The ability to extract data from SAP R/3 and legacy systems into BW for analysis and planning via SEM-BPS (Strategic Enterprise Management-Business Planning and Simulation) has been available for several years. Now you can take data out of BW and move it into R/3 using SAP-delivered programs called “retractors.” They allow users to:

• Compare plan data with actual data
• Replace plan data already entered in R/3 with data from SEM-BPS
• Use certain functions that R/3, but not SEM-BPS, supports for further processing (for example, budget control)

As of SEM release 3.0B, three retractors are available:

• Profitability Analysis (CO-PA)¹
• Cost Center Planning (CO-OM-CCA)
• Project and Investment Management (PS-IM)

Figure 1 shows the relationship of these retractors to R/3. The information you need to set up these retractors can be difficult to find, as it is scattered among the SAP documentation, OSS Notes, IMG, and other places. My goal with this article is to give you all the relevant background on the retractors, including technical detail such as release dependencies and function, program, and transaction names. I'll also outline the basic steps required to set up your SEM and R/3 systems to push back the planning results to R/3 and trigger execution using these retractors.

Figure 1

How the CO-PA, CO-OM-CCA, and PS/IM retractors interact with R/3

Due to the diverse nature of the R/3 components with which they are associated, each of these retractors works in a slightly different way. Nevertheless, with the following instructions, configuration and execution in your own system should be a snap.

Three Steps for Setting Up the Profitability Analysis Retractor

Retracting data from BW and moving it into CO-PA uses a BW query to read the data from an InfoCube and a special program, RKEBW3RE in R/3, to post the data to an operating concern. (Note that due to a system limitation it is only possible to transfer data for costing-based Profitability Analysis.) Table 1 summarizes key information about the Profitability Analysis retractor.

You need to carry out three steps to enable users to run this retraction:

1. Create a BW query
2. Define field assignments
3. Execute the data transfer

Step 1. Create a BW Query

First, create a BW query for the InfoCube that contains the target transaction data. This query has to meet a few requirements that will allow R/3 to uniquely identify all records that will be read via the query:

• Put characteristics as well as their attributes in rows, columns, or in the list of free characteristics.
• Use only one structure for key figures and formulas.
• Key figures must not be restricted by more than one characteristic value.
• Set the Release for OLE DB for OLAP indicator.

Step 2. Define Field Assignments

Now you specify the mapping between fields of your query and the fields of a CO-PA operating concern.² Follow the IMG menu path Profitability Analysis > Tools > Data Transfers Between CO-PA and Other Systems > Data Transfer from SAP BW > Define Field Assignments or enter transaction code KELC. In the next screen (Figure 2), select the RFC (remote function call) destination under BW system. If you haven't done so already, you must also set the operating concern at this time. Then select your BW query (Figure 3) and go to the Details window (Figure 4) to define the field assignments. To assign the fields for company code, for example, you map the CO-PA company code field name (BUKRS) to the BW company code field name (0COMP_CODE).

Figure 2

Select the RFC destination of your BW system

Figure 3

Select BW query

Figure 4

Define the field assignments in the Details window

Step 3. Execute the Data Transfer

Finally, run transaction code KELR to start the retraction of data from BW into CO-PA. Select the name of your BW system and the name of your query as defined in the previous step (QB8CLNT003 and 0COPA_C05_0001, respectively, in my example shown in Figure 5). If you used variables, then you also need to specify a variant name. My example uses the variant PLAN_VALUES.

Figure 5

Execute the CO-PA Retractor by running the transaction code KELR

If you want to retract actual values, then all you need to do is select Actual and click on the green checkmark. The system will execute the query, expand the results to the greatest level of detail, and create corresponding CO-PA line items. All actuals are passed through CO-PA's derivation and valuation functionality and are then posted to the CO-PA line-item table using record type H (statistical key figures), which identifies the BW data from R/3 postings.

For plan values, you must first select the Plan option and then define the record type and plan version before you can execute the data transfer. The Perform Valuation option (Figure 5) is optional in this case. The system keeps a detailed log for each data transfer, which you can view with the same transaction (click on the Logs button in transaction code KELR). You also have the ability to cancel running retractions (when you view the log) or reverse the posted values using the Reverse button.

Three Steps for Setting Up the Cost Center Planning Retractor

SAP delivers several integrated planning applications, Cost Center Planning being one of them. The Cost Center Planning application contains, among many layouts and planning functions, the complete configuration for retracting data to CO-OM-CCA. You can use the “plug and play content” out of the box as it is delivered by SAP or as a template to build your own solution. This will save you valuable time since only a few additional settings are required.

Assuming that you have already implemented CO-OM-CCA, you need three steps to set up the Cost Center Planning retractor:

1. Configure the field mapping
2. Create the planning function
3. Enter parameters and execute the planning function

Prerequisites

As a prerequisite to configuring the CO-OM-CCA retractor, you need a planning area and level that contain all characteristics and key figures required to allow a consistent retraction to R/3. For a start, I recommend that you closely stick to the delivered planning area (4EXP0001) and InfoCube (0SEM_C18). That way you can avoid errors because field mappings are not required.

Step 1. Configure the Field Mapping

If you are using the standard SAP InfoObjects around Cost Center Accounting (such as 0COSTCENTER or 0COSTELMNT), you can skip this step. As of SEM release 3.1, you have the choice of using your custom InfoObjects as well. However, you then need to use transaction code UPB_STRUCT to map between your InfoObjects and the SAP InfoObjects. The mapping transaction works the same way as in CO-PA and EC-EIS.

Step 2. Create the Planning Function

Start BPS with transaction code BPS0 and navigate to your planning level. In your planning level, which contains the data you want to transfer back to R/3, create an exit-type planning function and assign both function modules (UPR_COST_PLAN_EXEC and UPR_COST_PLAN_INIT) to it (see the sidebar, “Background on the CO-OM-CCA Retractor”). Then set up the parameters for the planning function, as shown in Figure 6. The quickest way to do that is to copy them from the delivered sample application. Last but not least, move the following characteristics to Fields to be changed: Activity Type, Business Process Number, Cost center, Cost Element, Order Number, Partner Activity, Partner Cost Center, Posting Period, and WBS Element. The system checks this field list, so if you add other characteristics to this list, the retraction will give you an error message.

Figure 6

Customize the CCA retractor by creating an exit-type planning function

Step 3. Enter Parameters and Execute the Planning Function

Now create a parameter group and enter the settings for your retractor run. In Figure 7, I entered Re: Primcost in the Parameter group field. Retractor Control, Delta Update, Destination, and Test mode Is Active are obligatory parameters. All others are optional. Finally, select a planning package and, if it contains variables, set them to the desired values. You can now double-click on parameter group Re: Primcost (4EXPPG14) to execute the push-back function.

Figure 7

Set up a parameter group and execute it to start the CO-OM-CCA retractor

If you have done everything right, the system will lock the selected transaction data, read the data from the InfoCube, and post it to R/3 via a BAPI. Although the BAPI is called several times—for example, once for each of several cost centers—and single calls could fail (due to missing authorizations in R/3, for example), the complete retractor call is handled as a single transaction. So either all data is posted to R/3 or nothing is posted.

Background on the CO-OM-CCA Retractor

To understand the basic configuration of the CO-OM-CCA retractor, first activate the Cost Center Planning application.¹ It comprises the planning areas 4EXP0001 to 4EXP0005.

You can then study the SAP-delivered examples listed in the table below for the push-back functions.

You will see that the CO-OM-CCA retractor is implemented as an SEM-BPS planning function and consists of two function modules on the SEM side and a few BAPIs on the R/3 side. Several options, which can be stored in parameter groups, allow you to configure the push-back function to your needs. Table 2 shows options for those parameters. If you are not using the SAP-delivered planning area and matching InfoCube, transaction code UPB_STRUCT is available in SEM to map your InfoObjects to the respective fields of R/3.

Three Steps for Setting Up the Project and Investment Management Retractor

Just as Cost Center Planning is closely linked with CO, Investment Planning in SEM-BPS is closely linked with the Investment Management (IM) module in SAP R/3. Retractors for IM plan data have been available since SEM release 3.0. With release 3.1, you can also push back budget data to WBS (work breakdown structure) elements in IM and Project System (PS).

You can find examples for the retractors in the delivered planning application for Investment Planning (planning areas 4IM0001 to 4IM0003). Table 3 lists them.

The steps to customize and execute the PS/IM push-back functions are the same as those you perform for the CO-OM-CCA retractor: Access BPS with transaction code BPS0 and go to your planning level. Create an exit-type planning function, set the parameters, and execute the function. (See Figures 8 and 9.) Field mapping is not quite as flexible for the PS/IM retractor. However, if you are using custom InfoObjects, you can define the key figure and the most important characteristics as parameters of the planning function. Important: You must have the right authorizations in R/3 to execute the PS/IM retractor, because it checks the A_IMPR* authorization objects for activity 33, Change plan data. Tables 4 through 6 provide an overview of release dependencies, extraction methods, customization, and parameter settings.

Figure 8

Customize the PS/IM retractor by creating an exit-type planning function

Figure 9

Set up a parameter group and execute it to start the PS/IM retractor

Those of you who have already implemented SEM-BPS should now have enough information to put the three retractors for R/3 to work. If you do not yet have SEM-BPS up and running at your site, I hope I've given you another reason to consider implementing this tool.

1 The CO-PA retractor does not require SEM. It is based on BW functionality only.

2 For a detailed description of how to do the field mapping, please refer to the online documentation for the IMG activity.