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PICM Change Request BRFplus Application

The document describes the change request approval process in SAP Project Issue and Change Management using the BRFplus application. It involves creating a cost estimation alternative, planning costs, marking the alternative ready for approval, and creating internal and external approval activities according to rules defined in BRFplus. The approval activities are automatically assigned to employees responsible based on criteria in an approval matrix. When approvals are completed, the change request status is updated to approved.

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58 views

PICM Change Request BRFplus Application

The document describes the change request approval process in SAP Project Issue and Change Management using the BRFplus application. It involves creating a cost estimation alternative, planning costs, marking the alternative ready for approval, and creating internal and external approval activities according to rules defined in BRFplus. The approval activities are automatically assigned to employees responsible based on criteria in an approval matrix. When approvals are completed, the change request status is updated to approved.

Uploaded by

oliveira
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Change Request Approval Process using

BRFplus Application
This document contains help to understand how BRFplus application works behind the change request
approval process in Project Issue and Change Management.

Change Request Approval Process Overview


The approval process of change requests in Project Issue and Change Management is managed
through activities.

In the standard system, SAP delivers the following activity categories for the definition of
approval activity types and activity templates:

• Approval activity
• Cost planning activity

In the standard system, SAP delivers the following activity types:

• CR1: Cost Planning Activity


• EAA: External Approval Activity
• IA1: General Activity
• IAA: Internal Approval Activity
• UPA: Update Activity
• IA2: Change Request Alternative (note: this is a technical activity and must not be used
to create activity templates)

In the standard system, SAP delivers the following activity templates:

• ICMACT: General Activity Template


• ICMALT: Change Request Alternative (note: this is a technical template and must not be
deleted or be used to create activities)
• ICMUPD: Update Activity Template
• EXTAPPROV: Send for Customer Approval
• INTAPPROV: Internal Approval

Process

1. Create a cost estimation alternative to plan costs for the change request (type CRC).
2. Create a cost planning activity (activity type CR1).
3. Plan the details of the change in the change planning workbook of the Project Cost and
Revenue Planning application.
4. Mark the status of the cost estimation alternative as ready for approval.

Note

o When multiple cost estimation alternatives exist for a change request, you can
only mark one as ready for approval.
o The cost of the change corresponding to the cost estimation alternative marked as
ready for approval, is the value that is considered in the Pending Costs column in
the Project Cost Status report.
5. Mark the status of the cost planning activity as complete.
6. Upon saving the object, the system automatically creates an internal approval activity for
the change request and assigns an employee responsible according to the rules defined in
Business Rule Framework plus (BRFplus).
7. The system sends an e-mail notification to the employee responsible.
8. The employee responsible approves the internal approval activity.
9. Upon saving the object, the system creates an external approval activity for the change
request and assigns an employee responsible according to the rules defined in BRFplus.
10. The system sends an e-mail notification to the employee responsible.

Note

o The employee responsible can forward this e-mail to an external approving


authority or the customer, as a manual task. Since this e-mail is intended for
external recipients, Project Issue and Change Management provides a PDF
attachment with the required details. For more information, see Customizing for
Project Issue and Change Management under Basic Settings Configure Output
Formats for Printing .
o The approving authority or the customer sends the approval to the employee
responsible.
11. The employee responsible updates the status of the external approval activity. When the
external approval activity is approved, the system marks the status of the cost estimation
alternative from Ready for Approval to Approved.

Note

The cost of the change corresponding to the cost estimation alternative marked as
approved, is the value that is considered in the Approved Costs column in the Project
Cost Status report.

12. The system marks the change request as approved and also updates existing forecasts
with the approved quantities and costs.
13. If you have assigned any purchase order as a reference object to the change request, the
system updates the purchase order, if you have activated the Business Add-In BAdI:
Updating of Purchase Orders with Additional Quantities
(/PICM/BADI_UPDATE_DOCUMENT). This BAdI allows you to add material quantity
in existing purchase orders (POs) by using approved change requests. This BAdI checks
the PO for the original quantity, based on the reference object assigned to the change
request. For the addition of an approved material quantity, a new line item is added in the
PO.

BRFplus applications Details


CPM standard delivery we deliver two BRFplus applications as follows:

• /PICM/ACTIVITY_MGMT_RULES (Activity Management)


This application contains standard delivered functions which is not supposed to be changed in
customer system.
Following are the functions delivered with this application:
o /PICM/ACTIVITY_FUNCTION (Activity function)
o /PICM/APPROVAL_MATRIX (Function to get roles)
o /PICM/CREATE_UPDATE_ACTIVITY (Activity function)
o /PICM/VALIDATE_FUNCTION (Function to validate)
• /PICM/ACTIVITY_MGMT_RULESETS (Activity Management Rulesets)
This application contains Rulesets which is configurable by customer as per their business scenario.
These rule sets are used in the function module for example /PICM/ACTIVITY_FUNCTION.

Function: /PICM/ACTIVITY_FUNCTION (Activity function)


This function is called through BAdI /PICM/BADI_A_APPROVAL_PROCESS. Below are the executable rule
set delivered with the standard:

Ruleset: /PICM/AUTOMATIC_ACTIVITY - Activity Ruleset

Following operations are performed in this rule set.

1. Check if Internal Approval / External Approval Activity is rejected


If Yes, Create new cost planning activity
2. Check if Cost planning activity is completed
If Yes, check if Internal Approval is created
If No, Created Internal Approval Activity

Ruleset: /PICM/STATUS_RULE_SET - Status ruleset

Following operations are performed in this rule set.

1. Check if Cost Planning Activity is set to ‘In Process’; Set change request status to ‘In Process’.
2. Check if Internal Approval Activity is completed and External Activity does not exists; Set Cost
Estimation Alternative status to ‘Internally Approved’
3. Check if Internal Approval Activity is completed; Create External Approval Activity
4. Check if external activity status is approved; Set Cost Estimation Alternative status and Change
Request status to ‘Approved’.
5. If Internal Approval or External Approval activity is rejected; Set Cost Planning Activity status to
‘Rejected’ and Cost Estimation Alternative status to ‘In Process’.

Ruleset: /PICM/ALTERNATIVES_STATUS_RULE - Alternatives status rule

In this rule set we are setting Cost Estimation Alternative to ‘In Process’ as soon as it is created.

Function: /PICM/APPROVAL_MATRIX (Function to get roles)


This function is called through BAdI /PICM/BADI_A_APPROVAL_PROCESS. Below are the executable rule
set delivered with the standard:

Ruleset: /PICM/APPROVAL_MATRIX_RULESET - Approval Matrix Ruleset

This rule set contains Approval Matrix /PICM/APPROVAL_MATRIX for defining and processing business
rules.

If cost planning is done for Cost Estimation Alternative on change request screen matches the criteria
maintained in approval mattrix for Estaimated Cost and Estimated Margin; Associated Role ID will be
picked up and respective business partner will be assigned to the employee responsible of the approval
activity.

Function: /PICM/CREATE_UPDATE_ACTIVITY (Activity function)


This function is being called through BAdI /PICM/BADI_UPDATE_ACTIVITIES which is used to create and
updated the update document activity.

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