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Former Member

Budget Notification -AVAC

Hi All,

I'm after ideas on how to control the amount of notifications that a project manager receives which are generated by AVAC.

For example if we have a large project and we set a warning with email at say 90% for time writing this could mean the creation of many notifications and therefore, I was trying to think of ways that I could for example just send out an notification on a weekly basis.

I'm thinking that some sort of report is the only way which is sent to the various responsible persons but the selection of active projects might be difficult.


Appreciate any ideas.


Thanks


Jamie

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4 Answers

  • Best Answer
    Jan 12, 2015 at 08:13 PM

    Hi Jamie,

    The idea behind automatic notification message is a quick action by the budget holder, if action is not taken he/she will continue receiving maybe thousands of other messages and why not?

    If within your business environment nobody cares about a quick action, then, as you said, you can schedule a weekly report in background based on the selection of Person Responsible and System/User status for WBS.

    Active projects can be easily filtered by the System and/or User Status selection profiles.

    Regards,

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    • Hi Jamie,

      If you are thinking into that direction like what is material and what is not, you can have several budget profiles. For example, one profile for "big and important" projects and another profile for "small and less important" projects. Can be through different project profiles too. Respectively the message conditions for different budget profiles can be different.

      Regards,

      Paulo

  • Jan 13, 2015 at 06:35 AM

    Hi Jamie,

    Is the notification getting created when the Budget reaches 90% or it is sending notifications for posting done after 90% also.

    Regards

    Terence

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    • Hi Jamie,

      Sorry, i couldn't remember the user exit. You can discuss with a ABAP/workflow consultant, he/she will be able to find it out for you.

      As per the logic Commitment % = Current Budget / Actuals + Commitments planned (PR/PO)

      A internal to update different phases of commitment level.

      When a project has reached commitment 90%, it need to check the internal table for check box activation and will trigger the event to create a workflow / notification to user.

      In next if the commitment is again increased, system will go to internal table and finds the 90% is checked, it will just skips and save.

      If the commitment is reduced below 90%, without triggering workflow / notification, system will update the internal table by removing the tick and the commitment values.

      If i am able to find our the exit, i will let you know.

      Regards

      Terence

  • Jan 13, 2015 at 01:44 PM

    Hi,

    Here are my 2 cents:

    1. Maintain the Person Responsible as a Dummy Person with an Office User maintained in OPS6 which is not monitored regularly.
    2. In case business requirement is to see the Report only on Mondays, filter out the Notifications in Dummy Person's mail box and forward the latest cases only e.g. appearing on Friday 6PM till Monday 8 AM to the correct Person.

    Option 2 might need a brainstorming within the ABAP workflow Consultants, BASIS Consultants.

    Hope It Helps!

    Thanks and Regards,

    Varshal Kachole

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    • Former Member

      Hi Varshal,

      A possible solution but then we'd need to create additional SAP id's which I'm assuming would cost additional licenses.


      Thanks


      Jamie

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    Former Member
    Jan 14, 2015 at 05:15 PM

    So, after a lot of thought I've decide to solve this through the use of a substitution rule, a custom hierarchy report and a custom development. The substitution rule will be used to show that a project is active from the PRPS table by checking one of the user check box fields (usr10) and unchecking when the status is set to CLSD. This should make the development more efficient as I don't need to search JEST table to check if each project has been closed which would result in an ever growing selection as new projects were created. Any active projects will be grouped by person responsible and currency and passed automatically to the hierarchy report program (all running in background) which will generate the required data (budget, actuals, commitments, available spend, % of spend) and then email this information to the project manager using the standard email functionality. I've added an exception criteria to the hierarchy report to highlight any projects where the % of spend has exceed say 90% since I'm including all projects, even those where spend hasn't reached 90%, but I think on a weekly basis there is no harm in automatically sending this information to the Project Managers. Thanks all for your good ideas and just hoping now the developer can make this work.

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