FUNCTIONAL SPECIFICATION

Scenario (Business Area): <Name>

Business Process: < Name >

PROJECT IDENTIFICATION
Project Name

CPI/Project Number

Project Type

Customer Name

Customer Number

Planned Start/Finish

(CBI, Implementation, CSS, Upgrade, Interna

SAP Customer Partner

Project Sponsor

Program Manager

SAP Project Manager

Customer Project Manager

Partner Project Manager

How to use the Template

[This chapter gives only explanations on the template. Remove it before completing the template.]
This document is intended to specify RICEFW object from a functional perspective. It will be followed by a
technical specification. This document has three main sections
General Object information, to be filled in for all RICEFW objects
Object specific section, only relevant sections need to be filled in, e.g. if this document specifies a
report fill out the general information, the report specific and the test condition section at the end.
This document builds and refers to two preceding documents
Requirements - BPR
Solution design BPD
In addition, all RICEFW object are consolidated in the RICEFW list
The project manager and the quality manager have to revise this template before it is used for the project and
especially before it is given to the customer. Sometimes instructions, guidelines, explanations, hints, and tips are
provided. It should always be removed from the template for the project.
Top-level chapters may not be deleted or inserted; required additions should be made as sub-chapters to existing
chapters to provide a consistent representation of this document to the customer. ]

TABLE OF CONTENTS
How to use the Template...................................................................................................................1
Purpose of this document................................................................................................................3
General Object Overview..................................................................................................................4
Process Requirements Reference.......................................................................................................5
Generic WRICEF Descriptions............................................................................................................5
Object Specific Design......................................................................................................................7
Reporting (operational and analytical).................................................................................................7
Interfaces...........................................................................................................................................11
Data Conversion / Historical Data.....................................................................................................14
Enhancements...................................................................................................................................16
Output (e.g. forms).............................................................................................................................17
Workflow............................................................................................................................................19
Test Conditions................................................................................................................................20
Document History............................................................................................................................21

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Purpose of this document

The Specification is the basis for the developments that will be done by SAP. Error: Reference source not found has to
verify and approve it formally. Realization starts only after approval.
Within the SAP Custom Development Methodology, the Specification is the link between the business requirements
(normally given in the solution proposal) and the technical design (a separate document). It has the following goals:
Reference to the business requirements (customer requirements) given in the solution proposal.
Show the mapping into standard SAP products.
Describe the solution from an external (user or customer) point of view.
Implementation details (database model, report names, and so on) are generally NOT part of the Specification.
[Customers shall be enabled to recognize that all their requirements are taken into consideration. For approval of the
Specification they have to understand the solution.]

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General Object Overview

OBJECT OVERVIEW

Object ID

Business
Process

SAP Release

SAP
Module

Object Type

(
(
(
(
(
(

) Report
) Interface
) Conversion
) Enhancement
) Form
) Workflow

Object Title
Object Description
Mock Up ID / Name
Cycle of Testing /
Sprint Cycle

C1 / C2 / C3 / C4

Required
Development
Completion Date

DDMONYY

Complexity of Object

Simple / Medium / Complex

Priority

Low / Medium / High

SAP Transaction
Name

(following naming
convention guidelines)

SAP Program
Name

Similar SAP
Transaction

Similar SAP
Program

FS Control

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Last Name, First Name

<Customer>
Process Owner
and Phone
Number

Last Name, First Name

Planned Date of FS
Completion

DDMONYY

Actual Date of FS
Completion

DDMONYY

FS Approved By

Last Name, First Name

FS Approval date

DDMONYY

Functional Consultant
Author and Phone
Number

Other Contact and

Phone Number

Other Contact and

Phone Number

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Process Requirements Reference

PROCESS REFERENCE
Requirement ID
Requirement
Description
Gap to be addressed
Alternative SAP
Standard Solution
Generic WRICEF Descriptions
JUSTIFICATION
[Provide a high level description reason from deviation from standard SAP reports or BW reports.

FUNCTIONAL DESCRIPTION / DESIGN

[Provide a high level description of the Report and the business requirement that will be addressed.]
Example:
The report will allow users to display contracts that are due to expire and to view the details of these
contracts

TRANSACTION VOLUME
[Please provide an indication of the expected number of records that will need to be read and
displayed using this report]
Example:
The expected number of records to be displayed on this report is between 10 and 30 from
approximately 200 current contracts

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FREQUENCY & TIMING

[Please indicate the frequency that the report should run; i.e.) Ad Hoc, Daily, Weekly, Quarterly etc, and
any timing considerations that should be applied; i.e.) must be run before 7am Monday morning]
Example:
The report will be run on a monthly basis on the last day working day of the month.

DEPENDENCIES
[Predecessors and successors]

AUTHORIZATION REQUIREMENTS
<Every authorization object needs to be documented to provide the security administrator information
on the purpose and use of the object. The following sections are the minimal documentation
requirements.>

RELATED DOCUMENTATION (ATTACH OSS NOTES, EMAILS, DOWNLOAD OF EXISTING

REPORT, ETC)

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Object Specific Design

Reporting (operational and analytical)
<reference to the RICEFW section in the BPD.>
REPORTING
WRICEFID

Description

Report Type
(ABAP, BI,
BOBJ)

Data Elements

Relevant KPI

Owner

XX-xxR001
SELECTION CRITERIA
[Please enter the selection criteria that should be available to users before running the report. Indicate
if the criteria are optional or mandatory and if any data restrictions should apply]

Table/
Structur
e Name

Field Name

Format

Default
Value

Table
Value/
Checkbox/
Radio
Button/
Radio
Button
Group

Select
Option or
Paramete
r

Mandator
y or
Optional

Field
Labels

Any grouping of selection screen fields into blocks? Title of Selection Screen Block?
Any preferred layout of the Selection Screen?

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FUNCTIONAL DESIGN, VALIDATION AND VARIANTS

What is the data to be extracted? Does the Selection Criteria include the full primary keys of the tables
from which data is to be extracted?

How should the data be processed in the program functional logic?

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REPORT OUTPUT
Output Method
[Please indicate the expected output method(s) for the report]
Example:
Saved to File / Sent to print / Send to email account / Download to excel

Main Heading
[Provide the main heading field for the report]
Example:
The main report heading will be: Contracts Nearing Expiry

Sub Heading
[Provide any required sub-headings and breaks required in the report]
Example:
There will be a sub section under the main contract information detailing the date and time the report
was executed and the users username

LAYOUT
Table/Structure
Name

Field
Name

Format
(ie
decimal
places)

Default Value

Column Name

Translation Rule

Please list the sequence of the fields (SAP Field names) in which the output must be displayed?

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10

DRILLDOWN REQUIREMENTS

TOTALING
[List any totaling or other calculation requirements for the report]
Example:
Number of contracts matching user selection criteria to be displayed at the bottom of the report
Any page-break requirements?

SORTING
[List any sorting requirements for the report]
Example:
Users will be able to sort on contract type and vendor. Default sort sequence will be by contract type.
Any page-break requirements?

PAGE BREAK
[Provide details of any page breaking requirements that should be used in addition to field breaks]
Example:
Page breaks will be used where necessary to prevent overflow of retrieved data

ERROR HANDLING
[Include potential errors, notification procedures, and contingency procedures.]
Typical errors include: No data found for given selection criteria.

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11

Interfaces
<Identify all interfaces required to provide inputs to or outputs from this part of the process. Provide a functional
description of the interfaces including the source and type of data.>
INTERFACE
WRIC
EF-ID
XX-xxI001

Description

Interface
Method

Applications

Data Elements

Frequency /
Volumes

Owner

INTERFACE PROCESS FLOW DIAGRAM, INCL.TRANSFER METHOD/ NETWORK INTEGRATION

[Please insert an interface flow diagram showing source and target systems with directions]
This will include the screen flow diagram, specify the proposed load method (e.g. IDOC, batch
transaction processing), and the proposed transfer program name and the inbound/outbound file
format (e.g. .txt, .xls)]

FILE SPECIFICS
[Filenames, delivery method, file type (ascii, comma-delimited, etc)

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MAPPING SAP FIELDS TO SOURCE / TARGET

[Please provide details of the expected mapping between the Source / Target system and SAP fields.
This can either be done within a table in this document or as an attached Mapping Document.
Specifications for the following elements should be present on the Mapping document (where
applicable):

SAP Transaction
SAP Screen number
SAP Table name
SAP Field name (functional)
SAP Field name (technical)
SAP field length
SAP field type
Mandatory / Optional flag
Source / Target Field ID
Source / Target Field Name (functional / technical)
Source / Target Field length
Source / Target Field type
Mapping Details
Implementation Comments

Mapping.xls

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RECONCILIATION PROCEDURES & AUDIT REQUIREMENTS

Reporting
[Please describe any reporting that is expected to be provided in support of this interface]

Approach
[Detail the method of data reconciliation e.g. reports produced in SAP]

Metrics
[Provide details on the metrics used to facilitate reconciliation e.g. Record Count]

Error Handling
[Include potential errors, notification procedures, and contingency procedures.]

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14

Data Conversion / Historical Data

<Note all master and transactional data conversion requirements. Please note specific fields that are unique to this
design and the business requirement that drives that design. Note whether manual and automated data conversion
requirements. Provide details of all data required from Legacy Systems (Consider System name, level of detail, time
dimension). Identify requirements for historical data conversion mandatory for the process. This is not meant to be an
exhaustive functional spec but a place to list conversions related to this process.>
CONVERSIONS
WWRICE
F-ID

Conversion
Object

Source

Conversion
Activities
(e.g.
cleansing)

Conversion
Method (manual
/ automated)

# of Objects
to be
converted

Owner

XX-xxC001
1MAPPING SAP FIELDS TO SOURCE / TARGET
[Please provide details of the expected mapping between the Source / Target system and SAP fields.
This can either be done within a table in this document or as an attached Mapping Document.
Specifications for the following elements should be present on the Mapping document (where
applicable):

SAP Transaction
SAP Screen number
SAP Table name
SAP Field name (functional)
SAP Field name (technical)
SAP field length
SAP field type
Mandatory / Optional flag
Source / Target Field ID
Source / Target Field Name (functional / technical)
Source / Target Field length
Source / Target Field type
Mapping Details
Implementation Comments

Mapping.xls

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RECONCILIATION PROCEDURES & AUDIT REQUIREMENTS

Reporting
[Please describe any reporting that is expected to be provided in support of this interface]

Approach
[Detail the method of data reconciliation e.g. reports produced in SAP]

Metrics
[Provide details on the metrics used to facilitate reconciliation e.g. Record Count]

Error Handling
[Include potential errors, notification procedures, and contingency procedures.]

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16

Enhancements
<Specify the enhancement based on the proposed gap resolutions listed in the Detailed Requirements and Design
documents. Provide as much detail on the requirements and design considerations as you can. If there is a large
enhancement then consider detailing that in a separate design or functional spec. document. >
ENHANCEMENTS
WRIC
EF-ID
XX-xxE001

Description

Data Object
(Sales Order)

Functional
Gap

Alternative SAP
Standard

Reason

Owner

FUNCTIONAL DESIGN / FLOW, VALIDATION AND VARIANTS

Flow
[Please provide the flow of object to be enhanced. For example in the program XYZ go to screen/Sub
screen 101 there modify/add a field]

Design
How should the data be processed in the program functional logic?

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Output (e.g. forms)

<Identify outputs and forms>
OUTPUT
WRIC
EF-ID

Description

Data Object
(Sales
Order)

Output Type
(Form, EDI, etc.)

Frequency

Volumes

Owner

XX-xxO001
PROCESS FLOW DIAGRAM
[Please insert a flow diagram describing the form output procedure e.g. Purchase Order input using
transaction ME21N; save Purchase Order automatically generates Purchase Order Form printout]

FORM LAYOUT
[Please provide a sample layout for first, subsequent and last pages, detailing actual positions of
output fields, fonts, font sizes]
Please indicate if there is pre-printed stock and which portions are on the pre-printed stock
Example:

Form Title

Date: xxxxx

User: xxxxx

ID
xxxxx
xxxxx
xxxxx
xxxxx

Value
3

xxxxx
xxxxx
xxxxx
xxxxx

Description
4

xxxxxxxxxx
xxxxxxxxxx
xxxxxxxxxx
xxxxxxxxxx

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PRINTER REQUIREMENTS
Duplex Printing, label printing, label dimensions, standard, etc.

LEGAL REQUIREMENTS
Determine if there is any text that is required legally on the form, including font size, text to be printed
on the back of documents,

EXISTING SAMPLE FORMS

[If an existing program is available to be enhanced, provide details in this section]

Program Name

Menu / Transaction

Legacy Form name

Legacy Program Title

Legacy Form Number

Related Transactions

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Workflow
<Identify workflow requirements for this process. Provide detailed requirements for the workflow. e.g., purchase order
approval process and authority levels etc.>
WORKFLOW
WRIC
EF-ID
XX-xxW001

Description

Business / Data Object (Sales

Order)

Engaged Parties

Owner

PROCESS FLOW DIAGRAM

[Please insert a flow diagram of the workflow]

TRIGGER EVENTS
Transactions and Batch Programs that trigger the workflow

Start Conditions

RULES AND DETERMINATION

Standard Rules
Latest End, Latest Start
Requested End , Requested start

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Test Conditions
BUSINESS TEST CONDITIONS (TO BE FURNISHED BY THE FUNCTIONAL CONSULTANT)
[Please indicate the business level test conditions that should be used to verify successful operations
of the Report]
[Document all technical scenarios associated with this development. Examples would include 1)
testing an error-free run; 2) testing the exception processes; 3) testing the error handling.]
[Document all control scenarios associated with this development. Examples would include 1)
Rounding of dollars and cents; 2) Audit trail processing; 3) Reconciliation reporting]
Scenario #

Input Selection Criteria

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Expected Result

21

Document History
AUTHORS & PARTICIPANTS
Role

Name

Business System Analyst

Project Process Owner
Business Unit Process Owner
Consultant
Workshop Participant

REVISION HISTORY
Date

Document Version

<< Date >>

1.0

Document Revision
Description
Draft for customer
review

REVIEWED AND APPROVED BY

Name
Title
<<NAME>>

Business System Analyst

<<NAME>>

Project Process Owner

<<NAME>>
<<NAME>>

Business Unit Process

Owner
Corporate Process Owner

<<NAME>>

Internal Audit

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Date

Author
<< Name >>

Approved

22