Design Summary and Guiding Principles
Develop a solution to improve the budgeting and consolidation business processes of the Company.
Integrate data in a centrally accessible repository storing one version of the truth.
Make the monthly reporting preparation more transparent and efficient by aligning process owners. Enhance collaboration between contributors.
Improve business information, enable business visibility and analysis of the cost base and standardize the management reporting outputs.
Ambitions and Benefits
Process and Workflows
Roles and Systems
It has been agreed that the roles involved in the budgeting process will be analysed and documented by Attica.
The departments (or teams) involved in the budgeting process are the following:
Fuel and Lubricant Expenses
Human Resources (HR)
The systems involved in the process are the following:
ERP: SAP S/4Hana ERP. Source for all transactional data which will be used as input for actuals reporting and actuals vs budget variances.
BPC: SAP BPC S/4 HANA Optimized version. The application used for budgeting, consolidation and reporting.
BW: SAP BW. The central repository used for integrating data and the system used for reporting and data analysis.
The following diagram depicts the Budgeting process:
Step 1a: The process begins early in September with the Top Management communicating next year goals and risks to stakeholders.
Step 1b: Based on these directions, global parameters (fuel prices, exchange rates, etc.) are entered in BPC via an input schedule.
Step 2a: With the initiation of the budgeting process, the Commercial department begins to prepare its budget early September. The Commercial department releases the Sailings and Revenue budget at the end of the 1st week of October (dictating the routes for fuel per vessel).
Step 2b: The Technical department has likewise begun to prepare its budget early September and releases the Dry-Docking and maintenance Plan at the end of the 3rd week of September.
Step 3: With the Sailings and Revenue Budget available, all departments (or teams) participating in the budgeting process Hotel/On-Board, HR, Legal, IT, Port expenses and Fuel expenses) are activated and begin their budget preparation. This process begins on the 2nd week of October.
Step 4: Review for each departmental budget takes place and the budgets are finalized by the departmental Managers at the end of the 4th week of October.
Step 5: After all departmental budgets have been prepared, the Finance department begins preparing the P&L budget in the 1st week of November*. Any need for changes is communicated back to departments (rejection of the department budget in BPC and relevant commenting) and final adjusted budgets are received by the end of the 1st week of November.
*The Finance department will have began the budget preparation for Administrative Expenses and Non Operating Expenses (Financial Income, Financial Expenses, Exchange Differences, etc.) from the 2nd week of October.
The CF budget** is prepared by the relevant team within the Finance department starting from the 2nd week of October (when the Sales/Commercial budget is available) and finalized during the 4th week of October.
(**CF Budget to be further analysed in second phase).
The BS is prepared starting form the 2nd week of October and throughout the 4th week of October and 1st week of November (in order to incorporate and combine information from CF Budget and from P&L).
Final P&L and BS budgets are prepared during the 2nd week of November.
The first version of the budget (including P&L, BS and CF** budget reports) is available at the end of the 2nd week of November, ready for approval by Top Management.
SAP HANA Information Modeling
SAP HANA Information Modeling which is also known as SAP HANA Data Modeling is the heart of HANA application development.
Modeling views can be created on top of database tables and implement business logic to create a meaningful report.
These modeling views can be consumed via tools like Analysis for Office to directly connect to HANA and report modeling views. It is also possible to use 3rd party tools like MS-Excel to connect to HANA and create your report.
Modeling SAP HANA Information Views are important for successfully exploiting the power of SAP HANA. These views are classified as
At run-time these views make implicit use of optimized SAP HANA In-Memory calculation engines and thus enable for best performance.
Attribute views are dimensions, BW characteristics or master data.
In most cases used to model master data like entities (like Product, Employee, Business Partner)
Highly re-used and shared in Analytic- and Calculation Views
Generally attribute views represent master data. But, however technically there is no restriction and it's possible to make attribute views on transaction data.
Analytic views are star schemas or fact tables surrounded by dimensions, calculations or restricted measures.
In the language on SAP BW, analytical views can be roughly compared with Info Cubes or Info Sets.
Analytic views are typically defined on at least one fact table that contains transactional data along with number of tables or attribute views.
Analytic views leverage the computing power of SAP HANA to calculate aggregate data.
It is specifically designed to execute star schema queries
Calculation views are composite views used on top of analytical and attribute views.
They can perform complex calculations not possible with other views
They can be defined as either graphical views or scripted views depending on how they are created. Graphical views can be modeled using the graphical modeling features of the SAP HANA Modeler. Scripted views are created as sequences of SQL statements.
Calculation views can be referred as combination of tables, attributes views and analytical views to deliver a complex business requirement. They offer to combine different analytical views into one source of data for reporting.
Virtual InfoProviders are known as InfoProviders that contain transactional data which are not stored in the object and can be read directly for analysis and reporting purposes. Virtual Providers allows read only read access to the data.
Real time Infocubes
Real-time InfoCubes are objects that can support parallel write accesses. As such,they provide the basis for Planning data storage.
A MultiProvider is known as an InfoProvider that combines data from multiple InfoProviders and makes it available for reporting purposes.
A MultiProvider doesn’t contain any data for reporting and analysis comes from InfoProviders directly on which the MultiProvider is based.
These InfoProviders are connected with each other by a Union operation.
Data based on multiple InfoProviders can be sued for reporting and analysis.
A MultiProvider consists of the following different combinations of InfoProvider types:
To combine the data, a Union operation is used in a MultiProvider. Here, the system constructs the union set of the data sets involved and all the values of these data sets are combined.
Planning Functions & Planning Sequences
Planning functions are used within BPC S/4 Hana Optimized for system-supported editing and generation of data.
A planning function specifies the ways in which the transaction data can be changed. The following are determined for this purpose:
The data containing object
The type of planning function
How characteristics are used
The parameter values
The planning function type determines the way in which data is changed by a planning function. The system offers a number of standard planning function types:
Delete invalid combinations
Repost by characteristic relationships
Distribute by reference data
Distribute by key
Customer-specific planning function types can also be implemented.
Planning sequences are used in BPC S/4 Hana Optimized to group planning functions. They allow you to save groups of planning functions in a sorted sequence and execute groups of planning functions sequentially.
BPC S/4 Hana Optimized provides the ability to view Master and Transactional data directly from S/4 through the consumption of Hana Information views. Hana Information views will be created in Hana Studio and will be consumed through the use of Virtual Info providers.
That being said, Virtual Infoproviders will be used to access Actual data and Real time Infocubes will be used to store Budget Data. Data from those two objects will be combined in Multiproviders which will serve as BPC Models (previously knows as Applications).
The following BPC Models will be created in order to facilitate the coverage of the business process requirements described in chapter 3.
Dimensions are used to store all of BPC’s necessary master data. A dimension can either have its data sourced directly from an ERP Master Data table or directly maintained within BPC. Using ERP master data directly provides higher data consistency and low maintenance, since each new master data created in ERP will automatically be reflected in BPC.
The list of dimensions that will be created into BPC is the following.
Business Process Flows
Business Process Flows (BPFs) guide users through the sequence of tasks within a defined business process.They are the technical representation of the tasks that each department will need to perform in order to complete its budgeting process. Depending on a user's role, the steps available to them can involve completing actions, or reviewing submitted actions.
All existing budget vs actual reports for all departments (teams) will be available in the new system. For each department (team) described above, the budget vs actual reports will be available with the flexibility to be viewed from different points of view.
The variances reported are the following:
Actual month vs Budget month
Actual month vs Budget month / Budget month (%)
Actual YTD vs Budget YTD
Actual YTD vs Budget YTD / Budget YTD (%)
Actual month vs Prior month
Actual month vs Prior month / Prior month (%)
Actual YTD vs Prior YTD
Actual YTD vs Prior YTD / Prior YTD (%)
The additional report which has been requested to be developed is the following for the P&L:
MIS P&L report
The main business requirements regarding reporting are:
Enable Drill-down capabilities where possible
Eliminate need for manual adjustments
Enable efficient production of reports to respond to management requirements with short time-constraints
The statutory consolidation business process was previously maintained in excel. There are no special business requirements with regard to this business process (ie cross holdings, automatic calculation of goodwill, automatic calculation of gain from disposal of subsidiary, etc.) other then the following functionalities:
Apply consolidation method according to company structure, which to the most extent relates to a flat 100% aggregation of vessel owning companies. (The current understanding is that the pools are irrelevant to the statutory consolidation)
Bear in mind the rules for equity accounting (49% participation)
Bear in mind new rules for NCI calculations (98.5% participation)
Mark ICP transactions appropriately and apply ICP eliminations using standard functionality
Calculate Exchange rate differences owed to translation.
Categorize consolidation adjustments into the following: a) recurring with same values, b) recurring with different values, c) recurring manual or d) non-recurring.
Perform consolidation adjustments using standard functionality (Audit-Trail)
Bear in mind need for flexibility regarding vessel additions and vessel disposals
Automate the production of the Financial Statements (SOCE and CF will be automated to the largest extent possible and then will require adjustments in order to be finalized)
Automate the production of the Notes to the Financial Statements to the largest extent possible (ie if specific flows such as asset reclassifications or asset impairments are available and identifiable, they will be automated)
The FSs and Notes will be available in English and Greek.