DataFlow : Mass Data Maintenance
The DataFlow core application enables mass data maintenance processes with workflow audit and control. These processes are available in the following DataFlow-based applications :
- Vendor Master
- Customer Master
- Material Master
- GL Master
- Cost Centre Master
- Bank Master
- CRM Customer Master
The process flow and usage are similar in all solutions as described below
Use Cases
Mass processes are considered “expert” level processes. By their nature they can have large impact on the SAP system as many master data records could be impacted. Hence customer must ensure that only properly trained and experienced users are able to request mass processes.
Mass processes are useful when :
- Large reorganizations are required
- Year end/Month end activity applying to multiple records are needed
- New companies/organisations are created or divested
- New projects going live
- Other business events that require multiple record updates
Note : Promenta does not consider the “saving up” of day-to-day changes into one mass request by a non-expert user as a proper use case.
Process Flow
In general the process flow is :
User selects a mass process from the initial screen. The available processes are defined and configured during implementation project and include the expected use cases, the available fields for update and any authorisation requirements.
Create/Extend processes
The user will not select or search records as the data is new
The user will navigate to the final screen
The system will provide a pre-configured empty excel template that can be download and populated
The user downloads the template, completes the template with the new data and uploads the new file
The system will validate all the data in the file on upload – any master data errors will be flagged at this point
If all data passes the check then the file is accepted by the system
The user will now perform a simulation of the data – this will perform a more comprehensive check of the data against SAP configuration
If the simulation is successful the request can be submitted for workflow approval
Workflow approval process is almost always customised and may feature several levels of approval – some levels may also be able to modify the file to add additional data
On final approval the mass process performs the update and completes.
Change/Delete/Block processes
User selects the records to be changed – this is normally using a selection template [see later section] but may also be using a selection screen
The system will select and extract the records selected
The system will provide a pre-configured excel template containing the extracted data that can be download and modified
The user downloads the template, modifies the template with the new data and uploads the new file
NOTE At this point the system will set process locks against all objects to prevent parallel modification.
The system will validate all the data in the file on upload – any master data errors will be flagged at this point
If all data passes the check then the file is accepted by the system
The user will now perform a simulation of the data – this will perform a more comprehensive check of the data against SAP configuration
If the simulation is successful the request can be submitted for workflow approval
Workflow approval process is almost always customised and may feature several levels of approval – some levels may also be able to modify the file to add additional data
On final approval the mass process performs the update and completes.
Selection Template
Selection of data to be modified for mass processing is different to the singular process. For mass processes it is normally known which records will be modified and so Promenta provides a way of supplying complex selections or lists of records
An example selection template is shown below – in this case it is a GL master selection but the usage is the same for all processes. The only thing that changes is the list of available fields for selection.
In this example the available selection criteria are pre-filled by the system automatically (in this case of a GL master request – fields such as Chart-of-accounts, GL account, Company code etc) – These are indicated by point 1 above. The user cannot add new criteria that are not already defined.
The user then completes the columns indicated by point 2 to point 5 above
Point 2 – INCL/EXCL : this column tells the system if you want to use inclusive or exclusive selection. Note – Promenta always recommends I=Include unless very specific scenarios are needed.
Point 4 and Point 5 – Selection values (low and high) : Here the selection data is entered – how it is then used is determined by the Option (point 3)
Note – values must be entered with full SAP values including any leading zeros.
Point 3 – Option : this column specifies how you want to select the data values set in point 4 and point 5.
Available values – and usage comments
EQ – Equal [Enter exact single value – use only the low selection value]
NE – Not Equal [Enter exact single value – use only the low selection value]
GE – Greater Than or Equal [Enter exact single value – use only the low selection value]
GT – Greater Than [Enter exact single value – use only the low selection value]
LE – Less Than or Equal [Enter exact single value – use only the low selection value]
LT – Less Than [Enter exact single value – use only the low selection value]
CP – Contains Pattern [Enter a pattern in the low selection value – wild card is asterisk *]
NP – Doesn’t Contain Pattern [Enter a pattern in the low selection value – wild card is asterisk *]
BT – Between [Enter both low and high exact values – this will select a range of values]
Note – if you wish to enter several single values – you can duplicate the rows to enable this
Select Template : Example
In the example above – the selection template means :
Select GLs where :
Chart of accounts [SKA1-KTOPL] = INT
AND
( GL account [SKA-SAKNR] = 0000940021 OR GL account [SKA-SAKNR] BETWEEN 0000940010 and 0000940020 inclusive)
AND
Company code [SKB1-BUKRS] = P100