Integrate Resource Management Capability in SAP Project and Resource Management with SAP Master Data

[preetpal_singh]

Setting up SAP Project and Resource Management effectively requires a solid foundation of master data. Properly structured and integrated master data ensures seamless project integration, resource optimization, and system interoperability. SAP’s Master Data Integration (MDI) framework offers a powerful toolset to streamline these processes, but leveraging it effectively requires a detailed understanding of the steps involved. This blog will guide you through setting up your SAP Project and Resource Management using MDI, with a focus on master data orchestration, system connections, and service organization setup.

Replication order for Master Data

A structured approach for the master data ensures smooth downstream processes. Master data replication must follow a logical sequence—cost centers first, followed by service organizations, and then workforce data—to ensure data consistency and avoid integration errors

Replicate cost centres -> service org -> workforce.

Note:

• Workforce person can either be replicated from SAP S/4HANA Cloud or SAP SuccessFactors system.
• The same workforce person should not belong to 2 source systems.
• Only after master data replication is done for workforce person, the availability and workforce capability(skills) should be maintained in RM.

Subscription to SAP Master Data Orchestration

Subscribing to MDO is essential for enabling centralized data management and ensuring synchronized, accurate master data across multiple SAP applications, including S/4HANA and SuccessFactors.

Before you begin setting up your master data integration, the first step is subscribing to Master Data Integration (Orchestration) (MDI/MDO), a critical component that enables you to manage and synchronize your master data flows efficiently.

Steps to Subscribe:

• Navigate to the SAP Business Technology Platform (BTP) cockpit.
• From the Service Marketplace menu, search for and subscribe to Master Data Integration (Orchestration) / MDO application.
• To provide admin access for MDO application, setup the role collection with a meaningful name like BDOAdmin by navigating to Security->Role Collection. Set the Role as MasterDataOrchestrationAdmin and add the users in the Users section.  Similarly for providing Display access for MDO application, setup the role collection with a suitable name like BDODisplay. Set the role as MasterDataOrchestrationDisplay and add the required users in the Users section.
• Login to the Master Data Integration (Orchestration) application where you should be able to see the tile for Manage Distribution Model.

Why It’s Important:

SAP MDO provides a comprehensive framework for managing master data across different  systems, ensuring consistent and accurate data synchronization between applications like SAP S/4HANA, SAP SuccessFactors, and SAP SAAS systems. This subscription is essential to managing the flow of data to and from your resource management and project systems.

Connecting Source Systems to SAP Master Data Integration: MDO Push Model and Filters

Establishing seamless connections between your source systems and SAP Master Data Integration (MDI) is critical for efficient data flow within your landscape. The following guide provides detailed steps to connect key source systems and configure MDI effectively.

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Key Source Systems to Connect

1. SAP S/4HANA Cloud Public Edition

   • Use case: Financial and operational data, such as cost centers, service organizations, and workforce data.

2. SAP SuccessFactors

   • Use case: Workforce-related data, including skills and workforce capabilities.

3. Custom Systems

   • Includes third-party or legacy platforms that support MDI’s communication protocols. Refer to link.

Important Notes

• Language-Specific Texts
  Ensure master data texts (e.g., cost center names and descriptions) adhere to the ISO 639-1 language code format.

• Unique Identifiers for Workforce Persons
  Each workforce person must have a unique email ID before replicating data.

Integration of SAP S/4HANA Cloud with SAP Master Data Integration

Integration between SAP S/4HANA Cloud and MDI allows key business data—such as cost centers, service organizations, and workforce data—to flow seamlessly.

Integration Steps 

1. Subscribe to MDI

   • Access SAP Master Data Integration in the SAP BTP cockpit.

2. Create Service Instance and Key

   • Create a service instance for each source system (e.g., SAP S/4HANA Cloud, SAP SuccessFactors).
   • Navigate to Services > Service Marketplace and select Master Data Integration.
   • Click Create in the top-right corner.

3. Configure Service Plan

   • Service Plan Options:
     • sap-integration: Use for SAP-branded cloud applications only.
   • Assign an Instance Name that uniquely identifies the source system, such as S4_FS10 for an SAP S/4HANA Cloud tenant.

4. Set Instance Parameters

   • Define parameters for the application, businessSystemId, and write permissions.

Example Configuration for SAP S/4HANA Cloud

{ 
  "application": "s4", 
  "businessSystemId": "<businessSystemId>", 
  "writePermissions": [ 
    { 
      "entityType": "sap.odm.finance.costobject.CostCenter" 
    }, 
    { 
      "entityType": "sap.odm.project.ProjectServiceOrganization" 
    }, 
    { 
      "entityType": "sap.odm.workforce.WorkforcePerson" 
    } 
  ] 
} 

Example Configuration for SAP SuccessFactors

{ 
  "application": "sfsf", 
  "businessSystemId": "<businessSystemId>", 
  "writePermissions": [ 
    { 
      "entityType": "sap.odm.finance.costobject.CostCenter" 
    }, 
    { 
      "entityType": "sap.odm.project.ProjectServiceOrganization" 
    }, 
    { 
      "entityType": "sap.odm.workforce.WorkforcePerson" 
    } 
  ] 
} 

Generate Service Key

1. • Navigate to Services > Instances and select the created instance.
   • In the Service Key section, click Create.
   • Provide a name for the key and generate it, which will include the clientID and clientsecret.

Set Up Communication from SAP S/4HANA Cloud Public Edition to SAP Master Data Integration

A well-defined communication setup ensures that SAP S/4HANA Cloud public edition can securely send master data to MDI, facilitating automated updates and reducing the risk of data mismatches.

To replicate master data to resource management, it is necessary to first replicate it from source systems to SAP Master Data Integration (MDI). Follow these steps to establish the communication setup.

Step 1: Create Communication Users

Communication users act as secure credentials for system-to-system interactions. Setting up dedicated communication users ensures controlled and authenticated access between SAP systems while minimizing security risks.

Access the System

1. Log in to the SAP S/4HANA system using an authorized account with the SAP_BR_ADMINISTRATOR role template.

Maintain Communication Users

1. Open the Maintain Communication Users application.

2. Create a new user with the following authentication options:

   • Password-Based Authentication

     • Enter a secure password or use the proposed Password option.
     • Note: Passwords must be at least 20 characters long and include at least one special character.

   • Certificate-Based Authentication

     • Upload an X.509 client certificate signed by an authorized certification authority.
     • Refer to SAP Note 2801396 for approved certification authorities.

   Recommendation: Use certificate-based authentication for enhanced security.

3. Save the user configuration.

Step 2: Create Communication Systems

Set Up Communication Systems for Data Exchange

Communication systems define the endpoints for integration between SAP MDI and SPRM. Proper configuration ensures efficient  data flow between systems, avoiding disruptions in workforce and cost center synchronization.

1. Open the Communication Systems application and create a new system with the following details:
   • System ID: Example: MDI_SYSTEM
   • System Name: Provide a descriptive name.
   • Check the Inbound Only checkbox
   • Inbound Communication User: Assign the user created in the previous step.

Step 3: Create Communication Arrangements

Communication arrangements act as the bridge between SAP S/4HANA and MDI, defining the technical parameters needed to facilitate master data replication securely and efficiently.

Communication Arrangement for Business Data Orchestration Integration

1. Open the Communication Arrangements application and select New.

2. Configure the arrangement:

   • Scenario: Select SAP_COM_0594 (Business Data Orchestration Integration).
   • Arrangement Name: Enter a unique name.
   • Assign Communication System: Link the communication system created in Step 2.

   Note: The username is populated automatically.

3. Save the arrangement.

Communication Arrangement for SAP Master Data Integration

1. Before creating the arrangement:

   • Go to the SAP BTP Cockpit.
   • Select the respective service instance and copy the service binding (for basic or mTLS authentication).

2. Create the arrangement:

   • Open the Communication Arrangements application and select New.
   • Scenario: Choose SAP_COM_0659 (SAP Master Data Integration).
   • Paste Service Binding: Paste the service binding copied from the SAP BTP Cockpit.
   • Arrangement Name: Enter a unique name.

3. Save the arrangement.

Set Up Destination in SAP BTP

This step ensures SAP Business Technology Platform (BTP) can interact with SAP S/4HANA and MDI, enabling exchange of business-critical master data.

Remark - This needs to be maintained in the subaccount where MDI is subscribed.

1. Define Destination

1. Navigate: Go to Subaccount → Connectivity → Destinations in SAP BTP.

2. Create a New Destination:

   • Name: Identify the SAP S/4HANA system in Business Data Orchestration.
   • Type: HTTP
   • URL: Use the MDO Distribution Administration OData V4 service URL.
   • Authentication: Basic (Use credentials from Step 1).
     • Recommendation: Use certificate-based authentication for enhanced security.

1. • Additional Properties:
     • MDOProvider: true
     • MDOConsumer: true
     • MDIInstanceId: systemId from the service key
     • MDOBusinessSystem: Match the business system ID from SAP S/4HANA Cloud.

2. Save the entries.

Step 3: Manage Distribution Models (MDO)

MDO configurations control the distribution and replication frequency of critical master data. Properly setting up these models ensures timely updates and consistency across the system.

Model for Cost Center

1. Create a New MDO Model

   • Click Create and fill in the required details.
   • Model Name: Provide a name representing the business object, e.g., S4_MDI_CC.

2. Provider Section

   • Click Create and select the businessSystemId from the value help, as defined during service instance creation.

3. Consumer Section

   • Click Create and select SAP Master Data Integration from the value help in the Business System column.

4. Business Object Type

   • Select Cost Center (sap.odm.finance.costobject.CostCenter).
   • Choose the highest available API version and set the mode to Push.
   • Use the API: MDI_CHANGE_COST_CENTER.

5. Optional Settings

   • Data Filters: Specify filters in the Object Selection section to include/exclude specific objects.
   • Data Scope: Define the parts of objects to replicate.

6. Save and Activate

   • Save the model. Its initial status will be Inactive.
   • Click Activate at the top-right corner to enable replication.

Model for Project Service Organization 

Maintain the distribution model for the objects mentioned in the prerequisite 

1. Create a New MDO Model

   • Click Create and provide a name representing the business object, e.g., S4_MDI_SO.

2. Provider Section

   • Click Create and select the businessSystemId from the value help, as defined during service instance creation.
   • Ensure it corresponds to SAP S/4HANA Cloud Public Edition.

3. Consumer Section

   • Click Create and select SAP Master Data Integration from the Business System column.

4. Business Object Type

   • Select Project Service Organization (sap.odm.project.ProjectServiceOrganization).
   • Choose the highest available API version and set the mode to Push.
   • Use the API: MDI_CHANGE_PROJECT_SERVICE_ORGANIZATION.
   • Recurrence Pattern: Set as per business needs (e.g., Immediate for real-time replication).

5. Optional Settings

   • Data Filters: Define filters, such as companyCode.id, displayId, associatedCostCenters.costCenter.id.

6. Save and Activate

   • Save the model. Its initial status will be Inactive.
   • Click Activate at the top-right corner to enable replication.

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Workforce Person Replication

Workforce replication ensures accurate employee and contingent worker information across SAP systems, enabling better resource management, skill tracking, and project assignments.

Workforce replication can be configured via:

1. HR Source System → SAP S/4HANA Cloud Public Edition (Inbound Replication) → MDI
2. SAP S/4HANA Cloud Public Edition → MDI (Outbound Replication)
3. SAP SuccessFactors → MDI

Inbound Replication: HR Source System (SAP SuccessFactors) → SAP S/4HANA Cloud Public Edition → MDI

• For customers managing workforce person data with Manage Workforce app:
  Transition to replicating employee data from SAP SuccessFactors Employee Central for full integration support.
• After replication, workforce data cannot be managed using the Manage Workforce app.

Refer to the guide: Setting Up Workforce Management with SAP Master Data Integration.

Outbound Replication: SAP S/4HANA Cloud Public Edition → MDI

1. Create MDO Model for Workforce Person

   • Model Name: Provide a name like MD_S4_WF.

2. Provider Section

   • Click Create and select the businessSystemId from the value help.

3. Consumer Section

   • Click Create and select SAP Master Data Integration.

4. Business Object Type

   • Select Workforce Person (sap.odm.workforce.WorkforcePerson).
   • Use the highest API version and set the mode to Push.
   • API: MDI_CHANGE_WORKFORCE_PERSON.

5. Optional Settings

   • Data Filters: Apply filters if necessary in the Object Selection section.
   • Data Scope: Configure parts of objects for replication.

6. Save and Activate

   • Save the model with an Inactive status.
   • Activate it by clicking Activate.

Replication Verification

Verifying data replication through SAP Cloud Application Lifecycle Management (CALM)  is crucial for troubleshooting issues, ensuring data accuracy, and maintaining system integrity.

• Use CALM to confirm replication.

SAP SuccessFactors → MDI

Ensuring smooth workforce data transfer from SAP SuccessFactors Employee Central to SAP Master Data Integration (MDI) is critical for maintaining accurate employee records across enterprise systems. This step facilitates seamless workforce management and project resourcing.

• For detailed steps, refer to SAP SuccessFactors: Integrating Workforce from Employee Central to SAP Master Data Integration.

Connecting SAP Master Data Integration (MDI) to SAP Project and Resource Management 

Establishing this connection enables synchronized resource data transfer, allowing accurate workforce and cost center information to be available for planning and resource allocation within SAP Project and Resource Management.

This guide details the setup of the MDO pull model and filters for integrating SAP Master Data Integration with SPRM Resource Management.

MDI Resource Management Setup

Configuring MDI Resource Management correctly ensures the proper flow of master data, such as workforce and cost centers, into SAP Project and Resource Management. This step lays the foundation for reliable resource planning.

Create Service Instance and Service Key

Creating a service instance within SAP BTP is essential to establish secure communication with MDI, ensuring data integrity and controlled access. The service key facilitates authentication and authorization for data replication.

1. • Navigate to Services > Service Marketplace and select Master Data Integration.
   • Click Create (top-right corner).
   • Select the service plan sap-integration.
   • Provide a unique instance name (e.g., <source-system_unique-identifier>, such as S4_FS10 for an SAP S/4HANA Cloud Public Edition tenant FS10).
   • Configure service instance parameters with the required attributes, e.g.:

{ "application": "resource management", "businessSystemId": "<businessSystemId>" }

• Create the service instance.

Service Key Configuration

Proper service key setup enables secure and authenticated access to SAP MDI, ensuring workforce and cost center data are transmitted securely to the resource management system.

• Navigate to Services > Instances and select the newly created service instance.
• Create a service key, depending on the authentication type:
  • OAuth 2.0 Client Credentials: Enter the service key name.
  • OAuth 2.0 with X.509 Client Certificates (Recommended): Use the following JSON format:

{
  "xsuaa": {
    "credential-type": "x509",
    "x509": {
      "key-length": 2048,
      "validity": <validity>,
      "validity-type": "DAYS"
    } } }

  Note: Certificates expire after <validity> and require rotation.

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RM Destination Setup

Setting up the destination allows efficient data exchange between SAP MDI and SAP project and Resource Management, ensuring that cost center, service organization, and workforce data can be retrieved efficiently.

Remark - This needs to be maintained in the subaccount where resource management capability is subscribed.

1. Prepare Combined Certificate and Key File

   • Create .pem files for the certificate and private key from the SAP MDI service key. Remove \n characters before generating the combined file.
   • Use the command:

openssl pkcs12 -export -in cert.pem -inkey key.pem -name 'combinedx509' -out combinedx509.p12

• Set a password for the file during generation.

• Create HTTP Destination

  • Navigate to Cockpit > Subaccounts > Connectivity > Destinations.
  • Create a new HTTP Destination with the following details:
    • Name: C4PRM (mandatory).
    • Type: HTTP.
    • Authentication: OAuth2ClientCredentials.
    • Proxy Type: Internet.
    • URL: <uri>.
    • For X.509 Client Certificates, provide:
      • Combined certificate and key file in .p12 format.
      • Password for the file.
      • Token Service URL: <uaa.certurl>/oauth/token.
    • For Client Secret Authentication, provide:
      • Client ID: <uaa.clientid>.
      • Client Secret: <uaa.clientsecret>.
      • Token Service URL: <uaa.url>/oauth/token.

• Save the Destination

Set Up MDO Objects

MDO Objects define how cost center and workforce data are structured and transferred, ensuring only relevant data is pulled into SPRM.

For Cost Center:

1. Navigate to the Manage Distribution Models application in Master Data Integration (Orchestration).
2. Click Create and configure the following:
   • Model Name: e.g., MDI_RM_CC.
   • Provider Section: Select SAP Master Data Integration.
   • Consumer Section: Select the businessSystemId created with the service instance.
   • Business Object Type:
     • Select Cost Center (sap.odm.finance.costobject.CostCenter).
     • API Version: 1.0.2 or higher.
     • Mode: Pull.
     • API: MDI_LOG_COST_CENTER.
   • Optional settings:
     • Data Filters: Define object filters as needed.
     • Data Scope: Specify object parts for replication.
3. Save the model (status: Inactive).
4. Activate the model by clicking Activate.

For Workforce Person:

1. Navigate to Manage Distribution Models and click Create.
2. Configure the following:
   • Model Name: e.g., MD_RM_WF.
   • Provider Section: Select SAP Master Data Integration.
   • Consumer Section: Select the businessSystemId created with the service instance.
   • Business Object Type:
     • Select Workforce Person (sap.odm.workforce.WorkforcePerson).
     • API Version: 2.0.0 or higher.
     • Mode: Pull.
     • API: MDI_LOG_WORKFORCE_PERSON.
   • Optional settings:
     • Data Filters: Define filters if applicable.
     • Data Scope: Configure object parts for replication.
3. Save the model (status: Inactive).
4. Activate the model by clicking Activate.

Master Data Replication to Resource Management

Once the system setup and connections are complete, the next step is to configure master data replication from the source systems to the Resource Management system. This involves replicating cost center data, workforce data, and service organization data. Use the Manage Replication Schedules application in the Resource Management system to achieve this.

Replicating Cost Center Data

1. One-Time Replication:

   • Navigate to the Manage Replication Schedules application.
   • Select the one-time schedule for the Cost Center.
   • Click Activate.
   • Provide the date and time for the replication to start.
   • The system will initiate a one-time replication of cost center data from the Master Data Integration (MDI) system.

2. Recurring Replication:

   • Activate the recurring schedule for the Cost Center.
   • Set the interval for replication, which can range from 5 to 30 minutes, based on your business requirements.
   • The system will periodically replicate cost center data from MDI to Resource Management.

Replicating Service Organization Data

1. One-Time Replication:

   • Select the one-time schedule for the Service Organization.
   • Click Activate.
   • Provide the date and time for the replication to begin.
   • This action will initiate the replication of service organization data.

2. Recurring Replication:

   • Activate the recurring schedule for the Service Organization.
   • Specify the recurrence interval, ranging from 5 to 30 minutes.
   • The system will automatically replicate service organization data at the specified interval.

Replicating Workforce Data

1. One-Time Replication:

   • Navigate to the Workforce Person replication schedule.
   • Click Activate.
   • Specify the date and time for the replication.
   • This will initiate a one-time replication of workforce person data from MDI.

2. Recurring Replication:

   • Activate the recurring schedule for the Workforce Person.
   • Define the time interval for replication, ranging from 5 to 30 minutes.
   • The system will regularly replicate workforce data based on the configured schedule.