Organization Data Determination in SAP CRM with examples

In the earlier blog post, I gave an overview of SAP Organization Model. This blog post covers in a little more detail the Organization data determination using Organization model rule and responsibilities rule with examples.


Organization Data Determination in SAP CRM is possible using 2 ways:

1. Using Organization Model Rule
2. Using Responsibilities Rule

Organization Model Rule type Example:

Lets take a sample requirement where an employee has to create a transaction. While creating the transaction, the system should automatically determine the organization data based on employee's assignment within the organization model. This means that the organization unit, which has the position that the employee is holding, should automatically be determined in the transaction.

Steps:

1. (Transaction PFAC) Use the determination rule 10000194(Sales Scenario)/14000148(Service Scenario) or copy it to create a new one. This rule determines the organization unit based on employee(BP assigned to user who is creating the transaction).
2. Assign this determination rule to a Organization data profile. 
3. Assign this organization data profile to a transaction type.

That's it. You're done. When any employee creates a new transaction of this type, the system will automatically determine the organization unit to which he is assigned in the organization model.

Please bear in mind though that the following are in line for the determination to happen properly:

• Check-box 'Obj. Permitted in determination' must be checked for those organization unit which you want to be getting determined automatically.
• The attribute maintenance scenario must match the scenario of the rule specified. 

Responsibilities Rule type Example:

Lets take a sample requirement where you want organization data to be determined based on Region. Let us say the regions are Northern, Southern, Western and Eastern. Lets assume there is an Organization unit 'NW' that should be responsible for Northern and Western regions and another organization unit 'SE' that should be responsible for Southern and Eastern regions.

Steps:

1. Create a new determination rule with the category 'Agent Determination: Responsibilities' and fill container with 'Region', add 2 responsibilities (one for regions North, West and another for South, East). Assign the organization units to these responsibilities.
2. Assign this determination rule to a Organization Data Profile.
3. Assign this Organization Data profile to a Transaction Type.

That's it. You're done. When any employee creates a new transaction of this type and enters the region (please note that the example taken here is not for the standard SAP field Region), the system will automatically determine the assigned organization unit for that region using the determination rule.

Now lets understand in which scenarios should you use each of these determination rules.

Organization Data Determination: Organization Model Rule vs. Responsibilities Rule

In a business scenario where you need to determine organisation data depending on predefined attributes (like postal code, country, etc.) and want the system to look for organization units in organization model with these attributes, you can use Organization Model Rule. Remember, this rule is useful only if you have maintained the organization model and maintained the attributes for the organization units(at for those Organization units which you want determined). This rule can be really useful if you have a very complex organization structure and want to completely rely on it based on attributes for determination of organization data.

In a business scenario where you need to determine organization data independent of the organisation model/structure, the Responsibilities Rule can be useful. You can directly assign organization units or make a particular unit responsible if a specified attribute value is found entered in the transaction. The advantage of using this rule is that you need not have the organization model set up or even if it is set up, you need not maintain the attributes for responsible organization units. You can simply create a responsibility rule, define attributes in container, assign organization units for values of the attribute as required.

Here is a useful resource on SCN that explains (with screenshots) the steps to create the Organization data determination rules.

Hope you have found this blog post useful and have a better understanding of Organization data determination now. However, if you have any doubts, please drop a comment.