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DEFENSE LOGISTICS AGENCYAMERICA’S COMBAT LOGISTICS SUPPORT AGENCY

DEFENSE LOGISTICS AGENCYAMERICA’S COMBAT LOGISTICS SUPPORT AGENCY

WARFIGHTER SUPPORT ENHANCEMENT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENTWARFIGHTER SUPPORT ENHANCEMENT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT

SAP Federal ForumDLA GTAS & SFIS Discussion

Mike Bugg and Brian Park

April 8, 2014

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Agenda

• DLA Overview• DLA Reporting Requirements• DLA SAP Footprint• DLA Implementation Schedule• GTAS 1 Conversion• GTAS 1 Correction Utilities• SFIS Extended Ledger• Points of Contact• Reference

– GTAS Conversion Decision Tree– Year of Budget Authority– GTAS SPL Table Relationships

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• Provides America’s combat logistics support for the Army, Navy, AirForce, Marine Corps, other federal agencies, and combined andallied forces

• Employs more than 25,500 civilian and military employees• Supports roughly 2,400 weapon systems• Manages nine supply chains and nearly six million materials• Operates in 48 states and 28 countries• Processes on average 98,000 requisitions and more than 9,000

contract actions a day

Defense Logistics Agency

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• Must comply with Department of Treasury Government-wide TreasuryAccount Symbol Adjusted Trial Balance System (GTAS) requirements• Contains 36 attributes (aka data elements or characteristics)• Apply standard SAP GTAS notes and derivations

• Must comply with Department of Defense (DOD) Standard FinancialInformation Structure (SFIS) 10.0 requirements• Contains 67 attributes and 369 business rules

• GTAS is a subset of SFIS attributes• Apply custom SFIS attributes, objects, and derivations

• Must report SFIS to Defense Departmental Reporting System (DDRS)• DDRS submits reports to GTAS for DOD agencies

DLA Reporting Requirements

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• DLA install is known as Enterprise Business System (EBS)

DLA is using ERP (ECC) version 6.04 on Support Pack 9 withIS-OIL Convergence

• Footprint• Special Purpose Ledger (SPL) Totals table ~26 million records• SPL Items table ~3.5 billion records (~50 million per month)• Archiving is activated

DLA SAP Footprint

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DLA Implementation Schedule

Deadline Description

Mar-July 2013 Benchmark with NASA and Army GFEBS; prototype

EOM Sep 2013 Implement GTAS 1 and perform conversions

EOM Dec 2013 Implement SFIS Extended Ledger

EOM Dec 2013 Correct FY14 General Funds (GF)

EOM Dec 2013 Correct Foreign Military Sales (FMS)

EOM May 2014 Correct Working Capital Funds (WCF)

EOM May 2014 Correct Transaction Funds (TF)

EOM May 2014 Submit GF/FMS Production acceptance to DDRS

EOM Aug 2014 Submit WCF/TF Production acceptance to DDRS

TBD Implement GTAS 2 (EhP4 Increments: ECC SD, ECC MM, SRM)

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GTAS 1 Conversion: Primary Drivers

Primary Drivers1. Budgetary Ledger (BL) String – “Used or Not Used?”

• If used, Main Account – “Missing or Populated?”• If missing, “Derive at time of reporting or Correct?”

2. SPL Archiving – “Activated or Not Activated?”3. SPL Item Volume – “Light/Moderate or Large/Extreme?”

Note: GTAS 1 Conversion Decision Tree is available in the referencecharts regarding possible implementation approaches

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• BL String was populated with Main Account missing• Chose to correct Main Account• Archiving was activated

1. Ran SPL Totals-to-Items Recon, “before” (RGUSLSEP)• Fund, Funds Center, Subkey

2. Ran GTAS Hashkey Conversion (RFFMFG_HSUBKEY_CONV)3. Ran GTAS Subkey/Item Conversion (Customized enhancement

of RFFMFG_SUBKEY_CONV)4. Ran GTAS Main Account/Totals Correction (Customized object

in place of ZRFFMFG_MAIN_SUBKEY_CORR)5. Ran SPL Totals-to-Items Recon, “after” (RGUSLSEP)

GTAS 1 Conversion: DLA Approach

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• Ensured the SPL Totals-to-Items Recon (RGUSLSEP) was executedbefore/after conversion testing and Production execution to flag issues

• Testing revealed challenges with conversion runtime and data integrity

• The Subkey/Item Conversion was performance enhanced by SAPand further customized for runtime• Updated to select by SIRID for parallelization• Updated for package size• Custom efficiencies

• A new custom program was developed to perform the functions of theMain Account/Totals Correction program• The standard program did not provide reliable results, with our

deadline fast approaching

GTAS 1 Conversion: DLA Observations (1)

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• The Hashkey Conversion should only be executed during downtime• The Hashkey Conversion in test mode still generates new hashkeys

• The Subkey/Item Conversion and the Main Account/Totals Correctionprogram can execute during uptime for all but the current fiscal year• The current fiscal year should be executed during downtime

• Recommend creating a Production hashkey collision monitoring utility

GTAS 1 Conversion: DLA Observations (2)

HASHKEY Conversion• Updates FMFGKEY• Inserts FMFGHKEY

SUBKEY/Item Conversion• Modifies FMFGKEY as needed• Inserts FMFGHKEY as needed• Updates FMUSFGA subkey

Main Account/Totals Correction• Modifies FMFGKEY as needed• Inserts FMFGHKEY as needed• Modifies FMUSFGC subkey• Modifies FMUSFGT subkey

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GTAS 1 Correction Utilities: OverviewSAP provides two GTAS correction utilities:

• Year End Close Correction (YEC/Totals)• RFFMFG_BL_YRCL• Creates summary FI corrections by evaluating totals records• The corrections are not linked to the underlying FI documents that

have the incorrect attributes

• Attribute Change Correction (Line Items)• RFFMFG_UPD_SL_LINES• Creates new SPL corrections by evaluating individual SPL

documents, with no FI updates• The correction is linked to the original FI document for reference

• Both are able to incorporate custom attributes through the Extended Ledger• Both can be run during uptime; ensure derivations are not migrated during execution• Recommend obtaining the most recent SAP notes• The SPL Totals Rebuild (RGUREP01) can be used in place of the YEC/Totals if volume

is not an issue and no archiving has taken place

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GTAS 1 Correction Utilities: YEC/Totals

YEC/Totals Correction (RFFMFG_BL_YRCL)• Reprocesses totals records through FMUSFG1• Source fields not available on FMUSFG1 are not derived (Vend/Cust)• Creates FI summary postings … like FB01 or FB50• Cannot correct Reconciliation accts (SKB1-MITKZ) b/c FI posting• Cannot correct Open Item Managed accts (SKB1-XOPVW) b/c FI posting

• Related subaccounts should be utilized, not Recon nor Open Item

Pros1. Good for large data conversions and archive enabled systems2. Minimizes the number of correction documents created

Cons1. Corrects repeatedly

• Postings always create, even when the DR/CR lines match (netzero postings)

2. Test mode does not currently produce accurate results• Test mode does not represent execution mode

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GTAS 1 Correction Utilities: Line ItemsLine Items Correction (RFFMFG_UPD_SL_LINES)• Reprocesses line item records through FMUSFG1• Only posts SPL documents … linked to original FI document

Pros1. Can execute on Reconciliation and Open Item Managed accounts b/c

specific to SPL only2. Provides audit trail; corrections are 1:1

Cons1. Corrects a whole document, even when multiple funds in a document

are not part of the selection criteria2. Erroneously “corrects” YEC/Totals Correction documents

• If there are YEC/Totals corrections that are “corrected” again, theYEC/Totals must be rerun after the Line Items program

• FIXED in the latest SAP note (March 2014)3. Only processes documents posted in the current fiscal year, unless prior

year posting periods are opened, YEC is performed, and financials arerestated

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FY14 General Funds (Lines only)• Used the standard Line Items Correction program• Fiscal year specific Funds

Foreign Military Sales (Lines and Totals)• Used the standard Line Items Correction program• Used the standard YEC/Totals Correction program• Volume was small; also no-year Fund

Working Capital Funds and Transaction Funds (Totals only)• Customized the standard YEC/Totals Correction program to remove the net

zero postings and improve the integrity of the test run results• Volume was too great to consider Line Items Correction; also no-year Funds

Reconciliation and Open Item Managed Accounts• Plan to use subaccounts for YEC/Totals Corrections

GTAS 1 Correction Utilities: DLA Approach

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• Updated derivations so that totals attributes originally derived at the linelevel were not overwritten or blanked out, like Trading Partner

• Updated derivations so that subsequent postings will newly deriveattributes in order to prevent erroneous values from being perpetuated

GTAS 1 Correction Utilities: DLA Observations

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SFIS Extended Ledger: DLA Overview

SPL Items

SPL TotalsSubkey

Subkey

HashkeySubkey Hashkey

Attributesaka Data Elementsaka Characteristics

SPL Totals, SPL Items, and Hashkey were extended to include SFIS custom attributesE

xtendedE

xtended

Extended

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SFIS Extended Ledger: DLA Approach

•Extended the SPL to capture transactional custom SFIS attributes•FMUSFGA, FMUSFGT, FMFGHKEY, ACCIT_GLX•Used custom “Append Structures” attached to respective tables & structures

•Updated derivations through FMUSFG1•Customized the GTAS Trial Balance (RFMFG_TRIAL_BALANCE) to displaySFIS attributes•Updated the BW SPL backend and affected reports•Repaired BW data loads for FY14

Cutover:1. Generated the SPL, General Ledger, and Substitutions: RGZZGLUX,

RGUGGLT0, RGUGBR00, RG_GUSL_GENERATE2. Executed the GTAS Hashkey Conversion3. Executed a custom conversion utility to update totals records for any attribute

differences found, comparing FMUSFGT and FMFGHKEY

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SFIS Extended Ledger: DLA Observations

• Recommend pilot SAP note 1957689 – “DBIF_RSQL_SQL_ER -Deadlock on the INSERT FMFGHKEY statement”• Hashkey deadlock likelihood increases with batch parallelization

• SAP Recommendation: If Application of Funds are historically blank,do the following:1. Develop custom function for FMUSFG1 to determine Application

of Funds from the Fund2. Then call FMFG_DERIVE_INTERM_FMFUSE through the

custom function to return the associated attributes3. Application of Funds will continue to be blank, but attributes like

Main Account will be populated

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DLA Finance• Mike Bugg, michael.bugg@dla.mil

DLA EBS Production Support• Benita Oputa, benita.oputa@dla.mil• Brian Park, brian.park.ctr@dla.mil

brian.d.park@accenturefederal.com

Points of Contact

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Reference

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Possible implementation approaches:

IF… BL String with Main Account is always populated1. Run GTAS Hashkey Conversion only (RFFMFG_HSUBKEY_CONV)

OR

IF… BL String is populated with Main Account missingIF… Choose to derive Main Account at time of reporting

1. Establish secondary derivations2. SPL Totals and Items will not be corrected for Main Account3. Run GTAS Hashkey Conversion only (RFFMFG_HSUBKEY_CONV)

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GTAS 1 Conversion: Decision Tree (1/5)

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.OTHERWISE… Choose to correct the Main Account

IF… Archiving is not activated1. Run SPL Totals-to-Items Recon, “before” (RGUSLSEP)

• Fund, Funds Center, Subkey2. Run GTAS Hashkey Conversion (RFFMFG_HSUBKEY_CONV)3. Run GTAS Subkey/Item Conversion (RFFMFG_SUBKEY_CONV)IF… SPL Item volume is light/moderate4. Run SPL Totals Rebuild (RGUREP01)OTHERWISE… SPL Item volume is large/extreme4. Run GTAS Main Account/Totals Correction

(ZRFFMFG_MAIN_SUBKEY_CORR)THEN…5. Run SPL Totals-to-Items Recon, “after” (RGUSLSEP)

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GTAS 1 Conversion: Decision Tree (2/5)

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.OTHERWISE… Archiving is activated

1. Run SPL Totals-to-Items Recon, “before” (RGUSLSEP)• Fund, Funds Center, Subkey

2. Run GTAS Hashkey Conversion (RFFMFG_HSUBKEY_CONV)3. Run GTAS Subkey/Item Conversion (RFFMFG_SUBKEY_CONV)4. Run GTAS Main Account/Totals Correction

(ZRFFMFG_MAIN_SUBKEY_CORR)5. Run SPL Totals-to-Items Recon, “after” (RGUSLSEP)

OR

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.

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GTAS 1 Conversion: Decision Tree (3/5)

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.IF… BL String is not used

IF… Archiving is not activated1. Run SPL Totals-to-Items Recon, “before” (RGUSLSEP)

• Fund, Funds Center, Subkey2. Run GTAS Hashkey Conversion (RFFMFG_HSUBKEY_CONV)3. Run GTAS Subkey/Item Conversion (RFFMFG_SUBKEY_CONV)IF… SPL Item volume is light/moderate4. Run SPL Totals Rebuild (RGUREP01)OTHERWISE… SPL Item volume is large/extreme4. Run GTAS Main Account/Totals Correction

(ZRFFMFG_MAIN_SUBKEY_CORR)THEN…5. Run SPL Totals-to-Items Recon, “after” (RGUSLSEP)

.

.

GTAS 1 Conversion: Decision Tree (4/5)

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.

.OTHERWISE… Archiving is activated

1. Run SPL Totals-to-Items Recon, “before” (RGUSLSEP)• Fund, Funds Center, Subkey

2. Run GTAS Hashkey Conversion (RFFMFG_HSUBKEY_CONV)3. Run GTAS Subkey/Item Conversion (RFFMFG_SUBKEY_CONV)4. Run GTAS Main Account/Totals Correction

(ZRFFMFG_MAIN_SUBKEY_CORR)5. Run SPL Totals-to-Items Recon, “after” (RGUSLSEP)

END

GTAS 1 Conversion: Decision Tree (5/5)

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• DLA is using GTAS standard functionality for Year of Budget Authority• Budget Entry, RFFMFG_YBA_BDGT• YBA Update, RFFMFG_YBA_UPD

• Improvements were made to:• Performance• Hashkey integrity• Preventing erroneous updates from the GTAS totals and items

correction programs

• Recommend obtaining the most recent SAP notes

Year of Budget Authority (YBA)

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GTAS SPL Table Relationships

Main Account highlighted in green