Key Data Structure (KDS) Document

SAP Funds Management Implementation

Document Information
Document Title: Key Data Structure for SAP Funds Management
Document Type: KDS (Key Data Structure)
Module: PSM-FM (Public Sector Management - Funds Management)
Version: 1.0
Date: August 26, 2025
Prepared by: Senior SAP FICO Consultant
Client: [Client Name]
Project: SAP Funds Management Implementation

Table of Contents
1. Executive Summary
2. Document Scope and Purpose
3. Organizational Structure
4. Master Data Structure
5. Budget Control Framework
6. Configuration Elements
7. Integration Points
8. Authorization Framework
9. Reporting Structure
10. Document Management
11. Testing Strategy
12. Appendices

1. Executive Summary
This Key Data Structure (KDS) document outlines the essential configuration elements and data
structures required for implementing SAP Funds Management (PSM-FM) within the organization.
The document provides a comprehensive blueprint for configuring the FM module to support
budget planning, execution, and control in accordance with public sector accounting principles
and organizational requirements.
Key Implementation Highlights:
Budget Control System (BCS) activation for enhanced budgetary control
Multi-level budget structure implementation
Integration with FI, CO, and MM modules
Comprehensive authorization framework
Real-time budget availability control

2. Document Scope and Purpose

2.1 Purpose
This KDS document serves as the foundational blueprint for SAP Funds Management
configuration, defining all critical data structures, organizational elements, and technical
specifications required for successful implementation.

2.2 Scope
In Scope: FM Area configuration, master data structure, budget control system, integration
points, authorization framework
Out of Scope: Detailed technical specifications, custom developments, third-party
integrations

2.3 Target Audience

Project Management Office
SAP Functional Consultants
Business Users
IT Support Team
Quality Assurance Team

3. Organizational Structure

3.1 Funds Management Area (FM Area)

Element Value Description

FM Area 1000 Primary Funds Management Area

Currency USD Functional Currency

 Element Value Description

Fiscal Year Variant K4 Standard fiscal year (Jan-Dec)

Number Range 01 Document number range

Budget Profile STANDARD Standard budget profile

3.2 Company Code Assignment

Company Code Description FM Area Status

1000 Headquarters 1000 Active

2000 Regional Office 1000 Active

3000 Branch Office 1000 Active

3.3 Controlling Area Integration

Controlling Area Description FM Area Assignment Type

1000 Primary Controlling Area 1000 Direct Assignment

4. Master Data Structure

4.1 Funds Center Hierarchy

ROOT - Organization Structure (00000000)

├── Executive Level (10000000)
│ ├── CEO Office (10100000)
│ ├── CFO Office (10200000)
│ └── CIO Office (10300000)
├── Operational Divisions (20000000)
│ ├── Administration (20100000)
│ ├── Operations (20200000)
│ ├── Human Resources (20300000)
│ └── Finance (20400000)
└── Regional Centers (30000000)
├── North America (30100000)
├── Europe (30200000)
└── Asia Pacific (30300000)

4.2 Commitment Item Hierarchy

ROOT - Budget Classification (00000000)

├── Revenue Items (10000000)
│ ├── Government Grants (10100000)
│ ├── Service Revenue (10200000)
│ └── Other Income (10300000)
├── Personnel Expenses (20000000)
 │ ├── Salaries (20100000)
│ ├── Benefits (20200000)
│ └── Training (20300000)
├── Operating Expenses (30000000)
│ ├── Travel (30100000)
│ ├── Supplies (30200000)
│ ├── Utilities (30300000)
│ └── Maintenance (30400000)
└── Capital Expenses (40000000)
├── Equipment (40100000)
├── Infrastructure (40200000)
└── Technology (40300000)

4.3 Fund Structure

Fund Code Fund Description Fund Type Budget Scope

10 General Fund 10 Overall Budget

20 Special Projects Fund 20 Overall Budget

30 Capital Fund 30 Overall Budget

40 Emergency Fund 40 Overall Budget

50 Research & Development Fund 50 Overall Budget

4.4 Functional Areas

Functional Area Description Usage

ADMIN Administration Mandatory

OPER Operations Mandatory

MAINT Maintenance Optional

TRAIN Training Optional

TECH Technology Optional

5. Budget Control Framework

5.1 Budget Control System (BCS) Configuration

Configuration Element Value Description

BCS Activation Active Budget Control System enabled

Budget Categories PAYMENT, COMMITMENT Two-ledger approach

Version Management Plan: 000, Actual: 001 Version control

Multi-level Budget Active Hierarchical budget structure

5.2 Budget Structure Elements
Element Configuration Purpose

Budget Addresses Defined via Transaction FMBSBO Budget distribution points

Posting Addresses Defined via Transaction FMBSPO Actual/commitment posting points

Derivation Strategy Custom derivation rules Account assignment logic

5.3 Availability Control Profile

Profile Description Control Level Tolerance

STRICT Strict Budget Control Real-time 0%

WARN Warning Control Real-time 5%

INFO Information Only Daily batch 10%

6. Configuration Elements

6.1 Core Configuration Steps

Step Configuration Activity Transaction Table Client Dependent

01 Activate Global FM Functions SPRO T001 Yes

02 Define FM Areas SPRO TFMAA Yes

03 Assign Company Codes to FM Area SPRO TFMAACO Yes

04 Define Budget Categories SPRO TFMBK Yes

05 Configure Account Assignment Elements SPRO TFMFDEL Yes

06 Set up Number Ranges SPRO TNRO Yes

07 Define Document Types SPRO TFMDTYP Yes

08 Configure Derivation Strategy SPRO TFMDER Yes

09 Set up Authorization Objects SPRO Various Yes

10 Configure Availability Control SPRO TFMBAC Yes

6.2 Master Data Configuration

Master Data Object Key Fields Mandatory/Optional Hierarchy Support

Funds Center FIKRS, FISTL Mandatory Yes

Commitment Item FIKRS, FIPOS Mandatory Yes

Fund FIKRS, GEBER Optional No

Functional Area FIKRS, FUNC_AREA Optional No

 Master Data Object Key Fields Mandatory/Optional Hierarchy Support

Funded Program FIKRS, FIPEX Optional Yes

6.3 Field Selection Configuration

Object Field Selection String Fields Configured

Funds Center 1000 All standard fields + custom fields

Commitment Item 1000 All standard fields + workflow fields

Fund 1000 Basic fields + approval workflow

Functional Area FMFA Standard SAP configuration

Budget Period FMBY Standard SAP configuration

7. Integration Points

7.1 FI Integration
Integration Point Configuration Purpose

GL Account Mapping Commitment items assigned to GL accounts Automatic posting to FM

Document Splitting FM fields in splitting rules Parallel posting

Posting Rules OBYC configuration with FM elements Account determination

7.2 CO Integration
Integration Point Configuration Purpose

Cost Center Derivation Funds center from cost center Automatic derivation

Internal Order Integration FM account assignment in orders Budget monitoring

Profit Center Integration FM elements in profit center posting Cross-module consistency

7.3 MM Integration
Integration Point Configuration Purpose

Purchase Order Integration FM account assignment mandatory Commitment recording

Goods Receipt Integration Automatic FM posting Real-time budget consumption

Invoice Verification FM validation in MIRO Budget availability check

7.4 Integration Update Profiles
Profile Description Modules Update Type

100 Standard Government Profile FI/CO/MM Real-time

200 Statistical Update Profile All Statistical

300 Batch Update Profile FI/CO Batch processing

8. Authorization Framework

8.1 Authorization Objects

Authorization Object Description Fields

F_FMCA FM Commitment Authorization FIKRS, FISTL, FIPOS

F_FMHI FM Hierarchy Authorization FIKRS, HIER_ID

F_FMBU FM Budget Authorization FIKRS, VERSN, WRTTP

F_FMDE FM Derivation Authorization FIKRS, STRATEGY

8.2 Role-Based Security Matrix

Role Authorization Level Access Rights Restrictions

Budget Manager Full Create/Change/Display Own funds center only

Budget Analyst Limited Display/Report Read-only access

Department Head Departmental Create/Change within dept Department-specific

Finance Controller Cross-functional Display all, change limited Approval workflow

8.3 Workflow Authorization

Workflow Trigger Approver Conditions

New budget entry > Department Head +

Budget Creation Amount threshold
$50,000 Finance

Fund transfer between

Budget Transfer Budget Manager Cross-departmental
centers

Emergency Fund Emergency code

Emergency fund usage CFO
Access required
9. Reporting Structure

9.1 Standard Reports

Report Transaction Purpose Frequency

Budget vs. Actual FMRP_RW_BUDCON Budget consumption analysis Daily

Funds Center Report S_KI4_38000038 Master data overview Weekly

Commitment Analysis FMR3 Commitment tracking Daily

Cash Flow Analysis FMR1 Liquidity planning Monthly

9.2 Key Performance Indicators (KPIs)

KPI Formula Target Monitoring

Budget Utilization (Actual + Commitments) / Budget 85-95% Real-time

Variance Analysis Budget - (Actual + Commitments) ±5% Weekly

Commitment Ratio Commitments / Remaining Budget <50% Daily

9.3 Management Dashboards

Dashboard Users Content Update Frequency

Executive Dashboard C-Level executives High-level budget overview Real-time

Department Dashboard Department heads Department-specific metrics Hourly

Finance Dashboard Finance team Detailed financial analysis Real-time

10. Document Management

10.1 Document Types and Number Ranges

Document Type Category Number Range External Assignment

BU Budget Entry 01 No

CM Commitment 02 No

AC Actual 03 No

TR Transfer 04 No
10.2 Document Retention
Document Type Retention Period Archive Method Legal Requirements

Budget Documents 7 years SAP Archive Regulatory compliance

Commitment Documents 7 years SAP Archive Audit trail

Actual Postings 7 years SAP Archive Financial reporting

11. Testing Strategy

11.1 Unit Testing

Test Scenario Expected Result Test Data Priority

Budget Creation Budget document created Sample budget data High

Commitment Posting Commitment recorded Purchase order data High

Availability Control Budget check performed Overspend scenario Critical

Integration Testing Cross-module posting FI/CO/MM transactions High

11.2 Integration Testing

Integration Point Test Scenario Success Criteria Dependencies

FI Integration GL posting with FM elements FM document created Chart of accounts

CO Integration Cost center posting Funds center derived Cost center master

MM Integration Purchase order creation Commitment recorded Material master

11.3 User Acceptance Testing

User Group Test Scenarios Duration Sign-off Requirements

Budget Managers Budget planning and monitoring 2 weeks Written approval

Finance Team Reporting and analysis 1 week Test protocol

Department Users Daily operations 1 week User feedback

12. Appendices
Appendix A: Technical Specifications
System Requirements:
SAP S/4HANA 2022 or higher
Funds Management Government license
Minimum 16GB RAM for development system
Database: SAP HANA
Custom Fields:
FMPROJECT: Project identifier
FMGRANT: Grant reference
FMCONTRACT: Contract number

Appendix B: Configuration Tables

Key Configuration Tables:
TFMAA: FM Areas
TFMAACO: Company Code Assignment
TFMFDEL: Account Assignment Elements
TFMDER: Derivation Rules
TFMBAC: Availability Control

Appendix C: Error Handling

Common Error Messages:
F5 301: Budget exceeded
F5 302: Commitment item not found
F5 303: Invalid funds center
F5 304: Derivation failed

Appendix D: Performance Considerations

Optimization Guidelines:
Index creation on custom tables
Archive old budget documents regularly
Monitor real-time availability control performance
Regular system health checks
Appendix E: Change Management
Change Control Process:
1. Change request documentation
2. Impact analysis
3. Development and testing
4. Quality assurance
5. Production deployment
6. Post-implementation review

Document Control:
Review Cycle: Quarterly
Next Review Date: November 26, 2025
Distribution: Project team, stakeholders, support team
Version History: Maintained in project repository

Approval:

Role Name Signature Date

Project Manager [Name] [Signature] [Date]

SAP Architect [Name] [Signature] [Date]

Business Owner [Name] [Signature] [Date]

IT Manager [Name] [Signature] [Date]

This document is confidential and proprietary. Unauthorized distribution is prohibited.

© 2025 SAP Funds Management Implementation Project. All Rights Reserved.