SAP Financials 2007 Conference Presentation by Michael Prakhina "Accelerate Time-to-Close with the SAP Closing Cockpit"

1. Accelerate Time-to-
Close with the SAP
Closing Cockpit
Michael Prakhina
Lazar Consultants
© 2007 Wellesley Information Services. All rights reserved.

2. What We’ll Cover …
• Accelerating period-end closing process: Overview
• Getting started with the Closing Cockpit – 10 key steps
• Wrap-up
2

3. Typical Period-End Closing Process
• Accounts are opened or closed
• Certain reports are run in cycles
 e.g., payment and dunning run
• In Controlling, you set period locks for a transaction
• Individual closing operations are initiated via
transactions, the ABAP editor, or as background jobs
 e.g., settlement, assessment, overheads
• Error analysis is executed
 Via Job Management (SM37), Spool List Management (SP01) or
in the detailed lists for transactions
3

4. Typical Period-End Closing Process (cont.)
• The person responsible for an error must be informed
 Usually by telephone or by email
 Once the error is corrected, the person responsible is informed
so that he or she can restart the job
• Communication is very important for efficiency
 “Are you finished? Then I can start.”
 Such communication takes time and is prone to error
Run Ask other
transactions employees
Start Analyze
background errors
jobs
Sarbanes-
Inform other
Oxley
employees
compliance
4

5. Needed Functionality for Period-End Close
• Uniform tool with which to:
 Process all SAP and non-SAP period-end transactions
 Detect, troubleshoot, and resolve errors
 Restart failed tasks
• Plus a central place for:
 Communication between individual employees
 Storing documentation such as reports and error messages
 Definition of dependencies between jobs
5

6. Introducing the “Closing Cockpit”
• The Closing Cockpit:
 Provides a structured interface for executing transactions and
programs of complex processes, such as closing processes
 Its structural layout supports processes within an
organizational structure (e.g., a company code), as well as
scenarios affecting multiple organizational structures
• The Closing Cockpit is particularly useful when:
 Activities recur periodically
 More than one responsible person is involved
 The activities are performed within a process that has a fixed
chronological sequence or is determined by dependencies
 The activities need to be supported by a shared, uniform
interface
 The status of all periodic activities needs to be documented and
made transparent and available for the business
6

7. Introducing the “Closing Cockpit” (cont.) Other task
lists
Task list
Task list selection
selection details
Tasks
scheduled in
monitor
Details and
links per task
Organizational
Units
Dependencies
of tasks
• In the monitor, you can display detailed information about all
active or completed jobs and flows that were scheduled in the
Closing Cockpit
7

8. Closing Cockpit – Benefits
• Enhances process definition
 Corporate template for local task plans
 Reduces configuration effort: It’s easy to combine local
task plans with organizational unit plans
• Reduces cost – one solution for all closing activities
• Boosts user productivity
 One user interface from configuration to execution
 Single point of entry for all closing activities
 Perfect overview of closing status
• Enhances quality and speed
 Acceleration of closing process
 Compliance
 Transparency
8

9. Closing Cockpit – Business Value
• Enhances process definition
 Less configuration effort: Easy combination of local task plans
with organizational units
• Accelerates the closing process
 Through automation and easy task flow functionality
• Ensures transparent and compliant process
 List of executed task plans
 Monitor: Perfect overview of the closing status and drill-down
to all details
• Improves user productivity
 Easy collaboration – single source of entry for all participants
in closing process
9

10. What We’ll Cover …
• Accelerating period-end closing process: Overview
• Getting started with the Closing Cockpit – 10 key steps
• Wrap-up
10

11. Getting Started with the Closing Cockpit – 10 Key Steps
1. Create a template
2. Create a task list
3. Schedule tasks
4. Define end of processing – workflow
5. Detect, analyze, and resolve errors
6. Set the object status
7. Repeat the processing
8. Monitor execution with the schedule manager cockpit
9. Track and analyze tasks
10. Understand the Worklist Monitor
11

12. Step 1: Create a Template
• The template only contains the relevant closing tasks and is distributed to the
local companies. There it can be adapted according to local requirements. You
don’t schedule/execute any jobs from a template, but from the task plans that
are derived from the template.
• You can also import templates from other systems, using the Remote Function
Call (RFC) connection.
• The closing hierarchy refers to SAP’s organizational units. You can add your
own organizational units.
• The procedure for creating the template is the same as in the Schedule
Manager. 12

13. From Corporate Template to Local Template
• Configure the corporate template for a standardized, group-wide closing process and
steps: Template CORP_TEMPL (corporate level), copied to template LOC_TEMP_1
13

14. Step 2: Create a Task List
Include a transaction:
You can choose the
“Transaction” radio
button to make the
field ready for input.
You can then enter the
transaction.
• The task list is intended to represent the processing steps and the
period-end closing process flow. Creating this list will involve
creating Transaction tasks such as the “Set Deletion Flag”
transaction and defining or customizing Flow Definitions.
14

15. Step 2: Create a Task List (cont.)
• Derive a local task template and assign to
organizational units:
 Configuration of template LOC_TEMP_1 (local level), including
task details (e.g., name of responsible person, planned start
time, expected runtime, critical path, etc.)
• In the task list, all tasks are scheduled
 Blue boxes: Jobs/reports, gray boxes: Transactions, rhombus
in cyan color: Milestone (type “note”)
 You can create, schedule, and execute tasks for all areas
Note of mySAP ERP!
 Jobs (reports), transactions, milestones (type “note”),
task flows
15

16. First, Define or Customize a Flow Definition
• SAP provides a variety of predefined flow definitions for
R/3 components that you can use as the basis for your
own flow definition.
• Choose “Extras  Flow Definition  Administration of
Flow Definitions” to display an overview of the flow
definitions available in the system.
16

17. Flow Definition Management: Header Data
• All the flow definitions
defined in the system
are displayed on the
Flow Definition
Management screen.
• The “Appl.”
(application) column
specifies the
application for which
the flow definition has
been created and
which programs are
included.
• The “Worklist”
column displays
which flow definition
uses a worklist.
17

18. Flow Definition Management Screen
• Some of the processing steps listed in the new flow definition, such as
“Preliminary Settlement for Co-Products” might be redundant since these are
not to be executed. To customize the flow definition, you first need to switch to
Edit mode. You can delete processing steps from the flow definition by clicking
the processing step you want to delete and choosing “Cut Block.” 18

19. Next, Customize the Processing Steps
• The first two processing steps are
required by the system so that the
process can be carried out correctly.
These steps do not require editing and
cannot be deleted.
• The job chain is started and controlled
by SAP Business Workflow –
processing step “Workflow Started”
• The next processing step is a system-
internal task that the system requires
to process the job chain.
• You need the third processing step if
you use worklists. When you create a
variant, you specify which objects (in
this case, production orders) you want
to include in the worklist. Only the
orders selected in the worklist are
processed in the subsequent
processing steps.
19

20. Next, Customize the Processing Steps (cont.)
• You use processing step “Overhead”
to actually begin processing the
objects; the overhead calculation will be
carried out for the objects selected in
the worklist (production orders).
• You can also define a selection profile
and a selection variable in the variant
you have created.
• The processing steps “Work in
Process,” “Variance Calculation,” and
“Settlement” are edited at the same
time.
• In each sub-step, you have to enter the
responsible user or user group that is to
be contacted via the workflow if any
problems occur in this step (e.g.,
distribution list).
20

21. Next, Customize the Processing Steps (cont.)
• Once the objects have been
processed, a “workflow decision”
email is sent. Double-click on this
processing step again to enter a
user or user group that is
responsible for making this decision.
• If the user decides to renew the
processing steps, the “Renew
Worklist Processing” step is
activated.
• In this case, processing starts again
at the “Overhead” step, and only
the revised (incorrectly processed)
objects are processed. The system
also considers whether the object
only has to be reprocessed in the
settlement step or in the overhead
calculation step as well.
• If the user chooses “Complete,” the
“Workflow Completed” step is
carried out.
21

22. Processing Steps
• Authorization Check With
 WF-BATCH has been set as the default user. The WF-BATCH user has all the necessary
authorizations and should, therefore, be left as the entry in this field.
• If Errors, Mail To
 In the event of an error occurring during background processing, for example, if the job
is canceled, the relevant user or group of users receives a mail containing information
on the error. You should, therefore, specify the relevant user. 22

23. Finally, Include the Flow Definition in the Task List
• To carry out the flow definition in the Scheduler, you
have to create a task in the task list. Use the “Flow
Definition” task type for this purpose.
23

24. Use Selection Variables in the Variants
• You can use selection variables to define variants for the Flow Definition that can be used to
specify predefined or default settings for specific fields. This means you do not have to
customize the variants for each period-end closing step. This concerns the “Period” and
“Fiscal Year” fields in particular. The above example illustrates how a variant is selected in
the worklist.
• To use a selection variable, you first have to create it using transaction STVARV. When you
execute the transaction, you first go to display mode. To create or change a variable, switch
to change mode where additional icons are displayed (e.g., “Create” and “Change”).
• The transaction accesses table TVARV, which is cross-client.
24

25. Use Selection Variables in the Variants (cont.)
• You first have to assign a
new name to the variant.
To make the selection
screen ready for input,
choose “Create.”
• You can define which
fields will use the
selection variables by
choosing “Attributes.”
• You have to make the
appropriate settings on
the selection screen. The
defined selection
variables are to be used
for the “Period” and
“Fiscal Year” parameters.
25

26. Use Selection Variables in the Variants (cont.)
• You first have to assign a
new name to the variant.
To make the selection
screen ready for input,
choose “Create.”
• You can define which
fields will use the
selection variables by
choosing “Attributes”.
• You have to make the
appropriate settings on
the selection screen. The
defined selection
variables are to be used
for the “Period” and
“Fiscal Year” parameters.
26

27. Use Selection Variables in the Variants (cont.)
In this case, selection
variables are used for
the “Period” and
“Fiscal Year” fields.
27

28. Use Selection Variables in the Variants (cont.)
1
2
28

29. Use Selection Variables in the Variants (cont.)
Choose a selection
variable to set it as the
selection variable in
the variant
Result:
The parameter on the selection screen is locked and
can now only be maintained in transaction STVARV
29

30. Step 3: Schedule Tasks
The period-end
closing is
scheduled in
the Scheduler.
You can drag a
task to the
Daily Overview
for scheduling
using the left
mouse button.
30

31. Step 4: Define End of Processing – Workflow
To call up the processor’s
Business Workplace,
choose the “Inbox”
pushbutton.
• After the background jobs of a flow definition have
ended, the workflow sends an express mail to the users
in line with the definition in the processing step “Check
the Objects in the Worklist.” A workflow email is also
sent to the Office inbox.
31

32. Step 4: Define End of Processing – Workflow (cont.)
The mail provides a
list of alternatives for
you to decide how
processing is to
continue.
You can call up the worklist monitor by
clicking the link. The system starts a new
session for this purpose. In the worklist
monitor, a list of all the objects with errors is
generated for the task (flow definition).
32

33. Step 5: Detect, Analyze, and Resolve Errors
• The object list in the worklist monitor displays all objects with
errors. Double-click on the object to call up the short texts for the
generated error/warning/information messages.
33

34. Step 5: Detect, Analyze, and Resolve Errors (cont.)
• If you double-click on the short text, the system displays the long
text. Links from long texts to other transactions (such as
Customizing) are also active. 34

35. Step 6: Set the Object Status
Set Status for the object
Repeat
Processing
Skip
Processing
35

36. Step 7: Repeat the Processing
• Each new processing run
is displayed in the monitor.
The number of objects with
errors is also updated.
36

37. Step 8: Monitor with the Schedule Manager Cockpit
• The left-hand part of the screen contains the actual task list, which contains the
tasks for period-end closing, for example.
• The right-hand part of the screen contains the calendar, which comprises a
monthly overview (top right) and a daily overview (bottom right). The daily
overview provides an overview for today’s date of the planned/running tasks or
the tasks that have already been carried out. The task types “background job”
and “flow definition” can also be scheduled in the daily overview. 37

38. Step 9: Track and Analyze Tasks
“Green” day:
Tasks processed
successfully
“Yellow” day:
Tasks are still active or
were processed with
warnings
“Red” day:
Some tasks processed
with errors
38

39. Step 10: The “Worklist Monitor”
The status column displays the
processing status of each
processing step
39

40. Step 10: The “Worklist Monitor” (cont.)
If you double-click
the task, the system
creates an object list
for the task
The system
automatically
displays this object
list from the
workflow mail
You can show the
messages for an
object, as well as
short texts, by
double-clicking the
relevant object
40

41. Worklist Monitor – Displaying Messages
The objects that are listed in the object list are
determined by means of a filter, enabling you to
call up the objects according to processing status
41

42. What We’ll Cover …
• Accelerating period-end closing process: Overview
• Getting started with the Closing Cockpit – 10 key steps
• Wrap-up
42

43. Lessons Learned
• Use the Closing Cockpit for all closing activities
• Schedule SAP programs to run in the background
• Work with selection variables to default predefined
settings for the specific selection fields
• Use of SAP Workflow to send notifications to the
business
43

44. Technical Information – Key Authorizations
Task List: Create and Change
Authorization Object Authorization Fields Settings/Values
B_SMAN_WPL WORKPLAN Name of task list
ACTVT 02 Change
03 Display
16 Execute
S_BDS_DS CLASSNAME SCHEDMANTASK
CLASSTYPE OT
ACTVT 01 Add or Generate
03 Display
30 Determine
S_GUI ACTVT 61 Export
S_ALV_LAYO ACTVT 23 Maintain
Execute Batch Job
Authorization Object Authorization Fields Settings/Values
S_BTCH_ADM BTCADMIN Y
S_BTCH_JOB JOBGROUP space
JOBACTION RELE
S_ADMI_FCD S_ADMI_FCD STOR
Monitor Display
Authorization Object Authorization Fields Settings/Values
B_SMAN_WPL WORKPLAN Name of task list
ACTVT 03 Display
S_GUI ACTVT 61 Export
44

45. Technical Information – Key Authorizations (cont.)
Monitor Display
Authorization Object Authorization Fields Settings/Values
B_SMAN_WPL WORKPLAN Name of task list
ACTVT 03 Display
S_GUI ACTVT 61 Export
Message Display
Authorization Object Authorization Fields Settings/Values
S_TABU_DIS ACTVT 02 Change
DISBERCLS KKK
Flow Definition
Authorization Object Authorization Fields Settings/Values
PLOG PPFCODE DISP
AEND
INSE
PLVAR 01
OTYPE WS
S_GUI ACTVT 61 Export
Worklist
Authorization Object Authorization Fields Settings/Values
PLOG PPFCODE DISP
AEND
PLVAR 01
OTYPE RY, T, AC, O, S, A, P, $$, C
INFOTYPE 1000, 1240, 1001, 1218
SUBTYP B240, A007, B003, A008, B208, A003
ISTAT 1 Active
45

46. Resources
• http://help.sap.com
 mySAP ERP > SAP ERP Central Component (choose version
and language) > SAP ERP Central Component > Financials >
Financial Accounting (FI) > General Ledger Accounting (FI-GL)
(New) > Periodic Processing > Closing Operations >
Configuring the Closing Cockpit
 http://help.sap.com/saphelp_erp2005vp/helpdata/en/42/f890
415ae3a109e10000000a155106/frameset.htm
• SAP Service Marketplace
 https://websmp207.sap-ag.de/okp *
 https://websmp207.sap-ag.de/FI * > Fast Close > Media Library
* Requires login credentials to the SAP Service Marketplace
46

47. 7 Key Points to Take Home
• SAP Closing Cockpit accelerates the closing process
through automation and easy task flow functionality
• Key benefit: Less configuration effort and easy
combination of local task plans with organizational units
• SAP Closing Cockpit supports process transparency and
compliance
• It provides easy access to a list of executed task plans
• You can view the closing status of all tasks, and drill
down to view execution details
47

48. 7 Key Points to Take Home (cont.)
• Key feature: The Calendar view to quickly track and
analyze tasks and activities at-a-glance
• Improves user productivity with easy collaboration and
single source of entry for all participants in closing
process
48

49. Your Turn!
How to contact me:
Michael Prakhina
MichaelPrakhina@lzar.com
49