have also understood how to set up the situation handling scenario for EPPM budget step-by-step. For more knowledge on SAP S/4HANA Cloud, please check out the offering of openSAP courses and learning journeys on the respective websites. Thanks and goodbye.