FSD PTP F029 Purchase Order Form

ARTHREX

FSD_PTP_F029_Purchase Order Form

Page 1

Table of Contents

1 OBJECT REQUIREMENTS SUMMARY..................................................................4

1.1 OBJECT INFORMATION AND ATTRIBUTES...............................................................41.2 REQUIREMENTS SUMMARY AND BUSINESS DRIVER................................................41.3 ASSUMPTIONS.....................................................................................................41.4 CURRENT FUNCTIONALITY....................................................................................41.5 REQUIRED FUNCTIONALITY...................................................................................51.6 PROJECT / DEVELOPMENT CONSTRAINTS..............................................................51.7 PERFORMANCE CRITERIA.....................................................................................51.8 OTHER OBJECTS AFFECTED.................................................................................51.9 EXTERNAL REFERENCES......................................................................................61.10 DEFINITIONS/ACRONYMS/ABBREVIATIONS.............................................................6

2 FORM DESIGN DETAILED SPECIFICATIONS.......................................................8

2.1 DETAIL REQUIREMENTS:...................................................................................82.2 DATA SELECTION-SCREEN / CRITERIA:.................................................................82.3 FORM OUTPUT LAYOUT:.......................................................................................82.4 FORM – OTHER INFORMATION..............................................................................92.5 PRINTING / MEDIA REQUIREMENTS:....................................................................102.6 ERROR HANDLING METHOD:...............................................................................112.7 POST EXECUTION NOTIFICATION DETAILS:..........................................................142.8 PROCESS LOG DETAILS.....................................................................................14

3 ADDITIONAL INFORMATION................................................................................14

3.1 UNIT TEST PLAN................................................................................................143.2 INFORMATION SECURITY.....................................................................................163.3 AUDIT................................................................................................................193.4 QUESTIONS / ISSUES / RISKS..............................................................................19

FSD_PTP_F029_Purchase Order Form Page 2

Business Process Organizational Structure

FDD_PTP_ 2.3.1 PO Processing and Approvals

Process OwnerLance Provance; Julie Garcia; Cynthia Marino-Clark;

Original Author(s) Surya Ranganathan Current Revision Author(s) Surya Ranganathan, Dimitri Koutsouras

Version Date Author(s) Revision Notes1.0 3/4/2014 Surya Ranganathan Original1.1 3/12/2014 Dimitri Koutsouras Review, Updated sections: 1.1, 1.2, 1.5,

1.6, 2.11.2


1 OBJECT REQUIREMENTS SUMMARY

1.1 Object Information and Attributes

The following is the specific requirement that this object is being designed to address.

Req No. Requirement DescriptionGXP

(Yes/No)Risk

(H/M/L)Probability

(H/M/L)URS.2.3.1.0060 Ability to procure the materials from

vendors, as per the conditions mentioned in their contracts

Y M M

URS.2.3.1.0110 Ability to create a purchase order without reference to a purchase requisition

N

URS.2.3.1.0120 Ability to create a purchase order for non-stock material and stock materials

Y M M

URS.2.3.1.0160 Ability to output Purchase Order via Print, email, fax

N

URS.2.3.1.0240 Ability to generate text message on PO with delivery instructions and documentation requirements

N

URS.2.3.1.0310 Ability to create a standard PO for third party services / materials

Y M M

URS.2.3.1.0330 Ability to create Purchasing document for procuring an asset

Y L L

URS.2.3.1.0131 Ability to maintain the revision (version) at item level for purchase order

N

URS.2.3.1.0132 Ability to maintain different currencies for a vendor

N

URS.2.3.1.0133 Ability to support different release strategies for direct and indirect materials

N


The following is current information about this object and document:

Object ID 144 FSD_PTP_F029_Purchase Order FormTitle Purchase Order FormAuthor(s) Name of the technical specification author(s)Team Which Owns the Object

PTP

System Version ECC 6.0 Development Type FormPriority HighEstimated Complexity

Medium

Link to Process Flow

FDD_PTP_ 2.3.1PO Processing and Approvals

FTM Team Validation Required

Mark this as “Yes” or “No” if FTM Process Team has to validate the follow-on financial process (triggers a financial posting) in SAP during Unit Test of this Object

Yes No

1.2 Requirements Summary and Business Driver

A purchase order is a formal request or instruction from a purchasing organization to a vendor or a plant to supply or provide a certain quantity of goods or services at or by a certain point in time.

Purchase orders in Arthrex are subjected to a release (clearance, or approval) procedure. During release (approval) digital signature of the person needs to be attached to the purchase order form.

Purchase order created in the SAP needs to be transmitted to the vendor (e.g. via the regular postal service as a normal printed document, as a fax, or email as PDF attachment etc.

1.2.1 Alternatives to Object No alternatives. A purchase order must be transmitted to an external party. As such it requires a form.

1.2.2 Impact of ImplementationPurchase orders would be sent to vendors / plant in order to formally procure materials and services.

1.2.3 Impact of No ImplementationA Purchase order is a legally binding document requirement. Its form should comply with Arthex policies and include the proper disclosures.

1.3 Assumptions


All the data for purchase order form exist in SAP. All relevant configuration is in place Output condition is maintained in purchase order Printers are configured in SAP All Master data elements for the purchase order is available.

1.4 Current Functionality

A sample of a current purchase order is attached below.

1.5 Required Functionality

The purchase order form is needed to be created in SAP. This form will be transmitted to external suppliers via email, printout, fax, and also be accessible via the portal.

1.6 Project / Development Constraints

In order for this form to be transmitted via any of the methods specified earlier, the proper configuration must be in place and in addition, “FSD_PTP_E017_Custom Output Determination” needs to be in place.

1.7 Performance Criteria

Performance Requirements for FormsAverage Frequency: 50 Per day - USA

Frequency per Peak: 1000 Per day – After all countries are live in SAP

Availability: 24/7

Expected Average Response Time:

3 sec PO should be available within the spool and depending upon the printer spool should be printed within this time

Expected Peak Response Time:

3 sec PO should be available within the spool and depending upon the printer spool should be printed within this time

1.8 Other Objects Affected

Object Impact/Change Description

FSD_PTP_E017_Custom Output Needed in order for attachments to also be transmitted


Determination (User Exit) to Print/Email/Fax/EDI attachments (PDF, etc.) along with RFQ Output

with the purchase order

FSD_PTP_W005_Purchase Orders Approval Workflow

This FSD will support the purchase order approval process.

SAP System SAP Module Impact/Change Description

ECC MM

NON-SAP / Legacy System

Impact/Change Description

Dependencies: BaseLine configuration created Vendors converted or suitable master data created Item master data converted or suitable master data created Purchase order configuration Output type configuration Printer / email / fax setup WF set-up

1.9 External References

N / A

Document Title Author Attachment / Links

1.10 Definitions/Acronyms/Abbreviations

PO – Purchase OrderRelease – Approval of PORFQ – Request for QuotationEDI – Electronic data Interchange


2 FORM DESIGN DETAILED SPECIFICATIONS

2.1 Detail Requirements:

As soon as a PO is approved it will be possible to be transmitted to external suppliers. This can be done either immediately after the last release or via a daily (or hourly, whatever the need is) batch job.

Smart form: /SMB40/MMPO_LProgram: SAPFM06P

In addition Arthrex requires that the form includes a digital signature. This digital signature will be purchasing group specific. Digital signatures (one per purchasing group) will be kept in a directory and they will be included in the PO form.

2.2 Data Selection-Screen / Criteria:

Field Name

Table Field /

Checkbox /

Radio Button

Select-Option (S) or Parameter (P)

Comments (Range, Single/Multiple Selection, Patterns, Mandatory, etc.)

Validations (For Each Field if any)

Default Value

N / A

2.3 Form Output Layout:

Number of the field on

the attached Form Layout

Table Name Field Name Field Description Conditions / Data Retrieval Logic

Maximum Number of Characters to print

Please find the attached mapping information along with the PO template. This form is a copy of SAP standard form. All SAP default logic should apply that are not mentioned in the mapping sheet (ex. deleted line items are not printed; line feed; page break etc.).

Numbers from 1 to 39 marked in Purchase order template together forms the header. If there are multiple pages of purchase order then this content repeats on every page. The page number gets updated accordingly. Only the last page doesn’t have the header detail.

Each page with page number should also have footer printed which is “PO layout revision number” (83). Only the last page will not have footer.


Additionally, mention the following:

Is it a modification to standard form?(If yes, check the box)Is it complete new custom form development?(If yes, check the box)SAPScript / SMARTFORM / Adobe Form:(Mention the type of form)

Smart form

SAPScript / SMARTFORM / Adobe Form Name:

/SMB40/MMPO_L

Output Type: NEU (Would also use multiple output type)Print Program Name: SAPFM06PStandard Text: YesLogo:(Attach as files)

Attached

Bar Codes (field names): N/ALanguage translation constraints:(List languages to be considered for form development)

All SAP supported language. EN, DE etc.

Output Destination:(Check all that apply)

Hard Copy EDI FAX Hard copy to a specific printer

Number of forms to print per run: 1IMG Configuration, if any: Standard Output Conditions ConfigurationMenu Path to Generate Form:

Logos used by Arthrex

Each company code will be using its own logo.

2.4 Form – Other Information


Form Processing Requirements

Calculations / TransformationsValue to be Derived Business Rules / Algorithm For This Transformation

None

Other Updates Performed During Processing Not Specified AboveInitiating Event Updated Information Rules For Update

None

Other Form Requirements (Not Specified Elsewhere in This Document)Number Description of Requirement

1. None2.

2.5 Printing / Media Requirements:

PO form would be used for Print, Fax, Email

Output Device Name:(Mention the Output Device Name)

LOCL

Number of Copies:(Mention number of copies to be printed)

1

Spool Request Name:(Mention if any specific spool request name)

TBD

Print Immediately:(Check the box if yes)Delete after Output:(Check the box if yes)New Spool Request:(Check the box if yes)Close Spool Request:(Check the box if yes)Paper Format LetterPaper Size 8.5 X 11


2.6 Error Handling Method:

Failure PointsPossible Point Of

FailureRules For Handling Failure

Purchasing Group-Signature file not available

Display error message on screen and continue. Terminate the Output of the purchase order form (all outputs ex. Printout / Fax / email etc. using PO form should provide the error message and processing of the output should terminate.

Error Message – “Purchasing Group Signature not available – Please contact IS Service Desk”.

Logo not available for company code

Use the default Arthrex Inc. logo for company code- Arthrex Inc.

Information not available in PO

Leave the field blank.

Error Handling Requirements

Information Needed DescriptionError Detection See aboveError Notification See aboveError Logging (beyond notification)

See above

Error Remediation See above

2.7 Post Execution Notification Details:

N/ A

2.8 Process Log Details

N / A



3 ADDITIONAL INFORMATION

3.1 Unit Test Plan

Identify the Test Scenario to be used to test the development with:

Test ConsiderationsScope of Testing (Inside SAP (IS) / Outside SAP (OS) / Both (BO))

Target Test Date

BO – SAP screen; print out; fax; email

May 15th, 2014

3.2


3.2 Information Security

3.2.1 Information ClassificationGeneral Information

Businesses Impacted: Procurement Information Classified by whom: Dimitrios Koutsouras Date 03/14/2014

Contact InformationCompany Name Phone E-mail Address

List PotentialInformation Owners:

Arthrex Lance Provance [email protected]

ArchitectureEnvironments: (impacted by this T spec): Development Test Training Production

Architecture: (system exposure): Public (Internet) Facing Internal Only 3rd Party Hosted Company * Hosted

Identity & Access ManagementDuring Project3rd party system access required?

Yes No

Offshore? Yes No

List the 3rd Parties:

Post Implementation3rd party system access required?

Yes No

Offshore? Yes No

List the 3rd Parties:

Business Impact AnalysisWhat may be impacted if the system or information/data is compromised? Check all that may apply.

Brand Reputation/Trust Associate Relations Competitive Advantage Financial Impact Productivity Supply Chain Contractual (i.e. NDA’s, MSA’s)

Regulatory Compliance Securities & Exchange Commission (SEC) Payment Card Industry (PCI) Sarbanes-Oxley (SOX) Privacy Laws

Input any additional details related to business impact in the event of compromise:


Information ClassificationAction #1: Check the box below that represents the most restrictive classification.Action #2: If Level 1 or 2 is selected, check the box below indicating data storage or data transmission.

See “Information Classification, Labelling and Handling” in [Client’s]’s ISC Standards for details on the formal classifications and data handling standards.

Level 1 – Confidential – Secure Handling Required “SHR”

Confidential – Secure Handling Required represents the most sensitive data classification related to individual personal identifiable information and personal financial account information. This information considered critical to [Client’s] such that, if disclosed, may disrupt or impede business operations, and due to legal, reputational, or operational concerns, requires additional security controls. Information in this category includes, but is not limited to: 1. Social Security Number 2. Driver’s License Number or Government-issued Identification Number 3. Financial Account Number (card number or personal bank number) 4. Protected Health Information & Electronic Protected Health Information

SHR data stored? SHR data transmitted? SHR data stored and transmitted?

Level 2 – Confidential

Confidential represents the second most sensitive data classification related to operationally significant business information. This information considered critical to [Client’s] such that, if disclosed, may disrupt or impede business operations. Examples of Restricted Confidential include but are not limited to regulatory governed data, trade secrets, mergers and acquisition discussions, product formulas and designs, corporate earnings data prior to public announcements, reorganization details prior to announcements, current/closed company investigations and litigation, detailed network diagrams that could jeopardize network security, strategic development/marketing plans and information integral to the success and operations of the company.

Confidential data stored? Confidential data transmitted? Confidential data stored and transmitted?

Level 3 – Internal [Client’s] Use Only

Internal [Client’s] Use Only represents the third most data. It represents information that is less critical to privacy and business operations but still must not be publicly disclosed. This information is not approved for general circulation outside [Client’s].

Level 4 - Public

Public represents information that has been declared public knowledge by the information owner and can freely be given to anyone without any possible impact to [Client’s]. As a result, no special data handling protections are required.


http://insidetgt.target.com/portal-target/Target/ISG/infosecurity_home?paf_dm=full&paf_gear_id=4800018&navpath=22202190_22202192_22202192&contentid=PRD01-099534&selectedId=22202192&spath=22202190_22202192_22202192&title=PRD01-099534+Information+Security+St

3.2.2 Security Roles (Profiles and Authorizations)

Security Requirements for WorkflowSecurity Type Role Access Allowed

Screen Level Security

N/A

Field Level Security N/AButton Security N/AData Security N/A

3.2.2.1 Table Security (if applicable)

Custom Table Authorization Group

None

3.2.2.2 ABAP Program Security (if applicable)

Value

Authorization Group CheckAuthorization Check

Transaction Code

See test script

Process Step Business Process Role

.

Data set / Functionality

Describe what authorization a User must be assigned to access the data set or functionality

3.3 Audit


Audit Trail RequirementsAudit Event Description Audit Trail Updates

None

3.4 Questions / Issues / Risks

Questions/Issues/RisksAsked By Question/Issue/Risks Resolution Resolution

Date


Documents

FSD PTP F029 Purchase Order Form